Outlook 2011 User Manual
Contents
1. CSULB 35 Information Technology Services Understanding the Appointment Tab When you are in the calendar and an event is selected you will see the Appointment tab BOO Le Send Receive HA Home gt 3g Open Delete Calendar pr a Ley N Undo Redo Print My Day Help Appointment Organize Tools Seel Status R Busy Q c Be Ez w G Ge ie AS Invite Reminder 15 Minutes 1 Recurrence Categorize Private Close Its commands are as follows Command Open Delete Invite Status Reminder Recurrence Categorize Private CSULB Function Opens the appointment selected Deletes the selected appointment Invite attendees to an already existing meeting appointment Allows you to set certain variables to tag for this appointment Sets the reminder timer for notifications on this appointment Allows to make this appointment recurring according to a schedule Allows categories to be assigned to your appointments Will mark this appointment unreadable even by those that have access to share your Calendar 36 Information Technology Services Using the My Day Feature No matter what section of outlook you are in you will see a My Day button i l D L t L E ra a m 1 T R Y gt m a U A ae This feature allows you to view your daily schedule and task list To use this feature click the My Day button The My Day application has two parts2. Kerri Sorenson L Training Specialist Kerri Sorenson csulb edu 55901 CSULB 44 Information Technology Services You will be prompted if you want to send a message to all attendees or just the attendees that were affected You have added or deleted attendees Do you want to send an update only to changed attendees or to all attendees Cancel SendtoAll Cancelling a Meeting You will also see a Cancel Meeting command within the Calendar item To cancel a meeting open the item and click cancel Mac Outlook 2011 Training Meeting Ba xDe DMA Meeting a fF Ela wy n E iI sy F D YS ISS Ea i S a U BE ba Send Update Scheduling Cancel gt MN None T Recurrence w Check Names Categorize Private From Prospector Pete Prospector Pete lt a To Paul Gettier Kerri Sorenson ES Subject Mac Qutlook 2011 Training Location CSULB LAC LAB3 103 Starts 9 1 2011 EJ 2 30 PM C All day event Ends 9f 1 2011 EJ 3 00 PM Duration 30 Minutes E This invitation has been sent Message Scheduling Assistant Please let me know ASAP if you can make it Thanks CSULB 45 Information Technology Services This will delete the meeting from your calendar and send a cancellation message to each attendee if desired Section 5 Tasks Using tasks is a great way to manage the things you have to do To open the Tasks folder click the Tasks button in the
3. CSULB 22 Information Technology Services Filtering Email You can also use the Filter command on the Home tab to quickly sort through messages To start click Home gt Filters and choose a preset criterion Y Al Find a Contact FE Filters cca Contacts Search Unread THO Flagged HO Has Attachment A Date Sent L Date Received gt Overdue High Priority Any Recipient is Me Category K Clear All Filters Then only the messages that match that criterion will be shown in the current folder Junk Mail Receiving Junk Mail To Block a Sender select the option Block Sender from the Junk menu button Note You cannot block a sender within the csulb edu domain Ss o i 6 Ma EI Unread Categorize Mark as Junk Block Sender Junk E mail Protection CSULB 23 Information Technology Services If you accidentally block a sender you can unblock by going to Junk gt Junk Email Protection gt Blocked Senders tab Highlight the sender s email address and delete it Junk E mail Protection _Level Safe Domains Blocked Senders Messages from addresses or domains that you include on the Blocked Senders list are always treated as junk mail To add addresses or domains to the list type them in the text box and use commas to separate them The domain is the part of the e mail address that follows the sign for example the domain for someone example com is example com
4. 25 Attachment PLPLELPLIG Laz Meeting Clean Up a conversation to delete all redundant messages apply to a conversation a folder or a folder and its subfolders Home Send r Receive Folder Wien ifaignore xX l git dN i El AENT Eez s inad n K La mot ems fan Up Conversation e Clean Up Folder tes Clean Up Folder amp Subfolders em la mee Send a message to the Deleted Items folder with the Delete button Shortcut Command Delete CSULB 11 Information Technology Services Move Commands The Move button provides a list of folders as well as advanced move commands and the ability to create a simple rule for this conversation The Rules button expands into a menu offering quick rules and the ability to manage and create rules Finally the Junk command pesents option for marking senders and mail items as Junk Mail See Junk Mail section for more infor on Junk z EA Rules E gt al Move lag Junk E Unread Choose Folder 96 Copy to Folder Htc Setting Email Preferences Email Signature Email signatures saved in other applications on campus will not be migrated over to the new email system These must be recreated To create a signature go to Outlook gt Preferences 5 TD 078 File Edit View A About Outlook Online Registration Preferences SE Work Offline Turn Off Office Reminders Services P Hide Outlook SE H Hide Others AHH Show All Quit
5. Blocked Senders Learn more about junk e mail protection f A _K K You can Control mouse click any message and choose the Junk menu to see options for dealing with messages RE training mailbox 8 1 11 a A Training Mailbox Open Message e AR To Prospecto this is a test Print Kerri Sorenson LAST MONTH oer E eply T Sharing request Calendar F p y va Ll From Kerri Sore Training Mailbox Kerri Soren di g ial i Sent Friday July RE screenshot SAAT ROTE gt f To Robert Oyam Kerri Sorenson Mark as Unread Cc Training Mail Subject traini Sharing invitation Prospecto bj g Prospector Pete Attachments p Rober Training Mailbox 9 x METI Mark as Junk Hope all is well Block Sender Training Mailbox Priority gt RER How are you 7 Follow Up K Training Mailbox Categorize j Hello Training Mailbox Rules E Test Move K Training Mailbox View Source Ey Declined Follow Up Kerri Sorenson Delete CSULB 24 Information Technology Services These same options can also be found on the Junk menu on the Home tab SS A lea Lel T 17 Junk Unread Categorize Mark as Junk Block Sender Junk E mail Protection Junk E mail Options The level of junk email protection is automatically set to Low If you choose to increase it be sure to check your junk folder often for items that shouldn t have been blocked junk E mail Protection Level Safe Domains Blocked Senders _ Outlo
6. Kerri Sorenson ge RE screenshot 7 27 11 Kerri Sorenson g Sharing invitation Prospector Pete 7 27 11 Prospector Pete 2 lt test calendar share 7 27 11 Kerri Sorenson Hope all is well 7 25 11 l Training Mailbox E How are you 7 7 25 11 Training Mailbox Hello 7 25 11 Training Mailbox Test 7 25 11 Training Mailbox E Declined Follow Up 7 19 11 Kerri Sorenson LJ Go Beach 7 19 11 Jesse Santana TEST RE There once wasamanf 7 18 11 Sean Hernandezx There once was a man from Nantu 7 18 11 Wayne Pierson subject has been changed 7 18 11 Robert Oyama Change 7 18 11 Bryon Jackson a Thank You 7 18 11 23 htems 3 unread All folders are up to date ES Connected to Prospector Pete Nav Pane View Pane Reading Pane CSULB 8 Information Technology Services Outlook Menu The Outlook Menu is where you will find Outlook administrative functions like saving printing account options out of office replies mailbox cleanup and rules and alerts The File tab is present no matter where you go within the application About Outlook Online Registration Preferences Work Offline Turn Off Office Reminders Services K Hide Outlook aH Hide Others HH Show All Quit Outlook 20 CSULB 9 Information Technology Services Section 2 Mail There are three tabs in the Mail interface The names of these tabs remain the same no matter which
7. folder you are in although the commands may change slightly The Home Tab When you open Outlook the Home tab is displayed by default and contains the most common commands for working with your email Home Organize Tools gt 7 A gt Do O Meeti E EA Rules gt BA Qv pind a Contac X BERRA Y Z Z A us GH e y 4 E mail New Delete Reply Reply All Forward Attachment Moye Junk gt Unread Categorize FollowUp gt Filters Li Contacts Search Send Receive lt lt New Commands Ma P B ES al E mail New Delete Reply Ri The first group on the Home tab is E Mail LEA l OS a E mail Message New Click the E mail button to open a new Eon Pe blank mail message or New to choose from a sen ll Meeting s s SE Del ACUE menu of Outlook items like appointment task un E Appointment note etc Shortcut Key Command N for new DERS aua mail Sa svg qx Contact Delete Commands The next group contains commands for deleting messages Hightlight a message and select delete and it will be sent directly to your Deleted Items Shortcut Key Command Del MG nn Delete CSULB 10 Information Technology Services Respond Commands The Respond group contains the standard responses Reply Reply all and Forward as well as commands that allow you to reply with a Meeting request or an option to forward the message as an Attachment options E x R a leal ee gt Reply Reply All Forward
8. ASA Untitled Task f 3 ERA KP Task B S Or A eL L Save amp Close Mark Complete Delete Recurrence Categorize FollowUp 57 a ti Due No date G Start No date Reminder None This is much like the New Appointment window Type a subject set a start date and a due date add a reminder if you wish and add notes Then click Save and Close CSULB 47 Information Technology Services Editing a Task Like other Outlook items you can double click a task to open and edit it Pi RT AA Training GQ Due No date G Start No date Reminder None Test for training tasks Editing a task is easy just double click it CSULB 48 Information Technology Services Note the Check Box to mark the Task completed G Due No date G Start No date Reminder None Completed Thursday September 1 Test for training tasks Editing a task is easy just double click it You can also Control Click on a task to see editing options or use the Home tab to edit tasks AA a m e Open aie Print Mark as Complete Reply Reply All Forward Recurrence Priority Fallow Up Categorize T FFF Y Move Delete CSULB 49 Information Technology Services Customizing Tasks Views There are many different ways that you can view your tasks The Home tab offers these options El Home Organize Tools 188 O amp a v i al Bi gar Ll EK Task E mai
9. Find Someone from anywhere Fina Someone CSULB 60 Information Technology Services Ea within OWA From here you can browse the entire campus employee community Calendar Once you have entries on your calendar upon login reminder alerts will appear in a dialog box The number in the upper right hand corner indicates how many total alerts you have You can choose to Dismiss the alert Dismiss All at once Open Item or Snooze Clicking Snooze will remind you again in five minutes default Reminders E 1 58 ud gt 1 hour minutes 3 D C Dismiss all Open item Dismiss 1 3 minutes snooze k SUT rsh i bara ra SAT TEM L PV AUTO Coun Viewing Your Calendar To view your calendar click the Calendar button in the navigation pane View your calendar in different formats by clicking the Day View Work Week View Week View or Month Vew button S S S Scroll to different months by either clicking the forward and backward arrows in the navigation pane or by clicking the month itself 2011 gt Jan Feb Mar Apr May Jun Oct V Mo Dec Creating New Calendar Entries To create a new calendar entry from scratch double click a time slot or day on your calendar Note that in Day Work Week or Week view the default entry type is an appointment In the Month view the CSULB 61 Information Technology Services default calendar entry type is an All Day Event you will have to uncheck the All Day E
10. Outlook 0 CSULB 12 Information Technology Services Click the Signatures button and click New Enter a name for the signature you can store multiple signatures and click OK Personal Settings E A Y Notifications Categories Fonts amp Sounds E mail s S ETE Ei Y E Reading Composing Signatures Rules Schedules 2 B Calendar Contacts Sync Services Feedback Select the Standard Signature from the Left Pane and enter what you would like your signature to read Random Signature name o Standard This is a test signature Pete Prospector Pete Prospector pete csulb edu e a Default Signatures CSULB 13 Information Technology Services To make this your default signature click Default Signatures Account Default s ignature Prospector Pete Standard Select Standard from the Drop Down Menu None Random CSULB 14 Information Technology Services If you want to choose whether to include this signature on a message by message basis do not set this to be your default Instead when composing new mail choose the signature drop down and select your standard signature from the menu an Untitled 3 Abi eit A 1 9 Message Options Ea Calibri pa 14 r ii Ea 0 9 7 mue spam a send OBLI Use A rama BR aah Picture Edit Signatures From Prospector Pete Prospector Pete Standard To Ea Ce
11. The first section shows your Daily Calendar View In the second section you see your current tasks and any contacts that you have flagged There are also some additional options on the bottom CSULB 37 Information Technology Services Scheduling Meetings with Exchange Server One of the most powerful features of Exchange Server mailboxes is the ability to easily view others time commitments and to schedule and manage meetings Scheduling a Meeting To schedule a meeting with other Exchange users based on their availability click Meeting on the Home tab of the Calendar a E E Meeting Appointment New Or choose New I gt Meeting on the Home tab in any other folder Ea cep ISE a New 7 Today View Date a E mail Message i G SH Meeting AGUA gud Appointment a g a Contact LF E chu Contact Group de Task oA Note CSULB 38 Information Technology Services This will open the Meeting Request window A x From To Subject Location Starts Ends E This invitation has not been sent Message Scheduling Assistant Fill in attendees subject of the meeting location if desired and start and end time and date me a a it Message Scheduling Assistant Please let me know ASAP if you can make it Thanks CSULB 39 Information Technology Services You can set up a recurring meeting just as you would a recurring appointmen
12. back or forward in the calendar Then in the My Calendars section you will see all your available calendars Customizing Calendar Views You can change the appearance of your calendar using the view options on the Home and Organize tabs The Home tab offers these options e EE Day Work Week Month UB N L sa a Notice that the current view is highlighted in dark gray Let s review each choice 1 Day View one day at a time 2 Work View a week Monday through Friday 3 Week View a seven day week 4 Month View a month in low medium or high detail You can also use the Organize tab to customize your view with more options BB Home Organize Tools Ro AAA P E a a s ge o ra Mew Calendar Categories Day Work Week Month po Grid List Let s review the commands Group Commands New Calendar Will create a new sub calendar in your mailbox Categories Allows administration for your Colorized Category list Day Work Week Month Changes your Calendar view to the associated option SR Es Open Calendar Permissions CSULB 33 Information Technology Services Scale Changes the scale to view more in the same window Grid List Changes Calendar between classic grid view and a detailed list view Open calendar Allows you to Open another users shared calendar Permissions Allows you to set permissions for other to have access to your Calendar Creating and Editing Appointments T
13. box Otherwise click OK to continue If you have low vision and Use a screen reader or high contrast settings you can select the check box below to optimize Outlook Web App for this and all subsequent sessions After you sign in you can modify this choice at any time using Options I Use the blind and low vision experience Choose the language you want to use Language English United States Time zone UTC 05 00 Pacific Time US amp Canada ll CSULB 54 Information Technology Services The OWA Interface OWA operates in a multi pane window very similar to the Outlook client You can collapse expand drag and increase or decrease each pane s size or shape Each pane is dynamic for example if you click a folder in the Navigation Pane the folder contents open in the View Pane Select an item in the View Pane and the tem details open in the Reading Pane l a Prospector Pete Outlook Web App sg E mm Pager Safety Tools Ed 9 Navigation Pane View bane lal Find someone Options b Favorites New Delete Moves Filter View a SL bject has heen 4 Prospector Pete search Entre fanboy P S Cha nged Inbox 2 Conversations ky Date Hewes on Top QA Drafts plan pian E catar Victoria Cleaveland 11 12 AM 3 Robert Oyama Ed a Deleted Items been changed To Prospector Pete an 10 40 AM ha S Junk E Mail j Motes ca Change OK b LB Search Folders Bryon Jackson 10 2
14. in the upper right corner Reply to only the sender by clicking the Reply button ecco To Reply to All recipients click the Reply All button arli rni Responding from within the email If you double click and email from the navigation pane it will open in a secondary window The respond commands are located in the upper left corner of the window Reply Reply All Forward Y 89 amp amp B XxX H EE y Thank You Click Reply to reply to only the sender Reply All to reply to the sender and all other recipients or Forward to forward to another recipient Deleting Mail To delete an email click the Delete button in the View pane The item will be moved to the Deleted Items recycle container You can also choose to Ignore Conversation New messages that are part of a conversation that a user has chosen to ignore are sent straight to the deleted items folder CSULB 58 Information Technology Services LE EP Outlook Web App Mal gt Inbox 7 Hem Favorites New Delete Move lt Filter gt Drac ector Pete Searec x Delete Ignore Conversation DA Drafts 1 P Al Sent Items wy Sf een ee nn Organizing Mail Creating New Folders To create mail folders in the navigation pane right click the location in which to place the folder For example If you want a folder inside the Inbox right click the Inbox and click Create New Folder Remove from Favorites 4 Prospector Pete search S Y a H Op
15. includes applications like Mail Calendar Contacts Tasks Notes and Journal Outlook used as a client to Microsoft Exchange Server provides many more features than if used alone e Share calendar information address books and folders with colleagues e Track messages and meeting requests e Access email from your own computer a shared computer the Internet or a handheld device e Unified password for network and email access Outlook Applications Outlook 2011 Purpose Mail Send and receive email messages Calendar Scheduling appointments and meetings easily Contacts Organize email addresses to quickly send mail or schedule meetings Tasks Keep track of tasks and to do items Notes Save random bits of information in a notepad My Day Tool for viewing the days appointments and tasks Reading Pane Read emails in the Reading Pane without double clicking to open them CSULB 6 Information Technology Services Opening Outlook To open Outlook go to the Dock and choose the yellow 0 Outlook Icon Important If you are part of CCPE COE Foundation or 49er Shops currently your computer login does not automatically log you into the Outlook client this will change in the future To login to the Outlook client use your BeachID account e Username campus domain 999999999 CampusID e Password BeachID password e Click Remember my credentials e Click OK Account Information Enter your account information for P
16. lJ subject Rules A rule is an action that Microsoft Outlook performs automatically upon incoming or outgoing messages based on conditions that you have specified You can create a rule by clicking the Rules button from the Home Ribbon within Outlook SE e A Alm gy Ea e Y mee Al lea y DA E mail New Delete Reply Reply All Forward 25 Attachment Move Apply All Categorize Follow Up Filters Contacts Searct Edit Rules ae rranna Bae Pararmnmareatinnaco E eth By clicking the Edit Rules drop down option you will be presented with the list of current rules To create a new rule click the button CSULB 15 Information Technology Services ann Rules On My Computer Name Exchange ld IMAP kx POP Outgoing To create a new rule fill out the Edit Rule Dialog Box Rule Name Name the Rule a suitable title here Add Criterion Will allow you to set more variables for the rule to follow Add Action Allows you to set specific actions on what to do with mail Sample Rule Edit Rule mnn Rule name Training Email Rule br s Ra FP R E a CATE EF S i oA add Criterii E Remove Criterion Execute if all criteria are met From B Contains E Training Mailbox csulb edu gt a Gp Add Action J Remove Action Move message E Email Project 2 Prospector P v Do not apply other rules to messages that meet these c
17. the group Searching for Contacts To search for a contact type the contact s name in the Find a Contact field in the Find group of the Home tab II O aie Send Receive Undo Redo Print My Day Help Search _ PB Home Organize Tools A pe Me a l amua Bu r IR ena enn p UA An ka ELA O y Y e X Py 4m L tina a Contact aj el 5 E 45d ED AB ga Y la Contact Contact Group New Delete E mail Meeting IM Forward Map Categorize Follow Up Private Details List L Contacts Search When you press Enter Outlook will display the contact if it finds it An error will be displayed if the contact is not found CSULB 31 Information Technology Services Section 4 Calendar To open the calendar click the Calendar button in the Navigation Pane or use the Command 2 shortcut Jll You will see a structure much like any mail folder with the ribbon interface Navigation Pane and central window Q Search This Folder September 1 2011 ajo jr Thursday all day 11 am 4 pm Mail de Contacts Tasks i A 1 A __ Notes E U Litem All folders are up to date E Connected to Prospector Pete 24 CSULB 32 Information Technology Services Using the Calendar Navigation Pane At the top you will see a mini calendar The current day is highlighted You can click any date to go to it or you can use the arrows beside the current month to go
18. 7 AM bi Thank You ii Kerri Sorenson 10 20 Ah From Prospector Pete CA Prospector Pete Account Sent Monday July 18 2011 10 20 AM Kerri Sorenson 10 09 AM To Bryon Jackson Javier Guzmanx Jess Jackson Javier Guzmanx Jesse Santana Sorenson Matthew Blacks Robert Oyarr Sean Hernandezsx Shenandoah Bennetts Training Mailbox Wayne Pierson a Can L use this account iq Tasks Kerr Sorenson Tue ffl vi Internet Protected Mode Off fa HINA Feature Differences Most features found in the full Outlook client are also found in Outlook Web App OWA The following table highlights the major differences between features in OWA and the full client Feature Supported in Outlook Supported in Outlook Web App Search folders Full functionality Can t create Search folders Can view default Search folders and custom Search folders that you previously created using Outlook Message editing tools Full functionality Limited Notes Full functionality View only Journal Full functionality View only CSULB 55 Information Technology Services Feature Supported in Outlook Supported in Outlook Web Monthly calendar view Full functionality View and edit You can t print Searching Full functionality Not available in Calendar Custom dictionaries Import and export data from other data sources such as pst files database files other messaging and contact systems other calend
19. Navigation Pane or Command 4 shortcut Note that any tasks shown in red are overdue Mail Calendar EEL Contacts a n Notes Understanding the Home Tab The Home tab is the central place for basic task commands caes Send Receive Undo Redo Print MyDay Help El Home Organize Tools a i T E Ee 3 E R K i a U High Priority i ome Y Flagged Items E En as Ji Ka ES aa j Y iW Overdue Task E mail New Mark Complete Delete Reply Reply All Forward Unread Categorize Follow Up sa Low Priority Filters _ Completed Let s look at its options Group Commands Task Creates a new task item Email New Starts a new Email Message or a new items selected from the drop down Mark Completed This function will take a current open Task and mark it as being completed Delete Will delete the currently selected Task Categorize Allows you to set a category for the selected task Follow Up Flags the task for follow up based on specified criteria High Low Priority Sets the priority level in the Task CSULB 46 Information Technology Services Filters Sorts tasks based on Date Start Date Competition Date etc Flagged Overdue Completed Displays tasks with these criteria set Creating a New Task To create a new task from scratch click the Task button or use the shortcut Command N Task You will now be presented with a Ne task Fill out all data you wish to include and Hit Save amp Close
20. S LONG BEACH TRAINING Al THE BEACH Outlook mac INFORMATION TECHNOLOGY SERVICES Contents o eee 3 o co o An 6 Outlook ADPIC CONS sauna ia ee eee ee ee 6 Open OU DO is soap ou 7 Tie Nte race tandas 8 TOO Men lcd ibi 9 BS CIO A oo PA o E oO O a A 10 TERON TDdi 10 VCO NIN MNS ccc en 10 Delete Commands usina radica 10 RESPON A CO MIMANO Sissi anus sdusnesuncoratecesneaanes 11 MOVE CO MMM iii E 12 Setting Email PSF UNC A e e siete des IENS N Gases busses So NAA DNAN IEK Eca uis 12 EMAN ek OS ease scistec ne a seennec te no rccee O 12 RUIG o ue PO T T 15 AU A e o O o UU eee ee eee eee 18 Ls A o E A S 20 Crea ne FOIOS oie 20 Renan une FO e Suicide bcn 21 MOVIN See sica ia 21 Delete ele ornato cla tocan 22 Movine Messages to See ioniendaoi odian 22 A BS IM dias 22 USE UNS SO ee OO sarc sate cctv terete E E E 22 A e e o A 23 A ded E E E E A S 23 Receiving JUN Malos oia 23 A o E E 25 Sections COntaC TE 27 Openine the Contacts ge 0 lt 1 ica 27 CSULB 3 Information Technology Services A AA 29 creatina a New COMMU CE asta a e O O od 30 ECItINE CONTACTS apra ios 31 cCreatine Contact route aid 31 Searching TOF COM aCi E o nn A O ites 31 Seco E Calera 32 Using the Calendar Navigation Pane ccccccccccssecccsseccccesccesesseesceseeceeeuecseeecseeceseenseseueceseueceeeueseeeneees 33 CUSTOMIZING Calendar VIEWS O EOS 33 Creating and Editing APpoIntMentsac li A A A deu lca 34 Understanding the Appointmen
21. To create a new contact you can use the Contact button on the Home tab Or you can use the shortcut Command N Contact Contact Group Mew You will see a new contact window appear BDE H mm Save Close Delete E mail Meeting IM Forward 75 Categorize Follow Up Private Name Last Name Job Title Office Department Company General Organization Details Notes Certificates Phone Mobile XXX XXX XXXX Work gt xxx XXX XXXX Internet Work E mail gt someone example com Address Work Street City State ZIP Country Personal J You can then fill in the optional contacts fields Once your information is filled in click Save amp Close to save your changes and return to the Contacts folder CSULB 30 Information Technology Services Editing Contacts To edit a contact double click it to open it You can then edit the contact and click Save Close once you ve made your changes Creating Contact Groups To save a group of email addresses in a group for easier access create a contact group To create a group from the Contacts folder click the Contact Group button poc Contact Group Click the Add button and type the names of the users you wish to have in the group S Add In the list that appears select the user you wish to add to the group Click the Add button to add additional users to the list Perform this step for each user you wish to have in
22. aring applications Automatic formatting of calendar items Secondary time zone in calendar view Yes No CSULB 56 Information Technology Services Email Creating New Email To create new email click the New button from within your mailbox Outlook Web App Mail gt Inbox 7 items E Favorites New Delete Move 4 Prospector Pete search Entire Mailbox a 4 Inbox Ga Email Project 2 d HA GA Drafts 3 TEST RE There once A second window will appear with your blank email Type the recipient s email address in the To field If you need to lookup a recipient s email address in Contacts click the To link and the Global Address Book will open Double click the recipient s name and click Ok The recipient will be added to the To field Kerri Sorenson Ct Once you ve completed your email message click Send in the upper left hand corner Your mail has been sent and the individual email window will close taking you back to the original mailbox E Untited Message Windows Intemel Explorer a https mail csulb eduy owa ae Item amp a NewSt IPM Note amp ec M7 OuMS42M i MuMCrlb Ed ul Gy 3 B vV Options HTML Ta Kerri Sorenson KC Subject Meet you at the pyramid E M0 a BT Uli E ESA CSULB 57 Information Technology Services Responding from within the Reading Pane From the Reading Pane you can respond to an email using the buttons
23. aul Gettier User name 010459304 Password Remember this password in my keychain Cancel OK CSULB 7 Information Technology Services The Interface Outlook operates in a multi pane window You can collapse expand drag and increase or decrease each pane s size or shape Each pane is dynamic for example if you click a folder in the Navigation Pane the folder contents open in the View Pane Select an item in the View Pane and the item details open in the Reading Pane an Inbox Prospector Pete O a Search This Folder iis S Toos 1 HI a Ee a E gt Ea E Su a mE a amp YF edema REA E mail Delete Reply Reply s K Z Attachment Move LG Junk Unread Categorize FollowUp Filters LJ Contacts Search Send Receive Arrange By Conversations Newest on To x jo nge By Conversation az Hope all is well Drafts p Y EARLIER THIS MONTH LS l ataa 8 2 11 Training Mailbox rou J Sent Items Sent Monday July 25 2011 1 02 PM ico bink s erri Sorenson S Ex Dele A To Prospector Pete Cd Junk E Mail sec T 8 1 11 raining Mailbox RSS Feeds 9 RE training mailbox 8 1 11 E E Sync Issues Training Mailbox Chanice Brunais K SMART FOLDERS this is a test 8 1 11 Training Program Assistant Information Technology Services Kerri Sorenson http training csulb edu Y LAST MONTH gt Sharing request Calendar 7 27 11 Training Mailbox
24. ce or F1 shortcut key Inbox Prospector Pete csulb edu Microsoft Outlook o ll 2 Home Send Receive Folder View Adobe PDF eS a b h i c Ignore x v a pr Meeting LAS Email Project J LAS Move Unread Read E al i gua dal a i E y r 7 Clean Up Es To Manager gt Rules on Categorize I Address Book New New Delete Reply Reply Forward EN y x E mail Items Junk y All Ba More A Team E mail Monentote Y FollowUp Y Filter E mail New Delete Respond Quick Steps 9 Mave Tags Find When you perform either of these Help commands the Help screen will open Type your search term in the search box or click a topic from the list that appears Outlook Help D Search products support images templates Getting started with Outlook 2010 Getting started with Outlook 2010 2m 5 Product team blog E Use Automatic Replies when out of the office 5 Find a message with Instant Search 191 Other campus resources e Technology Help Desk x54959 or its csulb edu e ITS Training Website http training csulb edu e Your local technical coordinator CSULB 64 Information Technology Services
25. e renamed Moving Folders To move a folder simply click and hold the folder and drag and drop it to its new location Or you can use Control Click which will present you with a menu Choose Move Folder and type the destination folder you wish to use Open in New Window New Folder Rename Folder Move Folder Copy Folder Delete Mark All as Read Delete All Apply Rule K Synchronize Now Sharing Permissions Folder Properties CSULB 21 Information Technology Services Deleting Folders To delete a folder select it and click Delete on the Home tab pra EX Delete This will move the folder and its contents to the Deleted Items folder Moving Messages to Folders Moving messages to your folders is easy just click the message and drag and drop it to the desired folder hold down the Command key to select multiple items at once Alternatively select the message s and click the Move button on the Home tab Then choose a recently used folder in the list or click the Copy to Folder command to find the folder you wish to use Searching Mail Outlook s search tools will help you perform a thorough search of your inbox and other folders in very little time Using the Search Box To perform a basic search type what you re looking for in the search box To search for mail select your Inbox Sent Items Drafts to search for calendar items choose your calendar select your Calendar etc A test Search
26. en 3 Open in New Window a I f la JE Copy Folder h a an a Create New Folder E Mark All as Read af Empty Folder J A blinking cursor will appear Type the name of folder and Enter 4 Prospector Pete a 3 Inbox Email Project To move mail from any location to a folder drag it from the view pane and drop it in the folder Note Any folders you create in the client will also appear in the OWA interface and vice versa CSULB 59 Information Technology Services Renaming and Deleting Folders To rename a folder right click on the folder in the navigation pane and click Rename The folder name will be highlighted Type the new folder name and key Enter To delete a folder right click it and click Delete 4 Prospector Pete search Entire Mai 4 A Inbox La Email Projec l Open ee E 42 Pais Open in New Window 3 Sent Items Pr af Deleted Items Ef Move Folder gt a Copy Folder S Junk E Mail py la Notes X Delete Scorch Folder Add to Favorites ay Create New Folder 23 Mark All as Read al Empty Folder 4 Contacts Personal Contacts When you click on the Contacts button in the navigation pane you will be taken to your personal contacts by default To create a contact from scratch click New gt Contact Complete the contact information and click Save amp Close to finish CSULB Campus Contacts To view the Global Address List click the address book icon next to
27. for each recipient and choose a response Accepted Declined Tentative or None as appropriate This is useful if someone responds to the request via phone or in person CSULB 43 Information Technology Services Adding and Removing Attendees To add or remove invitees open meeting from the calendar click the Scheduling Assistant and click Add New button mn de A Mac Outlook 2011 Training Meeting a hs jah Da A Meeting dw T RCS S L S R BUSY S S lt TA Ea la E S PE a J H E Send Update Scheduling Cancel des None lr Recurrence a Check Names Categorize Private From Prospector Pete Prospector Pete To Paul Gettier El Subject Mac Outlook 2011 Training Location CSUL8 LAC LAB3 103 Starts 9 1 2011 EN 2 30 PM C All day event Ends 9 1 2011 E 3 00 PM Duration 30Minutes Eal This invitation has been sent Message Scheduling Assistant Show work hours only Yp Ta AllAttendees O m Prospector Pete 6 Paul Gettier a Add New L k Busy Tentative E Out of Office E No information You will then be able to choose the new attendees or remove existing attendees and send an update Q Kerri Search All Fields in All Folders P Kerri Sorenson California State University Long Beach prospector pete csulb edu Required Optional Resource
28. here are several ways you can create a new appointment Like a mail message if you re in the Calendar folder you can use the Meeting or Appointment command on the Home tab or the Command N shortcut Meeting Appointment New a E Month Open Calendar Permissions A new appointment window will open Click Save amp Close when finished entering data 4ej Thursday September 1 2011 all day 8 am 10 am AA New Meeting ae New Appointment New All Day Appointment Noon v Day View Work Week View Week View Month View List Format You can also double click a location in the calendar to place an appointment there or Control click and choose either New Appointment or New Meeting CSULB 34 Information Technology Services With any of these actions you will see the New Appointment window When the time for the appointment comes Outlook will remind you of it You can choose to Snooze or Dismiss this reminder open the item by clicking on the Calendar Icon To edit an appointment double click to open make your changes and click Save amp Close m x E i 7 E il Ap Tells dis t Coffee ime Appointment HR a EE E o ght S e rr il C pE Subject Test Appointment Coffee Time 7 O OO O O O O Starts 9 1 2011 1 15 PM O All day event Ends 9 1 2011 2 45 PM Duration 1 5 Hours Updating by double clicking the appt is easy
29. ions Here you can set a time range for your automatic replies to be sent by checking the I am out of the office between box and specifying a date and time range Out of Office Assistant Account Prospector Pete O Do not send Out of Office messages s Send Out of Office messages Reply to messages with will be out of the office until next week will be returning on 9 05 2011 Please email or call Bugs Bunny for immediate assistance Thanks Prospector Pete O a 2 de More options Wi am out of the office between Start date Wed Aug 31 2011 psy a 00 pM i End date Mon 5ep 5 2011 E 1 00PM IM Send replies outside my company to Address Book contacts only e Anyone outside my company Reply once to each sender outside my company with will be out of the office until next week will be returning on 9 05 2011 will be checking Emails upon my return Thank you for your patience h Thanks si i T Or you may simply turn Out of Office messages on and turn them off manually upon your return If you do not specify a time and date range do not forget to turn automatic replies off when returning from your absence CSULB 18 Information Technology Services There are two options within the Out of office message options One is for replies to email within CSULB and the other section is for automatic replies outside of CSULB If y
30. k E mai john doe testcompany com SMART FOLDERS Address i Flagged Contacts Work Street Updated Contacts City State ZIP Country Personal E Mail Calendar All folders are up to date Connected to Prospector Pete ZA 7 CSULB 28 Information Technology Services The Home Tab The Home tab is the central place for basic contact commands Ta cy eal a E Q Search This Folder Send Receive Undo Redo Print MyDay Help EB Home Organize Tools SES se Bw kh R a Contact Contact Group New Delete E mail Meeting IM Forward Map Categorize Follow Up Private Details List LL Contacts search Here are its options Button Option Function Contact Contact Group Creates a new contact or contact group New Drop down menu with multiple options Delete Removed the selected contact Email Starts a new mail message to the selected contact Meeting Open a meeting request to the contacts selected Forward Allows you to forward this contact and info to another recipient Categorize Allows you to group and color code your contacts according to category Follow Up Marks this contacts as needed a follow up Private Marks this contact as private to you even if sharing your contacts list Details List Changes the contacts list view Find a contact Allows you to use the searching capabilities to retrieve contacts Contacts Search information CSULB 29 Information Technology Services Creating a New Contact
31. l New Mark Complete Delete Reply Reply All Forward You can also use the Organize tab to customize your view ES i E Send Receive Undo Redo Print mr m Q High Priority y Flagged items Y Overdue Categorize Follow Up 57 Low Priority Filters wv Completed e Home Organize Tools S CLA E wf Flagged Items Y Overdue New Folder 7 Categories Arrange By Reading Pane Y Completed Arrange By being the most customizable option offering several Task filtering options qu ate ann iv Flagged Iter UOA ULT 19 overdue Arrange By Reading Pane Y Completed Account Categories Completed Status Date Completed Date Modified Y Due Date Folder Item Type Icon Priority Recurrence Pattern Recurrence Type Recurring Reminder Start Date Title Restore to Defaults Make This the Default View CSULB 50 Information Technology Services The options available on the Organize tab include Group Commands Categories Show Tasks associated within certain categories Arrange By Arrange your tasks by Account Category Completed Status Date Completed Date Modified Due Date etc Reading Pane Changes the orientation of the Reading Pane Top Bottom Off Flagged Overdue Completed Allows you to filter Tasks based on these criteria CSULB 51 Information Technology Services Section 6 Notes Next we will take a look at Notes This is an electronic ver
32. ok can move messages that appear to be junk e mail to a special Junk E mail folder What level of junk e mail protection would you like L 7 None Turn junk e mail protection off Low Catch the most obvious junk e mail High Catch most junk e mail Some valid messages may be caught as well Check the junk e mail folder often 9 Exclusive Only deliver messages from correspondents in the Address Book from domains in the Safe Domains list or to addresses in the Mailing List Manager Reroute all other incoming messages to the Junk E mail Folder lt Delete messages from the Junk E mail folder older than 130 days Learn more about junk e mail protection CSULB 25 Information Technology Services Safe Senders Tab Here you can specify domains that you do not want to be blocked using the safe domain tab Junk E mail Protection Level Safe Domains Blocked Senders Messages from domains on the Safe Domains List will never be treated as junk mail Type the safe domains using commas to separate them The domain is the part of the e mail address that follows the sign for example example com Safe Domains myiriendsdomain com myfriendsdomain net mytriendsdomain org Leann more about junk e mail protection n h AA Cancel ORD _ v _ CSULB 26 Information Technology Services Section 3 Contacts Outlook s contacts folder gives you a place to store important information about the people
33. ou wish to have automatic replies go to everyone that sends mail during your absence be sure to fill out both areas within these option Out of Office Greeting Outside My Organization In order to set Automatic replies to go to mail senders outside of CSULB choose the Send replies outside my company check box Specify the text of your reply message in the given space and click OK Qut of Office Assistant Account Prospector Pete gt Do not send Out of Office messages fe Send Out of Office messages Reply to messages with will be out of the office until next week will be returning on 9 05 2011 Please email or call Bugs Bunny for immediate assistance Thanks Prospector Pete ES F More options W am out of the office between Start date Wed Aug 31 2011 Ie 1 00 PM End date Mon Sep 5 2011 BIZ 1 00PM M Send replies outside my company to O Address Book contacts only fe Anyone outside my company Reply once to each sender outside my company with will be out of the office until next week will be returning on 9 05 2011 will be checking Emails upon my return Thank you for your patience al Thanks 7 CSULB 19 Information Technology Services The Folder Tab Outlook gives you the ability to create your own folders to manage your mail In this section we ll learn about creating renaming deleting and using folders Creating Folders Folder
34. riteria M Enabled Cancel y In this example rule all mail sent from training mailbox csulb edu will be moved to the subfolder name Email Project 2 Be sure the Enabled Check Box is selected if you wish to have the rule effective When CSULB 16 Information Technology Services you have completed filling out all rule data hit OK to save the rule The rule will now be in place and apply to all future messages In order to run the newly created rule against all mail that resides in your mailbox currently select the Rules option from the Home Ribbon and choose the rule you created E gt Hal 7 Fe Apply All Edit Rules Training Email Rule This will run the rule against all mail you currently have in your Mailbox CSULB 17 Information Technology Services Out of Office Greeting You can set up Microsoft Outlook 2011 to automatically respond to people who send you send an email message This helps inform people that you aren t in the office or that your response might be delayed In order to establish an Out of Office message go to the Ribbon gt Tools gt Out of Office Ea Home Organize Tools a Si F gt ONLINE ad S amp G mere a Ena My Day Out of Office Public Folders Import Export Sync Services Schedules Mailing Lists Progress Errors Online Mode Out of Office Greeting Inside My Organization You will be presented with the following Out of the Office opt
35. s appear in the navigation pane below your email address Folders can contain mail items or additional folders If a folder contains additional folders a triangle appears just to the left of the folder name To expand a folder and view the additional folder s inside click the triangle To create a new folder click the Organize tab and click New Folder Home ne rganize Tools TE A m a E New Folder 2 Conversations Arrange By Reading Pane All Read In the Name Field type a name for your folder Note To create a folder for mail items have you Inbox selected when creating a new folder to create a new folder for Calendar items have you Calendar selected then choose new folder etc Undo Redo Print ES Home Organize Tools L 2 Inbox ll E Email Project 2 O this is my new w folder E Drafts 4 3 sent Items E Deleted Items Ll Junk E Mail RSS Feeds CSULB 20 Information Technology Services If a folder has a triangle next to it it contains sub folders Click the triangle to hide or show sub folders Fa Drafts sent Items K E Deleted Items LA Junk E Mail CA Dec Faarle Renaming Folders If you decide to change the name of a folder Hold down Control and Click on the folder with your mouse Choose Rename Folder from the menu pop up Your cursor will appear in the folder name Type a new name and click Enter Note that default folders such as Inbox and Junk Email cannot b
36. sion of sticky notes You can jot almost anything down in these notes and save them Hello notes am going to use you to keep track of something Opening the Notes Folder To open the Notes folder click the Notes button in the Navigation Pane By default it is located in the bottom row of the Navigation Pane Mail Hl Calendar 2 Contacts Tasks You can also use the Command 5 shortcut CSULB 52 Information Technology Services Creating a New Note To create a new note click the New Note button or use the shortcut Command N Mote You will then see a sticky note appear on your screen New Notes Type your text and click the X in the top right hand corner when you re done Your changes will automatically be saved Editing a Note To edit the text of a note double click it CSULB 53 Information Technology Services Section 7 Office Web App OWA Outlook Web App OWA is the web based version of Outlook Exchange To access OWA you need a web brower and an internet connection Logging In Go to http mail csulb edu Enter your Email address firstname lastname csulb edu and your Password Click Sign In Domainuser name prospector peteaicsulb edu Password P HFH T H H H T If this is your first time logging in vou lL be prompted to select a Language and Time Zone For low vision or screen reader users you can opt to use the blind and low vision experience by checking the
37. t with the Recurrence command on the Meeting tab rra Recurrence BH Check Names Categorize Private And you can use the Options group to choose how this time will appear in the recipients calendar i e if it will leave their time free and set when the reminder for the meeting will appear Once your options are set type a short message if desired 6 E j pe A y Ay R Pa Tle PLL 9 D Pie 4 21 UUOOK 2011 Tr aini Diis ig M leeti ing A E ME e A S S al LO o g HE E TR Ml Geared e Fran AE AA A A A To Kerri Sorenson Paul Gettier Subject Mac Outlook 2011 Training Location CSULB LAC LABS 103 Starts 9 1 2011 E O All day event 9f 1 2011 3 00 PM Duration 30 Minutes This invitation has not been sent Message je scheduling Assistant Please let me know ASAP if you can make it Thanks Click Send to complete the meeting request CSULB 40 Information Technology Services Responding to a Meeting Request When someone invites you to a meeting a meeting request will arrive in your inbox and will look like this raul wcrc iM Outlook 2011 Training 2 30 PM Paul Gettier Y LAST MONTH Reguired Prospector Pete When Thursday September 8 2011 2 30 PM 5 00 PM Location LAc103 RE training mailbox 8 1 11 gt Vi Tentativ i Training Mailbo
38. t Tab sss sese 36 UN DR AEG TTT 37 Scheduling Meetings with Exchange Server eee ee eee eee eee eee 38 Scheduling a Mec cad cio 38 Responding toa Meeting eL dd cid 41 Tracking RESPONSES cian 42 Adding and REMOVING AttendeCSsuisstneins ear a aa a aei 44 Carre Sle a VIC CUS da 45 SECTION O TTT 46 Understanding the HOME Tal aerer A EOI EATR 46 Cheating a NOW Tasas NS 47 Editing A A A 48 CUSEOMIZING TASKS VIEWS vonina IS Aia 50 Seco cA NOTES ria a e 52 Section 7 Office Web App OWA sese eee eee 54 a a A A A O A A TTT 54 Me OW Ase RAC is 55 Feature DINETen eS R 55 ENS atacada nico 57 Creating New Emal ai oa 57 Responding from within the Reading Pane sss sese eee eee eee 58 R spondine rom WITKIN tieemna las dilo dina 58 Delene Malas 58 CSULB 4 Information Technology Services A A a gamete maaeonusernenoasen peau cereaaseeesa aaa 59 Creatine NEW Selle sio 59 Renaming and Deleting Folders sencera a E a a a eeratuns eusbeeses 60 COMIT Soe a ee EE E A EOS E E EO 60 Persona CONTACES cenieni E aseanhetaviaMialamtossacavcoad amaevtadwhathelateestecaaweedtamecta ess 60 CSHB Campu CONTACTS aaa 60 Tee acia 61 QZ Hs TS YOU Calendar Rias 61 Creating New Calendar ENOS ceria eN TA N 61 Receiving Meeting lAs ada dada 62 Section OOOK AD bi 64 WSING the Help Screens i n 64 Other campus e aa aa 64 CSULB 5 Information Technology Services Section 1 Getting Started Microsoft Office Outlook with Exchange is an integrated email package that
39. ticipants respond to the meeting request you will automatically get a notification like this 7 EX Accepted Mac Outlook 2011 Training Paul Gettier To Prospector Pete When Thursday September 1 2011 2 30 PM 3 00 PM Location CSULB LAC LAB3 103 Z Paul Gettier has accepted CSULB 42 Information Technology Services The information will automatically be added to the meeting entry in the calendar To see all responses to the meeting open the Calendar item and choose Scheduling Assistant Mac Outlook 2011 Training Meeting He xm e E Meeting A Pp se D BR a _ amp i Sa fy E Pri G A 2 RA id Le S S Send Update Scheduling Cancel qe None 7 Recurrence Check Names Categorize Private From Prospector Pete Prospector Pete To Paul Gettier E Subject Mac Outlook 2011 Training Location CSULB LAC LAB3 103 97 1 2011 E 2 30PM C AIl day event 9 1 2011 3 00 PM Duration 30 Minutes Starts Ends Egl This invitation has been sent Message Scheduling Assistant Show work hours only All Attendees Prospector Pete 6 Paul Gettier Add New E Busy Tentative MM Outof Office No information Here you can see Paul Gettier has accepted the Invitation and the item has been updated You will then see a list of attendees and their responses Note that you can click the Response field
40. vent box to specify start and end times Start time Wed7 20 2011 2 00PM v E Ali day event End time Wed 7 20 2011 3 00 PM v To invite others to a meeting click the Scheduling Assistant tab Enter the recipient s name under your own To see a list of campus contacts to invite click the address book icon next to Select Attendees Appointment Scheduling Assistant Start Wed 7 20 2011 2 00 PM End Wed 7 20 2011 wt 3 00 PM e Y Show only working hours Thu W Select Attendees 1200 PM 100 PM 200 PM 300 PM 400 PM 800 Sugg Prospector Pete July 2011 5 26 27 25 29 30 1 2 2 AR 6 TA When you have completed your entry click Send or Save and Close if you didn t invite other recipients The calendar entry will appear on your calendar g Receiving Meeting Invites Calendar invites will arrive in your mailbox The calendar icon in the upper left hand of the mail item indicates it is a calendar invite Within the body of the notification you can click the check sign Y to accept a meeting the question mark Pto request more information from the sender or the x Xto decline the meeting Please respond Friday July 22 2011 11 00 AM 11 45 AM e A x lt Where TIM to FIM Communication Plan Review CSULB 62 Information Technology Services Section 8 Outlook Help Using the Help Screen To open Help from within Outlook click the icon in the far right corner of the interfa
41. x Accept Tentative Decline v Y THIS YEAR Please respond Sharing anaes Calendar 7 27 11 When Thursday September 08 2011 2 30 PM 5 00 FORMO MENDON PM UTC 08 00 Pacific Time US amp Canada 2 pm Sharing invitation Prospector Pete Calendar 7 27 11 Where LAc103 Prospector Pete O Testing 7 25 11 XK KKK K K K K K Outlook 2011 Training Training Mailbox Please respond asap LAc103 Paul Gettlen csulb edu Hope all is well 7 25 11 Spm i Training Mailbox How are you 7 25 11 Training Mailbox Hello 7 25 11 4 pm Training Mailbox Test 7 25 11 Training Mailbox x L 3 pm 6 pm 7 pm a 9items L unread All folders are up to date Connected to Prospector Pete _ You have the option to Accept the request Decline it or mark your presence as Tentative You can also propose a new time if the meeting organizer has allowed it or view your calendar which is conveniently also previewed in the email The Accept Tentative and Decline options all offer additional choices Accept Tentative Decline Respond With Comments Respond Without Comments Do Not Send a Response mber 08 201 CSULB 41 Information Technology Services You can later change your response by finding the meeting in the calendar use Control Click and choosing a new option Open Print Reply Reply All Accept Tentative Decline Forward Private Tracking Responses When you are the meeting owner and par
42. you communicate with You can use the information in this folder to address emails schedule meetings assign tasks and more Bonnie Carter 710 467 9000 John Doe Bcarter arplumbing com John Do 562 911 9111 gt d Lest RPGR Ces n e i gt gt e Depar t PAE ayr Baa Ta e t Office Department Test Company A Eli Smith 562 313 2994 General Organization Details Notes Certificates eli smith testco com Phone Mobile 562 911 9111 internet Work E mail john doe testcompany com Address Work 5 Street City State ZIP Country Personal Opening the Contacts Folder To open the Contacts folder click the Contacts button in the Navigation Pane or use the Command 3 shortcut Mail En Calendar E Tasks m Notes CSULB 27 Information Technology Services When the folder opens you will see a structure much like any mail folder with the ribbon interface Navigation Pane and central window gir r K a Bonnie Carter 710 467 9000 Bcarter arplumbing com John Doe Lead Engineer Office Department Test Company A M Friends John Doe 562 911 9111 ohn doeftestcompany com S Holiday i Y Manager Eli Smith 562 313 2994 General Organization Details Notes Certificates Y king ell smith testco com x Phone Y Mobile 562 911 9111 Team Travel Internet Suggested Contacts mail y gt C Untitled Folder Wor
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