Outlook 2007

Frequently Asked Questions

What type of training will there be for the GroupWise to Outlook transition?

 

There will be an overview session online using MeetingPlace.  Comparisons are made between GroupWise and Outlook.  There is also on line training available at www.onlinelearning.wv.gov and classroom training available at www.onlineregistration.wv.gov. 

New Email Addresses?

 

Yes,  everyone will have a new address consisting of First Name.middle initial.last name@wv.gov  For 90 days emails will be forwarded from your GroupWise account to your new Outlook mailbox.  A message will go to the sender telling them that the message was sent on and also stating your new email address.

Will I still have my old Groupwise Emails?

 

A tool called Archive to Go will be used to store and access your GroupWise emails. 

Will Archive to Go be available forever? 

 

Yes,  as long as the Agency maintains the license.

 

Is it possible to delete anything that is being stored in Archive to Go? 

 

It is not possible to delete.  The Archive to Go is Read Only.  It is simply a “snap shot” of the person’s mail box at the time it is archived.

Searching Archive to Go by Date: 

 

Click on the magnifying glass icon on the Archive to Go toolbar.  This will take you in to the search box.  The date must be typed in the following format:  YYYYMMDD.  For example November 2, 2008 would be 20081102

 

 

How do you turn an email message into an appointment?

GroupWise or Outlook

 

The easiest way:  When an email arrives in your inbox you can click hold and drag it to the calendar folder or icon.  It will take on the attributes of an appointment.  You will need to change the starting/ending dates and times and click Post in GroupWise or Save and Close in Outlook.

Can I send email from Archive to Go? 

 

You can reply or forward emails from Archive to Go. When you reply or forward you are using Outlook to send the email message.  You will need to check the address on a reply to see if the person has been migrated  or you may choose to send to the wvdhhr.org address and have the system forward it for you.  This way you will be notified by email if the person has been migrated. 

When using Archive to go, I get an error when trying to search for something in my archive.

 

Please place a call with the Service Desk as there is a fix available for this.

How to mark an email message as Not Junk E-Mail:

Depending on the Junk E-mail Filter protection level that you set, some messages that you want to see might be moved to the Junk E-mail folder instead. For this reason, it is recommended that you periodically review the messages in your Junk E-mail folder to ensure that you are not missing any legitimate messages.

To mark a particular message as not junk, follow these steps:

In Mail, click the Junk E-mail folder in the Navigation Pane (Navigation Pane: The column on the left side of the Outlook window that includes panes such as Shortcuts or Mail and the shortcuts or folders within each pane. Click a folder to show the items in the folder.).

1. Right-click any message that you want to mark as not junk.

2. On the shortcut menu, point to Junk E-mail, and then click Mark as Not Junk.

**To quickly mark a message as not junk by using the keyboard, select the message, and then press CTRL+ALT+J.

CREATING A DISTRIBUTION LIST:

 

You can create a distribution list and save it in the Contacts address list. A distribution list is a collection of names and addresses that are usually related in some way. You can use a distribution list to quickly address a message to a group of recipients. For example, you can create a distribution list consisting of all the people working on a particular project. By entering the single distribution list name when addressing the message, all the people within the group receive the message.

 

When you create a distribution list, you need to enter the name of the list and select the members of the list stored in your address books, or you can create new contacts and add them. In addition, you can record notes about the distribution list.  If you are working on a network and using Outlook with the Microsoft Exchange Server, the default address book is the Global Address List. If not, your default address book is usually the Contacts folder. You can add the names from different address books to a distribution list.

 

Distribution lists are not only identified by the name you give them, but also appear in bold with an icon of two people to the left of the list name in the address book.

 

Creating a distribution list

 

 You can use the [Shift] or [Ctrl] key to select multiple names in the Select Members window.

 

To add a new name to a distribution list, select the Add New button in the Distribution List window and complete the fields provided in the Add New Member dialog box. If you want the new name to be a contact, select the Add to Contacts option.

 

Procedures

 

1. Select the File menu.

2. Point to the New command.

3. Select the Distribution List command.

4. Enter the name of the distribution list.

5. Select the Select Members button.

6. Select the desired address book.

7. Select the first name you want to add to the distribution list.

8. Select the Members button.

9. Continue to add names to the distribution list as desired.

10.   Select the OK button.

11.   Select the Save and Close button.

USING A DISTRIBUTION LIST

 

If you regularly communicate with a group of contacts, such as team members working on a project, you can create a distribution list. Distribution lists contain the e-mail addresses of multiple contacts. When you want to send a message to everyone on the list, you simply address your message with the name of the distribution list. You may not want to send a message or other item to all the members in your distribution list. For instance, you may want to send your message to only 13 of the 15 people on your distribution list. You can remove members by expanding a distribution list entered into the To, Cc, or Bcc fields. Expanding the list inserts all the individual e-mail addresses from the distribution list into the addressee field. Once the individual addresses are inserted, you can remove the desired names.

 

You can also use a distribution list when planning a meeting. When you expand a distribution list on the Scheduling page in the Meeting window, each name is inserted,

then you may remove the names of those who should not be invited to the meeting.

 

 You can address a message (or other item) to a distribution list by opening the Message window and typing the distribution list name into the To box or by selecting the To button and selecting the distribution list name from the Contacts address book in the Select Names dialog box. You can also open the Contacts pane, select the distribution list and use the Actions menu to create a new item addressed to the distribution list.

 

Once you expand a distribution list, you cannot collapse it again.

 

 

Procedures

 

1. Create a new message.

2. Enter the distribution list name in the desired recipient field.

3. To expand the list, click the plus sign for the distribution list.

4. Select the OK button.

5. Remove the desired names.