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III. Outlook
Setup
Housekeeping
Select View > Toolsbars
and turn OFF the Adobe
Acrobat toolbar and the
web toolbar, if they are
on (if there is a check
next to them).
Select Tools > Customize
> Options tab, and be
sure "Always show full
menus" is selected.
Be sure the Navigation
pane is on by selecting
View > Navigation pane.
It should have a check
mark next to it.
Cached Exchange Mode
This workshop deals with
using MS Outlook 2003 at
Palomar College.
Therefore, we will make
recommendations for its
best use in light of the
way Palomar has
implemented it.
Palomar uses an Exchange
Server, and therefore
your connection through
Outlook is to an
"Exchange" account.
This is a strong
advantage, because there
are many features in
Outlook which take
advantage of an
interconnected community
of users through
Exchange.
Our first
recommendation, then, is
to set up your Outlook
in what is called
"cached Exchange mode" (CEM).
This means that you will
create a local "offline
store" file (called an "ost"
file) to which Outlook
will download copies of
your Exchange folders.
Outlook will take care
of all of the
synchronization details
behind the scenes.
Your "real" folders will
still be on the Exchange
server, and you will be
doing your work with the
cached local copies.
One of the advantages of
working in this mode is
that your junk mail
filters will become much
more effective. If
you do not regularly
update Office with the
latest junk mail
filters, you should.
Do so by
clicking here and
running the Office
Updates feature.
Updating your local copy
of Outlook junk mail
filters without running
it in cached Exchange
mode will do you little
good.
Here is how to set up
cached Exchange mode:
Start Outlook and click
Tools > Email Accounts
and select "View or
change existing email
accounts," and then
click Next
Select
"Exchange Server" and
click the "Change"
button:
Place a
check in the "Use Cached
Exchange Mode" box,
and then
click Finish and OK
until back at Outlook.
Email
Setup
1.
The Preferences Tab -
Email
Click
Tools > Options > and
click the E-mail Options
button. Set up
your email as indicated
below:
Click OK.
Now click the Advanced
E-mail Options button,
and set them up as
indicated below:
Note that
it is in the "Drafts"
folder that your unsent
emails will be saved.
Note also that the alarm
sounds, cursor
indicators and mailbox
alerts have been
deselected. These
are serious
interruptions to your
train of thought and
should not be allowed to
impinge on your work
time.
Click OK,
then click the Tracking
Options button.
Set them up as below:
Note that
if you wanted to receive
a delivery and read
receipt for each email
you send (a foolish
waste of mail server
resources) this is the
dialog box where you
would set these options.
Note also that you can
control whether your
Outlook client sends a
read receipt or not.
These options can be set
for individual emails
using the options button
within the mail form.
Click OK
and OK again to return
to the Options dialog
box. Now click the
Junk E-mail button.
We recommend setting
your junk e-mail filter
to High. This will
catch most junk emails
(this assumes that you
have updated your junk
email filters from the
Office Updates site).
If you
have updated your junk
email filters, you will
find a long list of
Blocked senders on the
Blocked Senders tab.
On the International
tab, it is useful to
click both the blocked
Top-Level Domain list
and the Blocked
Encodings List and
select all, then
deselect your own
relevant domains and
encodings.
 Learn
more about
protecting yourself
from junk email from
this Microsoft audio
lesson:
Slice the Spam!
2.
The Mail Setup Tab
This tab is not very
important at first.
Do be sure that the
"Send immediately when
connected box is
selected. Note
that the F9 key is the
shortcut key to perform
a send-receive
operation.
3. The Mail
Format Tab
Set up your mail format
as follows:
We will choose a custom
font and create
signature files in
class.
For
a summary of message
format options,
review this audio
lesson from
Microsoft:
Control how you send
and see email
messages.
4. Spelling Setup
Outlook uses the same
spelling dictionaries
used by Word, including
the same custom
dictionary. If you
want Outlook to check
your spelling before
sending each email, set
it up as follows:
5. Other
Settings (AutoArchive
Settings)
The final area we want
to address in the setup
portion of our class is
AutoArchive settings.
Click the Other tab,
then click the
AutoArchive button.
The settings you make
for the workshop will
not matter, since the
workshop is concluded in
one day, but for a
reference, set up your
own autoarchive settings
as follows:
Note that this archive
feature may be far too
short for you. You
might want to run the
archiving feature every
30 days and clean out
things older than 6
months, rather than the
settings shown above.
Note also that the path
to the archive file is
not the default one.
It is a path to a folder
within the My Documents
structure called "My
Email Archive."
That way it will get
backed up when the rest
of your My Documents are
backed up, and it is
also easier to find.
The actual archive file
is a ".pst" file, a
personal store file,
which can be opened and
compressed from within
Outlook.
It is also important, if
you want to make
reference to the archive
freqeuntly, to check the
box "Show archive folder
in the folder list,"
though it is easy to
find and open/close if
need be. This just
makes it easier.
Please also note that
the button titled "Apply
these settings to all
folders now" actually
only applies the
settings to folders
where custom archive
settings already
exist--overriding those
settings.
6.
Blocking/Unblocking
downloadable images.
Use the Tools > Options
> security tab to change
the automatic download
settings. If you
wish to receive pictures
in your HTML emails,
clear the "Don't
download pictures or
other content
automatically" box.
Other Important Setup
Options
On the Tools > Options
dialog box, you can set
the default reminder
time.
Within calendar options,
set the days/times that
comprise your typical
work week. It is
here where you can also
set the option for
allowing attendees to
propose alternate times
for meetings and change
the colors of your
calendar.
In the Task Options
dialog you select the
option to set reminders
on tasks with due dates.
Be sure this is checked.
In the Contact Options
dialog, you may set the
way the contacts list is
sorted (Last, First name
is the usual).
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