Notes: Adviser Training

This document is a work in progress, if you would like something added, please email Avi. Also, please check our other page of Outlook Tips - what you're looking for might be there.

• Basics

• Changing your signature:

• Go to Tools > Options… select the Mail Format tab, then click Signatures.
• Choose the signature there and click Edit… , or click New…
• Make your changes, then click OK.
• Choose the same signature for new messages and replies, or create an additional signature for replies.

• Out of Office Assistant:

• Go to Tools > Out of Office Assistant…
• Choose “I am currently Out of the Office” and type your outgoing message.
• (optional) If you wish to forward messages: Click Add Rule…, check Forward, and then fill in an address.
• When you return, Outlook will automatically ask if you would like to deactivate the Out of Office message.

• Xmail: remote access to your email and calendars

• To login, go to xmail.uchicago.edu, best under IE.
• Good for remote access, but not fully featured (hard to do anything outside of your own account)

• Messaging

• Finding messages: Two methods – search or sort.

• Search:
• Bring up the Find bar by clicking the button
• Type your search in the Look For box, then choose your Search In criteria (Inbox, All Folders, Sent, Received, Other).
• Click Find Now to initiate the search, then Clear when you are finished with the search.
• Sort:
• In Outlook’s message list, click on any column to sort by that item, click again to reverse the sort order.
• Once sorted, type a letter or letters to jump to the items that begin with that letter.

• Organizing messages: Folders, Flags, and Search Folders

• Folders:
• Same as Eudora, folders can be flat or nested.
• To create Folder: right click in Folder list, or click File > New > Folder then choose location of folder.
• Flags:
• Used to track status of items, can be sorted easily, grouped in Search Folder.
• Click flag to set default, right click for more options.  Click again to mark completed.
• Search Folder – dynamically groups messages in a folder using search criteria
• To create, go to File > New > Search Folder and then follow the wizard. 
• Examples: Flagged/Unread, To/From people, Old/Large/Attachments

• Junkmail

• Junkmail.uchicago.edu is your first defense. 
• Go there to change settings for summaries and controls (what happens to mail)
• Outlook has a secondary filter. 
• It blocks by address and domain. 
• When using it, be sure not to tag anything from an email list as junk.
• If you think you have marked something important as junk, you can view settings at Actions > Junk Email > Junk Email Options…

• Calendaring

• Organizing your calendar: Labels and Categories

• Labels add color to events.
• Add them through right click or in event details.
• Edit with Calendar Coloring (icon) > Edit Labels or Edit > Label > Edit Labels.
• Categories let you group your events.
• Add in event details.
• Edit with Edit > Categories > Master Category List.

• Sharing your calendar

• Open a Shared Calendar > Name > Show Names from the: Global Address List > Select Person.  You must have the proper permissions in order to view their calendar.
• Share My Calendar > Add > Select Person > Choose permissions
• To give read permission to all (like Oracle) select Default and change permission level to Reviewer.

• Other

• To save an email to Dossier:

• While viewing the message, go to File > Save As…
• Save the message as a .txt file in My Documents
• Open your My Documents and then the file you’ve just saved
• Copy the text of the message (select what you want or use Ctrl-A) and paste into Dossier.