Working from Multiple Locations

Advanced Training for Microsoft Office Outlook 2003

Connecting to Outlook

1	To set up a new Outlook account, click Start, and then click Control Panel.
2	In the Control Panel window, double-click the Mail icon.
3	To use the E-mail Accounts Wizard to set up the account, in the Mail Setup - Outlook dialog box, click E-mail Accounts.
4	On the first page of the wizard, under E-mail, verify that Add a new e-mail account is selected, and then click Next.
5	To select a mail server type, on the Server Type page, click Microsoft Exchange Server, and then click Next.
6	To specify a server name, on the Exchange Server Settings page, for the purposes of this exercise, press SPACEBAR to have the name typed for you in the Microsoft Exchange Server box.
7	To finish specifying the settings for your server running Exchange, click Next.
8	In the Microsoft Office Outlook message box that appears, informing you that mail from this Microsoft Exchange Server account will be delivered to the existing Personal Folder on your local computer, click Yes.
9	To finish setting up your Outlook account, on the last page of the E-mail Accounts Wizard, click Finish.
10	To proceed without making any additional changes, in the Mail Setup - Outlook dialog box, click Close.
11	To display the new account in Outlook, click Start, and then click E-mail.

Configuring Outlook for a Dial-Up Connection

1	To set up a dial-up connection while working offline, click the Tools menu, and then click E-mail Accounts.
2	In the E-mail Accounts Wizard, verify that View or change existing e-mail accounts is selected, and then click Next.
3	To change the settings for your Microsoft Exchange Server account, click Change.
4	To view more account settings so you can add a dial-up connection, click More Settings.
5	To modify your connection settings, in the Microsoft Exchange Server dialog box, click the Connection tab.
6	To connect using your own phone line, under Connection, click Connect using my phone line.
7	To set up a new connection, in the Modem section, click Add.
8	In the New Connection Wizard, verify that Dial-up to private network is selected, and then click Next.
9	To specify the telephone number to be dialed to access your office’s e-mail server, for the purposes of this exercise, press SPACEBAR to have the phone number typed in the Phone number box, and then click Next.
10	To provide a name for the new connection, in the Type a name you want for this connection box, press SPACEBAR to have the name for the connection typed for you.
11	To complete the connection setup, click Finish.
12	To set LMR-Remote as your default dial-up connection, in the Microsoft Exchange Server dialog box, in the Modem section, click the Use the following Dial-Up Networking connection arrow, and then click LMR-Remote.
13	To confirm the changes to your connection settings, in the Microsoft Exchange Server dialog box, click OK.
14	In the E-mail Accounts Wizard, click Next.
15	To save the account settings, click Finish.
16	To check for messages by using the dial-up connection, on the Standard toolbar, click Send/Receive.
17	To provide the required authentication to access your e-mail server, in the Connect LMR-Remote dialog box, press SPACEBAR to have the name typed for you in the User name box.
18	To connect to your e-mail server by using the LMR-Remote dial-up connection, click Dial.

Working Offline with Cached Exchange Mode

1	To start enabling Cached Exchange Mode, click the Tools menu, and click E-mail Accounts.
2	To continue to the next page of the wizard, in the E-mail Accounts Wizard, verify that the View or change existing e-mail accounts option is selected, and then click Next.
3	To make a change to your corporate e-mail account, in the Outlook processes e-mail for these accounts in the following order box, verify that Microsoft Exchange Server is selected, and then click Change.
4	To specify that you want to use Cached Exchange Mode for this account, click the Use Cached Exchange Mode check box to insert a check mark.
5	In the message box that tells you that you must exit and restart Outlook for the changes to take effect, click OK, and then click Next.
6	To close the wizard, click Finish.
7	To exit Outlook, click the File menu, and click Exit.
8	To restart Outlook, click the Start button, and click E-mail.
9	To view your Cached Exchange Mode connection options, on the Outlook status bar in the lower-right corner of the Outlook window, click Connected.
10	On the shortcut menu that displays your connection options, click Work Offline.
11	Notice that the Outlook status bar shows that you are now working offline. To confirm that you can still view your messages while offline, in the Inbox, click the Kim's Travel Schedule e-mail message.
12	To compose a new e-mail message while working offline, on the toolbar, click New.
13	To address the message, in the Message form, click To.
14	To select a message recipient, in the Select Names dialog box, click Kim Akers, and then click OK.
15	To send a copy of the message to yourself, click in the Cc box, and then, for the purposes of this exercise, press SPACEBAR, and your e-mail address will be typed for you.
16	To enter the message's subject and message body, press TAB, and then press SPACEBAR, wait until the text is typed for you in the Subject box and message body, and then click Send.
17	To go back online and send the message, on the Outlook status bar, click Offline, and then on the shortcut menu, click Work Offline.

Using Offline Folders

1	To create an offline folder file, click the Tools menu, and then click E-mail Accounts.
2	On the first page of the E-mail Accounts Wizard, verify that View or change existing e-mail accounts is selected, and then click Next.
3	To make a change to your corporate e-mail account, in the Outlook processes e-mail for these accounts in the following order box, verify that Microsoft Exchange Server is selected, and then click Change.
4	On the Exchange Server Settings page, click More Settings.
5	In the Microsoft Exchange Server dialog box, click the Advanced tab, and then click Offline Folder File Settings.
6	To specify a location to save the offline folder file, in the Offline Folder File Settings dialog box, click Browse.
7	In the New Offline Folder File dialog box, on the Places bar, click My Documents, and then double-click the GardenCo folder.
8	To specify a name for the offline folder file, double-click in the File name box, and for the purposes of this exercise, press SPACEBAR to have the name typed for you.
9	To create the file, verify that *OST Files (.ost) appears in the Files of type box, and then click Open.**
10	In the Offline Folder File Settings dialog box, notice that the path to the .ost file appears in the File box, and click OK.
11	In response to the message asking you if you'd like to create the BenOffline.ost file, click Yes.
12	To close the Microsoft Exchange Server dialog box, click OK.
13	To finish creating the offline folder file, click Next, and then click Finish.
14	To configure a folder for offline use, in the Navigation pane, click the Inbox folder.
15	To configure your Inbox for offline use, click the Tools menu, point to Send/Receive, point to Send/Receive Settings, and then click Make This Folder Available Offline.
16	To synchronize an offline folder, verify that the Inbox is selected, click the Tools menu, point to Send/Receive, and then click This Folder (Microsoft Exchange Server).
17	To create a group of folders to be synchronized together, click the Tools menu, point to Send/Receive, point to Send/Receive Settings, and then click Define Send/Receive Groups.
18	In the Send/Receive Groups dialog box, click New.
19	To specify a name for the group, in the Send/Receive Group Name dialog box, press SPACEBAR to have the name typed for you in the Send/Receive Group Name box, and then click OK.
20	In the Send/Receive Settings - Offline Folders dialog box, verify that your corporate account is selected in the Accounts list, and select the Include the selected account in this group check box.
21	To add folders to the group, in the Check folders from the selected account to include in send/receive list, select the check boxes for the Calendar, Contacts, Inbox, and Notes folders respectively.
22	To close the Send/Receive Settings - Offline Folders dialog box, and finish creating the group, verify that the Send mail items and Receive mail items check boxes are selected, and click OK.
23	To synchronize the Offline Folders group when you exit Outlook, in the Send/Receive Groups dialog box, in the Group Name list, verify that Offline Folders is selected, and under Setting for group “Offline Folders”, select the indicated check box.
24	To configure Outlook to automatically synchronize a group of folders at regular intervals, select the indicated Schedule an automatic send/receive every check box.
25	To specify an interval period, double-click in the minutes box, and press SPACEBAR to have the number typed for you.
26	To finish specifying your synchronization settings, in the Send/Receive Groups dialog box, select the indicated Include this group in send/receive (F9) check box, and then click Close.