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Outlook 2007

Getting Started    
Create a Profile Delete a Profile Out of Office Assistant
Calendar    
Calendar Share My Calendar  
Contacts    
Create a Contact Contact Form Create a Personal Distribution List
Messages    
Send an Email Message Add an Attachment

Add an Auto Signature

Categories Follow Up Flag

Deleted Items

Recover Deleted Items

Folders

   
Create a Personal Folder Junk E-mail Folder Search Folder
New Features    
To-Do Bar Ribbon Bar Quick Access Toolbar
Tabs Office Button Calendar Printing Assistant for Outlook 2007

Creating an Email Profile

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.

create profile

An Add New Email Account window appears.  Verify that your email address appears in the Email Address window and click Next.

add new account

A congratulations window will appear.  Click Finish and you are ready to use Outlook, it’s as easy as 1, 2, 3!

 

Deleting a profile

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.

control panel

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.
Click on the Properties button to see the settings of an existing profile.  You can manipulate mail services through the Properties option as well. 
Click on Ok to close this window once you've set up your profile.

Out of Office Assistant

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.

  1. Go to the Tools pull-down menu and select Out of Office Assistant.
  2. Select I am currently out of the office.
  3. Type a personal message that you would like everyone to receive while you are out.
  4. Click ok.

out of office

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.

auto reply

Calendar

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.
To open the following window click on the calendar icon calendar button in the Navigation Pane.

calendars

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.

Sharing Calendars

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.

sharing calendars

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.

sharing notification

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:

sharing 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.

share calendar

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.

calendar items

Contacts

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.

Contact Form
The Contact Form has also taken on a new look.  You now have the option to enter more detailed information using the Details tab and view the e-mail activity in conjunction with the contact using the Activities tab.  You can even attach a picture of the person to this Contact Form.

Click on the drop-down arrow next to the New icon  new contact button 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.

contact form

Creating a Distribution List

Click on the drop-down arrow next to the New icon  new list button located on the toolbar and select Distribution List.

Enter a name for the list.

Click the Select Members icon  located on the Ribbon.
select members button

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 add new button 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.

add new member

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.

remove memberYou 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 list button.

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.

expand list

Sending Messages

To open "new mail message", click on the New Mail icon   new mail icon. You can also go to the File pull-down menu, then choose New, then choose Mail Message.

new email

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: blaverty@aol.com

Adding an Attachmentattachment button

You can send a file within an e-mail.
While in a new e-mail message click on the paper clip icon             .

browse files

The above screen will appear.  Choose the file you would like to send and click on the insert button.   insert button

 

Auto Signature

signatures

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.

 

  1. Go to Tools.
  2. Select Options.
  3. Click on the Mail Format tab.
  4. Click on the Signatures tab
    located in the bottom right
    hand corner of the window.

name signature

  1. Click on New.
  2. Type a name for the signature in the box and click OK.

edit signature

  1. Compose your signature in the box.  Click on font and color to customize your signature.
  2. If you would like your signature to automatically appear in each new email click on the down arrow next to New messages located under Choose default signature in the upper right hand corner and select the signature name.
  1. For your signature to automatically appear on replies and forwards click on the down arrow next to Replies/forwards and select the signature name .
  1. If you do not wish to have your signature appear automatically then select None from the list.

signature button

  1. Click OK when finished.
  1. To insert a signature manually in a new message
    click on Insert located on the Ribbon of the new
    message.
  1. Click on the Signature icon.
  1. Click on the signature you would like to appear in the
    message.

 

Categories


Categories can be a convenient way to organize most Outlook items, including email messages, contacts appointments and tasks.  Outlook 2007 offers a default selection of six generic color-coded categories such as red, blue and so on.  The list is customizable, you can assign categories to items individually or in groups by clicking the check boxes to the left of individual categories.

Click the Categorize button on the Standard Toolbar  category button or click on Actions, Categorize and select All Categories.  The following menu will appear.

color categories

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.

 

categorize

Follow-up Flags


Many of us find ourselves reading and responding to countless emails on a daily basis.  Sometimes we don’t have the opportunity to respond to a message right away.  To help us keep track of important messages Outlook 2007 has created Quick Flags with pop-up reminders to aid us in managing our workload.  Different shades of red flags make it easy to categorize our messages.  The Follow-up Flags can also be attached to contact items and tasks.  These icons are conveniently located to the right of each email in every folder in your mailbox and local mail folders.

Right click on the Quick Flag to the right of a message and a sub-menu will appear.

flags

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.

follow up flags

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.

 

Deleting Messages

To delete an e-mail highlight the letter then click on  delete button  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)

To permanently delete your messages, empty the deleted items folder.

Point to the Deleted Items Folder and right click.

From the menu, choose Empty “Deleted Items” Folder.

                     
deleted items options

 

Recovering A Deleted Item

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.

  1. Open the Deleted Items folder.
  2. Select the Tools pull-down menu.
  3. Click on Recover Deleted Items.

recover del items

  1. A Recover Deleted Items From – Deleted Items window appears.
  2. Highlight the message or messages you would like to recover and click on the recover button located on the toolbar  .
  3. The item is returned to your Deleted Items folder.  From here you can drag it back into your Inbox or any other folder in your folder list.

Creating your personal folders

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.

account settings

Select the Data Files tab and then click on Add.
new outlook data file

Make sure that Office Outlook Personal Folders File (.pst) is selected and click OK.
pst file

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.
personal folder box

 

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.

Junk E-mail Folder


The junk mail filter in Outlook 2007 examines every piece of email as it arrives, looking at the content of the message, when it was sent, and other factors to determine whether it is likely to be junk.  Once Outlook has determined that a message is junk mail it is moved to the Junk E-mail folder.  ***You can adjust the settings to make the filters more restrictive but in doing so you run the risk of legitimate messages being caught in the filters.***

Search Folders


Search folders contain constantly-updated search results of all email items matching specific search criteria.  You can see all the unread email messages from every folder in your mailbox in a Search Folder named “Unread Mail.”  To help you reduce the size of your mailbox, the “Large Mail” Search Folder shows you the largest mail in your mailbox, regardless of what folder the messages are stored in.  You can create your own Search Folders:  choose from a list of pre-defined templates or criteria and save it as a Search Folder for future use.  The purpose of these folders is to enable you to quickly see all messages that are flagged for follow-up, mail from specific people and unread emails and so on.  Note these Search Folders do not move messages from the inbox or any other folder that they are stored in,  it is a tool to help you quickly get to these messages without having to scroll through your other folders.

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.

To-Do Bar

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.

to do list bar

Ribbon

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.

ribbon

Quick Access Toolbar


The Quick Access Toolbar is a customizable location for your frequently used commands.  You have the option to have the toolbar appear above or below the Ribbon.

quick access toolbar

Tabs


Tabs have replaced the standard menus and toolbars.  Each tab has a set of tools specific to that tab’s functionality that you cannot change.  In the bottom right corner of some of the tabs are little arrows known as Option Clicks.  These Option Clicks open dialog boxes that give you more options to choose from. 

flags

Office Button


This button gives you the ability to access multiple options for e-mail messages.  From this button you can create a new message, save, print and set permissions for messages.  Click on the Office Button to open the window.

office button

Outlook Printing Assistant

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
2. Go to All Programs - Microsoft Office
3. Open the Microsoft Office Tools Folder