PolyU Email Service
MS Outlook 2010
User Manual
Version 1.0
Last Update: 5 October 2015
PolyU Email:
www.polyu.edu.hk/email
ITS HelpCentre Support:
www.polyu.edu.hk/HOTS
ITS HelpCentre Support Hotline:
2766 5900
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Table of Contents
Introduction ................................................................................................................................ 4
The Official Web Site ........................................................................................................................... 4
The Main Features .............................................................................................................................. 4
Minimum System Requirements ........................................................................................................ 5
Login Name, Password and the Official Email Address ....................................................................... 5
Chapter 1: The Basics ................................................................................................................... 6
Start and Login to Outlook .................................................................................................................. 7
Recommended Settings in Outlook Client .......................................................................................... 8
Layout and Interface of Outlook 2010 .............................................................................................. 14
The Ribbon Panel .............................................................................................................................. 17
Different Views ................................................................................................................................. 19
Chapter 2: Email......................................................................................................................... 22
Create a New Email Message ............................................................................................................ 22
Reply an Email Message .................................................................................................................... 23
Forward an Email Message ............................................................................................................... 23
Download Attachments .................................................................................................................... 24
Forward as Attachment .................................................................................................................... 24
Contact List/Address Book ................................................................................................................ 25
Set Global Address List as Default..................................................................................................... 25
Recall Message .................................................................................................................................. 26
Change Reading Pane Layout ............................................................................................................ 27
Email Notification .............................................................................................................................. 28
Messages Priority .............................................................................................................................. 28
Follow-up Messages .......................................................................................................................... 28
Signatures ......................................................................................................................................... 29
Sending Email with Voting Function ................................................................................................. 31
Search/Find ....................................................................................................................................... 34
Open Rules and Alerts Interface ....................................................................................................... 35
Chapter 3: Calendar ................................................................................................................... 36
Create Appointment ......................................................................................................................... 36
Scheduling Assistant ......................................................................................................................... 37
Recurring Appointment .................................................................................................................... 39
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Chapter 4: Tasks, Contacts & Notes ............................................................................................ 40
To-Do List (Tasks) .............................................................................................................................. 40
Notes ................................................................................................................................................. 41
Chapter 5: Advanced Features of Outlook ................................................................................... 42
Checking the Mail Box Size ............................................................................................................... 42
Empty Deleted Items Folder ............................................................................................................. 44
Chapter 6: Useful Keyboard Shortcut .......................................................................................... 45
* The following illustrations are based on Outlook 2010 and Windows 7 or 8.
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Introduction
The Official Web Site
The University has partnered with Microsoft to introduce the PolyU Email service
www.polyu.edu.hk/email
The Main Features
• Mailbox quota – 50GB
•
NO periodical email purging, user need to do housekeeping
•
Email Size – 25MB each with 18MB (max) attachments
•
No. of Messages can be sent o
Total messages can be sent contain < 10,000 recipients, per 24 hours. o
Each message contain maximum of 500 recipients only (each central pre-defined
mailing group count as ONE only) o
Note: Messages sent by Auto-reply rule(s) count into this figures EXCEPT using Out-Of-Office reply rule.
• Web-based - OWA (Outlook WebApp)
Cache Mailbox - .ost (use Outlook Client)
Archive Mailbox - .pst (use Outlook Client)
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Minimum System Requirements
• Win XP SP3, Vista SP2, Office 2007 SP1, IE 8, Firefox 3.01, Chrome 3.0.195.27; or
• Mac OS X 10.5/10.6, Office 2008/2011 for Mac, Safari 3.1
Login Name, Password and the Official Email Address
Login Username Password
For PolyU
Connect users
For using web-based access
(i.e. Outlook WebApp)
For using Outlook client
For staff
For using web-based access
(i.e. Outlook WebApp)
For using Outlook client
NetID Password
<NetID>@connect.polyu.hk Password
NetID
<NetID>@polyu.edu.hk
NetPassword
NetPassword
For PolyU
Connect users
Official email address
(i.e. actual email address)
Alternate internal system user mail address
For staff
Official email address
(i.e. actual email address)
Alternate internal system user mail address
<Preferred Address Name>@connect.polyu.hk
<NetID>@connect.polyu.hk
<Preferred Address Name>@polyu.edu.hk
<NetID>@polyu.edu.hk
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Chapter 1: The Basics
Note: This section is for staff only
By default, all new Outlook profile and the cache mailbox (OST/PST) are stored in, for example,
C:\users\<username>\AppData\Local\Microsoft\Outlook
. However, it is not easy to locate and backup. User may un-aware of the growth of the size of the OST/PST files which may take up all the storage space of Windows’ system volume. Therefore, it is recommended to change the default path for these files to D drive or E drive, provided that there have enough free space.
To make the changes, please download the pre-defined registry files from the User Guides section
(click Additional files ) of the email website and double-click on it.
There are 2 registry files for Outlook 2010 client in the downloaded zip file:
1. SetStaffMailPath_D_2010.reg
– Set the default path to D:\Staff Email Data
2. SetStaffMailPath_E_2010.reg
– Set the default path to E:\Staff Email Data
Please double click on ONE of the above registry file ONLY to set the given default path.
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Start and Login to Outlook
1. Double-click on the Outlook icon to startup Outlook.
OR
2. Enter your Email Address and Password and click OK
For PolyU Connect Users
For staff
Email Address
<NetID>@connect.polyu.hk
<NetID>@polyu.edu.hk
<NetID>@polyu.edu.hk
<NetID>@polyu.edu.hk
Password
Password
NetPassword
3. You will see the following screen after successfully logged in and startup.
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Recommended Settings in Outlook Client
1. Click File and then Options
2. Click Mail (on the left panel) in Outlook Options
3. Check Always check spelling before sending under Compose messages section
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4. Under Save messages section, follow the action below (scroll down to find this section) a. Check Automatically save items that have not been sent after this many minutes b. Set the number to 3 (can adjust shorter period, if necessary) c. Check Save copies of messages in the Sent Items folder
5. Under Send messages section, check the following options a. Commas can be used to separate multiple message recipients b. Automatic name checking c. User Auto-Complete List to suggest names when typing in the To, Cc, and Bcc lines
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6. Click Advanced (on the left panel) in Outlook Options
7. Click AutoArchive Settings
8. In AutoArchive, follow the actions below a. Check Run AutoArchive every x days b. Change the number to 60 (maximum value) c. Set Clean out items older than 12 Months (recommended value) d. Select Move old item to and set the path as D:\Staff Email Data\Archive.pst (or other meaningful name) e. Click OK
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9. Under Send and receive section (scroll down to find this section), check Send immediately
when connected, and then click Send/Receive
10. In Send/Receive Groups, follow the actions below a. Check Include this group in send/receive (F9) b. Check Schedule an automatic send/receive every x minutes and set the no. to5 c. Check Perform an automatic send/receive when exiting d. Check Include this group in send/receive (F9) e. Check Schedule an automatic send/receive every x minutes and set the no. to 15 f. Click Close
11. Click OK in Outlook Options to save the settings
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12. Click Home tab. In the Delete group, click Junk and then Junk E-mail Options
13. Click Safe Senders tab, check Also trust e-mail from my Contacts, and click OK
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14. Click Send/Receive tab. In the Preferences group, under Download Preferences, check the following options a. Download Headers and Then Full Items b. On Slow Connections Download Only Headers
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Layout and Interface of Outlook 2010
Interface
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The Ribbon Panel
The Ribbon is designed to help you quickly find the commands that you need to complete a task.
Commands are organized in logical groups, which are collected together under tabs. Each tab relates to a type of activity, such as writing or laying out a page. To reduce clutter, some tabs are shown only when needed. For example, the Picture Tools tab is shown only when a picture is selected.
Quick Access Toolbar
Group
Ribbon
Interface of New E-mail (message)
(Keyboard shortcut: [Ctrl]+[N] when Mail is selected in Navigation Pane)
Interface of New Appointment / Event
(Keyboard shortcut: [Ctrl]+[N] when Calendar is selected in Navigation Pane)
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Interface of New Contact
(Keyboard shortcut: [Ctrl]+[N] when Contacts is selected in Navigation Pane)
Interface of New Task
(Keyboard shortcut: [Ctrl]+[N] when Tasks is selected in Navigation Pane)
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Different Views
Mail View
Monthly Calendar View
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To change different view in Contacts, click View tag > Change View and then choose your view such as Business Card and Phone view.
Contacts - Business Card view
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Contacts - Card view
Contacts - List view
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Chapter 2: Email
Create a New Email Message
1. Switch to Mail by clicking Mail OR pressing shortcut: [Ctrl]+[1]
2. Click New E-mail under Home OR pressing shortcut: [Ctrl]+[N]
3. You can compose a new email then
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Reply an Email Message
•
Right click on an email item and select Reply; OR
• Select an email item and click Reply on ribbon; OR
• Select an email item and press shortcut: [Ctrl]+[R]
Forward an Email Message
• Right click on an email item and select Forward; OR
•
Select an email item and click Forward on ribbon; OR
•
Select an email item and press shortcut: [Ctrl]+[F]
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Download Attachments
1. Open an email item which with attachment
2. Right click on the attachment and select Save
As / Save All Attachments)
3. Select the desired location for saving; OR
1. Select an email item and click on the attachment
2. Click Save As / Save All
Attachments on ribbon
3. Select the desired location for saving
You may refer to
Guide to Extract Multiple Attachments from Outlook Client
if you want to extract attachments from multiple emails.
Forward as Attachment
1. Open an email item which with attachment
2. Right click on the attachment and select Save As / Save All
Attachments); OR
•
Select an email item and press shortcut: [Ctrl]+[Alt]+[F]
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Contact List/Address Book
To open address book, you may
1. Click Address Book in
find group, under
Home tag; OR
•
Press shortcut: [Ctrl]+[Shift]+[B]
Set Global Address List as Default
1. Click Home (Default selected tag) > Address Book (within Find group)
2. In Address Book: xxx (one of you address list), click Tools > Options
3. In Addressing, select Start with Global Address List under address list checking order. Select
Global Address List as the first address list to be shown in the address book. Click OK.
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Recall Message
The function for retracting an email in Outlook is called as “Recall”. If the email has not been read yet at receiver side, it will be recalled successfully and will be removed. Otherwise, it cannot be recalled.
1. Double-click on the email to be recalled in Sent Items
2. Click Actions button on the Message ribbon, and select Recall This Message
3. Select Delete unread copies of this message; OR Delete unread copies and replace with a
new message if you want to replace with another message
4. Check Tell me if recall succeeds or fails for each recipient (recommended)
5. Click OK
6. If you checked the box shown in
4
, you will receive the recalling result in your Inbox.
Or, you could check the recalling result by opening the recalling message in your Sent Items and then clicking Tracking.
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Change Reading Pane Layout
Reading Pane is displayed on the right hand side by default. It can be switched off or displayed at the bottom of the interface.
1. On the View ribbon, click on Reading Pane under Layout group.
2. You may select Right, Bottom or Off.
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Email Notification
Email notification is turned on by default. It appears at the lower right corner of the screen when new item is received.
Messages Priority
High priority message appears as red exclamation point and low priority as a blue down arrow.
Follow-up Messages
Flag message items as follow-up by clicking its flag.
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Signatures
It allows setting multiple signatures
1. Open a new message
2. Click Signature and select Signatures in Include group, under Message tab
3. Click New
4. Enter a name and click OK
5. Edit your signature and click Save
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6. (Optional) Select the decided name of a signature beside New messages. The signature will be shown at the end automatically when new email is created.
7. Click OK
Signature can be added manually after setup
1. Open a new message
2. Click Signature in Include group under Message tag
3. Select the decided name of a signature and the signature will be shown at the bottom of the message
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Sending Email with Voting Function
This feature requires a Microsoft Exchange Server account. Most personal accounts ARE NOT using
Microsoft Exchange Server. It is easy to create a poll by including voting buttons in an email message.
1. Open a new message
2. Select Options tab and click Use Voting Buttons in Tracking group
3. Click one of the choices. The default choices are Approve or Reject, Yes or No and
Yes or No or Maybe.
If the default choices do not match your question, click Custom to create your own custom voting button names. For example, you can ask your colleagues to choose among three days of the week for a recurring weekly meeting.
4. Enter recipients, your message content and click Send
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A Vote button is shown when the email is opened at receiver. Click Vote to shown the options (Yes/No) set by sender. Click one of them. For example, click Yes.
Click OK to send the response without editing.
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Sender could check all responses by opening the email which voted
Right click on The sender responded and select View voting responses
Sender could view the response from each recipient
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Search/Find
Simply type the search criteria on the search box. The searching results will be listed and the searching keyword will be highlighted in yellow in the message instantly.
1. Click on the search box and Input some keywords for searching, e.g. “afternoon”.
2. Click All Mail items in Search ribbon under Scope group to search for all mail items, instead of Current Folder only.
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Open Rules and Alerts Interface
Outlook has Rules Wizard for user to easily defining rules. A rule is an action that Microsoft Outlook takes automatically on an arriving or sent message that meets the conditions that you specify in the rule. You can choose many conditions and actions by using the Rules and Alerts Wizard. Rules do not operate on message that has been read, only on those that are unread.
To open Rules and Alerts, on the Home ribbon, click Rules and select Manage Rules & Alerts
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Chapter 3: Calendar
Create Appointment
1. Switch to the Calendar View by click on the Calendar on Navigation Pane or [Ctrl] + [2] for keyboard shortcut.
2. Double click on the desired date or right click on the desired date and select New
Appointment
3. Edit the content such as Subject and Start time/End time
4. Click Save & Close when finished
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Scheduling Assistant
Scheduling Assistant is capable of taking a great number of variables into account when helping you to schedule a meeting.
1. On the Navigation pane, click Calendar.
2. Right click on the desired date and select New Meeting Request
3. Click Scheduling Assistant under the Meeting tab in the Show group
4. Click Add Attendees
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5. Search and select attendees from an Address Book and click OK to confirm and close
6. Move the vertical bar (left or right) for available time slot and change the meeting date and time by changing Start time and End time. Click Appointment to edit the message.
7. Edit the detail of the message and then click Send.
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Recurring Appointment
You could set a set of fixed pattern (pre-defined) appointment in your calendar.
1. Make an appointment (see step
1
and
2
in
Create Appointment
)
2. Click on the Recurrence
3. Define the pattern for recurrence.
For example, you could set a series of meeting on Friday weekly without end date.
4. Click OK in Appointment Recurrence and you could continue to edit your appointment (see
step
3
and
4
in
Create Appointment
).
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Chapter 4: Tasks, Contacts & Notes
To-Do List (Tasks)
Tasks can be displayed in Tasks view, Daily Task List in Calendar view and To-Do Bar.
To-Do Bar
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Notes
Notes are very simple and easy to read reminder which can be read at any time. The default color is yellow. To change the color of individual notes, you need to assign a color category to each note. The notes will acquire the color that is associated with the assigned color category, which overrides the default color of the note.
Tip: You can leave the note open while you work. When you change the note, the changes are saved automatically.
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Chapter 5: Advanced Features of Outlook
Checking the Mail Box Size
Outlook offers several ways to check the folder and personal folder file (.pst) size.
1. Click File > Info. You could see the summary of the size of your mailbox.
2. Click Cleanup Tools and select Mailbox Cleanup
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3. Select View Mailbox Size in the popped up Mailbox Cleanup window
4. Select Server Data to show the size of every item in your mail at server side. Click Close in
Folder Size and then click Close in Mailbox Cleanup
Note that the size of the items in
Deleted Items is actually occupying some space of server.
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Empty Deleted Items Folder
1. Click File > Info > Cleanup Tools > Empty Deleted Items Folder
2. Click Yes to confirm
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Chapter 6: Useful Keyboard Shortcut
[Ctrl]+[1] Switch to Mail
[Ctrl]+[2] Switch to Calendar
[Ctrl]+[3] Switch to Address Book
[Ctrl]+[4] Switch to Tasks
[Ctrl]+[5] Switch to Notes
General (For all view)
[F3] or [Ctrl]+[E]
[Ctrl]+[Z]
[Ctrl]+[Y]
[Ctrl]+[P]
[Alt]+[F2]
Go to the Search box
Undo
Redo
Print
Show/hide the To-Do Bar
[Ctrl]+[N] Create a new message
[Ctrl]+[F] Forward the selecting message
In Mail View
[Ctrl]+[Shift]+[B] Open the Address Book
[F9]
[Alt]+[S] [Ctrl]+[K] Check names in address book in the current focusing field
To/Cc/Bcc when creating E-Mail message
Check for new messages
Send a message when creating E-Mail message
[Ctrl]+[N] Create a new appointment
In Calendar View
[Ctrl]+[F] Forward the selecting appointment [Alt]+[-]
[Ctrl]+[G] Go to a date
[Alt]+[=]
[Alt]+[0]
Switch to Month view
Switch to Week view
Switch to Day view
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