SYNOPSIS

 A tour of the Office 2007 user interface and operating system

 Exploring word 2007 and editing and proofreading documents

 Changing the look of text and presenting information in columns and tables

 Setting up a work book

 Working with date and date tables

 Performing calculations on data

 Changing documents appearance

 Creating a database

 Simplifying data entry by using forms

 Locating specific information

 Keeping your information accurate

 Starting a new presentation and working with slide text

 Adjusting the slide layout, order and look and delivering a presentation

electronically

 Getting started with outlook 2007 and sending E-Mail messages

 Managing your inbox, managing appointments, events, and meeting,

managing your calendar

 A tour of the office 2007 user User Interface and
Operating System

Whenever we launch any application of office 2007 the entire user interface has
redesigned to be more intuitive, easier to navigate, and better suited to the task at hand.

Using the “Ribbon”

It is a new replacement for the customary menu system. It stretches across the top of the
work area in Word, Excel, PowerPoint and Access. It is a collection of several
components:

• Quick Access Toolbar

• Command tabs
• Command sets
• Contextual commands
• Dialog launchers
• Galleries
• New file menu

Points to remember

 Commands tab replaces menus

 Dialog launchers is available in some commands
 Galleries display readymade style
 File menu has been redesigned and reorganized
Windows XP

• Click the start button and then click control panel

• In control panel, click Add or remove programs
• In Add and remove programs window, click Microsoft Office and then click
remove
• Ask you confirm deletion click yes

Using the start menu

 Click the start button, point to All programs, click Microsoft Office and then click
Microsoft Office Outlook 2007

Navigate dialog boxes

To navigate folder in Window Vista

 In the favorite links pane, click documents. Then in the folder content pane,
double click MSP, SBS, Office 2007.

To move back to SBS_Office 2007 folder in windows vista:

 In the upper- left corner of the dialog box, click the button.

How to work on PowerPoint

1. At the right end of the ribbon, click the Microsoft Office PowerPoint help button.
2. Click activating PowerPoint.
3. Click show table content button.
4. Click few categories and topics, and then click to back and forward.
5. Click the close button.
6. Click the type word to search for box press enter key
7. Click print a help topic
8. Click show all close the PowerPoint window
 Exploring Word 2007

Working in the Word environment

1. Click the start button

2. Click all programs
3. Click Microsoft Office
4. Click Microsoft Office Word 2007
5. Click the Microsoft Office button
6. Press the Esc key to close the menu
7. Hover the mouse pointer over the active buttons on this tab to display the screen
Tips
8. Click insert tab and explore its button
9. Click page layout tab
10. In the page setup group, display the screen tips for the margins button.
11. Click page setup dialog box launcher
12. Click cancel to close the dialog box
13. Click the themes button
14. Press Esc to close the gallery
15. In page background click page color. Theme color
16. Press Esc to close the palette
17. Click the references tab
18. Click the mailing tab
19. Click the review tab
20. Click the view tab

Opening, Moving Around in, and Closing a Document

1. Click Microsoft Office button then click open

2. If not displayed in Navigation Pane click Documents
3. Press Home key to move insertion point in beginning of the line
4. Press → key two times to move to word Fantasy
5. Press Esc to move to end line
6. Press Ctrl + Esc to move to document
7. Press Ctrl + Home to move to beginning of documents
8. Click the next page at bottom to vertical scroll bar
9. Drag the vertical scroll bar
10. Click the Select Browse object button
11. Click the Browse by page button
12. Click Microsoft Office button and the click close
Displaying different views of the documents

 Print layout
 Full screen reading view
 Web layout view
 Outline view
 Draft view

Steps include

1. In print layout view scroll through document

2. Press Ctrl + Home on view toolbar click Zoom button
3. Click 75% then click ok
4. Click Zoom out button couple of times
5. Click Zoom in button to 100%
6. In show/hide group click document map
7. Click shipping heading
8. Click thumbnail pane then close button
9. On home tab click show/hide button
10. In view tab click full screen reading
11. Click next screen
12. Click close to back to print layout
13. Press Ctrl + Home then view then web layout
14. Press Ctrl + Home then view then outline button
15. Click outlining tab, outlining tools, show level, level 2
16. Click draft button
17. Click Microsoft Office button then open
18. On home tan in paragraph group click show/hide button
19. In view tab window button click switch window
20. Arrange all button
21. Click close button
22. Click maximize button
23. Click ruler check to turnoff the rulers
Creating and saving documents

1. Click new then new document then double click blank document
2. Type Decorators, get ready for change and then press Enter
3. Type the things u want to write
4. Press Enter on quick access toolbar click save button
5. Click new folder button type my new document as the name then press Enter
6. Click save
7. Then click save as

Previewing and printing a documents

1. Point to print arrow click print preview

2. Click two pages button in page setup click margins button
3. In gallery click wide
4. In preview click next page
5. Click page setup dialog box launcher
6. Then click orientation and then landscape
7. Close print review button
8. On page layout in page setup click orientation then click portrait
9. Then click print
10. Switch printers
11. Click name arrow click the printer wants
12. Under page range click current page options
13. Under copies change the no. of copies then click ok
 Editing and proofreading documents

Make changes to a document

1. On home tab click show/hide button

2. Hold down the shift key
3. Press Del key to delete
4. Select the word book press backspace key
5. Click copy button in clipboard group
6. Press ↓ key click paste button
7. Click cut button
8. Press ↑ key then click paste
9. Click undo arrow
10. Press Ctrl + Home with the selected text press End key
11. Press Space and then press Del

Inserting saved text

1. Select wide world importers

2. Click save selection to quick part gallery
3. In name box type www then click ok
4. In text groups click quick parts button
5. Press Ctrl + End then press Space
6. Click the www entry
7. Type a space followed by recommends cm
8. Press F3 key then type period

Finding the most appropriate word

1. Double click the word rigorous

2. On review tab in the proofing group click the Thesaurus button
3. In text pane under exact click meticulous
4. Click the arrow that appear click insert
5. Close the research task pane
Reorganizing a document outline

1. On view click outline button

2. Click show level arrow click level 1
3. Click anywhere
4. Click expand button
5. Click demote button
6. Click undo button
7. Click collapse button
8. Click demote button
9. Click expand button
10. Click promote button
11. Press Ctrl + Home in show level list click level 2
12. Click move up button three times
13. Click all levels
14. Click close outline view tab

Finding and replacing text

1. In home tab editing group click find button

2. Click reading highlight click highlight all
3. Scroll to page 2
4. Click find and replace dialog box
5. Press Ctrl + Home
6. Click title bar of find and replace
7. Click more buttons
8. Click format button then click font
9. Click italic then ok
10. Click find next then replace
11. Click replaces all
12. Click ok then click find tab
13. Click clear highlight
Creating spelling and grammatical errors

1. Click end of the first para press Space

2. Click Word options
3. Click proofing and autocorrect options
4. Click replace box
5. Press Tab key
6. Click add click ok
7. Close the word options window
8. Press Ctrl + End
9. Press Space press Ctrl + Home
10. In the list click sources
11. Press Ctrl + Home click spelling and grammer button
12. Click autocorrect
13. Click ignore all
14. Click delete
15. Click resume
16. Click add to dictionary
17. Click ok close the message box

Finalizing documents

1. Click point to prepare then click properties

2. Click advanced properties
3. Click summary and statics tab
4. Click cancel click close button
5. Save the document
6. Click inspect document
7. Click inspect
8. Click remove all
9. Click close
10. Click mark as final
11. Click ok to complete process
12. Close the insert tab
 Changing the look of text

Quickly format text and paragraphs

1. In home tab click styles and then quick style gallery

2. Click the down arrow
3. Click more button
4. Click anywhere in information sheet in style group click subtitle thumbnail
5. Apply the heading click modern

Manually changing the look of characters

1. Click anywhere in the word beautiful

2. Click underline button
3. Click repeat button
4. Select the bold button
5. Click format painter
6. Click stencils
7. Click font size
8. Click dialog box launcher
9. Under effect select outline check box
10. Click character spacing tab
11. Click spacing arrow click expanded
12. Click clear formatting button
13. Click undo button
14. Click font color under standard color
15. Click more color
16. Click ok
17. Click dialog box launcher
18. Click select button in editing group click select text with similar formatting
19. Click bold button
 Presenting information in columns and tables

Present information in columns

1. In page layout in page setup click columns button and click three
2. Press Ctrl + Home
3. Click select button then select all
4. In paragraph click justify
5. Press Ctrl + Home click centre button

Creating tabular list

1. Select 1st line click bold button

2. Click increase indent button
3. Click tab button twice
4. Click horizontal ruler at the 4 inch mark

Presenting information in table

1. On insert table click table button

2. Select rows and columns
3. Click the merge cells
4. Click alignment centre
5. Type and then press Tab
6. Click insert below button
7. Press Tab twice
8. Click table button then click convert text to table
9. Then click ok
 Setting up a workbook
Creating a workbook
Microsoft office button and then click new.
The new workbook dialog box appears.

1. Click blank workbook and then click create.

A new, blank workbook appears.

2. Click the Microsoft office button and then click save as.

The save as dialog box appears.

3. Click the save button.

Excel 2007 saves your work, and the save as dialog box
disappears.

4. Click the Microsoft office button, click prepare, and then

click properties.

The document properties pane appears.

5. In the keywords field, type exceptions, regional, percentage.

6. In the category field, type performance.

7. Click the property view and options button and then click
advanced properties.

The exceptions 2006 properties dialog box appears.

8. Click custom. The custom tab appears.

9. In the name field, type performance.

10. 10. In the value field, type exceptions.

11. Click the add button and then click ok.

The exceptions 2006 properties dialog box disappears.

On the quick access toolbar, click the save button to save your
work.
 Modifying woorkbook
1. On the tab bar, click the insert worksheet button.

A new worksheet appears.

2. Right-click the new worksheet tab and click rename.

Excel 2007 highlights the new worksheet’s name.

3. Type 2007 and press enter.

4. On the tab bar, right-click the sheet1 sheet tab and click rename.

5. Type 2006 and press enter.

6. Right –click the 2006 sheet tab, point to tab color, and then, in the
standard colors selection of the color palette, click green square.

7. On the tab bar, drag the 2007 sheet to the left of the scratch pad
sheet tab.

8. Right-click the 2007 sheet tab and then click hide. Excel2007 hides
the 2007 worksheet.

9. Right-click the 2006 sheet tab and then click move or copy. the
move or copy dialog box appears.

10. Click the to book down arrow and click new book.

11. Select the create a copy check box.

12. Click ok.

13. A new workbook appears; it contains only the worksheet you

copied into it.

14. On the quick access toolbar, click the save button.

The save as box dialog box appears.

Modifying the worksheet

1. Select cell A1.

2. In the cell group, click the insert button down arrow and then
click insert sheet columns. A new column A appears.

3. In the cell group, click the insert button down arrow and then
click insert sheet rows. A new row 1 appears.

4. Click the insert option button and click clear formatting.

Excel removes formatting from the new row 1.

5. Right–click the column header and click hide.

6. In the cell group, click the delete button down arrow and
then click delete cells.

7. the cell group, click the insert button down arrow and then
clicIk insert cells.
 Working with data and data tables

Entering and revising data

1. On monthly worksheet select cell B3 drag till B7

2. Select cell C3 drag to C7
3. Select sell B8 type letter F
4. Press Tab to accept the value
5. Click cell D8 then click pick from drop down
6. Click 2day
7. Click auto fill options click fill formation options

Moving data within workbook

1. On count sheet select B2-D2

2. Click the copy button
3. Click the sales sheet tab
4. Select B2
5. Click paste
6. Click keep source formatting
7. Click cut
8. Click paste

Defining a table
1. Select B2
2. Click format as table
3. Click ok
4. In B18 press AB press Enter
5. Select the table row check box
6. Click averages
7. Type the value in the table name field press Enter
8. Click the save button to save the data
 Performing calculations on data

Naming groups of data

1. Select C4-G4
2. Click name manager
3. Click V101lastweek name
4. Click ok then check button
5. Click close
6. Select C5-H5
7. Click define name
8. In new name dialog box type new name
9. Verify in refers to field
10. Click ok

Creating formulas to calculate the values

1. Display summary worksheet press Enter

2. Select cell
3. Click SUM press Tab
4. Select cell range then press Enter
5. In the cell type then press Enter
6. Select the cell reference press Enter
7. On the formula bar select cell press F4 then Enter
8. Click June labor sheet
9. Press Tab
10. Click labor expenses then Enter
11. Type to complete the formula press Enter

Summarizing data

1. In the cell type formula press Enter

2. Click the cell drag until cover G14
3. In cell 13 type formula press Enter
 Changing documents appearance
Formatting cell

1. Click cell D2
2. Click bold button
3. Click font size
4. Select cell B5 and C4
5. Click bold button
6. Select cell ranges B6:B15 and C5:H5
7. Click italic button
8. Select B4:B15 and C4:H5
9. Click fill color
10. Click Excel options
11. Click popular to display the popular tab
12. Click the use this font click verdana
13. Click cancel

Defining styles

1. Click cell styles click new cell style

2. Click format button
3. Click alignment tab
4. Click horizontal click centre
5. Click font tab
6. Click italic
7. Click number tab
8. Click time
9. Click ok
10. Click styles
11. Click crosstab column heading

Making numbers easier to read

1. Click cell A3
2. In font group click dialog box
3. Click number tab
4. Click date
5. Type date
6. Click ok
7. Click cell G3
8. Click number tab
9. Click special
10. Click phone number then click ok
 Creating a Database

After having prepared a table in Database, we customize it with switchboard or custom

categories and groups, known as database collection.

Creating a Database from a Template

1. Start – Program – MS Access

2. Then go to Template categories list, click local templates
3. Click the templates icon
4. In file name box, we type Contacts Template, and note the default path
5. Then click the create button and enter own contact information into the first
record
6. Contacts template database is then explored.

Creating a Table manually

1. Start MS Access
2. Getting started with Microsoft access page, under New Blank Database , click
Blank Database
3. Click create to create the blank database in specified location
4. Click in empty cell below add new field type Big Things Frieght,then press Tab to
move to next cell
5. Type the information into the next six cells ,pressing Tab after each entry
6. Double click the ID columns name ,and then type Shipper ID to rename it
7. Repeat step 6 for other columns
8. On the view toolbar in the lower right corner of the programme window, click the
Design view button to switch the design view.
9. In the save as Dialog box, type Shippers, and then click OK.
10. Click the data type for ZIP field, click the arrow that appears, and then in the list
click OK.
Manipulating Table Columns and Rows

1. In the navigation pane ,double click the customers table to open it in

Datasheet view
2. Drag the vertical bar at the right edge of the address column header to the left
until the column is half inch wide
3. On the left side 0f the datasheet, drag the horizontal bar between any two
record selectors downward to increase the height of all rows in the table
4. On the Home tab in the records group, click the more buttons and then click
Row Height
5. In the Row Height dialog box, select the Standard Height check box, and then
click Ok.
6. Click anywhere in the first name columns. In the Records group, click the
more button, and then click Hide columns.
7. To restore the hidden field, in the records group, click the more button, and
then click unhide columns
8. In the Records group, click more, and then click Unfreeze to restore the
columns to their normal condition.

Key Points

 Access 2007 includes templates to help quickly and easily create

Databases and tables.
 In Design view, you can modify created manually or from a template
 Rather then creating information in one table, we can create different
tables for each type of information
 Properties determine what data can be entered in a field, and how the data
will look on the screen
 We can adjust the structure of a table – by manipulating or hiding rows
and columns – without affecting the data stored in the table.
 Locating specific information

 Sort and filter information in a table

 Filter information by using a form
 Create a query manually or by using a wizard

A database is a repository for information. It might contain only a few records,

thousand of records stored in one table or multiple tables.
Microsoft office access 2007 provides a variety of tools we can use to
organize the display of information stored in a database and to locate specific items
of information.

Sorting information in a table

We can sort the information stored in table based on the values in one or more fields, in
either increasing or decreasing order. For example, you could sort customer information
alphabetically by last name and then by first name.

Last First
Kumar Ram
Mohan Suresh
Kumar Rahul
Kumar Paras
Mohan Krishna
1. In the Navigation Pane, under Tables, double click customer.
2. The customers tables open in Datasheet view
3. 2.Click the arrow at the right side of the Region column header, and then click
Sort A to Z
4. To reverse the sort order by using a different method, on the Home tab, in the Sort
& filter group, click Descending button.
5. To sort the cities in ascending order within the regions, first click the City sort order
arrow, and then click Sort A to Z.
6. To finish the process, right click any place in the Region column, and then click A
to Z.
7. To sort both columns at the same time in descending order ,
8. move the Region field to the left of the city field by clicking its header to select the
column , and then dragging the column to the left until a dark line appears between
Address and City
9. With the Region column selected, hold down shift key and click the City header to
extend the selection so that both the Region and City columns are selected.
10. In the sort &Filter group ,click the Descending button to arrange the records with
the regions in descending order.
 Starting a new presentation

Quickly creating presentation

1. Click the new

2. Click presentation
3. In the centre pane click business
4. Click company meeting presentation image
5. Click download
6. Click continue
7. Click next slide
8. Click save button
9. Click new from existing
10. Click 01_Creating file
11. Click save button

Creating presentation on readymade design

1. Click new
2. Click design slides
3. Click or select category
4. Click trust design template
5. Click download
6. Click continue
7. Click new slide
8. Click two content
9. Click new slide button
10. Continue doing this
11. Click slide 2 then click delete button

Converting an outline to presentation

1. Click new slide then slide from outline

2. Click 03_Converting
3. Click outline tab
4. Click empty title slide1
5. Click delete slide
 Working with slide text

Enter text

1. Click to add tile place holder

2. Type the Taguiem Cycle
3. Click outline tab
4. Click to add subtitle
5. Press Enter click save
6. Add new slide with title and content layout
7. Type rationale
8. Click to the right of rationale press Enter
9. Press Tab key
10. Press Enter
11. Press Shift + Tab
12. Click the increase list level
13. Save your work

Editing text

1. Click the word new

2. Press Ctrl key
3. In slid 3 titles double click good
4. Press End and press Backspace
5. Click the bullet
6. Click the cut button
7. Click the paste button
8. Click undo to reserve last editing action
9. Click redo button to restore editing action

Adding and manipulating text boxes

1. Click the slide title

2. Click the mouse button once
3. Click outside it in a blank area of the slide
4. Move to slide 5 click to bulleted list
5. Click text box click the slide to create text box
6. Click format shape
7. Click line color
8. Click color arrow click close
Correcting and sizing text while typing

1. Click PowerPoint options click proofing

2. Click auto correct option
3. In replace box type and then press Tab
4. With box type and then click add
5. Click ok
6. Move to next slide press Space
7. Click the auto fit options button
8. Click change to two columns

Checking spelling and choosing the best word

1. Right click in the word

2. Click word to replace misspelled word
3. Right click to other word
4. Press Esc to close
5. Click the language button
6. Select the language and click ok
7. Click the spelling button
8. Click change
9. Click add
10. Click ok
11. Select the word proper
12. Click the Thesaurus
13. Click insert
14. Close the research task pane

Changing the size, alignment, spacing and look of text

1. Click anywhere in the bulleted list

2. Click select then select all buttons
3. Click decrease font size
4. Finishing by clicking in the list
5. Click format shape
6. Click text box select resize shape to fit text then click close
7. Click select then select all
8. Click the align text left button
9. Click line spacing
10. Click ok
11. Click change case arrow click UPPERSCALE
12. Click italic button in font group
13. Click ok
 Adjusting the slide layout, order and look

Changing the layout of a slide

When you add a new slide to a presentation ,you can specify which of several predefined
layout you want to use, or you can add a blank slide and create a custom layout.

Steps of layout presentation

1. Display slide 3 and then on the home tab, in the slides group, click the layout button.

The layout gallery includes the same layouts that are available for new slides.

2. Click the two content layout.

PowerPoint adds a placeholder to the right of the bulleted list.

3. Click the bullet in the placeholder on the right side of the slide, and then type the
following bullet points, pressing enter after each one except the last:

A problem

A journey

A skill or power

A battle

On the outline tab, the bullet points are grouped to indicate that they appear in
different placeholders.

4. Drag the button middle handle of the right placeholder upward until the placeholder is
big enough only for its bullet points.

5. Repeat the step 4 for the left placeholder.

Now suppose you want to add more bullets points to each placeholder. you could

Manually enlarge the placeholders, but here’s a quicker way.

6. On the home tab in the slides groups click the reset button.

7. Click to the right of adversary in the placeholder, press Enter, and then type
 An innocent.

8. Click to the right of battle in the right placeholder, press enter, and then type

A twist.
 Rearranging slides in the presentation

After you have created several slides, whether by adding them and entering text or by
importing them from another presentation, you might want to rearrange the order of
the slides so that they effectively communicate your message.

Steps of rearranging presentation

1. On the outline tab, move to slide 3, and notice the order of the bullet points.

2. On the outline tab of the overview pane, scroll through the presentation,
noticing that the slide order is different than that of the bullet points on slides
3.

3. In the overview pane, click the slides tab, and then scroll so that you can see
both slide 5 and slide 8.

4. Drag the thumbnail for slide 8 (the teacher) upward to the space above the
thumbnail for slide 6 (the problem), but don’t release the mouse button yet.

The thumbnail itself remains in place, but a bar indicates where the

Slide will move to when you release the mouse button.

5. Release the mouse button.

PowerPoint moves the slides to its new location and renumbers the subsequent
slides.

6. At the right end of the status bar, the view on toolbar, click the slide sorter
button.

PowerPoint displays the presentation as a set of thumbnails. Because you have

only 13 slides in this presentation, there is room to make the thumbnail bigger
so that they are easier to read.

7. On the slider at the right end of the status bar, click the zoom in button twice
to change the zoom presentation to 80%.

8. Drag slides 9(The Adversary) to the left of slide 7(The problem).

 Slides 9 move to its new location, and again PowerPoint repositions and
renumbers the subsequent slides in the presentation.

If you check the result against slide 3, you will see that the slide for the
innocent is missing .you can add a slide in slide sorter view, but you cannot
enter or edit text in this view.

9. With slides 7(The adversary) still selected, and a title and content slides to the
presentation.

PowerPoint inserts the new slides after the selected slide.

Using colors That Are Part of the Scheme

Although working with the 12 colors of a harmonious color scheme enable you to create
presentations with a pleasing design impact, you might want to use a wider palette.
You can add colors that are not part of the colors scheme by selecting the element whose
colors you want to change and then choosing standard color from the colors palette or
from the almost infinite spectrum of colors available in the colors dialog box.

After you add a color, it become available on the palette when you click a button that
applies color- for example, the Font Color button in the Font group on the home tab. The
color remains on the palettes even if you change the theme applied to the presentations.
In this exercise, you will change the color of the slide title and will then apply the same
color to other elements of the presentation.

1. On slid 1 select the title of the presentation, and then on the Home tab, in the Font
group, click the Font color arrow.

A color palette appears.

2. At the button of the color palette, click More Color

The color dialog box opens

3. In the Color spectrum, click in the brightest green shade

4. Click OK.

The title changes to the selected shade of green, outlined in red.

5. Display Slide 5, selected the following the third bullet point, and then click the Font
color arrow
Adding Shading and Texture to the background of a slide

In power point you can customize the background of a slide by adding a solid color a
color gradient a texture or even a picture.
A color gradient is a visual effect in which a solid color gradually changes from light to
dark or dark to light. Power point offer several gradient patterns each with several
variations. You can also choose a preset arrangement of color from professionally
designed background in which the different color gradually merge.

1. On the Design tab, in the Background group, click the background style button.

2. In the Background gallery, point to each style in turn to see a live preview of its
effects.

3. Click the last thumbnail in the second row (style 8).

4. Click the Background style button again and then click Format Background at the
bottom of the gallery.

The format Background dialog box opens.

 Tip clicking the preset color button displays a gallery of professionally designed
color gradients which range from a single color to set a several color.

5. Click the Type arrow, and then in the list, click Rectangular.

6. Click the Direction button and the right end of the gallery click the From corner
effect.

7. Under Gradient stops, drag the Stop position slider to the right until the
adjacent setting is 80%.

8. Click the color button, and then in the Theme colors palette, click the green color
in the top row.

9. Click close.

PowerPoint applies the shaded background only to the current slide.

10. Click the Background style button again, and then click Format Background.

11. In the Format Background dialog box, select the picture or texture fill option.

12. Click the Texture button, and in the gallery, click Denim.
 Getting started with outlook 2007 and sending E-mail
messages
Microsoft Office Outlook 2007 includes useful components for managing. The
primary reason most people use Outlook is to send and receive e-mail messages. Over the
past decade, e-mail (short for electronic mail) has become and accepted and even require
from of business communication. Outlook make it is easy to connect to multiple e-mail
accounts, either on a business network or over the internet, and provides all the tools you
need to send, respond to, organize, filter, sort, find, and otherwise manage e-mail
messages.

When sending messages from outlook you can

1. Include attachments such as documents, spread sheets or business graphics.

2. Personalize your messages by using colors, fonts, backgrounds, electronic
signatures, and electronic business cards.
3. Set message options such as voting buttons, importance, sensitivity, and
reminders.
4. Request electronic receipts when a message is delivering to the recipient’s mail
box are opened by the recipient.

Working in the window messages

Outlook displays e-mail messages in the mail module. When you create or respond to an
e-mail message, it opens in a message window. The message window has its own set of
commends in the outlook program window. You can format and modify outgoing e-mail
messages by using the message window commands.

1. On the standard toolbar, click the New Mail Message button.

2. In the upper left corner of the message window, click the Microsoft Office button.
3. Click away from the Office menu to close it.
4. Click the Customize Quick Access Toolbar button.
5. On the Customize Quick Access Toolbar menu, click show below the Ribbon.
6. On the Customize Quick Access Toolbar menu, click Show above Ribbon to
return the Quick Access Toolbar to its original location.
7. Double- clicks the Message tab.
8. Click the Insert tab.
 Buttons representing commands relating to items you
Can insert are organized on this tab in six groups;

• Include
• Tables
• Illustrations
• Links
• Text
• Symbols

ii) Click the Options tab.

- Buttons representing commands related to the format, appearance, and actions of
messages are organized on this tab in five groups;

• Themes
• Fields
• Format
• Tracking
• More options

iii) Click the Format Text tab.

- Command buttons related to the appearance of message content are organized on this
tab in six groups.

• Clipboard
• Font
• Paragraph
• Styles
• Zoom
• Editing

Many of the commands on this tab also appear on the Message tab.
 Managing your inbox

Although you can use Instant search in the Calendar, Contacts, and Tasks
modules, you will most often use it to locate messages in your inbox and other mail
folders. You can search a particular mail folder or search all mail folders. Outlook
searches not only the content of the e-mail message header and the message itself, but
also the content of message attachments. So if the search term you’re looking for is in a
Microsoft office Word document attached to a message, the message will be included in
the search results.

Arranging messages in different way

As the number of messages in your inbox increases, it can be challenging to

prioritize them. You can customize how you view, arrange, sort, and group messages in
Outlook to help you quickly determine which are the most important, decide which can
be deleted and locate any that need an immediate response. You can view only certain
groups of messages, such as messages received in the last seven days, unread messages,
or messages sent to certain person or distribution list. You can also view a timeline of all
your received messages. Outlook 2007 offers predefined views, and you can customize
any of these to fit your needs. You can arrange items by;

• Attachments:
Messages are grouped by whether they have attachments.
• Category:
Messages are arranged by the category to which they are assigned.
• Conversation:
This grouped view is similar to sorting messages by subject expect
that each series of related messages is grouped together, and
messages within the group appear in a threaded conversation order.
• Date:
Messages are arranged by date of receipt in order from newest to
oldest.
• E-mail Account:
Messages are grouped by the e-mail account to which they were
sent.
• Importance:
Messages are grouped by priority, High, Normal, or Low.

• Recipient (To):
Messages are grouped alphabetically by the primary recipients the
addresses or names on the To line.
• Sender (From):
Messages appear in alphabetical order by the message sender’s
display name.
 • Size:
Messages are grouped by the size of the message, including any
attachment.
• Start date or due date:
Unflagged messages that you’ve added to your task list with
specific start or due dates are grouped by date.
• Subject:
Messages are arranged alphabetically by their subject lines and by
date.
• Type:
Items in your inbox (or other folder) are grouped by the type of
item.

Managing appointments events and meetings scheduling and changing

appointments

Appointments are blocks of time you schedule for only yourself. If an

appointment recurs at specific intervals, such as every Tuesday and Thursday, every other
week or every month, you can set it up in your Outlook calendar as a recurring
appointment. Recurring appointments are linked. When making changes to recurring
appointments, you can choose to update all occurrences or only an individual occurrence
of the appointment.

1. In the Navigation Pane, in the Date Navigator, click tomorrow’s date.

2. In the Calendar pane, point to the 1:00 P.M. time slot. Click to Add Appointments
appears in the time slot.
3. Click once to activate the time slot.
4. Type SBS Lunch with Jane, and then press Enter.
5. Drag the appointment from the 1:00 P.M. time slot to the 12:00 P.M. time slot.
6. Points to the bottom of the appointment, and when the pointer becomes a double-
headed arrow, drag down so that the appointment ends at 1:00 P.M.
7. Double-Click the SBS Lunch with Jane appointment.
8. In the Location box, type Fourth Coffee.
9. On the Appointment tab, in the Options group, click the Show As arrow, and then in
the list, click Out of Office.
10. In the Options group, click the Reminder arrow, and then in the list, Click 1 hour.
11. In the Options group, click the Private button.
12. In the Actions group, click the Save & Close button.
13. Double-click the 2:00 P.M. time slot.
14. In the Subject box, type SBS Staff Meeting. In the Location box, type Conference
Room.
15. On the Appointment tab, in the Options group, click the Recurrence button.
16. In the Range of recurrence area, select the End after option, and then in the box,
replace 10 with 2.
17. To create a 30-minute appointment beginning at 2:00 P.M. on the selected day of the
week, this week and next week only, click OK.
18. On the Recurring Appiontment tab, in the Actions group, click the Save & Close
button.
19. In the Date Navigator, click the day of the appointment, in each of the next two
weeks to verify that the appointment appears on your calendar the next week, but not
the following week.

Managing your calendar, displaying different views of a calendar

In the Calendar module, the Navigation Pane includes the Date Navigator, lists of
Calendars you can connect to, and links to open, search, share, send, and publish
calendars. To help you stay on top of your schedule, you can view your calendar in a
variety of ways.

 Day/Week/Month view.
 All Appointments view.
 Active Appointments view.
 Events view.
 Annual Events view.
 Recurring Appointments view.
 By Category view.
 Outlook Data Files view.

By default, Outlook displays your calendar in Day view. To change the view,
select the view option you want in the Current View list in the Navigation Pane,
or click the view you want on the View menu. To return to the current Day view
from any other view, click the Today button on the Standard toolbar.

1. In the Navigation pane, click the Calendar button to display the Calendar
module.
2. In the Date Navigator, click a bold date to display your calendar for a day on
which you have scheduled appointments or meetings.
3. At the top of the Calendar pane, click Week.
4. At the top of the Calendar pane, select the Show full week option.
5. At the top of the Calendar pane, click Month.
6. At the top of the Calendar pane, to the right of Details, select the Medium option.
7. Select the Low option to hide appointments and meetings entirely.
8. Click one of the week labels that appears along the left edge of the Calendar pane.
9. To the left of the date range in the Calendar header, click the Forward button. The
Calendar moves forward one week.
10. Click one of the day labels that appears in the Calendar header. Outlook displays
the selected day in Day View.
11. On the Standard toolbar, click Today to return to the default view.