Wiley Outlook 2010 All-in-One For Dummies
Contents
1. The Open Other User s Folder dialog box appears as shown on the left in Figure 1 16 3 In the Name box type the name of the person whose folder you want to open temporarily Alternatively you can click the Name button select that person from a list displayed in the Select Names Global Address List dialog box refer to right in Figure 1 16 and then click OK to return to the Open Other User s Folder dialog box 4 From the Folder Type drop down list select the type of Outlook module that you want to open then click OK The dialog box closes and the folder you chose appears in the Navigation pane 5 Click that folder to display its contents For example in the office setup in Figure 1 16 I changed to Calendar and clicked Rima Zeitounyan in the My Calendars area of the Navigation pane to display her calendar next to yours Figure 1 15 Now you can access the folders Figure 1 16 Spying on another user kinda Managing Someone Else s E Mail and Calendar 823 SuMo TuWe Th Fr Sa 25 26 27 28 29 30 31 F Katerina F Okishoma Sooners F Jennvter s calendar E us Holidays Birthday calendar D M Other Calendars D N Product Development aE Shared Calendars F Rima L Zettounyan T Maxsim V lankelevich T Scott m Futon m Liens est ene R7 282930 31 1 2 Feider te loll 9 l CELSE Calendar Mailbox Jennifer L Fulton Microsoft Outlook o F Home2. later in this chapter You can use Automatic Replies to send an instant reply to anyone who e mails you while you re away What the reply says is up to you I m out of the office see Bill if you need immediate assistance or Leave me alone I m on vacation you bug You can set up rules to process your e mail automatically too For example you may want e mails from particular people passed on to someone in your company and you may want junk newsletters and such automatically deleted Turning Automatic Replies on or off To turn Automatic Replies on follow these steps 1 Click the File tab to display Backstage and then select Info from the list on the left The Account Information options appear on the right 2 Click the Automatic Replies button The Automatic Replies dialog box jumps up to help as shown in Figure 1 1 3 Select the Send Automatic Replies radio button 4 To have Automatic Replies send replies during a set period of time select the Only Send During This Time Range check box then select dates and times from the Start Time and End Time drop down lists Figure 1 1 Automatic Replies One assistant you don t have to hire ar automatic Replies Rima Zetounyan ingenus local Ea Rules x Cancel Letting Automatic Replies Handle Mail While Vou re Gone 803 If you want to limit the time when Automatic Replies is active for exam ple you want to set it up to work while yo
3. Click the File tab to display Backstage and select Info from the list on the left The Account Information options appear on the right 2 Click the Account Settings button and select Account Settings from the drop down menu that appears The Account Settings dialog box appears 3 Select your Exchange account from those listed at the bottom of the E Mail tab and click Change The Change Account Wizard appears See the background of Figure 1 14 4 Click the More Settings button click the Advanced tab in the Microsoft Exchange dialog box that appears and then click the Add button The Add Mailbox dialog box opens as shown in the foreground of Figure 1 14 5 Enter the name of the person whose folders you want displayed in your Outlook and then click OK The Add Mailbox dialog box closes and the person s name appears in the list at the top of the Advanced tab in the Microsoft Exchange dialog box Figure 1 14 The Change Account Wizard Managing Someone Else s E Mail and Calendar 821 hange Account Ea Server Settings Enter the information required to connect to Microsoft Exchange or a compatible service Type the server name for your account If you don t know the server name ask your account provider Server T Use Cached Exchange Mode Type the user name for your account User Name Rima Zeitounyan ee Microsoft Exchange es General Advanced Security Connection Mailbo
4. Jno Guibeueyy Delegates FA Oeevates can sendil uding aeating and responding T to meeta reques ermaskns without giving send on beh ider Figure 1 12 Set e Deliver meeting requests addressed to me and responses to meeting aae requests where 1 am the organizer to additional E as crlV ik o marea ni pren A to me recommended options My dlegates only My delegates and me for your delegate 4 OK Cancel e My Delegates and Me Place the original meeting requests and replies in both your delegate s Inbox and yours so that you can also reply to Ry them g The problem with this option is that the two of you might reply dif ferently and who knows what Outlook would do in that situation 818 Assigning a Delegate to Handle E Mail and Appointments 10 Click OK If you select the Automatically Send a Message to Delegate Summarizing These Permissions option in Step 6 your delegate gets an e mail letting him know his duties and the permission levels you set Your delegate can now take over the tasks replying to meeting requests for example that you ve assigned See Managing Someone Else s E Mail and Calendar later in this chapter for help with what to do if you ve been made someone else s delegate Changing a delegate s permission levels To change what a delegate can do for you follow these steps 1 Click the File tab to display Backstage and select Info from the list on the left The
5. There Any Exceptions list For example you might not want to send replies to messages that are actually newsletters or that you know are newsletters because they re flagged with their titles in their subject lines To choose an exception Book X click its check box just as you did for rules conditions and then Chapter 1 click the hyperlink in the newly created line at the bottom under Step 2 to select the item that triggers the exception 12 Click Next The Finish Rule Setup page of the Wizard appears 13 Type a name for the rule in the Specify a Name for This Rule text box check the Turn On This Rule check box and then click Finish ew 3 Auedwog Jno Guibeueyy Okay you don t have to turn the rule on right now if you re not head ing out of town To turn your rule on after you create it click the Rules button on the Home tab select Manage Rules amp Alerts from the pop up menu that appears then select your Out of Office rule to turn it on 14 When Outlook gives you the warning that it can only run while Outlook is running click OK The Rules Wizard is dismissed Now if you leave Outlook and your computer on and you have Outlook set up so that it automatically checks for e mail every once in a while then when you get an e mail Outlook automatically creates a reply by using your template When you get back into the office you ll need to turn off your rule Here are the steps to follow for t
6. a delegate After you have the folders for that special someone who s stuff you prom ised to take care of appearing right there in your Outlook all nice and ready to go you just need to sit back and wait for a meeting or task request or reply to come in if that s what you re taking care of If you re in charge of other things as well such as adding or canceling appointments well just go ahead and take care of that too Follow these steps to deal with meeting or task requests that come in for the person you re covering for 1 Open the task or meeting request to which you want to reply If the colleague whose stuff you re handling left the Delegate Receives Copies of Meeting Related Messages check box selected any incoming meeting requests appear in your Inbox where you can easily deal with them If your colleague didn t select this option when he or she set you up as a delegate then you need to actually check that person s mail box for the requests you need at least Reviewer access as opposed to None to open the person s mailbox 2 When the task or meeting request comes in for the person who made you a delegate double click the request to open it as shown in Figure 1 17 The InfoBar reminds you that this request is actually for someone else Unless you were given at least Reviewer access to your colleague s Inbox you need to do some digging to find and reply to task requests because they don t ap
7. inger Global Address List Rima Zeitounyan ingere Advanced Find 1 Business Phone Location Administrator E Conference Room 201 ij Conference Room 202 David R Madison Discovery Search Maibox B Dwyer Building 8 Eric C Montoya Q Jennifer L Fulton Q Maxsim A lankelevich Rachelle T Neumarche Q Rima Zeitounyan amp Scott M Fulton II 5 Address the e mail type a subject in the Subject text box and enter your message or rather your colleague s message in that big white text box at the bottom of the form If you need help creating the e mail see Book II Chapter 1 6 When you finish creating the e mail click Send If you were very explicit in your e mail then the recipient will know that you sent the e mail but he or she also knows that the message was ultimately from someone else Exchange gives away the secret Your colleague s name automatically appears in the From text box Refer to Figure 1 19 Figure 1 19 Ghost writer Managing Someone Else s E Mail and Calendar 829 To reply to somebody else s e mail for whom you re acting as delegate you need to be able to view the contents of his or her Inbox first See the section Displaying somebody else s folders earlier in this chapter for help After you display his or her Inbox follow these steps to reply to messages 1 In your colleague s Inbox select the message to which you want to reply 2 Cl
8. while you re out of town You just have to let Outlook know Then if someone from your company addresses an e mail to you while you re gone Outlook pops up a MailTip that displays the message you ve left behind so that they know when you get back Of course MailTips won t stop someone from sending that e mail anyway but it should slow them down a little 802 Letting Automatic Replies Handle Mail While Vou re Gone Letting Automatic Replies Handle Mail While Vou re Gone MBER Every time I leave the office for even just the afternoon I return to find my Inbox full of messages Some are junk and some are important But I don t know which until I take the time to go through them all Wouldn t it be nice to have someone sitting in for you while you re out deleting the junk for warding the stuff that s important to a colleague so that he or she can act on it in a timely manner and letting everyone else know that you re not ignor ing them you re just out of the office until tomorrow Well actually you do have someone who can sit in at amoment s notice the Out of Office Assistant which in Outlook 2010 has renamed Automatic Replies You can use Automatic Replies only if you work on an Exchange network If you don t you re not totally out of luck You can still do some things to get Outlook to help you with e mail management See the section What to do if you have a POP3 or IMAP e mail account
9. who owes him one if he ultimately accepts When meeting replies come in you simply need to open the messages to have Outlook add that person s Accept Decline or Tentative response to the meeting total For task replies you need to open the message so that you can at least see whether the person you sent it to accepted the task Dealing with e mail as a delegate Managing a few meeting replies or task requests that come in while some one s on vacation should probably amount to very little work on your part Of course if it s your full time job to manage someone s schedule that s another matter altogether Still dealing with appointments meetings and a few stray task requests is nothing compared to dealing with a steady stream of incoming e mail I mean I know how much e mail I get on any given day and if I had to double that by taking on someone else s e mail I d probably never be able to leave the office To send out a new e mail on someone s behalf follow these steps 1 Click the New Items button on the Home tab and then select E mail Message from the pop up menu that appears A message form jumps up 2 In the InfoBar of the message form if you don t see a button marked From with your account name beside it then you need to add it to your form Click the Options tab and under Show Fields click From The From button and your account name will immediately appear in this form as well as the forms for
10. 1 A gam 10 00 Y Meeting with McGuire Hammond on creative assets Conference Room 201 jlei 4 Auedwo4y Jno Guibeuey Figure 1 17 Karl A Escheler As delegate 11 you can Me open up When Monday February 01 2010 10 00 AM 12 00 PM UTC 05 00 Eastern Time US amp Canada z somebody Where Conference Room 201 else s requests Karl A Escheler Fs lad e 3 To see the subject of the meeting request on the calendar double click the meeting in the request Outlook switches to the Calendar module There the requested time shows up in a calendar specifically marked for the other person not for you In case it s still confusing the other person s name also appears in the meeting box as one of the invited attendees 4 Click the meeting box to select it click the Accept Decline or Tentative button on the Meeting tab to respond on the recipient s behalf As the delegate hopefully you ve been given some guidelines on how to determine whether to accept a meeting or task request If not you can always turn to the Magic 8 Ball In the pop up menu that appears when you click one of these buttons you can send your choice now by select ing Send the Response Now But since you re the delegate you may 826 Managing Someone Else s E Mail and Calendar prefer to select Edit the Response Before Sending this way you can explain to people that you believe on behalf of that other person that he or she is
11. Account Information options appear on the right 2 Click the Account Settings button and then select Delegate Access from the drop down menu that appears The Delegates dialog box jumps up Refer to Figure 1 12 3 Select the delegate you want to change and click the Permissions button The Delegate Permissions dialog box peeks out see Figure 1 13 4 To change the access level for one of your Outlook modules such as Contacts or the Calendar make a selection from the appropriate drop down list Your options include Editor Author Reviewer or None For more on the mechanics of setting permission levels see the Assigning a del egate section earlier in this chapter Delegate Permissions Karl A Escheler x This delegate has the following permissions al cem Edi 7 Delegate receives copies of meeting related messages sent to me Figure 1 13 X m Eioxtanreidsceae andmoaivinens Changing E iboe Eaton read create and modify itene m the 8J Contacts None j permissions i wes that you i o e gave a El Delegate can see my private items delegate OK Cancel Managing Someone Else s E Mail and Calendar 819 5 Repeat Step 3 for other modules as desired 6 Click OK to close the Delegate Permissions dialog box and then click OK to close the Delegate dialog box You can also remove a delegate altogether which you may want to do after you get back to work by fol
12. Chapter 1 Managing Vour Company E Mail In This Chapter Letting Outlook handle e mail while you re out of the office v Getting someone else to handle your e mail and appointments v Managing Mail and Calendar for someone else O gt makes handling life s little nuisances pretty easy For example Outlook can automatically organize and categorize incoming mail remind you to leave early for a dentist s appointment and even nag you to pick up your laundry But what about vacations or business trips when you re out of the office for several days in a row Do you just let e mail flood the Inbox or can Outlook help you there as well and notify people that you re out of town so that they won t expect an immediate response Perhaps you re a busy professional and you have a nice assistant who not only keeps track of where you need to be right now but even stops drop in clients at the door so that you can get to that important appointment on time As nice as that may sound the system tends to break down every now and then especially when you make an appointment and forget to tell your assistant or vice versa Can Outlook help you keep your appointments in one place where both you and your assistant can access and make changes to those appointments The answer to all these questions is a resounding Yes as you can see in this chapter Exchange 2010 now provides MailTips that stop people up short before they send you e mail
13. ML Web based e mail accounts provide simple ways to handle incom ing e mail so you might be able to use a Web interface to set up a system Here s the basic plan You create a plain text message and save it as a tem plate Then you create a rule that uses the template to generate outgoing messages while you re out of the office Follow these steps to create the template 1 From within Mail click the New Items button on the Ribbon s Home tab and select E mail Message from the pop up menu that appears Anew mail message form pops up see the background of Figure 1 7 2 Click the Plain Text button on the form s Format Text tab The message is changed to plain text rather than HTML format By using plain text you can t apply any formatting But you can at least get your message out especially for folks sending you messages from their mobile phones Book X Chapter 1 j ei 4 Auedwo4y Jno Guibeueyy 810 Letting Automatic Replies Handle Mail While Vou re Gone NING RY Figure 1 7 Create the message that you want to send when you re out of the office 3 Type the message that you want people to receive while you re gone Looking ahead remember that Outlook being a bit of a control freak keeps track of each and every e mail you receive while you re gone and sends the reply only once to each address even if somebody sends you a bunch of e mail So keep that in mind when you design your mess
14. Send Recewe Folder View Appointment a a WB Pwe 2 G Bomm O ay x 2 a v alll High importance Open Delete Forward OneNote Invite Reminder Nane Recurrence Categonze m Attendees gt Low Importsnce Actions attensees Options Tags 4 Movember 2008 4 gt November 15 21 2009 Search Calendar Cts P Tasks 0 Actme tasks Completed tasks Arrange G Manage Calendars Share fing Searen Calendar Ctri E Search GiNemeony Morecolms Address Book 3456709 Go Global Adress List Jennifer L Fulton i My Calendars i Home am Katerina Oklahoms Sooners Jennifer s calendar g f US Holidays Birthday calendar 10 Other Calendars Indianapolis Colts Calencar m Product Development n Shared Calendars 12Pm n 1 00 Mall Calendar 20 x 300 Book X Chapter 1 rew 3 Auedwio4y Jno Guilbeueyy 82 4 Managing Someone Else s E Mail and Calendar EMBER D NING RS If for some reason you don t have access to the folder that you want to open a message dialog box appears asking whether you want to request access Click Yes and Outlook will open up a message form showing the formal request for access sharing The recipient only needs to accept your request automatically and the sharing process will begin immediately Don t you wish Congress worked like that Dealing with meetings and tasks as
15. age You do not need to enter anyone s address in the To text box since you re not sending this message to anyone in particular just now a ld a ole Out of Office Message Plain Text A Z Seas J Messsge Insert Options ormat Text Review s _2 Aa HTML i f 4s Ah a 25 AaPlainTet B U she x x Se22 te Change Editing Aghichtet y Aar 114 Styles 7 ard Format grap lt ron Ingenus f f To Send z c 3 Subject Out of Sttice S buti Fa Hi I will be out of the office until XX I will have limited access to email but will get back with you as quickly as 1 can de Jennifer Fulton n g u Microsoft Templates 4r Search Templates p Organiz gt Name Jate ype LiveContent Publisher Building Blocks SmartArt Graph amp Homegroup 1 Blue Angel 7 a Resolve C be Maat E Imperator Ds s E Phoenix h P Calendar Ea howe 0 m B Contacts z Filename Out of Office oft J Tasks _ Save as type Outiock Template ft gt uaa Remsi Hide Folders Tools A Save Cancel 4 To save the message as a template click the File tab to display Backstage and select Save As from the list on the left The Save As dialog box pops up Refer to the foreground of Figure 1 7 In the Save As Type drop down list select Outlook Template Name text box and click Save 7 Click the close box X in the f
16. age text box and click Send The message arrives in the recipient s mailbox clearly addressed from you with your name in the message s InfoBar acting on the behalf of your colleague You can follow these same basic steps to forward a colleague s e mail to someone else on his or her behalf Dealing with appointments as a delegate As a delegate if you have access to somebody s calendar you can not only reply to meeting requests and open meeting replies but you can also add appointments and events Book X Chapter 1 j eI 4 Auedwo4y Jno Guibeueyy 830 Managing Someone Else s E Mail and Calendar ar Follow these steps to deal with someone else s appointments 1 Select your colleague s calendar in the Navigation pane to make it active If the calendar doesn t appear on the Navigation pane see the section Displaying somebody else s folders earlier in this chapter for more info 2 Click the New Appointment button on the Home tab An appointment form appears 3 Complete the appointment like you would for your own appointment Add a subject location start time and date end time and date and so on If you need help in creating an appointment see Book IV Chapter 1 4 Click Save amp Close to save the appointment The appointment appears in your colleague s calendar and it doesn t appear in yours Follow these same basic steps to add an event to somebody else s calendar For hel
17. all other messages you create later until you decide to turn this option off 3 In the InfoBar click the From button and select Other E Mail Address from the pop up menu that appears The Send From Other E Mail Address dialog box opens as shown in the background of Figure 1 18 Book X Chapter 1 j ei 4 Auedwo4y Jno Guibeueyy 28 Managing Someone Else s E Mail and Calendar 4 In the From box type the name of the person for which you re creat ing the e mail Alternatively click the From button and select the name from the Choose Sender dialog box by selecting a name from the list and clicking OK See the foreground of Figure 1 18 After you click OK you re returned to the Send From Other E Mail Address dialog box Yes you can choose any name from this list and you may even think you re sending a message as that person But if you try to send a message as someone who hasn t given you permission to do so Exchange will send you back a nasty letter scolding you And there ll be an audit trail on the admin s system as well Figure 1 18 Sending an e mail that s not from you Subject Name Tide Send From Other E mail Address 3 Jessage HTML i eee se From Karl A Escheler a 4 OK Cancel quest a Delivery Receipt T E hemes o Page Bee From F Erect Choose Sender Global Address List es Show Teks Search Name ony More columns Address Book From Rima Zeitounyan
18. definitely certainly not sure You could also select Do Not Send a Response which doesn t send any response to the request at all but just how friendly is that If you selected Edit the Response Before Sending from the pop up menu then a message form appears type a response in the large text box and click Send to send the message The From box clearly says that this mes sage is from you on behalf of someone else so no worries there If you want to propose a different time to meet skip this step and con tinue to Step 5 5 To suggest a different meeting time on the other person s behalf click the Propose New Time button on the Meeting tab In the pop up menu select Tentative and Propose New Time to accept on the other person s behalf for now or Decline and Propose New Time to reject the current proposition You ll see the Propose New Time dialog box which gives you a cool way to select an alternative time from a separate calendar You can make your suggestion in a number of ways e To manually select a time Click in your row on any time slot that s open The proposed time is flanked by green and red bars on the left and right respectively You can also select a new Meeting Start and Meeting End date and time from the drop down lists provided e To have Outlook propose a new time Click the AutoPick Next button Outlook finds the first available free time slot for all attendees Click the lt lt button to locate the
19. ding but someone acting on your behalf is For very special delegates you can adjust the permissions to allow them to do even more basically acting as your replacement Don t worry no matter how many tasks you allow him or her to perform for you your del egate can t take over your corner office To assign a delegate follow these steps 1 Click the File tab to display Backstage and select Info from the list on the left The Account Information options appear on the right Click the Account Settings button and then select Delegate Access from the drop down menu that appears The Delegates dialog box appears Click the Add button The Add Users dialog box jumps up as shown in Figure 1 10 Add Users Ez Search Nameorly OMwecoums Address Book Global Address Lst Jennifer L Fulton Advanced find Name Tite Business Phone Locaton Depart 9 Administrator Fh Third Floor Cada Karl A Escheler k Canel If that ol Add button isn t active if it appears grayed out in other words you may not be connected to the Exchange network Check the status bar to make sure that you re connected properly and that the net work isn t down for some reason Book X Chapter 1 j ei 4 Auedwo4y Jno Guibeueyy 816 Assigning a Delegate to Handle E Mail and Appointments EMBER amp Figure 1 11 You can allow your delegate to do more for you 4 From the list of people select a wor
20. ed messages sent to me Tis _Exttor canread create and modify items LEA inbox mone x 8 Contacts None x OK Canc e Reviewer Delegate can only read items e Author Delegate can read any item create new items and change or delete only the items he or she creates e Editor Delegate can read any item create new items and change or delete any item even if the delegate didn t create the item Assigning a Delegate to Handle E Mail and Appointments 817 6 To create a message to your delegate that summarizes the permissions you ve just set select the Automatically Send a Message to Delegate Summarizing These Permissions check box 7 To allow your delegate to see items that you ve marked as private NING select the Delegate Can See My Private Items check box This option allows a delegate to see all private items in your Exchange data file regardless of the folder they re in 8 When you re through setting options and having fun click OK You re returned to the Delegates dialog box See Figure 1 12 J Select to whom you want copies of meeting requests sent Book X Select the radio button for the option that you want AEA e My Delegates Only But Send a Copy of Meeting Requests and Responses to Me Get copies of the meeting requests and replies that arrive while you re gone e My Delegates Only Allow meeting requests and replies to go to your delegate s Inbox only j ei 4 Auedwo4y
21. end a task request for example everyone knows that it came from you but on behalf of someone else So no you can t plan an eight hour doing nothing meeting just to get some time off without your boss eventually catching on 820 Assigning a Delegate to Handle E Mail and Appointments Displaying somebody else s folders When someone sets you up as a delegate you get an e mail that details exactly which folders you have access to and what you can do in them You probably want to display that person s folders in your Outlook right away so that you can keep an eye on them NING Although delegate access is great unless the person designated as the del RY egate also makes his or her mailbox visible you can t access it through the Navigation pane And if that designee is you then unless you make the folder visible you re just no good as a delegate are you To make a mailbox visible on the Exchange network you need to change to Mail select your Exchange account in the Navigation pane and click the Folder Permissions button on the Folder tab The Outlook Today Properties dialog box appears Click the Permissions tab and select your delegate from the list of names at the top of the tab Under Other select the Folder Visible option and click OK Then you can tell your delegate that everything s set To add somebody s folders to Outlook so that you can see them each time you start Outlook follow these steps 1
22. example if you have Editor access to the calendar so that you can handle meeting requests and replies you also have permission to view that person s calendar and to make appointments and events After follow ing the preceding steps conveniently provided here by moi you can now access that person s calendar easily as shown in Figure 1 15 in which I ve switched over to my calendar and clicked the calendar for Karl A Escheler I found it in the Shared Calendars category to view his calendar side by side with mine You can repeat this process in any other module to which you have access such as Tasks to view its items and perform your duly designated duties as delegate When you gain access to someone s Contacts folder you can click only that folder in the Navigation pane at any time to display its contacts If you don t want to see somebody s folders hanging out with yours causing you to accidentally add your appointments to their calendars or vice versa you can display their folders just when you need them When you change to a differ ent module or exit Outlook another user s folder disappears from view and you need to repeat the following steps to see it again To temporarily display some one s folder in Outlook assuming you have permission follow these steps 1 Click the File tab to display Backstage and select Open from the list on the left The Open options appear on the right 2 Select Other User s Folder
23. first free time slot available in the vicinity of the original appointment usually later within the same day if pos sible The suggested meeting time is flanked by green and red bars e To reset the suggested time to the current meeting time Click Current Meeting Time After selecting a new time click Propose New Time A meeting reply message is created The InfoBar of the message form displays the cur rent meeting time and the one you re proposing Type a reason for your proposed new time in the large text box if you want and click Send to send the message The From box clearly says that this message is from you on behalf of someone else so again there s no confusion here To create a meeting request or task request on behalf of someone else follow these steps 1 Open the other person s Calendar or Tasks folder See the preceding section for help accessing someone s folders Managing Someone Else s E Mail and Calendar 827 2 Click the New Items button on the Home tab and select either Meeting or Task from the pop up menu that appears Create the meeting or task request in the way you would for a meeting or task of your own For help in creating meeting requests see Book IV Chapter 4 For help with task requests see Book VI Chapter 3 3 Click Send When a colleague receives the meeting or task request he sees that you created it but on behalf of someone else He knows exactly who s asking the favor and
24. hat 1 Click the Rules button in the Move group on the Home tab and select Manage Rules amp Alerts from the pop up menu that appears The Rules and Alerts dialog box appears 2 In the rules list click the check box beside the rule you want to turn off 8 14 Assigning a Delegate to Handle E Mail and Appointments 3 If you no longer need the rule for any other purpose in the future then to delete it click Delete and respond to the dialog box by click ing Yes 4 Click OK to save your changes Assigning a Delegate to Handle E Mail and Appointments While Vou re Gone MBER amp NG RS If you work on an Exchange network you can designate someone to act as your delegate meaning that he or she can take over your day to day Outlook operations including sending e mails accepting meeting requests canceling appointments and so on Whether you can get him or her to do your laun dry and walk the dog is another story In Outlook you can do a different kind of sharing which is typically more equal and involves simply sharing folders For example you can share your calendar with someone and he can share his with you This sharing might involve only being able to view items in the folder or it can involve various permission levels all the way up to being allowed to not only view but create change and delete items in the folder See Book IV Chapter 3 for how to do this kind of sharing with Calendar Book V Chapter 4 fo
25. he list so moving a rule up means that it s applied before the rules below it Moving a rule down means that it s applied after other rules that appear above it 5 Click the Move Up or Move Down buttons 6 Repeat Steps 3 and 4 to adjust the order of other rules When you re done click OK then click OK again To remove a rule completely follow these steps ar Letting Automatic Replies Handle Mail While Vou re Gone 809 1 Click the File tab to display Backstage and select Info from the list on the left The Account Information options appear on the right 2 Click the Automatic Replies button The Automatic Replies dialog box appears 3 Click the Rules button The Automatic Reply Rules dialog box appears Refer to Figure 1 5 4 Select a rule that you want to delete 5 Click the Delete Rule button Why not remove other bothersome rules such as that red stoplight thing I mean why do I have to let others go first just because they have a green light I like red 6 Click OK when you finish What to do if you only have a POP3 or IMAP e mail account Well okay not everyone has an Exchange network So not everyone can just wiggle their fingers and call the Feature Formerly Known as the Out of Office Assistant to take over when they re away from their desks If you don t have an HTML account you probably at least use POP3 or IMAP so you can at least do something to handle e mail when you re away Some HT
26. ick Reply A message form appears as shown in Figure 1 19 Your colleague s name automatically appears in the From text box AWS RE Software presentations this week Message HTML ee en Wessage Insert Opbons FormatText Review ag a gt Follow Up 5 Calibr Boch 11 7 A i i n Y yi gt Y High Importance Attach Attach File Rem Paste Low Importance J Format Painter Biu A Clipboard Indude Tag Zoom From KarhEstheler ingenus local Maxam Jankaievid end Subject RE Software presentations this week No worries I ve got Thursday afternoon blocked out for the YiewPlus presentation We ll be in Conference Room 224 Py From Maxsirn V Iankelevich Sent Monday October 09 2006 10 14 AM To Karl Escheler Subject Software presentations this week Karl T ve made appointments throughout the week with some of the developers who ve placed bids for the media management package ViewPlus which is an outfit from Atlanta is sending its CTO on Thursday Our time with him is set up for 11 30 although given airport traffic these days I think we should keep the whole afternoon open should his flight arrive late Then the poorly named Entelschmoss is flying up from Hamburg to talk with us about Entelschmoss MasterVid I guess the theory here is anything named Entelschmoss has got to perform pretty darned well Massin V lankelevich a n ar 3 Type the reply in the mess
27. khorse uh delegate whom you want to take over your job while you re gone Click Add and then click OK The Delegate Permissions dialog box appears 5 Choose the modules such as Calendar or Tasks you want to delegate to the people you ve chosen and change their level of access as needed by selecting a permission level from the appropriate drop down list By default a delegate can reply to meeting requests and process meeting replies that you receive He or she can also respond to task requests and task replies You can allow a delegate to do more if you want by changing settings in the Delegate Permissions dialog box shown in Figure 1 11 Even though the Inbox permission level is set to None if you select the Delegate Receives Copies of Meeting Related Messages Sent to Me check box your delegate automatically receives your meeting requests and replies in her Inbox She doesn t need a higher level of permission for your Inbox unless you want her to read send or delete e mails on your behalf The Calendar and Tasks permission level is set to Editor to allow the delegate to read and respond to task meeting requests and task meeting replies and do other stuff Here s what each permission level allows your delegate to do Delegate Permissions Karl A Escheler ae This delegate has the following permissions i cakndar Edton can read create and modifyitems w V Delegate receives copies of meeting relst
28. ky about which e mails you want to affect by clicking Advanced and specifying additional conditions In the Advanced dialog box that appears see Figure 1 4 you can fur ther define the e mails you want this rule to apply to For example you might want to do something special with large e mails e mails received on a particular day or days e mails that include attachments and so on 7 After making your selections click OK to close the Advanced dialog box The Edit Rule dialog box reappears Refer to Figure 1 3 Advanced x Size kiobytes Received F From Tue 1 26 10 K At mest F To Wed 2 3 10 Vl importance igh m E sensitisty thet do got match these conditions Figure 1 4 oo Set more Doament options p to define which e mails you want to rule 8 If you want this particular rule to be applied last after all other rules then select the Do Not Process Subsequent Rules check box Normally Outlook applies rules in the order in which they re listed until every rule has been applied but turning on this option changes that behavior J In the Perform These Actions pane select the action s you want to occur with the e mails that match the conditions you ve set anne If you re creating a rule that deletes specific e mail then for obvious D reasons after that rule is applied Outlook doesn t go looking at the rest of the rules to see whether any more might apply to the e
29. lowing these steps 1 Click the File tab to display Backstage and select Info from the list on the left The Account Information options appear on the right 2 Click the Account Settings button and then select Delegate Access Book X from the drop down menu that appears Chapter 1 The Delegates dialog box jumps up Refer to Figure 1 12 3 In the list select the delegate you want to remove 4 Click the Remove button The delegate is removed from your Permissions list and can no longer access your various Outlook folders Your delegate doesn t get any e mail letting her know that she s now off the hook so you might want to drop an e mail yourself to thank her for her hard work and to tell her to stop reading your mail 5 Click OK to close the Delegates dialog box j ei 4 Auedwo4y Jno Guibeueyy Managing Someone Else s E Mail and Calendar You might be given access to somebody else s Outlook folders in several ways If someone wants to control exactly what you can do and doesn t want you acting on his or her behalf you were probably given access to a shared folder You can find help managing these folders in Book IV Chapter 3 for Calendar Book V Chapter 4 for Contacts and Book VI Chapter 3 for Tasks The following sections discuss what to do when you receive delegate access to someone s folders With this kind of access when you create items you do it by acting on the other person s behalf If you s
30. mail You can change the order of rules so that Outlook does something to the e mail before its deleted if you want See the following section for help Figure 1 5 Select the rule you want to change Letting Automatic Replies Handle Mail While Vowre Gone 807 10 Click OK The rule is added to your other Out of Office rules and you re returned to the Automatic Reply Rules dialog box 11 To create more rules just click the Add Rule button and then rinse and repeat Steps 4 to 9 12 To finish adding rules click OK to dismiss the Automatic Reply Rules dialog box then click OK again to dismiss the Automatic Replies dialog box Changing the rules Just because you created some rules doesn t mean you re stuck with them You can modify rules to make them work the way you want them to work You can also delete rules that you don t need To modify an existing rule follow these steps 1 Click the File tab to display Backstage and select Info from the list on the left The Account Information options appear on the right 2 Click the Automatic Replies button The Automatic Replies dialog box appears 3 Click the Rules button Your rules are displayed in a list in the Automatic Reply Rules dialog box as shown in Figure 1 5 Automatic Reply Rules F These rules wil be apped to incoming messages while you are out of the office Status Condtions Actions EJ _ SUBJECT 53ies Division Projectors MOVE TO Sakes FROM Sco
31. o one else by selecting the Sent Only to Me check box You can set more limiting conditions if you want or select none at all if you want this rule to apply to all incoming e mail Click Next If you haven t chosen any criteria here at all Outlook will bring up a dialog box asking you if you mean to apply this rule to every message no conditions to be checked here whatsoever If that s what you meant click Yes otherwise click No to return to the conditions list The What Do You Want to Do With the Message Rules Wizard page appears In the What Do You Want to Do With the Message list select the Reply Using a Specific Template check box as shown in the back ground in Figure 1 9 Book X Chapter 1 j eI 4 Auedwo4y Jno Guibeueyy 812 Letting Automatic Replies Handle Mait While Vou re Gone Rules Wizard r Which condition s ce you want to check Step 1 Select condton s C with Qut of Office in the subject with Out of Office in the subject or body Figure 1 8 The Rules a O wth g ords n the sender s address Wizard 1h tenn pepe k steps you Step 2 Edt the rule desorption dick an underlined valua Apply this rule after the message arnves through the senteniy me process of creating an e mail rule What do you want to do with the message Step 1 Select action s C move it to the Crafts folder a C move e copy to the Drafts folder C assign it to the cabegory catego
32. olice tape that s strapped across the top of the Outlook window in the Mail module that reads Automatic Replies are being sent for this account You can turn off Automatic Replies simply by clicking the Turn Off button that appears on this yellow stripe nothing else Or if you feel like going through the motions here s the formal steps 1 Click the File tab to display Backstage and select Info from the list on the left The Account Information options appear on the right 2 Click the Automatic Replies button The Automatic Replies dialog box appears 3 Select the Do Not Send Automatic Replies radio button 4 Click OK to turn Automatic Replies off Figure 1 3 You make the rules Letting Automatic Replies Handle Mail While Vou re Gone 805 Letting rules control mail while you re away By using the Rules Wizard you can create a set of rules to handle your e mail while you re out for example you can move e mail from one folder to another forward it to a colleague or delete it These rules are different from the ones I discuss in Book IX Chapter 2 in that they come into effect only when you turn on Automatic Replies To create a rule that limits what Automatic Replies can do with certain e mails when you re at the spa or wherever follow these steps 1 Click the File tab to display Backstage and select Info from the list on the left The Account Information options appear on the right 2 Click the A
33. orm to close the message Enter a name for your template such as Out of Office in the File Letting Automatic Replies Handle Mail While Vou re Gone 811 Because you saved your message as a template and don t want to send it to anyone just now don t save any changes to the message In the dialog box that appears click No After you create a template for your out of office replies follow these steps to create a rule to use that template 1 Optional To base your rules on the recipients or contents of a certain e mail message you ve already received change to the Mail module by clicking its button on the Navigation pane and then click that mes sage in the message list For example if you want to create a rule about the sender or the other recipients of a message or about a meeting whose invitation appears in the message or about an attachment that appears in a message then you can select that message first The Rules Wizard you ll use in a moment will automatically generate possible rules and criteria for you to choose from based on the message that currently appears in Mail Click the Rules button in the Move group on the Home tab and select Create Rule from the pop up menu that appears The Create Rule dialog box appears Click Advanced Options The Rules Wizard jumps up See Figure 1 8 Select which types of messages get replies For example you can send replies only to messages sent directly to you and n
34. p in creating a meeting on behalf of someone else see the section Dealing with meetings and tasks as a delegate earlier in this chapter
35. pear automatically in your Inbox With Editor access to Tasks you can use the steps in the preceding section to dis play your colleague s Tasks folder and then when task requests come in they appear amid the other tasks in your own Tasks list in bold until you open them that is To help you quickly identify task requests sort your colleague s Tasks list by person responsible Click the Change View button on the View tab and select Assigned from the pop up menu that appears Managing Someone Else s E Mail and Calendar 825 Here is where you see the request s true recipient fis kd 5e js Meeting with McGuire Hammond on creative assets Meeting o amp IE Meeting ag my P ar F G xX oO vA 2a tA GG Move to 5 Move 3 Mark Unread A 2 lt a a ta To Manager Bp Rules aia Categorize Delete No Response Change Respond Calendar Editing Zoom Required Response GA Team E mail 7 N OneNote Follow Up Delete Respond Calendar Quick Steps 4 Move Tags Zoom L Received for Eric C Montoya The meeting request has been sent to your delegate s Tentatively accepted by Rima Zeitounyan on 1 27 2010 1 57 AM From Karl A Escheler Sent Wed 1 27 2010 1 30 AM Required Eric C Montoya Maxsim A lankelevich Optional Book X Subject Meeting with McGuire Hammond on creative assets Chapter 1 Location Conference Room 201 When Monday February 01 2010 10 00 AM 12 00 PM Monday February 0
36. r the same for Contacts and Chapter VI Chapter 3 for Tasks Although you can use these same techniques to share an e mail folder typically you use delegate access to allow them to perform certain tasks acting as you as described in the following sections For delegate access to work both you and your personal workhorse must not only be on the same Exchange network but also using the same version of Outlook Typically the network administrator makes sure that everyone has the same software so you probably don t have to worry about compat ibility issues For someone to have access to the e mails you want him or her to answer those e mails must arrive in your regular Exchange mailbox either the Inbox or some custom folder not in a personal folder you ve cre ated a completely different data file which has a pst extension Assigning a delegate When you assign a delegate to take over some of your Outlook Calendar duties he or she can not only respond to meeting and task requests by accepting declining or tentatively accepting them but also receive meet ing and task responses responses to meeting or task requests that you ve Figure 1 10 Adda delegate NING RY Assigning a Delegate to Handle E Mail and Appointments 815 sent When people get these meeting task replies however the From field reads something like Delegate Name on behalf of Manager Name That way people know you re not actually respon
37. ry C deete it C pemanently delete it forward it 1 people or pubic croup C forward it ta people or pubie croup as an attachment L redirect it to people or public group L have server reply using a specific measage reply using L flag message for follow up at this tmo L dear the Message Flag C dear message s categories C mark it as importance O rintit z i Leck Ube Tensei Fe Syston eos ERE CO mark it as reed gt J Wsere ifer Fulton Yoodata rel woft Tempistes oft Step Edt the rule descrptton dick an uncerined value Te Las pet iesianiai ii at Dai Apply this rule efter the messege arrives Bares sentation sent ordy to me QGI 2009 Quit Retreat reply using a specific template Figure 1 9 Send out li cavel lt Beck Next gt Fish auto replies 4 P Displayname Out of Office Open using a zs pores Ade name Out of Office oft cance a template 7 Click the A Specific Template link that appears in the bottom of the page The Select a Reply Template dialog box opens See the foreground in Figure 1 9 Letting Automatic Replies Handle Mail While Vou re Gone 813 8 Select User Templates in File System from the Look In drop down list 9 In the list box select the template you just created and click Open The Select a Reply Template dialog box closes 10 Click Next The Are There Any Exceptions page of the Wizard appears 11 Select any exceptions from the Are
38. tacts e Anyone Outside My Organization Use this auto reply with anyone who sends you an e mail who doesn t work in your company even if he or she isn t in your Contacts list Book X Chapter 1 j ei 4 Auedwo4y Jno Guibeuey 8 04 Letting Automatic Replies Handle Mail While Vou re Gone NING If you select the My Contacts Only radio button the contact who e mails you must appear in your Exchange Contacts list either the main list or one that you create The contact can t appear only in a Contacts list in an offline folder or a personal folder you re using with a POP3 IMAP or HTTP account 8 Click OK to finalize your choices and turn Automatic Replies on Automatic Replies Rima Zetounyan ingenus local Ea Do not send automatic replies Send automatic replies Z Qnly send during this tme range Statim Tue 1 25 2000 w 20007m _ Endtme Mon 2 1 2010 e 9 00am Automatically reply once for each sender with the following messages amp Inside My Organization e Outside My Organization On 7 Auto reply to people outside my organization My Contacts orly Tahoms ontecting my office Iwi nday morning However I wil be Figure 1 2 how return your inquiry Create a message for people outside your company Rules x L cancel When Automatic Replies is functioning Outlook will present you with a persistent reminder a big non ignorable yellow bar like p
39. tt M Fulton I FROM 1 25 MOVE TOPlsnnin Move Doum Addauie EdtRude Delete ue F Show rules for all profiles K cma 4 Select a rule and click Edit Rule The Edit Rule dialog box appears See Figure 1 6 Book X Chapter 1 pew 3 Auedwo4y Jno Guibeueyy 808 Letting Automatic Replies Handle Mail While Vou re Gone 5 Make changes click OK to close the Edit Rule dialog box click OK to finalize changes to Automatic Reply Rules and then click OK in the Automatic Replies dialog box to close it In other words OK OK OK enough already Edit Rule lt x wi e2age arrives that meets the following conditions oK From Gawd R Madson Cancel J SeMtTo sentdrecty tome F coped 9 tome ivanczdiuss Subject Sales Division Projectors check Nemes Message hody Perform these actions F Do not process subsequent rules Figure 1 6 Rules aren t Method Stender set in stone To change the order in which rules are applied follow these steps 1 Click the File tab to display Backstage and select Info from the list on the left The Account Information options appear on the right 2 Click the Automatic Replies button The Automatic Replies dialog box appears 3 Click the Rules button The Automatic Reply Rules dialog box appears Refer to Figure 1 5 4 Select a rule that you want to move up or down in the list Rules are applied in the order in which they appear in t
40. u re on vacation next week but not actually turn it on right now then set the appropriate dates and times for Start Time and End Time Do not send automatic replies Send automatic replies only send during this tme range Starttme Tue 1 25 2000 2007m _ Endtme Mon 2 1 2010 m 9 00am Automatically reply once for each sender with the following messages Fa inside my organization B Outside My Organization On Tahoma Ele El epsruAa Iwil be awey from my desk between Tuesday 25 Jer this is an urgent mater please cal my assistant Karin ig Thursday afternoon If Rima 5 To create a message for e mail received from people you work with click the Inside My Organization tab located in the middle of the dialog box and then click inside the text box and type a message 6 To create a message for e mails received from people you don t work with click the Outside My Organization tab as shown in Figure 1 2 and then click inside the box and type your message Make sure that the Auto Reply to People Outside My Organization check box is selected You can format the text for your outgoing message s however you like by using the buttons just above the text boxes on each tab 7 Decide which non colleagues you want to receive this message Select one of these radio buttons e My Contacts Only Use this auto reply only with people outside your company who are listed in your Con
41. utomatic Replies button The Automatic Replies dialog box jumps up to help Refer to Figure 1 1 3 Click the Rules button The Automatic Reply Rules dialog box appears jump ahead to Figure 1 5 showing a list of currently active rules determining the conditions for which e mail senders receive replies while you re away 4 Click the Add Rule button The Edit Rule dialog box pops up as shown in Figure 1 3 Edit Rule x When a message arrives that meets the following conditions From Scott M Fulton 01 el Sent Toon E Advanced Sentdrectly tome Z Copied Gc to me a Subject check names Message hody Perform these actions T Do not process subsequent rules YD ert with X Cnet 3 Wimove to folder RZ Mcoy v QO V Forwerd Te amp onto Method Standard 5 In the When a Message Arrives That Meets the Following Conditions pane select the conditions that define the kind of e mail with which you want to do something special Book X Chapter 1 j eI 4 Auedwo4y Jno Guibeueyy 806 Letting Automatic Replies Handle Mail While Vou re Gone For example maybe you want to do something special when an e mail arrives from your boss or one that has a Subject line that includes ai Blackford account or just Blackford For the lowdown on how to select conditions that define the e mail you want to affect and to set advanced rules options see Book IX Chapter 2 6 If necessary you can get nitpic
42. xes Open these additional mailboxes Remove More Settings j Add Mailbox Cached Exchange Mode Settings x V Use Cached Exchange Mode F Download shared folders E Download Public Folder Favorites Add mailbox Karl A Escheler Cancel Mailbox Mode Outlook is running in Unicode mode against Microsoft Exchange Outlook Data File Settings Cancel 6 Click OK to dismiss the Microsoft Exchange dialog box You return to the Change Account Wizard 7 Click Next Outlook has a little message of congratulations for you in this last page of this most flamboyant wizard 8 Click Finish The Account Settings dialog box peeks back out J Click Close and restart Outlook The name of the mailbox you added will appear in the Navigation pane typically below your own Exchange account If you ve been delegated access already then you ll start to see contents right away If you haven t the message list on the right will be grayed out and you ll see an ominous looking warning that says the object cannot be found Once delegation comes through this warning will go away Book X Chapter 1 j ei 4 Auedwo4y Jno Guibeuey 822 Managing Someone Else s E Mail and Calendar lt r If the person whose name you typed has granted you access to some or all of her folders you can access her folders from the Navigation pane within the appropriate module For
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