Outlook 2007 Introduction

Outlook 2007 Introduction
Outlook 2007
Introduction
Table of Contents
Preparing a Message ............................................................................................................................ 5
Creating a Message ......................................................................................................................... 5
Entering the Subject ......................................................................................................................... 5
Subject Hyperlinks ............................................................................................................................ 5
Sending the Message ....................................................................................................................... 6
Addressing a Message ......................................................................................................................... 6
Addressing a Message Manually...................................................................................................... 6
Sending a BCC ................................................................................................................................. 6
The Global Address List ................................................................................................................... 7
AutoComplete Addressing ................................................................................................................ 7
Distribution Lists ................................................................................................................................... 8
Creating a Distribution List ............................................................................................................... 8
Addressing a Message to a Distribution List .................................................................................... 9
Expanding a Distribution List ............................................................................................................ 9
Typing and Formatting Text ...............................................................................................................10
Typing Text .....................................................................................................................................10
Formatting Text...............................................................................................................................11
Setting the Message Format ..........................................................................................................11
Message Options ................................................................................................................................12
Message Importance ......................................................................................................................12
Delivery Options .............................................................................................................................12
Message Tracking ...............................................................................................................................13
Tracking Options.............................................................................................................................13
Voting Buttons ................................................................................................................................14
Attaching Files ....................................................................................................................................16
Attaching Files ................................................................................................................................16
Attachment Options ........................................................................................................................17
Signatures ............................................................................................................................................17
Resending Messages..........................................................................................................................19
Recalling Messages ............................................................................................................................20
Checking Spelling ...............................................................................................................................21
Checking the Spelling of a Message ..............................................................................................21
Automatic Spell Check ...................................................................................................................22
Inserting Hyperlinks ............................................................................................................................22
Inserting Images ..................................................................................................................................23
Stationery and Themes.......................................................................................................................25
Flagging Messages .............................................................................................................................26
Message Categories ...........................................................................................................................27
Overview .........................................................................................................................................27
Assigning Categories ......................................................................................................................27
Customising Categories .................................................................................................................28
Quick Click ......................................................................................................................................28
New Mail Notification ..........................................................................................................................29
Viewing Messages in the Inbox .........................................................................................................30
Reading Messages ..............................................................................................................................31
© Hewlett-Packard 2007 Page 1 of 121

Viewing Attachments ..........................................................................................................................32

File Attachments .............................................................................................................................32
Reading Layout in Word 2007 ........................................................................................................33
Attachment Options ........................................................................................................................33
Replying to a Message .......................................................................................................................34
Time Saver .....................................................................................................................................35
Forwarding a Message .......................................................................................................................35
Deleting a Message .............................................................................................................................35
Out of Office Assistant .......................................................................................................................36
The Reading Pane ...............................................................................................................................37
AutoPreview ........................................................................................................................................37
Message Views ....................................................................................................................................38
Sorting Messages ...............................................................................................................................39
Arranging Messages ...........................................................................................................................39
The To Do Bar ......................................................................................................................................40
Viewing the To Do Bar ....................................................................................................................40
Customising the To Do Bar ............................................................................................................41
Outlook Today .....................................................................................................................................42
What is Outlook Today? .................................................................................................................42
Customising Outlook Today ...........................................................................................................43
Text AutoCleanup ...............................................................................................................................43
Printing Messages ..............................................................................................................................44
Print Preview...................................................................................................................................44
Printing Messages ..........................................................................................................................45
Print Styles ..........................................................................................................................................46
Overview .........................................................................................................................................46
Modifying Print Styles .....................................................................................................................46
Reply and Forward Settings...............................................................................................................47
Mailbox Cleanup ..................................................................................................................................48
Viewing your Mailbox Size ..............................................................................................................48
Finding Items to Clear ....................................................................................................................48
Emptying the Deleted Items Folder ................................................................................................49
Selecting Messages ............................................................................................................................49
Managing Deleted Messages .............................................................................................................50
Creating Folders ..................................................................................................................................51
Moving and Copying Messages ........................................................................................................52
Moving by Drag and Drop ...............................................................................................................52
Move to Folder and Copy to Folder ................................................................................................52
Move and Copy Shortcuts ..............................................................................................................53
Managing Junk Mail ............................................................................................................................53
Setting Junk Mail Options ...............................................................................................................53
Search Folders ....................................................................................................................................54
Finding Messages ...............................................................................................................................55
Creating Rules .....................................................................................................................................56
Undoing Commands ...........................................................................................................................57

Saving Drafts .......................................................................................................................................58

Removing Attachments from Messages ...........................................................................................59
Viewing the Folder List .......................................................................................................................59
Setting Favourite Folders ...................................................................................................................61
Creating Shortcuts to Folders ...........................................................................................................61
Adding Shortcuts ............................................................................................................................61
Adding Non-Outlook Items as Shortcuts ........................................................................................62
Shortcut Groups..............................................................................................................................63
Viewing the Calendar ..........................................................................................................................64
Calendar Activities ..........................................................................................................................64
Creating Events ...................................................................................................................................64
Annual Events.................................................................................................................................65
Creating Appointments ......................................................................................................................66
Show As ..........................................................................................................................................67
Editing Events and Appointments ....................................................................................................67
Moving or copying an event or appointment ..................................................................................68
Deleting an event or appointment...................................................................................................69
Recurring Appointments ....................................................................................................................69
Intervals ..........................................................................................................................................70
Scheduling Meetings ..........................................................................................................................70
Finding a Suitable Meeting Time ....................................................................................................72
Receiving Meeting Invitations............................................................................................................73
Proposing New Meeting Times ..........................................................................................................74
Viewing Proposed Meeting Times ..................................................................................................75
Allowing Invitees to Propose Times................................................................................................75
Processing Meetings Automatically .................................................................................................76
Checking Meeting Status ...................................................................................................................76
Emailing your Calendar ......................................................................................................................77
Entering AutoDates .............................................................................................................................78
Adding Time Zones .............................................................................................................................79
Adding Holidays ..................................................................................................................................80
Setting Reminders ..............................................................................................................................81
Calendar Views ....................................................................................................................................83
Day/Week/Month View ...................................................................................................................83
Additional Views .............................................................................................................................83
Viewing Contacts ................................................................................................................................84
Creating Contacts ...............................................................................................................................84
Creating Contacts from the Same Company....................................................................................86
Finding Contacts .................................................................................................................................87
Emailing Contacts ...............................................................................................................................87
Sending Messages to Contacts ......................................................................................................87
Contacts with Multiple Email Addresses ........................................................................................88
Forwarding Contact Details ...............................................................................................................89
Adding a Contact to your List .........................................................................................................89

Contact Distribution Lists ..................................................................................................................89

Addressing a Message to a Distribution List ..................................................................................90
Contact Activities ................................................................................................................................91
Assigning Contacts to Notes ..........................................................................................................92
Creating Business Cards ...................................................................................................................92
Adding a Business Card to your Signature ....................................................................................94
Forwarding a Business Card to Colleagues ...................................................................................95
Creating Contacts from Messages ....................................................................................................95
Contact Views ......................................................................................................................................96
Business Card View .......................................................................................................................96
Additional Views .............................................................................................................................97
Duplicate Contacts ..............................................................................................................................98
Setting a Contact's Email Format ......................................................................................................98
Word Mail Merge with Contacts .........................................................................................................99
Printing Labels for Contacts in Word .............................................................................................100
Viewing Tasks ...................................................................................................................................103
Creating Tasks ..................................................................................................................................103
Flagging Messages as Tasks ...........................................................................................................104
Editing and Completing Tasks.........................................................................................................105
Scheduling Tasks in the Calendar ..................................................................................................106
Assigning Tasks ................................................................................................................................107
Receiving an Assigned Task ........................................................................................................108
Task Views .........................................................................................................................................109
To Do List .....................................................................................................................................109
Tasks ............................................................................................................................................109
Additional Views ...........................................................................................................................110
Task Reminders ................................................................................................................................110
Recurring Tasks ................................................................................................................................111
Intervals ........................................................................................................................................112
Viewing Notes ....................................................................................................................................113
Creating Notes ...................................................................................................................................113
Distributing Notes .............................................................................................................................114
Attaching Notes to Outlook Items .................................................................................................114
Saving Notes in Text Format ........................................................................................................115
Placing Notes on the Desktop ......................................................................................................116
Editing and Formatting Notes ..........................................................................................................116
Formatting Notes ..........................................................................................................................116
Note Options ......................................................................................................................................117
Viewing the Journal ..........................................................................................................................118
Creating Journal Entries ..................................................................................................................119
Recording Files .............................................................................................................................120
Recording Other Activities ............................................................................................................121
Automatic Journal Entries ...............................................................................................................121

Preparing a Message
Creating a Message
A new mail message can be created in one of the following ways:
 Choose Actions, New Mail Message

 Press [Ctrl N]
 Double click in the blank area of the Inbox, under the last message header
 Click on the New Mail Message button on the Standard Toolbar
Entering the Subject
Once the message has been addressed, it is important to enter a meaningful subject to help the recipient to
prioritise and organise their received mail.
Some useful ways to begin the subject are listed below.
Prefix Meaning
FYI: For Your Information - follow with a brief description of the item sent.
Action: Action Requested - follow with a brief description of the task.
Feedback: Feedback Requested - follow with a brief description of the item sent.
Reply Req: Reply requested/needed
Appt Req: Request for Appointment
Subject Hyperlinks
You can add hyperlinks to the subject of your messages, so that recipients can just click on the message
subject to show a relevant web page on the Internet or your company intranet.
 Click in the subject line of the message and type the URL of the web page you wish to hyperlink
to
 Complete and send the message as normal

Sending the Message
Messages can be sent in one of the following ways:
 Choose File, Send

 Press [Ctrl Return]
 Click on the Send button in front of the To, Cc and Bcc button
Addressing a Message
Addressing a Message Manually
To address a message manually:
 Click in the white text box next to the To button and type the recipient names, typing a semi-colon
(;) between multiple names
 Click in the white text box next to the Cc button and type the names of the recipients to receive a
courtesy copy of your message
You can send a message to an external email address by typing the full email address e.g.
first.surname@company.com
Sending a BCC
If you wish to send a courtesy copy to a recipient without their name appearing in the address list of the
message, you can enter their name into the Bcc field:
 Click on the Options ribbon

 Click on the Show Bcc button in the Fields group
 Enter the names of the recipients you wish to add send a blind courtesy copy to

If a recipient clicks on the Reply to All button in your message, the reply will be sent to the message sender
and all names in the Cc list. Recipients in the Bcc list will not receive the reply.
The Global Address List
To address the message from the Global Address List:
 Click on the To or Cc button to show the GAL

 Type the each letter of the recipients name to scroll the list automatically
 When the name has been located, click on To, Cc or Bcc as required
 When all addresses have been added, click on OK
If you wish to send messages to people in your Outlook Contact List, rather than from the Global Address List,
click on the drop-down arrow of the Address Book list and choose Contacts.
AutoComplete Addressing
Outlook remembers all of the email addresses you type manually into your email messages. When you
start to type an email address that is similar to one you've used previously, Outlook will complete the
address for you automatically.
If a choice of names are available, these will appear in a list - use the arrow keys or click the mouse to
select the name you wish to use.

If you want to enter a different name, continue typing as normal.
If a name appears in the AutoComplete list that you don't want to show in future, use the arrow keys to select
the name and press [Delete] to remove it from the list.
Distribution Lists
Creating a Distribution List
Distribution lists are created through the Address Book in the Inbox:
 Click on the Address Book button on the Standard Toolbar

 Choose File, New Entry
 Choose New Distribution List and click on OK
 Click in the Name box and enter a name for the distribution list
 Click on the Select Members button in the Members group of the Distribution List ribbon
 Choose each name to be added to the distribution list, clicking on the Members > button after
each name
 Choose OK when the list is complete

 Click on the Save and Close button on the ribbon
 Close the address book using the X in the top-right corner of the window

To edit a list, click on the Address Book button and choose Contacts from the Address Book list. Double-
click on the list you wish to edit.
Addressing a Message to a Distribution List
Messages can be sent to all members of the list by clicking in the To field and typing the name of the list. If
the name is accepted, it will be displayed in bold & underlined after a few seconds. Click on the Check
Names button on the ribbon or press [Ctrl K] to speed up the process of checking your distribution list
name.
If you are unsure of the distribution list name:
 In the new message, click on the To button

 Click on the drop-down arrow of the Address Book list and choose Contacts
 Choose the name of the distribution list and click on To
 Click on OK to return to your message
Expanding a Distribution List
When you address a message to a distribution list, a + symbol will appear in front of this name. You can
click on this to expand the list and show all members. You can then remove specific members who you do
not wish to send the message to.

When you expand the list, you will be warned that you won't be able to collapse the list again. Click on OK
to accept this message.
Expanded list:
Typing and Formatting Text

Typing Text
To enter text in the message, simply type it. Text will appear at the cursor position - the flashing vertical line
in the message area. As you reach the end of the line, text will automatically wrap onto the next line. To
end a paragraph, press [Return].
Web page URLs can be added to a message by typing the URL in full e.g. http://www.webpage.com. When the
recipient clicks on the URL, their default browser will be launched and page displayed.
Unwanted text can be deleted in one of the following ways:
Press To Remove
[Delete] The character to the right of the cursor
[Backspace] The character to the left of the cursor
[Ctrl Delete] All text from the cursor to the end of the word
[Ctrl Backspace] All characters from the cursor position to the beginning of the word

Formatting Text
If you have your message set to HTML or Rich Text format, you can format your text by changing fonts,
sizes, paragraph alignment, bullets, etc.
Basic formatting can also be applied as follows:
 Select the text to be formatted

 Click on the More Options button in the Basic Text group of the Message ribbon
 Choose all character formatting for the text by setting the Font, Font Style, Size and Effects
 Click on OK
If you have Word 2007 installed, you can also use the Format Text ribbon to apply formatting to your email
message, including applying styles, adding borders, etc.
Setting the Message Format
There are three formats for creating messages in Outlook:
Format Description
Plain Text will be typed in the Consolas font, size 10.5 and cannot be formatted in any way using
Text other fonts, sizes, colour, bullets, etc.
HTML Text can be changed to any font, size or colour as required. Other formatting such as bullets
can also be applied. Pictures and horizontal lines can be inserted within the text of the
document.
Rich Text changed to any font, size or colour and other formatting such as bullets can also be
Text applied. This format is recognised by many email applications but always check that the
recipient of the message can read this format before sending it. This text format is not
recognised by all email applications so should only be used when sending to Outlook
recipients.

To change the format of your message:

 In the Format group, click on Plain Text, HTML or Rich Text as required
The title bar shows the message format you are currently using:
Message Options
Message Importance
The importance of a message can be set to high or low using the High or Low Importance buttons on the
Message ribbon. The message will be flagged with an exclamation mark if high importance is given, or with
a down-arrow if low importance is given.
Importance Button Example
High
Low
Delivery Options
The following delivery options can be set for a message you are sending:
Option Description
Have Replies Sent to… Automatically sends replies to the message to another user
Do not deliver before Sets a date and time at which the message will be delivered
Expires After When the message has expired, a line is placed through the message so
that the recipient can see that it is no longer valid
To set delivery options for a message:
 Click on the More Options button in the Options group of the Message ribbon
 Check the Delivery Options you wish to enable
 If Have Replies To is checked, click on the Select Names button and choose the person you wish
to receive replies to the message

 If Do Not Deliver Before is checked, click on the drop-down arrow next to this option and choose
the date on which you wish to deliver the message. Choose the delivery time from the next drop-
down list
 If Expires After is checked, click on the drop-down arrow next to this option and choose the date
on which the message will expire. Choose the expire time from the next drop-down list
An expired message will show with a line through it in the Inbox.
Message Tracking
Tracking Options
There are two options that can be set to allow you to track the progress of your message:
Option Description
Request a Delivery Receipt This will send you a notification when this message has been delivered
successfully
Request a Read Receipt This will send you a notification when the message has been opened by
each recipient
To set tracking options:

 In the Tracking group, check each type of receipt you wish to receive

If you receive a message for which the sender has requested a receipt, a warning will show when the
message is opened:
If you click on Yes, a message will be sent back to the sender of the message, informing them when you
opened the message.
Voting Buttons
When voting buttons are added to a message, a new toolbar is displayed at the top of the message on
receipt. This toolbar contains buttons that are clicked to vote for a choice. When a vote has been made, the
sender of the message will receive a message of notification.
To add voting buttons to a message:

 Click on the Use Voting Buttons drop-down arrow
 Choose one of the default sets of voting buttons, or click on Custom to create your own
If creating your own buttons:
 Ensure the Use Voting Buttons box is ticked

 In the text box next to this check box, enter the labels you wish to appear as voting buttons,
separated by semi-colons
 Click on Close

The above voting button options would result in the following being displayed in the received message:
The recipient will use the Vote button on the Message ribbon to cast their vote.
They will then be given the choice of sending the message or editing the message to add comments before
sending.

You can see a summary of votes at any time by opening the original message in the Sent Items folder and
clicking on the Tracking button on the Message ribbon.
Attaching Files
Attaching Files
Files can be attached to the message in the following way:
 Click on the Attach File button on the Message ribbon
 Click on the drop-down arrow in the Look In box and select the drive on which the document is
stored. Double click on the required folder and select the file to be attached
 Click on Insert to add the files to the message
 The drop-down arrow of the Insert button offers the following options:
Option Description
Insert A copy of the file is attached to the message as a separate item - any
changes made by the recipient will not be reflected in your original file. This
is the default option for inserting files.
Insert as Text The text of the file is inserted into the message body - useful if the recipient
does not have the application in which the file was created.
Insert as Hyperlink A text link is added to the message which the recipient can click to open the
original file. There are a number of benefits to using hyperlinks - if any
changes are made the file after the shortcut has been sent, these changes
will still be available when the recipient opens the file.
The Insert as Hyperlink option is only available if you are using Rich Text Format for your message. As the
file itself is not being sent, only a link to the file, the size of the message will be reduced.
By default, Outlook blocks potentially dangerous attachments that could be used to spread viruses. When
you attempt to attach a file with one of the following extensions, you will be asked if you wish to attach this
type of file.

If you click on Yes, the file will be sent, but may not be accessible by the person you are sending it to.
Common types of files that are blocked by Outlook are Access database files (.mdb), program files (.exe) and
screen saver files (.scr)
Attachment Options
After attaching a file, you can view the Attachment Options task pane to show additional attachment
choices.
 Click on the More Options button in the Include group of the Message ribbon
 If you are sending an image file, the Options pane will allow you to resize the image to make the
message smaller
Signatures
As well as using signatures to add specific text to the end of all email messages sent, you can also use
these to enter commonly typed text. Outlook 2007 allows you to set as many signatures as you like, and
insert these as required in your messages.
To create a signature:
 Choose Tools, Options

 Click on the Mail Format tab, then on the Signatures button
 Click on the New button to create a new signature
 Type a name for the new signature, then click on OK

Click in the Edit Signature area and type all text to appear at the end of each message.
Format text using the toolbar above the signature text box, and use the following buttons to add images
and hyperlinks to your signature:
Button Add Instructions
Image Click on the drop-down arrow of the Look In box and choose the drive the
image is on. Choose the folder, then select the image and click on Insert
Hyperlink Type a URL into the Address box, or use the folder structure to locate the file
you wish to link to
To set the default signature used for messages:
 Click on the drop-down arrow of the New Messages box and choose the signature to use when
you create new messages from your Inbox
 Click on the drop-down arrow of the Replies/Forwards box and choose the signature to use
when replying to a message, or forwarding a message to another user
 Click on OK
 Click on OK to return to the Inbox
If you have multiple signatures created, you can insert a signature at any point in a message by clicking on the
drop-down arrow of the Signature button in the Includes group of the Message ribbon.

Resending Messages
It may be necessary to resend messages, either as they were originally sent or with changes.
 Click on the Sent Items folder in the navigation pane

 Double click on the message you wish to resend
 Click on the Other Actions button on the Message ribbon and choose Resend This Message
 Make any changes to the new version of the message, then click on Send to send again

Recalling Messages
To attempt to recall a message sent in error:
 Click on the Sent Items folder in the navigation pane

 Double click on the message you wish to resend
 Click on the Other Actions button on the Message ribbon and choose Recall This Message
 A message will ask if you wish to delete all unread copies of the message. Click on OK

The recipient of the original message will receive a recall message in their Inbox. When they double click
on this, they will be told that the sender wishes to recall the message.
Checking Spelling
Checking the Spelling of a Message
Click on the Spelling button in the Proofing group of the Message ribbon to check the spelling of the
message.
When an error is found, the following options are available:
 Click on a replacement word in the Suggestions list or edit the red text as required
 Choose Change to change this occurrence of the word or Change All to change all occurrences in
the message
 Click on Ignore to ignore this occurrence of the word
 Click on Ignore All to ignore all occurrences of the word in the message
 Click on Add to add the word to the custom dictionary - this is useful for names of people, etc. that
do not appear in the standard dictionary

You can also press F7 to check the spelling of your message.
Automatic Spell Check
Outlook can be set so that messages are automatically spell checked before they are sent.
 From the Inbox, choose Tools, Options

 Click on the Spelling tab
 Under General Options, check the box to Always Check Spelling before Sending
 Click on OK
Inserting Hyperlinks
A hyperlink is a link to a file or website. Hyperlinks appear as underlined text and, when clicked, will
activate the target automatically. The following types of hyperlinks can be inserted into an Outlook
message:
 A link to a website
 An email link to create a new Outlook mail message automatically.
 A link to a file or a shared drive
Hyperlinks can be added to any message, whether created in plain text or HTML format.
In HTML and Rich Text format, insert hyperlinks as follows:
 Position the cursor where the link should appear

 Click on the Insert ribbon, then on the Hyperlink button in the Links group
 Type the text to appear as the hyperlink - this is the text the recipient will click on to follow the link
 From the left-hand pane, choose to link to an existing page, a particular place in the current
message or an email address
 Enter the address of the web page to link to, or select the file on a shared drive. If creating an
email link, type the email address to link to, as well as the subject for the email that will be created
 Click on OK

You can also insert a hyperlink simply by typing the target for the hyperlink, followed by a space or
[Return]. This method of inserting hyperlinks works in all message formats.
To Insert Type Example
A hyperlink to a website The full URL of the site http://www.hp.com
An email hyperlink mailto: followed by the email address mailto:john.smith@hp.com
A hyperlink to a file \\ followed by the computer, folder and filename \\serv01\projectx\plan.xls
Inserting Images
You can insert images into HTML or rich text messages.
To insert an image at the cursor position:
 Click on the Insert ribbon, then on the Picture button in the Illustrations group
 Click on the drop-down arrow in the Look In box and select the drive and folder in which the
image is stored
 Select the name of the file from the list displayed
 Click on the Insert button

If you want to insert multiple images in a single step, hold [Ctrl] and click on each image in the Insert Picture
dialog box. Click on Insert when all images are selected.
When an image has been inserted, the Format ribbon under Picture Tools can be used to edit the image,
for example:
 Click on a picture style to change the appearance of the image e.g. to add a frame or drop
shadow
 Use the buttons in the Adjust group to change the brightness, contrast and colours of the image
 Click on the Compress Pictures button in the Adjust group to make the image smaller in size, to
reduce the size of your message. Click on OK to apply compression.

Stationery and Themes

Messages can be created using pre-set stationery or themes. Stationery contains text and background
formats such as images or colours. Themes also contain background formatting, but also contain additional
formatting such as bullet and heading styles.
To create a new message using a default Outlook 2007 theme or stationery:
 Choose Actions, New Mail Message Using and More Stationery

 Choose the theme or stationery you wish to use - stationery has (stationery) after the name
 Click on OK
To set the default theme to be used for all new messages you create:

 Click on the Mail Format tab
 Click on the Stationery and Fonts button
 Ensure the Personal Stationery tab is selected, then click on the Theme button
 Choose the theme or stationery you wish to use for all messages - stationery has (stationery)
after the name
 Click on OK

Flagging Messages
When a message is flagged, a flag icon will appear at the end of the message header in the Inbox.
When the message is opened, an information panel will be displayed giving details of the flag.
To flag a message in your Inbox:
 Click on the Flag icon at the end of the message header

 To flag the message and set a due date, right-click on the flag icon and
choose the due date e.g. Today or Next Week
To create a custom due date, right-click over the flag icon and choose Custom.
 Choose the type of message flag e.g. For Follow Up or No Response

Necessary
 Choose the Start Date and Due Date by clicking on the relevant drop-
down arrow and clicking on the required date
 Add a reminder to the flag by checking the Reminder box. Set the date
and time for the reminder using the drop-down arrows
 Click on OK to set the custom flag

To mark the flag as complete, click on the Flag icon again. The flag will change to a tick mark.
Message Categories
Overview
Categories can be used to group and identify Outlook items such as messages, appointments, contacts
and tasks. It is possible to view these items by category, so that all items with the same category appear
together in the list:
For example:
To view messages by category, choose View, Arrange By and Categories.
Assigning Categories
To assign a category to messages:
 Select the message to assign the category to

 Right-click in the Category column of the selected
messages
 Choose the category you wish to assign

Customising Categories
You can change the name of the default categories to make them more meaningful for organising your
messages.
 Click on the Categories button on the Standard Toolbar
 Choose All Categories from the drop-down menu

 Rename an existing category by clicking on the category, then on the Rename button. Type a new
name for the category, then press [Return]
 Create a new category by clicking on the New button. Type a name for the category, then choose
a Colour from the drop-down list. Assign a shortcut key to the category for easy assignment, then
click on OK
If you have assigned a shortcut to a category, select a message in the Inbox and press the shortcut keys to
assign the category.
Quick Click
You can set a category you use often to be applied with a single
mouse-click in the category column.
 Click on the Categories button on the Standard Toolbar

 Choose Set Quick Click from the drop-down menu
 Choose the category to assign with a single mouse click
 Click on OK

New Mail Notification

If Outlook is open, a small envelope symbol will appear in your task bar tray whenever new mail is
delivered to your Inbox.
In addition, you can set Outlook to play a sound, display an alert or change the mouse cursor when new
mail is received.
To set your new mail notification:

 On the Preferences tab, click on the Email Options button
 Click on the Advanced Email Options button
 In the When new items arrive in my Inbox section, check the required options (see table below)
 Click on OK
The following notification options are available:
Option Description
Play a sound This will play a sound when a message appears in your Inbox. The sound that will be
played is selected via the Sounds option in your Windows control panel
Change the While the new message is being delivered to your Inbox, the mouse pointer will
mouse cursor change shape to an envelope.
Show an This is the default setting which displays an envelope in the task bar tray when a new
envelope message is received
Display a New This option allows you to show a small message window on screen when a new email
Mail Desktop message is received. Click on the Display Alert Settings button to set how long the
alert message will show on screen, and how transparent the dialog box will appear
When you receive a mail alert, you will see the first line of text in the message:

 Click on the Flag icon to flag the message for follow up

 Click on the Delete button to place the message in your Deleted Items folder
 Click on the text of the message to open the message
Viewing Messages in the Inbox

Mail is delivered to the Inbox which displays messages in the order in which they were received, with the
most recent at the top of the list. The Inbox can be displayed in one of the following ways:
 Click on the Mail button in the Navigation Pane

 Choose Go, Mail
 Press [Ctrl 1]
Click on the Inbox folder in the All Mail Folders section of the navigation pane if the Inbox does not show
by default.
If new messages do not appear in your Inbox automatically, you can force Outlook to receive new mail by
clicking on the Send and Receive button on the Standard Toolbar, or by pressing [F9].
The sender's name, subject of message, date/time at which it was received and message size are
displayed in the Information Viewer. Unread messages appear in bold.
Different icons or symbols are also used to display additional information about the message:
Icon Description
High Importance
Low Importance
Message has file attachment
Flagged for follow up
Message has been read
Message is unread
Message has been forwarded
Message has been replied to

Icon Description
Saved or unsent message
Notification of delivered message
Notification of read message
Notification of message not delivered
Reading Messages
Once the Inbox is displayed, messages can be read as required. Double click on the message you wish to
read – a new window containing the message text will open.
The Quick Access Toolbar appears at the top of the message window.
 Click on the Next Message button on the Quick Access toolbar to display the next message
 Click on the Previous Message button on the Quick Access toolbar to display the previous
message
To close the message, either:
 Click on the X in the top-right

corner of the window or
 Click on the Office button and
choose Close

If you receive a message in HTML format that contains images, these images will be hidden for security
reasons. To view the images in the message:
 Click on the banner at the top of the message

 Choose Download Pictures from the menu displayed
If you want images to be downloaded by default, click on the banner and choose Change Automatic
Download Settings. Uncheck the Don't Download option, then click on OK.
Viewing Attachments
File Attachments
File attachments display as icons in the message header, just under the message subject. The following
icons show examples of Word, Excel and PowerPoint attachments:
If the message was created in Rich Text Format, you will see << >> indicators at the cursor position in the
message where the attachment was inserted. The attachment itself will appear under the subject.
Double click on the attachment icon to launch the application and open the file. You will be shown the
following message when you attempt to open a file attachment:
 Click on Open to launch the application in which the file was created and display the file on
screen. The file can then be edited, printed, saved and closed as required.
 Click on Save to save the file to any drive you have access to - you will have to choose the
location for the file and enter a file name.

Reading Layout in Word 2007
If you open a Word document from an Outlook message, Word will display the document in Reading
Layout view. Reading Layout view is designed for reading documents on screen. When this view is
selected, the ribbon is hidden, with only the Reading tools displayed.
If you don't want Outlook to open Word documents in Reading Layout view, check the Don't open
attachments in full screen reading view again box, then click on OK.
Attachment Options
Right click on an attachment in the message header for further options:
Option Description
Opens the attachment in its source application - this is the same as double clicking on the
Open
attachment
Displays the Print dialog box so that a copy of the attachment can be printed with the required
Print
settings
Save As Displays the Save As dialog box so that the attachment can be saved on a specified drive
Remove Removes the attachment from the message
Copy Copies the attachment to the clipboard so that it can be pasted at a later stage
Cuts the attachment to the clipboard so that it can be removed from the message and pasted
Cut
elsewhere
Paste Pastes the file currently in the clipboard - used if you want to duplicate one of the attachments
Select All Selects all attachments

If your message contains a number of attachments, you can save these in a single step:
 Click on the Other Actions drop-down list on the Message ribbon

 Choose Save Attachments
 Ensure each attachment you wish to save is selected. You can de-select an attachment by
holding [Ctrl] and clicking on the attachment in the list
 Click on OK
 Use the Look In box at the top of the Save window to select the drive and folder you wish to save
all files in
 Click on OK
Messages can also contain hyperlinks which appear in blue and underlined. Click on the link to launch your
default web browser and view the web page.
Replying to a Message
Replying will automatically address a new message to the person from whom you received the original
message. All of the text from the original message will be included in the reply but attachments will not be
returned to the sender.
It is possible to reply to a message directly from the Inbox, or from the message itself.
 To reply to a message from the Inbox, select the message, then click on the Reply or Reply to All
button on the Standard Toolbar
 To reply to an open message, click on the Reply or Reply to All buttons on the Message ribbon
Choose the Reply option when you wish to reply to the send of the message only. Reply to All will send
the reply to every person in the To and CC boxes of the original message.
A new message is created containing the original text, with the sender of the message automatically added
to the To box.
 Click under the address bar to enter your reply text

 Send the message using the Send button when complete

Time Saver
You can also use the following shortcuts to reply to messages:
Press To
Ctrl R Reply to the sender only
Shift Ctrl R Reply to all names in the selected or open message
Forwarding a Message
It is possible to send a copy of a message to someone else, either as it is or with extra notes. When a
message is forwarded, any attachments will also be sent.
 To forward a message from the Inbox, select the message, then click on the Forward button on
the Standard Toolbar
 To reply to an open message, click on the Forward button on the Message ribbon
A new message is created containing the original text, with the sender of the message automatically added
to the To box.
 Click under the address bar to add any of your own text to the forwarded message
 Send the message using the Send button when complete
You can also press [Ctrl F] to forward the open or selected message.
Deleting a Message
If you decide to delete a message as soon as you've read it, there's no need to close the message then
remove it. Click on the Delete button on the Message ribbon.
The message will be moved to your Deleted Items folder without asking for confirmation.

You can also delete single or multiple messages from your Inbox, or any other mail folder.
 Select the message(s) you wish to remove

 Click on the Delete button on the Standard Toolbar, or press [Delete]
To delete a message permanently, without moving it to the Deleted Items folder, press [Shift Delete].
Out of Office Assistant

The Out of Office Assistant is used to reply automatically to messages sent to you in your absence.
To enable the Out of Office Assistant:
 Choose Tools, Out of Office Assistant

 Click on the I am currently Out of the Office
 In the AutoReply box, type the message you wish to be sent in reply to any messages. Always
advise when you will be back in the office
 Click on OK
If the same person sends you more than one message while you are out of the office, they will only receive
one automatic reply. Outlook 2007 will prompt you to turn Out of Office Assistant off the next time you open
it.

The Reading Pane

The reading pane is displayed by default and shows a preview of the message currently selected in the
Inbox. This pane allows you to follow any hyperlinks in the message or show message properties without
having to open the message.
 To hide the Reading Pane, choose View, Reading Pane, Off

 You can change the position of the reading pane by choosing View, Reading Pane and Bottom
You can also use the reading pane to show the properties of the sender of a message, to view more
information about them e.g. their full email address.
To do this, right click over the sender's name in the reading pane:
AutoPreview
If this feature is enabled, you will also be able to see the first three lines of all messages in your Inbox.

Choose View, AutoPreview to enable or disable this feature.
The Inbox with AutoPreview enabled:
Message Views
The Inbox and other message folders can be viewed in a variety of ways to ensure you can see only the
information required. A view is a combination of the following definitions:
Item Description
Fields Only the required columns are displayed, all others are hidden
Sort order Messages are sorted in order of a specific column, in either ascending or descending
order
Grouping Messages can be grouped by a specific column or combination of columns
Filtering Only messages that match specific criteria are displayed, all other messages are hidden
One of Outlook's default views can be displayed by choosing View, Current View and the view you wish to
show.

The following default views are available for the Inbox:
View Description
Messages A list of all read and unread messages, showing the sender, subject and
date/time that the message was received
Messages with AutoPreview A list of all read and unread messages, including the first three lines of any
unread messages
Last Seven Days Only messages that were received within the last week are displayed
Unread messages in this folder Only messages that have not yet been read are displayed
Sent To All messages are displayed, including the names of all message recipients
Message Timeline This shows all messages as icons arranged on a timeline according the
date on which they were received
Outlook Data File Messages are grouped by the Outlook Data File they are stored in
Documents Messages are grouped by their download status for offline working
Sorting Messages
Any Outlook folder can be sorted to order messages by any field e.g. to order messages by the date they
were received or their size.
Numeric or date column e.g.

Do this Text column e.g. From or Subject
Received or Size
Click once on the This will sort the column into This will sort the column into
column heading ascending order, from A to Z descending order, from 10 to 1
Click on the column This will sort the column into This will sort the column into ascending
heading again descending order, from Z to A order, from 1 to 10
An arrow next to the column heading indicates the sort order of the field, for example:
 Sorted in ascending order by sender
 Sorted in descending order by date received
Arranging Messages
You can arrange the messages in your Inbox so that they are grouped by any field e.g. by From so that
messages from the same person appear together in the list. If your messages are not currently grouped,
choose View, Arrange By and Show in Groups to enable this feature.

To change the field your messages are grouped by:
 Choose View, Arrange By

 Choose the field you wish to group by from the top of the menu
When your messages are shown in groups, clicking on a field name will quickly group messages by that
field.
In the following example, messages are arranged by Date:
 Click on the + next to a group to expand the group and show all messages
 Click on the - next to a group to collapse the group and hide all messages
To ungroup fields, choose View, Arrange By and select Show in Groups again to remove the check next
to this menu option.
The To Do Bar
Viewing the To Do Bar
If the To Do Bar does not show by default, choose View, To Do Bar and Minimized to show it.

When minimised, the To Do Bar will show your next calendar appointment, plus the number of
tasks that are due today. To expand the To Do Bar to show more detail, click on the Expand
button at the top of the bar.
Click anywhere on the bar to expand it temporarily. Click away from the bar to hide it again.
When expanded, the To Do Bar shows:
 The current calendar month, plus the next 3 appointments in your calendar
 All tasks in your Task List
Customising the To Do Bar
To customise the To Do bar settings:
 Right-click over the To Do bar

 Choose Options
 Choose the number of months to show when the To Do bar is
expanded
 Choose the number of appointments to show
 Choose whether to show the task list
 Click on OK
To hide the To Do bar, right-click over it and choose Off.

Outlook Today
What is Outlook Today?
Outlook Today provides a summary of the current day's appointments, tasks and new messages.
 A list of all of the day's appointments is shown - the current appointment is indicated with an arrow
 A list of all current tasks is shown - you can check a task to mark it as complete:
 A list of all unread mail messages is displayed:
To show Outlook Today, click on the top-level Mailbox folder in the mail folders list. This will be followed by
your name.

Customising Outlook Today
You can set Outlook Today to show by default when Outlook is started, and can customise how many
appointments, tasks, etc. are displayed.
 Click on Customise Outlook Today on the Outlook Today page

 To show Outlook Today when Outlook is launched, check the box next to When starting, go
directly to Outlook Today
 Next to Messages, choose the folders you wish to show the count of unread messages from
 Next to Calendar, choose the number of days you wish to show on Outlook Today
 Next to Tasks, choose whether to show all tasks or only those for the current day, then specify
how tasks should be sorted
 In the Styles area, choose the theme to apply to Outlook Today
 Click on Save Changes when complete
Text AutoCleanup
If you receive email messages in plain text format, you may find they contain too many line breaks, splitting
the lines of text and making the message more difficult to read and print.

In Outlook 2007 you can remove these extra breaks so that text wraps across the entire width of the screen
and printed page.
 To reapply the line breaks in the message, making it look how it did originally, click on the Extra
line breaks in this message were removed banner and choose Restore Line Breaks
 To remove the line breaks, click on the This message has extra line breaks banner and choose
Remove Line Breaks
In the following email, Outlook has removed unnecessary line spaces to fill all space between the margins
of the message:
If the extra line breaks are shown, the message will appear as follows:
Printing Messages
Print Preview
Print Preview is used to preview a message before printing.
 Choose File, Print Preview or, in a message window, click on the Office button, choose Print,
then Print Preview
 Click anywhere on the page to magnify that area. Click again to return to full page view
 To view more than one page, click on the Multiple Pages button - all pages of the message will be
displayed
 Click on One Page to return to viewing a single page at a time
 Click on Close or press [Esc] to exit Print Preview and return to the Inbox

The following toolbar buttons are available in the Print Preview screen:
Button Description
Show previous page
Show next page
Zoom in or out
Show one page only
Show multiple pages
Printing Messages
The Print icon on the Standard or Message Toolbar will send one copy of the selected message(s) to print
without any further options being displayed.
The File, Print command can be used to specify exactly what should be printed.
 Choose File, Print to display the Print dialog box

 Choose the printer you wish to use from the Name box
 Choose the Print Style i.e. the layout you wish to use for printing
 In the Print Options area, choose whether to print file attachments with messages
 Choose the number of Copies to print
 Click on OK to print with all selected options

Press [Ctrl P] to display the Print dialog box.
Print Styles
Overview
Each Outlook component such as messages and appointments can be printed in a number of different
ways. To choose the required style:
 On the navigation pane, choose the component you wish to print

 Choose File, Page Setup and the required style from the submenu:
When printing messages, the following styles are available:
 The Table Style will print a table of all messages in the Inbox, as they are currently displayed on
screen
 The Memo Style will print the selected message only
After selecting the style you wish to use, click on the Preview button to show how the item will print.
Modifying Print Styles
It is possible to modify the preset print

styles to change the format as required.
 Choose File, Page Setup and Define

Print Styles
 Choose the style you wish to change,
then click on the Copy button to
ensure you do not change the
original style
 In the Style Name box, enter a name
for the modified style
 On the Format tab, change the font
for column headings and body text of the printout
 Click on the Paper tab and set the paper size, orientation and margins
 Click on the Header/Footer tab and enter text to appear at the top and bottom of each page
printed.

Use the following buttons to add text automatically:
Button Shows
The current page number
The total number of pages printed
The current date
The current time
The user name
 Click on OK when complete

 Click on Close to return to the Inbox
Reply and Forward Settings

By default, all original text will be included when you reply to a message or forward the message to another
user. It is possible to change this default if you do not want original text to be included in forwarded
messages or replies.

 Ensure the Preferences tab is selected and click on the Email Options button
 Set the required options in the lower part of the dialog box:
 Click on OK to set the options

 Click on OK again to return to the Inbox

Mailbox Cleanup
Viewing your Mailbox Size
To find out the size of your mailbox:
 From the Outlook Inbox, choose Tools, Mailbox Cleanup

 Click on the View Mailbox Size button to view the size of your mailbox
Your full mailbox size will be shown in kilobytes, with a breakdown of the size of each folder included.
 Click on Close to close the mailbox size window

 Click on Cancel to return to the Inbox
Mailbox Cleanup shows your mailbox size in KB. To convert this to MB, divide by 1024, or for an easier
estimate, remove the last 3 digits. In the above example, 62208 KB is approximately 62 MB.
Finding Items to Clear
As well as showing you the size of your mailbox, the Mailbox Cleanup window offers help in reducing your
mailbox size. One way to reduce your mailbox size is to delete all messages older than a certain date, or
larger than a certain size.

 Choose whether you wish to find items older or larger than a specific value, then enter this value
in the relevant box
 Click on Find
The results will be displayed in a Find window:

 To remove a specific message, click once on the message and press [Delete]
 To remove all messages, press [Ctrl A] to select all of the messages, then [Delete] to remove
them
 Close the Find box using the button in the top-right corner when complete
Emptying the Deleted Items Folder
Whenever you delete an item from your Inbox or any other Outlook folder, a copy of the item is kept in the
Deleted Items folder. This allows you to undo a delete action should you realise you have made a mistake.
Clearing items from this folder can often restore much needed mailbox space.

 To see the size of your Deleted Items folder, click on the View Deleted Items Size button at the
bottom of the window
 Click on Close to return to the Mailbox Cleanup window

 Click on the Empty button to clear the Deleted Items folder
 Click on Yes to confirm this action
Selecting Messages
Messages in the Inbox can be selected in one of the following ways:
 To select a single message, click once on the message

 To select multiple messages in a continuous list, click once on the first message and hold [Shift]
while clicking on the last message in the list:

 To select multiple messages that are not listed continuously, click once on the first message and
hold [Ctrl] while clicking on each remaining message:
All messages in the active folder can be selected by choosing Edit, Select All or pressing [Ctrl A].
Managing Deleted Messages

When you delete a message in Outlook, it is not removed permanently. Deleted messages are stored in the
Deleted Items folder, which should be emptied manually on a regular basis to free space in your mailbox.
 Right click on the Deleted Items folder in the navigation pane

 Choose Empty Deleted Items Folder
 Choose Yes to confirm the action
It is also possible to set Outlook so that deleted items are removed automatically each time you exit
Outlook.

 Click on the Other tab
 Check Empty the Deleted Items Folder upon Exiting and click on OK

Messages in the Deleted Items folder can be moved to other folders so that they are not deleted on exit or
during the automatic clear.
Creating Folders
Folders should be used to store messages temporarily. You can create a hierarchical folder structure in the
same way as in your Documents folders of Windows Vista or previous versions of Windows.
To create a folder:
 In the navigation pane, choose the folder to be the parent of the new folder
 Choose File, Folder, New Folder or press [Ctrl Shift E]
 Type a name for the folder and choose the type of content it will hold e.g. Mail and Post Items for
a folder to store messages
 Click on OK
Folders can be removed by selecting the folder and pressing [Delete]. All messages in the folder will also be
removed.

Moving and Copying Messages

Moving by Drag and Drop
Messages can be moved or copied between folders using drag-and-drop.
 Click on the Folder List button if this is not already displayed
 Select the messages to be moved or copied

 To move the messages to a different folder, drag the selected messages to the correct folder in
the list and release the mouse button.
To copy the messages, hold [Ctrl] while dragging the messages and release the mouse button before releasing
the [Ctrl] key.
Move to Folder and Copy to Folder

 Select or open the message to be moved or copied
 Choose Edit, Copy to Folder or Edit, Move to Folder as required
 Choose the folder you wish to move or copy the selected messages to
 Choose OK
If moving, the Move to Folder button on the Standard Toolbar can also be clicked.

Move and Copy Shortcuts
The following shortcut keys can be used to move and copy messages:
Keystroke Action
Ctrl C Copy
Ctrl X Cut
Ctrl V Paste
Managing Junk Mail

Outlook 2007 has a junk mail filter that will automatically move junk messages into the Junk Email folder.
To view your junk mail, click on the Junk E-Mail folder in the navigation pane
Clear the junk email folder by right-clicking over the folder and choosing Empty "Junk Email" folder from the
shortcut menu.
Setting Junk Mail Options
You can set the junk filter level, to determine how Outlook handles your incoming mail:

 On the Preferences tab, click on the Junk E-mail button
 Choose the level you wish to use for junk filtering (see table below)
 Click on OK

The following junk mail levels can be set:
Level Description
No The junk email filter will be turned off, but any names in the Blocked Senders tab will
protection have their messages moved to the Junk Email folder
Low Only the most obvious junk messages will be moved to Junk Email
High Any suspected junk messages will be moved to Junk Email. You will need to check this
folder from time to time to ensure no messages from your colleagues have been moved
there in error.
Safe Lists Any messages sent from someone other than people in the Safe Senders tab will be
Only moved to Junk Email
Search Folders
A search folder is a "virtual folder" that shows messages that meet specific conditions. These items are not
stored in the search folder - the search folder simply provides a pointer to items in other folders.
There are four search folders in the Favourites list by default:
Folder Description
Any messages that have categories assigned to them
Any items in your Inbox or folders that are flagged for follow-up
Large messages over 500KB in size
Any unread messages in you Inbox, or stored in folders within your Inbox
You can create new search folders e.g. to show all messages from your manager, or all urgent messages:
 Choose File, New, Search Folder or press [Shift Ctrl P]

 Choose the type of message you wish the folder to hold e.g. Important Mail or Mail from
Specific People

 Choose any additional options for the search folder e.g. click on Choose to select the people you
wish mail from to be stored in the folder
 Click on OK
Once created, click on a search folder to show all messages that match that folders criteria.
In Outlook 2007, you can only create search folders to show email messages. You cannot use Search folders in
your Calendar, Contact List or Task List.
Finding Messages
You can quickly search for all messages containing certain keywords by using the Search box above the
Inbox headings.
 Click in the Search box and type the text you wish to find
 All matching messages will be shown as you type the search text:

Show all messages again by clicking on the X at the end of the Search box.
Creating Rules
Rules can be set so that specific actions are taken automatically when certain things occur in Outlook.
Some examples of where rules could be used are to send a specific reply when a message is received from a
certain colleague, or to move messages of a specific category into another folder as they are received.
To create a rule:
 Select a message from the sender you wish to create the rule for
 Click on the Create Rules button on the Standard Toolbar
 To apply the rule to all messages from the sender, check the From box
 To apply the rule to all messages containing specific subject text, check the Subject Contains
box and type the subject text in the box next to this
 To apply the rule if the message is sent only to you, check the Sent To box
 Set the actions to be carried out when such a message is received e.g. choose Move the item to
folder to move messages that match the conditions into the folder chosen via the Select Folder
button.

 Click on OK
 If you want to run the rule on messages already in your Inbox, check this option. Otherwise, click
on OK to run the rule only on new mail as it arrives
To disable a rule you have created, choose Tools, Rules and Alerts. In the top pane of the window, uncheck
any rules you no longer wish to run, then click on OK.
Undoing Commands
The Undo command allows you to reverse the previous action. Actions that can be undone include deleting
messages, moving items and deleting text in a message.
Use one of the following methods to undo the last command.
 Choose Edit, Undo

 Press [Ctrl Z]
 Click on the Undo button on the Quick Access Toolbar
Some actions in Outlook cannot be undone - such as sending a message.

Saving Drafts
Incomplete mail messages can be saved without being sent. You can re-open the message at a later
stage, complete the message then send it when you are ready.
 Click on the Office button and choose Save, or click on the Save button on the Quick Access
Toolbar
 Click on the Office button and choose Close
The message will be closed and saved in the Drafts folder. Double click on the message in this folder to re-open
and send it as necessary.
If you attempt to close a message without saving it, Outlook will ask if you wish to keep a draft copy:
 Click on Yes to save a copy in the Drafts folder

 Click on No to discard the message

Removing Attachments from Messages

If you need to keep a message in your Inbox or another Outlook folder, always consider whether it is also
necessary to keep any attachments. If you need to keep the attachment, you can save it to a local or
network drive, then remove it from the message to save mailbox space.
To save a message attachment:
 Open the message as normal

 Right-click over the attachment and choose Save As
 Choose the drive and folder to store the attachment in

 Click on Save
Once the attachment is saved, it can be removed from the message:
 Right-click over the attachment and choose the Remove option

 Close the message using the Office button and the Close command, or by clicking on the X in
the top-right corner of the window
 You'll be asked if you want to save the message without the attachment. Click on Yes to do this
This is especially useful for reducing the size of your Sent Items folder. Remove any attachments from
sent items that are stored on a local or network drive.
Viewing the Folder List

The folder list in the Navigation Pane displays a list of all folders, including the system folders such as the
Inbox, Outbox and Deleted Items.
 Choose View, Navigation Pane and Normal if the navigation pane is not showing
 Click on the Folder List icon on the navigation pane

The folder list will display. Click on the + in front of a folder name to show sub-folders of that folder.
The following table shows the main Outlook folders
Folder Description
Deleted Items Mail that has been deleted but may still be recovered
Drafts Draft messages that have not yet been sent
Inbox All incoming mail
Junk Email Email that Outlook thinks is junk mail / SPAM
Outbox Any mail that you have sent, but that has not yet been delivered to the server
Sent Items Outgoing mail that has been sent to the server
Search Folders that show items in other areas that match specific criteria e.g. all unread
Folders messages

Setting Favourite Folders

You can add any mail folder to the Favorites pane at the top of the navigation pane, to allow easy access to
folders that may be nested inside other folders in the Folder List.
To add a mail folder to the favourites list:
 Right-click over the folder in the Folder List

 Choose Add to Favorites Folder
The folder will be positioned at the bottom of the favourites list. You can move a folder up or down by right-
clicking over the folder in the Favorites list and choosing to Move Up List or Move Down List.
You can remove an item from the Favourites list by right-clicking over the item and choosing Remove from
Favourite Folders.
Creating Shortcuts to Folders

Adding Shortcuts
To add an Outlook item to the Shortcut pane:
 Click on the Shortcuts button on the Navigation Pane to view all shortcuts

 Click on the Add new Shortcut link on the Shortcut pane
 Choose the Outlook item you want to add a shortcut to

 Click on OK
You can remove an item from the Shortcuts pane by right-clicking over the item and choosing Delete Shortcut.
Adding Non-Outlook Items as Shortcuts
You can add non-Outlook items such as files and folders as shortcuts.
 Use Windows to locate the file or folder to be added to the shortcut pane
 Ensure the window is not filling the entire screen - click on the Restore button at the end of the
title bar to make the window smaller
 Select the file or folder and drag this over the Shortcuts group

 Release the mouse button to secure the item on the navigation pane
Shortcut Groups
If you have a lot of shortcuts on your navigation pane, you can organise these into groups:
 Click on the Add New Group link on the Shortcut pane

 Type a name for the new group, then press [Return]

Viewing the Calendar

The calendar allows you to organise appointments and to schedule meetings with other users. To view the
Calendar, click on the Calendar icon on the Navigation Pane.
 The current date can be located by clicking on the Today button on the Toolbar
 To find a different date, choose Go, Go To Date or press [Ctrl G]. Type or select the date to be
found and the view to use before clicking on OK
Calendar Activities
There are three different types of activities you can schedule in the calendar:
Activity Description
Appointments Activities in your calendar that do not involve other people
Meetings Appointments to which other people are invited using email
Events Activities which last longer than 24 hours
Creating Events
An event is an activity that lasts 24 hours or more. It will appear as a banner in your calendar and the time
will show as available to other users on the network.

To create a single event:
 Click on the Calendar button on the navigation pane

 Choose Actions, New All Day Event
 Type a Subject and Location for the event
 Ensure All Day Event is checked
 If you do not wish the time to be shown as free to other users, click on the drop-down arrow of the
Show As box on the Event ribbon and choose Busy or Out of Office
 Click on the Save and Close button on the Event ribbon when complete
An event can also be created by double clicking just under the date when showing a single day in the calendar.
Type the event name and press [Return] to create it.
Annual Events
Annual events are anniversaries that occur on the same day each year.

 Choose Actions, New All Day Event
 Type a Subject and Location for the event
 Click on the Recurrence button on the Event ribbon
 In the Recurrence Pattern box, choose Yearly

 Enter the Duration of the event, and the date on which the even will occur each year
 Click on OK
 Click on the Save and Close button on the Event ribbon when complete

To edit an event, double click on the event banner or click the right mouse button and choose Open.
Creating Appointments
To create a new appointment, click on the Calendar button on the navigation pane, then display the date
on which the appointment should be scheduled.
 Double-click on the date you wish to create the appointment for, or click on the New Appointment
 Type a Subject and Location for the appointment. The subject will appear in your calendar at the
time of your appointment, with the location in brackets
 In the Start Time and End Time boxes, set the start and end date and time
 If you wish to add an alarm to the appointment, check the Reminder box
 If you do not wish the time to be shown as free to other users, click on the drop-down arrow of the
Show As box on the Appointment ribbon and choose the required option (see table below)
 By default, a reminder for the appointment will be displayed 15 minutes before the appointment
time. To change this, click on the drop-down arrow of the Reminder box on the Appointment
Ribbon and choose the required option. Choose None to disable the reminder.

 In the large text box, type any descriptive text about the appointment
 Click on the Save and Close button on the Appointment ribbon when complete
Show As
When other users invite you to meetings, the time in your diary can be displayed to them in one of four
ways:
Display Example Description
Free Appears clear in your calendar and is available to other users
Tentative Appears in shaded blue in your calendar and is available to other users
Busy Appears in blue in your calendar and the time is unavailable to other users
Out of office Appears in purple in your calendar and is unavailable to other users
Editing Events and Appointments

Appointments and events are selected by clicking once on the item in the calendar.
To edit an event or appointment:
 Double click on the item in the calendar

 Edit the details as required
 Click on the Save and Close button on the Appointment or Event ribbon when complete.
The start or end time of selected appointments can be changed by dragging the top or bottom border of the
appointment up or down:

Moving or copying an event or appointment
To move or copy an event or appointment to another time in your calendar:
 Select the event or appointment to be moved or copied by clicking once on the item
 Choose Edit, Copy or press [Ctrl C] to copy the item, or choose Edit, Cut or press [Ctrl X] to move
the item
 Click in the day on which the appointment or event is to occur and choose Edit, Paste or press
[Ctrl V]
If an appointment is to be moved or copied in the same week on month, the drag and drop facility can be
used.
 View the calendar by week or month

 Click on the appointment or event. If you wish to copy the item, hold the [Ctrl] key
 Drag the appointment to the new date
 Release the mouse button before releasing [Ctrl]

Deleting an event or appointment
Multiple appointments or events can be deleted by selecting the items first.
 Click on the first appointment to be deleted

 To select additional appointments, hold [Ctrl] and click on each additional appointment
 Click on the Delete button on the Standard Toolbar or press [Delete]
If you are deleting an appointment that is part of a recurrence, you will be asked if you wish to delete this
single occurrence or all of the appointments:
Recurring Appointments
It is possible to create appointments that automatically repeat at fixed intervals e.g. every Friday or the
second Monday of every month.
Recurring appointments show with an icon in the bottom corner:
To set a recurring appointment:
 Click on the Recurrence button on the Appointment ribbon
 In the Recurrence Pattern box, select the frequency of the appointment (see table below)
 In the Range of Recurrence box, choose the start and end date of the appointments or the
number of occurrences to take place.

 Click on OK
 Click on the Save and Close button on the Appointment ribbon when complete
Intervals
The following intervals can be used as the Recurrence Pattern:
Interval Description
Daily Allows you to repeat the appointment each day of the week, or every specified number of
days
Weekly Allows you to repeat the appointment every specified number of weeks, on a specific day of
the week
Monthly Allows you to repeat the appointment every specified number of months, on a specific day
of the month. Alternatively choose to repeat the appointment on a particular day e.g. the
first Friday of the month
Yearly Allows you to repeat the appointment on a specific day of the year, or as above e.g. the first
Friday of April each year
Scheduling Meetings
A meeting is an event to which other Outlook users are invited. Once the invitation has been received by
other users, it can be accepted or declined. Accepted invitations will be entered automatically into your
calendar while declined invitations will return a notice to the sender.

To schedule a meeting:
To change the appointment to a meeting that includes other Outlook users, click on the Scheduling button
on the Appointment ribbon.
To invite others to the meeting:
 Click on the Add Others button and choose Add from Address Book to add names from the
Global Address List
 Type the each letter of the recipients name to scroll the list automatically
 When the name has been located, click on Required or Optional
 Click on OK when all attendees have been added

The availability of each attendee will be displayed, with Tentative, Busy and Out of Office time showing in
shaded blue, solid blue and purple respectively.
Icons appear next to each name to show the type of attendee. You can change this type by clicking on the
icon and choosing a different option from the drop-down list.
Icon Description
Meeting organiser
Required attendee
Optional attendee
Resource e.g. meeting room
You can book resources such as meeting rooms by finding the resource in the address book and adding it to the
meeting in the same way as an attendee.
Finding a Suitable Meeting Time
To find the next time slot when all attendees are free, click on the required AutoPick button.
 Click on the AutoPick Next >> button to find a suitable time after the current time
 Click on the << button to find a suitable time before the current time
The meeting time will move across the scheduler to show each suitable time during which all attendees are
free.
After adding all attendees and confirming their availability, click on the Send button on the toolbar to send
the invitations.

To cancel a meeting, select the meeting in the calendar and click on the Delete button on the toolbar. You will
be asked whether you wish to send a cancellation message to all attendees, or simply delete the meeting
without sending any notification.
Receiving Meeting Invitations

Invitations to meetings appear in your Inbox with normal messages. They can be identified by the icon at
the beginning of the message:
If you are sent an invitation to a meeting, you can respond to it in the following way:
 Open the meeting request by double clicking on the message in the Inbox. A banner will ask you
to respond to the meeting using the buttons in the ribbon
 Click on Accept to accept the meeting, or Tentative to accept the meeting tentatively. The
meeting will be added to your calendar and the following dialog box displayed
 Choose Edit the response before sending if you wish to add comments to the message that will
be returned to the meeting organiser
 Choose Send the response now to send the message without additional text
If you click on Decline, the meeting will not appear in your calendar. A message will be sent to the meeting
organiser advising them that you have declined.

Proposing New Meeting Times

If you would like to accept the meeting but the meeting time does not suit you, you can propose a new time
to the meeting organiser and all attendees.
To propose a new time:
 Open the meeting request by double clicking on the message in the Inbox. A banner will ask you
to respond to the meeting using the buttons in the ribbon
 Click on the drop-down arrow of the Propose New Time button

 Choose whether you are declining the invitation, or accepting tentatively, while proposing a new
time
 The meeting scheduler will be shown with all attendees' free and busy time clearly marked.
Choose a new date and time for the meeting
 Click on Propose Time when a suitable time has been selected
A new email message will be created to the meeting organiser, advising them of the proposed new meeting
time. Add any explanatory text to the message, then click on the Send button to submit your request.

If you double click on the meeting in your calendar, a banner will show when you proposed the new
meeting time:
When a new meeting time has been proposed, all attendees will receive an update message in their Inbox.
To accept the proposed time, click on the Accept Proposal button.
Viewing Proposed Meeting Times
The meeting organiser will receive a message informing them of the proposed new time.
As the organiser of a meeting, you can view all proposed new meeting times and choose the time most
suitable for all.
 In the calendar, double click on the meeting

 Click on the Scheduling button on the Appointment ribbon
 In the Proposed Date and Time box, click on the meeting time you wish to accept
 Click on the Send Update button on the toolbar to send the new time to all attendees
Allowing Invitees to Propose Times
If you do not want meeting invitees to propose new meeting times, and you prefer to have total control over
the meeting, you can set Outlook so that proposals are prohibited.
 Choose Tools, Options and ensure the Preferences tab is selected

 Click on the Calendar Options button
 Uncheck the Allow Attendees to Propose New Times box
 Click on OK to return to the Options dialog box

Processing Meetings Automatically

You can set Outlook to accept or decline all meeting requests automatically. If you set Outlook to accept all
meetings automatically, you will not see meeting invitations in your Inbox. All invitations will be accepted by
default, and be moved to your calendar automatically.

 Click on the Resource Scheduling button
 To set Outlook to accept meeting invitations automatically, check the first box
 Check the second box to decline appointments that conflict with existing appointments in your
calendar
 Check the third box to decline recurring meeting requests
 Click on OK to return to Calendar options

Checking Meeting Status

The status of a meeting can be viewed at any time so that you can see which users have accepted or
declined the invitation.
 In the Calendar, double click on the meeting appointment. The appointment will be flagged to
show how many responses have been received to the invitations.

 Choose the Tracking button on the Appointment ribbon to show the current status of each
meeting attendee:
 Click on the Save and Close button when complete
To cancel a meeting, select the meeting in the calendar and click on the Delete button on the toolbar. You will
be asked whether you wish to send a cancellation message to all attendees, or simply delete the meeting
without sending any notification.
Emailing your Calendar

You can insert any range of dates from your calendar into an email message.
This is especially useful for external contacts that do not have access to your calendar for meetings. Your
contact will be able to viewed your calendar in the message body, or can be used to create a new calendar
to show your free and busy time in the recipient’s Outlook.
 Create and address a mail message as normal

 Click in the body of the message
 On the Message ribbon, click on the Calendar button in the Include group
 Choose the range of dates you wish to send e.g. Today only, or the Next 7 Days
 Choose the amount of detail you wish to send - this can be your availability only, marked as free,
busy, tentative and out of office, or more detail e.g. subject only or all information
 If sending limited or full details, click on Show under Advanced to show additional options, such
as whether to send items marked as private
 Click on OK to include the calendar in the message

 Send the message as normal
If you receive a calendar from a colleague, the message will contain a calendar attachment. To add this to
your own calendar, double-click on the attachment, then on the Save and Close button.
Entering AutoDates
AutoDates allow you to type plain English text in a date field in Outlook, instead of a date in the format
dd/mm/yy. There are a number of AutoDates that can be used, both for dates that fall on the same day
each year, and for dates in relation to the current date.
AutoDates can be entered in any date field e.g. when creating a meeting, appointment or task. AutoDates
can also be used to find a specific date in the calendar:

Examples of AutoDates that can be entered in any Date field:
You Enter Date
This Fri Friday of the current week
Next Fri Friday of the next week
Next week The same day of the next week
Two weeks ago The same day two weeks previous
Two months from today The same day in two months time
Yesterday The previous day
Tomorrow The next day
Christmas Day 25th of December this year
Christmas Eve 24th of December this year
Boxing Day 26th of December this year
New Years Day 1st of January next year
New Years Eve 31st of January this year
Valentines Day 14th of February this year
First of Jan The 1st of January this year
Adding Time Zones

If you work directly with people in other countries, you may wish to know their time when organising or
scheduling meetings. Additional time zones can be added to the calendar as follows:

 Click on Time Zone button
 Check the Show Additional Time Zone box
 Enter a short heading for the time zone - this will appear in the calendar
 Choose the required zone from the drop-down list
 Click on OK

The following time zone setting:
Will display in the calendar:
Adding Holidays
This feature is used to import standard events such as bank holidays into your calendar. You can import
dates for any country or religion.

 Click on Add Holidays
 Choose the country or type of religious holiday you wish to add - you may choose as many
countries or religions as required
 Click on OK

If your country appears ticked in this dialog box, you should still click on OK to ensure all holidays are added to
your calendar.
Holidays show as all day events, as follows:
Setting Reminders
A reminder can be set for any appointment, event or meeting in your calendar. If a reminder is set, a
window will display informing you that the activity is approaching.
 Double click on the calendar item to open it

 By default, a reminder for the appointment will be displayed 15 minutes before the appointment
time. To change this, click on the drop-down arrow of the Reminder box on the Appointment
Ribbon and choose the required option. Choose None to disable the reminder.

 If you wish to play a sound when the reminder window shows, choose Sound from the reminder
drop-down list
 To set a sound other than the standard Outlook reminder sound, click on the Browse button
 Locate the sound you wish to play - the Windows\Media subfolder on the C: drive contains a
number of standard Windows sounds
 Click on OK to set the sound
At the specified time, the reminder will display a dialog box similar to that below:
 Click on Dismiss to cancel the reminder so that it's not shown again
 Click on Dismiss All to clear all reminders currently showing in the window
 Click on Snooze to repeat the reminder at intervals specified in the box to the left
You can show all current reminders by choosing View, Reminders Window command.

Calendar Views
Day/Week/Month View
Day/Week/Month view is the default view of the Outlook Calendar. In this view, the Toolbar contains the
following buttons to view the Calendar in different ways:
Button View
This allows you to view all appointments for a single day, broken into different
timeslots
This allows you to view all appointments for a week. Once in this view, you can
choose between showing a short week, or including Saturday and Sunday
This allows you to view all appointments for month, including weekends. Once in
this view, you can choose to show low, medium or high details i.e. whether to
show all details of each appointment, or shading where time is booked.
In month view, double-click on the dates of a week to show that week only. In month or week view, double-click
on a day's date to show that day only.
Additional Views
You can view the calendar in different ways by choosing View, Current View and the required option.
View Description
Day/Week/Month View With Appointments, events, and meetings for one or more days, weeks or
AutoPreview months. The first few lines of any meeting text is also displayed
Active Appointments A list of all appointments and meetings beginning today
Events A list of all events
Annual Events A list of events that happen once a year
Recurring Appointments A list of recurring appointments
By Category A list of all Calendar items grouped by category

Viewing Contacts
The Contacts list is used to maintain address information for all internal and external contacts. The contact
list can be used to send messages to contacts, view contact web pages, view maps to the contact's place
of work and to record important contact dates such as birthdays.
To view Contacts, click on the Contacts icon on the Navigation Pane.
The default view of Contacts shows each contact as a business card. These are listed in alphabetical order
of surname. Use the letter buttons on the right-hand side of the screen to jump to surnames starting with a
particular letter.
Creating Contacts
The contact list is fully integrated with the other Outlook components. Once you create a contact, for
example, you can email your contact through the Inbox, and show their birthday in the calendar.
To create a new contact:
 Click on the Contacts button in the Navigation pane

 Choose Actions, New Contact or click on the New Contact button on the Standard Toolbar
 Type the full name of the contact, or click on the Full Name button and enter all names, then click
on OK

 Enter the contact's Company Name and Job Title

 Click on the drop-down arrow of the File As box and choose how you'd like the contact to be
displayed in the contact list. This can be any combination of their name, surname and company:
 Enter the Email address of the contact with care as this will be used when sending messages to
the contact
 After entering the email address, change the Display As box to the way you want the contacts
name to show when you address messages to them:
 Enter all phone numbers you have for the contact. Click on the drop-down arrow of a phone
number button to choose a different type of number e.g. change Business Fax to Pager if you
have this number for the contact.
 Click on the drop-down arrow of the Business button under Address to choose the type of
address you have for the contact e.g. Business or Home. Enter the address in the large box next
to this, or click on the button to enter the address as separate fields.

 To enter a photo of your contact, click on the Add Contact Picture button. Choose the file that
contains the image and click on OK.
 When all contact details have been added, click on the Save and Close button.
Additional details such as birthdays and anniversaries can be entered by clicking on the Details button on the
Contact ribbon.
Creating Contacts from the Same Company

To create a new contact from the same company as an existing contact:
 Click on the existing contact at the company

 Choose Actions, New Contact from Same Company

 All business details such as address, telephone and fax number will be added to the new contact.
Amend these details and add new information as required
Finding Contacts
The Find a Contact box appears on the Standard Toolbar in any view of Outlook. This enables you to call
up contact details without leaving the current view or category.
 Click in the Find a Contact box on the Standard Toolbar

 Enter any part of the name of the contact you wish to view
 Press [Enter]
If a contact matching the text is found, the contact's details will be opened on screen.
If more than one contact of the same name is found, a dialog box will ask which contact you wish to view:
If no matching contact is found, a message will display to inform you that a match was not found.
Once a contact is found and opened, it can be edited as required. Click on the Save and Close button when
complete.
Emailing Contacts
Sending Messages to Contacts
Email messages can be sent to contacts without the need to activate the Inbox first.
 Select the contact you wish to send the message to

 Choose Actions, Create, New Message to Contact

 The contact's email address will be entered automatically. Type the message as normal and click
on the Send button to send the message
Messages can also be created by dragging a contact over the Inbox icon on the navigation pane.
Contacts with Multiple Email Addresses
If you send a message to a contact with multiple email addresses in the above way, all of their addresses
will be added to the address line of the message.
Remove any addresses you do not wish to use as follows:
 In the To line, click once on the address you do not wish to use
 Press [Delete]
If you create a new mail message and type the name of a contact with multiple email addresses, you will be
prompted to choose the address you wish to send the message to:
One way to avoid duplicate email addresses for contacts is to use the Display As field in the Contact
window.
When adding each email address, enter a variation of the contact name in the Display As field. When
creating a message to the contact, type the display name in the To box of the message to ensure Outlook
knows exactly which email address to use.

Forwarding Contact Details

It is possible to forward contact details to colleagues, rather than copying the details to an email address
manually.
 Select the contact you wish to forward

 Choose Actions, Send Full Contact, In Outlook Format or press [Ctrl F]
A new message will be created with the contact details as an attachment:
 Address the message as required

 Click on the Send button to send the details
Adding a Contact to your List
If you are forwarded information about a new contact, this can be added to your contact list as follows:
 Open the message containing the contact information

 Double-click on the contact attachment
 Amend the contact details as required
 Click on Save and Close to save the contact into your own Contact list
You can also drag the contact attachment over the Contact button in the Navigation Pane.
Contact Distribution Lists

A distribution list is used to address a message to many different contacts in one step. Rather than adding
each contact to a message separately, you can simply enter the distribution list name. The message will
always be sent to each contact on the list.
To create a contact distribution list:
 Click on the Contacts button on the navigation pane

 Choose Actions, New Distribution List or press [Shift Ctrl L]
 Click in the Name box and enter a name for the distribution list
 Click on the Select Members button in the Members group of the Distribution List ribbon

 Choose each contact to be added to the distribution list, clicking on the Members > button after
each name
 Choose OK when the list is complete
 Click on the Save and Close button on the ribbon
Contact distribution lists will show in the Contact list. To edit a list, double-click on the name of the list, then
make changes as necessary. Click on Save and Close when complete.
Addressing a Message to a Distribution List
Messages can be sent to all members of the list by clicking in the To field and typing the name of the list. If
the name is accepted, it will be displayed in bold & underlined after a few seconds. Click on the Check
Names button on the ribbon or press [Ctrl K] to speed up the process of checking your distribution list
name.
If you are unsure of the distribution list name:
 In the new message, click on the To button


 Choose the name of the distribution list and click on To

 Click on OK to return to your message
Contact Activities
You can use the Activities view of a contact to see all items in Outlook associated with that contact,
including:
 Any email messages to or from the contact

 Any tasks assigned to the contact
 Any meetings that include the contact
 Any notes assigned to the contact
To view contact activities:
 Open the contact

 Click on the Activities button in the Show group of the Contact ribbon
 Click on the drop-down arrow of the Show list and choose the type of assignments you wish to
view

Assigning Contacts to Notes
To assign a contact to a note:
 Click on the Notes button on the Navigation Pane

 Double-click on the note you wish to assign the contact to
 Click on the menu in the top-left corner of the note and choose Contacts
 Type the name of the contacts to assign, or click on the Contacts button and click on the contacts
in the list. Click on OK when all contacts have been selected
 Click on Close
Creating Business Cards

You can create business cards for yourself or your contacts. These can contain any amount of contact
information, as well as images, links and custom text.
If you wish to create a business card for yourself, first create a contact with your own name and details in.

To create a business card for a contact:
 Open the contact

 Right-click over the default business card and choose Edit Business Card from the menu
displayed
The Edit Business Card window will open.
 From the Layout drop-down list, choose whether you wish to display an image on the left, right or
top of the card
 Change the Background colour by clicking on the colour icon and choosing the required option.
Click on OK
 Add a new image by clicking on the Change button and locating the image. Click on OK to insert
the image
 Increase the image size by increasing the Image Area percentage, then use the Image Align to
set how the image should be aligned in the image area
 To add custom text to the business card, choose the field your new text should appear below,
then click on the Add button. Choose Custom, then User Field 1. Click in the white text box to the
right of the field list and enter the text to appear. Use the buttons above this box to change the
format of the text as required.

 Use the up and down arrows to move the fields around on the card as required
 Click on OK when the card is complete
 Click on Save and Close to save the contact
Adding a Business Card to your Signature
Once you have created a business card for yourself, you can add it as a signature, to appear at the end of
every message you send.

 Click on the Mail Format tab, then on the Signatures button
 Click on the New button to create a new signature
 Type a name for the new signature, then click on OK
 Click on the Business Card button on the toolbar above the large text box
 Choose your name from the Contacts list and click on OK

 To use the business card for all new messages, click on the drop-down arrow of the New
Messages list and choose the name of the business card stationery
 Click on OK to save the stationery
Forwarding a Business Card to Colleagues
To send a business card to a colleague:
 Right-click over the contact you wish to send the business card of
 Choose Send as Business Card
 A new message is created with the business card in the message body. Address the message
and add a subject as normal
 Click on Send to send the card
Creating Contacts from Messages

To create a new contact from the sender of a message:
 Open the message

 Right-click over the sender's name - a menu will be displayed

 Choose Add to Outlook Contacts

 Amend the contact screen as required, adding any other information that is known about the
contact
 Click on Save and Close when complete
Contact Views
Business Card View
Business Card view is the default view of the Outlook Contact list. In this view, the name email address,
business address, telephone numbers and web address of the contact is shown. If an image has been
added to the contact, this will also be shown on the business card.
Contacts are listed in alphabetical order of surname. Use the letter buttons on the right-hand
side of the screen to jump to surnames starting with a particular letter.

Additional Views
You can view the contact list in different ways by choosing View, Current View and the required option.
Alternatively, expand the Current View panel on the navigation pane to list the views available. Click on a
view to show contacts in that view.
View Description
Business Cards All contacts have an individual cards showing their business address as well as
their business and home phone numbers
Address Cards All contacts have an individual card showing their business and home
addresses, phone numbers and additional details such as email address
Phone List A table showing all contacts with their company name and all contact numbers -
phone, fax and mobile
By Category All contacts are displayed - grouped by categories assigned to the contact
By Company All contacts are displayed - grouped by the company they work for
By Location All contacts are displayed - grouped by the country in which they are located
Outlook Data Files Messages are grouped by the Outlook Data File they are stored in

Duplicate Contacts
If you add a new contact with the same name as an existing contact, Outlook will display a message box to
inform you that the name already exists:
All differences between the existing contact and your new contact will be shown in the Changes to
Selected Contact box.
 Choose to Add New Contact to create a duplicate contact

 Click on Update information of selected contact to add the new details to the existing contact
 Click on the Update button
Note the Update button changes to Add if the option to Add New Contact is selected.
Setting a Contact's Email Format

You can set the format that Outlook will use when sending messages to a specific contact - either as rich
text, plain text, or the format in which the original message was sent.
To set the email format for a contact:
 In the Contact window, double click on the contact's E-mail address

 Click on the drop-down arrow of the Internet Format list and choose the format you want to use
when sending messages to this contact

 Click on OK
 Click on the Save and Close button to close the contact window
Word Mail Merge with Contacts

If you use Word 2007, it is possible to perform a mail merge with names and addresses from Outlook. This
will allow you to create personalised letters to all or selected contacts.
To start a mail merge, Outlook need not be open. If the text you wish to include in the letter has been typed
already, open this document.
 To start the merge, click on the Mailings ribbon and choose the Start Mail Merge button
 Choose Letters
 Click on Select Recipients and choose Select from Outlook Contacts
 If you have more than one contact folder in Outlook, choose the folder you wish to use, then click
on OK

A list of your Outlook contacts will be displayed. Check each contact you wish to send a letter to, then click
on OK.
If you want to change the contacts you are sending the letter to, click on the Edit Recipient List button on the
Mailings ribbon.
You can now type your letter as normal. When you reach a point in the letter where contact information
should appear, use the buttons on the Mailing ribbon to add the required data.
Button Description
Address Block Adds the recipient name, company name and address
Greeting Line Adds the recipient's full or first name, with an appropriate greeting
Insert Merge Field Shows a full list of fields that can be inserted as required
When all text and contact information has been entered into the letter, click on the Finish & Merge button
on the Mailings ribbon.
 Choose to Edit Individual Letters to create a new document containing a letter for each contact.
You can then edit and print the letters as required
 Choose Print Documents to send the letters directly to print
 Click on Send Email Messages to send the letter as an email to each contact. You will need to
have a valid email address for each contact in order to use this command
Printing Labels for Contacts in Word

As well as creating personalised letters with a Word 2007 mail merge, it is possible to create labels for your
contacts.
To create the labels, Outlook need not be open.
 Create a new document in Word

 To start the merge, click on the Mailings ribbon and choose the Start Mail Merge button
 Choose Labels

 Choose the manufacturer of your label from the Label Vendors drop-down list
 Choose the label product number from the Product Number list
 Click on OK
 Click on Select Recipients and choose Select from Outlook Contacts
 If you have more than one contact folder in Outlook, choose the folder you wish to use, then click
on OK
A list of your Outlook contacts will be displayed. Check each contact you wish to create a label for, then
click on OK.
If you want to change the contacts you are creating labels for, click on the Edit Recipient List button on
the Mailings ribbon.

You can now specify the fields you wish to appear on the label.
 Click on the Insert Merge Field button

 Choose the field to add to the label, then click on OK
 Press [Shift Return] to move to the next line of the label
 Repeat the steps above to add all fields to the label
 Click on the Update Labels button to add the chosen fields to all labels
When all contact information has been added to the label, click on the Finish & Merge button on the
Mailings ribbon.
 Choose to Edit Individual Documents to create a new document containing all labels. You can
then edit and print the labels as required
 Choose Print Documents to send the labels directly to print

Viewing Tasks
Tasks provide to-do lists comprising jobs that can be assigned to other users, tracked and scheduled in
your calendar. You can check the status of a task, set a priority for each task, and set tasks that recur at
specific intervals.
To view Tasks, click on the Tasks icon on the Navigation Pane.
If you would prefer the Tasks icon to show as a large button, like the Contacts and Calendar buttons, click
on the drop-down arrow at the end of the navigation pane and choose Show More Buttons.
Creating Tasks
To create a new task:
 Click on the Task button the navigation pane

 Choose Actions, New Task or click on the New Task button on the Standard Toolbar
 In the Subject box, enter a name to identify the task

 Click on the drop-down arrow of the Due Date box and choose the date on which the task is due
to be complete
 Click on the drop-down arrow of the Start Date box and choose the date on which the task should
be started

 Click on the drop-down arrow of the Status box and choose whether the task has not started, is in
progress, has been completed, is waiting on someone else or has been deferred
 Choose the Priority of the task - normal, high or low

 If the task is in progress, choose the percentage of the task that is complete, using the up and
down arrows of the % Complete box
Click on the Details button on the Task ribbon to enter further information such as total work, actual work and
billing information.
Flagging Messages as Tasks

When you flag a message in the Inbox, it will appear in your Task list as a To Do item.
To flag a message:
 Click on the Flag icon at the end of the message header

 To flag the message and set a due date, right-click on the flag icon and choose the due date e.g.
Today or Next Week

In the following task list, the first item is a task, as this is held in the Tasks folder. The next two items, both
due today, are to-do items, or flagged messages in the Inbox:
To remove a message from your to do list without deleting the message, the flag must be cleared or
marked as complete. To do this, right-click over the flag at the end of the to-do item and choose Mark
Complete if the item has been completed, or Clear Flag if the item no longer needs to be dealt with.
Editing and Completing Tasks

A task is edited by double clicking on the task and changing the details as required. When all changes have
been made, click on the Save and Close button.
A task can have one of the following statuses that can be changed at any time:
Status Notes
Not Started The % Complete field should indicate 0
In Progress The % Complete box should be changed to indicate the progress of the task
The Details tab of the Task window can be used to add extra information such as
Completed
Total Work and Billing Information
Waiting on Someone A reminder should be set to contact the other person to check the task status
Else (see below)
The start and end date of the task should be changed so that the task no longer
Deferred
appears active

To mark the task as complete, change the % Complete box to show 100 or check the Complete box if
viewing a simple task list:
Scheduling Tasks in the Calendar

Tasks can be dragged from the To Do bar to a date on the calendar so that time is assigned to work with
the task.

 If the To Do bar is not displayed, choose View, To Do Bar and Normal
 Drag the task to the relevant date on the calendar - a new all day event will be created for the
item
 Double-click on the item to open it

 To specify a start and end time for the item, uncheck All Day Event, then choose the Start Time
and End Time
 Click on Save and Close
Assigning Tasks
You can assign tasks to another Outlook user and be informed by email when the task has been
completed. You can view the task in your own copy of Outlook at any time to check its progress.
To assign a task:
 Click on the Tasks button on the navigation pane

 Choose Actions, New Task Request or click on drop-down arrow of the New Task button on the
Standard Toolbar and choose Task Request
You can assign an existing task to a colleague by clicking on the Assign Task button on the Task ribbon.

To assign the task:
 Click on the To button and choose the name of the person you are assigning the task to. Click on
OK when the name has been entered
 Add all details to the task - the subject, start and due date, status and priority
 Ensure Keep an Updated Copy of this Task on my Task List is checked if you wish the task to be
updated in your task list as it is edited by the assigned person.
 Ensure Send me a Status Report when this Task is Complete is checked if you wish to receive
an email message when the assigned person has completed the task
 Click on the Send button to send the task to the person you are assigning it to
Receiving an Assigned Task
If a task is assigned to you by another user, you will receive a message in your inbox with the subject Task
Request followed by the subject of the task.
When you double click on the task, buttons to accept or reject the task will appear on the ribbon.
 Click on Accept to accept the task and take ownership. The task will appear in your task list
 Click on Decline to decline the task, returning ownership to the sender
 Click on Assign Task to assign the task to a colleague, passing on ownership
After clicking on the Accept or Decline button, a further dialog box will display asking if you wish to add
comment text before sending your reply to the sending of the task.
 Choose Edit the response before sending to add extra text to the reply
 Choose Send the response now to send the reply with no extra text

If you accept the task, it will be added to your task list with a different icon to a normal task created
yourself.
The following screenshot shows a task that has been assigned to you from someone else, a task that you
have assigned to someone, and a task you have created in your own task list.
Task Views
To Do List
The To Do list is the default view of the Outlook Task list. The following items show in this view:
 Any tasks that you have created

 Any tasks that have been assigned to you, and that you have accepted
 Any tasks you have assigned to others, and that have been accepted
 Any email messages that are flagged for follow up
The date on which the task is due, and the folder that the task is stored in, will be displayed for each item.
Tasks
The task list shows only items created via Tasks, hiding any flagged messages in your Inbox. Tasks
assigned to others, and those assigned to you, will also show.

Additional Views
You can view the task list in different ways by choosing View, Current View and the required option.
Alternatively, expand the Current View panel on the navigation pane to list the views available. Click on a
view to show tasks in that view.
Views can be applied to the To Do list or Task List as required.
Task Reminders
A reminder can be set for a task, so that a dialog box is displayed a set amount of time before the task is
due.
 Double click on the task to open it

 Check the Reminder box and set the date and time at which the reminder should be shown
 If you wish to play a sound when the reminder window shows, click on the Sound button
 To set a sound other than the standard Outlook reminder sound, click on the Browse button
 Locate the sound you wish to play - the Windows\Media subfolder on the C: drive contains a
number of standard Windows sounds
 Click on OK to set the sound

At the specified time, the reminder will display a dialog box similar to that below:
 Click on Dismiss to cancel the reminder so that it's not shown again
 Click on Dismiss All to clear all reminders currently showing in the window
 Click on Snooze to repeat the reminder at intervals specified in the box to the left
You can show all current reminders by choosing View, Reminders Window command.
Recurring Tasks
It is possible to create tasks that automatically repeat at fixed intervals e.g. every Friday or the second
Monday of every month.
Recurring tasks show with a different icon in the task or to-do list:
To set a recurring task:
 Create or edit a task as required

 Click on the Recurrence button on the Task ribbon

 In the Recurrence Pattern box, select the frequency of the task (see table below)
 In the Range of Recurrence box, choose the start and end date of the task or the number of
occurrences to take place.
 Click on OK
 Click on the Save and Close button on the Task ribbon when complete
Intervals
The following intervals can be used as the Recurrence Pattern:
Interval Description
Daily Allows you to repeat the task each day of the week, or every specified number of days
Weekly Allows you to repeat the task every specified number of weeks, on a specific day of the week
Monthly Allows you to repeat the task every specified number of months, on a specific day of the
month. Alternatively choose to repeat the task on a particular day e.g. the first Friday of the
month
Yearly Allows you to repeat the task on a specific day of the year, or as above e.g. the first Friday of
April each year

Viewing Notes
Outlook can be used to record notes for any textual information. Notes can be posted on your desktop as
constant reminders and can be forwarded to other users or included in Word or other Office documents.
To view Notes click on the Notes icon on the Navigation Pane.
If you would prefer the Notes icon to show as a large button, like the Contacts and Calendar buttons, click
on the drop-down arrow at the end of the navigation pane and choose Show More Buttons to add tasks to
the navigation pane. Choose the Show More Buttons again to add notes.
Creating Notes
To create a new note:
 Click on the Notes button on the navigation pane

 Choose Actions, New Note or click on the New Note button on the Standard Toolbar
 On the first line of the note, type a heading or subject - this will remain displayed when the note is
closed
 Press [Return] and type any remaining text for the note
 Click on the close button in the top-right corner of the note when complete

The above note would display as follows in the Information Viewer.
You can control how notes are displayed in the Information Viewer by right-clicking on a blank area of the
screen and choosing Large Icons, Small Icons or List.
Distributing Notes
Notes can be forwarded to other Outlook users as follows:
 Right click on the note to display the shortcut menu

 Choose Forward
 Address the email message as normal, then enter a subject and any introductory text
 Click on the Send button to send the note
The recipient of the note can double click on the note to read it, or drag it from the open mail message over
the Notes icon of their navigation pane to add it to their own Notes folder.
Attaching Notes to Outlook Items
A note can be added to any Outlook item as follows:
 Open the item you wish to add the note to

 Click on the Insert ribbon
 Click on the Attach Item button in the Include group on the Insert ribbon
 Choose the Notes folder from the top pane, and the required note from the bottom pane
 Click on OK to add the note to the item

Saving Notes in Text Format
Notes can be saved in rich text format to be opened in a word processing application e.g. Word, or in plain
text format to be opened in any application e.g. Excel or PowerPoint.
 Double click on the note to open it

 Click on the menu in the top-left corner of the note
 Choose Save As
 Click on the drop-down arrow of the Save In box and choose the drive and folder you wish to save
the file in
 Click in the File Name box and enter a name for the note file
 Click on the drop-down arrow of the Save as Type box and choose the required format for the file
 Click on Save

When saving notes, save in Rich Text Format (.rtf) to open the file in Word, or Text Only (.txt) to open in
other applications.
Placing Notes on the Desktop
When a note is placed on the Windows Desktop, it can be opened and read without the need to open
Outlook first.
 Ensure Outlook is not filling the entire screen - click on the Restore button if it is
 Click on the icon of the note you wish to move to the desktop
 Drag the note to the desktop in the background of the Outlook window, releasing the mouse
button to move the note
The note will be given the .msg extension and can be double clicked any time to open the note and view its
text.
Editing and Formatting Notes

Notes can be viewed and edited any time after they have been created:
 Ensure the Notes option is selected on the navigation pane

 Double click on a note to edit its text
 Click on the close button in the top-right corner of the note when complete
Formatting Notes
You can change a note colour by assigning a category to the note.
Categories can be used to group and identify Outlook items such as messages, appointments, contacts
and tasks. It is possible to view these items by category, so that all items with the same category appear
together in the list:
To change a note category:
 Ensure the Notes option is selected on the navigation pane

 Right click on the note to display the shortcut menu
 Click on Categorize then on the required category from the list displayed

Choose View, Current View, By Category to view notes grouped by category. Choose View, Current View
and Icons to return to the default Note view.
Note Options
The default colour, size and font for all new notes can be set as follows:

 Click on the Note Options button
 Click on the drop-down arrow of the Color box and choose the colour for new notes
 Click on the drop-down arrow of the Size box and choose the size for new notes (see below)
 To change the default font used, click on the Font button and choose the required settings before
clicking on OK

The following note sizes can be used:
Viewing the Journal

The Journal allows you to record interactions with customers by tracking email messages, meetings, tasks
and other items such as Word documents and Excel spreadsheets. Telephone conversations and non-
computer related work can also be recorded.
Before adding items, ensure the Journal appears on your navigation pane. If not, follow these steps:
 Click on the arrow at the bottom-right of the navigation pane

 Choose Add or Remove Buttons
 Choose Journal
The journal will now appear on the navigation pane.
To access the Journal:
 Click on the Journal icon on the navigation pane

 The first time you access the Journal, you will be asked if you wish to track all Office documents
and Outlook items. Check the box to not show the message again, then click on Yes or No as
required

The following journal shows Excel and Word files created, an email sent to contacts, and a phone call:
Use the buttons in the navigation pane to change the way in which the Journal is displayed:
Creating Journal Entries

Any item can be added to the Journal as follows:
 Click once on the item you wish to add to the Journal - this can be an email message,
appointment, event, meeting, contact or note
 Drag the item over the Journal button on the navigation pane

A new Journal entry will be created automatically, containing a shortcut to the item.
 Edit the Subject of the entry - this will show in all Journal views
 From the Entry Type box, choose the type of activity the Journal item represents e.g. Email
Message, Conversation or Letter
 Change the Start Time as required
 Change the Duration to show the amount of time you have worked on the activity
 Click on Save and Close when all details have been entered
To record the duration of the entry automatically:
 Click on the Start Timer button on the Journal Entry ribbon to start timing
 Click on the Pause Timer button on the Journal Entry ribbon to stop timing
Recording Files
If a file is recorded in the Journal, the journal entry will contain a shortcut to that file. This allows you to
create a central store of all files associated with your contacts.
 Locate the file in your Documents folder in Windows

 Click once on the file to select it, then choose Edit, Copy or press [Ctrl C]
 Ensure the Journal icon of the Navigation Pane has been selected

 Choose Edit, Paste or press [Ctrl V]

 A new Journal entry will be created, containing a copy of the file. Edit the details of the entry and
click on Save and Close when complete
Recording Other Activities
Other, non-computer related items such as phone calls, conversations or travel time can be added to the
Journal as follows:
 Ensure the Journal icon is selected on the navigation pane

 Choose Actions, New Journal Entry or click on the New Journal Entry button on the Standard
Toolbar
 Enter all details for the journal entry, including the Entry Type e.g. Phone Call or Conversation
Automatic Journal Entries

The following activities can be recorded automatically in the Journal:
Icon Item
Email Messages
Meeting Requests
Meeting Responses
Tasks
Microsoft Office files
To set the actions that are automatically recorded in the Journal:

 Ensure the Preferences tab is selected and click on Journal options.
 Check the items you wish to record in the journal and click on OK

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Outlook 2007 Introduction

© Hewlett-Packard 2007 Page 1 of 121

Viewing Attachments ..........................................................................................................................32

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Saving Drafts .......................................................................................................................................58

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Contact Distribution Lists ..................................................................................................................89

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A new mail message can be created in one of the following ways:

 Choose Actions, New Mail Message

Entering the Subject

Some useful ways to begin the subject are listed below.

Action: Action Requested - follow with a brief description of the task.

Reply Req: Reply requested/needed

Appt Req: Request for Appointment

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Sending the Message

Messages can be sent in one of the following ways:

 Choose File, Send

To address a message manually:

 Click on the Options ribbon

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The Global Address List

To address the message from the Global Address List:

 Click on the To or Cc button to show the GAL

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If you want to enter a different name, continue typing as normal.

 Click on the Address Book button on the Standard Toolbar

 Choose OK when the list is complete

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Addressing a Message to a Distribution List

If you are unsure of the distribution list name:

 In the new message, click on the To button

Expanding a Distribution List

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Typing and Formatting Text

Unwanted text can be deleted in one of the following ways:

[Delete] The character to the right of the cursor

[Backspace] The character to the left of the cursor

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Basic formatting can also be applied as follows:

 Select the text to be formatted

Setting the Message Format

There are three formats for creating messages in Outlook:

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To change the format of your message:

 Click on the Options ribbon

Importance Button Example

To set delivery options for a message:

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An expired message will show with a line through it in the Inbox.

To set tracking options:

 Click on the Options ribbon

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To add voting buttons to a message:

 Click on the Options ribbon

If creating your own buttons:

 Ensure the Use Voting Buttons box is ticked

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Files can be attached to the message in the following way:

 Click on the Attach File button on the Message ribbon

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