Basic Microsoft Outlook 2003 Part 3

Rules, Tasks, Notes, Options, MavMAIL

This handout is simply an outline to be used as a guide in class. Microsoft Outlook offers many ways to accomplish different tasks. The steps below identify at least one way to accomplish a task in Microsoft Outlook. We will explore as much of this program as time allows.

Rules

The Rules Wizard helps you manage your e-mail messages by using rules to automatically perform actions on messages. After you create a rule, Microsoft Outlook applies the rule when messages arrive in your Inbox or when you send a message.

The steps below create a rule that moves a message from the Inbox to a specific folder. Before the rule is created, a folder should be created.

Create a Folder

1. On the File menu, point to New, and then click Folder.
2. In the Name box, enter a name for the folder.
3. In the Select where to place the folder list, click the location for the folder.
4. Click OK.
   

Create a Rule

1. Click the Inbox.
2. On the Tools menu, click Rules and Alerts
3. Click the New Rule button.
   

1. Choose the type of rule you want to create and click Next. For our example, choose Move messages from someone to a folder.
2. Click Next.
   
3. In the Edit the rule description box, click the people or distribution list link to choose the person or distribution list that this rule applies to.
   
4. Double click on the person or distribution list from the address book that you want used in the rule. Click OK when finished.
   
5. Click Next.
6. In the Edit the rule description box, click the specified link to choose the folder you want to move this item to.
   
7. Choose the folder from the folder list and click OK.
8. Click Next.
   
9. Choose any exceptions to the rule, if necessary, and click Next.
   
10. Specify a name for this rule. If you want to run a newly created rule on messages already in the Inbox, select the Run this rule now on messages already in Inbox check box. Click Finish.
11. Click Finish to close the Rules Wizard dialog box.
    

Deleting a Rule

1. Click Rules and Alerts from the Tools menu.
2. Click on the rule that you want to delete.
3. Click on the Delete button in the dialog box.
   
4. Click Yes in the dialog box to finish deleting the rule.
5. Click OK when finished.
   

Tasks

A task is a personal or work-related errand you want to track through completion. A task can occur once or repeatedly (a recurring task). A recurring task can repeat at regular intervals or repeat based on the date you mark the task complete. For example, you might want a reminder to print your pay stub every other week.

In addition to creating your own tasks, you can create tasks that you assign to others. You do this by sending a task request to someone. The person who receives the task request becomes the temporary owner of the task.

Create a Task

1. On the File menu, point to New, and then click Task.
2. In the Subject box, type a task name.
3. Complete any other boxes on the Task and Details tabs for information you want to record for the task.
4. To make the task recur, click Recurrence, click the frequency (Daily, Weekly, Monthly, Yearly) at which you want the task to recur, and then do one of the following:
   • Make the task recur at regular intervals
     • Select options for that frequency. Do not click Regenerate new task or the task will not recur at regular intervals.
   • Make the task recur based on completion date
     • Click Regenerate new task and then type a time frequency in the box.
5. Set start and end dates for the task.
6. Click OK and then click Save and Close.

Notes

Notes are the electronic equivalent of paper sticky notes. Use notes to jot down questions, ideas, reminders, and anything you would write on note paper. You can leave notes open on the screen while you work. This is especially convenient when you're using notes for storing bits of information you may need later, such as directions or text you want to reuse in other items or documents.

Create a Note

1. On the File menu, point to New, and then click Note.
2. Type the text of the note.
3. To close the note, click the note icon in the upper-left corner of the Note window, and then click Close OR click the x in the upper right corner of the note.

Note: You can leave the note open while you work. When you change the note, the changes are saved automatically.

Outlook Options and Preferences

To modify Outlook to look the way you want and work the way you want, change some of the options. Access the options through the Tools menu and then click Options.

Preferences

Junk E-mail Options

E-mail Options

Advanced E-mail Options

Tracking Options

Calendar Options

Task Options

Contact Options

Notes Options

Mail Setup Options

Mail Format Options

Fonts

Stationery Picker

Spelling Options

Security Options

Other Options

Delegates

Mavmail/OWA/Outlook Web Access

You can access the Exchange server (your e-mail) from any computer that has Internet access.

Internet Explorer 6.0 login box (Windows XP)

Netscape Communicator 7.1 login box (Windows XP)

1. Open the browser (Internet Explorer or Netscape).
2. Type in the following web address: http://mavmail.mnsu.edu and press Enter.
3. Click on one of the links to access your account:
   MavMAIL Secure Logon
   MavMAIL Standard Logon ( Best for dial–in connections )
4. When the login box appears, type your User name and Password. Many of the functions and features used in Microsoft Outlook are available in the web version and are used in the same manner.