UCSF/CNS Dean's Office - Computing & Network Services
Outlook/Exchange 2000 Online Help

  1. Introduction
  2. Tutorials
  3. Troubleshooting
  4. Keyboard Shortcuts

I. Introduction

What is Outlook and Exchange?

Microsoft Exchange is a mail system. It is physically a server that specializes in the storage of messages and coordinates the transmission and receipt of messages between users on that server, between other Exchange servers and the outside world.

It determines who has rights to the mail service. Being a unique server, it functions in much the same manner as your network server. Like any server, you will need to log onto that server in order to use any of its services.

Outlook is the "client" package that you will be using that works in conjunction with the Exchange server. It is software that resides on your computer. It is customizable with such functions as personal address books, calendars, notes, tasks, and archive settings.

Where is your information stored?

On the Exchange Server:

On your personal drives on the file server:

Features of Outlook

Primary Objective

The first objective in learning Outlook is to master the basic skills in sending, receiving and storing messages. Judging from the list above, it is easy to become overwhelmed, if not confused or intimidated by the wide range of functions of this software. It is, in essence, a work environment within Windows. You will be spending a great deal of time inside Outlook. You will discover, over time, that it will be a constant resource for messages, scheduling and task management. You will learn how it easily manages files on your computer and how it is easy to jump into other programs such as Microsoft Word, or to attach files and images from other programs.

But the primary objective, as it concerns new users of Outlook, is to manage e-mail.

II. Tutorials

Email Basics

Email Advanced Features



Compose a message

Reply to messages

Forwarding messages


Deleting messages

How to Attach Files

Requesting Return Receipts

There are two ways you can set up Outlook to request a return receipt for email messages that you send.

Sorting Messages

Organizing Email Messages with Folders


"Signatures" are essentially the basic information at the end of correspondence. For most documents, a signature is nothing more than a title and name. But with e-mail, you can include more: office address, phone number, fax number, web address and e-mail address.

Using Out of Office Assistant

If you are going to be out of the office for an extended period, you can use the Out of Office Assistant to automatically reply to messages while you are away.

  1. Go to your Inbox, then on the Tools menu, click Out of Office Assistant.

  2. Click I am currently Out of the Office.

  3. In the AutoReply only once to each sender with the following text box, type the message you want to send to others while you are out.

  4. Click OK.

Creating a new Contact

  1. Click the Contacts icon in the shortcuts window to open the Contacts module.

  2. Click the New button and the contact dialog appears.

    New message button

  3. Fill in the name, email, address and any other relevant fields.

    Outlook Contact dialog

  4. Click OK. The contact is added to your contact list.

Creating a Distribution List

Distribution lists allow you to group any number of contact addresses together. When you send a message with the list as a message recipient, the message is mailed to everyone in the group at one time. You can create as many lists as you want, and store them in your contacts folder. To create a personal distribution list:

  1. Click on the Contacts button.

  2. From the Contacts Folder, right-click and select New Distribution List, or from the File menu select New > Distribution List.

  3. Outlook then opens the Distribution List dialog box. Type in a name for your distribution list then click the Select Members… button to add contacts. First choose which address list(s) to use then double-click on the names of people that you want in your address list. If the people whom you want in the distribution list are not in the global address book, you must add them to your contacts first.

  4. When you are done click OK and click the Save and Close button.

  5. After you save the list, it will show up in your Contacts folder as a Distribution List.

Sending a message to a Distribution List

To send a Distribution List to someone else

  1. Open a new message.
  2. On the Insert menu, click Item.
  3. In the Look in list, click the folder that contains the distribution list you want to send. Distribution lists are saved in the Contacts folder by default.
  4. In the Items list, click the distribution list you want to send, and then click OK.
  5. Send the message.

Add a distribution list sent to you to your Contacts folder

  1. Open the message that contains the distribution list.
  2. Click the attached distribution list and drag it to Contacts.

About appointments, meetings, and events

An appointment is an activity that you schedule in your Calendar that does not involve other people or resources. A recurring appointment repeats on a regular basis.

A meeting is an appointment you invite people to or reserve resources (a conference room, TV, computer, projector, or any other equipment) for. A recurring meeting repeats on a regular basis. You can only send meeting requests if you use Outlook to send e-mail.

An event is an activity that lasts 24 hours or more. An annual event, such as a birthday, occurs yearly on a specific date. Events and annual events do not occupy blocks of time in your Calendar; instead, they appear in banners. A banner is an Event or Holiday that appears at the top of events you specify in the Calendar. A banner can span multiple days. Items in banners are marked as free time and are represented by the color white when you view you calendar.

Create an Appointment

  1. On the File menu, point to New, and then click Appointment.
  2. In the Subject box, type a description.
  3. In the Location box, enter the location.
  4. Enter start and end times.
  5. Select other options you want.
  6. Click Save and Close.

Tip: In Calendar, you can also create an appointment by selecting a block of time, right-clicking, and then clicking New Appointment on the shortcut menu.

Planning a Recurring Appointment

  1. Open the appointment you want to make recurring.
  2. On the Actions menu, click Recurrence.
  3. Click the frequency (Daily, Weekly, Monthly, Yearly) at which you want the appointment to recur, and then select options for the frequency.
  4. Click OK, and then click Save and Close.

Planning a Meeting with Outlook

  1. Display the Calendar feature by clicking the Calendar icon in the shortcuts bar. Select Plan a Meeting from the Actions menu. The Plan a Meeting window is displayed.

  2. Specify the start date for the meeting by clicking the arrow located to the right of the first field beside the Meeting start time field and clicking the date in the displayed calendar. Choose the start time for the meeting.
  3. Repeat the same steps for the ending date and time.
  4. To invite attendees to the meeting, click the Invite Others button. The Select Attendees and Resources window is displayed.
  5. Select the attendees whose attendance is required or optional. Click OK.
  6. Click the Make Meeting button. The email message to invite the attendees is displayed.
  7. In the message window, enter the text for the invitation in the textbox.
  8. Verify that all information is correct and click Send. Once the Send button is pressed, the invitation message will be forwarded to all attendees. The meeting is also automatically added to the Calendar as an appointment.

Create an Event

  1. Click Calendar.

  2. On the Actions menu, click New All Day Event.
  3. In the Subject box, type a description.
  4. In the Location box, enter the location.
  5. Select other options you want.
  6. To indicate to people viewing your Calendar that you are out of office instead of free, in the Show time as list, click Out of Office.
  7. Click Save and Close.


III. Troubleshooting Common Outlook Problems

How to I get rid of the Office Assistant?

IV. Outlook 2000 Keyboard Shortcuts

Keyboard Shortcut Function
<CTRL + N>  New Appointment (from Calendar View)
<CTRL + N>  New Contact (from Contact View)
<CTRL + N>  New Email Message (from Inbox View)
<CTRL + N>  New Note (from Notes View)
<CTRL + N>  Create a new Task (from Tasks View)
<CTRL + SHIFT + B>  Display the Address Book
<CTRL + SHIFT + G>  Flag for follow up
<CTRL + Q>  Mark message as read
<CTRL + R>  Reply to an e-mail message
<CTRL + SHIFT + R>  Reply to all recipients of an e-mail message
<CTRL + SHIFT + F>  Use Advanced Find
+ or -
(on the numeric keypad)
 Expand/collapse a group (with the group selected)
ESC  Cancel Current Operation
<ENTER>  Select
<CTRL + TAB>  Switch to the next tab in a dialog box
<CTRL + SHIFT + TAB>  Switch to the previous tab in a dialog box
<SHIFT + F1>  Display Screen Tip for the currently selected item
<F2>  Turn on editing in a field (except icon view)
Up, Down, Left, or Right arrow  Move from item to item
<SHIFT + F3>  Shift case (with text selected)

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Revised: 3-17-2006