Microsoft® Office Outlook® 2007 Training

Microsoft® Office Outlook® 2007 Training
Sweetwater ISD presents: Microsoft® Office Outlook® 2007 Training [Note to trainer: For detailed help in customizing this template, see the very last slide. Also, look for additional lesson text in the notes pane of some slides.] Get out of your Inbox

Get out of your Inbox with Outlook 2007
Course contents Overview: Tame the chaos of your Inbox Lesson 1: Use your mail to take action Lesson 2: Keep track of messages with flags and the To-Do Bar (Continued on next slide.) Get out of your Inbox with Outlook 2007

Course contents, cont’d.
Lesson 3: Name your color: Organize with colored categories Lesson 4: Store it Lesson 5: Find any message, fast Each lesson includes a list of suggested tasks and a set of test questions. Get out of your Inbox with Outlook 2007

Overview: Tame the chaos of your Inbox
While can make communication more efficient, the sheer volume of messages can also get overwhelming. Outlook 2007 includes flexible features to help you control volume, find what you need, and act when and where action is required. This course offers a glimpse of what’s available and shows you how to make the best use of messages in your Inbox and beyond. The features covered in this course include both old standbys and those that are new for Outlook As you learn, you may find that some features are more your style than others. That’s okay. Once you know what works for you and can adapt your favorite features to fit your organizational style, you’ll see how easy it is to get out of your Inbox and into your day. Get out of your Inbox with Outlook 2007

Course goals Use your messages to schedule tasks, set up meetings, and create contacts. Flag messages in your Inbox to create a task list. Color-code messages using category labels that you create. Organize messages into groups by using folders. Find any message quickly. Get out of your Inbox with Outlook 2007

Use your mail to take action
Lesson 1 Use your mail to take action

Use your mail to take action
Reading an message usually prompts you to take some sort of action. You might reply right away, or take a secondary action like setting up a meeting. In order to clear away the clutter in your Inbox, think about a message as you read it and decide whether it requires action. If it does, what do you need to do? Use Outlook to take that action, when and how you need to. Some examples of actions to consider: responding right away, responding later, flagging the message for follow-up, or creating a task. Get out of your Inbox with Outlook 2007

Drag a message to take action
An message may not require a direct response. Even so, the information in the message may still prompt you to: Store contact information. Create a task. Set up a meeting. Get out of your Inbox with Outlook 2007

Drag a message to take action
You can get started with each action by dragging the message to the appropriate button in the Navigation Pane. While this functionality isn’t new to Outlook 2007, it provides a handy illustration of how messages in Outlook can have uses beyond . Note that dragging creates a new item, and doesn’t get the message out of your Inbox. It’s up to you to delete it if you don’t need it anymore. Get out of your Inbox with Outlook 2007

Set up a meeting If a message makes you realize that you need to meet with someone, here’s how to get started. Drag the message to the Calendar button in the Navigation Pane. A new appointment opens, where you’ll fill in the details such as date, time, and location. Then invite the person to the meeting and… …click Send. Get out of your Inbox with Outlook 2007

Create a task Sometimes a message contains information about some action that you need to take. For example, in the picture, the message from Ben Smith in Mark Lee’s Inbox reminds Mark that he needs to promote a line of office furniture that his company recently introduced. Get out of your Inbox with Outlook 2007

Create a task Mark can drag the message from his Inbox to the Tasks button in the Navigation Pane to quickly start a new task. He can change the subject to something more task-like, for example Show office furniture to Coho, and then save the task. The task is added to Mark’s task list. Get out of your Inbox with Outlook 2007

Create a contact Are you keeping a message around so that you’ll have a contact’s address handy? Here’s a better idea: Create a contact entry in Contacts. As the picture shows, you can drag a message to Contacts to get the contact entry started. When you drag a message to the Contacts button, a new Contact form opens and the address in the message is automatically added to it. Get out of your Inbox with Outlook 2007

Create a contact From there you can fill in the rest of the details, such as a street address, telephone number, and so on. The next time you need to look up a bit of information about that contact, you’ll know right where to look: in Contacts. By storing contact information in Contacts, you’ll be able to easily search for the contact, add him or her to a distribution list, or use the person’s contact information in a mail merge. You can even store a contact’s picture with the contact so you can always see a face with the name. And new to Outlook 2007 are Electronic Business Cards, which you can use to quickly and easily share contact information. If you want to learn more, see the Quick Reference Card linked to at the end of this course. Get out of your Inbox with Outlook 2007

When the action is extraction
Say you receive a message with an attachment, and all you really want is the attachment. You can save the attachment to your hard disk independent of the message. In other words, you can “extract” the attachment from the message. Also new to Outlook 2007 is the ability to preview some types of attached files right in the Reading Pane. Being able to preview a file this way may save you some time. Get out of your Inbox with Outlook 2007

When the action is extraction
Once you’ve saved the attachment, you may no longer need the message. If this is the case, you can delete it or file it away. Another message out of your Inbox! Caution: Because attachments have the potential to carry computer viruses, handle them with care and be sure that you’re using an up-to-date virus checker. The Quick Reference Card, linked to at the end of this course, includes more information about staying safer with attachments. Get out of your Inbox with Outlook 2007

Suggestions for practice
Open a practice data file. Set up a meeting. Make a task. Add a contact. Save an attachment. Remove the practice data and close the practice data file. [Note to trainer: With Outlook 2007 installed on your computer, you can click the link in the slide to go to an online practice. In the practice, you can work through each of these tasks in Outlook, with instructions to guide you. Important: If you don’t have Outlook 2007, you won’t be able to access the practice instructions.] Online practice (requires Outlook 2007) Get out of your Inbox with Outlook 2007

Test 1, question 1 Outlook is just for . (Pick one answer.) True. False. Get out of your Inbox with Outlook 2007

Test 1, question 1: Answer False. Outlook has a lot more to offer, including a calendar, a place to store contact information, a list of tasks, and more. Get out of your Inbox with Outlook 2007

Test 1, question 2 You’ve been keeping a message in your Inbox so that you’ll always have the sender’s address handy. What’s a better alternative? (Pick one answer.) Move the message to a folder. Drag the message to Contacts. Drag the message to Tasks. Get out of your Inbox with Outlook 2007

Test 1, question 2: Answer Drag the message to Contacts. If you drag a message to Contacts in the Navigation Pane, you can create a contact card for the person. That way, you’ll always know where to look for the contact information. You can even store a picture of the contact so that you’ll always be able to keep a face with the name. Get out of your Inbox with Outlook 2007

Test 1, question 3 It’s possible to store an attachment separate from the message to which it is attached. (Pick one answer.) True. False. Get out of your Inbox with Outlook 2007

Test 1, question 3: Answer True. Get out of your Inbox with Outlook 2007

Keep track of messages with flags and the To-Do Bar
Lesson 2 Keep track of messages with flags and the To-Do Bar

Keep track of messages The first time you start Outlook 2007, you’ll notice something new. It’s called the To-Do Bar, and it’s there to help you remember to take action when you need to. In the To-Do Bar, you’ll see upcoming items from your calendar as well as flagged messages and tasks. Curious about how things get into the To-Do Bar? That’s what this lesson will tell you. Get out of your Inbox with Outlook 2007

Meet the To-Do Bar The To-Do Bar displays flagged messages, tasks from your Tasks folder, and upcoming meetings, appointments, and events from your calendar. In the To-Do Bar, you can see these things at a glance, without having to switch to other windows in Outlook. Get out of your Inbox with Outlook 2007

Meet the To-Do Bar The picture shows the basic parts of the To-Do Bar. Date Navigator Upcoming calendar appointments A place to type new tasks Your task list (flagged messages and tasks) Get out of your Inbox with Outlook 2007

Prioritize with follow-up flags
The first lesson familiarized you with how to create a task by dragging a message to the Tasks button in the Navigation Pane. An even easier way to keep track of what you need to do, based on the information in a message, is simply to flag the message for follow-up. The picture shows a message in the Inbox that has been flagged with a follow-up flag. Notice that the flagged message also appears in the To-Do Bar. A task does help you keep track of what you need to do, based on the information in a message. But it’s separate from the original message, which is one of the reasons that a follow-up flag is easier to use. When you flag a message, you’ll remember to attend to it—even if the message starts to sink to the bottom of your Inbox. Tip: One quick way to attach a flag to a message is to drag the message directly to the To-Do Bar. Get out of your Inbox with Outlook 2007

Prioritize with follow-up flags
Flagged messages show up in many places. Messages that you flag for follow-up not only show up in the To-Do Bar, they also show up in your task list and on your calendar. That’s to help you remember to do the things on your list. And, if that’s not enough, you can set reminders for them so that you actually remember to follow up. Get out of your Inbox with Outlook 2007

Change the subject, but only in the To-Do Bar
The subject of a message doesn’t always describe the task you need to do. In that case, you can change the subject of a flagged message in the To-Do Bar. When you do this, the subject of the message in the Inbox is unchanged. Get out of your Inbox with Outlook 2007

Change the subject, but only in the To-Do Bar
You may wonder: What’s the difference between a flagged message and a task created by dragging to the Tasks button? The answer is mostly a matter of style. If you like to delete messages after you’ve finished with them, you’ll probably prefer to use Tasks to keep track of things you need to do. If you like to keep your messages, either in your Inbox or in folders, you’ll probably prefer to use follow-up flags because flagging is quick and easy. More on bullet 1: When you drag a message to the Tasks button, you create a new item, so deleting the message doesn’t affect the task. Folders will be covered later in the lesson. Get out of your Inbox with Outlook 2007

When you complete, don’t delete
You may be tempted to delete items from the To-Do Bar when you’ve completed them. However, there’s a better way. When you complete a task, mark it as complete using the Mark Complete command. A quick way is to simply click the flag next to the item. Completed items will drop off of your list as you might expect. Get out of your Inbox with Outlook 2007

But what’s really helpful about marking an item complete? You’ll see it listed on your calendar at the bottom of the day on which you completed it. And it’ll be crossed out so that you’ll know you’ve completed it. It’s a great way to remind yourself of all of the work that you’ve done. Get out of your Inbox with Outlook 2007

But what’s really helpful about marking an item complete? In the To-Do Bar and in the Calendar, any task not marked as complete on its due date will automatically be carried over to the following day until you complete it. Caution: If you choose to delete an item from the To-Do Bar, the flagged message will also be deleted from your Inbox. Similarly, if you delete the flagged message from the Inbox, you’ll also delete it from the To-Do Bar. Mark Complete is safer. Get out of your Inbox with Outlook 2007

Turn a message into a calendar entry
Earlier, the lesson pointed out the Date Navigator at the top of the To-Do Bar. You can use the Date Navigator to quickly create a new calendar entry from a message. The picture shows the process: just drag the message to a date in the Date Navigator. Get out of your Inbox with Outlook 2007

Turn a message into a calendar entry
The process is similar to the process of dragging a message to the Calendar button in the Navigation Pane, as described in the first lesson. Why is this method better? Because there’s one less step: The date information is filled in automatically to match the date you drag to in the Date Navigator. Get out of your Inbox with Outlook 2007

Show the To-Do Bar as you like it
To change what’s shown in the To-Do Bar, point to To-Do Bar on the View menu, and select or clear the items you want to show or hide. It’s also easy to show or hide the To-Do Bar itself. You can also customize all To-Do Bar options at once by clicking Options on the To-Do Bar submenu. To hide it, press ALT+F2, or click the Close To-Do Bar button. Get out of your Inbox with Outlook 2007

To change what’s shown in the To-Do Bar, point to To-Do Bar on the View menu, and select or clear the items you want to show or hide. It’s also easy to show or hide the To-Do Bar itself. Show it again by pressing ALT+F2 or by pointing to To-Do Bar on the View menu and then clicking an option, as shown in the picture. Get out of your Inbox with Outlook 2007

To change what’s shown in the To-Do Bar, point to To-Do Bar on the View menu, and select or clear the items you want to show or hide. Also, a quick way to make more room for other windows in Outlook such as the Reading Pane, is to minimize the To-Do Bar by clicking the Minimize the To-Do Bar arrow next to its title. Get out of your Inbox with Outlook 2007

Use flags. See the tasks for the flagged messages in your calendar. Mark a task as complete. Create an appointment, quickly. Hide and redisplay the To-Do Bar. [Note to trainer: With Outlook 2007 installed on your computer, you can click the link in the slide to go to an online practice. In the practice, you can work through each of these tasks in Outlook, with instructions to guide you. Important: If you don’t have Outlook 2007, you won’t be able to access the practice instructions.] Online practice (requires Outlook 2007) Get out of your Inbox with Outlook 2007

Test 2, question 1 The To-Do Bar is easy to hide. (Pick one answer.) True. False. Get out of your Inbox with Outlook 2007

Test 2, question 1: Answer True. The lesson showed how easy it is. Get out of your Inbox with Outlook 2007

Test 2, question 2 What happens when you drag a message to the Tasks area of the To-Do Bar? (Pick one answer.) A follow-up flag is added to the message. You create a new task. The message is moved from your Inbox to Tasks. Get out of your Inbox with Outlook 2007

Test 2, question 2: Answer A follow-up flag is added to the message. It’s a very quick way to flag a message. Get out of your Inbox with Outlook 2007

Test 2, question 3 The Date Navigator cannot be removed from the To-Do Bar. (Pick one answer.) True. False. Get out of your Inbox with Outlook 2007

Test 2, question 3: Answer False. Start from the View menu, point to To-Do Bar, and you’re on your way. Get out of your Inbox with Outlook 2007

Name your color: Organize with colored categories
Lesson 3 Name your color: Organize with colored categories

Name your color Tired of losing things in your Inbox? Want to be able to quickly spot messages from your boss or about a specific topic? Use color to instantly organize and sort your mail. With colored categories, you can make specific messages more visible—even if all you do is leave them in your Inbox. Categories and their associated colored labels let you quickly see what’s what in a way that makes sense to you. Get out of your Inbox with Outlook 2007

Organize messages with color
If you’re working on a special project, you can make messages about the project easier to find later. Just mark all related messages with a color-coded category. The picture shows a few color-coded messages: Green is for messages about Coho Winery, and yellow is for messages about Contoso. Get out of your Inbox with Outlook 2007

Organize messages with color
If you’re working on a special project, you can make messages about the project easier to find later. Just mark all related messages with a color-coded category. The picture shows a few color-coded messages: Notes: If you used colored flags in Outlook 2003, you’ll find that Outlook 2007 improves on this concept by allowing you to use names along with the colors. If a message belongs in more than one category, that’s okay. There’s no limit to the number of categories that you assign to a message. A message can be color coded with multiple colors if it applies to more than one account, as the selected message does. You’ll also see colored categories and their names in the Reading Pane. Get out of your Inbox with Outlook 2007

How to assign a category
Wondering who creates the category names? You do. You create a category name and choose the color that’s associated with it. Then, you can assign that category to incoming and existing messages. One way to assign a color category to a message is to right-click in the Categories column and use the shortcut menu, as shown in the picture. Get out of your Inbox with Outlook 2007

How to assign a category
Wondering who creates the category names? You do. You create a category name and choose the color that’s associated with it. Once you’ve assigned a category to a message, you can quickly scan your Inbox and find the message just by looking for its colored tag. Tip: Unless you’re adapting an existing system that’s already working for you, it’s probably best to stick to just a few categories. Keeping the system simple will make it easier to use. Get out of your Inbox with Outlook 2007

How to match names and colors
Outlook categories start with unspecific names: Red Category, Orange Category, etc. Naturally, categories will have the most meaning if you give them specific names. The first time you use one of the default categories, such as the Purple Category, Outlook will prompt you to rename it using the Rename Category dialog box. You can type a new name for the category in the Name box, as shown in the picture. Having trouble thinking of category names? It may help if you first think about what you have a hard time finding when you look through your . If you’re new to categories, you may want to start with simple, basic groups such as Business and Personal, or focus on names that are specific to the work you do. Get out of your Inbox with Outlook 2007

Can’t remember what the color means?
It happens to the best of us: We come up with a great system for staying organized, and then poof, we forget part of the system. Say, for example, that you used orange to color code all personal messages. Then, suppose you don’t get a personal message for a while, and you forget what orange means. Note: You can also right-click the color next to a message to see the name of the category associated with that color. No problem. As the picture shows, the decoder is a just a click away. Get out of your Inbox with Outlook 2007

If you used colored flags in Outlook 2003…
If you used colored follow-up flags in Outlook 2003, you’ll probably want to know why the new colored categories in Outlook are better. With colored categories, you can assign meaningful text at the same time that you assign a color. Another advantage is that colored categories can be applied to all Outlook items, so you can organize your contacts, calendar items, and tasks all in the same way. Assigning meaningful text to a category is good because as described earlier, if you forget what green means, you can look at the category name as a reminder. Get out of your Inbox with Outlook 2007

If you color coded messages with flags in Outlook 2003, those flags will be updated automatically to colored categories. Here’s what you’ll see in Office Outlook 2007: For example, if you used a green flag in Outlook 2003, you’ll see Green Category in the Categories box. In your Inbox, you’ll see a colored bar in the Categories column that’s the same color as the 2003 flag. When you open the message, you’ll see a color category name under the Subject line. Get out of your Inbox with Outlook 2007

If you color coded messages with flags in Outlook 2003, those flags will be updated automatically to colored categories. A good practice would be to find these messages and give them a more meaningful category name. You’ll find steps for renaming categories in the Quick Reference Card linked to at the end of the course. Note: Only flags in your default mailbox will be updated to the new color categories. If you have messages in a Personal Folders file (PST) or Archive folder that you’d like to update to use colored categories, you’ll need to update them manually. Those steps are also included in the Quick Reference Card. Get out of your Inbox with Outlook 2007

View messages by category
Let’s suppose you’ve color-coded all your messages according to specific projects or clients. How can you view your messages in these groups? It’s easy. Click the Arranged By shortcut menu (under the Search box), and then click Categories. The picture shows the switch from arranging messages by date to arranging them by their categories: Blue Yonder Airlines, Coho Winery, and Contoso. Get out of your Inbox with Outlook 2007

Categories and rules, a great combination
You can color-code messages automatically by using rules. For instance, are messages from your mom always personal? If you’ve got a Personal category set up, you can streamline categorization by creating a rule that automatically marks all messages from your mom with the Personal category. The picture shows the basic process for how to do this using the Rules and Alerts dialog box. Get out of your Inbox with Outlook 2007

Make practice messages and categories. Remove a category. Assign a category. Change the color of a category. View messages by category. Optional: Use a rule to apply a category automatically. [Note to trainer: With Outlook 2007 installed on your computer, you can click the link in the slide to go to an online practice. In the practice, you can work through each of these tasks in Outlook, with instructions to guide you. Important: If you don’t have Outlook 2007, you won’t be able to access the practice instructions.] Online practice (requires Outlook 2007) Get out of your Inbox with Outlook 2007

Test 3, question 1 After you give a certain category a color, the color can’t be changed. (Pick one answer.) True. False. Get out of your Inbox with Outlook 2007

Test 3, question 1: Answer False. Get out of your Inbox with Outlook 2007

Test 3, question 2 In Outlook 2003 you could organize messages using one of six colored message flags. Which of the following is a benefit to the new colored category system that was unavailable with colored flags? (Pick one answer.) You can now use the color purple to organize messages. Colored categories allow you to create a custom name associated with the color. Colored categories can be used with rules. Get out of your Inbox with Outlook 2007

Test 3, question 2: Answer Colored categories allow you to create a custom name associated with the color. Custom naming means you’ll never have to worry about what purple means: The answer is a simple right-click away. Also, colored categories can be used across all Outlook items, whereas the flags in Outlook were for messages only. Get out of your Inbox with Outlook 2007

Test 3, question 3 You’ve made the switch from Outlook 2003 to Outlook In your Inbox, all messages that previously had a blue flag associated with them now have Blue Category. What would be a good next step to help you remember what blue means? (Pick one answer.) Create a rule to change the color to green. Create a reminder. Give the Blue Category a more meaningful name. Get out of your Inbox with Outlook 2007

Test 3, question 3: Answer Give the Blue Category a more meaningful name. Rename Blue Category to something more specific, and you’ll never have to wonder what blue means. Get out of your Inbox with Outlook 2007

Lesson 4 Store it

Store it Do you like an empty Inbox? One easy method for clearing away clutter is to create custom folders and then move messages out of your Inbox and into these folders. With folders, you choose the names, so the organization of your messages will make sense to you. Get out of your Inbox with Outlook 2007

Why create 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. Get out of your Inbox with Outlook 2007

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. The next lesson describes how to create folders. 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. Get out of your Inbox with Outlook 2007

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: Right-click Mailbox. Click New Folder on the shortcut menu, as shown in the picture. Get out of your Inbox with Outlook 2007

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: From there, type the name of the new folder and click OK. Get out of your Inbox with Outlook 2007

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. Get out of your Inbox with Outlook 2007

Move messages with a command
The dragging method just described is fast. However, it has a down-side: The chance that you’ll accidentally “drop” messages in the wrong location. A safer method is to right-click the message or messages you want to move and then click Move to Folder. Get out of your Inbox with Outlook 2007

Move messages with a command
In the example in the picture, messages are arranged by category. To move the entire Coho category to the Coho Winery folder, here’s what you’d do. Right-click the category heading. Click Move to Folder. Select the folder name from the list of folders in the Move Items dialog box, and then click OK. This is an especially good choice when you want to move a collection of messages. For example, if you’re viewing messages in a certain arrangement, say by category, use this method to move all of the messages in that category to a folder as shown in the picture. Get out of your Inbox with Outlook 2007

Use Favorite Folders Once you start filing your messages in folders, you’ll notice that some folders get used more frequently than others. To make finding and filing go faster, move those frequently used folders to Favorite Folders. To make a folder a favorite, drag it from Mail Folders to the Favorite Folders area of the Navigation Pane. Note: The folders stay in their original locations in your mailbox. The Favorite Folders area simply provides a quick and easy way for you to access them. Get out of your Inbox with Outlook 2007

When a favorite isn’t anymore
Favorites come, favorites go. When a favorite folder falls out of favor, you can remove it from the Favorite Folders area of the Navigation Pane. Just right-click it and then click Remove From Favorite Folders. Don’t worry, the folder will remain in your mailbox—it just won’t be displayed in the Favorite Folders area of the Navigation Pane anymore. Caution: Don’t use the Delete command to remove a folder from Favorites. That will delete the folder and its contents completely. Get out of your Inbox with Outlook 2007

Create folders. Move a single message to a folder. Move a group of messages at one time. Add and remove a favorite folder. [Note to trainer: With Outlook 2007 installed on your computer, you can click the link in the slide to go to an online practice. In the practice, you can work through each of these tasks in Outlook, with instructions to guide you. Important: If you don’t have Outlook 2007, you won’t be able to access the practice instructions.] Online practice (requires Outlook 2007) Get out of your Inbox with Outlook 2007

Test 4, question 1 When you move messages to a folder, you must do so by dragging them one at a time. (Pick one answer.) True. False. Get out of your Inbox with Outlook 2007

Test 4, question 1: Answer False. Get out of your Inbox with Outlook 2007

Test 4, question 2 What happens when you drag a message to a folder? (Pick one answer.) The message is moved to the folder. The message is copied to the folder. The message is deleted. Get out of your Inbox with Outlook 2007

Test 4, question 2: Answer The message is moved to the folder. Get out of your Inbox with Outlook 2007

Test 4, question 3 Messages that you see in a favorite folder are copies of the messages in the original folder. (Pick one answer.) True. False. Get out of your Inbox with Outlook 2007

Test 4, question 3: Answer False. They’re the same messages, not copies. Get out of your Inbox with Outlook 2007

Lesson 5 Find any message, fast

Find any message, fast Let’s face it. No matter how organized you are, whether you organize everything in folders or love to color code, the time will come when you just can’t find that important message. Luckily, using Instant Search to search for messages in Outlook 2007 is not only easy, but it’s fast. And now you can search for messages that are in different locations, including archives or multiple mailboxes. No matter where you store your messages, Search can help. Get out of your Inbox with Outlook 2007

Find it fast with Instant Search
In earlier versions of Outlook, searching for items may have required a lot of tweaking and waiting before you found what you were looking for. Now with Instant Search, you’ll not only find messages much faster, you’ll also be able to quickly and easily fine- tune your search results. For example, add more words to your query, and you’ll see the search results narrow instantly. Maybe you even stepped out for a cup of coffee while you were waiting for search results. Get out of your Inbox with Outlook 2007

Find it fast with Instant Search
Outlook now also makes it easy for you to see why a certain message appears in the search results: The words or terms that made a particular message a match are highlighted. You can see this in the picture, which shows the results of a search for messages containing the words “quarterly sales.” Get out of your Inbox with Outlook 2007

Advanced search Typing in the Instant Search pane brings up search results based on any matching words in a message. If you want to search on specific parts of a message— for example, if you want to search based on who a message is from—you’ll need to use advanced search terms. Get out of your Inbox with Outlook 2007

Advanced search The picture shows how to do this. Click the Expand button, and type the advanced criteria. You’ll notice that as you do this, the words in the Instant Search box are updated to show the new criteria. Tip: You can also type advanced search criteria directly into the Instant Search box. To get a feel for what to type, look in the Instant Search box when you use the fields in the expanded Instant Search pane. Get out of your Inbox with Outlook 2007

Search archives and beyond
New to Outlook is the ability to search multiple locations at one time. For example, you can search Archive folders and your Microsoft Exchange Server mailbox at the same time. How? Select All Mail Items as the location for your search. All Mail Items appears at the top of the Instant Search pane so that you can clearly see what’s being searched. Get out of your Inbox with Outlook 2007

Here’s a possible scenario for you to consider. Suppose you automatically archive any message older than 30 days because you rarely need to refer to messages beyond the current month. However, every once in a while, you do need to find one that’s older than that. Get out of your Inbox with Outlook 2007

Here’s a possible scenario for you to consider. It’s easy to search your archives. In earlier versions of Outlook, you had to search archives separately from your main mailbox. If you weren’t sure of the exact date of the message, that could have meant two separate searches: one search in your Microsoft Exchange Server mailbox and one search in your Archives folder. Notes If you’ve configured Outlook to use multiple accounts, you can use this same technique to search all of your accounts at once. In order to search for messages in an Outlook storage folder (also known as a Personal Folders file, or PST), that folder must be open in Outlook. The Quick Reference Card, linked to at the end of this course, includes more information about opening PST files. By selecting All Mail Items, you can now search different locations all at the same time and look for that one message in all locations. This makes search far easier than in earlier versions of Outlook. Get out of your Inbox with Outlook 2007

What about other Outlook items?
You can search your Inbox, Calendar, and Tasks all at once. First switch to the Folder List (click Folder List in the Navigation Pane) and use the Instant Search pane there. Otherwise, search is restricted to one type of Outlook item at a time—messages or Calendar items, for example. The good news is that once you get familiar with the new searching tools in Outlook 2007, you’ll use a similar Instant Search pane and techniques in each Outlook window including Calendar, Contacts, and Tasks. Get out of your Inbox with Outlook 2007

See all of your messages again
When you search, the search results appear in the main Outlook window. They’ll remain there until you tell Outlook what to do next. You’ll always know that you’re looking at search results if the Instant Search pane is active. You can tell if the pane is active if it’s a different color from the surrounding panes and you see the words (Search Results) after the folder name at the top of the pane. Examples of what you might do after searching: perform another search or return to your Inbox. Get out of your Inbox with Outlook 2007

See all of your messages again
When you search, the search results appear in the main Outlook window. They’ll remain there until you tell Outlook what to do next. To restore all of the messages in the current folder, click the Clear Search button. Tip: You also can clear a search by clicking a folder in the Navigation Pane (for example, click Inbox in the Navigation Pane to restore the view in which you can see all of the messages in your Inbox). Get out of your Inbox with Outlook 2007

Find messages using search terms. Search for messages in multiple folders. Use advanced criteria. [Note to trainer: With Outlook 2007 installed on your computer, you can click the link in the slide to go to an online practice. In the practice, you can work through each of these tasks in Outlook, with instructions to guide you. Important: If you don’t have Outlook 2007, you won’t be able to access the practice instructions.] Online practice (requires Outlook 2007) Get out of your Inbox with Outlook 2007

Test 5, question 1 You’ve recently done a search and now you can’t see all of your messages. Which action might resolve this problem? (Pick one answer.) Click the Clear Search button in the Instant Search box. Restart Outlook. Hide the Instant Search pane. Get out of your Inbox with Outlook 2007

Test 5, question 1: Answer Click the Clear Search button in the Instant Search box. If you notice that the Clear Search button is available, it’s likely that you’re looking at search results rather than at your entire collection of messages. You can click Clear Search to restore the view. Get out of your Inbox with Outlook 2007

Test 5, question 2 When you type words in the Instant Search pane at the top of the Mail window, you’ll see search results for which of the following? (Pick one answer.) All Outlook items. Flagged mail messages and tasks only. Mail messages only. Get out of your Inbox with Outlook 2007

Test 5, question 2: Answer Mail messages only. Get out of your Inbox with Outlook 2007

Test 5, question 3 You think that a message you’re looking for is located either in your mailbox or in your open Archive Folders folder. It’s possible to find the message by performing a single search. (Pick one answer.) True. False. Get out of your Inbox with Outlook 2007

Test 5, question 3: Answer True. Get out of your Inbox with Outlook 2007

Quick Reference Card For a summary of the tasks covered in this course, view the Quick Reference Card. Get out of your Inbox with Outlook 2007

Using This Template This Microsoft Office PowerPoint® template has Outlook 2007 training content about managing volume, organizing the Outlook Inbox, and quickly creating meaningful action items from received messages. It’s geared for you to present to a group and customize as necessary. This template’s content is adapted from the Microsoft Office Online Training course called “Get out of your Inbox with Outlook 2007.” Features of the template Title slide: On the very first slide, there is placeholder text over which you should type the name of your company. Or you can delete the text box altogether if you don’t want this text. Animations: Custom animation effects are applied throughout the presentation. These effects include Peek, Stretch, Dissolve, and Checkerboard. All effects play in previous versions back to Microsoft PowerPoint To alter animation effects, go to the Slide Show menu, click Custom Animation, and work with the options that appear. If this presentation contains an Adobe Flash animation: To play the Flash file, you must register a Microsoft ActiveX® control, called Shockwave Flash Object, on your computer. To do this, download the latest version of the Adobe Flash Player from the Adobe Web site. Slide transitions: The Wipe Down transition is applied throughout the show. If you want a different one, go to the Slide Show menu, click Slide Transition, and work with the options that appear. Hyperlinks to online course: The template contains links to the online version of this training course. The links take you to the hands-on practice session for each lesson and to the Quick Reference Card that is published for this course. Please take note: You must have Outlook 2007 installed to view the hands-on practice sessions. If you don’t have Outlook 2007, you won’t be able to access the practice instructions. Headers and footers: The template contains a footer that has the course title. You can change or remove the footers in the Header and Footer dialog box (which opens from the View menu). USING THIS TEMPLATE See the notes pane or view the full notes page (View tab) for detailed help on this template.

Microsoft® Office Outlook® 2007 Training

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