Using Outlook on Campus
Outlook 2000 and 2003 are the e-mail clients that we use on our campus in the Corporate/Workgroup mode. When Outlook is connected to the Exchange server, you can access Public Folders and the Global Address List. You can share calendars, tasks, contacts, send meeting requests, and much more. Outlook becomes more than a simple e-mail client. It's a collaboration tool you can use to access and share information with others.
Accessing Outlook Data
When you use Outlook to access the Exchange Server, it's not necessary to maintain a separate username and password. This is because your account on the Exchange Server is linked to your Net ID. When you log into the network from the computer in your office, you're also logged into the Exchange Server (and Outlook). Consequently once you are logged into the network, anyone who sits down at your desk can read and send e-mail with your name on it as well as access and modify your calendar, notes, tasks, etc. If you wish to keep your Outlook data private, log off your computer before you leave your desk.
A Few Important Facts
- All items located in Outlook folders are stored on the Exchange server. Your mailbox quota is 1 GB. You need to remember to empty both your deleted items, which can be set to automatically delete when you log out of Outlook, and your Sent Items. Sent Items can only be deleted manually.
- Personal Folders is a file that resides on your computer (rather than on the server) where you can store old mail that you wish to save. This is the best way of managing your mail and removing old mail from the server without having to delete it permanently. Be aware that there is a 2GB limit on the size of Personal Folders. Once they reach that size they can become unstable and the data can be lost. Your best bet is to create a Personal Folder file for each year.
Message options include tracking, requesting delivery and read receipts, changing message sensitivity and having your replies sent to another user on the Exchange Server. Outlook also offers advanced message features that include expiring and flagging messages as well as deferred delivery.
Contacts function very much like nicknames do in Eudora, although the contacts feature is actually a database that allows you to store and use much more detailed information than Eudora nicknames. Contacts is where you store e-mail addresses for people who are not in the Global Address list.
Outlook's Calendar allows you to manage your schedule as well as view or manage the schedules of others who have given you appropriate permissions.
Notes function as electronic "sticky notes" and work both in Outlook and on your desktop. In addition, it's possible to send a note to another Outlook user.
The tasks folder is where you can create and maintain a to-do list containing start dates, due dates and the statuses of different tasks. You can also configure their priorities and reminders to keep your tasks on schedule. You can create and manage tasks from the Tasks folder and from the TaskPad in many of the Calendar views.
Outlook stores the attachment with the e-mail message. This means that attachments you receive using Outlook are deleted when you delete their corresponding e-mail messages. If you want to save a particular attachment on your computer, you'll need to manually save the file to the appropriate drive. This is a much more efficient way of handling attachments, because you'll only save the attachments that you really want or need.
Navigating Address Books
When you open the Address Book, you'll notice there are actually several different address books. Some of the address books are empty, and some contain very few names. This is due, in part, to how Exchange Server works. But you really only need to be concerned about the following address books:
- Global Address List - The Global Address List (GAL) is a complete list of all addresses except those in your Contacts folder.
- Contacts - The Contacts list includes the contents of your Contacts folder.
If you wish to allow others to view or manage your calendar, you'll need to know how to set permissions on Outlook folders.
For further information and answers to your Outlook questions, please check the Outlook Tips Site. For assistance, please contact HelpDesk at 603-358-2532.