Using Outlook 2007 in Nebula

• Beginning basics
• Configuring Outlook: signature block...
• Microsoft On-line training tools
• More advanced topics
• Outlook Web Access (OWA)

Nebula is moving to Microsoft Outlook as the supported email and calendaring program. Below are some simple tips and definitions that will help you get the most out of this new product. We also recommend using Outlook's Help feature as a quick look-up for many of your day-to-day questions.

Beginning Basics

Definitions

Logging in

• For Outlook Desktop: make sure you use netid\uwnetid for the username login, and your UW NetID password. If you can't remember your password, call (206) 221-5000 for help.
• For Outlook Web Access (OWA), use just your UW NetID for the username, and your UW NetID password.

Email messages

• Adding recipients: Type part of a name or a UW NetID and use Ctrl+K to check the name with the GAL; it should fill in the rest of the name and underline it. Each address completed in this way will be remembered on that computer, and will appear in a drop-down list once you start typing.
  
  
• Correcting recipients' names: if you get error messages when sending mail to someone on this drop down list, remove their name by arrowing down to it and hitting Delete. Then repeat the steps in 'Adding recipients', above, so the GAL can populate your list with the correct name.
  
  
• Format:
  • if people can't read your emails, you may want to turn off HTML formatting: Tools --> Options --> Mail Format tab --> change to Rich Text or Plain Text.
  • If you want to change formatting from your Default setting when writing a message: click Options --> Format tab.

Scheduling meetings

• Always use the Scheduling Assistant: click on Calendar, then New, then Scheduling Assistant. Type in part of a name then use Ctrl-K to fill in the rest, and display the person's schedule in the adjacent window.
• Suggested times are listed in the right-column; click on any button to select that date and time.
• Your meeting rooms are Resources. Click on 'Add Rooms' at the bottom left of the Scheduling Assistant tab. Type in your department's 'short name' and click Go..

Simple troubleshooting

1. Are you logging in correctly?
2. Did you re-start Outlook?
3. If Outlook isn't working, does OWA work ok?

We can probably fix your problem faster if you try these things first. You can email us using the Nebula Support Request icon on your desktop, even if you can't send other email.

Configuring Outlook

• Out of office (OOO) message: use only OWA to configure your OOO message:
  1. Click on Options (upper right), then Out of Office Assistant (left side).
  2. Click on "Send Out of Office auto-replies" and fill in the text for senders both inside our organization, and <a href="#external">External</a> Senders.
  3. Click Save.
• Signature block: If you want multiple signature blocks, create them in Outlook. If you will use just one signature block, create it in OWA.
  • Create:
    • Outlook: Click Tools --> Options --> Mail Format tab --> Signatures button. Fill in signature information; save as a shortname. If you create multiple signatures, choose which one to use as the default in the right corner of this window.
    • OWA: Click Options --> Messaging. Fill your signature in the "E-mail Signature" box; check the 'automatically include my signature' box, then click Save.
  • Use: Your default choice will appear in each new message window. To choose another:
    • Outlook: On the Include tab, click Signature.
    • OWA: not an option; it uses just one signature block.

Microsoft On-line training tools

Microsoft has many helpful online tools, starting with the Help feature within Outlook: hit F1, or click on Help - Microsoft Office Help. For more, check out these links:

• Self-paced training courses are available for many Outlook topics
• Online command reference guides teach you where Outlook 2003 commands exist in the Outlook 2007 interface

More Advanced Topics

Out of Office (OOO) messages:

Why use OWA for OOO? OOO is a special case of a rule. Using only OWA ensures that the rule 'fires' on the server, not under the control of Outlook on the desktop. This in turn guarantees the rule is actually in effect even if your computer of off-line and/or Outlook not running. It also lets you modify the rule from any location with a browser. In particular, you must never use the OOO setup from a Blackberry; this is very unreliable.

What's the difference between Internal and External senders

Internal senders are people with accounts on the UW Technology Microsoft Exchange server. External senders is everybody else, including people at the University of Washington who do not use this Exchange server.

Junk Mail

Please see this page for more information about using the spam filters in Outlook.

Scheduling meetings

Why is the free/busy information not displaying correctly? If Outlook is kept open on your desktop for more than a few days, it stops updating this information. Closing and re-opening Outlook should refresh the display.

 

For More Information, please send email to nebula@u.washington.edu, or call 206-221-5000.