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GroupWise Migration / Microsoft Outlook User Guide 2013
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GENERAL ..................................................................................................................................................................... 2
WHAT is Outlook? ...................................................................................................................................................... 2 WHY is LCPS migrating from GroupWise to Outlook? ............................................................................................... 2 WILL my existing @lcps.org e-mail address change? ................................................................................................ 2 WILL my existing Login and Password change? ........................................................................................................ 2
MIGRATION................................................................................................................................................................... 3
WHAT Will / Will Not Come Over? ............................................................................................................................. 3 WHEN will the Migration Begin? ................................................................................................................................ 4 HOW will Central Office and School-Based Staff be made aware of the date/time when they are scheduled for migration? .................................................................................................................................................................. 4 WHAT can I do NOW to prepare for the migration? ................................................................................................... 4 WHAT should I expect during the Summer Migration Window/Known Issues? ......................................................... 5 WHAT should I Do Once my GroupWise email has been Migrated to Outlook? ........................................................ 5
OUTLOOK FEATURES ................................................................................................................................................. 6
WHICH is preferred... accessing Outlook from the Web (OWA) or from a specific workstation client? ...................... 6 HOW do I access Outlook from the Web (OWA)? ...................................................................................................... 6 HOW much storage space is available for Outlook accounts? ................................................................................... 6 WHAT kind of archive system does Outlook have? ................................................................................................... 6 WHEN sending an attachment, does the file size increase? ...................................................................................... 6 Can two or more outlook email accounts be run at the same time? ........................................................................... 6 WILL we be able to share/delegate calendar viewing within Outlook? ....................................................................... 6 WILL room reservations/scheduling be available within Outlook? .............................................................................. 6 WILL room scheduling/reservations within departments/office areas migrate? .......................................................... 6
OUTLOOK MAIL/RESOURCES .................................................................................................................................... 7
WHAT will happen to the departmental resources? ................................................................................................... 7 WHEN creating an email, will the “To:” field auto-populate with LCPS names as it currently does in GroupWise? ... 7 WHAT will external to LCPS email senders see if they try to send an attachment >25MB? ...................................... 7 DOES Outlook block certain file types? ..................................................................................................................... 7
ARCHIVING ................................................................................................................................................................... 8
WILL my current archives be migrated? ..................................................................................................................... 8 HOW do I save archived messages for future reference? .......................................................................................... 8 AS a department, do we need to do a mass deletion for those who do not/cannot check their email daily or do not delete their email periodically? ................................................................................................................................... 8 CAN I archive past calendar entries? ......................................................................................................................... 8 ARE archived emails the same thing as emails that I have placed in a Folder? ........................................................ 8
CONTACTS/SHARED ADDRESS GROUPS ................................................................................................................ 8
WILL group addresses migrate to the new email system? ......................................................................................... 8 WILL contacts from recent emails (those not in my Contact Book) migrate to Outlook? ............................................ 8 WHAT will happen to shared address groups? .......................................................................................................... 8 WILL proxy accounts (including calendars) all migrate? ............................................................................................ 8
MOBILE DEVICES ........................................................................................................................................................ 9
WILL personal mobile devices work with the new email system? .............................................................................. 9 WHAT will happen if I have an LCPS-Issued Blackberry? ......................................................................................... 9
HOW DO I? .................................................................................................................................................................. 10
GENERAL – How Do I Navigate the 2010 Outlook Screen? .................................................................................... 10 GENERAL: How Do I Change the Reading Pane View? ........................................................................................ 15 GENERAL: How do I Change the To-Do-Bar View? ............................................................................................... 16 EMAIL: How do I Send an Email? ........................................................................................................................... 17 EMAIL: How Do I use the Auto-Complete and the Global Address List? ................................................................ 18 EMAIL: How Do I Organize Emails with Folders? ................................................................................................... 19 EMAIL: How Do I Create a Signature? .................................................................................................................... 20 EMAIL: How Do I Insert a Signature? ..................................................................................................................... 21 EMAIL: How Do I Create a Rule? ............................................................................................................................ 21 CALENDAR: How Do I Access the Outlook Calendar? ........................................................................................... 26 CALENDAR: How Do I Add an Appointment to the Calendar? ............................................................................... 26 CALENDAR: How Do I Add a Meeting Request? .................................................................................................... 28
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GroupWise Migration / Microsoft Outlook User Guide
2013
GENERAL
WHAT is Outlook? Outlook is a “cloud-based” email/calendar/contacts management program. Cloud computing, or being "in the cloud," means that a third-party (in this case, Microsoft) provides the applications via the Internet and stores the data on their servers. In the cloud, mmultiple copies of your data are stored for redundancy purposes. The data is encrypted when accessed from the server. The end result is an online service that has the equivalent reliability and security as an on-campus server.
WHY is LCPS migrating from GroupWise to Outlook? A technology task-force was formed to examine the costs/benefits to switch LCPS to a new e-mail system. The group concluded that moving to a new e-mail system would provide cost savings as well as other benefits. Specifically, the new email system is more secure and does not require installation of any special software on individual computers. Users can easily access e-mail from any computer with a web browser. The table below outlines some of the factors that drove the decision to migrate from GroupWise to Outlook:
Novell / GroupWise 8.0.2 Exchange / Outlook 10 Vendor / DTS Management:
o Novell is officially ending support - Sept 2013
o No vendor maintenance o Not industry standard o Degraded system performance
Accessibility: o Web Access has limited functionality
Security:
o Hosted internally on 21 outdated servers o Dependency on DIT network
User Management:
o Limited system features o Poor mobile device integration o Difficult to manage
Vendor/DTS Management:
o Microsoft’s secure hosted Exchange e-mail solution
o Hosted at Microsoft data centers worldwide o Microsoft support included
Accessibility: o Web Access with full functionality
Security:
o Hosted at Microsoft data centers worldwide o 5 Layers of Security - data, application,
host site, network and physical o Detects suspicious e-mail (phishing, scam,
spam, etc.)
User Management:
o Includes services in the cloud: E-mail, Instant Messenger, Robust mobile device support: Android, iOS, BlackBerry, and others
o Allows for full LEAD integration (one ID & Password for your computer and email).
WILL my existing @lcps.org e-mail address change? No. Your [email protected] e-mail address will remain the same.
WILL my existing Login and Password change? Outlook allows for full LEAD (Loudoun Enterprise Active Directory) integration, meaning that you will now only have ONE login/password for your computer and email. Unlike GroupWise, your login/password into Outlook will be the same as the login/password that you use to log into the network.
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GroupWise Migration / Microsoft Outlook User Guide
2013
MIGRATION
WHAT Will / Will Not Come Over?
What Will be Migrated? What Will NOT be Migrated?
Emails: o 30 Days’ worth of emails. All emails
from the prior 30 days will be migrated. o Note that you will still have access to log
back into GroupWise until December 2013 to retrieve/print messages that did not migrate.
Folder Structure: o Folder Structure will remain intact. You
will not be required to setup your folders all over again.
Calendar: o Everything on your calendar will be
migrated. o Note however that any “formatting” such
as color-coding/categorization etc. will not transfer.
Contacts: o LCPS Address Book will be migrated.
Proxy Access: o Proxy Access will NOT transfer with the
migration. Prior to Migration, go to Tools→Options→Security and click on the Proxy Access Tab. Take note of who has access to your calendar or mail and what access they have (read, write, both).
Signature: o Email signature will NOT transfer with the
Migration.
Rules: o Rules will NOT Transfer with the
Migration. Make note of any rules you have created and what they do.
Trash: o Any items in your GroupWise Trash
folder will NOT transfer with the Migration.
Frequent Contacts Address Book: o Your Frequent Contacts will NOT transfer
with the Migration.
Sharing of Email Groups/Distribution Lists: o Email groups that are created in the
user’s personal address book will be recreated, while ones in shared address books will need to be re-shared
Email Archives: o Archived files and folders are not a part
of this migration. You will however, have access to your GroupWise account for six months after the migration allowing you access for read and print purposes.
o If you have a lot of archive that you must move over for legal purposes then once the migration is complete please open a work order in AITHelp and we will be happy to assist.
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GroupWise Migration / Microsoft Outlook User Guide
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WHEN will the Migration Begin?
Migration of GroupWise accounts to Outlook will occur as a phased approach o Pilot (50 Users): Completed during week of May 6
th, 2013.
o Central Office: Beginning on June 10th, 2013
Migration will occur overnight, beginning at 5pm and will run through the following day. o School Sites (All school-based staff): Beginning on June 17
th, 2013 throughout the summer.
Each school site will be scheduled at some point during this window. The posted schedule of school site migrations can be found by clicking here.
School-Based Migration will occur during the day, beginning at 8am and running through 8am the following day.
Important!!!! During the Migration period, users MUST be out of GroupWise in order to make the migration of the account go smoothly.
HOW will Central Office and School-Based Staff be made aware of the date/time when they are scheduled for migration? Each school site and Central Office Departments will be scheduled at some point during the migration window. As the date approaches, there will be a posted schedule of exact migration dates/times by school. In addition, the Connect-ED system will be used to inform users of completion dates.
WHAT can I do NOW to prepare for the migration? The time required for the Migration will be improved if everyone can complete the following:
Confirm Location of Groupwise “Mailbox”: Make sure your “Mailbox” in GroupWise is located at the top of the left-side folder list, directly under “Your Name” Home and not under another
folder. To move the Mailbox directly under your name - simply drag it directly under your name.
Remove any unnecessary email items that are no longer needed (this includes saved emails,
inbox emails, any emails in any folder).
Save any attachments within saved emails to your computer or homedrive.
Proxy Access will not transfer: Prior to Migration, go to Tools→Options→Security and click on the Proxy Access Tab. Take note of who has access to your calendar or mail and what access they have (read, write, both). This will be needed for you to recreate the same access in Outlook.
Signature will not transfer: Prior to migration save your email signature in a word document.
Rules will NOT transfer: Make note of any rules you have created and what they do, so they can be recreated.
Groups: Make a list & who you have shared them with.
Re-Set LEAD/Network Password: IF you are a school-based or Central Office-based employee who is not on-site over the summer during the migration window (ie..most teachers, attendance officers, school phychologists/counselors/social workers etc), please re-set your LEAD/Network Password before you leave for the summer. To do this, click on CTRL-ALT-DEL on your keybaord and choose the “Change Password” option. Doing this will prevent a possible help-call to the AIT help desk when you return to your school in August.
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GroupWise Migration / Microsoft Outlook User Guide
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WHAT should I expect during the Summer Migration Window/Known Issues? Busy Search Tool: During the summer Migration window, some users will be on GroupWise and some
others will already be on Outlook. Busy searches using the GroupWise calendar will not work between the GroupWise and Outlook application. To verify availability with other users (who have not yet been migrated to Outlook), your best bet is to call the user to see when they are available.
Formatting Issues: Emails will go between GroupWise and Outlook, however, there may be some formatting issues with the emails until we are completely migrated.
Email Attachments: Certain email attachments will be stripped going to the GroupWise system from Outlook.
Junk Folder: Some lcps.org emails go to the Junk Folder in Outlook. Please check the Junk Folder on a regular basis.
Tasks: Tasks sent between systems come through as emails, not tasks.
Group Resources/Distribution Lists: Resources (such as Building Use Calendars) and Distribution Lists will be migrated Last. However, they are still available in the GroupWise system. Both can be emailed from outlook via their respected @lcps.org address. A list of email addresses associated with all distribution lists is posted on the intranet site. This list contains the email addresses associated with all distribution lists so that they can continue to be used until they are recreated in Outlook.
WHAT should I Do Once my GroupWise email has been Migrated to Outlook?
You should be using either the Outlook client (located on your personal workstation computer) or Outlook WebAccess (OWA) www.outlook.com/lcps.org to read your mail, check your calendar, etc.
Verify that your recurring appointments have been recreated in Outlook properly.
Free/busy information can now be seen for everyone who has also been migrated.
Any rules that you had setup, such as email filing rules, signatures, and proxy accesses will need to be recreated.
HOW long will GroupWise be available/accessible after the migration? You will be able to access GroupWise for approxiimately six months to retreive/review/print old messages and items that were archived. You will not however, be unable to use GroupWise to Send or Receive emails, etc. (note that GroupWise Sent/Receive functionality may still be turned “on” throughout the summer migration period, but will be “turned off” at some point in August).
WILL I be locked out of the email system during the migration? Once the migration begins for your acccount you will not be able to access GroupWise. You will receive an email and Connect_Ed Message once your account has been migrated. Please note that just because you may see an Outlook Icon appear on your computer desktop during your account migration, does not neccesarily mean that your migration is complete. Please hold-off from opening GroupWise and/or Outlook until you have been notifed that your account has succesfully migrated. WILL emails be lost if sent/received during the migration? We anticipate no downtime or lost emails for users. As emails are received to your GroupWise, they will be auto-forwarded immediately to your newly activated account and appear in Outlook.
WHAT if my school-assignment changes over the summer? Your GroupWise account will be migrated per the posted schedule according to your school-assignment that is currently listed in GroupWise.
WHAT happens if a new employee is hired for my school before my school is scheduled to be migrated? All new employees hired after June 10
th, 2013 will have only an Outlook account created.
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GroupWise Migration / Microsoft Outlook User Guide
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OUTLOOK FEATURES
WHICH is preferred... accessing Outlook from the Web (OWA) or from a specific workstation client? This will depend on the needs of the individual user. Outlook and the web client both offer a rich user experience, and have better functionality than the GroupWise local and web clients. The only difference in functionality between the two is that files cannot be shared using the Web Access.
HOW do I access Outlook from the Web (OWA)? The web address to access web-based Outlook (OWA) is www.outlook.com/lcps.org. You can also access Outlook Web from the Staff tab on the LCPS Internet site. It's a great idea to bookmark this site. Your logon and password is the same as your LEAD Id and Password (not your GroupWise login/password). Note that the first time you log in on a computer you may be asked to set your time zone - please do so and click on OK
HOW much storage space is available for Outlook accounts? 25GB is the total mail file size limit.
WHAT kind of archive system does Outlook have? There is no archiving available on the server, however accounts allow for 25GB mail files.
WHEN sending an attachment, does the file size increase? Yes, attaching a file will increase the size of the message. Messages are limited to 25 MB, including the message text and the sum of all attachments. Files can expand by up to 30% when sent.
Can two or more outlook email accounts be run at the same time? Yes, in Outlook, multiple accounts can easily be setup and they can be accessed simultaneously. In Outlook Web Access, there is a link provided to open another Outlook account that you have access to, such as a departmental account.
WILL we be able to share/delegate calendar viewing within Outlook? Yes
WILL room reservations/scheduling be available within Outlook? Yes. Room reservations can be requested.
WILL room scheduling/reservations within departments/office areas migrate? Yes, room schedules/reservations will be migrated.
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GroupWise Migration / Microsoft Outlook User Guide
2013
OUTLOOK MAIL/RESOURCES
WHAT will happen to the departmental resources? The Resources will be migrated at a later date, until then you should continue to use GroupWise for access to those resources.
WHEN creating an email, will the “To:” field auto-populate with LCPS names as it currently does in GroupWise? When seraching for contacts, the system will look first to your personal address book. If you have sent an email to someone in the LCPS Address book at least once, it will auto-populate (suggested contacts). Note that within Outlook, names are listed by first name first (this is a change from GroupWise). To change, when looking at the LCPS Address book, select to Search: More Columns. You may then type the last name to search that way.
WHAT will external to LCPS email senders see if they try to send an attachment >25MB? Many external email systems have message size limits lower than 25 MB. If we receive a message larger than 25 MB, the attachment will be blocked and a bounce-back message will be generated and sent to the sender stating the message exceeds our size limit.
DOES Outlook block certain file types? The following file types are blocked by Outlook. Files using any of these extensions cannot be attached to messages in Outlook because of the potential for introducing a virus into your computer. .ade .adp .app .asp .asx .bas .bat .cer .chm .cmd .com .cpl .crt .csh .dcr .der .dir .exe .fxp .gadget .hlp .hta .htc .htm .html .inf .ins .isp .its .js .jse .ksh .lnk .mad .maf .mag .mam .maq .mar .mas .mat .mau .mav .maw .mda .mdb .mde .mdt .mdw .mdz .mht .mhtml .msc .msh .msh1 .msh1xml .msh2 .msh2xml .mshxml .msi .msp .mst .ops .pcd .pif .plg .prf .prg .ps1 .ps1xml .ps2 .ps2xml .psc1 .psc2 .pst .reg .scf .scr .sct .shb .shs .shtm .shtml .spl .stm .swf .tmp .url .vb .vbe .vbs .vsmacros .vsw .ws .wsc .wsf .wsh .xml .xnk
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GroupWise Migration / Microsoft Outlook User Guide
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ARCHIVING
WILL my current archives be migrated? No. Only 30 days worth of mail will migrate. The archived files and folders are not a part of this
migration. You will however, have access to your GroupWise account for six months after the migration
allowing you access for read and print purposes. If you have a lot of archive that you must move over for legal purposes then once the migration is
complete please open a work order in AITHelp and we will be happy to assist.
HOW do I save archived messages for future reference? You would need to print the emails and either store as paper copy or scan them in to a file structure you can search.
AS a department, do we need to do a mass deletion for those who do not/cannot check their email daily or do not delete their email periodically? Yes.
CAN I archive past calendar entries? All calendar entries will be migrated.
ARE archived emails the same thing as emails that I have placed in a Folder? Simply putting messages in folders does not archive the messages. Just like other emails, emails
placed into folders are also automatically deleted once they are 180 days old. The archive process is an independent process which takes the messages out of the mail system and
holds them locally on your C: drive. To truly archive a message you must right click on it and select Archive. And then to see it again - you must go to File on the menu bar and select Open Archive to get
those archived messages.
CONTACTS/SHARED ADDRESS GROUPS
WILL group addresses migrate to the new email system? Yes, groups in a user's personal GroupWise address book will be migrated to Outlook. Shared access to those groups however will need to be re-established.
WILL contacts from recent emails (those not in my Contact Book) migrate to Outlook? Recent contacts should be moved to My Contacts within GroupWise.
WHAT will happen to shared address groups? If you have a GW address book that is shared it will continue to be shared with the users that are still in GW. However, it will not be updated. You will need to recreate these groups in Outlook if still needed. If you have address books created by others that were shared with you those will no longer be accessible. You may need to ask the owners of the address books to send out messages for you if needed.
WILL proxy accounts (including calendars) all migrate? Proxies will not move automatically and will need to be redone the new way once the migration happens
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GroupWise Migration / Microsoft Outlook User Guide
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MOBILE DEVICES
WILL personal mobile devices work with the new email system? Important! Please note that DTS does not provide user-support for personal mobile devices. Third party apps are available for most devices , however the built-in mail apps for Apple and Android devices, handles Exchange Active Synch (EAS) very well. Though there are slight variations in the way that users will setup their personal smartphones and tablets to receive their LCPS email, once it has been migrated, the following settings are consistent among various versions of Android and iOS. Account type: Microsoft Exchange ActiveSync Email Address: The same as their current GroupWise email address Password: The same as their current Windows password Domain: Leave blank Domain\User name: \[email protected] User Name: [email protected] Exchange Server: m.outlook.com NOTE: Users must accept the screen that says LCPS can impose policies or wipe their phone (though there is no plan to do so). Suggestions: Choose the option to NOT sync Contacts or SMS. Syncing SMS, sends personal text messages from their phone to Outlook.
WHAT will happen if I have an LCPS-Issued Blackberry? The DTS staff will need to access yoru Blackberry so that it can be activated with Outlook.
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GroupWise Migration / Microsoft Outlook User Guide
2013
HOW DO I?
GENERAL – How Do I Navigate the 2010 Outlook Screen?
Quick Access Toolbar: Gives access to common commands, no matter which tab you’re using on the Ribbon. By default, it shows the Check Inbox and Undo commands.
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GroupWise Migration / Microsoft Outlook User Guide
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Ribbon: Contains all the commands you will need to perform common actions in Outlook. It has multiple tabs, each with several groups of commands. The commands on the Ribbon will change depending on which view you select in Outlook.
To Minimize and Maximize the Ribbon: The Ribbon is designed to respond to your current task, but you can choose to minimize the Ribbon if you find that it takes up too much screen space. Click the arrow in the upper-right corner of the Ribbon to minimize the ribbon. To maximize the Ribbon, click the arrow again.
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GroupWise Migration / Microsoft Outlook User Guide
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Navigation Pane: Every View uses the Navigation Pane to Display Navigational Options.
View Tabs: Move between different views – including Mail, Calendar, Contacts, Tasks and Notes. Mail view is the default.
View Pane: The CONTENT for the selected View.
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View Options: Allows you to switch between Normal View and Reading View. Reading View will minimize the Navigation Pane, the Ribbon and the To-Do Bar.
To-Do Bar: A summary of your daily calendar appointments and tasks will appear.
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GroupWise Migration / Microsoft Outlook User Guide
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File Tab: BackStage View: The Backstage view gives various options for managing accounts, saving and printing items (like an email message or calendar) and more. The Options in the Backstage view will change depending on which view you have selected
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GroupWise Migration / Microsoft Outlook User Guide
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GENERAL: How Do I Change the Navigation Pane View? Navigation Pane: The Navigation Pane is comprised of four main items: Mail: Contains mail related folders like inbox and sent items folder. Use the Favorites section at the top of the pane for easy access to frequently used folders Calendar: View and schedule appointment, events and meetings, and compare calendars side by side. Tasks: Organize to-do lists, track task progress and delegate tasks. Contacts: Store addresses, phone numbers, and e-mail addresses.
The default view of the Navigation pane is set to “Normal” (located on left side of screen). You also have the option to minimize or turn off the Navigation Pane. Click the View Tab. Click Navigation Pane in the lay out section of the Ribbon. Click Normal, Minimized or Off. From this drop-down you can also choose whether you want the favorites folders to show.
GENERAL: How Do I Change the Reading Pane View? The default location of the Reading Pane is to the Left of the screen. You can change the view of your Reading Pane on the screen, moving it to the right or bottom of the screen. You can also turn it on and off. Click the View Tab.
Click Reading Pane in the Layout section of the Ribbon. Click Right, Bottom or Off.
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GroupWise Migration / Microsoft Outlook User Guide
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GENERAL: How do I Change the To-Do-Bar View? The To-Do Bar provides a Date Navigator, Appointments and Task List. You can select which features of the To-Do Bar are visible and choose between Normal and Minimized views. You can also turn the To-Do Bar off. Click View Tab. Click To-Do Bar in the Layout section of the Ribbon. Click Normal, Minimized or Off. Click Date Navigator, Appointments or Task List to toggle their visibility.
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GroupWise Migration / Microsoft Outlook User Guide
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EMAIL: How do I Send an Email? Click the Home Tab if necessary. Click New E-mail in the New section of the Ribbon. The new e-mail window will open.
Type the address of the recipient in the To... field. Type an address in the Cc… field if you wish to send a copy of the message to a third party. Type a subject matter in the Subject field. Type your message in the large text box. Click Send.
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GroupWise Migration / Microsoft Outlook User Guide
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EMAIL: How Do I use the Auto-Complete and the Global Address List? Auto-Complete: Outlook has an auto-complete feature that attempts to predict what e-mail address you’re typing based on the addresses you’ve e-mailed in the past. Auto-complete appears as soon as you start typing an address in the To… field. The e-mail displayed will be Outlook’s best guess at what address you are typing. It will refine as you input more characters. Hit enter on your keyboard when the correct address is displayed and auto-complete will fill in the remaining characters.
Global Address List: The Global Address List is a contact list of all LCPS employees. It can help you find contact information and e-mail addresses, and can be accessed from the new e-mail window. Type an identifying piece of information, such as a last name, into the To… field. You do not need to enter a full name, for example entering “Jorg” will bring up “Jorgensen” and “Jorgenson”. On your keyboard, hold the Ctrl key down and hit the K key. The Check Names window will open. This window lists all matches from both your personal contacts and the Global Address List. Click the record for the person you want to message. Click OK. An e-mail address for the person you want to message will appear in the To… field.
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GroupWise Migration / Microsoft Outlook User Guide
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EMAIL: How Do I Organize Emails with Folders? Folders provide a useful way to manage your messages. They appear in the navigation pane. You can create folders in any structure that suits your needs. Right click on the folder that will house your new folder. Click New Folder in the drop down menu. The Create New Folder window will open.
Type the name of your new folder in the Name field. Click in the Select where to place this folder field if you wish to change where your folder will be located. Click OK.
The new folder will appear in the location you indicated.
You can drag and drop messages directly to this or any folder.
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GroupWise Migration / Microsoft Outlook User Guide
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EMAIL: How Do I Create a Signature? Outlook 2010 allows you to create custom signatures for your messages. You may create multiple signatures to apply to messages as you see fit. Your first signature is automatically applied as your default signature and will appear on your outgoing messages. Click the Home Tab if necessary. Click New E-mail in the New section of the Ribbon. The new e-mail window will open. Click Signature in the New E-Mail menu. Click Signatures… in the drop down menu. The Signatures and Stationary window will open.
Click New to create a new signature. Type the name of your signature in the New Signature window that appears. Click OK.
Type your desired signature in the text box below. Click Save to save your signature. Add additional signatures or Click OK to exit.
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EMAIL: How Do I Insert a Signature? If you have created more than one signature, you can select which one you wish to use while composing a new message. Open the New E-Mail window. Click Signature in the New E-Mail ribbon. A list of the signatures you have created will appear in the drop down menu. Click on the signature you wish to use. The signature will appear in at the bottom of your message.
EMAIL: How Do I Create a Rule? Click on Rules in the Ribbon. Click Manage Rules & Alerts in the drop down menu.
Click New Rule. This opens the Rules Wizard window.
Select the type of rule you wish to create in the Step 1: Select a template menu.
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GroupWise Migration / Microsoft Outlook User Guide
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In this example, select Move messages from someone to a folder and Click Next.
Click the check box next to the condition(s) you wish to trigger the rule. In this example, click from people or public group.
Click the people or public group link in Step 2: Edit the rule description to open the Global Address List and select a person or group to whom the rule applies.
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Click the specified link in Step 2: Edit the rule description to open a list of your folders. Select the folder to which you want to move incoming messages and click OK.
Your selections will appear in the Step 2 window. Verify that they are correct and Click Next.
Click what action you want Outlook to take with the messages. In this case, click move it to the specified folder and click Next.
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Select any exceptions you wish to apply to the rule. In this example we are not adding any exceptions. Click Next.
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Click Run this rule now on messages already in “Inbox” to have Outlook apply the filter to messages already in your inbox. Click Finish to complete the wizard and apply your new rule.
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CALENDAR: How Do I Access the Outlook Calendar? Click on Calendar in the Navigation Pane. The calendar will appear in the Outlook Screen.
CALENDAR: How Do I Add an Appointment to the Calendar? There are two ways to add an appointment to your calendar: Click New Appointment in the Ribbon.
OR Double click an area on your calendar.
The Appointment window will open. Type a subject for your appointment in the Subject field. Type a location for your appointment in the Location field. Set a start and end date and time for your appointment. Type a note for your appointment in the large text box. Click in the Reminder field in the ribbon to set a reminder for your appointment. Reminders can be scheduled for five minutes to two weeks before the appointment.
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Click Save & Close in the ribbon. Your appointment will appear in your calendar.
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GroupWise Migration / Microsoft Outlook User Guide
2013
CALENDAR: How Do I Add a Meeting Request? Meetings differ from appointments in that a meeting allows you to invite attendees and reserve rooms and resources. When you create a meeting request, invited users will receive an e-mail invitation to which they can respond. You will receive notification when users accept, decline or propose a new time for the meeting. There are two ways to access the New Meeting window. Invite users to the meeting by following the same steps as adding addresses to a mail message; auto-complete attempts to predict what e-mail address you’re typing based on the addresses you’ve e-mailed in the past, while The Global Address List provides a university-wide contact list of NU employees In the Mail view, Click on New Items in the Ribbon. Click Meeting in the drop down menu.
OR In the Calendar view, Click New Meeting in the Ribbon.
The New Meeting window will open. Type a subject for your meeting in the Subject field. Type a location for your meeting in the Location field.
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GroupWise Migration / Microsoft Outlook User Guide
2013
Type a note about your meeting in the large text box.
Click in the To… text box and begin typing the name or address of an attendee. Auto-complete will suggest a recipient. Hit Enter on the keyboard to accept a suggestion.
Type the name of an attendee in the To… field. Hit Ctrl-K on your keyboard and select the attendee you want from the list that appears. Click OK.
Selected attendees will appear in the To… field. Select a date and time for the meeting. Click Send to send the invitation. Attendees receive an e-mail invitation to the meeting, and you will be notified if they accept or decline.
