Before you can use Outlook XP/2003 to access UAA Exchange services your UAA computer account must be Exchange enabled, and your computer must be joined to the UAA domain. These setup instructions are for computers on the UAA network that are joined to the UAA domain.

Access to Exchange services from off the UAA campus

1.  Use Internet Explorer http://webaccess.uaa.alaska.edu enter your whole email address for your username. More information on webaccess published at http://technology.uaa.alaska.edu/kb/Computer/Email/Webaccess.cfm

2. If webaccess does not provide the features you need from home, you can setup Outlook 2003 to connect to your UAA Exchange mailbox.

Service Pack 2 is required and a broadband Internet connection is highly recommended. Please contact the ITS Callcenter for setup instructions.

Configure Outlook XP/2003 to use Exchange Services on the UAA campus

4. Under E-mail, select Add a new e-mail account, click Next.
5. Select Microsoft Exchange Server, click Next.
6. In the E-mail accounts screen - enter ancexchange.uaa.alaska.edu in the Microsoft Exchange Server field.

 

7. Outlook should now display your first and last name, underlined.
8. Click Next and follow any remaining installation prompts.
9. Shutdown and restart Outlook. You can now use Outlook to access Exchange services from your UAA computer.

Common Tasks using Outlook with Exchange Services

About Outlook

About contacts

Create a contact

Sort, group, or filter

About delegate access permissions

Open another person's folder

Add another person's mailbox to your account

Schedule an appointment

Schedule a meeting

Schedule an event

Set or remove a reminder

About tasks and task assignments

Create a task

Assign a task to someone else

Create a rule

About backing up or deleting items using AutoArchive

Back up or delete items using AutoArchive

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UAA ITS Call Center | callcenter@uaa.alaska.edu
phone: 907.786.4646

About Outlook

Outlook Version 2003 is an information management application designed to help you communicate with others and share data with other exchange users. Using Outlook, you can send electronic mail over an intranet or the Internet. You can schedule appointments and meetings, store contact information, and manage tasks. In addition, you can create notes and track journal entries. 

In the following sections, we will focus on the services provided by the Exchange server that you can now use with Outlook.

About contacts

You can file contact information under a last name, first name, company name, nickname, or any word that helps you find the contact quickly (e.g. “UAA Callcenter") Outlook gives you several naming choices to file the contact under, or you can enter your own choice.

Create a contact

Do one of the following:

To create a contact manually, do the following:

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.
   • 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.
   • You can specify the contact's instant messaging address in the IM address box.
   • To enter multiple entries in a field, such as more than one address, phone number, or e-mail address, click the down arrow next to the field.
   • If you have more than one address for a contact, to establish which address is used during mail merge, select the This is the mailing address check box.

You can quickly create another contact with the same company information. In the current contact, on the Actions menu, click New Contact from Same Company.

To create a contact from an e-mail message you receive, do the following:

1. Open the e-mail message that contains the name you want to add to your contact list.
2. In the From field, right-click the name you want to make into a contact, and then click Add to Contacts on the shortcut menu.

Sort, group, or filter

Sort, group, and filter allow you to arrange your contacts, tasks, and calendar entries by predefined search criteria.  Outlook allows you to sort with default criteria or by creating your own search criteria.

To run a standard sort in the Tasks or Contacts view, do the following:

1. On the View menu, point to Arrange By.
2. Click a view to sort your e-mail messages, contacts, or tasks (e.g. Date, From, To).

To run a custom sort in the Tasks or Contacts view, do the following:

1. On the View menu, point to Arrange By.
2. Click the Custom… view, you should see the following view.

3. Click Group By... (Distribute contacts or tasks into groups according to the kind specified) and select the desired criteria.
4. Click Sort… (Arrange contacts or tasks according to the kind specified) and select the desired criteria.
5. Click Filter… (Remove contacts or tasks by specified criteria through a filter) and select the desired criteria.
6. Click OK.

To run a standard sort in the Calendar view, do the following:

1. On the View menu, point to Arrange By.
2. Click Current View.
3. Click the expand arrow
4. Click a view to sort your calendar (e.g. Day/Week/Month, Active Appointments, Events, etc.).

About delegate access permissions

Following are the levels of permission that a delegate can be granted:

Author - With Author permission, as a delegate, you can read and create items, and modify and delete items you create.

Editor - With Editor permission, as a delegate, you can do everything an Author can do, plus modify and delete the items the account owner created.

Reviewer - With Reviewer permission, as a delegate, you can read items; for example a delegate with Reviewer permission can read messages in another person's Inbox.

Notes - With author or editor permissions, the delegate has send-on-behalf-of permission. Sent messages contain both the account owner's and delegate's names. Message recipients see the account owner's name in the Sent On Behalf Of box and the delegate's name in the From box.

If a delegate needs permission to deal with meeting requests and responses only, the account owner can select the Send meeting requests and responses only to my delegates, not to me check box on the Delegates tab and does not need to grant permission to his Inbox. Meeting requests and responses will go directly to the delegate's Inbox. The delegate will, however, need editor permission to the account owner's Calendar folder.

On the Tools menu, click Options, and then click the Delegates tab.

1. Click Add.
2. In the Type name or select from list box, enter the name of the delegate you want to set permissions for.

To add multiple delegates simultaneously, hold down CTRL and click names in the Name list below.

4. Click Add, and then click OK.
5. Click Permissions, and then click a type of permission for each Microsoft Outlook folder you want the delegate to have access to.
6. Select any other options you want.

Open another person's folder

1. On the File menu, point to Open, and then click Other User's Folder.
2. In the Name box, type the name of the person who granted you sharing or delegate access permission, or click Name to select from a list.
3. In the Folder list, click the folder you want to open.

Note: If you have author or editor permission, any items you create while the shared folder is active are stored in the other person's folder.

Add another person's mailbox to your account

If you are a delegate and routinely respond to e-mail for someone else, you may want to add their mailbox to your account for quick access. You must have been granted at least reviewer permission view their mailbox in your Folder List.

1. On the Tools menu, click E-Mail Accounts.
2. Click View or change existing e-mail accounts, and then click Next.
3. In the list, click the Exchange account type, and then click Change.
4. Click More Settings, and then click the Advanced tab.
5. Click Add, and then type the mailbox name of the person whose mailbox you want to add to your user profile. If you do not know the mailbox name of the person, contact your administrator.

Schedule an appointment

Appointments are activities that you schedule in your calendar that do not involve inviting other people or reserving resources. You can set reminders for your appointments. You can also specify how your calendar looks to others by designating the time an appointment takes as busy, free, tentative, or out of office. You can schedule recurring appointments.

1.      On the File menu, point to New, and then click Appointment.

2.      In the Subject box, type a description.

3.      In the Location box, enter the location.

4.      Enter start and end times.

5.      Select any other options you want.

6.      To make the appointment recur, click Recurrence.

Click the frequency (Daily, Weekly, Monthly, Yearly) with which the appointment recurs, and then select options for the frequency.

7.      Click OK.

8.      Click Save and Close.

Schedule a meeting

A meeting is an appointment you invite people to or reserve resources for. You can create and send meeting requests and reserve resources for face-to-face meetings or for online meetings. When you create a meeting, you identify the people to invite and the resources to reserve, and you pick a meeting time. Responses to your meeting request appear in your Inbox. You can also add people to an existing meeting or reschedule a meeting.

1. Click Calendar.
2. On the Actions menu, click Plan a Meeting.
3. Click Add Others, and then click Add from Address Book.
4. In the Type name or select from list box, enter the name of a person or resource you want at the meeting.
5. For each name entered, click Required, Optional, or Resources. (The Required and Optional attendees appear in the To box on the Appointment tab, and Resources appear in the Location box. To get details on a conference room, click it in the Resources list, and then click Properties.) Click OK.
6. Click a time when all invitees are available. You can use AutoPick Next to find the next available free time for all invitees.
7. Click Make Meeting.
8. In the Subject box, type a description.
9. If you did not schedule a room, enter the location in the Location box.
10. If you want to make the meeting recurring, click Recurrence, and then select the recurrence pattern.
11. Select any other options you want.
12. Click Send.

Schedule an event

An event is an activity that lasts 24 hours or longer. Usually, an event occurs once and can last for one day or several days, but an annual event, such as a birthday or anniversary, occurs yearly on a specific date. Events and annual events do not occupy blocks of time in your calendar; instead, they appear in banners. An all-day appointment displays time as busy when viewed by others, while an event or annual event displays time as free.

Set or remove a reminder

Do one of the following:

For all new appointments or meetings you will create

1. On the Tools menu, click Options then click the Preferences tab.
2. To have a reminder automatically turned on or off for new appointments or meetings, select or clear the Default reminder check box.
3. If you selected the check box, enter the amount of time before the appointment or meeting that you want the reminder to appear.

For existing appointments or meetings

1. Open the appointment, meeting, or series if the appointment or meeting is recurring.
2. To have a reminder turned on or off, select or clear the Reminder check box.
3. If you selected the check box, enter the amount of time before the appointment or meeting that you want the reminder to appear.

About tasks and task assignments

A task is a personal or work-related errand you want to track through completion. A task can occur once or reoccur at defined time intervals. For example, you might want to send a status report to your manager on the last Friday of every month.

In addition to creating your own tasks, you can create tasks that you assign to others. You do this by sending a task request to someone. They can decline the task, accept the task, or assign the task to someone else. If they decline the task, it's returned to you. If they accept the task, they become the permanent owner of the task. If they assign the task to someone else, the new assignee becomes the owner.

The owner is the only one who can make changes to the task. When an owner updates a task, Microsoft Outlook updates all copies of that task. When the owner completes the task, Outlook automatically sends a status report to the person who originally assigned the task, any other prior owners, and anyone else who requested a report.

If you assign a task to more than one person at a time, you cannot keep an updated copy of the task in your task list. To assign the same project to more than one person and have Outlook keep you up to date on work progress, divide the work into separate tasks, and then assign each one individually.

Create a task

1. On the File menu, point to New, and then click Task.
2. In the Subject box, type the task name.
3. Complete any other boxes on the Task and Details tabs for information you want to record for the task.
4. Set the due date and start date for the task
5. To make the task recur, click Recurrence in the toolbar, click the frequency (Daily, Weekly, Monthly, Yearly) at which you want the task to recur.
6. If you want, set start and end dates for the task.
7. Click OK, and then click Save and Close.

Assign a task to someone else

1. To assign an existing task, in the task list, open the task you want to assign, and click Assign Task in the toolbar.
2. In the To box, enter the name of the person you want to assign the task to. To select the name from a list, click the To button.
3. For a new task, in the Subject box, type a task name. (In an existing task, the Subject box is already filled in.)
4. Select the Due Date and Status options you want.
5. Select or clear the Keep an updated copy of this task on my task list check box and the Send me a status report when this task is complete check box.
6. If you want the task to repeat, click the Actions menu, click Recurrence, select the options you want, and then click OK.
7. In the body of the task, type instructions or information about the task.
8. Click Send.

Note: If you assign a recurring task, a copy of the task will remain in your task list, but it won't be updated. If you selected the Send me a status report when this task is complete check box, you will receive a status report for each completed occurrence of the task.

Create a rule

UAA IT Services has a spam filter for UAA e-mail if you would like more information about this service please visit http://technology.uaa.alaska.edu/kb/Computer/Email. If you are still receiving junk e-mail, Microsoft Outlook can automatically move them from your Inbox to your Deleted Items folder or to any other folder you specify. Outlook creates a folder called Junk Mail, where you can move junk e-mail and then review it before deleting. 

To add a sender’s name to a filter, you just right-click on a message and choose Junk E-Mail from the menu. Next select either Add to Junk e-mail list or Add to Adult Content sender’s list.

For more selective control, you can create a specific rule that can apply to a particular sender or e-mail content. Do one of the following:

1. Click Inbox.
2. On the Tools menu, click Rules and Alerts.
3. Click New Rule.
4. Click Start creating a rule from a template.
5. Click Next.
6. Follow the instructions in the Rules Wizard.

Note: If you want to run a newly created rule on messages already in the Inbox, select the Run this rule now on messages already in Inbox check box on the last page of the Rules Wizard.

To have this rule apply to all your accounts and Inboxes, select the Create this rule on all accounts check box on the last page of the Rules Wizard.

About backing up or deleting items using AutoArchive

To keep your mailbox manageable, you need another place to store (archive) the old items that are important but not frequently used. You also need a way to automatically move those old items to the archive location and to discard items whose content has expired and is no longer valid. AutoArchive takes care of these processes for you.

AutoArchive is on by default and runs automatically at scheduled intervals, clearing out old and expired items from folders. Expired items are mail and meeting items whose content is no longer valid after a certain date. Although an expiration date is optional, you can define it at the time you create the item or at a later date. When the item expires, it's unavailable and has a strike-out mark through it.

Back up or delete items using AutoArchive

AutoArchive is turned on by default. However, you can change its default settings.

1. 
   
2. On the Tools menu, click Options, and then click the Other tab.
3. Click AutoArchive.
4. With Run AutoArchive every n days selected, specify how often to run AutoArchive.
5. Select the options that you want.
6. To apply the changes to all folders that currently use the default settings, click Apply these settings to all folders now button. This will not override custom archive settings that you've specified on individual folders.

Note If you change the archive file listed under Move old items to, it's changed for all folders that use the default AutoArchive settings.