oracle connector for outlook 2003web.mit.edu/itpartners/conf/mit-ocfo-2003-ug.pdf · 2005. 4....
TRANSCRIPT
Oracle Connector for Outlook 2003 User’s Guide
MIT IS&T Oracle Connector for Outlook Release Team Revised: January 7, 2005
MIT IS&T Oracle Connector for Outlook Release Team MIT-OCFO-2003-UG.doc Revised January 7, 2005
Table of Contents Document Purpose ............................................................................................................ 1
Quick Tips and Observations .......................................................................................... 1
E-mail Quota ..................................................................................................................... 2 How Close are You to Reaching Your Quota?............................................................... 2
Starting OCFO.................................................................................................................. 3
Getting Help ...................................................................................................................... 5
Address Books ................................................................................................................... 5 Setting the Search Order ................................................................................................. 6
The Contacts Folder........................................................................................................ 7
Customizing Views............................................................................................................ 8 Navigation Pane .............................................................................................................. 8
Reading Pane .................................................................................................................. 8
Customizing Options ...................................................................................................... 8
Setting Client Options....................................................................................................... 9 Junk Mail Controls........................................................................................................ 10
Email Options ............................................................................................................... 11
Desktop Alerts .......................................................................................................... 12
Calendar Options .......................................................................................................... 13
Mail Format Tab ........................................................................................................... 13
Creating a Signature.................................................................................................. 14
Inserting a Signature Manually................................................................................. 15
Multiple Signatures................................................................................................... 15
Spelling Tab .................................................................................................................. 16
Other Tab ...................................................................................................................... 17
Oracle Connector Tab ................................................................................................... 17
Purging Deleted Messages.............................................................................................. 18
Customizing the New Message View............................................................................. 19
Working with the Local Message Store ........................................................................ 19 Creating an Outlook Data File ...................................................................................... 20
Closing an Outlook Data File ....................................................................................... 22
Opening an Outlook Data File ...................................................................................... 22
Collapsing and Expanding an Outlook Data File ......................................................... 22
Folders.............................................................................................................................. 23
Adding Folders.............................................................................................................. 23
Deleting Folders............................................................................................................ 24
The Contacts Folder...................................................................................................... 25
Add a Contact from a Message You Receive ........................................................... 25
Add a Contact from a Message You Are Sending.................................................... 25
Search Folders............................................................................................................... 27
Distribution List .............................................................................................................. 27 Creating a Distribution List .......................................................................................... 27
Selecting Names from the Global Address List........................................................ 28
Expanding Distribution Lists ........................................................................................ 29
Research Pane ................................................................................................................. 30
Rules ................................................................................................................................. 30 Creating a Client-Side Rule .......................................................................................... 31
Calendar Basics............................................................................................................... 32 Responding to a Meeting Invitation.............................................................................. 32
Using the Outlook Calendar...................................................................................... 32
From an Email Notification ...................................................................................... 33
Accepting Multiple Meetings ................................................................................... 34
Scheduling..................................................................................................................... 34
Scheduling an Appointment...................................................................................... 34
Scheduling a Meeting ............................................................................................... 37
Creating a Recurring Appointment or Meeting ........................................................ 40
Setting Up Calendar Options ........................................................................................ 40
Notification Settings ................................................................................................. 41
Other Calendar Options ............................................................................................ 42
Appendix.......................................................................................................................... 44 Starting OCFO 2003 for the First Time........................................................................ 44
Verifying the Address Book and Contacts Folder Setup .............................................. 45
Adding the Outlook Address Book........................................................................... 46
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Document Purpose This document details your options for using the Oracle Connector for Outlook (OCFO) 2003. Before you proceed, OCFO 2003 must be properly installed.
The settings that follow are either Required, Recommended, or Optional. Following the instructions for Required settings is necessary for OCFO to work properly. Following the instructions for Recommended settings enables the program to work better. Choosing what Optional settings you wish allows you to customize your work station according to personal preference.
Quick Tips and Observations OCFO does not always behave the way other e-mail programs do. Here are some quick tips and observations to keep in mind when working with OCFO.
1) Messages randomly appear in the Drafts folder. This is caused by a setting in OCFO. The setting saves a copy of any message you are working on if it has not been sent in three minutes. These draft messages should disappear once the message is sent, but using the old OpenMail system causes these messages to hang around in the Drafts folder. To fix this problem in OCFO 2003, choose Tools > Options from the Menu Bar. Click the Preference tab and then the Email Options button. Click the Advanced Email Options button, and uncheck AutoSave Unsent every.
2) The time zone in the OCFO calendar may need to be reset. If this is reset, the time
zone on your system clock will also change. To return it to the correct setting, click the system clock located in the lower-right corner of your screen and ensure that Day Light savings time is checked, as is shown below.
a) Double-click the clock located in the lower right-hand corner of your system tray.
b) Click the Time Zone tab on the Date and Time Properties dialog box.
c) Make sure Automatically adjust clock for daylight saving changes is checked.
d) Click Apply . Then click OK .
3) When you are creating a calendar entry in OCFO, the detail field may not save information entered.
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4) In OCFO Calendar, refused entries do not display. This is the way OCFO works and cannot be changed.
5) When you are creating a Contact entry in OCFO, the notes field may not save the information you enter.
E-mail Quota Currently, the M.I.T.’s email quota system works in the following ways:
1) Gives users 200 MB of space.
2) Displays a warning message when you reach 90% of your quota.
3) When you hit your allotted quota, incoming email is queued on the server and not delivered to your inbox. Email can be sent, but it will not be stored in the Sent folder, because this affects the quota.
4) As you correct your quota situation, either by deleting email or moving it to a local message store, mail delivery resumes.
How Close are You to Reaching Your Quota?
1) In Outlook, choose Tools > Mailbox Cleanup… from the Menu Bar.
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Mailbox Cleanup
2) Click View Mailbox Size… .
Folder Size
3) The system will calculate the amount of storage used on the server. (This may take a few minutes.)
4) Examine the list to find oversize folders. (Note the size of Sent Items.)
Starting OCFO *Note: If you are starting OCFO 2003 for the first time, see the Appendix in this document.
1) Launch Microsoft Outlook by clicking the icon shown to the right.
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Calendar 2) Enter your password.
3) For security reasons, uncheck Save this password in your password list.
4) Click OK .
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Getting Help There are a number of ways you can get help when using OCFO 2003.
1) From the Menu Bar, choose Help.
a) Select Microsoft Office Outlook Help for general Outlook questions.
b) Select Oracle Connector for Outlook Help for Connector questions.
2) Click the Help icon (the question mark) located on the toolbar or press the F1 key located at the top of your keyboard.
*Note: The F1 key retrieves context-sensitive Help. Therefore, if a dialog box is open and you press F1, help for the dialog box will appear.
3) Click the question mark in the upper-right corner of an open dialog box or press the F1 key and select an item from the displayed list.
4) Search the online help that Microsoft provides at http://office.microsoft.com/home/.
5) If none of the above help options has answered your question, you can get additional help by checking http://itinfo.mit.edu/product?vid=652 or by contacting the Computing Help Desk at x3-1101.
Address Books There are multiple Address Books in OCFO. You can find contact information in the M.I.T. Global Address Book or your own Outlook Contacts folder.
The Contacts folder may contain email addresses, distribution lists, and contact information that you have collected. It is possible to have more than one Contacts folder. And the Contacts folder(s) may be located in an Outlook Data Store (*.pst) or on the Oracle Calendar Server.
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Setting the Search Order These are optional settings that should reflect your own preferences.
1) From the Menu Bar, choose Tools > Address Book…
Address Book
2) From the Menu Bar, choose Tools > Options...
3) Addressing
a) Recommended:
Show this address list first: Select Contacts from the drop-down list.
Keep personal addresses in: Select Contacts from the drop-down list. When sending mail… order: Oracle – Global Address List Contacts
*Note: To move an Address Book up or down, select the Address Book and use the up or down arrows on the right side of the dialog box.
4) Click OK .
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The Contacts Folder
In some cases, the Contacts folder does not appear as an Address Book option. If you do not set the Contacts folder as an Outlook Address Book, you will not be able to use it to look up addresses. Follow the steps below to set the Contacts folder as an Outlook Address Book.
1) In Outlook, click the Contacts icon in the lower-left corner. It appears at the bottom of the Folder List.
2) Right-click Contacts at the top of the screen and select Properties.
Contacts Properties
3) Click the Outlook Address Book tab.
4) Check Show this folder as an e-mail Address Book.
5) Click OK .
For additional information about Address Books, use Outlook Help and perform a search on addressing.
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Customizing Views
Navigation Pane The Outlook Bar from earlier versions of Outlook has been replaced by the new Navigation Pane. The Navigation Pane is the column on the left side of the Outlook window that includes buttons for Mail, Calendar, Contacts, Tasks, and folders. This pane provides central navigation and easy access features. For additional information on the Navigation Pane, choose Help > Navigation Pane from the Menu Bar.
Reading Pane The reading pane is the area in Outlook where you can preview a message. The reading pane can be located on the right side of the screen or the bottom of the screen, or it can be turned off.
To access the reading pane options, choose View > Reading Pane from the Menu Bar.
Customizing Options
1) From the Menu Bar, choose Tools > Customize…
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Customize
2) Click the Options tab.
a) Recommended: Check Always show full menus.
b) Optional: All other default settings.
*Note: If you want additional information about Customize options, click the question mark in the upper-right corner of the dialog box.
c) Click Close .
Setting Client Options If it is not already open, start Outlook 2003. Review and set the following client options as shown here.
1) From the Menu Bar, choose Tools > Options…
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Junk Mail Controls
Options 2) Under the Preferences tab, click Junk E-mail… .
Junk E-mail Options 3) Under the Options tab, set the level of junk
email protection you want.
a) Recommended: Select Low.
*Note: When you become comfortable with the way the Junk email filters work, you might want to adjust this setting.
b) Optional: Permanently delete suspected junk e-mail instead of moving it to the Junk E-mail folder.
4) Click the Safe Senders tab.
a) Optional: Click Add… to specify the email addresses and domain names of senders whose messages you do not want treated as junk email.
b) Recommended: Add @mit.edu.
c) Optional: Click Import from File… or Export to File… to import or export a Safe Senders list file.
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5) Click the Safe Recipients tab.
a) Optional: Click Add… to specify email addresses and mailing list domain names of senders whose messages you do not want treated as junk mail.
b) Optional: Click Import from File… or Export to File… to import or export a Safe Recipients list file.
6) Click the Blocked Senders tab.
a) Optional: Click Add… to specify the email addresses and domain names of senders whose messages you want treated as junk email.
b) Optional: : Click Import from File… or Export to File… to import or export a Blocked Senders list file
7) Click OK to save your settings.
Go to http://tinyurl.com/647bc for more help with junk email tools.
Email Options
8) Under the Preferences tab, click E-mail Options… .
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Email Options
9) Optional: After moving or deleting an open item: Choose the setting that suits you.
10) Recommended: For all other options, use the default settings shown at right.
11) Click Advanced Email Options… , located in the center of the dialog box.
Advanced Email Options… 12) Optional: Uncheck AutoSave unsent every.
*Note: If you do not uncheck this box, Outlook will automatically save unsent messages in your Drafts folder.
Desktop Alerts
13) Click Desktop Alert Settings… .
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A Desktop Alert is a notification that appears on your desktop when you receive an email message, a meeting request, or a task request.
To read the desktop alert message, click the subject. To delete the message, click the red “x”. If you do nothing, the message will appear in your inbox.
To modify your desktop alert settings, follow the instructions below.
Desktop Alert Settings
14) Adjust the scales according to your preference.
15) Click OK until you are back at the Options dialog box.
For more information about Desktop Alerts, go to Outlook Help and perform a search on Desktop Alerts.
Calendar Options See the “Calendar Basics” section of this document, which starts on page 31.
Mail Format Tab
16) Click the Mail Format tab.
17) Message format
a) Strongly Recommended: Compose in this message format: Choose Plain Text from the drop-down list.
*Note: Plain text can be read by all email clients, while HTML-formatted text cannot.
18) Signatures
a) Optional: If you would like a signature appended to the bottom of your emails, click Signatures… .
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Creating a Signature Follow the steps below to create a signature (optional).
Create Signature
19) Click New… .
Create New Signature 20) Enter a name for your new signature.
21) Click Next> .
Edit Signature 22) Enter the information you would like to
appear at the bottom of your emails.
23) Click Finish .
24) Click OK until you are back at the Options dialog box.
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Signatures
25) Optional: Signature for new messages: If you would like a default signature automatically appended to the bottom of all your messages, select a signature from the drop-down list. Otherwise, select <None>.
26) Optional: Signature for replies and forwards: Likewise, if you would like a default signature automatically appended to the bottom of all your replies and forwards, select a signature from the drop-down list. Otherwise, select <None>.
Inserting a Signature Manually
27) Create a new message.
28) Insert the cursor in the message body where you would like the signature to appear.
29) Click the signature button in the standard toolbar or choose Insert > AutoText > Signature from the Menu Bar. Select the signature you would like to add.
*Note: If you set a signature as the default in the section above, it will already be attached to the message.
Multiple Signatures Using multiple signatures can be useful if you are writing within more than one role or involved in multiple programs. For example, you might have two positions on campus. In one role you are a faculty member in the College of Liberal Arts, and in the other you are responsible for the International Studies Program. You may want a different signature for each area of responsibility.
One signature might be: Bryant C. Vernon Product Release Coordinator - Software Release Team Information Services and Technology (IS&T) Massachusetts Institute of Technology Room W92-147 Cambridge, MA 02139 t: 617-253-5103 f: 617-258-8736 m: [email protected]
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Another signature might be: Jerrold M. Grochow, Ph.D. Vice President for Information Services and Technology Massachusetts Institute of Technology Room 10-219 Cambridge, MA 02139 617-253-3103 [email protected]
Multiple signatures can also be used for emails that have repetitive messages. When you are sending the same message quite often, you can create a signature with the message included so that you can quickly append it to any email. In this case, you would set your name and work-related information as the default signature and insert a secondary signature with the repetitive message, such as:
To complete the Infinite Mile Award nomination process for Bryant C. Vernon, please make sure you submit a well thought out essay of my virtues to the CG team. For additional information, contact me at x3-5103.
For more information about signatures, go to Outlook Help and perform a search on Signatures.
Spelling Tab
30) Click the Spelling tab.
31) Optional: All settings in this dialog box are optional, but you may want to check Always check spelling before sending.
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Other Tab
32) Click the Other tab.
33) General
a) Recommended: Check Empty the Deleted Items folder upon exiting. This helps clean up your server-side message store so that you will not go over your email quota.
34) Click AutoArchive… .
AutoArchive
35) Recommended: Uncheck Run Auto Archive every *Note: As you get more familiar with Outlook, you may want to modify these settings and use Auto Archive.
36) Click OK .
Oracle Connector Tab
37) Click the Oracle Connector tab.
38) Click Calendar Options… .
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Calendar Options 39) Recommended: When opening other users’
calendars, show data From the previous: Choose 2 weeks. To the next: Choose 1 year.
40) Click Settings… .
Notification Settings 41) Sending
a) Send email notification to attendees when: Uncheck Meetings are Created Check Meetings are Updated
42) Click OK until you have closed the Options dialog box.
If you want additional information regarding the Options panel, click the question mark in the upper-right corner of the dialog box.
Purging Deleted Messages If you have marked messages for deletion using a previous client, you will need to purge them to delete them off the server.
From the Menu Bar, choose Tools > IMAP4 Folders > Purge Deleted Messages.
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Customizing the New Message View We recommend that you customize the New Message view. You can easily hide the Formatting toolbar (it is not needed when you are writing messages in plain text) and add the Bcc Field. To make these changes, follow the steps below.
1) Click New, which is located in the upper-left corner of the standard toolbar.
2) To hide the Formatting Toolbar, choose View > Toolbars > Formatting from the Menu Bar.
*Note: If Formatting does not have a check mark by it, you can skip this step.
3) To add the Bcc Field, choose View > Bcc Field from the Menu Bar.
Working with the Local Message Store There are two areas in which OCFO email is stored. It can be stored on the email server or on some local storage device. An example of a local storage device is a hard drive, a zip disk, or an Outlook data file.
OCFO allows multiple Outlook data files, also known as local message stores. These files have extensions of .pst. An Outlook data file can be a valuable tool for organizing and managing your email. For example, you can create a file for each year of email you have: Local Mail 2002.pst, Local Mail 2003.pst, Local Mail 2004.pst.
We recommend that you do not exceed 1.5GB in any single Outlook data file. You may have files larger than this, but Outlook performance will suffer as a result. We recommend that if you need additional storage, you use multiple files.
For more information, access online Help and search Outlook data files.
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Creating an Outlook Data File Outlook data files are also known as *.pst files or local message store files.
1) From the Menu Bar, choose File > New > Outlook Data File…
New Outlook Data File
2) Select Office Outlook Personal Folders File (.pst).
3) Click OK .
Create or Open Outlook Data File
4) Navigate to My Documents.
Click the New Folder button on the upper-right side of the dialog box to create a new folder.
*Note: If this file has already been created, skip the next step.
New Folder
5) Name: Type Local Message Store here.
6) Click OK .
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Create or Open Outlook Data File
7) File name: Type Local Mail here.
*Note: You may create additional files here if necessary.
8) Click OK .
Create Microsoft Personal Folders
9) Name: Type Local Mail or the name you gave the file here.
10) Click OK .
11) The new folder will appear in the Folder list.
12) New folders can be created in this message store by choosing File > New > Folder from the Menu Bar.
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Closing an Outlook Data File
1) To close an Outlook data file, right-click the folder and select Close “folder name.”
*Note: This does not delete the file, it only closes it.
Opening an Outlook Data File
1) To open an Outlook Data File, choose File > Open > Outlook Data File… from the Menu Bar.
2) Navigate to the local message store folder you created in the My Documents folder.
*Note: You may search your hard drive for all files that end with the .pst extension if you are not sure where the folder is located.
Collapsing and Expanding an Outlook Data File
To collapse or expand a folder click on the plus (+) or minus (–) sign to the left of the file.
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Folders Oracle Connector stores most folder information on either the calendar server or the email server. A separate set of these folders may also appear in the Outlook data file (*.pst) or personal folder, i.e. local mail. They are unique and distinct from the folders that reside in your account on the email server. The folders stored in your local mail folder are only accessible from the workstation on which you placed them.
The following are considered Outlook special folders.
1) Calendar – stores meeting requests, appointments, and events (These items are also available in the Oracle Calendar thick client.)
2) Contacts – stores address information and distribution lists
3) Deleted Items – stores items that have been deleted from other folders
4) Drafts – contains items that are not completed
5) Inbox – stores all incoming email
6) Junk Email – stores email Outlook marks as junk mail
7) Journal – stores journal entries
8) Notes – stores electronic notes
9) Outbox – stores messages that are waiting to be sent
10) Sent Items – stores sent mail
11) Tasks – stores tasks
Adding Folders
1) From the Menu Bar, choose File > New > Folder.
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Create New Folder
2) Name: Enter a name.
3) Folder Contains: Select Mail and Post Items from the drop-down list.
*Note: The Folder Contains information will change if the folder contains items other than mail and post, such as Contacts or Tasks.
4) Select where to place the folder: Highlight where you would like to place the folder.
5) Click OK .
Deleting Folders
1) Select the folder you want to delete.
2) Right-click the folder.
3) Select Delete from the drop-down menu.
Microsoft Office Outlook 4) Click Yes .
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The Contacts Folder For your convenience, we recommend that you put the email addresses of the people you most commonly send email to in your Contacts folder. Therefore, when an email is addressed to one of these individuals, the name will quickly become a valid email address.
There are many ways to create Contacts. Here are two of them.
Add a Contact from a Message You Receive
1) Open a message, right-click the name or the email address of the person you want to add to your Contacts, and select Add to Contacts from the drop-down menu.
*** - Contact
2) Add additional information as needed, checking to make sure that everything is entered correctly.
3) Click Save and Close .
Add a Contact from a Message You Are Sending
1) Open a new email message.
2) Enter last name(s) in the To… field. If there is more than one recipient, separate each name with a comma.
3) Click the Check Names button located on the standard toolbar.
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4) The Check Names dialog will appear if there is more than one person with a similar name.
a) Highlight the correct person.
b) Click OK .
5) If the names in the To… field are underlined, Outlook has converted them to email addresses.
6) To add a recipient to your Contacts folder, right-click a name and select Add to Contacts.
7) *** - Contact
8) Review the information.
9) Click Save and Close .
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Search Folders Search folders find the messages you are looking for based on their content or some other significant attribute (such as who they’re from). With a little know-how, search folders can be a quick and convenient way to look at collections of email messages based on their content, not their locations.
Preconfigured search folders are located in the Favorite Folders area of the Navigation Pane. In the picture to the right, the search folders are Unread Mail and For Follow Up.
To get more information on search folders, go to Outlook Help and search Search Folders.
Distribution List
Creating a Distribution List
1) From the Menu Bar, choose File > New > Distribution List.
2) Follow the instructions in the next section, “Selecting Names from the Global Address List” to create the distribution list.
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Selecting Names from the Global Address List
Untitled – Distribution List
1) Name: Enter a name for the distribution list.
2) To add members to this list, click Select Members… .
Select Members
3) In the upper-right corner, find Show Names from the… and select Global Address List.
4) In the upper-left corner, find Type Name or Select from List. Enter the name you want included in your distribution list.
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5) Double-click the name you want included in your distribution list.
OR
6) Select the name and click Members .
7) Click OK .
Expanding Distribution Lists You can expand distribution lists to display the names of the people on the list, making it easy to add or remove a few names before you send an email message.
1) Enter the name of the distribution list in the To… field.
2) Click the Check Names button on the standard toolbar.
3) Click the plus (+) sign to the left of the name to expand the list.
Expand List 4) Read, and check Please do not show
me this dialog again.
5) Click OK .
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6) All of the members on the list will appear.
7) To remove a member from the outgoing message’s list, but not from the original list, right-click the name and select Cut.
8) To add additional recipients to the outgoing message’s list, find the end of the list, enter a comma, and the new email addresses.
Research Pane The Research Pane allows you to find information about an item in the message window.
1) To access the Research Pane, you must be in a new or an existing message window.
a) From the Menu Bar, choose Tools > Research…
The Research Pane is available on the right side of the screen.
Clicking on any word in the message provides you with a variety of research options.
To find more information on the Research Pane, go to Outlook Help and search Research Pane.
Rules Rules can help you manage your email by taking automatic action on your messages. There are two areas in which rules are applied: server-side and client-side. Server-side rules will be available once the Oracle servers are up.
Rules fall into two general categories: notification rules and organization rules. Notification rules alert you in some way when you receive a particular message. For
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example, you can create a rule that automatically changes the color of a message sent from your boss. Organization rules perform one or more actions on a message. For example, you can create a rule that moves certain messages to a folder or flags them for follow up on a particular day.
Rules that affect messages you send are not applied to meeting requests.
Creating a Client-Side Rule
1) From the Menu Bar, choose Tools > Rules Wizard > Client-Side Rules…
2) Click New Rule… .
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3) Choose Start creating a rule from a template to use one of the pre-designed templates shown in this dialog box. Choose Start from a blank rule to create a new rule from scratch.
4) Use the Wizard for building your client-side rules.
Calendar Basics You can use the Oracle Calendar within OCFO 2003. You can access the Oracle Calendar from the main screen in OCFO or from the Outlook shortcut menu.
Responding to a Meeting Invitation There are several ways to accept a meeting using OCFO.
Using the Outlook Calendar
New meetings appear in the Outlook calendar.
1) To view a meeting, double-click the event.
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2) A new window will open. Under the Appointment tab, you can find who was invited to the meeting, what the subject will be, and where and when it is.
3) You can also respond to the meeting invitation by clicking the appropriate button: Accept, Tentative, or Decline.
4) The dialog box to the right will appear. If you select Edit the response before sending, the system allows you to personalize the response.
From an Email Notification
You can also accept a meeting via email.
1) Double-click the meeting notice in your Inbox.
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2) A message notice will open. Use the buttons on the toolbar to accept the meeting, signify Tentative to the meeting (you are unsure whether you will be able to attend), decline the meeting, or propose a new time for the meeting.
3) After you make a choice, the notice will disappear from your inbox.
*Note: Be careful! Declined meetings will not appear in the OCFO Calendar.
Accepting Multiple Meetings
1) Select the meetings. (Hold down the CTRL key and click to select several meetings not next to each other or hold down the Shift key and click to select meetings grouped next to each other.)
2) Right-click the selected area.
3) Choose Accept.
Scheduling You can schedule meetings and appointments on the calendar. A recurring meeting or appointment is one that repeats on a regular basis.
Scheduling an Appointment
1) Click and drag your mouse over the block of time you need for the new meeting. Then double-click the selected time to open the Oracle Calendar Appointment window. You can also create a new meeting in all the following ways:
a) Click New , and select Appointment.
b) From the Menu Bar, choose Actions > New Appointment.
c) From the Menu Bar, choose File > New > Appointment.
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2) Enter the information for the new appointment.
a) Fill in the information requested (Subject and Location).
3) When you click the drop-down menu to set Start time: or End time: the window takes the form of a calendar.
a) Click the desired date to select it. Click the arrows to cycle through months.
*Note: If you used the click and drag method above, the date, start, and end times will be filled in automatically.
4) Click Save and Close to create the appointment.
5) When scheduling an appointment, you can choose to add attendees by clicking the Add Others drop-down button.
Select Attendees and Resources 6) Choose Oracle Connector Users
from the Show Names from the drop-down box, located in the top-right corner.
7) Select a name, and click the appropriate button (Required, Optional, or Resources).
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8) If you cannot find a specific user, click the Advanced drop-down button and choose Find….
9) Enter the information needed to find the user. In most cases, the last name will suffice.
10) Click OK .
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11) Double-click the person’s name and it will be added to the Required list of names for this appointment. You can also select a name, and click the appropriate button (Required, Optional, or Resources).
12) After entering all of the attendees, click OK to finish creating the appointment.
Scheduling a Meeting You can schedule a new meeting using any of the methods illustrated above for scheduling appointments.
1) For example, in the main calendar window, click New , and select Meeting.
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2) Enter the names of attendees in the To… field.
3) You can also add attendees by clicking the Scheduling tab.
4) Enter the names of attendees, or select the Add Others drop-down button.
5) This opens the Select Attendees and Resources window. Select a name, then click the appropriate button (Required, Optional, or Resources).
6) To find attendees not displayed, click the Add Others drop-down button and search the Oracle Connector Users Address Book.
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7) Individual schedules and availability appear as horizontal bars.
Creating a Recurring Appointment or Meeting
1) Click Recurrence… to create a recurring meeting.
2) In the Appointment Recurrence window, select among available options to set the time and date for the meeting.
a) Enter Start: and End: times.
i) Use the drop-down menus or type the desired time in the box.
b) Duration: is automatically derived from start and end times, but you can also enter it directly.
c) Set the Recurrence pattern.
i) The choices will change depending on the pattern you choose.
d) Use the Range of recurrence to set start and end dates. Note that both Start: and End by: have handy drop-down calendar menus. Just click on the desired date.
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3) Click Save and Close to create the meeting.
4) Click OK .
Setting Up Calendar Options The calendar has various settings that you can change to fit your work style and preferences.
Notification Settings
1) To change notification settings, choose Tools > Options from the Menu Bar. Click the Oracle Connector tab, and click Calendar Options… .
Calendar Options
2) Click Settings… .
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Notification Settings Here you can choose whether or not to send email notifications to attendees.
3) Recommended:
a) Make email notifications the default when you update meetings by checking Meetings are Updated.
b) Uncheck Meetings are Created.
*Note: This screen may look different depending on the version of OCFO installed.
4) Click OK until you get to the Options window.
Other Calendar Options
5) Click the Preferences tab. Find the Calendar section.
a) Optional: If you want to enable reminders for all of your Calendar entries, check Default reminder and choose a time setting.
*Note: A reminder is a pop-up message that reminds you of an upcoming meeting.
6) Click Calendar Options… .
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Calendar Options 7) Select the days of the week that you
want to appear on your calendar.
8) Recommended: Under Calendar Options, use the default settings, which are shown at right.
9) You can also change time zones, choose to display holidays on your calendar, schedule resources, and change the background color of your calendar here.
10) Click Free/Busy Options… to let others know when you are (or are not) available.
11) Click OK .
If you have any further questions, please contact the Computing Help Desk at x3-1101.
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Appendix
Starting OCFO 2003 for the First Time
1) To launch Outlook 2003, choose Start > Programs > Microsoft Office > Microsoft Office Outlook 2003 from the Menu Bar.
*Note: The first time you start Outlook 2003, you must use the Start menu. After the program is started, a shortcut will be installed in the system tray.
Oracle Connector for Outlook
2) Click Retry since the password was not saved during the installation.
*Note: This message will not display after the initial startup.
Calendar
3) Server Name: Type calendar.mit.edu,13 here.
4) Password: Enter your password here.
5) For security reasons, uncheck Save this password in your password list.
6) Click OK .
Oracle Connector for Outlook
7) Click Retry since the password was not saved during the installation.
*Note: This message will not display after the initial startup.
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IMAP4
8) Server Name: Type po__.mit..edu here. *Note: If you do not know your post office server, you can look it up at: http://web.mit.edu/ist/topics/email/query.html
9) Password: Enter your password here.
10) For security reasons, uncheck Save this password in your password list.
11) Click OK , and Outlook should start.
Verifying the Address Book and Contacts Folder Setup
1) From the Menu Bar, choose Tools > Email Accounts…
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Email Accounts 2) Select View or change existing
directories or address books.
3) Click Next > .
Directories and Address Books 4) There should be three directories or
Address Books listed:
a) Oracle Connector for Outlook
b) Outlook Address Book
5) If either of these directories or Address Books are not listed, click Add… .
Adding the Outlook Address Book
Directory or Address Book Type
1) Select Additional Address Books.
2) Click Next > .
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Other Address Book Types
3) Choose Outlook Address Book.
4) Click Next > .
Add E-mail Account 5) Read the text; then click OK .
6) Click Finish .
7) Restart Outlook.