Introduction to Outlook 2007

1. Introduction to Outlook 2007

2. Where to Get Help • https://portal.wlu.edu >Log in> Outlook Migration Information Site • Questions and answers forum • Links to Help

3. Where to Get Help • Microsoft Sites: • Microsoft Office Outlook 2007 Help and How-to Web Sitehttp://office.microsoft.com/en-us/outlook/FX100647191033.aspx?CTT=96&Origin=CL100626971033 • Keyboard Shortcuts for Outlookhttp://office.microsoft.com/en-us/outlook/HP012303961033.aspx • Microsoft Outlook 2007 Online Training Courseshttp://office.microsoft.com/en-us/training/CR100654581033.aspx

4. 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

5. More Helpful Resources • Contact your Client Services Support person • Submit your question at http://help.wlu.edu

6. 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

7. 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

8. How to Access the Desktop Client Start > All Programs > Microsoft Office > Microsoft Office Outlook 2007 Quick Launch Start>E-Mail Program

9. Folder List Navigation Reading Pane Section Buttons To –Do Bar

10. 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

11. Reading Pane • Reading Pane = QuickView in GroupWise • View > Reading Pane > Right, Bottom or Off

12. 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

13. 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

14. Quick Access Toolbar-Add frequent functions Message Tab High Priority Messages Formatting options Message Tab Attach File (Documents, spreadsheets, etc.) Attach Item (from your mailbox) Signature-Click on the down arrow to fill it out

15. Set default signature here How to Edit Signatures You can have multiple signatures, just click New No signature stack-up on replies and forwards Body of signature in here

16. No more viewing the properties of the sent item to see if they’ve read the e-mail—Request a Read Receipt Options Tab Bcc doesn’t display by default, have to toggle it on here HTML allows formatting options

17. 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

18. 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

19. Categories Categories icon You can sort your e-mails by Categories This item has been categorized

20. Search Search criterion goes here By default, it only searches the folder you’re in at the time, in this example “Inbox”

21. Sort Date is the default

22. 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

23. 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

24. 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)

25. Address Book Start typing in a name, click on CTRL + K to auto-complete

26. Auto-Completion After you’ve sent to addresses one time, they will appear once you start typing This list builds as you go, similar to the Frequent Contacts Address Book in Novell

27. Global Address List (GAL) Similar to the “Novell GroupWise Address Book” – maintained by ITS Includes course distribution lists and resources

28. Address Book Dropdown By default, Only the main Contacts list is shown. Personal Contacts Folders are not listed here.

29. 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 auto-complete and look-ups • Choose properties

30. 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

31. Calendar Views Day Week Month

32. Multiple Calendars: Side-by-Side Check the calendars you want to view Up to 30 calendars side-by-side

33. Calendar Overlays Click the arrow by the calendar name to toggle Overlay You can view calendars that are in SharePoint

34. Appointments To set recurring appointments Appointments only go on your calendar; “Meeting Requests” are for groups Default reminder is 15 minutes; it was 5 in GW

35. Reminders • Similar to Notify in GroupWise • Can dismiss one or all • Can “Snooze” an item

36. Meeting Request Scheduling Assistant is similar to Busy Search in GroupWise Click here to get the list of rooms in Exchange

37. Scheduling Assistant Green bar is start of meeting, red is end Attendees and Rooms here Blue bars are previously scheduled meetings/appts Suggested free times Legend

38. 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

39. Delegating permission Tools > Options > Delegates > Add Users > Assign rights to user

40. Tasks Tasks won’t go away until you complete or delete them You can assign a task to someone else You can set a reminder on tasks so they “ding” and remind you to do them You can synch tasks from a SharePoint site and they’ll show up in your Outlook account

41. Notes Notes don’t “haunt” you like Tasks do; they won’t follow you from day-to-day Notes look like Post-it Notes; you can stick them anywhere Notes will stay in the Notes area until you delete them Notes will minimize to the task bar if you move to another screen

42. Out of Office Assistant You can have a different response for people outside the organization You can set up your reply ahead of time and Outlook will automatically turn it off when it reaches the end time

43. 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

44. Archives Click here to view entire message • 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 Double-click on e-mail to bring up entire old e-mail in new screen Icon changes when archived

45. 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 e-mail products • Tools > Mailbox Cleanup