Slide 1

Report
Microsoft Outlook 2007
WHAT IT DOES:
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Send and receive email
Schedule events and meetings
Store contact information
Create to-do lists
Create reminders
Subscribe to online content feeds
Get maps and directions for a contact
FEATURES:
• Personal Information Manger
– Enables you to electronically store information about your
contacts names & addresses, your calendar, and tasks
• Outlook Today
– Summary view of your schedule, tasks, and email for the
current day
• Reading Pane
– Located on the right side (by default) of the Outlook
screen when the Inbox & some other mail folders are
open
– Allows you to read an email item without actually opening
it
– Can be moved from the right side to the bottom or it can
be turned off
TOOLBARS:
Menu Bar: Contains lists of commands grouped
by category
Standard Toolbar: Contains buttons for the most
commonly used commands
Navigation Pane: All Outlook areas can be
accessed from here
Web Toolbar: Contains buttons that allow the
Outlook Today pane to function as a Web
browser.
EMAIL RIBBON:
– Business Card
– Calendar
– Signature
– Spelling
EMAIL ADDRESSES:
• An e-mail address consists of a user ID
and a host name, separated by the @
symbol
• For example:
– [email protected][email protected]
EMAIL FORMATS:
• You can SEND AND RECEIVE e-mail in
Outlook in 3 formats:
– HTML (Hypertext Markup Language)
– Rich Text Format
– Plain Text Format
SETTING UP AN ACCOUNT:
• To SEND AND RECEIVE e-mail, you
need to set up an Outlook MAIL
ACCOUNT.
• Click on TOOLS > ACCOUNT
SETTINGS
• Here you can create a new account, or
modify an existing account.
EMAIL BASICS:
• TO: main audience
• CC: Carbon Copy - others whom the author
wishes to publicly inform of the message
• BCC: Blind Carbon Copy - others whom
the author wishes to discreetly inform
• SUBJECT: Make sure your subject line is
informative
• Message header: includes info about email
like date sent, subject and sender’s name
Note: The TO, CC, and BCC can have more
than one recipient listed. Each email
address is to be separated with a semi-colon
BUS2301 EMAIL PROCEDURES:
• EACH time you e-mail me:
– Your FIRST and LAST NAME MUST BE IN THE
BODY OF THE E-MAIL
– The word “SECTION” and Your Section Number
must be in the subject line of the e-mail
• You must use your ALGONQUIN COLLEGE email address
– This is Algonquin College policy
– Any other e-mail addresses will not be accepted
(Hotmail accounts, etc.)
MESSAGE OPTIONS:
• Click the options tab > message options – allows you
to set message settings and delivery options.
EMAIL REVOLUTION:
• Create and proof your email message
• Hit the Send button
• Outlook files it away into the OUTBOX
FOLDER; It then moves from the
OUTBOX Folder to the SENT Folder after
processing
ATTACHMENTS:
• To Send an attachment:
– Click the INSERT FILE button (looks like a paper clip) on
the Standard toolbar and select the file you wish to attach.
Multiple files can be selected by holding the Ctrl button
while selecting each file
• Outlook DOES NOT impose any size limit on attachments.
– However, most Internet service providers (ISPs) do set limits
on the overall message size, which is the sum of all
attachments plus the content of the message itself.
• Good practice: If you are attaching a very large file, you should
first compress the file by using a zip program. Outlook files that
are saved in the default Open XML Formats with the following
file extensions are automatically zipped: .docx, .dotx, .xlsx, .xltx,
.pptx, .potx, and .ppsx.
SAVING ATTACHMENTS:
• To save and view one attachment
1.
2.
Right-click the icon representing the attachment.
Select SAVE AS on the shortcut menu, select a storage
location, and save the file.
• To save multiple attachments:
1.
2.
3.
4.
On the Message tab, In the Actions group, click Other
Actions,
Ensure all attachments that you want to save are
highlighted
Click Save Attachments.
Click OK, choose a folder location, and then click OK
again.
SAVING ATTACHMENTS:
• Attachment preview allows users to view
Office e-mail attachments in the reading
pane rather than having to open another
program!
• Click on the attachment icon
• Then click on: PREVIEW FILE
ATTACHMENT SAFETY
CONCERNS:
• To help protect your computer, Microsoft
Outlook does not allow you to receive files of
certain types (such as .exe files) as
attachments, because of their potential for
introducing a virus into your computer.
• Outlook blocks these files by default. If your
organization uses Microsoft Exchange, only
the e-mail server administrator can unblock
these file types. End users of Outlook
cannot unblock these file types.
PRINTING EMAIL
MESSAGES:
• The default print style for individual
Outlook messages is: Memo style.
DELAY SENDING AN EMAIL
MESSAGE
• In the message, on the Options tab, in the More
Options group, click Delay Delivery .
• Click Message Options.
• Under Delivery options, select the Do not
deliver before check box, and then click the
delivery date and time that you want.
• After you click Send, the message remains in the
Outbox folder until the delivery time.
RULES:
• Rules can be established with several
different criteria's such as Senders or
Subjects.
• Rules allow you to perform a number of
tasks such:
– deleting messages
– moving messages to specific folders
– creating alerts
TO DO BAR:
• VIEW >TO-DO BAR:
– Normal, Minimized, or Off
• Click in the ‘Type a new task” textbox:
• After you create a task, here, it will
appear in the list below it
– You can then double-click the task to set a date or
change options
TO DO BAR:
• In the to do list
pane, when you
click on the red
flag, the flag
disappears.
• When you right
mouse click on the
flag, you can set
the following
CREATE CONTACTS:
Outlook's CONTACTS folder is an electronic address
book in which you can store information (e.g.
phone numbers, addresses) about individuals or
businesses
1. Click the contacts folder button in the navigation
pane
2. Click the new contact button on the standard toolbar
3. Add the information
4. On the ribbon, in the actions group, click the save
and close button
–
a ribbon is the toolbar that contains frequently used commands
CREATE CONTACTS
SHORTCUTS:
• if a person is in your “Contact List”:
• key in their name
• Ctrl + K (OUTLOOK will automatically insert
the e-mail address)
• You can also create a new contact from an
open email. Right click the sender’s e-mail
address on the From line, and then click Add to
Outlook Contacts
FILTER AND SORT CONTACT
LISTS:
• A FILTER, which always applies only to the current
view, displays items that match specific criteria.
• It hides, rather than removes, items that don't match.
• You can filter contacts by criteria such as key words
or e-mail addresses.
• You can also use different criteria to sort
CONTACTS in ascending or descending order.
USING FILTERS:
• Click the folder you want to apply a filter to.
• IN “CONTACTS” VIEW OR “MAIL” VIEW :
– VIEW > ARRANGE BY > Custom >
– Click on the FILTER button
• Select the filter options you want.
• To filter using additional criteria such as a
category or importance level >
MORE CHOICES tab
MAPPING YOUR CONTACT:
• Get maps and directions to your contacts by opening a
contact with an address
• Click on the map button on the contact tab,
communicate group
• MSN maps will immediately open in your default
browser, centered on the address found in the contact
information.
ORGANIZING YOUR CONTACTS:
• To create additional contact folders:
1. Click FILE > NEW > FOLDER
2. Enter the name for the folder
3. Select Contact Items in the Folder Contains drop
down
4. Select Contacts for where the folder is to be
placed
5. Click OK
NEW
MAIL MESSAGES:
• An e-mail message that has not been
opened or read is represented by a closed
envelope icon.
• The bracketed number in blue beside the
inbox represents the number of all unread
emails sitting in the inbox
KEEP YOUR EMAILS ORGANIZED:
• It is much easier to locate an earlier message if
you create folders or sub-folders for organizing
and storing e-mail messages.
• To CREATE a folder:
– Right-click the folder in which you want to create the
sub-folders
• Select NEW FOLDER and complete the New Folder dialog
box
• To FILE messages in your folders, select one or
more messages in the view pane and drag
them to the new folder in the Folder List.
ARCHIVE MESSAGES:
• When mail messages become old, but you do not
want to delete them, you can ARCHIVE the
messages.
• Go to:
– FILE > ARCHIVE
– If necessary, click the ARCHIVE THIS FOLDER AND
ALL SUBFOLDERS BUTTON
– If necessary, click the + sign beside the INBOX to
display subcategories
– Select the date from the: ARCHIVE ITEMS OLDER
THAN drop-down box
– OK
ARCHIVING:
• When you archive Outlook information,
items are saved in a .pst file.
• When you archive – Outlook will keep
ONLY the following
– E-mail messages
– Calendars
– Contacts
– Tasks
– Notes
SIGNATURES:
• Signatures are NOT archived
• When you create your first e-mail signature,
that signature will automatically be applied
to all new messages.
SIGNATURES:
– TOOLS > OPTIONS > MAIL FORMAT tab > click on
the SIGNATURES button
– Click on the NEW button > give the signature a name,
then select OK
– In the EDIT SIGNATURE textbox, key in the signature,
and make any formatting changes
– you then have to select your: e-mail account, the
signature you want for your `New Messages  & 
Replies forwards 
SIGNATURES:
• IF you have a number of signatures & want to apply a
different one, to a specific message, “on the fly”, in your
message, click on the SIGNATURES icon:
• You CAN NOT have multiple signatures on any one
email
DISTRIBUTION LISTS:
• A distribution list is a collection of
contacts.
• It provides the ability to send an email
message to a group of people all at once.
• To create a distribution list:
1.
2.
3.
4.
File > New > Distribution List
Type a name for your new list
Select the members
Click Okay
NOTES:
• Notes are an electronic version of “sticky notes”yellow
• Outlook automatically saves notes. You DO NOT
have to hit Ctrl + S
• Each NOTE will remain open until you click its CLOSE
button.
CREATING NOTES:
• To create a NOTE:
– Click the NEW button on the Standard toolbar and select the
NOTE option
– A small
yellow window, with a date and time stamp, will
be displayed
– Type the information you want to store in the window
• To open a NOTE:
– click NOTES in the Folder List (OR, just above the taskbar)
– double-click a closed note in the VIEW pane to open it.
TASKS
• Tasks are not only to-do lists – they are history.
– Can be tracked until completed
•
You can mark a task as completed and view all
completed tasks.
• Completed tasks change to light grey and have a
strike through them
• You can enter a task with a scheduled start date
and due date. If you don't complete a task on its
due date it will automatically move forward and
appear on the current day until you reschedule it or
check it off
CREATE TASKS:
• You can use Outlook's TASKS feature to keep track of your
to-do list.
• 2ND icon at bottom of screen
• You can create a TASK from scratch (use the Task pane), OR
– you can drag an existing item, (such as a NOTE), into the TASKS
folder to create the task.
• Any of your e-mails which have a “Flag” attached to it
will automatically appear in your TASK list!
• If you start with an existing item
– Outlook will insert relevant information into the appropriate fields
– and store the contents of the original item in the text box.
ASSIGN TASKS:
• You can also ASSIGN a task to someone else to complete.
• Double-click on TASK—brings up dialog box
• This requires 2 e-mail addresses.
• One individual will send the task request via e-mail, transferring ownership to
the recipient.
• The recipient responds to the task request.
• The 1st individual can keep the task on the task list and receive status reports.
CATEGORIES:
• A CATEGORY is a keyword/phrase you can assign to
items in order to group them.
• Colored categories can be used to color code
calendar entries
• You could assign the CATEGORY name to any:
–
–
–
–
notes,
meetings,
tasks, and
e-mail messages associated with that name
ORGANIZE TASKS by
CATEGORIES:
• After TASKS have been
assigned to
CATEGORIES, you can
choose to VIEW TASKS
BY CATEGORIES, by
clicking on:
– VIEW > CURRENT
VIEW
CALENDAR BASICS:
• The CALENDAR is a scheduling tool you can use to plan
appointments, events, and meetings.
– An appointment is an activity you can schedule, but it does
not involve other participants, items, or locations
– A meeting is an activity that involves other participants,
items, or locations
– An event is an activity that does have a set time or location.
– In your calendar, you can tell the difference between a meeting and an
appointment by the information in the meeting entry. In a meeting you'll
see the location of the meeting and the meeting organizer's name.
CALENDAR FOR SCHEDULING:
• Automatic reminder time is 15 minutes. However,
it is possible to change this
• Date Navigator: A view of the calendar that you can
use to display specific days in a month
Different Calendar views: You can select from a
daily view, weekly view or monthly view.
• Daily Style:
– A print style that shows calendar appointments for
the currently selected day
MORE THAN ONE CALENDAR:
• Outlook supports multiple calendars being worked
with simultaneously
• includes a side-by-side view for calendars
– each calendar is displayed in a different tab
OTHER PEOPLES CALENDARS:
• You can give other people access to your CALENDAR (NOT
to any additional calendars) so they can see when you are
available for meetings.
• Depending on the level of access that you permit, other
people can schedule appointments in your calendar.
• Schedule an APPOINTMENT FOR A TASK by dragging the
task from the
– TASKS folder or CALENDAR TASKPAD to the CALENDAR.
• Use the same methods to schedule a recurring appointment,
but click the RECURRENCE button to enter information in the
Appointment Recurrence dialog box.
SCHEDULE A MEETING:
• To SCHEDULE A MEETING (in “CALENDAR” view) click:
– ACTIONS > PLAN A MEETING.
• Meeting tab > Show group > Scheduling Assistant
– helps to find the best time for your meeting.
• When you click on the: Address Book
, you can select
if the recipient is Required, or Optional, or Resources
– Required and Optional attendees appear in the To box on the Meeting
tab, and Resources appear in the Location box.
CALENDAR AVAILABILITY:
• The “free/busy grid” shows the availability of
attendees
• The green vertical line represents the start of the
meeting
• The red vertical line represents the end of the
meeting.
RECURRING CALENDAR
ITEMS:
•
Tell Outlook that a calendar item occurs over, and over use the Recurrence
feature.
•
To set up a recurrence pattern, open the appointment and click the
Recurrence button in the Options group of the Appointment tab. Enter
the information and Save.
•
•
•
Change a recurring calendar entry by double-clicking it. You have two
options:
– Open this occurrence
not the entire series.
–
Open the series
Choose this option when you want to see or change one instance,
Choose this option when you want to see or change the entire series
SAVE A CALENDAR AS A WEB
PAGE:
• You can save a CALENDAR as a Web page to
make the information available to others.
• When you do so, you specify the time period
available and the name of the calendar.
• You can then share the information by
distributing the URL to groups or individuals.
RECORD ACTIVITIES IN
JOURNAL:
THE
• The JOURNAL is similar to a diary.
• FILE > NEW > JOURNAL ENTRY
• It can automatically record the:
– date and time of
all your:
• interactions,
• items,
• documents, and
• Activities
You can also click the NEW button to make a manual entry.

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