Microsoft® Office Outlook®2007 Training: Getting Started Western Connecticut State University presents: Microsoft® Office Outlook®2007 Training: Getting Started

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

Getting Started

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

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

Navigation pane -Mail Favorite Folders Mail Folders Navigation

Navigation Options Get up to speed 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. Environment – break down of left pane. Show entire left pane shown Get up to speed

Reading pane Favorite Folders Mail Folders Navigation Pane

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

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. Environment – Let’s work left to right instead of right to left. Similar graphical representation.

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 environment Get up to speed

Composing Mail

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. And the great changes don’t end with the Ribbon—there’s a lot more that’s new to help you work faster and more efficiently. To name just a few of these things, there’s the To-Do Bar, new navigation in the calendar, and a new format for contacts. Note: If you’re looking for information about all of the new features in Outlook, or if you want to know more about the differences between earlier versions of Outlook and this version, take a look at the Quick Reference Card that’s linked to at the end of the course. It contains a list of additional resources. Get up to speed

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. composing All of the old ways to get started in Outlook still work:Whether you prefer to use the New button or press CTRL+N, you’ll just do what you’ve always done to open a new message.

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. composing Specifically, you’ll encounter the Ribbon when you create or modify e-mail messages, calendar items, contacts, tasks, or journal entries. Note: If you’ve used Microsoft Office Word 2007, the Ribbon for Outlook messages will be familiar to you. Because the Outlook 2007 editor is based on Word 2007, many of the commands and options that are available in Word are available when you create messages in Outlook.

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. composing Tabs: On the tabs are the commands and buttons that you’ve used before. The Message tab is shown here. Groups: Basic Text, shown here, is a group. Commands:The Bold button and the Font list (which in this picture shows the Calibri font) are commands. The most commonly used commands, such as Paste, have the largest buttons.

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. composing

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. composing The Message and Options tabs have groups and commands that you’ll use when you write and send a message. The Appointment tab has groups and commands specific to working with a calendar entry. The Contact tab has groups and commands to help you keep contact information up to date.

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. composing The Quick Reference Card, linked to at the end of this course, includes the detailed steps for adding commands to the Quick Access Toolbar.

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. composing

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. composing

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. composing Note: This isn’t new, but it’s something to remember: Certain groups and buttons will be available only when the cursor is in the body of the e-mail message. For example, formatting commands on the Basic Text tab won’t be available when the cursor is in the To field or the Subject field; to use those commands, you need to move the cursor to the body of the message.

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. composing

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. composing To add the contact to the mail message, Click on “To”, “CC” or “Bcc” to add the contact to the message.

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. composing You can use Bcc (short for blind carbon copy) to send messages without exposing the names of the recipients to each other—it’s one way to respect the privacy of the people to whom you’re sending e-mail. Tip: You can show or hide the Bcc field as you need to by adding the Show Bcc button to the Quick Access Toolbar. However, you don’t have to turn on or off the Bcc field every time you send a message; the Bcc field won’t show on the received message, even if you don’t turn it off in the sent message.

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. composing You can use Bcc (short for blind carbon copy) to send messages without exposing the names of the recipients to each other—it’s one way to respect the privacy of the people to whom you’re sending e-mail. Tip: You can show or hide the Bcc field as you need to by adding the Show Bcc button to the Quick Access Toolbar. However, you don’t have to turn on or off the Bcc field every time you send a message; the Bcc field won’t show on the received message, even if you don’t turn it off in the sent message. The name should then show up as underlined in the To, Cc, or Bcc box, seen below.

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: composing 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.

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. composing

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. composing

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. composing

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: composing Note: When you insert a picture into your message, you add it to the message as an embedded object. That is, it is a part of the message text. To be able to see the picture, people who receive your message must be able to receive HTML or Rich Text messages. Click the Picture command on the Insert tab. As shown in the illustration, you’ll see a picture in the body of the message.

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: composing When you click away from the picture, Picture Tools disappear. You’ll see similar behavior if you include a chart, drawing, diagram, or table in your message. 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.

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. composing

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. Composing - end Here’s more information about main file formats used in 2007 Office system programs: Microsoft Office Word 2007 now uses .docx. Microsoft Office PowerPoint® 2007 now uses .pptx. Microsoft Office Excel® 2007 now uses .xlsx. Microsoft Office Access 2007 now uses .accdb.

Reading Mail

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. Reading

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. Reading When you receive new messages, a pop-up will appear on the bottom right corner of your screen when Outlook is open.

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. Reading

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: Reading 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.

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. reading Once you’ve decided an attached file is one that you want to open or save, you can do that by right-clicking its icon. Note: To help keep your computer safe, embedded code in attachments is disabled while previewing.

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. reading Once you’ve decided an attached file is one that you want to open or save, you can do that by right-clicking its icon. Note: To help keep your computer safe, embedded code in attachments is disabled while previewing.

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. reply

Calendar

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

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.

The Calendar view The design of the calendar in Outlook 2007 makes it easy to see what’s what. The picture shows some examples: In the Tasks area, completed items appear crossed out and “stick” to the day; tasks not marked as complete will automatically be carried over to the next day, until you complete them. The Quick Reference Card, linked to at the end of the course, provides more information about the Outlook calendar. Also new is the Tasks area. It shows your current and upcoming tasks and tracks your accomplishments, too.

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

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

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: Note: The way that you set the standard reminder time for all appointments has not changed. You still do that by clicking Options on the Tools menu in the main Outlook window, and then setting the default time on the Preferences tab, under Calendar. 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.

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.

Create an Out of Office Notification Just like in Lotus Notes, you can create an Out of Office message using the Out of Office Assistant To create an Out of Office message, click on ‘Tools’ on the top toolbar, then choose ‘Out of Office Assistant’. Get up to speed

Create an Out of Office Notification To create an Out of Office message, select ‘Send Out of Office auto-replies’. You can also specify a time range by checking ‘Only send during this time range’. Next, you can type a customized message that will be used to auto-reply to messages sent by others. You can set up messages for both inside and outside of your organization. When complete, click OK.

Create a task To create a new task from any screen, Click on ‘File’, ‘New’, then ‘Task’. You can then enter the task information, and a follow-up date & time. When complete, click on ‘Save & Close’.

Create a task Sometimes a message contains information about some action that you need to take. Another method for creating a task is to drag a message from the Inbox over the Tasks button. This will create a new task, where you can enter additional information, change the subject, and set a follow-up date.

Contacts

Create a contact Are you keeping a message around so that you’ll have a contact’s e- mail address handy? Here’s a better idea: Create a contact entry in Contacts. To create a new contact, go to File > New > Contact.

Create a contact Once the contact input screen is displayed, you can manually enter the contact’s information. You can also choose the E-mail address from the Global Contacts List (University Directory) by clicking on the ‘E-mail’ button. Once the entry is complete, click the Save & Close button.

Creating a Distribution List In Lotus Notes, a group of contacts was known as a ‘Group’. In Outlook, the group of contacts is referred to as a ‘Distribution List’. To create a new Distribution List, click on ‘File’ > ‘New’ > ‘Distribution List’. To edit a contact’s Electronic Business Card, click the Edit Business Card button on the Contact tab.

Creating a Distribution List Once the Distribution List screen is open, click on ‘Select Members’ in the Members group to add addresses from the Global Address List (WCSU Directory). To edit a contact’s Electronic Business Card, click the Edit Business Card button on the Contact tab. You can also add contacts manually by clicking on ‘Add New’. Once complete, click ‘Save & Close’.

Basic Mail Management

Creating folders Previous lessons described ways to act on messages and ways to sort and organize them within a category. But what if you want to sort messages into distinct groups and keep them separate from other messages (thereby getting them out of your Inbox)? Folders can help you do this. Mail management

Why create folders? The picture shows an example of using folders: “Coho Winery” and “Contoso.” You may already use a filing system in your office. Once you learn how to create folders, you can easily adapt any existing folder-naming system to Outlook. Mail management Note: If you remember the lesson on flagging messages for follow-up, you may be wondering what happens to a flagged message if you move it from your Inbox to a folder. Because that flagged message also appears in the To-Do Bar, in Tasks, and in Calendar, these reminders stay put in those places even if you move the underlying message.

How to create a folder Knowing why to create folders isn’t enough, of course. In order to use folders, you need to know how to use them. Luckily, it’s simple. To create a folder in your mailbox: Mail management Right-click Mailbox. Click New Folder on the shortcut menu, as shown in the picture.

Move messages by dragging Once you’ve created a folder, you can move one message or multiple messages to it by dragging. The picture shows how to drag a single message from the list of messages to a folder in the Navigation Pane. Click and hold the mouse on the message you wish to move, then drag the message to the folder. Mail management

How do I access Outlook from off-campus?

Outlook Web Access Just like Lotus Notes, you can also check your email from off-campus. You can access your mail by visiting http://mail.wcsu.edu. Mail management

Outlook Web Access To log in, you will simply enter your Windows username and password. There is no longer a separate password used to access email via the web. Mail management

Outlook Web Access As you can see, the view is very similar to that of the Outlook client. The term client refers to the Outlook program installed on your computer. For more information about using Outlook Web Access, you can refer to the resource card provided at the beginning of this presentation. Mail management

Questions??? For more information about advanced feature in Outlook, please sign up for the Outlook 2007: Advanced Mail Management class. If you have any further questions about Outlook 2007, please contact Request_university_computing@wcsu.edu. Mail management

Thank you. Mail management