West Chester University
21 Anderson Hall
West Chester, PA 19383
|Create a Profile||Delete a Profile||Out of Office Assistant|
|Calendar||Share My Calendar|
|Create a Contact||Contact Form||Create a Personal Distribution List|
|Send an Email Message||Add an Attachment|
|Categories||Follow Up Flag|
|Recover Deleted Items|
|Create a Personal Folder||Junk E-mail Folder||Search Folder|
|To-Do Bar||Ribbon Bar||Quick Access Toolbar|
|Tabs||Office Button||Calendar Printing Assistant for Outlook 2007|
Click on the Outlook icon located on the Quick Launch bar or on the Start Menu.
A Create New Profile window will open. Enter a profile name, this can be your first name if you wish and click OK.
An Add New Email Account window appears. Verify that your email address appears in the Email Address window and click Next.
A congratulations window will appear. Click Finish and you are ready to use Outlook, it’s as easy as 1, 2, 3!
Go to your Start menu and click on Control Panel. Find the Mail icon and double click on it.
Click on the Show Profiles button to see the Mail dialogue box.
Highlight the name you want to delete.
Click on the Remove button or hit the delete key on your keyboard.
*You can also create a new profile from this window by clicking the Add button.
This option automatically replies to incoming messages while you are out of the office. Note that only one Out of Office message will be sent in reply to the person sending you a message. After that person receives the first Out of Office message he or she will not receive another one regardless of how many new messages they send you.
When you open Outlook after you set the Out of Office the following window pops-up. Click on the window and the Out of Office Assistant window opens. Click on I am currently In the Office to turn it off.
Sharing your calendar and viewing multiple calendars at once is a snap. Click on the calendar icon located on the Navigation Pane and get ready to experience the ease of application like never before.
From this window you can open and view other user’s calendars (in the same window) that you have permission to by checking the box next to their name. Notice how each calendar is represented in a different color. To close these calendars simply uncheck the box.
Outlook 2007 has made it very easy to share calendars. Not only can you share your calendar from this window you can also request to share another user’s calendar.
Click on the Share My Calendar link located on the Navigation Pane within the Calendar window.
The following email automatically opens.
Enter the person’s name in the “To” box that you would like to give permission to access your calendar.
If you would like to access the recipient’s calendar click in the box next to Request permission to view recipient’s Calendar.
Type a message if you wish and click send. The following window will appear, click Yes to send.
After the message has been sent an acknowledgement window will appear stating that your calendar has been shared. Click OK to close the window.
The recipient will receive the following email:
The information bar located under the Ribbon explains the email and how the recipient should respond. Here the recipient decides whether to allow or deny the request.
After clicking on Allow or Deny the following window appears.
The recipient clicks Yes and a message is automatically sent to the person requesting permission to view the calendar. The information bar contains the response.
Click on the Open this Calendar icon and the person’s calendar opens.
The person’s name appears in the Navigation Pane under People’s Calendars. You can now view this calendar along with any other calendars that you have permission to view.
Outlook 2007 has made it easier to access your Contact information. Right clicking on an email address now gives you a multitude of options including; adding contacts to your contacts folder with a click of the mouse and viewing the individual’s daily availability according to their Outlook Calendar.
Click on the drop-down arrow next to the New icon located on the toolbar and select Contact.
The following window will appear.
Fill in as much information as you wish. Make sure you type the email address correctly.
When you are finished entering all the information click on Save and Close in the upper left corner of the Ribbon.
Click on the drop-down arrow next to the New icon located on the toolbar and select Distribution List.
Enter a name for the list.
Click the Select Members icon located on the Ribbon.
Select the names from the Global address list and/or your contacts list that you would like to appear in the Distribution list.
If the person you are adding to the list does not appear in the Global address list or in your Contacts list then click on the Add New icon located on the Ribbon.
An Add New Member window will appear. Fill in the person’s name and email address. Make sure that the email address is entered correctly, if it is incorrect then you will receive an error message when you send an email to the distribution list.
Click in the Add to Contacts box and this person will automatically be added to your Contacts folder.
When you have finished entering the names for the distribution list click on the Save and Close button located in the upper left corner of the Ribbon.
You can add and remove members from the list at anytime by highlighting the name and clicking on the Remove icon .
A distribution list is represented in your Contacts folder by the following icon .
Outlook 2007 now provides you with the option to show all the members of your distribution list in the “To” line of a new message. Notice the plus sign to the left of the distribution list name. Click on the plus sign and the following window will appear. Note if you click Ok to expand the list you will not be able to collapse it again in this message. When you open a new message and insert the list name in the “To” line it will appear as the list name, giving you the option to expand it again.
To open "new mail message", click on the New Mail icon . You can also go to the File pull-down menu, then choose New, then choose Mail Message.
To deliver your message, click on the send button
If a person’s email address is not in the Global address book or your Contacts folder, you may type it in the To box, example: email@example.com
You can send a file within an e-mail.
The above screen will appear. Choose the file you would like to send and click on the insert button.
An auto signature is a short block of text that identifies you and perhaps supplies some information about you. Outlook does not limit you to one signature, you can create several different ones. Auto Signatures can automatically be inserted into all new messages or you may choose to insert the signature manually.
Click the Categorize button on the Standard Toolbar or click on Actions, Categorize and select All Categories. The following menu will appear.
To rename a category click on Rename and type in a new name. You’ll be prompted to rename any category the first time you try to apply it to an Outlook item.
Click New to add a category to the list.
Click Delete to delete the selected category.
Choose an entry from the Shortcut Key list to assign one of 11 custom key combinations to the selected category.
From the main Outlook window, click the Categorize button on the Standard toolbar or choose Actions, Categorize. Click Set Quick to choose the default category. The category you select will be automatically applied to email items in the message list when you click the Categories column.
Right click on the Quick Flag to the right of a message and a sub-menu will appear.
From the sub-menu select a flag to correspond to the email message.
Click on Custom or Add Reminder to add more information to the flag and to set a pop-up reminder just like the ones used in Calendar appointments.
To mark an item complete select the Flag Complete option and a check mark will appear next to the message.
To remove a flag right click on the flag and select Clear Flag.
To delete an e-mail highlight the letter then click on or hit the delete key on your keyboard.
All deleted items are initially transferred to the Deleted Items folder until they are manually expunged or when you log out of your mail. (If you have that option selected)
Point to the Deleted Items Folder and right click.
From the menu, choose Empty “Deleted Items” Folder.
After you emptied your Deleted Items folder you realize that an important message has been deleted, oops! No problem, you can recover that deleted message up to 30 days after deletion.
Your Mailbox has a maximum capacity of about 60 Megabytes. If you exceed this limit, you will be unable to receive or send any messages. Therefore, it is crucial that you continually maintain your mailbox by deleting unimportant files and transferring those you choose to keep to a Personal Folder that is stored on the hard drive of your computer.
To set up a personal folder start from the Inbox: Go to Tools, and then Account Settings.
Select the Data Files tab and then click on Add.
Make sure that Office Outlook Personal Folders File (.pst) is selected and click OK.
Go up to the Save in: pull down menu and select Documents, Exchange. If the Exchange folder does not exist then create one.
In the File name box type your first initial, last name.pst (see example). Click Ok.
Next, is the option of providing a password for your Personal Folder. It is recommended that you do not create a password because you will have to enter this password each time you open Outlook. Also, if you forget it, there is no way to retrieve it which will result in you not being able to access your saved e-mails. Type Local Mail in the Name window and click Ok and then click Close in the next window.
Your Personal Folder will appear in your folder list as the name that you placed in the above box.
To add a folder to your Search Folders right click on Search Folders and select from the pre-defined templates.
To delete a Search Folder right click on the folder and select delete. Note: The messages inside the folder will not be deleted, only the folder.
The To-Do Bar is a new feature in Outlook 2007 that displays an integrated list of everything you need to do today, tomorrow, or anytime in the future, including tasks, appointments, flagged messages and notes. This pane appears on the right of the Outlook window.
Microsoft Office 2007 has changed the standard toolbar and menus into a sleek new format called the Ribbon. This new feature appears in all of the Office 2007 applications such as Word, Excel, PowerPoint, etc. Each Ribbon has a set of tools specific to that Ribbon’s functionality that you cannot change.
The Calendar Printing Assistant for Microsoft Outlook 2007 is a program that provides an easy way to print and customize Outlook 2007 calendar information.
Once installed, the printing assistant can be found in the Microsoft Office Tools Folder.
1. Click on the Start Button