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Outlook 2003 E-mail FAQ The client will automatically be configured to search CCSN’s directory. You can choose which e-mail accounts and folders to should be checked for new items. By default, your exchange account will periodically check for new mail messages. You can send and receive messages from one, several, or all of your e-mail accounts automatically at specified intervals, or manually. As you create e-mail accounts, they are added into your send/receive groups. By default the inbox will be checked for new messages. When using an Offline Folder file (.ost) for working offline, you can specify which folders are available and kept up-to-date with the server. To modify your send/receive settings:
You can specify different settings for when Microsoft Outlook is offline. When you use a Microsoft Exchange Server e-mail account, working offline allows you to continue working with a local copy of your information. The reasons to work offline are varied, but can include the following: o The Exchange server is offline for maintenance. o You are traveling and can’t connect to your Exchange server. o You find performance unacceptable when using a slow connection to the server, such as dial-up connections with a 56 Kbps modem. Any time you choose to work offline, Microsoft Outlook only attempts to establish a connection to the Exchange server when you request it or specify to do so in Send/Receive groups. Offline folders are replicas of the folders found in your mailbox on the Exchange server. These local copies of the server folders are kept on your computer in an Offline Folder file (.ost) and available even when your network connection is unavailable. Offline folders make it possible to take a folder from a server location, work with the contents of the folder when you are not connected to the network, and then when connected again, update the folder and its corresponding server folder to make the contents of both identical. This process is called synchronizing folders. You can add, delete, and modify the contents of an offline folder exactly as you can with a folder on a server. For example, you can change and move items between folders, send messages that are placed in your offline Outbox, and read your offline public folders. Meanwhile, new messages are kept in your Inbox on the server, and other people might add, delete, and change items in public folders. You will not be aware of these changes on the server until you synchronize. Once an .ost file is created, it needs to be synchronized with the server so that the contents in both files remain identical. Synchronized information includes: Headers For e-mail items only, a descriptive identifier that provides the sender's name, subject line of the message, time the message was received, and size of the message. Full items Includes the header, the body of the message, and any attachments, including embedded objects or pictures. When you work offline, folders that are synchronized are determined by Send/Receive groups. With Send/Receive groups, you can choose which folders are synchronized and kept current so when a connection to the server isn't possible or you choose to work offline, you can continue to work with those items. You can also specify that updates to the Address Book be downloaded. Can I read newsgroups from Outlook 2003? Outlook doesn't support newsgroups directly. Yes, there is the Go, News menu, but it calls up Outlook Express in news-only mode. There are currently four programs which support newsgroups in Outlook. What is the Outlook Today view? The Outlook Today page provides a preview of your day. By using Microsoft Outlook Today, you can see a summary of your appointments, a list of your tasks, and how many new e-mail messages you have. You can set this page to be the first page that opens when you start Outlook, and you can change the way Outlook Today appears. You'll find Outlook Today in the Navigation Pane. Click on your Exchange Mailbox (Mailbox – Your Name) to see the Outlook Today view. You can also configure Outlook to show Outlook Today when you open Outlook and customize the calendar and folders in Outlook Today. Setup
Outlook 2003 does allow you to have separate profiles if multiple people will be using the same client (and they don’t have separate Windows logins). To add a new profile, open your Control Panel and then open Mail. Click on the Show Profiles button. If you want Outlook to prompt you for the different profiles, click on the option Prompt for profile to be used. Click on Add to add another profile. Name your profile & then enter the appropriate E-mail Account information. To remove a profile, highlight the appropriate profile & click Remove. 1. On the Tools menu, click E-mail Accounts. 2. Select View or change existing e-mail accounts, and then click Next. 3. Click the e-mail account you want to delete, and then click Remove. 4. Click Finish. How do I import my messages from Netscape Messenger? For instructions on importing messages and addresses from Netscape Messenger 4.5 and later to Outlook, please visit http://support.microsoft.com/?scid=kb;en-us;291601&spid=2520&sid=global.
2. From the Tools menu, select Options. 3. Under the Preferences tab, click E-mail Options. 4. Click Tracking Options. 5. Change the settings under Use this option to decide how to respond to requests for read receipts, then click OK. How can I change my .pst file password? 0. On the File menu, click Data File Management. 1. Click the Personal Folders file (.pst) file you want, and then click Settings. § If your .pst file does not appear in the list, click Add and choose Office Outlook Personal Folders File (.pst), and then click OK. 2. Click Change Password, and then type your old and new passwords. Can I save the messages I send out in my Personal Folder & not leave them on the server? You can change the default delivery location of your e-mail so that it does not stay on the server (Microsoft Outlook’s equivalent of POP). o Go to Tools and choose E-mail Accounts. o Choose to View or change existing e-mail accounts and click Next o Go to the Deliver new e-mail to the following location and click on the down arrow. o Choose the Personal Files folder and click Finish. There are several places that I am asked about Cached Exchange Mode. What is it? Cached Exchange Mode provides you with a better experience when you use a Microsoft Exchange Server e-mail account. A copy of your mailbox is stored on your computer. This copy provides quick access to your data and is frequently updated with the mail server. If you work offline, whether by choice or due to a connection problem, your data is still available to you instantly wherever you are. If a connection from your computer to the computer running Exchange server isn't available, Outlook switches to Trying to connect or Disconnected. If the connection is restored, Microsoft Outlook automatically switches back to Connected or Connected (Headers). Any changes you make while a connection to the server isn't available are synchronized automatically when a connection is available. You can continue to work while changes are synchronized. How do I find out if I am in the cached mode? 0. On the Tools menu, click E-mail accounts, select View or change existing e-mail accounts, click Next, select the Exchange e-mail account, and then click Change. 1. Click More Settings, and then click the Advanced tab. 2. The status is displayed under Mailbox Mode. How do I change a reply to or from address in Outlook? This feature is not available when using a Microsoft Exchange Server e-mail account. You can change the reply-to address for your IMAP, POP , or Hotmail accounts. 0. On the Tools menu, click E-mail Accounts. 1. Select View or change existing e-mail accounts, and then click Next. 2. In the list, click the e-mail account that you sent the message from, and then click Change. 3. Click More Settings, and then, in the Reply E-mail box, type the e-mail address of the account that you want replies sent to. Make sure you change the Reply E-mail box when you no longer want replies sent to an alternate account for new messages. Even after you make the change, any replies to messages you sent with an alternate reply-to address will still be sent to the other account. If I have a pop account, how do I separate the incoming mail in my inbox? By default, your POP account e-mail will be delivered to your default Inbox. You can use Rules to force your incoming POP account e-mail to go to a specific Folder. 0. Click on Tools | Rules & Alerts 1. On the E-mail Rules tab, Select Apply Changes to this folder: Inbox [Microsoft Exchange]. Click on New Rule. 2. Choose Start from a Blank Rule | Check messages when they arrive. Click Next. Which Conditions do you want to check? Step 1: Select Condition. o Check the box to people or distribution list. Step 2: Edit the rule description. o Click on the people or distribution list link and enter your pop e-mail address in the To field. Click OK. o Click Next. What do you want to do with the message? Step 1: Select action(s) o Check the box move it to the specified folder. o Click on the specified folder link and choose the folder (you can also create a new folder from this screen). Click OK. Click Next. o IF you want to apply any exceptions, do so on the next screen (Are there any exceptions). Step 2: Choose Name and save o Click Next o Choose a name for the rule and check the box Turn on this rule. Click on the Finish button and then the OK button. o Repeat these steps for each POP account you would like to separate. How do I see Outlook Today when I open Outlook? To turn Outlook Today on upon startup: 0. In the Mail Navigation Pane, click Mailbox - Your name. 1. In the Outlook Today pane, click on Customize Outlook Today. 2. Check the When starting, go directly to Outlook Today box to enable this function. To turn Outlook Today off: 3. In the Mail Navigation Pane, click Mailbox - Your name. 4. In the Outlook Today pane, click on Customize Outlook Today. 5. Uncheck the When starting, go directly to Outlook Today box to disable this function. How do I customize the calendar and folders in Outlook Today? Yes, you can customize the Outlook today view. You can choose which folders you would like to see, the number of days in your calendar, your tasks, and you can change the style. 0. In the Mail Navigation Pane, click Mailbox - Your name. 1. In the Outlook Today pane, click on Customize Outlook Today. 2. To change the folders that are visible, click on Choose Folders. 3. To change the number of days in your calendar, click on down arrow in the Calendar section. 4. To make changes to the tasks, choose All tasks or Today’s tasks. You can also choose the sort order. 5. To change the style, click on down arrow in the Styles section. How can I add folders to my Favorite Folders? Drag & drop the folder you wish to add to the Favorite Folders section. How do I elminate the menu expand arrow and always show full menus? 0. Right-click on the menu bar at the top of Outlook. 1. A short list should appear. Click Customize. 2. Select the Options tab. 3. Check "Always show full menus" and click close. 4. Note that you can make the same setting change in each of your Microsoft Office programs (i.e. Word, Excel, etc.) How do I purge/reset the automatic completion cache? Outlook maintains a nickname list that is used by both the automatic name checking and the automatic completion features. The nickname list is automatically generated while you use Outlook. If the nickname cache is corrupted, Outlook may not be able to identify recipients, may offer incorrect recipients when automatically completing the e-mail address, or may send the message to the wrong person. Use the following steps that are appropriate for your version of Microsoft Windows to reset the Outlook nickname cache. After you restart Outlook, Outlook generates a new nickname cache. Microsoft Windows XP 0. Exit Outlook. 1. Start Microsoft Windows Explorer. 2. On the Tools menu, click Folder Options, and then click the View tab. 3. Under Advanced Settings, select the Show hidden files and folders check box. 4. Click OK. 5. Click Start, point to Search, and then click All files or folders. 6. In the Search Companion box, type *.NK 7. in the All or part of the file name box. 8. In the Look in box, select your local hard disk drive. 9. Click Search. 10. Right-click the .NK 11. file with the name of the profile that you want to reset, and then click Rename. 12. Rename the file to profile name.bak, and then press ENTER. 13. Exit Windows Explorer. 14. Restart Outlook. For more information, see How to reset the nickname and the automatic completion caches in Outlook on the Microsoft support site. Sending, Receiving, and Forwarding Mail
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