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What’s new in Outlook 2003
The new look for Outlook 2003 helps users organize information to increase productivity and get the information they need. It also helps users block the information they don’t need and protect against the misuse and unwanted distribution of key information.
Reading Pane
The Reading Pane shows more of the message on the screen. This reduces scrolling and minimizes the need to open and manage many separate windows for different email messages.
To use the Reading Pane:
On the Tools menu, click Options,
Click the Other tab.
Click Reading Pane.
To change the location of the Reading Pane:
On the View menu, point to Reading Pane.
Click Right or Bottom
Message Arrangement
Is the ability to arrange messages according to broad category or criteria such as date, conversion, flag, etc. This feature is called intelligent grouping which helps to sort messages. For example, when messages are arranged by date received, Outlook splits them into simple groups ("Today," "Yesterday," "Last Week," "Last Month," etc.). When messages are arranged by size, Outlook 2003 again divides messages into user-friendly groups ("large," "Small," "Very Large," and so on). These groups make it easier to scan through a list of several messages.
Users can treat these groups as objects, choosing to move, delete, copy forward, or perform other actions on all items in the group at one time. For example, messages can be grouped by date, and then the user can drag all of the messages from "Last Month" to another folder.
How to apply Intelligent Grouping:
On the View menu, point to Arrange By, and then select the appropriate arrangement.
To customize the arrangement that has been applied, on the View menu, point to Arrange By, and click Custom, and then select appropriate options.
How to arrange by Conversation:
On the View menu, point to Arrange By, then click Conversation.
To customize the arrangement, on the View menu, point to Arrange By, click Custom, and then select the appropriate options.
Expanding & Collapsing Groups - When Grouping is applied to messages in any folder, it can be collapsed and/or expanded. For instance, you may group messages according to who sent them, then expand messages from a single person.
How to Collapse All Groups:
On the View menu click Expand/Collapse
Select Collapse All or right click on any Grouping Heading, select Collapse All Groups from the shortcut menu
How to Expand a Group:
Select a Grouping Heading by clicking on it once
On the View menu click Expand/Collapse and Expand this group
Go menu
To move between the different Navigation Pane module views quickly, users can use the Go menu or the keyboard shortcuts. The following are keyboard shortcuts.
To navigate using the Go menu click the appropriate Navigation Pane module or view.
Quick Flags
This feature lets you mark messages with a flag so that you can easily locate it later for follow-up action or response. When you flag a message the flag icon turns a different color and a copy of the item is added to a Follow Up Folder.
How to flag an e-mail message
Click the flag icon on an e-mail message to flag it with the default flag.
To flag the message with a different colored flag, or to change the default flag color, right-click the flag icon, or set it for Follow Up and then click the appropriate option.
For Follow Up folder
When items are flagged they stay in the original location but they also appear in the For Follow Up folder. Items are grouped by the type of follow-up action they require. When an item has been followed up on, mark it as complete by selecting Flag Complete from the shortcut menu.
How to view the For Follow Up Search folder:
Make sure that at least one message, meeting request, or contact has been flagged.
In Mail, in the Favorite Folders area, click For Follow Up folder to open it.
Mark it complete by clicking on the Flag icon in the flag column.
Junk E-Mail
Outlook 2003 includes features that are designed to help prevent much of the unwanted e-mail that arrives every day, and to give the user control over the kinds of messages that can be received.
Junk E-Mail Filter
This feature is on by default and the protection level is set to Low, which is designed to catch the most obvious junk e-mail messages. Any message that Junk E-mail Filter catches is moved to a special Junk E-Mail folder, where it can be retrieve or reviewed at another time. You can also set it to delete junk e-mail automatically.
Safe Senders List
If an email message is mistakenly marked as junk by the filter, you can add the sender of the message to the Safe Senders List. E-mail addresses and domain names on the Safe Senders List are never treated as junk e-mail, regardless of the content of the message.
Blocked Senders List
E-mail messages from certain e-mail addresses or domain names can easily be blocked by simply adding the sender to the Blocked Senders List. Mail from people or domain names on this list are always treated as junk.
Safe Recipients List
A mailing list can also be added to the Safe Recipients List. Any e-mail that is sent to e-mail addresses or domain names on this list will not be treated as junk, regardless of the content of the message.
Add New Email to the Junk E-Mail Folder
When junk email is not caught by the Junk Email filter settings, you can quickly and easily add that email and all other emails from that sender to the Junk Email folder.
Right click on the offending email
Select Junk Email from the shortcut menu
Select "Add Sender to Blocked Senders List"
Add Email from the Junk Email Folder to the Safe Senders List
If you have the Junk Email filters set to High, you will want to
occasionally access the Junk Email folder to look for email that has
been marked as Junk, but is not.
Make sure the Navigation Pane is displayed at the right (View, Navigation Pane).
Navigate to Mail View by clicking the Mail button.
Click on the Junk E-mail folder.
Scroll through the listing of Junk E-mail.
If you locate a piece of mail from someone that is not junk, right click on the email.
Select "Add Sender to the Safe Senders List" the email message is moved to the inbox.
Block External Content
Messages that are formatted in HTML often contain images are that are not included in the message itself, but are instead downloaded from a Web server when the email message is opened. These unannounced connections to Web servers can now be blocked.
If an email message tries to connect unannounced to a Web server on the internet, Outlook 2003 blocks that connection until the user decides to view the content. However, e-mail messages from or to e-mail addresses or domain names on the Safe Senders and Safe Recipients Lists are treated as exceptions and the blocked content will be downloaded. Users can download pictures and other content on a per-message basis by clicking the InfoBar or by right-clicking a blocked image, or can change the settings about automatic picture download for all HTML messages.
How to change the Block External Content settings
On the Tools menu, click Options, and then click the Security tab.
In the Download Pictures area, click Change Download Settings.
New Mail Desktop Alert
In Outlook 2003, the new mail Desktop Alert fades into view with the name, subject, and a short text preview of the new e-mail message. When a Desktop Alert appears, users can set a flag on a message, delete it, or mark it as read—all without opening the Inbox. If the Desktop Alert is ignored, it soon fades from view.
By default, the alert will appear in the lower right corner of the screen, but you can drag the alert to a more preferable location on the desktop
You can customize the appearance of the Desktop Alerts. They can remain visible for a short as 3 seconds or up to 30 seconds. You can also adjust the transparency of the alert to make them less or more noticeable or to keep them from blocking the view of documents or other items on the desktop.
How to Customize Desktop Alerts:
Click Tools, Options, Preferences tab
On the Preferences tab, click E-Mail Options, click Advanced E-mail Options, and then click Desktop Alert Settings
Set the Duration and/or Transparency
Contact Picture
With Outlook 2003, pictures can be added directly into a contact, which means that users can associate a face with the name and other information in the contact.
Add a Picture to a Contact
In Contacts, create or open a contact.
On the Actions menu, click Add Picture.
Locate the graphic
