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Outlook Glossary

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A

All-Day Event

An appointment or meeting in your Calendar that lasts the entire day. You only need to specify a start and end date; start and end times are not specified for all-day events.

Appointment

A Calendar event you schedule for yourself, such as a doctor’s appointment, that does not involve others.

Attachment Icon

An icon that appears beside the files attached to an email.

Attachment Option

An option that allows you to insert a file into an email message or meeting. The file will appear as an attachment icon.

AutoComplete

A feature that stores the email addresses you have typed, so you don't have to type out the entire address the next time you use it. You can type just the first few letters of the email address, and AutoComplete suggests possible addresses in a drop-down list. You can then select the correct address.

B

BCC (Blind Carbon Copy) Option

An option that allows you to send a copy of your email to someone without the other recipients’ knowledge. To use the BCC option, click on the Options tab on the message and click the BCC button. The BCC option will then appear whenever you create an email.

Business Card View

A view of your email contacts that displays their information in a business card layout.

C

Calendar Folder

A folder that allows you to keep track of appointments and meetings. It appears below the Mail folder in the lower left corner of the Outlook screen.

Calendar View

A view of your calendar that displays your meetings and appointments by day, week, work week or month, depending on the settings you choose.

Card View

A view of one of your contacts' information, such as his or her department, job title and business address with the corresponding headers.

Category

Assignments that allow you to quickly organize items, such as email, appointments, and contacts, into groups.

Category Colors

Color assignments that allow you to quickly identify and group email messages.

CC (Carbon Copy) Option

An option that allows you to send a copy of your email to addresses other than your primary recipient.

Check Name Feature

A feature that allows you to find an email address using a partially entered name or username.

Contacts Folder

A folder that stores and organizes information about people, groups and organizations. It appears below the Mail and Calendar folders in the lower left corner of the Outlook screen.

Contact Group (Distribution List)

A collection of contacts that allows you to easily address an email message to a group of people.

Contact Record

Information about a contact, such as a person's name and title, that is stored within the Contacts folder.

D

Date Navigator

A small calendar in the upper left corner of the Calendar folder that allows you to move to different days, months and/or years.

Date Navigator Arrows

Arrows that appear at the top of the Date Navigator calendar, that allow you to move to the previous or next day, week or month depending on the current calendar display.

Default Folders

Major folders created by Microsoft Outlook, such as Mail, Calendar, Contacts and Tasks.

Delegate

An option that allows you to delegate tasks, such as scheduling appointments, to another user.

Deleted Items Folder

A folder that contains the items you have deleted, such as emails or Calendar appointments, for seven days after you delete them. It appears in the personal folder section of the navigation pane.

Delivery Receipt

A message received when a sent email message is received in the recipient’s mailbox. A separate delivery receipt is created for each recipient.

Digital Signature

A feature that allows you to sign email messages automatically.

Due Date

The date by which a task must be completed.

E

End Date

A date you set to indicate when a task, meeting or appointment should end.

F

F5 Key

A key that searches for new email messages.

Favorites Folder

The top portion of your Navigation Pane in which regularly used folders, such as your Inbox and Deleted Items folder, can be displayed.

Forward

An option that allows you to send a received email message to other users. The forwarded email message will appear in the body of your new email message, below any new content you type.

Forward as Attachment

An option that allows you to send a received email as an attachment to a new email message. The forwarded email will appear in the 'Attached' field of your new email message.

G

Global Address List

The entire University of Louisville Exchange server contact list.

H

I

Inbox Folder

The default folder for all your received email messages. This folder is automatically opened when you open Outlook.

J

Journal Entry

An item that keeps track of your daily communications and workflow on an item by item basis.

Journal Folder

A folder that keeps track of the email, phone calls, faxes and other communication you have with other users. It also will keep track of the Microsoft Office files you access.

K

L

Letter Tabs

Tabs that appear on the right side of your screen when you go into your Contacts folder. These allow you to quickly jump to a contact based on the letter you click.

M

Meeting

A Calendar event that includes others, such as a conference. By default, you are included in the meeting event.

Meeting Icon

An icon that appears in the message list next to all meeting appointments received or sent by the user.

Message Alerts

A feature that plays a sound, changes the computer mouse or shows an envelope when a new message is received.

Message Body Field

The portion of an email in which you type a message.

Message Header

A section that appears at the top of an email message and displays the To, CC, BCC and Subject fields.

Message Icon

An envelope icon that appears in your list of emails next to all "normal" messages you have sent or received.

Message List

A list of all the email messages in a selected folder. Unread messages appear in bold font.

Message Template

A custom email message that allows you to send email messages to the same contacts in the To, CC and BCC fields, each time you use the template.

N

Navigation Pane

A column that appears on the left of your list of emails. The Navigation Pane displays your folders, such as your Inbox, Sent Items folder and Deleted items folder.

New Items Drop-down Button

A button at the top left of your Outlook screen that allows you to quickly create a new email, appointment, meeting or contact.

Notes

A button, represented by a yellow note pad icon at the bottom left of your Outlook screen, used to jot down bits of information. The notes can then be stored in your Outlook Notes folder, attached to email messages or placed on the desktop.

Notes Folder

This folder is used to organize your notes.

O

Outbox Folder

This folder contains email messages that you have saved but that have not yet been sent. For example, if you have implemented the delay delivery feature, those delayed emails are stored in the Outbox folder until they are sent.

P

% Complete Field

Allows you to designate how much of a task you have completed, in percentage increments of 25.

Personal Folders

Folders created by Microsoft Outlook, such as Sent and Deleted Items, as well as folders you create. These folders appear in the middle section of the Navigation Pane.

Priority

A designation that indicates the importance of an email message or task.

Priority Field

A field that allows you to assign one of three priority levels to an email message or task: low, normal or high.

Q

Quick Steps

A new feature of Outlook 2010 that allows you to perform actions on received email, similar to rules. For instance, you can move an email to a folder, mark it as done, or reply to the message using Quick Steps.

R

Recurring/Recurrence

A feature that allows you to set up an appointment or task that occurs more than once.

Reminder Dialog Box

A box that appears on your screen to remind you of an appointment or meeting.

RSS

A web feed or online distribution system that allows publishers of online magazines, websites and news agencies to make their content, such as news and blogs, available to subscribers through their Microsoft Outlook accounts. (Stands for Really Simple Syndication.)

Read Receipt

A message you receive when a sent email is opened by the recipient. You may request a read receipt when you send an email. It is the recipient’s decision to send you a read receipt.

Recover Deleted Items

A feature that allows you to undelete email messages that were permanently deleted. Only items deleted for less than 30 days can be recovered.

S

Scheduling Assistant

A meeting feature that allows you to search your schedule and other attendees' schedules for the best time for a meeting.

Schedule View

A view that displays multiple calendars in a horizontal layout.

Sent Items Folder

A folder that contains copies of the emails you have sent.

Sensitivity

The confidentiality level of an email message.

Sensitivity Field

A field that allows you to set the confidentiality level of an email message.

Start Date

A date you set to indicate when a task, meeting or appointment should begin.

Synchronization

A feature that allows you to send email messages that you wrote while offline.

T

To-Do Bar

A column that appears to the right of your list of emails. The To-Do Bar displays upcoming appointments or tasks.

U

Underline, Black

A line that appears under verified addresses in the To, CC or BCC fields.

Underline, Green

A line that appears under verified addresses in the To, CC or BCC fields, and that indicates there are other email address choices available for the contact.

Underline, Red

A line that appears under verified addresses in the To, CC or BCC fields, and that indicates there are multiple matches to the address.

V

V-Card

An electronic business card used to import contact information.

Verified Addresses

Email addresses in the To, CC or BCC field that are matched to an address in a Contacts folder. Verified addresses are underlined.

W

X

Y

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