Microsoft ® Office Outlook ® 2007 Training: Getting Started

1. Western Connecticut State Universitypresents: Microsoft® Office Outlook®2007 Training:Getting Started

2. We will be looking at… • The program layout • Composing messages • Reading messages • -Replying • -Deleting messages • -Printing messages • Using the Calendar • Creating and managing Contacts • Basic Mail Management

3. Getting Started

4. Opening Outlook 2007 Go to Start, All Programs, Microsoft Office, then click on Microsoft Office Outlook 2007.

5. The Outlook 2007 Window Menu Bar Standard Toolbar Reading Pane To Do Bar View Pane Navigation Pane

6. Navigation pane -Mail Favorite Folders Mail Folders Navigation

7. Navigation Options • Mail – the main area where you can read, • compose, receive and send email. • Calendar – the scheduler, or planner, where • you can set and manage appointments and • tasks. • Contacts – contains your contact list where you • can store names, e-mail addresses, and other • information. • Tasks – the task list where you can create and • manage tasks • Notes – the notes page where you can create • and manage notes • Folder List – displays all folders in a hierarchical • format. • Shortcuts – displays shortcuts. Get up to speed

8. Reading pane Favorite Folders Mail Folders Navigation Pane

9. Reading pane options You can set your reading pane to look just like Lotus Notes. Click on ‘View’ > ‘Reading Pane’ > ‘Bottom’.

10. The To-Do Bar Located at the far right of the window, the To-Do Bar is visible wherever you happen to be working in Outlook. The To-Do Bar is there to help you keep track of upcoming tasks and appointments.

11. The To-Do Bar Located at the far right of the window, the To-Do Bar is visible wherever you happen to be working in Outlook. The picture calls out a few of its key elements: Date Navigator Upcoming calendar appointments A place to enter new tasks by typing Your task list Get up to speed

12. Composing Mail

13. Mail The first time you create a message in Outlook 2007 (or open one you receive), you’ll see the Ribbon. It’s the band across the top of the window. Get up to speed

14. Create a new message It’s time to look at writing and sending an e-mail message using Outlook 2007. In a new message, first get oriented to the Ribbon. The Message tab is on top, with the commands you’re most likely to use every time you create and send a message.

15. Introducing the Ribbon Here’s a new e-mail message. The Ribbon is at the top of the window. The Ribbon is visible each time you create or edit something in Outlook. The formatting of the Ribbon is very similar to that of Word 2007. So, if you have used Word 2007, you should get the hang of this Ribbon.

16. A closer look at the Ribbon To better help you learn how to use the Ribbon, here’s a guide to its basic arrangement. Tabs: The Ribbon is made up of different tabs, each related to specific kinds of work you do in Outlook. Groups: Each tab has several groups that show related items together. Commands: A command is a button, a box to enter information, or a menu.

17. The Ribbon shows what you need Once again, you’ll encounter the Ribbon when you take certain actions such as creating messages, calendar entries, or contacts. The Ribbon shows tabs and commands appropriate for what you’re doing. That is, the tabs on the Ribbon will differ depending on the area of Outlook you’re working in.

18. The Ribbon shows what you need The picture shows some of these differences. A new message shows the Message and Options tabs. A new appointment shows the Appointment tab. A new contact shows the Contact tab.

19. The Quick Access Toolbar The Quick Access Toolbar is a small toolbar above the Ribbon. It’s there to make the commands you need and use most often readily available. What’s best about the Quick Access Toolbar? What’s on it is up to you. That is, you can add your favorite commands to it with a simple right-click.

20. The Quick Access Toolbar You’ll see and use different Quick Access Toolbars depending on the area of Outlook that you’re working in. For example, customizations that you make to the Quick Access Toolbar for messages you send will not appear on the Quick Access Toolbar for Contacts.

21. There’s more than meets the eye A small arrow at the bottom of a group means there’s more available than what you see. This button is called the Dialog Box Launcher. The picture shows that to see a full list of font options, you’d click the arrow next to the Basic Text group on the Message tab of a new e-mail message.

22. Create a new message Using other tabs If you’re having trouble finding a command or button, you may need to look on another tab. For example, to insert a picture so that it appears in line with the text of your message (not as a separate attachment), you’ll need to switch to the Insert tab.

23. Use the Address Book to add recipients Do you use the Address Book to add names to the To, Cc, and Bcc fields? You’ll find the Address Book command on the Message tab.

24. Use the Address Book to add recipients The address list for the University is referred to the “Global Address List”. In Lotus Notes, you used to search by last name, then first name. When searching for contacts in Outlook, you must search the first name then last name. To add the contact to the mail message, Click on “To”, “CC” or “Bcc” to add the contact to the message.

25. Show or hide the Bcc field If you prefer to type e-mail addresses directly in the To and Cc boxes, you may also want to know how you can show the Bcc field so that you can type names there, too. The picture shows the location of the Show Bcc command. As you can see, you’ll find it on the Options tab. Note: You should only have to do this the first time.

26. Using Check Names If you are typing a name of a student, faculty or staff member directly into the To, Cc, or Bcc fields, you will need to check that the name you typed matches the entry in the Global Contacts. To check the name(s), click the Check Names button, or press Ctrl + K on your keyboard To choose the proper recipient from the Check Names list: click on the recipient, and click OK. The name should then show up as underlined in the To, Cc, or Bcc box, seen below.

27. The Mini toolbar The Mini toolbar allows you to quickly access formatting commands right where you need them: in the body of an e-mail message. The picture shows how it works: Select your text by dragging with your mouse, and then point at the selection. The Mini toolbar appears in a faded fashion. If you point to it, it becomes solid. You can click a formatting option.

28. Include your signature Do you use a personal e-mail signature at the end of your Lotus Notes messages? You can create signatures for use in Outlook as well. A signature is a block of text automatically appended at the bottom of an e-mail message. It usually contains your name, title, organization, and business contact information.

29. Include your signature To create a signature, start by clicking the arrow under the Signature command. Any signatures that you create will show up here. To create new signatures, set a default signature, or modify existing signatures, click Signatures.

30. Use Spell Check You can use Spell Check to double-check for spelling and grammar mistakes. To use Spelling & Grammar, click on the Spelling button in the Proofing group, located on the Message tab.

31. Include a picture in line with text In Outlook, it’s easy to send pictures in the body of your e-mail messages instead of as separately attached files. To do this: Click the Picture command on the Insert tab. As shown in the illustration, you’ll see a picture in the body of the message.

32. Picture this: tabs that come and go The discussion of pictures provides an opportunity to explain one more thing about the Ribbon: Some tabs only appear when you do specific tasks. For example, when you: Select a picture that you’ve inserted into a message… …you’ll see that Picture Tools appear on the Ribbon. The Format tab includes commands that you can use to edit the picture before you send it.

33. Include an attachment Where you’ll find Attach File Including an attachment is a common activity, so you’ll find Attach File on both the Message tab and the Insert tab. You’ll use the Attach File command found on the Insert tab on the Ribbon.

34. How others receive attachments that you send Office 2007 documents each have a new file format (.docx, .xlsx, .pptx) When sending attachments of documents created in Office 2007 (Word, Excel, PowerPoint, etc), others should not have any trouble opening attachments that you send, as long as they have Office 2007. All faculty and staff should be using Office 2007, so there should not be a problem within the university. However, please be aware that not everyone outside of the university may be using Office 2007. If you are unsure, ask the recipient(s), or send the document in the 97-2003 format (.doc, .xls, .ppt). This format can be chosen from ‘File’ > ‘Save As..’ in that Office program.

35. Reading Mail

36. Reading Mail To view a message, you can click on the message in the Mail pane, and the message will show up in the Reader Pane. You can also double-click on the message to view it in a separate window.

37. Reading Mail The Inbox icon on the left is bolded when there are new messages, and indicates the number of unread messages. In Lotus Notes, new messages were indicated in red. In Outlook, new messages are bolded and in black. When you receive new messages, a pop-up will appear on the bottom right corner of your screen when Outlook is open.

38. Reading Mail in the Reading Pane Options to Reply, Reply to All, Forward, and create a new message are all on the top toolbar above the Reading Pane. You can click on the button to delete messages in the Mail pane, or press the Delete key on the keyboard if the message is selected. You can click on the button to print messages.

39. Reading Mail in a separate window If you choose to double click on a message, and open it in a separate window, you will see the screen below: You will have all of the same message options as you would in the Reading Pane, such as Reply, Reply to All, Forward, and Delete. There are other options listed as well. Many of these features are covered in the Advanced class.

40. Preview attachments before you open them Some attached files can be previewed right from the Reading Pane. Attachment previewing allows you to display previews of certain file types right from the Outlook Reading Pane. You can do this without having to open the attached files. To preview an attachment, click its icon. The attachment preview appears in the Reading Pane.

41. Preview attachments before you open them • File previewers that come with the 2007 Microsoft Office system allow you to preview the following files in Microsoft Office Outlook 2007: • Microsoft Office Outlook 2007 items. • Microsoft Office Word 2007 documents. • Microsoft Office PowerPoint 2007 presentations. • Microsoft Office Excel 2007 worksheets. • Microsoft Office Visio 2007 drawings. • Images and text files.

42. Respond to a message E-mail isn’t just about sending… …it’s also about receiving and replying. When you reply from an open message, you’ll use the buttons in the Respond group on the Message tab of the Ribbon. You’ll notice that what’s on the Ribbon in a received message is different from what’s on it for a new mail message.

43. Calendar

44. The Calendar view Click on the Calendar button in the Navigation page to view the calendar. Get up to speed

45. The Calendar view The design of the calendar in Outlook 2007 makes it easy to see what’s what. The picture shows some examples: Big buttons make it easy to quickly switch between daily, weekly, and monthly calendar views. Back and Forward buttons let you quickly go to the next day, week, or month in the calendar.

46. The Calendar view The design of the calendar in Outlook 2007 makes it easy to see what’s what. The picture shows some examples: Also new is the Tasks area. It shows your current and upcoming tasks and tracks your accomplishments, too.

47. Setting up an Appointment To create a new appointment, you can click ‘New’, then ‘Appointment’.

48. Setting up an Appointment Outlook isn’t just about e-mail. It’s also about organizing your time, which you do in the calendar. When you create or open an item in your calendar, you’ll see that the Ribbon shows groups and commands appropriate for helping you manage your time. Get up to speed

49. Setting up an Appointment When you create any type of calendar entry, a reminder is set automatically. To change the reminder time for an appointment: On the Appointment tab, click the arrow to open the Reminder list and then select a time. Once you’ve made a change, click Save & Close on the far left of the Ribbon.

50. Want to create a meeting? Invite others An appointment is just for yourself. When others are involved, create a meeting. On the Appointment tab, click Invite Attendees. A To button and box appear. Type names directly in the box or click the To button to add invitees by selecting from a list.