Office 2003

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Word

Formatting

To change the size, color, font, or weight of text, perform the following actions,

1. Highlight the text to be changed.
2. In the top menubar, go to Format, then select Font.
3. Use the "Font", "Character Spacing", and "Text Effects" tabs at the top.

Mail Merge

Mail merges require a pre-existing database, such as in Excel.

1. At the top, go to Tools, then Letters and Mailings, and select the Mail Merge Wizard.
2. Select the document type from the help menu on the right. Click Next.
3. Follow the wizard to create the template document. Click Next.
4. Browse for the database you wish to import.

 When using Excel, be sure to select the appropriate sheet from the document

5. Arrange your labels by clicking Next. Follow the wizard to add the types of items to your document.
6. When finished, click "Update All Labels", then Next to preview the labels. Click Next again to finish the document.

Saving As PDF

1. Download and install the free CutePDF Writer application.
2. Once installed, open the Word document to be converted to PDF format. Go to File, and select Print.
3. In the Printer drop-down menu, select CutePDF Writer, then click OK. Save the file to any folder.

Excel

Common Terms

Columns are the up and down or veritcal space in the window labeled in letters.
Rows are the horizontal aspect in the window labeled in numbers.
Cells are a single block designated by a corresponding number and letter.
Formulas are mathematical expressions where the variables and the result are located in cells in the document.
Labels are words.
Constants are numbers.

Formulas

There are many different types of formulas that can be implemented in Excel. Here are a few available.

SUM This formula adds the constants included in the formula.

example: =sum(A1,A2) This adds the cells A1 and A2 together.

AVERAGE This formula averages the constants in the cells that are included in the formula.

example: =average(A1:A3) This outputs the average of all the cells between A1 and A2 (so A1, A2 and A3).

Powerpoint

Inserting Hyperlinks

1. While in a text area, go to Insert, and select Hyperlink.
2. Type in the text to display and the (URL) hyperlink. Click OK.
3. When the document is previewed or viewed as a slideshow, the link will be active.

Outlook

Configuring Outlook for URI Webmail

1. Open Microsoft Outlook.
2. Select Tools and then click on Email Accounts.
3. To create a new account, select add a new e-mail account and then click next.
4. To make changes to an existing account, select view or change existing e-mail accounts and then click next.
5. Select either POP3 or IMAP as the type of server.
6. POP3 (Post Office Protocol), requires you to download your messages to your computer. You would then use this computer to read or reread your messages.
7. IMAP (Internet Message Access Protocol), allows you to keep your messages on the mail server, which enables you to access your email from any computer anywhere. However, you can still transfer your mail to your own computer at any time.

For user information, fill in your name and email address.
Under logon information, use the following,

mail.uri.edu accounts, use your ecampus username and mail password.
postoffice.uri.edu accounts, use the postoffice ID and postoffice password.
etal.uri.edu accounts use the etal ID and etal password.

(please note all passwords are case sensitive)

Use the following incoming/outgoing settings.

When the above is complete click on next, then click finish.

Configuring URI Webmail through Verizon

Verizon requires their customers to authenticate through their server for every e-mail sent. The following settings should remedy any issues:
1. Go to tools.
2. Select "E-mail Accounts..."
3. Select the "View or change existing e-mail accounts" option.
4. Select the desired e-mail address and click "Change..."
5. Click on "More Settings ..."
6. The "Internet E-mail Settings" window should appear. Click on the "Outgoing Server" tab.
7. Check the box that says "My outgoing server (SMTP) requires authentication".
8. Select the option that says "Use same settings as my incoming mail server".
9. Click "OK", then "Next", then "Finish".

Accessing and Modifying Send/Receive Settings

1. Go to tools.
2. Select "Send/Receive Settings".
3. Select "Define Send/Receive Groups..."
4. The window "Send/Receive Groups" will appear.
5. Under “Setting for group ‘All Accounts’", under “When Outlook is Online”

Check the box "Include this group in send/receive"
Check the box "Schedule automatic send/receive..." and set the number of minutes in the box provided as five or more.

6. Uncheck the box under "When Outlook is offline" which says, “Schedule an automatic send/receive…” If it is checked.
7. Click on “Close”

Winmail.dat Problem & Solution

Email users sometimes receive attachments titled 'winmail.dat' that, when opened, are either irrecoverable or full of garbage characters. These attachments are caused by conversion problems between email clients. To compensate for this 'winmail.dat' error and enable users of all email clients to receive mail correctly, please perform the following actions on the sender's computer,

1. Select Tools, then Options and select the 'Mail Format' tab.
2. Under 'Compose in this message format', make sure either HTML or Plain Text is selected. Click 'Internet Format'.
3. Make sure either 'Convert to Plain Text format' or 'Convert to HTML format' is selected under 'When sending Outlook Rich Text' messages.
4. Click OK. Click OK again.

Restore IMAP Folders

1. Expand the folder list under your URI email account (his is located in the Mail screen) and right click on Inbox and click on IMAP folders.
2. Type the name of the missing folder under the "Display folders whose names contain". For example if you were looking for the UBE folder you would type UBE.
3. Right click on the Query button. The results will be displayed under the Folders. Left click on the desired folder that you wish to add to Outlook (such as Inbox.UBE)
4. Left click on the subscribe button. Left click the OK button.

IMAP Problems

If you experience an error when trying to connect to the IMAP mail server (either through Webmail or if your email application is configured to receive mail from the IMAP server), please copy the exact error message and call the Help Desk. The Help Desk will need to know,

1. Your email address, not the alias you may be using (an alias is an email address that masks your actual address, for example, vegetarian@uri.edu).
2. The email client or application you are using (Webmail, Eudora, Outlook, etc.)
3. When the problem started.

Create Signatures

1. From the Tools menu, select Options.
2. Under the Mail Format tab, click Signatures.
3. Click New, and fill in the fields to start a signature.
4. Under "Choose how to create your signature", select "Start with a blank signature".
5. Click Next, then enter your signature. Click Finish and then OK to close.

.PST (Mailbox) Quota

Please note that Outlook currently allows a maximum of 2GB (2,000,000 KB) of data to be stored in any inbox. When approaching this amount, users should back up and remove messages from their inbox. Email with large attachments are commonly the source of the problem.

When the Outlook Data File (.pst file) grows to a size close to 2GB, it is advisable to archive your data. This is done by going to File->Archive. Archiving cuts messages that are older than a specified date from a .pst file and puts it into a new .pst file called archive.pst. This file can be found in the same folder as the original .pst file.

If a mailbox has reached quota and Outlook has trouble functioning properly; download and run the Oversized PST and OST crop tool. This will (by default) remove approximately 25MB of data in the file.

Importing Multiple Mailboxes from Eudora

There is no direct route to import multiple mailboxes from Eudora to Outlook. To do this, you must first import into Outlook Express, then into Outlook.

  1. Import your Eudora e-mail into Outlook Express.
        1. Start Outlook Express.
        2. From the File menu, select Import, and then select Messages.
        3. From the list, select Eudora Pro or Light (through v3.0).
        4. Click Next.
        5. Click the Browse button.
        6. Select the folder where you store your Eudora files. The common path is C:Program Files/Qualcomm/Eudora.
        7. Click OK.
        8. Click Next.
        9. Select the individual folders that you want to copy, or select All Folders.
       10. Click Next.
       11. Click Finish.
  2. Import your e-mail from Outlook Express into Outlook.
        1. Start Outlook.
        2. From the File menu, select Import and Export.
        3. From the list, select Import Internet Mail and Addresses.
        4. Click Next.
        5. Select your version of Outlook Express.
               * In Outlook 2003, select Outlook Express 4.x, 5.x, 6.x.
               * In Outlook 2000/2002, select Outlook Express 4.x, 5.
        6. Click Next.
        7. Select the options you want.
               * In Outlook 2003, under Options, select the duplicate options you want.
               * In Outlook 2000/2002:
                    1. Under Select the Destination for Imported Addresses, select the destination you want.
                    2. Under Options, select the duplicate options you want.
        8. Click Finish.
        9. Click OK.