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Microsoft ® Office Outlook ® 2007 Training Get up to speed [Your company name] presents:

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1 Microsoft ® Office Outlook ® 2007 Training Get up to speed [Your company name] presents:

2 Get up to speed Course contents Overview: A new version of Outlook Lesson 1: Whats changed and why Lesson 2: Find everyday commands Lesson 3: Send and receive attachments and pictures Each lesson includes a list of suggested tasks and a set of test questions.

3 Get up to speed Overview: A new version of Outlook Look out! Theres a new version of Outlook. It has a whole new look along with new features. But dont worry, that doesnt mean youll need to spend a lot of time learning a new program. Instead, the new design and new features will help you more efficiently and easily accomplish the tasks you do in Outlook every day.

4 Get up to speed Course goals Move around in Outlook Learn about the things that have changed, and why. Find commands on the Ribbon and do the things you do every day: read and send , work with appointments and meetings, and use your contacts. Send and receive pictures and attachments. Ensure that recipients will be able to open attached files that use the new 2007 Microsoft Office release file formats.

5 Lesson 1 Whats changed and why

6 Get up to speed Whats changed and why The first time you create a message in Outlook 2007 (or open one you receive), youll see the Ribbon. Its the band across the top of the window. One of the most dramatic changes in Outlook, the Ribbon gives Outlook its new look. But as you get up to speed, youll see that the change is more than visualits there to help you get things done more easily and with fewer steps.

7 Get up to speed Introducing the Ribbon Heres a new message. The Ribbon is at the top of the window. The Ribbon is visible each time you create or edit something in Outlook. Why the new system? Microsoft carefully researched how people use commands in Outlook. As a result of that research, some Outlook commands are now more prominent, and common commands are displayed and grouped in ways that make them easy to find and use.

8 Get up to speed A closer look at the Ribbon To better help you learn how to use the Ribbon, heres 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.

9 Get up to speed The Ribbon shows what you need Once again, youll 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 youre doing. That is, the tabs on the Ribbon will differ depending on the area of Outlook youre working in.

10 Get up to speed 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. The Ribbon shows what you need

11 Get up to speed Theres more than meets the eye A small arrow at the bottom of a group means theres 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, youd click the arrow next to the Basic Text group on the Message tab of a new message.

12 Get up to speed The Mini toolbar The Mini toolbar allows you to quickly access formatting commands right where you need them: in the body of an message. 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. The picture shows how it works:

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

14 Get up to speed The Quick Access Toolbar Youll see and use different Quick Access Toolbars depending on the area of Outlook that youre 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.

15 Get up to speed Keyboard shortcuts If you use keyboard shortcuts instead of a mouse or other pointing device, youll noticed that some shortcuts are the same but that others have changed. With the introduction of the Ribbon, commands are in new locations, so shortcuts that begin with ALT will probably be different from earlier versions.

16 Get up to speed Keyboard shortcuts If you use keyboard shortcuts instead of a mouse or other pointing device, youll noticed that some shortcuts are the same but that others have changed. To find your way around: 1.Start by pressing ALT. 2.Press the indicated key to see the correct tab, and then press the letter to access the command you want.

17 Get up to speed Know your options Outlook provides many options to help you change how things look and work. The way you access these program options hasnt changed. As shown in the picture, youll still click Options on the Tools menu from within the main Outlook window and use the Options dialog box.

18 Get up to speed More about options In Outlook 2007, you set options from a few different locations. Options for writing If you want to change your settings for writing for example, to make the spelling checker stop ignoring words in uppercaseyou do that from the Editor Options dialog box.

19 Get up to speed More about options In Outlook 2007, you set options from a few different locations. Click the Microsoft Office Button. Start by creating a message, and then do this: Click Editor Options.

20 Get up to speed More about options In Outlook 2007, you set options from a few different locations. Options for sending When you send an message, you can choose how that message is sent. You set these options from tabs available on the Ribbon for the open message.

21 Get up to speed More thats new: 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.

22 Get up to speed More thats new: 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

23 Get up to speed A new look for the calendar The new design of the calendar in Outlook 2007 makes it easier to see whats what. Moving around is easier, too. Bigger buttons make it easier 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. The picture shows some examples:

24 Get up to speed A new look for the calendar The new design of the calendar in Outlook 2007 makes it easier to see whats what. Moving around is easier, too. Also new is the Tasks area. It shows your current and upcoming tasks and tracks your accomplishments, too. The picture shows some examples:

25 Get up to speed A new look for contacts In Outlook 2007, Electronic Business Cards make contacts easy to view and easy to share. Youll first notice the new look for contacts when you click Contacts to switch to that area of Outlook. You can send Electronic Business Cards through . You might want to include your own Electronic Business Card as part of your signature.

26 Get up to speed A new look for contacts Notice that in this picture, the Navigation Pane is minimized to show more of the Contacts pane. You can minimize the Navigation Pane from any area of Outlook by clicking the Minimize the Navigation Pane button.

27 Get up to speed Suggestions for practice 1.Create a message and see the Ribbon. 2.Use the Mini toolbar, use a Dialog Box Launcher, and add a command to the Quick Access Toolbar. 3.Open a message and see the Ribbon for a received message. 4.Set program options, editor options, and message options. 5.Use keyboard shortcuts. 6.Explore the To-Do Bar and see how to customize it. 7.Look around in your calendar and look at contacts in the new Business Card view (optional). Online practiceOnline practice (requires Outlook 2007)

28 Get up to speed Test 1, question 1 The Ribbon will look the same for a new message and a received message. (Pick one answer.) 1.True. 2.False.

29 Get up to speed Test 1, question 1: Answer False. Whats on the Ribbon will be different because your needs for dealing with the new and received messages are different.

30 Get up to speed Test 1, question 2 Youve switched to the calendar and youre ready to explore its new look. To make more room in the Outlook window to see it, you could do which of the following from within Outlook? (Pick one answer.) 1.Use the buttons at the top to hide detail. 2.Minimize the Navigation Pane. 3.Change your screen resolution settings.

31 Get up to speed Test 1, question 2: Answer Minimize the Navigation Pane. In this version of Outlook, you can minimize the Navigation Pane by clicking the Minimize the Navigation Pane button.

32 Get up to speed Test 1, question 3 To use a keyboard to access commands on the Ribbon, start by pressing which key? (Pick one answer.) 1.CTRL. 2.ALT. 3.SHIFT.

33 Get up to speed Test 1, question 3: Answer ALT. Press ALT and youll see letters displayed to help you with your next move.

34 Lesson 2 Find everyday commands

35 Get up to speed Find everyday commands Youve got Outlook 2007 installed and youve taken time to learn about some of the ways it differs from previous versions. Now its time to get to work. Will it be easy to do the things youve always done in Outlook? This lesson will show you that the answer is yes.

36 Get up to speed Create a new message Its time to write and send your first message using the new Outlook. What do you need to know? For starters, some things havent changed. The first thing you need to know to get started is that you dont need to know anything new. All of the old ways to start a new message still work. In a new message, first get oriented to the Ribbon. The Message tab is on top, with the commands youre most likely to use every time you create and send a message.

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

38 Get up to speed Use the Address Book to add recipients Do you use the Address Book to add names to the To, Cc, and Bcc fields? Youll find the Address Book command on the Message tab.

39 Get up to speed Show or hide the Bcc field If you prefer to type 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, youll find it on the Options tab.

40 Get up to speed Include your signature Do you use a personal signature at the end of your Outlook messages? The same signature you used in earlier versions will be available when you upgrade to Outlook If you didnt use signatures (maybe they seemed too complex or you could never remember how to create them or where to find them), youll be surprised to see how easy signatures are in Outlook 2007.

41 Get up to speed Include your signature You can modify existing signatures or create new ones, as well as set a default signature. The picture shows what happens next: If you created signatures previously, youll see them listed here. To create new signatures, set a default signature, or modify existing signatures, click Signatures. Start by clicking the arrow under the Signature command.

42 Get up to speed Use flags and reminders Flags and reminders can help you and others remember to do things. To add a flag, reminder, or both when youre creating a message, start by clicking Follow Up in the Options group of a new message.

43 Get up to speed Use flags and reminders Follow up for yourself To be sure that you remember to do that, flag the message for yourself by clicking Follow Up and then clicking Tomorrow. The message is flagged and added to your To-Do List in Tasks. It also shows up as an item in your own To-Do Bar. Suppose you send a message to a colleague that says Ill follow up with you tomorrow.

44 Get up to speed Use flags and reminders Follow up for the recipient Before you send the message, you specify when you want the recipient to be reminded to follow up with you. As the picture shows, the received message will include a flag and the bell icon. As long as the recipient keeps the message in his or her Outlook mailbox, a reminder will be displayed at the time you specify. You can also attach a follow-up flag for your recipients by using the Flag for Recipients command, highlighted in the picture.

45 Get up to speed Respond to a message isnt just about sending… …its also about receiving and replying. When you reply from an open message, youll use the buttons in the Respond group on the Message tab of the Ribbon. Youll notice that whats on the Ribbon in a received message is different from whats on it for a new mail message.

46 Get up to speed Whoops! Need to recall a message? Youve just sent a message and realize a key detail is wrong. (You wrote bored instead of board when discussing the results of the last board meeting.) If youre using Microsoft Exchange Server for your e- mail, you may be able to recall the message that you just sent. If you act before a recipient reads the message, recalling it will allow you to send a corrected version to that person and avoid possible embarrassment.

47 Get up to speed Whoops! Need to recall a message? Youve just sent a message and realize a key detail is wrong. (You wrote bored instead of board when discussing the results of the last board meeting.) Heres what to do: In the Navigation Pane, click Sent Items to switch to that folder. In the Sent Items folder, double-click the message that you want to recall to open it.

48 Get up to speed Whoops! Need to recall a message? Youve just sent a message and realize a key detail is wrong. (You wrote bored instead of board when discussing the results of the last board meeting.) Heres what to do: In the open message, click Other Actions in the Actions group, and click Recall This Message.

49 Get up to speed Make time and remember to do things Outlook isnt just about . Its also about organizing your time, which you do in the calendar. When you create or open an item in your calendar, youll see that the Ribbon shows groups and commands appropriate for helping you manage your time.

50 Get up to speed Make time and remember to do things 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 youve made a change, click Save & Close on the far left of the Ribbon.

51 Get up to speed 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.

52 Get up to speed Want to create a meeting? Invite others An appointment is just for yourself. When others are involved, create a meeting. Once youve entered all of the meeting details, click Send to send the invitation to the other meeting participants.

53 Get up to speed Work with a contact When you open or edit a contact, youll use the buttons in the Show group to show or hide more information about a contact. For example, if you want to note the birthday or anniversary of a contact, click the Details button and then select the appropriate date next to Birthday or Anniversary.

54 Get up to speed Suggestions for practice 1.Use the Address Book and Bcc. 2.Check spelling and grammar. 3.See signatures. 4.Add a flag to follow up. 5.Respond to a message; recall a message (optional). 6.Schedule an appointment and set a reminder. 7.Create a new contact. 8.Edit a business card. Online practiceOnline practice (requires Outlook 2007)

55 Get up to speed Test 2, question 1 To start a new message, you use the Ribbon. (Pick one answer.) 1.True. 2.False.

56 Get up to speed Test 2, question 1: Answer False. You create a message just as youve always done.

57 Get up to speed Test 2, question 2 Which of the following allows you to quickly show or hide the Bcc field in a message? (Pick one answer.) 1.The Address Book. 2.The Quick Access Toolbar. 3.The Show Bcc button on the Options tab.

58 Get up to speed Test 2, question 2: Answer The Show Bcc button on the Options tab. The last lesson described how in Outlook, you have a lot of options. You access the button from a tab specifically for message options, the Options tab.

59 Get up to speed Test 2, question 3 Youve just sent a message with an outrageous typo and you want to recall it. Whats the first step? (You already know that youre using Microsoft Exchange Server.) (Pick one answer.) 1.From the main Outlook window, click Recall This Message on the Actions menu. 2.Locate and open the message in the Sent Items folder. 3.Locate and select the message in the Sent Items folder.

60 Get up to speed Test 2, question 3: Answer Locate and open the message in the Sent Items folder. Youll open the message from Sent Items, and then use a command on the Ribbon: Click Other Actions in the Actions group, and click Recall This Message.

61 Lesson 3 Send and receive attachments and pictures

62 Get up to speed Send and receive attachments and pictures Sending and receiving attached files in Outlook 2007 is just as easy as its always beenand in some ways, even easier. Whats easier? When you receive attached pictures or Microsoft Office files, youll be able to use the Attachment Previewer to preview those attachments right in the Outlook Reading Pane. And if youre sending pictures, the Ribbon will help you send them just the way you want them.

63 Get up to speed Include an attachment Including an attached document or picture with your message is easier than ever. Just as youve always done, youll begin by creating a new message. Then youll use the Attach File command on the Ribbon.

64 Get up to speed Include an attachment Where youll find Attach File The picture shows it on the Insert tab. Including an attachment is a common activity, so youll find Attach File on both the Message tab and the Insert tab.

65 Get up to speed Include an attachment You cant attach just anything This behavior is unchanged from earlier versions. However, you may be interested to know that some file types that were previously blocked are now allowed and some new types have been added to the blocked list. Outlook will block certain types of file attachments.

66 Get up to speed Include a picture in line with text In Outlook, its easy to send pictures in the body of your messages instead of as separately attached files. Click the Picture command on the Insert tab. As shown in the illustration, youll see a picture in the body of the message. To do this:

67 Get up to speed 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. Select a picture that youve inserted into a message… …youll 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. For example, when you:

68 Get up to speed Preview attachments before you open them In Outlook 2007, youll receive attachments just as you did in earlier versions. And now, some attached files can be previewed right from the Reading Pane. Suppose someone sends you two Microsoft Office Visio ® diagrams as attachments, but you only care about the one that shows the new training room in your building. How could you quickly decide which file to open or save to your hard disk?

69 Get up to speed Preview attachments before you open them As the picture shows, attachment previewing could be your answer. 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.

70 Get up to speed How others receive attachments that you send When you use Outlook 2007, people will receive attached files that you send just as they always have. What has changed is the file format used by some 2007 Office system programs. Attachments that you send or receive may use this new format, which keeps file sizes smaller and helps keep files safer. Outlook fully supports sending and receiving files that use the new formats.

71 Get up to speed How others can view attachments that you send If youll be sending a Word 2007, Excel 2007, or PowerPoint 2007 file to someone who hasnt yet upgraded to the 2007 release of Office, there are two options. You can save the file in the file format before you send it. Colleagues who have Microsoft Office versions 2000 through 2003 can open, edit, and save 2007 files by installing the Microsoft Office Compatibility Pack for 2007 Office Word, Excel, and PowerPoint File Formats, offered free by Microsoft.

72 Get up to speed Suggestions for practice 1.Attach a file to a message and send it to yourself. 2.Insert a picture in line with the text of your message. 3.Preview an attachment. 4.See which previewers you have installed (optional). Online practiceOnline practice (requires Outlook 2007)

73 Get up to speed Test 3, question 1 How do you include a picture in line with the text of your message? (Pick one answer.) 1.Use the Rich Text file format. 2.Use the File command on the Insert tab. 3.Use the Picture from File command on the Insert tab.

74 Get up to speed Test 3, question 1: Answer Use the Picture from File command on the Insert tab.

75 Get up to speed Test 3, question 2 Youve received a message with two JPEG picture attachments. Whats the fastest way to determine whether you want to save the attachments? (Pick one answer.) 1.Open the message and double-click each attachment icon. 2.Click the attachment icons in the Reading Pane. 3.Right-click the attachment icon and click Open.

76 Get up to speed Test 3, question 2: Answer Click the attachment icons in the Reading Pane. Clicking the attachment icons will allow you to see a preview of the pictures, one at a time, right in the Reading Pane. This technique will work for other types of attachment as well: PowerPoint presentations, Word documents, or Excel workbooks, to name a few.

77 Get up to speed Test 3, question 3 In the 2007 Office release, many programs use a new file format. How has this file format affected Outlook 2007? (Pick one answer.) 1.When you create a new message, it will use this new file format. 2.Attachments that you send or receive may use the new format. 3.Attached files will appear in line with the text of the message.

78 Get up to speed Test 3, question 3: Answer Attachments that you send or receive may use the new format. Outlook fully supports sending and receiving files in the new file format. And, if youre working with people who havent yet upgraded, youll have choices about how to make sure they can read those files.

79 Get up to speed Quick Reference Card For a summary of the tasks covered in this course, view the Quick Reference Card. Quick Reference Card

80 USING THIS TEMPLATE See the notes pane or view the full notes page (View tab) for detailed help on this template.


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