1. Microsoft Outlook 2007 Basics Distance Learning mxccdistance@mxcc.commnet.edu (860) 343 – 5756 Chapman 633/632 Middlesex Community College Visit http://www.mxcc.commnet.edu/distance

2. Windows Layout Page 1 – Quick Source Navigation Pane Provides easy access to Outlook folders and sections. Feature buttons are used to switch a Navigation pane When a feature button is clicked, the Navigation Pane changed to its according layout. Mail: include all mail folders Calendar Contacts Tasks Notes Folder List: include all folders in outlook (mail, calendar, task, journal, notes, etc.) Shortcuts Journal

3. Mail Navigation Pane-Default Navigation Pane Favorite Folders: provide quick access to email folders Default folders: Inbox, Sent Items Add more folders: Drag a folder from All Mail folders to Favorite Folders Remove folders: Right-click a folder, select Remove from Favorite Folders All Mail folders: mail related folders including Inbox, Send Items, Deleted Items, Outbox, Draft, etc. View Pane Messages are grouped by date Reading Pane Display the message when you select a message in View Pane. Turn off the Reading Pane to prevent virus spread.

4. Turn off the Reading Pane When the Reading Pane is on, a message opens as soon as you select it. Opening a message may bring in virus and spread to people in your Contact. You are strongly encouraged to turn off the Reading Page. To do this: In Inbox, Go to View, select Reading Pane, select Off. Use the same step to turn off the Reading Pane in Deleted Items, Junk Mail, and other mail folders.

5. Go Menu Access Outlook folders Mail Calendar Contacts Tasks Notes Folder List Shortcuts Journal Folder

6. Inbox, Outbox, Sent Items, Drafts, Deleted Items In the All Mail Folders window Inbox: keeps all incoming messages. Outbox: keeps messages after you click the Send button until they are actually sent. When the message is sent out successfully, the box will be empty. Sent Items: keeps all the email messages you have sent out. Deleted Items: keeps all the messages you have deleted from Inbox. To delete all messages here, right-click the Deleted Items and select Empty Deleted Items. Drafts: keeps messages that you save before sending out. Junk Email: keeps Spam emails based on a built-in Junk Email Filter.

7. Sort Messages View messages by Sender, Subject, or Date Inbox displays messages grouped by days. Turn the group off 1. View>Current View 2. >Customize Current View 3. Click Other Settings button 4. Uncheck Show items in Groups 5. Click OK to close the Other Settings window 6. Click OK to close the Customize View window

8. Search for Messages in Inbox Instant Search Click in the Search box and type a search word or phrase. Click on the Search button to start a search. To clear out a search, click on the X next to the Search box.

9. Advanced Search Go to Tools, select Instant Search, and select Advanced Find. Enter search criteria and click on Find Now button.

10. Send a Message Using a CCC Address Click on New icon, the message window pops up. For people in the CCC system, type the person’s last name, Outlook will display people with the same last name in the CCC address book. Click on the person you want to send an email to. Another way is to click on “To:”button. Type the last name to pull his/her name on the list. You may select more than one person by holding CRTL and selecting the person. Click “To…” button. Click “OK”. Type the subject and the message body. Click Send button to send the message out.

11. Send a Message by Typing an Address This is used for sending a message to those who are not in CCC address book. 1. Click on, the message window pops up. 2. Type in the address, subject, and the message. Click on to send the message out. 3. Use “;” between the two addresses.

12. Setting Up Message Options In the New Message Window, Message Ribbon: Click on Options icon to open the Message Options window Mark the options for the message. Check do not deliver before, select a date and time. This feature works only when you use MS Outlook in a campus computer. Click on Close.

13. Attach a File to a Message Click new icon to Open the Message window. Click on the Attach File icon. Locate the file directory and double-click the file to have it attached to the email message. Click OK. Type the message. Click Send icon to send the message and the attached file. The file can be any format such as Word, Excel, PowerPoint, image of JEPG or GIF.

14. Check Spelling before Sending You may set up to automatically check spelling before you send out an email. In Inbox Window 1. Go to Tools, select Options…. 2. Click Spelling tab. 3. Check Always check spelling before sending. 4. Click on Apply or OK.

15. Delete Messages In Inbox window Select the message, hit Delete key. You only move the message to the Deleted Item folder Permanently delete the message Right-click the Deleted Items and select Empty Deleted Items.

16. Create a Signature You may add a signature at the bottom of your new (or reply, forward) message. Go to Tools, select Options Click on Mail Format tab. Click on Signatures… button. Click on New button.

17. Create a Signature Enter a name for the signature. Click on OK. Enter your signature. You may format your signature by selecting a font, size, color, etc. Click on OK. Click OK in the Option window. Default setting is to insert the Signature in a new message.

18. Send a Message to a Group Create a group name File-New-Distribution List. Type the group name Select a person on the CTC address list. Click on Select Members button. For those who are not on the list, click Add New button. Type the Display Name, Email address. Check Add to Contacts. After all people are selected or added to the group, click on Save and Close button.

19. Send a Message to a Group Go to Contact folder, double-click on the group name. In the Distribution List window, click on E-mail icon to open the New Message window. Type the message subject and the message body. Click on Send.

20. Save Email Messages to Your Computer Messages in Inbox or Send Items are kept on the server. It is not suggested that you keep a lot of email messages on the server since your email account can only hold a certain amount of messages (40M Max). You may consider moving emails in Inbox or Sent Items folders to your computer. Create a Personal Folder file to save messages from Inbox and Sent Items on your computer or external drives. You may create subfolders in Personal Folder to store messages in a variety of categories.. You can not read the emails kept in Personal Folder when logging on to Outlook Web Access.

21. View the Size of Inbox Go to Tools and select Mailbox Cleanup. Click on View Mailbox Size… You will see the size of Inbox, Calendar, Contact, etc.

22. Create a Personal Folder Go to File, click on New and select Outlook Data File… Select Office Outlook Personal Folders File (.pst). Click OK. Select My Documents. Give a name for the file such as “mailbackup1_1_09to2_23_0 9”. Click OK. Click OK.

23. Create Sub-folders in Personal Folder Create two sub-folders in Personal Folder, Inbox and Sent Items. In All Mail Items window, right-click on the Personal Folders. Select New Folder…, type a name such as Inbox. Click OK. Right-click the Personal folder. Select New Folder…, type Sent Items. Click OK.

24. Move Mails to the Personal Folder 1. Click Inbox in All Mail Items. 2. Select a message in the message list. 3. Hold CTRL key and A to select all messages in Inbox. 4. Drag the messages and drop them in the Inbox of the Personal Folder. 5. Repeat the same steps to move the messages from the Sent Items of Exchange Mail Server to the Sent Items of the Personal Folder.

25. Outlook Contacts Click Contacts to open the contact window. The contact window lists a directory of people or groups. You can add a person’s information by clicking the New Contact icon. Enter name, phone, email, address, etc. Click on Close and Save.

26. Add a Person to the Contact List This is a simple way to enter a person’s contact information via the person’s email address. In the Inbox Window, double-click on the person’s message to open the message window. Right-click the person’s address and select Add to Outlook Contact. The contact information window pops up. Fill in the additional information such as phone number and mailing address in the window and click Save and Close. The information will be saved in the contact list.

27. Send an email to Someone in the Contact List In Contacts window, double-click the person’s name to open the contact window. Click E-mail icon. Type the subject and the message. Click Send button.

28. Out of Office Assistant You may setup an automatic replied message when you are off office for a period of time. Go to Tools, select Out of Office Assistant. Type your message, When you leave your office office, check “I am currently out of the office”. When you are back to your office and open Outlook, you will be prompt to turn off the Out of Office Assistance.

29. MxCC Master Calendar MxCC has a calendar for college events, which you can view it in MS Outlook. Go to Go menu and select Folder List. In Folder List window, click the + sign next to Public Folders. Click the + sign next to All Public Folders. Click the + sign next to Middlesex. Click MxCC Master Calendar. To view the calendar items, you may chose 1 Day, 5 Work Week, 7 Week, or 31 Month in the Standard Toolbar.

30. Enter Items in Calendar Click the calendar folder to open the Calendar Window. You can see the calendar in the views of daily, weekly, or monthly by selecting one of the icons. Type the tasks for a day in the daily calendar. Select a day in the month view. Click the time area and type your task item. Drag the bottom border of the task to extend the time frame.

31. Recurrence of an Event Double-click an event in your calendar. Select Recurrence icon to open the recurrence setting window. Set up recurrence: Check monthly. Choose an end date. Click “OK”.

32. Print the Calendar File-Print… In the Calendar window, select Monthly Style, Set up the start and end date for printing, Click OK.

33. Outlook Tasks Click Tasks to open the tasks window Click the text box saying “Type a New Task” and type the task in the subject box. Double click on the task you entered. Select a Due date to complete the task. Click on Save & Close button.

34. Outlook Notes Click Notes to open the notes window. Note window lists all the “ransom” notes you have written. To write a new note, click the new note icon, type the note, and close the note window. To read a note, double click on the note icon. You may copy the note to a word file by using copy/paste icons.

35. Outlook Journal Keeps a record on the files you used on daily basis. Click on “+” of Microsoft Excel, you may see the operation record for Excel files. Turn on the recording feature. Tools>Options>Journal Options. Check the MS Office applications you would like to keep track of. Keep journal notes. Click the New Journal Entry icon. Type the subject and details. Click Save and Close.

36. The To-Do Bar An overview of calendars, appointments for the day, and current tasks. Alt + F2, to turn on the To-Do Bar. Click on the title of the To-Do-Bar, bring it to the side. Click on the side bar, brings it back to right window. Customize To-Do Bar: Go to View, select To-Do-Bar. Check or uncheck the items.