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Working with Outlook 2007 at CERN Outlook Main window Customize views Send e-mails Organize e-mails: Category, Follow-up flag, To-Do Bar Create signatures.

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Presentation on theme: "Working with Outlook 2007 at CERN Outlook Main window Customize views Send e-mails Organize e-mails: Category, Follow-up flag, To-Do Bar Create signatures."— Presentation transcript:

1 Working with Outlook 2007 at CERN Outlook Main window Customize views Send e-mails Organize e-mails: Category, Follow-up flag, To-Do Bar Create signatures Contacts Rules and Alerts Recover deleted e-mails CERN Tools (anti-spam, out of office) Calendar –Create Appointments –Send Meeting requests –Check attendance to your meetings (tracking) –View/Manage another user’s Calendar Tasks –Create / Assign tasks –Complete tasks / Send status report Notes

2 Folders list bold folders contain unread messages Favorites quick links to folders. drag and drop folders in this area to add new favorites. Quick Access Buttons switch between Mail, Calendar, Contacts and Tasks Folder View contains messages of the selected folder bold messages = unread Reading Pane displays the selected message Toolbar buttons for common actions: New Mail, Reply, Forward, Categorize, etc… Outlook Main Window Navigation Pane Favorites Folders List Quick Access Buttons

3 Customize View AutoPreview if enabled, the first three lines of each message are displayed in the Folder View Navigation Pane / To-Do Bar / Reading Pane defines whether and where you want to display each component of the main window Arrange By The default arrangement used to view messages is the Date arrangement. By clicking ‘Arrange By’, you can switch to any of the following arrangements: Folder ViewReading PaneNavigation Pane From Outlook main window, the ‘View’ menu allows customization of Outlook main window.

4 Send a message Send your message when complete Enter Recipients Either in To or Cc fields. Separate recipients with “;” For CERN recipients, just enter the lastname and click Check Names to resolve e-mail address automatically. You can also select recipients from the CERN Address Book Add Attachments Compose your message here  when HTML Format is enabled (see Options), you can add formatted text, such as bold fonts, colored fonts, and bullets, using the related icons in the toolbar. Set Importance Level High (red exclamation mark) or Low (blue down arrow) Recipients can instantly see this indicator in their Inbox even before they open the message. Check spelling Options From this menu, you can set: Text Format Plain text (= no text formatting) HTML (= allow text formatting) Tracking option delivery receipt read receipt From Outlook main window: compose a message by clicking on ‘New’ from the toolbar, or select a message in your Inbox then choose ‘Reply’, ‘Reply-to-All’ or ‘Forward’.

5 Organize e-mails: Category, Follow-up flag, To-Do Bar Categorize a message Assigning color categories to messages enables you to quickly identify and associate messages. You can select one of the following category: Set Follow-up flag for a message Applying a flag to a message adds a visual reminder to help you remember to follow up on an item in some way. You can select one of the following flag: the To-Do Bar The To-Do Bar displays the items you need to remember and act on today. It displays Tasks, Appointments and Messages flagged for follow-up. To enable the To-Do Bar: open the View menu, point to To-Do Bar, select Normal or Minimized. Flagged messages List Note: To view and group messages by Categories: open the View menu, select Arrange-By, choose Categories.

6 E-mail signature Outlook can automatically add your e-mail signature (name, phone, address…) to the end of outgoing e-mail messages. From Outlook main window: open the ‘Tools’ menu, select ‘Options’. From the Options dialog, go to the ‘Mail Format’ tab and click ‘Signatures…’ 1) Click New Outlook will prompt you for a name of the signature 2) Compose your signature 3) Assign your signature you can select a signature for ‘New Messages’, and/or for ‘Replies/Forwards’ Note you can create several signatures you can manually add/change the signature when composing a message, using the Signature icon in the Include group

7 Contacts The ‘Contacts’ folder in Outlook is your personal address book, where you can store contact details of your main partners (email, phone,…). Your contacts are automatically saved on the mail server, therefore they are accessible at any time from any machine (using Outlook or Outlook Webmail access). To create contacts: From Outlook main window: click the ‘Contacts’ button from the navigation pane. Then select ‘New Contact’ from the ‘Actions’ menu. Note When receiving a message, you can directly add the sender to your Contacts by right-clicking the name of the sender and then choosing ‘Add to Contacts’ on the shortcut menu. When composing a new message, you can simply add the name of your contacts as recipients. Outlook will automatically resolve their e- mail address Do not create contacts for CERN people, as they are already defined in the CERN address book, which is accessible from the Tools menu of Outlook main window (select ‘Address Book’ in this menu). New Contact Enter Name, E-mail, Phone numbers… then Save.

8 Rules and Alerts A rule is an action that Outlook takes automatically on an arriving message that meets the conditions that you specify. For example, you can create a rule for messages from a specific sender to be moved to a certain subfolder of your mailbox. To create rules: From Outlook main window: open the ‘Tools’ menu, select ‘Rules and Alerts’ 1) Create ‘New Rule’ This will open the Rules Wizard Overview of the selected rule 2) Rules Wizard Select a Template. By clicking Next, the wizard will guide you through the following steps: Define the Condition Define the Action Define the Exception Note You can select multiple options Define Rules processing order select a rule then use up/down blue arrows to change rules order. Note Rules marked with the comment ‘(client only)’ are only processed when your Outlook client is started. Other rules are processed directly on the mail server as soon as messages arrive in your Inbox.

9 Recovery of deleted messages 1) Look into the ‘Deleted Items’ folder when deleting messages from Outlook, it is in fact moved in this folder 2) Try to recover the message Even after you deleted permanently a message by emptying the ‘Deleted Items’ folder, the CERN mail servers still allow recovery for 15 days. Select the folder from where you deleted the item, or select the ‘Deleted Items’ folder, then click ‘Recover Deleted Items’ on the ’Tools’ menu. Recover Select items to recover in the list, Click on ‘Recover Selected Items’ button from the toolbar.

10 CERN tools (spam, out of office,…) From the ‘Tools’ menu you can access anti-spam functions or configure CERN specific tools. CERN Tools This button redirects you to the CERN mail website ( where you can: set a forward, configure your anti-spam level, check / update your mail quota. Out of Office Assistant Allows you to set up an automatic response to be sent in reply to e-mails you receive during your absence. Anti-spam toolbar Direct access to anti-spam functions: Report Spam, Whitelist, Spam Check. Report Spam Deletes the selected message from your Inbox and reports this message to the CERN anti-spam system. CERN Spam config To configure your anti-spam level Whitelist Allows you to add either the sender, the subject or the recipient of the selected message in your whitelist, to prevent similar messages from being classified as spam in future. Spam Check Re-submits the selected message to the CERN anti-spam system and displays a detailed report explaining why it is classified as spam.

11 Calendar From Outlook main window: click the ‘Calendar’ button from the navigation pane. New Create new appointment Select period Either day or month Select View You can display your calendar either for a day, for a week or for a month. Double-Click to see details of an entry Open a shared calendar Allows you to view the calendar of a CERN colleague, assuming he delegated access to his calendar.

12 Create Appointments From Calendar main window: create a appointment by clicking on ‘New’ from the toolbar Enter Subject and Location Define Start time/End time By clicking ‘all day event’ you will be marked as busy the whole day in your calendar. Enter additional comments here Private Click this icon to prevent persons having access to your calendar from seeing this appointment. Convert as meeting request By clicking ‘Invite Attendees’ or ‘Scheduling’, your individual appointment will become a group meeting, allowing you to notify attendants by sending meeting requests (see Meetings).

13 Send Meeting Requests From Calendar main window: create a meeting request by choosing ‘New Meeting Requests’ in the 'Actions' Menu. Also, when inviting attendees or opening the 'Scheduling' part of an appointment, it becomes automatically a meeting request. 1) Enter meeting details Subject Location Start time / End time …. 2) Show ‘Scheduling’ 3) Add attendees on the right pane, the free/busy grid shows the availability of attendees. 4) Find a free slot A green vertical line represents the start of the meeting. A red vertical line represents the end of the meeting. You can move vertical lines to a free slot, or use the ‘AutoPick Next >>’ button to let Outlook find a free slot. 5) Click ‘Send’ when complete Attendees will receive a meeting request by e-mail. They can accept / decline the request.

14 Check attendance to your meeting At any time, you can review who accepted/declined your request by editing (double-clicking) the meeting in your Calendar then showing the ‘Tracking’ result:

15 View/Manage another user's Calendar From Calendar main window: select ‘Open a shared Calendar’ from the navigation pane Enter last name or login of the person Or click the ‘Name…’ button to select a person from the CERN address book. If the person you selected has not granted you permission to view his calendar, Outlook offers you to send him automatically a sharing request message. Show / Hide Calendars by checking / unchecking your Calendar or the shared Calendars you previously added, you can compare or manage simultaneously several Calendars in the view pane:

16 Tasks From Outlook main window: click the Tasks’ button from the navigation pane. Create new tasks Select To-Do List / Tasks View To-Do List = e-mails with ‘Follow-up’ red flag set Tasks = only task items Filter / Arrange current View Tasks List Double-click on items to view details

17 Create / Assign tasks From Tasks main window: create tasks by clicking on ‘New’ from the toolbar. 1) Enter task details Subject Start date / Due date Status, Priority 2a) Save & Close (personal task) OR 2b) Assign Task (to someone else) 3) Select the assignee4) Set tracking options 5) Click ‘Send’ when complete Assignees will receive a task request by e-mail. They can accept / decline the task

18 Complete tasks / Send status report At any time, you can update task status by editing (double-clicking) the item from the Task main window: Click ‘Mark Complete’ OR Select appropriate Status from the list OR Update Completion level Send Status Report The following report will be sent automatically to the originator of the task:

19 Notes The ‘Notes’ folder lets you quickly type in any piece of information. To create Notes: From Outlook main window: click the Notes button at the bottom of the navigation pane. ‘Notes’ button Click here to open your ‘Notes’ folder ‘Notes’ folder Double-Click here to create new Notes ‘Notes’ item Notes can stay on top of your desktop even when Outlook is minimized.

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