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

2. 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

3. Getting Started

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

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

6. Navigation pane -Mail
Favorite Folders
Mail Folders
Navigation

7. Navigation Options Get up to speed
Mail – the main area where you can read,
compose, receive and send .
Calendar – the scheduler, or planner, where
you can set and manage appointments and
tasks.
Contacts – contains your contact list where you
can store names, 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

8. Reading pane
Favorite Folders
Mail Folders
Navigation Pane

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

10. 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.

11. 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

12. Composing Mail

13. Mail
The first time you create a message in Outlook (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

14. Create a new message
It’s time to look at writing and sending an message using Outlook
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.

15. Introducing the Ribbon
Here’s a new 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 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 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.

16. 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.

17. 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

18. 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.

19. 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.

20. 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

21. 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 message.
composing

22. 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 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.

23. 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

24. 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.

25. Show or hide the Bcc field
If you prefer to type 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 .
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.

26. 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 .
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.

27. The Mini toolbar
The Mini toolbar allows you to quickly access formatting commands right where you need them: in the body of an 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.

28. Include your signature
Do you use a personal 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 message.
It usually contains your name, title, organization, and business contact information.
composing

29. 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

30. 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

31. Include a picture in line with text
In Outlook, it’s easy to send pictures in the body of your 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.

32. 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.

33. 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

34. 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 If you are unsure, ask the recipient(s), or send the document in the 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.

35. Reading Mail

36. 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

37. 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.

38. 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

39. 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.

40. 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.

41. 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.

42. 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

43. Calendar

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

45. The Calendar view
The design of the calendar in Outlook 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.

46. The Calendar view
The design of the calendar in Outlook 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.

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

48. Setting up an Appointment
Outlook isn’t just about .
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

49. 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.

50. 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.

51. 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

52. 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.

53. 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’.

54. 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.

55. Contacts

56. 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.

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

58. 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.

59. 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’.

60. Basic Mail Management

61. 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

62. 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.

63. 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.

64. 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.
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65. How do I access Outlook from off-campus?

66. Outlook Web Access
Just like Lotus Notes, you can also check your from off-campus.
You can access your mail by visiting
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67. 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 via the web.
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68. 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.
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69. 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
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70. Thank you.
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