Go to the Tools menu, select Mailbox Cleanup...View Mailbox Size

Click on Mail in the Navigation bar on the left. Click on 'New' in the tool bar or go to the File menu, click on New, and select 'Mail message'.

Outlook archive files are stored on your main computer in a file with the extension '.pst'. In Outlook, your archive files will be listed under 'All Mail Boxes' and under 'Archive Folders'.

Outlook will AutoArchive Mail, Calendar entries, Tasks, etc. after a specified amount of time. At present we recommend that you autoarchive information after six months. If you find that your Exchange mailbox is filling up, you can adjust the autoarchive settings (Tools...Options...Other...AutoArchive).

Go to the Calendar (select Calendar in the left Navigation bar). Click 'New' or go to the File menu, click on New, and select 'Meeting request'. Indicate Subject, Location, Start time, and End Time. Add meeting notes or an agenda.

To invite others to the meeting and check availability, click on the 'Scheduling' tab. Enter the names or (email addresses if they are not on Exchange) of the people you want to attend your meeting or click on 'Add Others' and select Exchange users from the Global Address List. If you are inviting people who also have Exchange accounts, you will be able to see the times that are already marked off on their calendars and can schedule the meeting during a time that is open for them.

When you have finished selecting attendees and you have entered all the applicable meeting information, click 'Send'.

In order to use the Outlook client in conjunction with the Exchange server when you're either at home or at another location outside the IASTATE network, you will also need to run VPN (Virtual Private Network).

For more information on installing VPN software, go to:

http://www.it.iastate.edu/pub/wng334/wng_334.html

Alternatively, you can use Outlook Web Access to get your email and check your calendar when outside the IASTATE network.

When you switch from using Outlook without Exchange to using Outlook with Exchange, you also go from saving items in Outlook's Personal Folders to saving current items in your 'Mailbox' on the Exchange server. If you've been using Outlook for calendaring before the switch to Outlook-Exchange, you may have Calendar items in your Personal Folders Calendar that you want to transfer to your 'Mailbox'/Exchange Calendar.

To do this, follow these steps:

• In Outlook, when you're in the Calendar you want to transfer items from, click on View...Arrange By...Current View...By Category.
• From the Edit menu, click on Select All
• From the Edit menu, click on Copy to Folder
• Select the Calendar you want to copy to (this should be the item labelled 'Calendar' under 'Mailbox - Last, First')



• Click OK

If the Calendar view is still by Category, go to View...Arrange by...Current View...Day/Week/Month

You should be able to copy all the existing dates from the Calendar in your Personal Folder without affecting any appointments you've already entered in your new Exchange Calendar.

---Monday, November 7, 2005---
Staff attending 11-09-05 training set up Outlook

---Tuesday, November 8, 2005---
9:00-noon | Outlook/Exchange Training in SE Area
1:30-4:30 PM | Outlook/Exchange Training in SE Area
Noon | Cancellation deadline for Central Area Training on 11-11-05
Midnight | Accounts set up for Central Area Training on 11-11-05

---Wednesday, November 9, 2005---
Staff attending 11-11-05 training--set up Outlook
9:00-noon | Outlook/Exchange Training in SE Area
1:30-4:30 PM | Outlook/Exchange Training in SE Area

---Thursday, November 10, 2005---
Enrollment closes for NE Area Training on 11-17-05

---Friday, November 11, 2005---
Enrollment closes for NE Area Training on 11-18-05
1:30-4:30 PM | Outlook/Exchange Training in Central Area

Tomorrow at 10:00 AM we will have another of our Outlook Informational meetings via Breeze.

This will follow the same format as our previous Breeze meetings so if you attended one of those, you will not need to attend this one. If you haven't attended one yet and want to know details about how the Outlook-Exchange rollout, you can join us at:

http://breeze.extension.iastate.edu/outlookexchange

at 10:00 AM tomorrow (October 20th).

Note: you do not need a login or password to attend this Breeze meeting. When you get to the webpage, click on the 'Click to Enter' button, enter your name and click 'Enter'.

To keep up with the Outlook-Exchange rollout schedule (dates for classes, Breeze informational meetings, enrollment deadlines, etc.) visit the Tech News web page (http://www.extension.iastate.edu/technews). New schedules for upcoming weeks have been posted recently.

---Monday, October 31, 2005---
Staff attending 11-02-05 Training--set up Outlook
Noon | Cancellation deadline for NW Area Training on 11-03-05
Midnight | Accounts set up for NW Area Training on 11-03-05

---Tuesday, November 1, 2005---
Staff attending 11-03-05 Training--set up Outlook
Enrollment closes for SE Area Training on 11-08-05
9:00-noon | Outlook/Exchange Training in Central Area
Noon | Cancellation deadline for NW Area Training on 11-04-05
Midnight | Accounts set up for NW Area Training on 11-04-05

---Wednesday, November 2, 2005---
Staff attending 11-04-05 training--set up Outlook
9:00-noon | Outlook/Exchange Training in Central Area

---Thursday, November 3, 2005---
9:00-noon | Outlook/Exchange Training in NW Area
10:00-10:30 AM | Outlook Informational Meeting via Breeze (http://breeze.extension.iastate.edu/outlookexchange)
1:30-4:30 PM | Outlook/Exchange Training in NW Area
Noon | Cancellation deadline for SE Area Training on 11-08-05
Midnight | Accounts set up for SE Area Training on 11-08-05

---Friday, November 4, 2005---
Staff attending 11-08-05 training--set up Outlook
Enrollment closes for Central Area Training on 11-11-05
9:00-noon | Outlook/Exchange Training in NW Area
1:30-4:30 PM | Outlook/Exchange Training in NW Area
Noon | Cancellation deadline for SE Area Training on 11-09-05
Midnight | Accounts set up for SE Area Training on 11-09-05

---Monday, October 24, 2005---
Staff attending 10-26-05 training--set up Outlook

---Tuesday, October 25, 2005---
Enrollment closes for Central Area training on 11-01-05
9:00-noon | Outlook/Exchange Training in SW Aarea
1:30-4:30 PM | Outlook/Exchange Training in SW Area

---Wednesday, October 26, 2005---
Enrollment closes for Central Area Training on 11-02-05
9:00-noon | Outlook/Exchange Training in SW Aarea
1:30-4:30 PM | Outlook/Exchange Training in SW Area

---Thursday, October 27, 2005---
Enrollment closes for NW Area Training on 11-03-05
Noon | Cancellation deadling for Central Area Training on 11-01-05
Midnight | Accounts set up for Central Area Training on 11-01-05

---Friday, October 28, 2005---
Staff attending 11-01-05 training--set up Outlook
Noon | Cancellation deadline for Central Area Training on 11-02-05
Midnight | Accounts set up for Central Area Training on 11-02-05
Enrollment closes for NW Area Training on 11-04-05

If you're already using Outlook (but not Outlook-Exchange) as your mail program, then the changeover process is similar to the instructions in Setting up Outlook for Exchange, but not exactly the same.

When you're in Outlook, go to Tools...E-Mail accounts...Add a new e-mail account.

You may receive a message that says you need to use the 'Mail' control panel. If so, you will need to quit Outlook. Go to Start...Control Panel...Mail...E-Mail Accounts...Add a new e-mail account.

From this point, your procedure will be the same as the steps outlined in Setting up Outlook for Exchange.

Once you've finished the setup, run Outlook and go to Tools...E-Mail Accounts...View/Change existing e-mail accounts. Your new Exchange account should be listed as 'Microsoft Exchange Server' (for Name) and 'Exchange (Default)' (for Type). All other listed accounts should be removed (highlight the account and click 'Remove'). This will not delete the mail in your Personal Folders.

Under 'Deliver new e-mail to the following location:' make sure that 'Mailbox - [Your name]' is selected. If 'Personal Folders' is selected, click on the drop-down menu and change it to 'Mailbox...' Choose Finish. Close and reopen Outlook if instructed to do so.

Tomorrow at 10:00 AM we will have another of our Outlook Informational meetings via Breeze.

This will follow the same format as our previous Breeze meetings so if you attended one of those, you will not need to attend this one. If you haven't attended one yet and want to know details about how the Outlook-Exchange rollout, you can join us at:

http://breeze.extension.iastate.edu/outlookexchange

at 10:00 AM tomorrow (October 6th).

Note: you do not need a login or password to attend this Breeze meeting. When you get to the webpage, click on the 'Click to Enter' button, enter your name and click 'Enter'.

To keep up with the Outlook-Exchange rollout schedule (dates for classes, Breeze informational meetings, enrollment deadlines, etc.) visit the Tech News web page (http://www.extension.iastate.edu/technews)