Microsoft Outlook 2007 Train the Trainer My Other Brother Software, LLC Darryl Geoffrey

Objectives Start Outlook View Inbox Send/Receive Use Address Book (Contacts) Send/Receive Attachments Organize in Folders Handle Junk Mail Folder Categorize Filtering Create/Use Distribution Lists Create Mail Merge Create/Show Appointments on Calendar Customizing Outlook/Troubleshooting

Starting Outlook 2007 Double click on the Microsoft Outlook icon OR Click-on the Start button in the lower left corner of the screen, Click All Programs, Click-on Microsoft Office Click-on Microsoft Outlook

Faster Access to Outlook 3 Options to Create a Shortcut Right Click Outlook – Pin to Task Bar – Pin to Start Menu – Send To Desktop (Create Shortcut)

Default View Inbox – Preview Pane Reading Pane Navigation Pane Action Buttons Mail Folders Orange=Currently Selected Option More Options Attachment Indicators Sort by Clicking Column Heading

A Word about Envelopes Unread Read Replied Forwarded

Viewing a Message Double click Message Message opens in Word 2007 Style Viewer Review and Respond to Received Messages Message Ribbon

2007 Ribbon – A Closer Look Print is Hiding Under this Button Forward this to a New Recipient Reply to the Sender and All Other Recipients Reply to Just the Original Sender Send to Deleted Items Folder Move to Another Folder Have this appear as New (Unread) in Inbox Find Related Messages, Such as from Same Sender Categorize Handle Junk

Creating and Sending an Type your message here Click SEND to Deliver your Message when Done Type Addresses here Click the Paper Clip to add an Attachment of your own OR Click To/Cc/Bcc for Address Book Type the Subject Here While typing your Message, you’ll have Basic Word Functions Available

Send/Receive Sends Messages in Outbox to Server and Retrieves New from Server Outlook automatically Sends/Receives periodically and when Starting/Exiting. Sometimes you (or someone else) is waiting for an , use this button to force a Send/Receive immediately.

Using Address Books Choose an Address Book to use from this Drop Down Double Click to Add Name or Single Click then Click a Button below

Contacts (aka Your Personal Address Book) Click this when Done Also works from Received s Right Click

Accessing Additional Contact Fields Click All Fields Choose Category Update Data

Customizing Contacts Views to Show Other Fields Choose Contacts Option Change Current View Customize Current View Select Fields Choose Category Choose Field

Attachments

Receiving Attachments Avoid using Open, because attachments are sometimes saved as “Temporary” files which get deleted, and you may lose changes Instead, use Save As… and then Open the resultant downloaded file from your computer

AutoSignature

Replying to A Message Type your response here Click SEND to Deliver your Message when Done To: and Cc: Automatically Filled In, but you can add more addresses Click the Paper Clip to add an Attachment of your own

Forwarding a Message To: and Cc: are left blank for you to fill in Subject line adds the letters: FW:

Deleting Unwanted Messages (but not really) Sends Message to the Deleted Items folder (where it can be retrieved if needed) TRICK: Hold down shift before clicking the X and you will bypass the Deleted Items folder. CAUTION: Message will be PERMANENTLY deleted

Folders Items waiting to be Permanently Deleted Items started, but not yet submitted for sending Items you have received Items designated manually or automatically as Junk or Spam Items submitted for sending, but not yet sent to server Items sent by the serverNumber in Parentheses [e.g. (10)] indicates number of New/Unread items Right Click in Personal Folders, then Click New Folder to Create Additional Folders to Organize your You can Drag & Drop into Folders OR Right Click and Choose Move To Folder

More with Folders Multiple Windows can be Open Simultaneously Right Click “Junk ” or “Deleted Items” includes the option to Empty the Folder Your most frequently used folders can be displayed at the top of the list

Junk Mail Folder Options

Categories Right Click and Choose Categorize or Click Categorize on Ribbon Same Category List applies to different Areas (i.e. Contacts, Appointments and s) Categories can be Renamed (e.g. Important) Additional Colors are Available

Filtering Right Click on the Heading Bar Click Customize Current View Click Filter Change Filter Items to Meet Your Needs Click Clear All to Turn Off Filter

Create Distribution List Click the Drop Down Arrow next to New Click Distribution List Click Select Members Choose Using Click/Shift /Ctrl Click Members-> Type a List Name

Use Distribution List Appear as Contacts in the Address Book Can be entered directly into the To field by Typing List Name Can be Expanded by Clicking the PLUS Next to the List Name

Create Mail Merge 1.Select the Contacts 2.Click Tools…Mail Merge 3.Verify Contact Options 4.Choose Form Letters and Merge to: 5.Type a Subject line 6.Click OK – Word Starts 7.Insert Greeting Line 8.Press Enter 9.Type “Verify your info…” 10.Insert Merge Field 11.Choose Mobile_Phone 12.Press Enter 13.Type Closing N.B. Autosignature not inserted 14.Finish & Merge…Send

Calendar Different Views are Available – Day/Week/Month “Busy” times are Indicated as Appointments

Customizing Outlook/Troubleshooting Expand/Collapse Resize Panes