Microsoft Outlook 2003
Trainer: Chong Hock Yong
This chapter would attempt to answer the 2 following questions:
How do I launch Outlook 2003?
What password should I type in?
How do I launch Outlook 2003?
1. Double click on the Microsoft Outlook icon on the desktop (see
2. Click on the Start button in the lower left corner of the screen, then click-on
Programs, and then click-on Microsoft Outlook.
3. You should see a profile chooser.
4. Make sure your own profile name is being selected and click on OK.
5. A login-prompt should appear.
This would lead to the next intelligent question:
Which password should I type in?
Your e-mail password is the same as the one you used to login to the NIE
network (niestaff domain) when you turn on your computer.
*The above applies to notebook users with auto-login enabled on their notebooks.
How do I create my signature?
Trainer: Daniel Ng
Do you know that in outlook 2003, you can personalized and add your
own signature in every mail you are going to send?
What is an email “signature”?
An e-mail signature consists of text and/or pictures that are automatically
added to the end of your outgoing e-mail message. You can create signatures
for different types of audiences. For example, use your first name for
messages to friends and family, or your full name and e-mail address for
messages to business contacts. You can have a different signature for each
While you can create signatures in Microsoft Outlook, there are advantages to
creating them in Microsoft Word. For example, in Word, you can easily insert
pictures and hyperlinks into the signature.
How to create a signature?
From the main Microsoft Outlook window, on the Tools menu, click Options,
and then click the Mail Format tab. Followed by the Signatures
and then click New.
In the Enter a name for your new signature box, enter a name.
Under Choose how to create your signature, select the option you want.
In the Signature text box, type the text you want to include in the signature.
You can also paste text to this box from another document.
To change the paragraph or font format, select the text, click Font or Paragraph,
and then select the options you want. These options are not available if you use plain
text as your message format.
Click Finish when you are done editing the new signature.
You can now select your signature to appear in your outgoing mail here
Now when you create a new mail, you will see your created signature at the end of
Contacts and Distribution List
Trainer: Eddie Lim
Contacts & Distribution List
The Contacts folder is your e-mail address book and information storage for
the people and businesses you want to communicate with.
Use the Contacts folder to store the e-mail address, street address, multiple
phone numbers, picture, and any other information that relates to the contact,
such as a birthday or anniversary date.
A Distribution List is a collection of contacts.
It provides an easy way to send messages to a group of people. Recipients
see their own names and the names of all other recipients on the To line of
the message instead of seeing the name of the distribution list.
Distribution lists are identified with and are stored by default in your
You can send a message or meeting request to part of a distribution list by
clicking the plus sign (+) next to the name of the distribution list to show the
individuals on the list, and then deleting the names that you do not want.
ADDING A NEW CONTACT
1. On the File menu, point to New, and then click Contact.
2. Type a name for the contact.
3. Enter the information you want to include for the contact.
4. You can specify how you want the contact's name to appear in the To: line
of a message by typing the name in the Display As box.
5. To enter multiple entries in a field, such as more than one address or e-
mail address, click the down arrow next to the field.
1. Double-click on the email received from the sender.
2. Right-click on the email address and select Add to Outlook Contacts.
3. Continue from step 4 in “Adding a new contact”.
ADDING A DISTRIBUTION LIST
1. On the File menu, point to New, and then click Distribution List.
2. In the Name box, type a name.
3. Click Select Members.
4. In the Show names from the list, click the address book that contains the
e-mail addresses you want in your distribution list.
5. In the Type name or select from list box, type a name you want to
include. In the list below, select the name, and then click Members. Do this
for each person you want to add to the distribution list, and then click OK.
6. If you want to add a longer description of the distribution list, click the
Notes tab, and then type the text.
7. The distribution list is saved in your Contacts folder by the name you give
1. In the e-mail message you want to copy the names from, select the names
in the To or Cc fields.
2. On the Edit menu, click Copy.
3. On the File menu, point to New, and then click Distribution List.
4. In the Name box, type a name for the distribution list.
5. Click Select Members.
6. In the Add to distribution list list, right-click, and then click Paste on the
1. Do I need to back up my contacts and distribution list if I need to
access from another computer? What if my computer crash?
No. The Contacts folder is saved in the Outlook Exchange Server,
together with your email mailbox.
2. How do I save my Contacts if I want to do a backup to view the
contacts offline? Can I open the saved file directly?
It will be useful to backup only if you wish to view the contacts in a PC
without Internet connection.
a. Click on File -> Import and Export -> Export to a File
b. Choose a format to save to.
a. If you have Microsoft Office already installed in your
computer system, it is best to choose either “Microsoft
Access (.mdb file)”, “Microsoft Excel (.xls file)” or
“Personal Folder File (.pst file)”.
b. Otherwise, you may choose either “Comma Separated
Values” or “Tab Separated Values”.
c. These files may be viewed directly (except Personal Folder
File .pst file) by double-clicking onto them.
d. Try each of them to see the difference between the different
format. (Some of them are more “readable” then the others)
e. You may wish to note that you can also directly backup your
emails this way, but do take note that the attachments will not be saved,
unless you had chose Personal Folder File (.pst) file format.
3. I have saved some Contacts email addresses from my home in a
PST file. How do I add these Contacts to my NIE email account?
1. Start Outlook -> select Import and Export -> Import from
another program or file -> Next
2. Select Personal Folder File (.pst) -> Next
3. Under “File to import”, click Browse and navigate to the actual
folder where your PST file is stored in. (eg. E:\)
4. Under “Options”, select “Replace duplicates with items
imported” to overwrite any old records of the same name.
5. Select “Do not import duplicates” if you choose not to
overwrite the old contacts that are currently saved in the server.
6. Click Next -> Finish.
4. I want to view my PST file saved and I’ve double-clicked on my
saved PST file but it cannot open. What should I do?
To read a PST file, you would require Microsoft Outlook program to be
installed in your computer system. You may choose to import the PST
file contents by following the steps on step 3.
a. Launch Microsoft Outlook
b. Click on File -> Open -> Outlook Data File
c. Browse to the folder (eg. E:\) where your PST file is stored and
select the file.
1. A new folder should appear on your left navigation screen.
Trainee: Lee Hon Wai
How do I access my e-mail from home?
Outlook Web Access
Outlook Web Access Overview
With Microsoft Outlook Web Access you can use a Web browser to work with data
stored on a remote Microsoft Exchange Server computer. The browser can run on any
Unix, Macintosh, or Microsoft Windows-based computer, and can provide Web-based
access to public folders and your organization's Address Book. You can also access
your personal mailbox to read e-mail, send messages, organize contacts, and schedule
1. Exchange Folders
2. Outlook Bar
For a summary of your private Exchange mailbox folders, at the bottom of the
Outlook Bar, click the Folders tab. These private Exchange mailbox folders include
your Calendar, Contacts, Deleted Items, Drafts, Inbox, Journal, Notes, Outbox, Sent
Items, and Tasks.
Each item in the folder list links to that folder or to a particular Outlook Web Access
function. Clicking Calendar, for example, will call up the Outlook Web Access
Calendar, with all appointments and meetings contained therein, while clicking on the
Sent Items folder will access all the messages you have sent.
The Outlook Bar, located to the left of the main folder viewer, offers a number of
shortcuts to your personal folders, as well as a listing of your private and public
folders. The two views available in the Outlook Bar are Shortcuts and Folders. You
can switch between the two views by clicking the tabs at the top and bottom of the
There are a number of toolbars in Outlook Web Access to help you perform various
tasks. Your Inbox, calendar, contacts, and public folders have their own toolbars, with
buttons specific to their function. There are several buttons, however, that are for
more general administrative functions, and are available in more than one location.
They are described in the following chart:
Help Click this button for Help specific to the window you are working
This drop-down menu is available at all times. The option displayed
on the button varies, depending on the window you are working in,
as does the list of options that displays when you click the down-
arrow to the right of the button. Use the Folder option to create a
Click this button to check if you have any new messages. This also
Check for New
refreshes your browser window.
This button opens the Move/Copy dialog box, which allows you to
organize messages or other items in your mailbox. You can move
messages from one folder to another, or copy them to a different
Highlight an item in the main Outlook Web Access window, such as
a contact, appointment, or message, and then click this button. The
item will be moved to the Deleted Items folder.
This function permanently deletes any item that you have placed in
the Deleted Items folder.
Click this button to activate the Preview Pane, which allows you to
view a portion of your messages without opening them.
Click this button to open a dialog box that allows you to search your
organization's address list.
Use this drop-down menu to choose how items are displayed on the
screen. It allows you to sort e-mail messages and contacts by certain
Note To format your e-mail messages with different fonts and colors, use the Formatting
Messages are delivered to your mailbox on a Microsoft Exchange Server computer,
where they are stored in your Inbox by default. Outlook Web Access allows you to
read and send e-mail messages through a Web browser.
1. Reading Messages
2. creating Messages
3. Replying to or Forwarding a Message
4. Message Receipts
When you open an e-mail message in Outlook Web Access, it is displayed in the Read
The following basic information is displayed in the Read Message form heading:
From. Indicates the name (or e-mail address) of the sender or organization.
To. Indicates the name (or e-mail address) of the primary recipients.
Cc. Indicates the name (or e-mail address) of the carbon copy (cc) recipients.
Subject. Briefly describes the subject of the message.
Sent. Indicates the date and time the message was sent.
Messages are created in the New Message form.
Note This is the same form Outlook Web Access provides for replying to and
forwarding messages. When replying to and forwarding messages, the heading
information (To, From, and Subject) is already filled out for you.
To open the New Message form, in Inbox, on the toolbar, select New.
Note If you have downloaded the necessary components from an Exchange server,
you can add audio and video content to your e-mail messages. For information on
using audio and video with Outlook Web Access
Replying to or Forwarding a Message
To respond to a message you have read, in the Read Message form toolbar, click the
Reply, Reply to all, or Forward buttons.
When you click Reply, the To field is preaddressed to the sender of the original
message. When you click Reply to all, the To and Cc fields are preaddressed to the
sender as well as every other recipient of the original message. When you click
Forward, you have to fill in all address fields, just as you do when addressing a new
The text of the original message is copied in the message body. You can type your
response within or above the sender's original message.
Outlook Web Access provides two ways to confirm the receipt of a message you have
sent. This can be done with new messages, or when replying to or forwarding another
When you request a message receipt, you will be told when your message was
delivered and when it was read by the recipient.
The Outlook Web Access Calendar allows you to create and track appointments. You
can also organize and schedule meetings with co-workers, then update or modify the
information (time, location, attendees) as required. When you use Calendar to keep
track of your meetings and appointments, co-workers can check your availability for
their own scheduling purposes.
In addition, all appointments and meetings can be set as recurring, meaning they
occur more than one time, on a regular basis. For example, you can schedule a
recurring status meeting that will occur every Wednesday at two o'clock.
To open your Calendar:
If you have Folders displayed on the Outlook Bar, click Calendar.
- or -
If you have Shortcuts displayed on the Outlook Bar, click the Calendar icon.
1. Viewing your schedule
3. Responding to Meeting Requests
4. Planning Meetings
5. Recurring Items
Viewing Your Schedule
You can customize Calendar by clicking one of the following buttons on the Calendar
toolbar. This determines how many days will be visible at one time. To view a
different day, you can select a date from the month view to the right of your calendar.
This is the default Calendar view, which displays all
appointments and meetings for the current day.
This view displays all appointments and meetings for the
This view displays all appointments and meetings for the
When viewing your calendar, double-click a meeting or appointment to open it. Once
an item is open, you will be able to view details or make changes.
Trainer: Quek Kia Yong
This chapter would attempt to answer the 2 following questions:
I just joined NIE, how come there is already so much email in my
Every day I look at my email, there are so many spam emails. How can
I stop them coming in?
How do I stop all these spam email?
To stop some of these spam email, you can create a rule that checks all
incoming email for a string like “Virus Warning Message” and deletes them.
Start the Rules and Alerts wizard.
1. At the menubar, click on Tools
2. From the menu list, click on Rules and Alerts...
Create a new rule.
1. Click on New Rule...
2. Choose the option Start from a blank rule
3. Select Check messages when they arrive and click Next >
4. Select with specific words in the subject or body
5. Click on the underlined words “specific words”. Type in “Virus Warning
Message”, click Add then OK.
6. Click Next >
7. Select delete it
8. Click Finish
Great! You have just created a rule to delete any incoming email with the
words “Virus Warning Message” in its subject line or body text.
This is just one of many forms of rules that you can create. Due to the
constantly changing forms of spam email, the rules you create may have to be
tweaked to be effective most of the time.
How do I free up my mail space on
Trainer: Chong Hock Yong
An NIE staff generally will be given 40 MB of email storage space once
his/her email account has been activated.
As we may know, it is not the quantity of emails that will jam up the user’s
mailbox, but usually it is the size of each email that counts. Therefore, to free
up mail space, emails with large file attachments should be saved onto a
recordable media, which is usually the hard drive of a computer.
Note: Emails “freed” from the mailbox are saved onto the computer and
cannot be access via Outlook Web Access (ie.
https://mail.staff.nie.edu.sg) or another computer, unless the PST file,
where all the emails are saved to, is copied over.
There are countless ways to free up a mailbox space. We shall only discuss 2.
1. By default, auto-archiving your email is carried out every 14 days (if a
new email profile has been setup in Microsoft Outlook).
To check if this is activated,
a. Start Microsoft Outlook -> select Tools -> select Other -> click
You should see something like this,
c. A PST file will be created at C:\Documents and
Data\Microsoft\Outlook\archive.pst, where ???? is the computer
d. By default, contents in your mailbox dated older than 6 months
will be moved and saved onto this PST file. You may change
this settings (ie. where to save archive.pst and a shorter
Alternatively, you may choose to manually archive your mailbox.
Just click on File -> Archive.
2. A more effective and recommended method to free up your mailbox
space would be to create a Personal Folder File (.pst) on your computer
and set a Rule Wizard to move emails with large attachments to this
folder. By doing so, you can choose to copy this .pst file onto a portable
media like a CDRW or USB device as a backup.
To create a Personal Folder File (.pst) for storage,
a. Start Microsoft Outlook
b. Click on File -> New -> Outlook Data File –> Personal Folders
c. Browse to choose a convenient folder (so that it will be easier for
you to back up this file next time) and give the PST file a
meaningful name (Example: ExtraMailbox.pst) and select OK.
d. Type in a meaningful name for the folder that will appear in your
Outlook mailbox (Example: Folder to store my large emails) and
e. The personal folder should now appear in your left navigation
menu. You may now choose to manually move your emails with
large attachments into this folder.
To automate step e,
i) Start Microsoft Outlook
ii) Select Tools -> Rules and Alerts -> click New Rule
iii)Click Start from a blank rule, and then click Next.
iv) Under Select when messages should be checked, select
Check messages when they arrive or Check messages after
sending, and then click Next.
v) Move emails with attachments larger than 1MB to a specified
folder (ie. Personal Folder File which we have just created)
vi) Select Finish.