BAO Outlook Information

Outlook Web Access (login using bao\username)

Quick Reference Card

FAQ

Question Answer
How do I view another persons mail or calendar? File menu, Open, Other User's Folder.  Select user name and folder (Inbox or Calendar).  Once opened, other persons mail appears on the File Open dialog.  Once opened, other persons calendars appear in the My Calendars pane with a check box for toggling them on and off.
How do I share my calendar? Right click Calendar in the My Calendars pane.  Select sharing.  Select default to let everyone read your calendar (recommended) or Add specific users.  Assign permission level 'Reviewer' and click OK. 
How do I share a mail folder? We are currently evaluating the best approach for this.
I want to schedule a meeting in the conference room, but I don't see the VCRoom in the address book. VCRoom was renamed 'BAO Conference Room' so it would be more self-explanatory to people outside our office.
Were Reminder Notes migrated? Reminder Notes should appear as All Day Events on your calendar.
Were my GroupWise Address Books migrated? Yes, your personal Address Book in GroupWise was migrated to the 'Contacts' folder in Outlook. Your  Frequent Contacts Address Book in GroupWise was migrated to a folder named 'Frequent Contacts'.

When sending mail you will not be able to select from the Frequent Contacts list.  Therefore you should move desired Frequent Contacts to the Contacts folder.  You can then delete Frequent Contacts.
How do I create an email signature? Tools, Options, Mail Format tab, Signatures button.

You can select a default signature. There is no option to prompt you for signature before sending.
Does a Distribution List show all contacts to each recipient? Yes, unless you send to the Distribution List using the BCC: field.
If you delete a message out of your sent folder, will it be deleted from other folders and vice-versa? No, each instance of a message in an Outlook folder is a separate file. Deleting a file from one folder will not delete the others.
Is the Reading Pane a safe way to open email? Yes, it is the safest method to view an email message, however if you suspect that an email contains a virus it is best to delete it immediately.
How do I create a hyperlink to a file using Outlook? Start a new e-mail message. On the Standard toolbar, click Insert Hyperlink. If you cannot see the toolbar, choose Main Menu :: Insert :: Hyperlink. Choose "Link to existing file or webpage". Follow the prompts to create the link. For more info, search for "create a hyperlink" in Outlook help.
Can I send large email attachments with Outlook? You can send email attachments up to 500MB in size using Outlook.  Mail sent to UO accounts (username@uoregon.edu) will be rejected if it contains attachments larger than 10MB..
How do I spell check my messages before sending? Tools, Options, Spelling tab, check box entitled 'Always check spelling before sending'
How do I make all menu items visible? Tools, Customize, Options tab, check box entitled 'Always show full menus'
How do I change my password? Contact either Michael Clark or Michael Walsh.
How do I accept or decline a meeting invitation or meeting update? In the reading pane the meeting invitation or update message will have Accept and Decline buttons on top.
How do I add blind copy to my mail message Start a mail message. Click the down arrow beside the Options button and select Bcc.
Can I send an appointment to someone who isn’t using Outlook?  If so, what will it look like when they get it?  Yes. They will receive a plain text email that includes where and when the appointment will take place.  The “Where” portion is taken from the location you enter when you create the appointment.
Can I have two separate Outlook sessions, with two different accounts, running at the same time? No.  Outlook 2003 only allows one session to be open at a time.
Why do I get an error message when I try to set the options for my junk mail folder? We run our Outlook client in “online mode” and that means messages are stored on the server.  The Junk Folder options are for “cached mode” or having messages stored on your hard drive.
Can we have a shared contacts list? Yes, you can share contact lists the same way you share your calendar.
How do you un-invited someone from a meeting if you no longer need them to attend? Open the meeting from your calendar to edit it.  Highlight and delete the person’s name from the “To:” line, then click “Send Update” This will send an updated appointment to the other attendees so they know the removed person will no longer be attending.
Why does my desktop shortcut for Outlook (and Word and Excel) no longer work? The shortcut for Outlook, Word, or Excel that isn’t working, is one left over from your previous version of Microsoft Office.  You will need to delete it and create new shortcuts.  Contact Michael Walsh if you need assistance.
Why can’t I modify future appointments that I created before the migration? Meetings that were created before the migration can’t be edited like standard Outlook Meetings.  If you need to reschedule a meeting you created before the migration, it is best to delete the original meeting from your calendar and create a new one to replace it.
How to send automatic replies while away from the office. Select 'Out of Office Assistant' from the Tools menu.  Click 'I am Currently Out of the Office' and enter your Auto-Reply.  You can also define rules to manage incoming mail.
If I use my Outlook vacation rule, will it send a reply to someone who isn’t using Outlook? Yes.  Outlook will attempt to send an “Out of Office” reply email to all message senders.
Why does Outlook keep asking me if I want to Auto-Archive?  Should I click “yes” and let it run? No, unless you have specified what the Auto Archive settings are for your message folders.  Right Click on any of your folders, including the Calendar, select Properties, click the Auto Archive to choose your settings.
Why are some no longer able to send me email? They most likely have your old email address stored in their address book.  The best way to get them your new address is to have them reply to an email you sent after the migration.
Can we view the schedule of a group of people without creating a meeting? Yes, if you go to Actions, View Group Schedules, you can create a scheduling group so you can look at several people’s schedules, just like on the Scheduling tab of a Meeting.
Can we share scheduling groups? No, scheduling groups are not shareable.
Can we send an email to a scheduling group without sending an appointment?  Does it have to go to everyone in the group? Yes, when you open a scheduling group, click on the Make Meeting button and a pull-down list appears.  On the list there are options to send messages to individuals or the entire group.