Outlook 2007 Overview

8/8/2019 Outlook 2007 Overview

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Desktop Mentor

Outlook 2007

Overview


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Outlook 2007 Overview

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Table of Contents

What is Outlook? ................................................................................................................................... 2Starting Outlook 2007 ........................................................................................................................... 3Screen Layout ....................................................................................................................................... 4

The Title Bar ..................................................................................................................................... 4The Menu Bar ................................................................................................................................... 4Personalised Menus ......................................................................................................................... 5The Standard Toolbar ....................................................................................................................... 6The Navigation Pane ........................................................................................................................ 7Minimising the Navigation Pane ....................................................................................................... 8Customising the Navigation Pane .................................................................................................... 8The Information Viewer .................................................................................................................... 9The Reading Pane ............................................................................................................................ 9The To Do Bar ................................................................................................................................ 10Customising the To Do Bar ............................................................................................................ 10The Status Bar ................................................................................................................................ 11

Getting Help ......................................................................................................................................... 11Where is it? .......................................................................................................................................... 12

Standard Toolbar (Open Message) ................................................................................................ 12Standard Toolbar (New Message).................................................................................................. 13Formatting Toolbar ......................................................................................................................... 13File Menu ........................................................................................................................................ 14Edit Menu ........................................................................................................................................ 14View Menu ...................................................................................................................................... 15Insert Menu ..................................................................................................................................... 15Format Menu .................................................................................................................................. 15Tools Menu ..................................................................................................................................... 15Actions Menu .................................................................................................................................. 16


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What is Outlook?

Outlook 2007 is a Personal Information Manager that is made up primarily of the following components:

Component Description

The Mail component lets you send, receive and manage email messages.Messages can be sent to other users on your network, or to external contacts witha valid email address, and can include file attachments, shortcuts and hyperlinksto web pages.

The Calendar is used to keep track of appointments and plan meetings with otherOutlook users. On a personal level, it can be used to record appointments, eventsand important dates such as birthdays and anniversaries. On a group level, it canbe used to schedule and track meetings with other users at a time convenient to allinvolved.

The Contacts area is used to maintain address information for all internal and

external contacts. The contact list can be used to send messages to contacts, viewcontact web pages, view maps to the contact's place of work and to recordimportant contact dates such as birthdays.

Tasks provide to-do lists comprising jobs that can be assigned to other users,tracked and scheduled in your calendar. You can check the status of a task, set apriority for each task, and set tasks that recur at specific intervals.

Outlook can also be used to record notes for any textual information. Notes canbe posted on your desktop as constant reminders and can be forwarded to otherusers or included in word processing documents.

You can view a summary of the current day's appointments and tasks, as well as the number of new messages

received in your Inbox. This summary is called the To Do Bar.


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Starting Outlook 2007

Once you have logged onto Windows, you are ready to launch Outlook 2007 and start sending andreceiving email messages.

If you have an Outlook 2007 icon on your desktop, double-click on this to launch Outlook.

You may also have an Outlook icon in the Quick Launch bar along the bottom of the screen. If this iconappears, click once on the icon to launch Outlook 2007.

If you don't have an icon on your desktop, , or in the Quick Launch bar, you can launch Outlook 2007 viathe Start menu.

Click on the Start button

Click on the green All Programs arrow - a sub-menu will be displayed

Choose Microsoft Office from the Programs menu

Choose Microsoft Office Outlook 2007

If you are using Windows 2000, or the classic Start menu of Windows XP, choose Start, Programs, Microsoft

Office and Microsoft Office Outlook 2007.


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Screen Layout

The Title Bar

The title bar is positioned at the top of the screen and displays the name of the application as well as thecomponent folder you are currently viewing - the Inbox in this example.

The standard Windows controls appear at the end of the Title Bar:

Click on Minimise to hide the window and place it on the Task Bar

Click on the Task Bar button to restore the window

Click on Maximise to enlarge the window so that it fills the entire screen

Click on Restore to return the window to its original size

Click on Close to exit Outlook 2007

The Menu Bar

The menu bar is positioned under the Title Bar and is used to access all of the available commands of

Outlook 2007.

To use the menus:

Click on the name of the menu you wish to access, then click on the required command

Alternatively, hold [Alt] and press the underlined letter in the menu name. To open the File menu,for example, press [Alt F]. Once the menu is open, press the underlined letter of the commandyou wish to run

To cancel a menu without running a command, click anywhere in the main part of the screen


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Some menu commands display additional text. This can often provide clues on what will happen when the

menu command is selected.

A menu command followed by three dots indicates that a dialog box will be displayed when themenu command is selected. The dialog box will offer further choices and selections

A menu command followed by a right arrow-head indicates that a sub-menu will be displayedwhen the command is selected

An icon in front of the menu command indicates that there is a toolbar shortcut for the menucommand. To run the command without using the menu, click on the icon on the toolbar

A key combination after the name of the command indicates that there is a keyboard shortcut forthe menu command. To run the command without using the menu, press the given keystrokecombination

If a command is greyed out, this means that the command cannot be used at present. For example, the Edit,

Copy command will be greyed out if nothing is currently selected.

Personalised Menus

Outlook's menus can be personalised to show only the commands used most often. To do this:

Click on the Tools menu and choose Customize

Click on the Options tab

Uncheck the Always show full menus box

Click on OK


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If the menu command you need does not show by default:

Click on the arrow at the bottom of the menu to expand the menu and show all commands

Click on the required command

Once you have selected a menu item from the full menu, it will appear automatically in the Personalised menu.

The Standard Toolbar

The standard toolbar contains shortcuts for frequently used tasks such as creating new items, printing anddeleting.

Icon Description

Click on the button to create a new email message, or click on the drop-downarrow to create other items such as folders, appointments, meetings and datafiles

Print the selected item

Move the selected item to a folder

Delete the selected item

Reply to the send of the selected message

Reply to everyone addressed in the selected message - the sender and anyone

copied into the message

Assign a category to the selected item

Flag the selected item

Perform a send and receive to receive any new messages in your Inbox, andsend any messages in your Outbox

Create a new rule based on the selected message

Show the Outlook Address Book which holds the Global Address List as well asall of your Outlook contacts


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Position the mouse over any button on the toolbar to view the icon name and any shortcut key assigned tothe function.

The Navigation Pane

The navigation pane provides links to all of the standard folders and components of Outlook.

The pane is split into the following sections:

Section Description

Favorite Folders You can add any mail folder to the Favorites pane at the top of the navigation pane,to allow easy access to folders that may be nested inside other folders in the FolderList

Mail Folders These are the folders used to store mail messages including the Inbox, Outbox,Sent Items and Delete Items folders. Any folders you create to store mail messageswill also display here

Other OutlookComponents

This section contains link to the calendar, contacts, tasks, notes and the full folderlist.


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Minimising the Navigation Pane

You can minimise the navigation pane so that it takes up less space on screen. When minimised, the

navigation bar will contain links to all Favourite folders, with icons to access mail, calendar and contacts.

Click on the Minimize button at the top of the navigation pane to minimise it

Click on the Expand button to return the navigation pane to standard

Customising the Navigation Pane

You can customise the navigation pane by clicking on the drop-down arrow at the bottom of the pane:

Choose Show More Buttons to add all components such as tasks and notes as large buttons onthe navigate pane

Choose Show Fewer Buttons to change any large buttons to smaller icons along the bottom ofthe navigation pane

Choose Navigation Pane Options to change the order of the buttons and icons on the navigationpane

Choose Add or Remove Buttons to add additional buttons or remove items you don't use

Use the Add or Remove Buttons option to add the Journal to the navigation pane.


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The Information Viewer

The Information Viewer displays the contents of the folder or Outlook component currently selected in thenavigation pane.

Depending on the width of the Outlook window, you will either see all columns in the Inbox, or two columnsthat summarise the details of each message.

A header bar is displayed at the top of the Information Viewer area that can be used to sort the contents ofthe folder into different orders:

Click on the field name you wish to sort by e.g. From or Received. Text fields will be sorted intoascending order while dates are sorted into descending order.

Click on the field name again to reverse the sort order

The Reading Pane

The reading pane is displayed by default and shows a portion of the message currently selected in theInbox. This pane allows you to follow any hyperlinks in the message or show message properties withouthaving to open the message.

To show the reading pane along the bottom of the Outlook screen, choose View, Reading Pane,Bottom

To hide the reading pane, choose View, Reading Pane, Off


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The To Do Bar

The To Do bar shows a summary of upcoming appointments and tasks. By default, the To Do bar shows

the next 3 appointments in your calendar, and any tasks due today.

Click on any part of the To Do bar to show the date navigator and more details of upcoming tasks and

appointments:

Click on the Expand button at the top of the To Do Bar to view Outlook Today.

Customising the To Do Bar

To customise the To Do bar settings:

Right-click over the To Do bar

Choose Options

Choose the number of months to show when the To Do bar isexpanded

Choose the number of appointments to show

Choose whether to show the task list

Click on OK

To hide the To Do bar, right-click over it and choose Off.


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The Status Bar

The status bar is positioned along the bottom of the screen, and displays the number of items in the currentfolder.

Choose View, Status Bar to hide or display the status bar.

Getting Help

Outlook 2007 offers both offline and web-based help, depending on whether you have an Internetconnection.

To get help in Outlook 2007, use one of the following methods:

Choose Help, Microsoft Office Outlook Help

Press [F1]

Enter the topic you wish to find help about in the Type a question for help box and press[Return]

The help window will be displayed:

Click on any topic in blue to link to more information

On the toolbar, click on the Back button to return to the previous help topic

Click on the Home button to show the Help home page with links to all major categories ofOutlook 2007

Click in the Search box to search for a particular help topic. Click on the Search button aftertyping the text you wish to find.

By default, Outlook help topics will be found in the offlinehelp files as well as the Microsoft Office online web help.You can choose where help is found by clicking on theConnected to Office Online link in the status bar of thehelp screen.


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Where is it?

When you work in a message, appointment, contact or task window, a ribbon replaces the menu and

toolbars of previous versions of Outlook. This is a strip of buttons and drop-down menus that is divided into

groups of related commands via tabs.

The ribbon changes to show all commands relevant to the selected object. If an image is selected, for

example, an additional group of Picture Tools tabs are displayed with the Format tab selected by default.

The File menu within an item window has been replaced by the Office button which allows you to run

commands such as saving, printing and creating new items.

The Quick Access Toolbar displays to the right of the Office button and contains shortcuts to common

commands such as Save and Undo. This toolbar can be customised to add commands you use on a

regular basis.

Standard Toolbar (Open Message)

Command New Location

Reply Message ribbon > Respond group > Reply

Reply to All Message ribbon > Respond group > Reply to All

Forward Message ribbon > Respond group > Forward

Print Office button > Print > Print

Copy Right click > Copy

Permission Office button > Permission

Flag Message Message ribbon > Options group > Follow Up


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Create Rule Message ribbon > Actions group > Create Rule

Move to Folder Message ribbon > Actions group > Move to Folder

Delete Message ribbon > Actions group > Delete

Previous Item Quick access toolbar

Next Item Quick access toolbar

Font Size Not available - use Message Ribbon > Actions group > Other Actions > Zoom

Standard Toolbar (New Message)


Send Address bar > Send

Save Quick access toolbar

Print Office button > Print > Print

Cut Message ribbon > Clipboard group > Cut

Copy Message ribbon > Clipboard group > Copy

Paste Message ribbon > Clipboard group > Paste

Signature Message ribbon > Include group > Signature

Attach File Message ribbon > Include group > Attach File

Address Book Message ribbon > Names group > Address Book

Check Names Message ribbon > Names group > Check Names

High Priority Message ribbon > Options group > High Importance

Low Priority Message ribbon > Options group > Low Importance

Options Message ribbon > Options group > More Options

Formatting Toolbar


Font Format Text ribbon > Font group > Font

Font Size Format Text ribbon > Font group > Font Size

Font Colour Format Text ribbon > Font group > Font Colour

Bold Format Text ribbon > Font group > Bold

Italics Format Text ribbon > Font group > Italics

Underline Format Text ribbon > Font group > Underline


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Left Align Format Text ribbon > Paragraph group > Left Align

Centre Format Text ribbon > Paragraph group > Centre

Right Align Format Text ribbon > Paragraph group > Right Align

Bullets Format Text ribbon > Paragraph group > Bullets

Numbering Format Text ribbon > Paragraph group > Numbering

Decrease Indent Format Text ribbon > Paragraph group > Decrease Indent

Increase Indent Format Text ribbon > Paragraph group > Increase Indent

Insert Horizontal Line Insert ribbon > Symbols group > Horizontal Line

File Menu


Save As Office button > Save As > Save As

Save Attachments Office button > Save As > Save Attachments

Copy to Folder Message ribbon > Actions group > Move to Folder > Copy to Folder

Page Setup Office button > Print > Memo Style

Print Preview Office button > Print > Print Preview

Properties Office button > Properties

Close Office button > Close

Edit Menu


Redo Quick access toolbar

Office Clipboard Message ribbon > Clipboard group > More Options

Paste Special Message ribbon > Clipboard group > Paste > Paste Special

Clear [Delete] button

Select All Message ribbon > Find group > Select > Select All

Mark as Unread Message ribbon > Options group > Mark as Unread

Find Message ribbon > Find group > Find

Find Next Message ribbon > Find group > Find

Object Insert ribbon > Text group > Object


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View Menu


Message Header Message ribbon > Actions group > Other Actions > Message Header

From Field Options ribbon > Fields group > Show From

Bcc Field Options ribbon > Fields group > Show Bcc

Insert Menu


Item Insert ribbon > Include group > Attach Item

Picture Insert ribbon > Illustrations > Picture

Hyperlink Insert ribbon > Links > Hyperlink

Format Menu


Style Format Text ribbon > Styles group > Change Styles

Font Format Text ribbon > Font > More Options

Paragraph Format Text ribbon > Paragraph > More Options

Background Options ribbon > Themes group > Page Colour

Encoding Message ribbon > Options group > More Options

Plain Text Options ribbon > Format group > Plain Text

Rich Text Options ribbon > Format group > Rich Text

HTML Options ribbon > Format group > HTML

Tools Menu


Spelling Message ribbon > Proofing group > Spelling

Research Message ribbon > Proofing group > Spelling > Research

Find All Message ribbon > Find group > Find

Forms Developer ribbon > Forms group *

Macros Developer ribbon > Code group > Macros *

AutoCorrect Options Office button > Editor Options > Proofing > AutoCorrect Options

Customise Office button > Editor Options > Customise


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Actions Menu


Follow Up Message ribbon > Options group > Follow Up

New Instant Message Right click over sender > Reply with Instant Message

Recall this Message Message ribbon > Actions group > Other Actions > Recall this Message

Resend this Message Message ribbon > Actions group > Other Actions > Resend this Message

If the Developer ribbon does not display by default, click on the Office button and choose Editor Options.

Under Popular, check the Show Developer Tab in the Ribbon box, then click on OK.

Outlook 2007 Overview

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