MS Exchange System Administration

1) Right-click on your mailbox
2) Select Properties
3) Click the Advanced button
4) Navigate to the Advanced tab
5) Click on the Add... button
6) Type in the mailbox/user name
7) Click OK (3 times)

Email Basics:

Use a semicolon to separate addresses in the To: field of the memo. Lotus Notes uses a comma, Outlook uses a semicolon (;).

To add the ability to separate users with a comma:

1. Click "Tools" then "Options".
2. When the "Options" multi-tabbed dialog box appears, click the "Preferences" tab.
3. Click the "E-mail Options" button then the "Advanced E-mail Options".
4. Check the box at the bottom of the page "Allow comma as address separator".
5. Click "OK" to close the dialog box.

The "Send and Receive" button will send mails and look on the server for new mail. This should happen automatically for all outbound mail (immediately) and every few minutes for inbound mail, however, if you think you should have received a message you can press "Send and Receive" to force the system to check for new mail and send any mail that might still be in your outbox.

The Reading Pane: Options for the Preview pane (Reading Pane) are found under View, Reading Pane. Turn it off, put in on the bottom instead of the right, etc.

Signatures - Tools, Options, Mail Format tab, Signature button

Out of Office - Tools, Out of Office Assistant. This does not have as many features as the Notes OOO. You have to remember to turn it off when you are back. You will need to modify you message each time you turn the out of office feature on.

Select multiple messages - use shift + click for selecting contiguous messages and control + click to select multiple non-contiguous messages.

Automatically spell-check all emails
1. Click "Tools", selecting "Options".
2. When the "Options" multi-tabbed dialog box appears, click the "Spelling" tab.
3. Check "Always check spelling before sending".
4. Click "OK" to close the dialog box.
Mailbox Cleanup - A single tool that does four important cleanup tasks.
[ Tools->Mailbox->Cleanup ] to do
Mailbox size check
Find old and large items
Empty deleted items

Favorite Folders - Add frequently used folders to a Favorite list. Drag and drop a folder from the Mail Folders pane up to the Favorite Folders area. Drag & drop to reposition in favorites. Right click to remove.

Calendar Basics

Meetings - File, New, Meeting Request, Scheduling tab, attendee availability page, add others button.

To see meeting responses (if you are the meeting organizer) go double-click the meeting on your calendar and click the tracking tab.

Open another persons Calendar - File, Open, Other User's Folder. Chose the name and Folder type, Calendar. Or from your calendar click Open Shared Calendar from navigation. This will allow you to see 2 calendars on the screen next to each other.

Printing Calendar - File, Print then look at options under "Print Style"

Address Books

The Global Address List (GAL) is the company wide address book. The Outlook Address Book is your contacts. You may set up additional address books - if you create folders in your contacts; they will then show up as a secondary list.

Adding to your Contacts: If you right-click on the sender in the From: field you can select Add to Contacts

Maps: If you have an address entered for a contact you can select Actions, Display Map of Address on the contact record and it will open a map.

More Cool Tricks in Outlook

Public folders - If your organization has them - to see public folders select Go, Folder List then drill down the list of public folders in the navigation.

Search folders: File, New Search Folder. Search folders will search for whatever criteria you specify and display those items. You can keep the search folder or delete it after you are done.

Drag and Drop: Drag email to Contacts button to add sender to contacts

Adding Holidays - Tools, Options, Calendar Options - click Add Holidays.

Add a vote to an email - Tools, Options, click "use voting buttons"

Delegating access - Tools, Options, Delegates. Click Add and set permissions in Delegate Permissions dialog box.

Tools, Organize - allows lots of options for how your Outlook "looks."

Keyboard shortcuts - F9 will send and receive. Control +1 is inbox, Control + 2 is Calendar, Control + 3 is Contacts.

Arranging Views: In the email views, use View, Arrange by to change the way mails are laid out. View, Arrange by Conversation, for example, will show emails that are related together.

Group open emails together on taskbar. Right-click on an empty part of the taskbar and select properties. Check "Group similar taskbar buttons."

Managing Junk Email

If an email is marked incorrectly as Junk open the email in question in your Junk folder and select Actions, Junk Email, Mark as Not Junk.

Other Resources

Microsoft Training Website with tutorials

MalekTips
Tip website

Keyboard
Shortcuts

In Outlook 2003 the search features are listed under Tools, Find. There are a number of different options - try them and learn what is going to work best for you.

Advanced Find

Select Tools, Find, to access the most flexible search functions. Other options include Tools, Find, Related Emails and Find Messages from Sender.

Search Folders

Search folders programmatically show emails that fit the criteria you specify. They are great for searches you will repeat, or to show all emails from a certain sender.
Creating a search folder is easy. To do so, simply right click on the Search Folders container and select the New Search Folder command from the resulting shortcut menu.
When you do, Outlook gives you a choice of about a dozen "fill in the blank" predefined searches. There is also an option to perform a completely custom search. Enter your search criteria, click OK, and the new search folder is created.

Here is some information from Microsoft on Finding Emails.

Search for items and files - Microsoft Site

Sorting and viewing e-mail messages - - Microsoft Site

Have you ever accidentally messed up your inbox view in Outlook? Here is how to reset the view back to the default:
Right-click on any one of the columns in the view such as From, etc. Click "Customize Current View"

You will see the dialog box below - to reset the view click the last button "Reset Current View." There are other nice settings in here too.

Outlook also has built in processing to the Junk folder. If you have a sender who you find ends up in the Junk folder and you do not want their mails there, set this yourself.

Managing Outlook's Junk Folder

Method 1: Open the email in question in your Junk folder and select Actions, Junk Email, Mark as Not Junk.

Method 2: The settings for how Outlook 2003 handles the junk folder are under Tools, Options, Junk Mail. On the safe senders tab you can add the person you want to set as a safe sender and their mail will no longer go to the junk folder.

This is from http://www.howtogeek.com/howto/windows/outlook-2003/clear-the-auto-complete-email-address-cache-in-outlook/

Outlook 2003 has an automatic completion for any email address that you try to type into the To or CC fields. This feature does not pull from the contacts or address book, because you may have tried to email somebody that wasn't in your contact list, and it will still add that to the auto complete list.

The problem comes in when you put in a bad address, and then every time you go to type in the email address, the incorrect one appears in the auto complete list.

To fix this problem, there are two ways around this. The easiest way is this:

Start typing in the address that shows up incorrectly.
Hit the Down arrow key to select the auto completed address.
Hit the Delete key to delete the auto complete address
The other way is by opening the profile folder and deleting the .nk2 file.

Open up windows explorer, and paste the following into the address bar:
%APPDATA%\Microsoft\Outlook

Delete the Outlook.NK2 file that you find in this folder.

Ctrl+Shift+8 is the keyboard command for turning off "reveal codes" or "show paragraph marks" or whatever it's called in Outlook 2007 Word calls it "Show Hide P"

Here is a Microsoft document that shows how to change this option in Outlook. But if you don't have the icon showing on the toolbar just hit control+shift+8.

http://office.microsoft.com/en-us/outlook/HA011752771033.aspx