Introduction to Outlook 2007

Report
Introduction to Outlook 2007
Where to Get Help
 https://portal.wlu.edu >Log in>
Outlook Migration Information Site
 Questions and answers forum
 Links to Help
Where to Get Help
 Microsoft Sites:
 Microsoft Office Outlook 2007 Help and How-to Web Site
http://office.microsoft.com/enus/outlook/FX100647191033.aspx?CTT=96&Origin=CL100
626971033
 Keyboard Shortcuts for Outlook
http://office.microsoft.com/enus/outlook/HP012303961033.aspx
 Microsoft Outlook 2007 Online Training Courses
http://office.microsoft.com/enus/training/CR100654581033.aspx
Other Helpful Resources
 Element K
www.elementk.com > Login > Catalog > Office Productivity >
E-Mail/Groupware/Communication > Microsoft Office Outlook
2007 > Self-Paced Courses > Microsoft Office Outlook 2007:
Level 1, Level 2, Level 3
 Microsoft Outlook 2007 Quick Start
Card
More Helpful Resources
 Contact your Client Services Support
person
 Submit your question at
http://help.wlu.edu
How to Access E-Mail from
Off-Campus
 https://owa.wlu.edu
 OWA is the acronym for Outlook Web
Access
 This can also be used on campus computers
that don’t have the Outlook 2007 client
installed
Outlook Web Access
Public or shared computer
• It won’t save a cookie with
your username
Private computer
• Allows longer periods of
inactivity
Outlook Web Access Light
• Not as fully featured
• Macintosh computers will get
this automatically
• Any browsers other than
Internet Explorer will get
OWA Light
How to Access the
Desktop Client
• Start > All Programs >
Microsoft Office >
Microsoft Office
Outlook 2007
• Quick Launch
• Start>E-Mail Program
Folder
List
Section Buttons
Reading Pane
Navigation
To –Do Bar
Folder List
Inbox is where your new mail
comes in – you’ll start here
Unread Mail to see only the things
you haven’t yet read (including
items stored in folders)
Sent items here
“Cabinet” comes over as a folder; all the items
you had in there will still be in that folder
Trash is now “Deleted Items”
Right-click to empty it
Junk E-Mail folder does nothing,
we’re still using DigiTar
Works in Progress is now
Drafts
Reading Pane
 Reading Pane = QuickView in GroupWise
 View > Reading Pane > Right, Bottom or Off
Dragging Items onto Navigation Pane
Highlight a message,
click and drag it to the
Contacts button, and a
new Contact screen
will pop-up with
some of the
information filled in
for you
Contextualized “New” Button
Mail = New Compose Mail
Message Screen
Calendar = New Appointment
Screen
Contacts = New Contact Screen
Tasks = New Task Screen
Notes = New Note Screen
Quick Access
Toolbar-Add
frequent
functions
Message Tab
High Priority
Messages
Message Tab
Formatting
options
Attach File
(Documents,
spreadsheets,
etc.)
Attach Item
(from your
mailbox)
Signature-Click on
the down arrow to
fill it out
Set default
signature here
How to Edit Signatures
You can have
multiple
signatures,
just click
New
Body of signature in
here
No signature
stack-up on
replies and
forwards
Options
Tab
Bcc doesn’t display by
default, have to toggle it on
here
HTML allows
formatting
options
No more viewing the
properties of the sent
item to see if they’ve
read the e-mail—
Request a Read Receipt
Flagging a Message
You can mark
messages that
you need to
return to with
a flag; turns
them into a
task, and puts
them in the
To-Do Bar
also
Flagging a Message Options
Right-click on the
flag for more flagging
options
Add Reminder
lets you set a
“Ding” on the
task that will
remind you to
do it, like an
appointment
reminder
You can sort your
e-mails by
Categories
Categories icon
Categories
This item has
been
categorized
Search
Search criterion
goes here
By default, it
only searches
the folder
you’re in at the
time, in this
example
“Inbox”
Sort
Date is the
default
Contacts
•Your named address
book in GroupWise is
now “Contacts”
•The default view is
Business Cards
•Outlook Data Files is
most like a
spreadsheet view
Adding Contacts from an E-Mail
 You can right-click on any e-mail address in any e-mail and add it to
your Contacts
 Drag an e-mail to the Contacts section button to add an entry
Contacts
 In the Contacts Screen:
New > Folder – lets you
organize contacts
 Similar to new address
books in GroupWise
Organize your contacts into
Folders (similar to Address
Books in GroupWise)
Address Book
Start typing in a name, click on
CTRL + K to auto-complete
Auto-Completion
This list builds as you go,
similar to the Frequent
Contacts Address Book in
Novell
After you’ve sent to
addresses one time, they
will appear once you start
typing
Global Address List (GAL)
Similar to the “Novell
GroupWise Address
Book” – maintained by
ITS
Includes
course
distribution
lists and
resources
Address Book Dropdown
By default,
Only the main Contacts
list is shown. Personal
Contacts Folders are not
listed here.
How to Add Personal Contact Folders to
the Drop Down Menu Below the GAL
 Go to Contacts
 Right-click the
contacts folder
you want to make
available in
address autocomplete and
look-ups
 Choose
properties
How to Add Personal Contact Folders to
the Drop Down Menu Below the GAL
 Go to the Outlook
Address Book tab
 Check the box for
“Show this folder as
an email address
book.”
 Click okay
Calendar Views
Day
Week
Month
Multiple Calendars: Side-by-Side
Check the
calendars you
want to view
Up to 30 calendars side-by-side
Calendar Overlays
Click the
arrow by
the
calendar
name to
toggle
Overlay
You can view
calendars that
are in
SharePoint
Appointments
Appointments only go on
your calendar; “Meeting
Requests” are for groups
To set recurring
appointments
Default reminder is 15
minutes; it was 5 in GW
Reminders
 Similar to Notify
in GroupWise
 Can dismiss one
or all
 Can “Snooze” an
item
Meeting Request
Scheduling Assistant is similar
to Busy Search in GroupWise
Click here to get
the list of rooms in
Exchange
Scheduling Assistant
Attendees
and Rooms
here
Suggested
free times
Legend
Blue bars are
previously scheduled
meetings/appts
Green bar is start of
meeting, red is end
Updating Meeting Requests
Tracking- see
who has accepted
and declined
If you need to add someone to the meeting request, you can send the
appointment to just that person, without having to update the entire group
Delegating permission
Tools > Options > Delegates > Add Users > Assign rights to user
Tasks
You can assign a task to
someone else
You can set a
reminder on tasks so
they “ding” and
remind you to do
them
Tasks won’t go away until you
complete or delete them
You can synch tasks from a SharePoint
site and they’ll show up in your
Outlook account
Notes
Notes look
like Post-it
Notes; you
can stick
them
anywhere
Notes don’t “haunt” you
like Tasks do; they won’t
follow you from day-today
Notes will stay
in the Notes
area until you
delete them
Notes will minimize to the task bar if you move to
another screen
Out of Office Assistant
You can set up
your reply
ahead of time
and Outlook
will
automatically
turn it off
when it
reaches the
end time
You can have a
different
response for
people
outside the
organization
Desktop Alert
Turn this off on your
laptop when doing a
presentation
Sender, Subject and first few
lines of content show up –
undesirable for presentations
Click here to view
entire message
Archives
 Archiving is now automatic
for everyone
 After 60 days, any
undeleted e-mail is
archived
 “Stubs” remain in your
inbox, so you just click to
get to your old e-mail
Icon changes when
archived
Double-click on e-mail
to bring up entire old email in new screen
Mailbox Size
 4 GB (up from 150 MB)
 This does not mean you
never have to delete a
message again 
 More efficient backup and
storage of e-mail now
 Fine reason to switch email products
 Tools > Mailbox Cleanup

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