Open Another Mailbox in Outlook

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There are many users on campus that have access to other mailboxes. These may be administrative assistants accessing their boss’ email. It may be a “generic” type of account used across campus for inquiries and communications. Instead of using webmail to access these email accounts, you can access the account from within your own Outlook.

NOTE: Before following these instructions, you have to have permissions to the account you are trying to open. For details on how to setup these permissions, read this post:**** NEED LINK ****

  • Click the File tab in Outlook
  • Click the Account Settings button and then click Account Settings option
  • Select “Olds College Exchange”
  • Click Change
  • Click More Settings button on the Change Account window
  • Select the Advanced tab
  • Click Add
  • Type the name of the account you wish to open
  • Click OK
  • Click OK
  • Click Next
  • Click Finish
  • Click Close on the Account Settings window

The account will be listed at the bottom of your folder list on the left side of your screen. Click the little white arrow to open it. You may wish to drag the accounts Inbox folder up into your Favorites so that you can easily see it and see when there are unread mail messages.

Note: To remove the account, simply follow these same instructions except click the Remove button instead of Add.

Outlook Contact Group

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If you email the same group of people regularly, you may want to create a Contact Group so that you don’t have to add each of their names each time you email them. You can just email the group instead. This group is called a Contact Group.

Click Outlook 2010 Contacts for information on sharing your new Contact Group.

Create a New Group

  • Click New Contact Group in the Contacts window
  • Add a name for the group that makes sense to you
  • Click Add Members
  • Click From Outlook Contacts to add contacts from your personal list or Click From Address Book to add contacts from the global address book or Click New Email Contact to add a person from scratch.
  • Continue adding members as required. You can add more than one type in the same list (for example, people on campus and external contacts as well)
  • Click Save & Close when done

You can edit this group at any time. Open it and add/remove Contacts as required.

Remove Members from the Group

  • Open the Contact Group
  • Select the contact(s)
  • Click Remove Member
  • Click Save & Close when done

NOTE: Do NOT click the “X” Delete Group button! Your entire group will be deleted!

Click User Guide On Outlook 2010 Address Book Contacts for more information

Share Outlook 2010 Contacts

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You can easily share your Outlook Contacts with someone else! You do not have to retype them. You can share one, several or all of your contacts.

To Share One Contact:

  • Select the Contact name in your Contacts list
  • Click Forward Contact on the ribbon (or right-click menu)
  • Select As an Outlook Contact – it opens a new email message with the Contact attached
  • Send the contact as you would an email. The other person you send it to just has to drag the attachment to his/her Contacts

To Share Multiple Contacts:

  • Create a new email to the person you want to share with
  • Drag and drop Contacts from your Contacts list into the new email – the Contacts will be attached
  • Send the email as you normally would. The other person you send it to just has to drag the attachments to his/her Contacts

You can also do this by simply forwarding a Contact Group (distribution list) that you have created. You would do the same thing as sharing one contact.

To Share Your Entire Contact List:

  • Click Share Contacts – a new email message will open
  • Send the email as you would normally.

The other person clicks Open and the Contact list will appear under their own Contacts. He/She can use those or drag and drop the contacts he/she needs to his/her own Contacts folder.

If you would like more information, this is an excellent post: A User Guide on Outlook 2010 Address Book Contacts

Accessing the Olds College Network Using a Personal Computer

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There are some capabilities to access Olds College Network resources using your personal computer. Please ensure that your computer is free of viruses and that it’s security applications are up to date before accessing College network resources.

The first thing you need to do is connect to the Olds College Wireless or an on campus network wire. In most cases, you need to be physically on the Olds College campus to access the Olds College network. The only exceptions are Using the VPN (Staff/Faculty only) or using a tool such as DropBox. Click for more information on these.

Once you have an Olds College network connection (by using the wireless, a wired connection or the VPN), you can open some Olds College Network resources.

Common Network Locations:

  • \\olfsrv\staff\username – the location of the staff/faculty personal (H) drive (replace username with your user name)
  • \\olfsrv\student\IDNumber – the location of the student personal (H) drive (replace IDNumber with your student ID number
  • \\olfsrv\share – the location of the staff/faculty shared files (S) drive
  • \\olfsrv\pdrv – the location of the “pickup” drive
  • \\olfsrv\rdrv – the location of the “drop-off” drive
  • \\olpsrv1 – the location of the print server
On your personal computer:
  • Click Start
  • Type the name of the network resource, including the \\ as listed above in bold
  • Enter your Olds College network username when prompted, including the domain name: WIN\username
  • Enter your Olds College network password

You can then use the network location (or install a printer). You will need to re authenticate each time to attempt to connect to an Olds College network resource with your personal computer.

For information on how to do this with a personal MAC computer (OS X only) – visit Apple’s website here: How to Connect to Windows File Sharing Note: This is provided for your information only. Olds College IT is not responsible for the accuracy of this information.

Set a Default Printer

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Olds College Windows 7 computers have many printers install automatically when you log in. There are processes in place that locate the nearest printers for you and install them automatically. However, you may wish to change the default printer.

  • Click Start
  • Type “Printers” in the search text box
  • Click Devices and Printers when it comes up
  • Right-click the printer you want as default
  • Click Set as default printer
Click here for a quick video on how to do this. Change Your Default Printer

Power Settings

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There are ways to manage how your laptop or desktop power settings. In Windows 7, this is very customizable.

  • Click the Start Menu and type “power” into the search bar in the Start Menu
  • Select Power Options

  • Review the options available
  • Click Change plan settings
  • Click the arrows on the buttons to make the necessary adjustments
  • Click Save changes
Jeff has also created a custom plan for Olds College:
  • Click the arrow to the right of Show additional plans to see that there is an OC-Laptop custom plan under the arrow

For more details on the other options available, this post has some great information: Learning Windows 7: Manage Power Settings

 

Show Desktop

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There is no “Quick Launch Bar” in Windows 7. One of the side effects of this is that there is no “Show Desktop” icon. Previously, this icon allowed you to minimize all the windows at once.

This function is still available; it’s just in a different spot:

  • Click the Show Desktop bar (the far right of the taskbar, beside date and time)

This bar also has a feature called “Desktop Preview” that makes all opened windows transparent so that you can see the desktop. Move the mouse over the bar without clicking it for this to work.

Email Etiquette

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These are some of the “email etiquette” lessons that I have picked up on over the years. These may help you to communicate better with others using email.

  1. Include a greeting and closing. You can use the Signature function to compose a signature and automatically add it to all outgoing emails.
  2. Spell check your emails! Be sure that you’ve spelled the person’s name correctly.
  3. Include a relevant Subject line in every email.
  4. Be sure your reply emails are relevant to the current Subject. If you need to ask a different question, start a new email. One subject per email conversation.
  5. Avoid writing emails when you’re emotionally charged up. Write it, but save it to send later. Take a break from the email and see if you still want to send it. Remember, it’s in writing! Don’t write anything you wouldn’t say to the person’s face is a good guideline.
  6. Don’t use Reply to All unless you really want to include everyone in the Reply. Only reply to the person you need to reply to.
  7. Only CC someone if it’s really necessary to include them in the conversation or it’s important that they are aware of it. Don’t clutter email inboxes if you don’t have to.
  8. Use BCC if sending to a large group of people to “hide” each other’s email address – this is a courtesy so that everyone’s email addresses don’t show up in the body of reply/forward emails.
  9. Avoid “All Caps” – that is “yelling” in the email world.
  10. Keep a plain background for your emails, the fancy backgrounds make the email hard to read
  11. Avoid special fonts or images, especially in your signature – different email programs will interpret them in different ways – what looks pretty on your computer could look terrible on someone else and possibly won’t work or can cause the email to be blocked.
  12. Keep attachments to a minimum – use other kinds of document sharing tools for large attachments. Some email providers limit the size of emails that are allowed to go through.
  13. Be sure that attachments you send can be “read” on the other end – for example, not everyone can open Microsoft Word documents because not everyone has Word on their computers. If in doubt, send a pdf file. Most can read that.
  14. Refrain from forwarding those emails that tell you to forward to all of your contacts! These are almost always hoaxes.
  15. If forwarding, clean up the email (and add your own point) before you send it as a courtesy to everyone. If you don’t have something to add, rethink whether it needs forwarded or not.