MICROSOFT OUTLOOK 2003

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HEALTH CARE INFORMATION SYSTEMS TRAINING

INFORMATION SYSTEMS TRAINING

Updated October 28, 2004

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Using Outlook 2003 Table of Contents

OVERVIEW OF OUTLOOK 2003 ......................................................................................................................................1 OPENING OUTLOOK 2003.......................................................................................................................................................1 THE OUTLOOK 2003 SCREEN .................................................................................................................................................2 OUTLOOK ITEMS AND FOLDERS .............................................................................................................................................3 THE OUTLOOK READING PANE ..............................................................................................................................................4 CUSTOMIZING THE NAVIGATION BUTTONS ...........................................................................................................................4 DISPLAYING HIDDEN NAVIGATION BUTTONS .......................................................................................................................4 USING OUTLOOK E-MAIL ................................................................................................................................................5 COMPOSING, ADDRESSING, AND SENDING AN E-MAIL MESSAGE ........................................................................................5 SENDING E-MAIL MESSAGES VIA THE INTERNET ..................................................................................................................6 OPENING AN E-MAIL MESSAGE .............................................................................................................................................6 PRINTING AN E-MAIL MESSAGE ...........................................................................................................................................6 CLOSING AN E-MAIL MESSAGE ............................................................................................................................................6 DELETING AN E-MAIL MESSAGE ...........................................................................................................................................7 REPLYING TO AN E-MAIL MESSAGE ......................................................................................................................................7 FORWARDING AN E-MAIL MESSAGE .....................................................................................................................................7 ATTACHING A FILE TO AN E-MAIL MESSAGE (METHOD #1) ................................................................................................8 ATTACHING A FILE TO AN E-MAIL MESSAGE (METHOD #2) ................................................................................................9 RECEIVING E-MAIL MESSAGES WITH ATTACHED FILES .......................................................................................................9 USING THE CONTACTS FOLDER .................................................................................................................................10 CREATING CONTACTS FOLDER ENTRIES .............................................................................................................................10 CAPTURING E-MAIL ADDRESSES FROM INCOMING MESSAGES ..........................................................................................10 USING THE OUTLOOK CALENDAR ............................................................................................................................11 VIEWING THE CALENDAR.....................................................................................................................................................11 NAVIGATING THE CALENDAR ..............................................................................................................................................12 VIEWING MULTIPLE DATES .................................................................................................................................................12 SCHEDULING AN APPOINTMENT (METHOD #1) ...................................................................................................................13 SCHEDULING AN APPOINTMENT (METHOD #2) ...................................................................................................................13 PRINTING THE CALENDAR ....................................................................................................................................................14 USING THE TASKS FOLDER...........................................................................................................................................15 VIEWING THE TASKS FOLDER ..............................................................................................................................................15 CREATING AND MANAGING TASKS .....................................................................................................................................15

OVERVIEW OF OUTLOOK 2003

Opening Outlook 2003
Most University of Iowa Health Care Outlook users can start Outlook 2003 by using one of the following procedures: Double-click the Outlook icon on the Windows desktop.

OR Single-click the Outlook button on the Quick Launch bar in the lower left corner of the Windows desktop. OR Click the Start button in the lower left corner of the screen. Select All Programs. Select Microsoft Office. Select Microsoft Office Outlook 2003.

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The Outlook 2003 Screen

Title Bar Standard Toolbar
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Ask A

Qu e stion

Box

Favorite Folders Pane

Inbox Folder All Mail Folders Pane Navigation Pane

Reading Pane Navigation Buttons

Status Bar

The Outlook 2003 screen includes the following components. The Outlook 2003 is highly customizable, so your Outlook screen may be different from this illustration. The Title Bar displays the name of the program you are running and the name of the active folder. The Menu Bar provides access to Outlook menu options. The Standard Toolbar displays buttons that provide quick access to Outlook commands. The Ask A Question box allows you to quickly search for information in Outlooks help system. The Navigation Pane provides access to Outlooks folders and subfolders. The Navigation Pane replaces the Outlook Bar that was found in earlier versions of Outlook. The Favorite Folders Pane allows you to create shortcuts to frequently used folders to provide quick access to those folders. The All Mail Folders Pane lists the e-mail folders in all of the Outlook e-mail accounts that have been set up on your PC. Navigation Buttons in the Navigation Pane allow you to quickly open the groups of folders (Mail, Calendar, Contacts, Tasks, etc.) that have been set up on your Outlook account. The Inbox Folder is the folder in which your incoming e-mail messages are stored. The Reading Pane is an Outlook feature that allows you to preview the contents of Outlook items without actually opening those items. The Status Bar displays information about the active folder.

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Outlook Items and Folders

Anything you create in Outlook 2003 is known as an item. Calendar entries, contact folder entries, and mail messages are examples of Outlook items. Outlook stores items in folders. Each folder stores a particular type of item. For example, the Inbox stores mail message items, the Calendar stores appointment and event items, and the Contacts folder stores address book contact information. The Navigation Pane on the left side of the screen allows you to quickly access Outlooks folders. When you click on a Navigation Pane button or shortcut, the corresponding folder or folder group is opened. The standard Outlook 2003 folders include the following: Mailbox - (also known as Outlook Today) A folder that allows you to see your day at a glance by displaying your appointments for the next few days, the number of new messages in your Inbox, and a list of the active tasks in the Tasks folder. Calendar - The folder in which appointments and events are created and stored. Contacts - An electronic rolodex in which names, addresses, e-mail addresses, etc., are stored. Deleted Items - Contains any Outlook items that have been deleted from other folders.

Drafts An Outlook folder in which draft copies of messages are stored. Inbox - The folder from which mail is sent and in which new mail messages appear. Journal - Records all Microsoft Office activity on a computer. Because the Journal uses an excessive amount of space on the Microsoft Exchange server, use of the Journal is not recommended by Iowa Health Care Information Systems. Junk E-mail - Stores messages that have been identified by Outlooks junk e-mail filter as junk mail. You should check the contents of this folder before deleting its contents to ensure that you are not deleting important messages. Notes - The folder in which electronic sticky notes are created and stored.

Outbox - Temporarily stores outgoing messages until they are delivered.

Sent Items - Contains copies of messages that have been sent from Outlook.

Tasks An electronic to do list.

Public Folders - Public folders store software support postings and departmental shared folders.

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The Outlook Reading Pane

The Reading Pane is a new Outlook 2003 feature that allows you to preview e-mail messages and other Outlook items without opening those items. To enable the Reading Pane or to change its location: Display the View menu and select Reading Pane. Select Right or Bottom to display the Reading Pane on the right side or bottom of the screen. OR Select Off to close the Reading Pane.

Customizing the Navigation Buttons

When Outlook is initially installed, large navigation buttons for the most commonly used Outlook folders appear at the bottom of the Navigation Pane. You can reduce the number of large navigation buttons that are displayed to make more space available for the display of the Outlook folder list. To change the number of large navigation buttons that are displayed: Place the pointer over the dark blue horizontal bar at the top of the navigation buttons and drag the bar up or down.
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As you drag the dark blue bar down, the large navigation buttons will be replaced by small navigation buttons at the bottom of the Navigation Bar. As you drag the dark blue bar up, the small navigation buttons will be replaced by large navigation buttons.

Displaying Hidden Navigation Buttons

If all of Outlooks navigation buttons are changed to small buttons, it is possible that there may not be enough room at the bottom of the Navigation Pane to display all of the small buttons. When this occurs, you can display the hidden buttons by using the Configure Buttons button in the lower right corner of the Navigation Pane. Click on the Configure Buttons button. In the Configure Buttons menu, click on the name or the button of the folder you wish to view.
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USING OUTLOOK E-MAIL

Composing, Addressing, and Sending an E-Mail Message
With the Inbox folder displayed, click the New Mail Message button at the left end of the toolbar. When the Outlook new message form appears, type the recipients e-mail address in the To box OR Type the recipients last name, followed by a comma, and his or her first name in the To box. OR Click the To button to display the Select Names dialog box, select the recipients name from the Global Address List, click the To -> button, and click OK.
New M ail M essage

OR OR
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Select

Click

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If you wish to address the message to multiple recipients, separate the addresses with semicolons. After entering the recipients names, press the Tab key to move to the Cc box.

When you press Tab, Outlook compares the names you have entered against the contents of a Global Address List and your Contacts folder. If a name is verified by this Auto Check Names feature, a solid black line will appear under that name. If you wish to send a courtesy copy (cc) of a message to someone, enter his or her name in the Cc box. Press Tab to move the cursor to the Subject: box. Type a short description of the subject of the message in the Subject box and press Tab. Type the text of the message in the Message window.

Click the Send button.

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Sending E-Mail Messages via the Internet

To send an Outlook message to an Internet e-mail address: Click on the New Mail Message button to create the message, as you normally would. Enter the Internet e-mail address in the To box or the Cc: box.
New M ail M essage

When you press Tab to move from the To box or the Cc box, Outlooks Auto Check Names feature analyzes the address you have entered. If the address conforms to Internet e-mail addressing standards, a solid black line appears under the address. The black line does not guarantee that the address actually exists on the Internet. It only assures you that the address adheres to Internet addressing standards. If you enter an Internet e-mail address for a University of Iowa Microsoft Outlook user, the mail recipients Outlook display name will appear in place of the Internet e-mail address. After addressing the message, enter the subject and text of the message. Click the Send button to send the message.

Opening an E-Mail Message

With the Inbox displayed, double-click the message you wish to open.

After opening a message, you can do one of the following: 1. 2. 3. 4. 5. Print the message. Close the message, leaving it in the Inbox. Close the message and delete it from the Inbox. Reply to the message. Forward the message to someone else.
Double Click to Open

Printing An E-Mail Message

To open a message: Click the Print button in the message toolbar.

Closing An E-Mail Message

To close a message, leaving it in the Inbox: Click the Close button in the upper right corner of the message window.
Close

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Deleting an E-Mail Message

To close an open message and delete it from the Inbox: Click the Delete button on the Message toolbar.

To delete a message from the Inbox: Click the message in the Inbox to select it. Click the Delete button on the Inbox toolbar. NOTE: When you delete a message or any other Outlook item, that item is moved to the Deleted Items folder. A deleted item may be undeleted by dragging it from the Deleted items folder, back to the folder from which it was deleted.

Replying to an E-Mail Message

With the message open, click the Reply button. Tip: If the original message was sent to more than one person, you can also send the reply to all of the original To and Cc addressees by clicking Reply to All. The reply will automatically be addressed to the sender of the original message and the letters RE: will appear in front of the original subject. The cursor will automatically be placed in the proper position for you to begin typing your reply. It is generally recommended that you include the text of the original message with your reply to refresh the memory of the person to whom you are replying. Type your reply to the original message. Click the Send button to send your reply.

Forwarding an E-Mail Message

Open the message you wish to forward. Click the Forward button

After you click the Forward button, a forwarding header will be inserted at the beginning of the original message, the letters FW: will appear at the beginning of the subject, and the cursor will appear in the To box, prompting you to enter the address to which you are forwarding the message. Address the message to the appropriate person or persons. Type a message above the Original Message header. Click the Send button to send the message.

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Attaching a File to an E-Mail Message (Method #1)

Create and address the message as you normally would. Place the cursor at the spot in the message where you wish to attach a file. Click the Insert File button on the message toolbar. When the Insert File dialog box appears, pull down the Look In list and select the drive and folder (directory) that contains the file you wish to attach. In the Files list, click the file you want to attach to your Outlook message. Click the Insert button.

If you wish to attach more than one file, repeat the previous five steps.

Depending upon how Outlook is configured on your PC, the attached file will appear either as an icon in the message body or as an icon in an Attach box in the message header. After attaching the file or files, click the Send button to send the message.

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Attaching a File to an E-Mail Message (Method #2)

An alternative method of attaching Word documents, Excel workbooks, and other Microsoft Office files to e-mail messages is sending them directly from the programs in which they were created. Using the program that created the document (e.g., Word), open the document you wish to send. With the document, open, display the File menu and select the Send To option. Select Mail Recipient (as Attachment)

After a few seconds, a new Outlook message appears, with the document already attached to it. Depending on how Outlook is configured on your PC, the attachment will appear either as an icon in the body of the new message or as an item in an Attach box. A subject will be displayed automatically, based on the content of the document. Click in the message area and type a message to accompany the attachment. Address and send the message.

Receiving E-Mail Messages with Attached Files

WARNING: E-Mail attachments can contain viruses. Do not open an e-mail attachment from
an unknown sender or an unexpected attachment from someone you know without first verifying that it is safe to open the attachment. Either call the message sender to inquire about the attachment or call the Health Care Information Systems Help Desk (5-6500) for assistance.
When you receive a message that has an attachment, a paper clip icon will appear in the Inbox next to the envelope icon to indicate that a file is attached to the message. When you open a message with an attachment, the attachment will be displayed either as an icon in the message area or as an item in the Attachments: area in the message header. To open the attached document, double click the icon.

The program that created the document (e.g., Word) will open and the attached document will then automatically open. To save an attached file without first opening it: Right click the attachments icon When the quick menu appears, select the Save as option. When the Save Attachment dialog box appears, select the drive and folder (directory) in which you wish to save the document, then click Save.

OR

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USING THE CONTACTS FOLDER

Creating Contacts Folder Entries
Personal addresses, including Internet addresses may be stored in the Contacts folder. To create a new contact in the Contact folder: Click the Contacts button in the Navigation pane. When the Contacts folder is displayed, click the New Contact button in the toolbar. When the new contact form appears, fill in all the appropriate fields. Click the Save and Close button to save the new contact.
New Contact Button

After you save a new contact, that contact will appear in your Contacts folder.

To address a new message to a contact, enter the contacts name in the To: field or the Cc: field of the new message form.

If Auto Check Names finds the persons record in the Contacts folder, a solid line will appear under the contacts name and the contacts e-mail address will appear in parentheses to the right of the name.

Capturing E-Mail Addresses from Incoming Messages

To capture an Internet e-mail address from an incoming message and store it in the Contacts folder: Open the incoming message. Right-click the senders address. Select Add to Outlook Contacts from the shortcut menu that appears. When the new contact form appears, fill in all the appropriate fields. Click the Save and Close button to save the new contact.

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USING THE OUTLOOK CALENDAR

Viewing the Calendar
To view the Outlook Calendar: Click the Calendar button in the Navigation Pane.

The Outlook Calendar folder will appear. The Calendar folder is made up of two major sections: the Date Navigator and the Appointment Area. The Date Navigator is a tool that allows you to move to different dates in the calendar. The Date Navigator is located at the top of the Navigation Pane. The Appointment Area displays appointments and events. Additionally, the Outlook Calendar screen includes a My Calendars area and an Other Calendars area that allow you to select and display multiple calendars simultaneously.

Date Navigator

My Calendars

Other Calendars

Normally, when you first view the Outlook Calendar, the 1 Day view is displayed. In this view, appointments for one day are displayed, as shown in the illustration above. If the 1 Day view is not displayed, you may display that view by clicking the Day button in the Calendar toolbar By clicking the Work Week button, you may display a Monday through Friday view of your Calendar. By clicking the Week button, you can display your appointments for a week at a time. By clicking the Month button, you can display your appointments for a five weeks at a time.

Appointment Area

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Navigating the Calendar

Click the Previous Month or Next Month arrowheads in the Date Navigator to move backward or forward one month at a time.
Display Previous Month Display Next Month

To display the appointments for a particular date, click that date on the Date Navigator.
Current Date

Click to Select a Date

Note: The current date is indicated by a shaded box that surrounds that date. To jump directly to a particular date, display the Go menu and select Go to Date.

When the Go to Date dialog box appears, enter the date to which you wish to jump and click OK.

To return to todays calendar, click the Today button on the Calendar toolbar.

Viewing Multiple Dates

To view multiple, consecutive dates, use the mouse to drag across (highlight) those dates in the Date Navigator.

The calendars for the selected dates will be displayed side by side in the appointment section of the screen.

To view multiple, nonconsecutive dates, click on the first date and, while holding the Ctrl key, click on the other dates to be viewed. The calendars for the selected dates will be displayed side by side in the appointment section of the screen.

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Scheduling an Appointment (Method #1)

On the Date Navigator, select the date for which you wish to set an appointment.

In the Appointment Area, drag through (highlight) the time slot for the appointment you are setting.

With the appointment time slot highlighted, type a description for the appointment.

Press Enter to set the appointment.

The bell symbol that appears in the appointment indicates that a 15-minute reminder has been set for the appointment.

Scheduling an Appointment (Method #2)

On the Date Navigator, select the date for which you wish to set an appointment.

In the Appointment Area, drag through (highlight) the time slot for the appointment you are setting.

Click the New button.

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In the Subject text box of the Appointment form, enter a brief description for the appointment. In the Location box, enter the appointments location. If the Start time needs to be changed, click the start time and select a different time. If the End time needs to be changed, click the to the end time and select a different time. button next to button next

To block out an entire day for an appointment (for a holiday, business trip, or vacation day, for example), click the All day event option. If you want Outlook remind you of the appointment 15 minutes before the Start time, click Reminder. If you wish set a reminder other than 15 minutes, click the button next to the reminder setting and select a different time. To mark the appointment time as Free, Tentative, button next to Show Busy, or Out of Office, click the time as: and select the appropriate option. To label and color code the appointment, click the button next to the Label option and select the appropriate label. To modify the label associated with a color, right-click on an existing appointment in the calendar, select Label, select Edit Labels, select a color, and enter a new label for that color. To set up a recurring appointment (daily, weekly, monthly, etc.), click Recurrence button, select the appropriate options, and click OK. After selecting all appropriate options, click Save and Close to finish setting the appointment. The new appointment will appear in the selected time slot.

Printing the Calendar

Click the Print button. From the Print style list, select the type of printout you wish to create (i.e., Daily Style, Weekly Style, etc.). Select a range of dates to be printed:

Click the button next to the Start date and use the Date Navigator to select the start date. Click the button next to the End date and use the Date Navigator to select the end date.

To view the results of your selections on the screen, before printing, click the Preview button. After selecting all appropriate options, click OK to print the calendar.

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USING THE TASKS FOLDER

Viewing the Tasks Folder
To display the Tasks folder, click the Tasks shortcut in the Outlook bar. The Tasks folder displays to do list items in a column format. The default columns in Simple View display completion status, subject, and due date information for your tasks.

To display more information about each task or to filter the tasks that are displayed, select a view from the Current View list in the Navigation Pane.

Creating and Managing Tasks

To create a new task, click the New Task button on the Standard toolbar. In the Subject text box of the Task form, enter a description of the task. If task has a due date, click the
button to the right of the Due date option and use the Date Navigator to select a due date.

If you wish to start working on the task on a specific date,

button to the right of the Start date option and use the click the Date Navigator to select the start date.

Using the Priority option, indicate the priority level of the task (Low, Normal, or High). to the To indicate the current status of the task, click the right of the Status option and select an appropriate status (Not Started, In Progress, Deferred, etc.). If you want Outlook remind you of the task, click the Reminder option and select the time and date you wish to be reminded. To mark the task as Private, so other Outlook users cant see the tasks description, click the Private option. To set up a recurring task (daily, weekly, monthly, etc.), click Recurrence button, select the appropriate options, and click OK.
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After selecting all appropriate options, click Save and Close to finish creating the task. To mark a task as completed, click in the left of the task description. column to the

A check mark will appear to the left of the tasks description and a line will be drawn through the task. To delete a task, select the task and then click the button.

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