Microsoft

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Microsoft Office Outlook2007 TrainingGetting
Started
Western Connecticut State Universitypresents
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We will be looking at

• The program layout
• Composing messages
• Reading messages
• -Replying
• -Deleting messages
• -Printing messages
• Using the Calendar
• Creating and managing Contacts
• Basic Mail Management

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Getting Started
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Opening Outlook 2007
Go to Start, All Programs, Microsoft Office, then
click on Microsoft Office Outlook 2007.
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The Outlook 2007 Window
Menu Bar
Standard Toolbar
Reading Pane
To Do Bar
View Pane
Navigation Pane
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Navigation pane -Mail
Favorite Folders
Mail Folders
Navigation
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Navigation Options

• Mail the main area where you can read,
• compose, receive and send email.
• Calendar the scheduler, or planner, where
• you can set and manage appointments and
• tasks.
• Contacts contains your contact list where you
• can store names, e-mail addresses, and other
• information.
• Tasks the task list where you can create and
• manage tasks
• Notes the notes page where you can create
• and manage notes
• Folder List displays all folders in a
  hierarchical
• format.
• Shortcuts displays shortcuts.

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Reading pane
Favorite Folders
Mail Folders
Navigation Pane
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Reading pane options
You can set your reading pane to look just like
Lotus Notes. Click on View gt Reading Pane gt
Bottom.
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The To-Do Bar
Located at the far right of the window, the
To-Do Bar is visible wherever you happen to be
working in Outlook.
The To-Do Bar is there to help you keep track of
upcoming tasks and appointments.
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The To-Do Bar
Located at the far right of the window, the
To-Do Bar is visible wherever you happen to be
working in Outlook.
The picture calls out a few of its key elements
Date Navigator Upcoming calendar appointments A
place to enter new tasks by typing Your task list
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Composing Mail
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Mail
The first time you create a message in Outlook
2007 (or open one you receive), youll see the
Ribbon. Its the band across the top of the
window.
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Create a new message
Its time to look at writing and sending an
e-mail message using Outlook 2007.
In a new message, first get oriented to the
Ribbon. The Message tab is on top, with the
commands youre most likely to use every time you
create and send a message.
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Introducing the Ribbon
Heres a new e-mail message. The Ribbon is at the
top of the window. The Ribbon is visible each
time you create or edit something in Outlook.
The formatting of the Ribbon is very similar to
that of Word 2007. So, if you have used Word
2007, you should get the hang of this Ribbon.
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A closer look at the Ribbon
To better help you learn how to use the Ribbon,
heres a guide to its basic arrangement.
Tabs The Ribbon is made up of different tabs,
each related to specific kinds of work you do in
Outlook. Groups Each tab has several groups
that show related items together. Commands A
command is a button, a box to enter information,
or a menu.
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The Ribbon shows what you need
Once again, youll encounter the Ribbon when you
take certain actions such as creating messages,
calendar entries, or contacts.
The Ribbon shows tabs and commands appropriate
for what youre doing. That is, the tabs on the
Ribbon will differ depending on the area of
Outlook youre working in.
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The Ribbon shows what you need
The picture shows some of these differences.
A new message shows the Message and Options tabs.
A new appointment shows the Appointment tab. A
new contact shows the Contact tab.
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The Quick Access Toolbar
The Quick Access Toolbar is a small toolbar above
the Ribbon. Its there to make the commands you
need and use most often readily available.
Whats best about the Quick Access Toolbar?
Whats on it is up to you. That is, you can add
your favorite commands to it with a simple
right-click.
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The Quick Access Toolbar
Youll see and use different Quick Access
Toolbars depending on the area of Outlook that
youre working in.
For example, customizations that you make to the
Quick Access Toolbar for messages you send will
not appear on the Quick Access Toolbar for
Contacts.
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Theres more than meets the eye
A small arrow at the bottom of a group means
theres more available than what you see. This
button is called the Dialog Box Launcher.
The picture shows that to see a full list of font
options, youd click the arrow next to the Basic
Text group on the Message tab of a new e-mail
message.
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Create a new message
Using other tabs
If youre having trouble finding a command or
button, you may need to look on another tab.
For example, to insert a picture so that it
appears in line with the text of your message
(not as a separate attachment), youll need to
switch to the Insert tab.
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Use the Address Book to add recipients
Do you use the Address Book to add names to the
To, Cc, and Bcc fields?
Youll find the Address Book command on the
Message tab.
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Use the Address Book to add recipients
The address list for the University is referred
to the Global Address List. In Lotus Notes,
you used to search by last name, then first name.
When searching for contacts in Outlook, you must
search the first name then last name.
To add the contact to the mail message, Click on
To, CC or Bcc to add the contact to the
message.
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Show or hide the Bcc field
If you prefer to type e-mail addresses directly
in the To and Cc boxes, you may also want to know
how you can show the Bcc field so that you can
type names there, too.
The picture shows the location of the Show Bcc
command. As you can see, youll find it on the
Options tab. Note You should only have to do
this the first time.
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Using Check Names
If you are typing a name of a student, faculty or
staff member directly into the To, Cc, or Bcc
fields, you will need to check that the name you
typed matches the entry in the Global
Contacts. To check the name(s), click the Check
Names button, or press Ctrl K on your keyboard
To choose the proper recipient from the Check
Names list click on the recipient, and click
OK.

The name should then show up as underlined in the
To, Cc, or Bcc box, seen below.
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The Mini toolbar
The Mini toolbar allows you to quickly access
formatting commands right where you need them in
the body of an e-mail message.
The picture shows how it works
Select your text by dragging with your mouse, and
then point at the selection. The Mini toolbar
appears in a faded fashion. If you point to it,
it becomes solid. You can click a formatting
option.
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Include your signature
Do you use a personal e-mail signature at the end
of your Lotus Notes messages? You can create
signatures for use in Outlook as well.
A signature is a block of text automatically
appended at the bottom of an e-mail message. It
usually contains your name, title, organization,
and business contact information.
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Include your signature
To create a signature, start by clicking the
arrow under the Signature command.
Any signatures that you create will show up
here. To create new signatures, set a default
signature, or modify existing signatures, click
Signatures.
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Use Spell Check
You can use Spell Check to double-check for
spelling and grammar mistakes.
To use Spelling Grammar, click on the Spelling
button in the Proofing group, located on the
Message tab.
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Include a picture in line with text
In Outlook, its easy to send pictures in the
body of your e-mail messages instead of as
separately attached files.
To do this
Click the Picture command on the Insert tab. As
shown in the illustration, youll see a picture
in the body of the message.
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Picture this tabs that come and go
The discussion of pictures provides an
opportunity to explain one more thing about the
Ribbon Some tabs only appear when you do
specific tasks.
For example, when you
Select a picture that youve inserted into a
message youll see that Picture Tools appear on
the Ribbon. The Format tab includes commands that
you can use to edit the picture before you send
it.
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Include an attachment
Where youll find Attach File
Including an attachment is a common activity, so
youll find Attach File on both the Message tab
and the Insert tab.
Youll use the Attach File command found on the
Insert tab on the Ribbon.
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How others receive attachments that you send
Office 2007 documents each have a new file format
(.docx, .xlsx, .pptx)
When sending attachments of documents created in
Office 2007 (Word, Excel, PowerPoint, etc),
others should not have any trouble opening
attachments that you send, as long as they have
Office 2007. All faculty and staff should be
using Office 2007, so there should not be a
problem within the university. However, please be
aware that not everyone outside of the
university may be using Office 2007. If you are
unsure, ask the recipient(s), or send the
document in the 97-2003 format (.doc, .xls,
.ppt). This format can be chosen from File gt
Save As.. in that Office program.
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Reading Mail
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Reading Mail
To view a message, you can click on the message
in the Mail pane, and the message will show up in
the Reader Pane. You can also double-click on
the message to view it in a separate window.
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Reading Mail
The Inbox icon on the left is bolded when there
are new messages, and indicates the number of
unread messages. In Lotus Notes, new messages
were indicated in red. In Outlook, new messages
are bolded and in black.
When you receive new messages, a pop-up will
appear on the bottom right corner of your screen
when Outlook is open.
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Reading Mail in the Reading Pane
Options to Reply, Reply to All, Forward, and
create a new message are all on the top toolbar
above the Reading Pane. You can click on the
button to delete messages in the Mail pane, or
press the Delete key on the keyboard if the
message is selected. You can click on the
button to print messages.
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Reading Mail in a separate window
If you choose to double click on a message, and
open it in a separate window, you will see the
screen below
You will have all of the same message options as
you would in the Reading Pane, such as Reply,
Reply to All, Forward, and Delete. There are
other options listed as well. Many of these
features are covered in the Advanced class.
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Preview attachments before you open them
Some attached files can be previewed right from
the Reading Pane.
Attachment previewing allows you to display
previews of certain file types right from the
Outlook Reading Pane. You can do this without
having to open the attached files. To preview an
attachment, click its icon. The attachment
preview appears in the Reading Pane.
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Preview attachments before you open them

• File previewers that come with the 2007 Microsoft
  Office system allow you to preview the following
  files in Microsoft Office Outlook 2007
• Microsoft Office Outlook 2007 items.
• Microsoft Office Word 2007 documents.
• Microsoft Office PowerPoint 2007 presentations.
• Microsoft Office Excel 2007 worksheets.
• Microsoft Office Visio 2007 drawings.
• Images and text files.

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Respond to a message
E-mail isnt just about sending its also about
receiving and replying.
When you reply from an open message, youll use
the buttons in the Respond group on the Message
tab of the Ribbon. Youll notice that whats on
the Ribbon in a received message is different
from whats on it for a new mail message.
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Calendar
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The Calendar view
Click on the Calendar button in the Navigation
page to view the calendar.
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The Calendar view
The design of the calendar in Outlook 2007 makes
it easy to see whats what.
The picture shows some examples
Big buttons make it easy to quickly switch
between daily, weekly, and monthly calendar
views. Back and Forward buttons let you quickly
go to the next day, week, or month in the
calendar.
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The Calendar view
The design of the calendar in Outlook 2007 makes
it easy to see whats what.
The picture shows some examples
Also new is the Tasks area. It shows your current
and upcoming tasks and tracks your
accomplishments, too.
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Setting up an Appointment
To create a new appointment, you can click New,
then Appointment.
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Setting up an Appointment
Outlook isnt just about e-mail. Its also about
organizing your time, which you do in the
calendar.
When you create or open an item in your calendar,
youll see that the Ribbon shows groups and
commands appropriate for helping you manage your
time.
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Setting up an Appointment
When you create any type of calendar entry, a
reminder is set automatically.
To change the reminder time for an appointment
On the Appointment tab, click the arrow to open
the Reminder list and then select a time. Once
youve made a change, click Save Close on the
far left of the Ribbon.
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Want to create a meeting? Invite others
An appointment is just for yourself. When others
are involved, create a meeting.
On the Appointment tab, click Invite Attendees. A
To button and box appear. Type names directly in
the box or click the To button to add invitees by
selecting from a list.
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Create an Out of Office Notification
Just like in Lotus Notes, you can create an Out
of Office message using the Out of Office
Assistant
To create an Out of Office message, click on
Tools on the top toolbar, then choose Out of
Office Assistant.
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Create an Out of Office Notification
To create an Out of Office message, select Send
Out of Office auto-replies. You can also specify
a time range by checking Only send during this
time range. Next, you can type a customized
message that will be used to auto-reply to
messages sent by others. You can set up messages
for both inside and outside of your organization.
When complete, click OK.
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Create a task
To create a new task from any screen, Click on
File, New, then Task. You can then enter
the task information, and a follow-up date
time. When complete, click on Save Close.
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Create a task
Sometimes a message contains information about
some action that you need to take.
Another method for creating a task is to drag a
message from the Inbox over the Tasks button.
This will create a new task, where you can enter
additional information, change the subject, and
set a follow-up date.
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Contacts
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Create a contact
Are you keeping a message around so that youll
have a contacts e-mail address handy? Heres a
better idea Create a contact entry in Contacts.
To create a new contact, go to File gt New gt
Contact.
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Create a contact
Once the contact input screen is displayed, you
can manually enter the contacts information.
You can also choose the E-mail address from the
Global Contacts List (University Directory) by
clicking on the E-mail button. Once the entry
is complete, click the Save Close button.
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Creating a Distribution List
In Lotus Notes, a group of contacts was known as
a Group. In Outlook, the group of contacts is
referred to as a Distribution List. To create
a new Distribution List, click on File gt New
gt Distribution List.
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Creating a Distribution List
Once the Distribution List screen is open, click
on Select Members in the Members group to add
addresses from the Global Address List (WCSU
Directory).
You can also add contacts manually by clicking on
Add New. Once complete, click Save Close.
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Basic Mail Management
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Creating folders
Previous lessons described ways to act on
messages and ways to sort and organize them
within a category.
But what if you want to sort messages into
distinct groups and keep them separate from other
messages (thereby getting them out of your
Inbox)? Folders can help you do this.
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Why create folders?
The picture shows an example of using folders
Coho Winery and Contoso.
You may already use a filing system in your
office. Once you learn how to create folders, you
can easily adapt any existing folder-naming
system to Outlook.
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How to create a folder
Knowing why to create folders isnt enough, of
course. In order to use folders, you need to
know how to use them. Luckily, its simple.
To create a folder in your mailbox

1. Right-click Mailbox.
2. Click New Folder on the shortcut menu, as shown
   in the picture.

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Move messages by dragging
Once youve created a folder, you can move one
message or multiple messages to it by dragging.
The picture shows how to drag a single message
from the list of messages to a folder in the
Navigation Pane. Click and hold the mouse on the
message you wish to move, then drag the message
to the folder.
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How do I access Outlookfrom off-campus?
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Outlook Web Access
Just like Lotus Notes, you can also check your
email from off-campus. You can access your mail
by visiting http//mail.wcsu.edu.
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Outlook Web Access
To log in, you will simply enter your Windows
username and password. There is no longer a
separate password used to access email via the
web.
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Outlook Web Access
As you can see, the view is very similar to that
of the Outlook client. The term client refers to
the Outlook program installed on your
computer. For more information about using
Outlook Web Access, you can refer to the resource
card provided at the beginning of this
presentation.
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Questions???
For more information about advanced feature in
Outlook, please sign up for the Outlook 2007
Advanced Mail Management class. If you have any
further questions about Outlook 2007, please
contact Request_university_computing_at_wcsu.edu.
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Thank you.