Outlook2007Tutorial

BasicEmail
BeginbydoubleclickingonOutlook2007iconinStart/Programs/MicrosoftOfficeortheDesktop. TheopeningscreenofbasicemailservicesofOutlook2007willappear.

ToreadanEmail
Ontheleftistheemailfolderpane.ByclickingontheInbox,youcanseeyournewlyarrivedemailas wellasthatemailwhichyouhavenotyetmovedtoafolderordeleted.NotethattheInboxhasbeen selectedandislistedinthesecondpane.IntheInbox,themessageEmailDemofromWillisStephen M.hasbeenselectedandthemessageisdisplayedthethirdpane.OntherightisaToDoBarwhichwe willaddresspresently. YoucanselectthemessageintheInboxandseeitdisplayedinanewwindow:

 Themessagehasanattachment.Iftheattachmentisselected,itwillbedisplayedinanewwindow:

TocreateanEmail
ClickontheNewbutton

Anewwindowwillopen.NotethevariousToolBarandselectionbuttons TextEditing:Fonts,Size, Boldface,Italics,Text Justification,Indentationetc. Includefor attachments SpellChecker andGrammar

Send Button

Addressee Buttonsand Fields

OptionssuchastheHigh ImportanceSymbol

Tocreateanemail,fillintheaddressandsubjectfieldsandenteryourtext.Performanyediting functionssuchastextformattingorspellchecking,attachafileinyouwish,andthenclickontheSend buttonandtheemailissent.

Theemailisthenreceivedbytheaddressee: NotetheMenuBar.Wewilldiscussitnext.

UseoftheMenuBar
TheMenuBaristhehorizontalbarbelowthetitlebarthatcontainsthenamesofcommanddropdown menus.YoucanclickaMenuBarnametodisplaythatMenuslistofcommands:

Inthisexample,weselectView/ToDoBar/Off.TheresultistoturnofftheToDoBar:

YoucanusetheMenubartocustomizeyourOutlook2007programsappearance,configurations,edit yourtext,andperformmanyotherfunctions.PleaseexploretheMenubarandtheToolBarsto familiarizeyourselfwiththeiroptions.

Finally,perhapsthemostimportantMenuistheHelpitem,asyoucanopenHelpandselectMicrosoft OfficeOutlookHelpandsearchtheMicrosoftOutlooksiteforinstructions,procedures,problem resolutions,etc.

SelectingMicrosoftOfficeOutlookHelpfromtheHelpdropdownmenuwillbringupthefollowing window:

Usethe searchbar tofind information about specific items

Forexample,howdoyouemptytheDeletedItemsFolder?UsetheSearchfunction:

Enterqueryand pressSearch

SelectEmptytheDeletedItemsfolderanddirectionsandinformationaredisplayed:

TheAddressBook
Theaddressbookcontainsthenamesandpossiblyotherinformationabouteveryoneinthe organizationwhosehasanemailaddress.Itisarrangedalphabeticallybylastname.Tousetheaddress book,openOutlookandselectNew.

SelectNew

Thenewmessagewindowwillopen.First,letscustomizetheappearanceoftheMessageformatby selectShowBccandtheShowFrombuttons.

ShowBcc button

ShowFrom button

 TheBlindCarbonCopy(Bcc)buttonandtheFrombuttonwillappearfromnowon.

From button

Bccbutton

SelecttheTobutton:

Selectthe Tobutton

TheAddressBookwindowwillopen:

Therearetwotypesofentries:UsersandDistributionGroups(groupsofusers)Toselectthemessage recipient,typethefirstfewlettersoftheirlastnameintotheSearchfieldandhighlightthepersonor mailboxtowhomyouwishtosendthemessage.SelecttheTobutton(ortheCcorBccbuttons,if desired)andthenselectOK.Theprocesscanberepeatedformultiplerecipients.

TheNewMessagewindowwillreopenwiththeaddresseeintheTofield:

Send

PresstheSendbuttonandthemessageissent:

HowtouseDistributionGroups
ADistributionGroupisagroupofuserswhichcanrangefromasmallgrouptotheentireorganization.It isusedtoemailgroupsofuserswithouthavingtoselecteachrecipient.Toseehowtheywork,again fromtheopeningscreenselectNew/TotogettotheAddressbook:

SelectaDistributionGroup(aboldfaceentrywiththetwopersonicon),inthiscase_Staff.Thenselect theTobuttonfollowedbytheOKbutton:

To button

OK button

Finally,selecttheSendtosendyourmessagetoeveryoneinthe_StaffDistributiongroup.

Send


CreatingNewDistributionLists
Tocreateanewdistributionlist,opentheFilemenuandselectNewandthenDistributionList(orfrom insideOutlook2007,pressCtrl+Shift+L):

IntheNamefield,enteranameforthenewDistributionList,andthenchoosetheSelectMemberstab:

NameField

TheGlobalAddressbookwillopen:

UsetheSearchutilityasyoudidbeforetofindthenewmembersoftheDistributionList.Selectthe peopleormailboxesyouwantintheDistributionListandclickontheMembersbutton,followedbythe OKbutton:

TheselectedmembersareaddedtothenewDistributionList:

Save and Close

SelecttheSaveandClosebutton.ThenewDistributionListwillbesavedtoyourContactsfolderbythe nameyougaveit.

CreatingaNewContact
OntheFileMenu,selectNew,andthenContact(orfrominsideOutlook2007,pressCtrl+Shift+C):

 TheNewContactFormappearsinanewWindow:

 Entertheinformationyouwishtostoreforthiscontact.Tospecifyhowyouwantthecontactsnameto appearintheTofieldofamessage,typethenameintheDisplayAsfield.

Saveand Close

Drop Down button

ToentermultipleentriesforafieldsuchasEmailaddressesorphonenumbers,usetheDropDown buttonnexttothefield.Whenfinished,presstheSaveandClosebutton.

 Toseethenewentry,openOutlook2007,SelectNew,thenTo.WhentheGlobalAddresslistappears, openthedropdownlistunderAddressBookandselectContacts.

 TheContactsWindowwillopendisplayingyourContactList:

NotethattherearetwoentriesforAnnR.Smith,oneforEmailandoneforFax.Notealsothatthe DistributionGroupMailtestcreatedearlierisalsolisted.Tosendanemail,selecttheemailaddressand presstheTobutton:

 SelecttheOKbuttonandtheNewEmailformopens:

Proceedasbeforewiththesubjectandmessagebody,andthensendtheemail.

UsingtheCalendar
AfteropeningOutlook2007,selecttheCalendarbaronthelefthandside:

CalendarBar TheCalendarwillopen:

 Thecalendar,likeotherobjectsinOutlook2007,hasseveralviewsyoucancustomize: DayView:

DayView

WeekView:

WeekView

 MonthView:

MonthView

Tocreateanentry,selectintheCalendarpaneandselectNewAppointment:

 Thefollowingwindowwillopen.FillinthevariousfieldswiththeinformationonName,Date,Time, Location,etc.,andthenselectSaveandClosewhendone.

SaveandClose

Themeetingdateandtimeappear.

New Calendar Entry

 Toinviteotherstothemeeting,selecttheappointmentyoujustmade:

Selectthenew appointment

Thefollowingwindowwillopen:

Invite Attendees

SelectInviteAttendeesandthenextwindowwillappear.

Tobutton

SelecttheTobuttonandtheAddressBookwillopen:

Youmayselectanindividual,asmallnumberofinvitees,oraGlobalDistributionGroup.Youmayalso changetheaddressbooktoyourContactslistforyourpersonalContactsandDistributionGroups,ora

combinationofboth.Here,letsselecttheMailtestDistributionGroupwecreatedearlier.Dropdown theAddressbookwindowandselectContacts.

SelecttheMailtestDistributionGroup,thentheRequiredbutton,thentheOKbutton:

Thefollowingwindowwillappear:

Sendbutton

SelectSendtosendtheCalendarinvitationtotheDistributionGroupsCalendars.Thecalendarentry nowappearsontherecipientsCalendar.

SharingyourCalendarwithothers
ToshareyourCalendarwithothers,intheNavigationPane,selectShareMyCalendar.

ShareMy Calendar

Thefollowingwindowwillappear:

EnterthenameofthepersontowhomyouwanttograntaccesstoviewyourCalendar. Typeasubjectforyouremailmessage. SelecttheAllowrecipientpermissiontoviewyourCalendar. YoumayalsoselectRequestpermissiontoviewrecipientsCalendarifdesired.Thisstepisoptional. ThecompletedShareyourCalendarform:

Tobutton

Subjectfield Allowrecipientto viewyourCalendar button

Requestpermission toviewrecipients Calendarbutton

SelecttheSendbutton.Amessageboxwillappear:

SelecttheYesbutton.Asecondmessageboxwillappear:

 Anemailmessagewillappearintheinviteesmailbox:

Open button

SelecttheOpenbutton.

TheinviteeMailtest2sOutlook2007CalendarprogramwilldisplaytheCalendarentryfromMailtest1

SelecttheCalendarentryforApril26thandthefollowingwindowwillopen.

Finally,afterclosingandopeningOutlook2007,theoriginalCalendarMailtest1willbenowbelistedin theNavigationPaneofMailtest2.

ThisisMailtest2sCalendar

Mailtest1Calendar SelectionButton

SelecttheMailtest1CalendarbuttonandtheCalendarofMailtest1willopen.

SelectedMailtest1 Calendarbutton

AllowingAnotherPersontoManageYourEmailandCalendar
Similartohavinganassistanthelpyoumanageyourincomingpapermail,youcanuseMicrosoftOutlook 2007toallowanotherperson,knownasadelegate,toreceiveandrespondtomeetingrequestsor responsesandtosendemailmessagesonyourbehalf.Youcanalsograntadditionalpermissionsthat allowyourdelegatetoread,create,orhavefullcontroloveritemsinyourExchangemailbox. DelegateAccessismostcommonlyusedbetweenamanagerandhisorherassistant,wherethe assistant(delegate)isresponsibleforprocessingthemanager'sincomingmeetingrequestsoremail messagesandcoordinatingthemanager'sschedule.WhenadelegatehasSendonBehalfpermissions, thedelegatecancomposeanemailmessageandenterthemanager'snameintheFrombox.Recipients oftheemailmessagewillseethetextDelegateNameonbehalfofManagerNamenexttoFrom.

TurnonDelegateAccess
OntheMenuBarselectTools,Options:

ThefollowingWindowwillopen:

SelecttheDelegatestab:

SelectapersonfromtheGlobalAddressList.(Note:thedelegatemustbeapersonintheGlobal AddressList.ItcannotbeapersoninyourContactsListwhoisnotlistedintheHSCsaddressbook.) SelecttheAddbuttonandthentheOKbutton.

TheDelegatesPermissionsdialogboxwillopen.Youcanacceptthedefaultpermissionsorselectcustom accesslevelsforthedelegate.

DefaultConfiguration

Forexample,toallowyourdelegatetomanageyouremail,selectthefollowingpermissions:

Tosendamessagetonotifythedelegateofthechangedpermissions,selecttheAutomaticallysenda messagetodelegatesummarizingthesepermissionscheckbox.Ifyouwant,selecttheDelegatecansee myprivateitemscheckbox. IMPORTANT Delegatecanseemyprivateitemscheckboxisaglobalsettingthataffectsallofyour Exchangefolders,includingallMail,Contacts,Calendar,Tasks,Notes,andJournalfolders.Youcannot allowaccesstoprivateitemsinonlyonefolder. SelectOK.Yourdelegatenowhasaccesstoyouremailbox. ThisfinishestheBasicOutlook2007tutorial.Outlook2007hasagreatdealoffunctionalitynot coveredinthistutorial.PleaserememberyoucangetadditionalinformationviaOutlookHelpon theMenuBar,theMicrosoftOutlookwebpageathttp://office.microsoft.com/en us/outlook/FX100647191033.aspx?CTT=96&Origin=CL100626971033andbooksonMicrosoft Outlook2007and/orOffice2007fromMicrosoftandotherpublishers. Thankyou, OfficeofInformationTechnology