Note: Many of these functions can only be used if you are on the Exchange Server.
Outlook mail
Out of office assistant
o While in your mailbox, click on “Tools”, “Out of office assistant”.
o You can specify the message you would like the sender to receive.
o You can also add rules by selecting the “add rule” button.
For example, if you receive an email from a particular
individual, you can have it automatically forwarded to
someone else.
Junk mail filter
o Go to “Action”, “Junk email” and “Junk email options”.
o You can specify your preferences to catch junk email.
Signatures
o You have the ability to automatically add a signature to your outgoing
emails.
o Go to “Tools”, “Options”, “Mail format”.
o Click on the signatures button and add new.
o You can even add a graphic, such as, the “Purple Promise”.
o You can also specify what signature you would like for new messages
AND forwarded/replied to messages.
Delegates
o Used if you need to give someone else the authority to send messages
on your behalf, this option is available.
o Click on “Tools”, “Options” and the “Delegates” tab.
o Click on “Add” and the global address list to find the individual you
would like to delegate authority to.
Folder view options
o Used if you need to give someone the authority to view your email.
o Right click and click on “Properties” and go to the “Permissions” tab.
Remember, you must click on each individual folder you would
like to grant access to.
o Click “Add” and find the individual.
o Also, you must select a permission level for each person and for each
folder you give them permission to.
Message recall
o Messages can be recalled once they have already been sent; however,
this function does not ALWAYS work as you would like so be careful
when sending your emails.
o To recall a message, go into your sent folder and open the message
you would like recalled.
o Once in the message, click on “Actions” and “Recall this message”.
You can delete the message from the sender’s inbox or replace with a
new message.
o Please keep in mind that there is the possibility that the recipient may
see your original message before you have recalled it. They may also
see a message letting them know that you have recalled the message.
o NOTE: Messages will not be recalled from blackberry devices so use
of this function is not recommended.
Calendar
Share your calendar
o Once in your calendar, on the left hand side, choose “Share my
calendar”.
o You can add as many individuals as you would like.
o You will need to select a permission level for each person. (Reviewer
is typically the safest unless you need to for someone else to be able to
schedule appointments on your calendar.)
o Private items – if you have private items you can mark it private when
creating the appt. It is displayed as time blocked out and a key to
show it is a private appointment.
View shared calendar
o In order to view a shared calendar, both individuals must be on the
Exchange server.
o In calendar, on the left hand view, click on “Open a shared calendar”.
You will get a pop-up. Either type in the person’s name or click on
“Name” and find them in the directory.
o Once you have added this person’s calendar to your view, their name
will appear in a list on the left hand view. You can then click in the
box or unclick whenever you want to see their calendar.
Sending meeting invitation
o In calendar, click on “New”.
o Create your meeting as usual.
o Click on “Invite attendees” and type in each invitee’s email address.
o Invitees will receive an invitation and be able to accept, decline or
propose a new time. Once they accept, their calendar will
automatically be populated with the meeting.
Plan a meeting
o You can send the invitation with a pre-selected time OR you can look
for a time that will work for all those invited by clicking on the
“Scheduling” tab. Here you will be able to see when the invitees are
available. By clicking “Autopick next”, Outlook will find the next
time when all invitees are available for the amount of time specified.
Schedule a recurring meeting
o In the calendar, click on “New”.
o Schedule the meeting as usual.
o Select the “Recurrence” tab and enter the recurring meeting schedule.
Contacts
Share contacts and view shared contacts
o In your contacts view, you can share your contacts and view shared
contacts the same way you can view and share calendars as stated
above.
Send contact information
o When someone asks you for contact information, you can easily send
it from your contact list rather than type it into an email and send.
Just open up the contact you want to share and click on “Actions”,
“Forward” and type in the email address of the person you want to
send it to. Then click “Send”.
posted @ 2008-01-24 17:11
Shannon 阅读(122)
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