Outlook Overview

Changing Calendar Viewing Permissions

1. Select Folder View in Outlook (Folder Icon at bottom of the list of mail folders).
2. Right Click on Calendar and then left click on Properties.
3. Click the Permissions tab.
4. To Add a person to give a person permissions for your calendar, click the Add… button.
5. In the Show Names from the: pulldown list, select Global Address List
   NOTE: Calendar operations are only available for people in the Global Address list WITHOUT an icon of the earth next to their name.
6. Select the name(s) you wish to set permissions for and click the Add -> button. The users to be added should appear in the list on the right. Click OK when finished.
7. Select a user and select the level of permission you wish to give them
   NOTE: You can select multiple people to set permissions at the same time.
8. When finished setting permissions, click OK.

Viewing Someone’s Calendar

1. Select File -> Open -> Other User’s Folder…
2. Click the Name… button
3. In the Show Names from the: pulldown list, select Global Address List
   NOTE: Calendar operations are only available for people in the Global Address list WITHOUT an icon of the earth next to their name.
4. Select the name of the person whose calendar you wish to view and click OK.
5. In the Folder: pulldown, select Calendar and click OK.

NOTE: Once you have opened someone’s calendar, you can get back to it by going to File -> Open from the menu. The names of individuals whose calendars you recently viewed will be listed.

Marking an Appointment Private

1. When viewing your calendar, right click on the appointment you wish to make private
2. Left click on private

NOTE: When someone views your calendar, the time will show as blocked but they will not be able to see the details of the appointment.

Scheduling an Appointment for Multiple Attendees

1. Create a new appointment or open an existing appointment
2. Click the Scheduling tab
3. Click Add Others -> Add from Address Book…
4. In the Show Names from the: pulldown list, select Global Address List
   NOTE: Calendar operations are only available for people in the Global Address list WITHOUT an icon of the earth next to their name.
5. Select the name(s) you wish to invite to the meeting and click the Required -> or Required -> button (we are looking into how to set up resources). The users to be added should appear in the list(s) on the right. Click OK when finished.
6. You will now see a representation of everyone’s calendar with blocks indicating where appointments have been scheduled. You can either drag the block to a time that is available for all attendees or use the Meeting start and end time boxes at the bottom of the screen. When the desired time has been selected, click the appointment tab
7. A message may be typed in the large text box area that will be sent with the meeting invitation to all participants.
8. When you are finished, click the send button.

At this point all invitees will receive an e-mail message inviting them to the meeting. When the message is opened, they will have a set of buttons at the top: Accept, Decline, or Tentative. Accept will add the meeting to the invitee’s calendar (it is listed as tentative until accepted or declined). Decline removes it from the invitee’s calendar. Tentative leaves it in the tentative state on the invitee’s calendar. In all cases, a message is sent back to the meeting scheduler indicating your choice.

Creating Mail Boxes

1. Right click on the box under which you would like to create a new folder and left click New Folder…
2. Type in the name for the new folder
3. Select the type of folder to create in the Folder contains: pulldown.
   NOTE: This is usually Mail and Post Items
4. Click OK

Filters for SPAM

1. Create a folder for SPAM (perhaps called SPAM Can)
2. Click Tools -> Organize
3. Click Rules Wizard…
4. Click New…
5. Click Start from blank rule
6. Select Check messages when they arrive then click Next>
7. Check box next to “with specific words in the subject or body
8. In the lower window, click the link “specific words”

NOTE: It is recommended that SPAM NOT be send directly to the Deleted Items folder. This is because real mail will occasionally get caught by the filter. This allows you to review the list to make sure you do not accidentally miss a legitimate message.

Laptop Tips
When opening Outlook, you will be prompted to Connect or Work Offline. Select Connect only when you have a direct network (Ethernet) connection to the internet. When not connected or connecting via a modem, choose Work Offline.

When working offline and you have connected to the internet with your modem, you should press F9 when you first start Outlook.