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The first thing you’ll notice, if you have used Outlook mail previously (any version), is a whole
new visual appearance. Gone is the Outlook Bar on the left with the various icons. You’ll also
notice that there are more “items” where the Outlook Bar used to be. You’ll also notice the
screen is more colorful. If you have never used Outlook before, this won’t cause any problems
as we proceed through this tutorial.
Inbox
When Outlook 2007 appears, you will be in the Inbox where the mail you receive is located.
Your Inbox screen should look similar to the image at the top of the next page.
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The mail messages that you receive will be listed in chronological
order.
When you first open Outlook 2007 your screen will normally look like
the image above. As indicated earlier, this is much different than
previous versions of Outlook. We’ll start with the left side of the
screen and work to the right. On the left side of the screen you’ll see an
image similar to the one on the right. This is called the Navigation
Pane. You’ll notice in the top area that it indicates Mail. Below Mail
there is an area called Mail Folders. We’ll show you how to change
things around in these areas, if you desire, in a little while
Below the Mail area you’ll see a series of Buttons: Mail, Calendar,
Contacts, Tasks and Notes. Notice that the Mail button is orange.
This means that this button has been selected (when you opened
Outlook Mail).
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If you click the left mouse button on Calendar, the Calendar
will appear on the right side of the screen and the Calendar
button will turn orange. The same thing will happened when
you click-on Contacts, Tasks and Notes.
Give this a try. When you are finished, click-on Mail once
again.
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There are a number of choices with this
screen. First, notice that there are little
green “check marks” in some of the
boxes. These are the buttons that
currently appear in your Navigation
Pane. If you don’t want a box to
appear, click the check mark - and it
will disappear – and the box won’t show.
If you want to change the order of the buttons, notice the Move Down and Move Up choices
on the right side of this menu screen. If you click-on one of the buttons (like Mail above –which
is blue), and click the Move Down button, you will see Mail move down your button list.
Give both of these options a try and set your buttons as you desire. Most folks who use the
Show Fewer Buttons and Navigation Pane Options like the Navigation Pane Options better, as it
allows you to set your buttons just like you wish.
You have a lot of choices on how to show/add, hide/remove buttons from your Navigation Pane.
You choose the method you like best from the ones we have just shown you.
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Different Views in Outlook 2007
Mail Views
You will notice that you can see a small portion of your incoming e-mail in the middle
portion of the screen and a greater portion in the right side area of the screen. This is the
default view – depending on how you set up your Outlook 2007. There are several different
“ways” to set-up a “view” that you like best. The image you see at the top of Page 2 on this
tutorial is the one that someone at Microsoft thought you’d like best. It is a combination of two
things - Preview Pane (the name for the middle portion of the screen), and Reading Pane (the
name for the right side of your screen). NOTE: depending who set up your Outlook 2007
program, your screen may not look like this. This is not a problem, as we’ll now show you
how to set up the view that you like the best. The second page of this tutorial shows this Preview
Pane and Right Side Reading Pane. Most users like this a lot – this seems to be the most popular
view – that’s why it’s the default. However, many prefer to view each e-mail message,
individually, without the Preview Pane, Reading Pane or anything else.
We’ll show you how to set several different views and you can choose the one you like best.
Outlook 2007 has various combinations of Auto Preview and Reading Pane.
First, we’ll work with the Reading Pane. To view the Reading Pane selections, click-on View
in the Menu Bar and then click Reading Pane. You will see three suggestions to the right of
Reading Pane – Right, Bottom, and Off. Normally, Right is the default. The choice for your
Outlook mail will be highlighted a bit – you can see in our image (below) that Right has a little
square around it.
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Message on Left
Text on Right
Message on Top
Text on Bottom
Now for the last choice. Repeat what you did on the last two pages, but choose Off.
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All of your messages on one
screen – NO Reading Pane
You choose the Reading Pane view that you like the best.
On the next page we’ll show you examples of Auto Preview working with Reading Pane – Right,
Bottom and Off views.
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The below image has Auto Preview on the left and Reading Pane on the right. You can see a
few lines of the message in “Auto Preview,” below the incoming message data.
The below image has Auto Preview on the top and Reading Pane below the message. You can
see a few lines of the message in “Auto Preview,” below the incoming message data.
The below image has Auto Preview ONLY – no Reading pane. You can see a few lines of the
message in “Auto Preview,” below the incoming message data.
As you can see, there are a great number of combinations for reviewing your messages using the
Reading Pane and Auto Preview together. Experiment and choose the combination you like the
best.
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Reviewing messages in the Inbox
To view a message, simply double-click quickly on the message.
For those of you that have used past versions of Outlook, you will quickly notice that Outlook
2007 uses the Tabs/Ribbons of 2007 Office when you are viewing messages and responding to
them. The 2007 Message Tab/Ribbon is enlarged below.
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If this is the first time that you are looking at this
Outlook screen, it would be a good idea to move your
cursor over each item in the Message Tab/Ribbon. As
you move your cursor over an item, you will see a Help
Text box appear – like the image on the right.
Microsoft Office
Button
The Microsoft Office Button
has replaced File in the Menu
Bar. In the upper left corner of
your Outlook 2007 screen you
will see a button similar to the
image on the right. This is the
Microsoft Office Button.
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Click the Editor Options button.
The Editor Options Menu Screen (below will appear). Take a few minutes and click the choices
on the left side of the screen – Popular, Display, Proofing, Advanced and Customize.
Some of these may be too advanced for you now, but you’ll know where they are as you become
more accomplished with Outlook Mail 2007.
Replying to a message
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You then click-in the “white” message area below the To, Cc, Bcc and Subject, and add your
reply/comments to the original message to which you are replying.
After you have made any comments, you can click-on the small “Send” button and your Reply
will be “mailed.”
Forwarding a message
If you desire to forward a message to someone, click-on the Forward button (next to the Reply
and Reply to All buttons), then click-in the To: or Cc: areas. We will be covering Address
Books later in this “tutorial.” At this point, type-in the e-mail address or addresses of those to
whom you want to forward the mail message. If you have more than one address, separate
them with a semi-colon (;). You can move down to the Address Book section if you desire
(Page 15).
Envelopes
Now that you have the “feel” for looking at messages in your Inbox, replying to
and forwarding them, please take a moment to look at the “little envelops” next
to each message. When a message first arrives in your Inbox, and has not been
read, you’ll notice that the envelope is closed.
Once you have read the message, but not replied, the envelope will appear
opened.
When you reply to or forward a message in Outlook 2007, you will notice,
when you view the message again in Inbox, or Sent Items, it will now have a
small arrow attached to the message. These arrows indicate that the message
has been forwarded or replied to. A purple arrow pointing to the left
indicates you have replied to a message, a blue arrow pointing to the right
indicates that you forwarded that message. The arrows will be the same as on
the Reply, Reply to All, and Forward buttons.
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Deleting unwanted messages
If you do not want to keep the message, you can click-on the “X” button, in the
button bar, to send the message to a “Delete folder.”
Note: This is NOT the “x” button in the upper right corner of the screen. If you do click-on
the upper right corner X, it will simply close the message and return you to the Inbox, etc.
We’ll discuss this in more detail later in Folders. When you delete a message in the Inbox, it is
sent to the Deleted Items folder to be “really deleted” or “recovered” later.
Printing a message
If you desire a “printed copy”
of the message you can click-on
the Printer in the Quick Access
Toolbar.
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A Print Menu Screen will appear where you can select the printer on which you would like to
print your message and the number of copies.
First, click-in the area to the right of To: (see arrow at the bottom of the last page). For now,
type-in the e-mail address of the person, or persons, to whom you desire to send this e-mail
message. Next, click-in the area to the right of Cc:. Again, type-in the name or names of
others whom you would like to receive copies of this message. If you type-in more than one e-
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mail address, separate the addresses with a semi-colon (;). If you desire to use the Address
Book, move down to the Address Book section (Page 15).
Now click-in the area to the right of Subject:, and type-in a subject for your e-mail.
Finally, click-in the white area below Subject:, and type-in your e-mail message as you would
any memo to someone. You may move around, edit and change your message just like you
would do if you were in a word processor. Later in this “tutorial,” we will show you how you
may use Microsoft Word as your “e-mail editor,” with all the Microsoft Word features, if you
choose to do so.
Address Books
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When you have clicked-on Reply, Reply to All, or Forward as indicated on Pages 10 and 11 or
created a new e-mail message, Page 13, you will see a screen similar to the one below:
There are several Address Books in Outlook 2007 that you can utilize to send and respond to e-
mail messages. In addition, there are a number of options for entering e-mail addresses into an
Address Book. You will, in all probability, use two address books: Global Address List and
Contacts Address Book.
To access these address books/lists click-on the To: or Cc: “buttons” (see arrows on
the picture above). The Global Address List menu box will appear.
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Global Address List
We’ll look at several Address Lists and explain how each is utilized. First, we’ll look at the
Global Address List. When you click-on either the To:, Cc: or Bcc: buttons the
below Select names: Global Address List screen will appear:
When you are in the Reply, Reply to All, Forward or create a New e-mail message screen, and
need to add additional e-mail addresses, you can still type-in the addresses or use a Global
Address List like the one above.
The Global Addresses List that you see above is created, and updated, when a person at the
institution/business selects to use Outlook mail. The Information Technology Staff places the
new user in the Global Address List. Thus, this address list is a current list of all Outlook mail
users (and it may also include other users who are not on Outlook – depending on your on
campus/business).
To use this list, simply click-on the person whom you want to receive the e-mail (their name
will “turn blue” – see arrows above). Or, you can type their name in the area below
“Search-Name only,” and you will notice that the list of names, below where you typed the
name, moves to all of the persons with that name. Most systems are in last name order. Some
are in first name order. By looking at the name list you can determine how your system is setup.
Then, click-on the To, Cc or Bcc (Blind copy) buttons. This will add the address to those
already in the e-mail (you will see it appear in the area to the right). You can do this for as
many addresses as you desire. When you have finished, click-on OK, and you return to your
message. Arrows in the image above point to each of these items.
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Contacts (in older versions of Outlook – Personal Address Book)
How can you create your own “automatic” address list for someone who is not on the
campus/business Outlook 2007 mail system (especially off campus/business addresses)? There
is a feature called Contacts to take care of this. A contact is just what it indicates. You create
your own Contacts (like a personal address book). First we’ll show you how to get to Contacts
and then how to add and delete addresses.
When you click-on the To:, Cc: or Bcc: buttons (Page 16)
the Select Names Global Address List appears. In the
upper right corner of this menu screen, under Address
Book you will see an area that indicates that this is the
Global Address List. To the right of the title is a small
down arrow, click-on the down arrow and a menu screen
similar to the one at the right appears.
Notice, the
Select Names:
Contacts menu
screen (left
image) now
indicates
Contacts in
the upper
right corner.
Also, notice
the e-mail
addresses on
the menu
screen. These
are e-mail
addresses that
you would add
to your
Contacts list.
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To add the addresses in Contacts, to an e-mail message, simply repeat the procedure outlined
in the Global Address List. Click-on the name, to whom you desire send the e-mail (on the left
side), then click-on the To:, Cc: or Bcc: buttons to add that name to these areas. Again, you can
add as many names as you wish. When you have finished, click OK and you will be taken back
to the e-mail that you want to send. You can then continue to creating a new e-mail or editing the
contents of one that you are working with.
Adding names as you type the e-mail addresses in the To or Cc areas of the
message
If a person’s e-mail address is not currently in your Global Address List or Contacts, you can
add it while you are in the process of sending them a message. In the area to the right of To or
Cc, TYPE-IN the e-mail address for the person or persons you wish to receive your e-mail. If
you type-in several addresses, separate them with a semi-colon ( ; ). Click away (somewhere
else on the screen) from the address you typed. You will notice that, in a few moments, the
addresses will become underlined.
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The Contact entry menu screen appears below.
Normally, the first part of the e-mail address you entered before the “@” symbol will
appear in the full name box. To change this to a logical full name click-on the Full Name…
button (as indicated by the arrow above).
You can now fill in the applicable areas for the person’s
mailing address, if you desire. To do this click-on the
Address down triangle (see arrow at right). Click-on
Business, Home or Other.
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You will notice that your Address area changes
to your selection (we chose Home…). After
you make your selection (Business, Home,
Other), type the address in the small box to the
right of your selection.
You will now return to your message. To add additional names to your Contacts Address Book
repeat the above process again.
When you are in the Contact screen (at the top of the last page) – notice that there are a lot of
other tabs and areas which you may also use to enter information about a person.
To observe that the contact you entered has been added to your Contacts, click-on either the
To, Cc or Bcc buttons in your message screen. When you have clicked one of the buttons, you
will go to the Global Address List screen again. Click-on the down arrow in the upper right
corner, and move down the menu and click-on Contacts (Page 18). You will see the address
you added. When you have a lot of addresses, you will have to use the up and down elevator
bar to view your addresses. Outlook automatically alphabetizes the names as you enter them.
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Adding Names to your Contacts as you receive e-mail in your Inbox
Big Note: Right-clicking on an e-mail address also works when you receive a
message from someone! If you know that an address is not in your Contacts, RIGHT-CLICK
on the address and add it as you did above. This really saves a lot of time. You know it’s a
good address, because you received their message!
Many times, friends will write you (the old fashioned way) or call you on the
phone and furnish their e-mail address. So, there is still another way to add their
e-mail address to your Contacts. In the button bar, below the Menu bar, you
will notice a “small book” (like the one on the right). When you run your cursor
over the book it will indicate: Address Book. You can click-on it and add names to your
Contacts. Click-on the “book” and the following screen will appear.
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It should look similar to the image on the
right. Make sure that New Contact is
highlighted in blue in the Select the entry
type: in the top portion of the screen.
Notice that the Untitled - Contact screen is similar to the one you used to enter e-mail
addresses as you typed them into messages, or used when you copied addresses from you
Inbox again appears – with a notable exception – there is no name in Full Name… or E-mail
address in E-mail.
So, fill in the name of the person in Full Name… and enter their e-mail address in the E-
mail area. You can enter other information as you did previously, as you desire.
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When you have entered the information, your screen should look similar to the image on the
left. When you have entered the information you desire, in the appropriate areas, click Save and
Close to add this person to your Contacts list.
Once you begin using Outlook 2007 Mail you can check on a person’s “information” by
right-clicking the mouse on their name in the To, Cc or Bcc areas. In the pop-up menu
that appears, click-on Properties. If they are in your Global Address Book you will “see” how
the system administrator entered the information. If they are in your Contacts list, you will see
the Contacts screen similar to the one on the last page. This is very handy if you desire “quick”
information about a person in your system.
To create a Personal Distribution List you will need to be in the Inbox, Sent
Items, or Deleted Items (you can be in other main screens when you are more
familiar with Outlook 2007). You will need to be in a main screen where you
can see the little Address Book button, click-on it.
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Then, click-on OK.
The following Untitled – Distribution List menu screen will now appear:
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in your Distribution List, to the group. Later we’ll show you how to remove and add members as
you update your list.
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By using either the Global Address
List, or your Contacts you can
create your Distribution list. Click-
on the small down arrow in the
upper right corner of the Select
Members screen and select the group
you want.
Note: You do not need to have someone in either the Global Address List, Contacts or
another list to have them in your Distribution List. If they are in neither, simply type a semi-
colon (;) at the end of the last address on the right side, and then type-in the person’s e-mail
address. They will be included in your list.
When you have added all the names you desire, click-on OK.
When you upgraded, you should have saved a file called a PAB (Personal Address Book) and
incorporated it in your Outlook 2007 setup. This file contained all of the names that you placed
in your Personal Address Book in previous versions of Outlook. So, for you “old hands,” you
may use not only all of the files in your Global Address Book and Contacts, you may also use
your Personal Address book that you used previously. If you did not save the PAB file and
replace the PAB file that was loaded with Outlook 2007, the Personal Address Book names will
not be available. Your technical staff may have also indicated that they removed the Personal
Address Book option and included these addresses in your Contacts. If you have a question here,
ask you technical staff for assistance.
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You should now return to the Distribution List screen. Your screen should look similar to the
one below. You’ll see the name of your Distribution List in the Name: area and the names of
the Members in the area below.
To remove members from the list simply click once on the member and then click-on the
Remove button. You’ll notice that they are removed from your list.
To add new members, simply repeat the steps on pages 24 to 26. Click-on the Select
Members button and add them as you did before.
When you have made all the changes you desire, click-on the Save and Close button in the
screen above.
Any time you desire to make changes to this Distribution List, just double-click quickly
on a list and you’ll be taken to that Distribution List screen that you used to create the list.
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Sending Messages using your Distribution List
To send a message to everyone on your Distribution Lists, use the same steps that you used for
sending a message to a single person. Either type in the name of the Distribution List in the To:,
Cc:, or Bcc: areas of your message (e.g. Lunch Bunch), or use the Select Names box, like you
did on pages 16 to 18, but select your Distribution List like you would select a name.
Folders
NOTE: For Outlook 98, 2000 and XP/2002 users, you probably noticed that the Outlook
Bar, on the left of the screen, had been replaced by a whole new folder and icon area
(Navigation Pane). No longer are there Outlook Shortcuts, My Shortcuts and Other
Shortcuts areas. The prior Outlook Today icon has been replaced by a mailbox with your
name on it. We’ll review the new Navigation Pane, that we introduced at the beginning of
the tutorial, that replaces the Outlook Bar.
When you first opened Outlook 2007, the area to the left of the
screen looked something like the image to the left. The icons you
see take you to different features of Outlook (Calendar, etc.) or
contain e-mail.
The icons we are concerned with in this tutorial are the ones that
pertain to e-mail and hold messages (e.g. Inbox, Sent Items,
Deleted Items).
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You can create special folders called Personal Folders for
various “groups” of e-mail (some of these on the right are –
Microsoft, Dell, Tutorials, etc). As you receive or send e-mail
related to a “group” you can move the e-mail to that folder so
that you can find the items easily, without having to search all
of your mail. You can still delete these items when they no
longer apply and delete the folder when you are finished
with it.
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Notice that a new Personal Folder (My Junk) has been
added to your Personal folder area.
To “move” a single e-mail message from one folder (Inbox, etc.) to another folder (Personal
Folder), you simply click-on the e-mail message, you want to move, hold down the left
mouse button, and drag the message to the Personal Folder.
In the image above we clicked-on the highlighted message, held down the left mouse button,
and dragged the message from the Inbox to the My Junk folder. You will notice, as you are
“dragging” your e-mail message, a small box appears “attached” to the cursor arrow. The
cursor changes to a circle with a line through it (when you are over an area where you can’t
drop your message), and then changes again to the box with the arrow when you have the
cursor over a Personal Folder icon. When you have the box symbol over your Personal
Folder, release the left mouse button. This will move the message from one folder to another.
Try this with one of the messages in your Inbox.
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Moving Several Messages
To highlight several
messages you need to learn a
new skill. If you hold
down one of the Ctrl
keys (at the bottom of the
keyboard – one either side of
the Space Bar) and then
click-on several messages,
you’ll notice that as you
click each message it is
highlighted (like image on
left).
When you are ready to move the group of messages you highlighted, simply click-on any of
the highlighted messages, and immediately hold down the left mouse button, and then
drag all the messages to the folder where you want the messages. If you click-on one of the
messages and don’t drag the cursor immediately, this will “turn-off” the multiple message
selections and you’ll have to start again. It’s kind of tricky. So the first time that you try this, if
it doesn’t work – try again.
If you ever desire to “turn-off” the multiple highlights, you simply click-on any message and that
will remove the highlights and select the message on which you clicked.
You can still delete the messages when you no longer desire to retain them.
To delete a message, you have already learned that you can click-on the message and then on the
“X” in the button bar (not the X in the upper right hand corner). If you click-on the upper
right hand corner X this will simply close the message and return you to the Inbox, etc.
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When you delete an e-mail message in your Inbox, Sent Items, or a Personal Folder, this
places the message in the Deleted Items “trash can.” You can “drag” an item from Deleted
Items to any folder to retrieve it, or use the methods above to recover a message to a folder.
To “really” delete an e-mail message in the Deleted Items Folder, you can click-on the
message and click-on the “X” button, or tap the Delete key. Outlook 2007 will ask you if you
“really” want to delete the message. When you say “yes,” it’s gone. To delete several
individual messages at once, click-on the first message, then hold down the Ctrl key, and
while holding down Ctrl, click-on the other items. You will see that they turn “blue,”
indicating that you are “marking” them (just like we covered before). Now click the “X” button
or tap the Delete key. If you want to delete ALL of the items in the Delete Items trash can,
click-on Edit in the Menu bar and then Select All. Then, click-on the “X” button or tap the
Delete key.
When you are sending an e-mail message and want to “include” an attachment it’s relatively
easy. When you are in the Untitled-Message, the Forward or Reply screens, you will notice a
“paperclip” Attach File in the Message Tab/Ribbon.
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This paperclip (Attach File) is the button that allows you to insert an attachment in your e-
mail message. Click-on the paperclip. The following Insert File menu screen will appear.
When you or, another person, receives this attachment, all you/they have to do is double-click
on the attachment and it will load into the proper program! Or, you can right click on the
attachment, and a menu will appear that you can use. Once you have the document in its
normal “environment,” you can save it, etc. Pretty neat!
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Calendar
A Calendar tutorial has been created for Outlook. You can receive a copy of this tutorial
by sending an e-mail to the address at the end of this tutorial.
You will need to be in the Inbox, Sent Items, Deleted Items or one of your folder screens to
do this.
The Out of Office Assistant menu screen at the top of the next page will appear.
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Type the message that you want others to automatically receive when they send an e-mail
message to you. Then click-in the small circle to the left of I am currently Out of the Office.
This message will be sent to each person the first time that they send you an e-mail message
telling them that you are away from the office.
Auto-Signature
There is an Outlook 2007 feature, which allows you to
place a “designed” signature at the end of your e-mail
messages. You will need to be in one of the Main areas of
Outlook 2007 to create a signature (Inbox, Sent
Items, Deleted Items, etc.).
To activate this feature, click-on Tools in the Menu Bar. When the drop down menu appears,
click-on Options.
The Options menu screen at the top of the next page will appear.
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When the above screen appears click-on the Mail Format “Tab” (see top arrow above). In the
lower portion of the Options menu screen you will see an area called Signatures. Click-on
the Signatures… button in this area (see lower arrow above).
The following
Create Signature
menu screen will
appear.
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When the New Signature menu screen appears, type
a “name” for your signature in the area under Type a
name for this signature:
You can type anything you desire for your signature (in the Edit signature area). You can type
just your name, or name, title, phone, FAX, etc. It’s your signature.
Notice that there are several buttons below the Edit signature text – Font, Font Size, Bold,
Italics, Underline, Color, etc. If you desire to change the font of your signature, highlight the
text that you desire to change, and then click-on the Font button and select your font – then
click OK in the Font menu screen. You can have several different fonts in your signature if you
desire – as well as color.
When you have the signature you desire, click the OK button. This will take you back to
the Options menu screen. Click OK again.
From now on, when you create a new message, reply to one, or forward one, you will see that
you signature is automatically added at the end of the message.
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If you desire to edit your signature, or create a new one, follow the process above, and choose
the logical buttons to Edit, Remove, or create a New signature.
To get a feel for how this works, please read the Introduction to Microsoft 2007 Office
tutorial. In this tutorial you will see how the Word Tab/Ribbons work to assist you as you are
creating, editing and enhancing your Word documents.
As soon as you create a new e-mail message, respond to or forward a message, all of the Word
Tab/Ribbons to enhance your messages are available.
When you create a new message the Message Tab/Ribbon (shown below) automatically
appears. You’ll notice that you have Message Groups on your Tab/Ribbon to assist you as you
create your message – Clipboard, Basic Text, Names, Include, Options and Proofing.
Create a new message and then try out the features on the Message Tab/Ribbon.
Tab Ribbon
Groups
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The Format Text Tab/Ribbon
When you are typing your e-mail messages you will have all of the power that is inherent in
Microsoft Word 2007.
If you do, an Outlook Web Access tutorial has been created –similar to this one – to assist you.
Simply send an e-mail to address below to request a copy.
http://www.officetutorials.com
This site is updated frequently with tutorial revisions as well as tutorials from a number of
collegiate institutions. Please feel free to visit and down load as you desire.
This has been an introduction into the basics of Outlook 2007 mail. If you have any questions
about Outlook 2007, or comments on this tutorial, please contact:
murray.t@lynchburg.edu
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