7/29/2019 Outlook.01

1/31

FIRST COURSE

Outlook Tutorial 1

Communicating with

Outlook 2007

7/29/2019 Outlook.01

2/31

XPXPObjectives

Start and exit Outlook Explore the Outlook window

Navigate between Outlook components

Create and send e-mail messages

Create and edit contact information

New Perspectives on Microsoft Office 2007: Windows Vista Edition 2

7/29/2019 Outlook.01

3/31

XPXPObjectives

Read and respond to e-mail messages Attach files to e-mail messages

File, sort, save, and archive messages

New Perspectives on Microsoft Office 2007: Windows Vista Edition 3

7/29/2019 Outlook.01

4/31

XPXPExploring Outlook

Outlook is a powerful information manager You can use Outlook to perform a wide range of

communication and organizational tasks, such as

sending, receiving, and organizing e-mail;organizing contact information; scheduling

appointments, events, and meetings; creating a

to-do list and delegating tasks; and writing notes

Six main components

Mail, Calendar, Contacts, Tasks, Notes, and Journal

New Perspectives on Microsoft Office 2007: Windows Vista Edition 4

7/29/2019 Outlook.01

5/31

XPXPStarting Outlook

Click the Start button on the taskbar, click AllPrograms, click Microsoft Office, and then click

Microsoft Office Outlook 2007

New Perspectives on Microsoft Office 2007: Windows Vista Edition 5

7/29/2019 Outlook.01

6/31

XPXPNavigating Between Outlook

Components

You can click any button in the Navigation Paneto display a folders contents in the main window

New Perspectives on Microsoft Office 2007: Windows Vista Edition 6

7/29/2019 Outlook.01

7/31

XPXPCreating and Sending E-mail

Messages

E-mail, the electronic transfer of messagesbetween computers, is a simple and inexpensive

way to communicate with friends around the

corner, family across the country, and colleagues

in the same building or around the world

An e-mail address is a user ID and a host name

separated by @

New Perspectives on Microsoft Office 2007: Windows Vista Edition 7

7/29/2019 Outlook.01

8/31

XPXPChoosing a Message Format

Outlook can send and receive messages in threeformats: HTML, Rich Text, and plain text

New Perspectives on Microsoft Office 2007: Windows Vista Edition 8

7/29/2019 Outlook.01

9/31

XPXPAdding a Signature

A signature is text that is automatically added toevery e-mail message you send

New Perspectives on Microsoft Office 2007: Windows Vista Edition 9

7/29/2019 Outlook.01

10/31

XPXPUsing Stationery and Themes

Stationery is an HTML file that includescomplementary background colors, images, or

patterns

A theme includes complementary backgroundsas well as otherdesign elements such as fonts,

bullets, colors, and effects

New Perspectives on Microsoft Office 2007: Windows Vista Edition 10

7/29/2019 Outlook.01

11/31

XPXPCreating an E-mail Message

Click the New button arrow on the Standard toolbar,and then click Mail Message

Type recipient e-mail address(es) in the To box

(separate by semicolons)

Type recipient e-mail address(es) in the Cc box and the

Bcc box, as needed

Type a topic in the Subject box, and then type the

message body Format the message as needed

Click the Send button

New Perspectives on Microsoft Office 2007: Windows Vista Edition 11

7/29/2019 Outlook.01

12/31

XPXPSetting the Importance

and Sensitivity Levels

You can add icons that appear in the messagepane of the Inbox to provide clues to the

recipient about the importance and sensitivity of

the message

New Perspectives on Microsoft Office 2007: Windows Vista Edition 12

7/29/2019 Outlook.01

13/31

XPXPCreating a Contact

Click the New button arrow on the Standard toolbar, and then click

Contact

On the General page, enter the contacts name, job title, company,

mailing address, phone numbers, e-mail addresses, and Web site (click

the down arrow to select other address, number, or e-mail options)

In the Show group on the Contact tab, click the Details button, and thenenter other business or personal data as needed

In the Actions group on the Contact tab, click the Save & New button to

create another contact or click the Save & Close button if this is the last

contact

If the Duplicate Contact Detected dialog box opens, select whether to

add the contact anyway or merge with existing contact, and then click

the OK button

New Perspectives on Microsoft Office 2007: Windows Vista Edition 13

7/29/2019 Outlook.01

14/31

XPXPCreating a Contact

New Perspectives on Microsoft Office 2007: Windows Vista Edition 14

7/29/2019 Outlook.01

15/31

XPXPSwitching Contact Views

All of the information about a contact is called acontact card

Views specify how information in a folder is

organized and which details are visible

New Perspectives on Microsoft Office 2007: Windows Vista Edition 15

7/29/2019 Outlook.01

16/31

XPXPCreating and Modifying Distribution Lists

A distribution list is a group of people to whom you frequently send

the same messages, such as all suppliers

Click the New button arrow on the Standard toolbar, and then click

Distribution List

In the Members group on the Distribution List tab, click the Select

Members button Click the Address Book arrow, and then click Contacts

Double-click the names you want to add to the distribution list, and

then click the OK button

Click in the Name text box, and then type a contact name for thedistribution list

In the Actions group on the Distribution List tab, click the Save & Close

button

New Perspectives on Microsoft Office 2007: Windows Vista Edition 16

C i d dif i

7/29/2019 Outlook.01

17/31

XPXPCreating and Modifying

Distribution Lists

New Perspectives on Microsoft Office 2007: Windows Vista Edition 17

7/29/2019 Outlook.01

18/31

XPXPReceiving E-mail

You check for new e-mail messages by clickingthe Send/Receive button on the Standard

toolbar

New Perspectives on Microsoft Office 2007: Windows Vista Edition 18

7/29/2019 Outlook.01

19/31

XPXPReplying to and Forwarding Messages

Reply responds to the sender, and Reply to Allresponds to the sender and all recipients

(including any Bcc recipients)

Forward sends a copy of the message to one ormore recipients you specify; you enter the e-mail

addresses in the To or Cc box

New Perspectives on Microsoft Office 2007: Windows Vista Edition 19

7/29/2019 Outlook.01

20/31

XPXPWorking with Attachments

An attachment is a file that you send with ane-mail message

New Perspectives on Microsoft Office 2007: Windows Vista Edition 20

7/29/2019 Outlook.01

21/31

XPXPFlagging and Color Coding Messages

Some messages you receive require a specific response or

action

A flag is an icon that appears in the message header to

indicate the item has been added as a task

You can also choose six preset color categories or addothers to better organize or rank your messages

New Perspectives on Microsoft Office 2007: Windows Vista Edition 21

7/29/2019 Outlook.01

22/31

XPXPOrganizing and Managing Messages

You should create a logical folder structure in which tostore your messages

One method for keeping messages organized and the

Inbox uncluttered is to move a message out of the Inbox

as soon as you have dealt with it Rather than manually filing messages, you can create

rules that specify how Outlook should process and

organize them Each rule includes three parts: the conditions that determine if a message

is to be acted on, the actions that should be applied to qualifying

messages, and any exceptions that remove a message from the qualifying

group

New Perspectives on Microsoft Office 2007: Windows Vista Edition 22

O i i d M i

7/29/2019 Outlook.01

23/31

XPXPOrganizing and Managing

Messages

New Perspectives on Microsoft Office 2007: Windows Vista Edition 23

7/29/2019 Outlook.01

24/31

XPXPRearranging Messages

Rather than searching through multiple folders,you can have Instant Search find the desired

message (or any other Outlook item)

Open the folder you want to search Type the search text in the Instant Search box.

To narrow your search, you can click the Expand

Query Builder button, and then enter additionalcriteria

New Perspectives on Microsoft Office 2007: Windows Vista Edition 24

7/29/2019 Outlook.01

25/31

XPXPRearranging Messages

New Perspectives on Microsoft Office 2007: Windows Vista Edition 25

7/29/2019 Outlook.01

26/31

XPXPUsing Search Folders

Search Folders are folders that display any e-mailmessages that match specific search criteria

New Perspectives on Microsoft Office 2007: Windows Vista Edition 26

7/29/2019 Outlook.01

27/31

XPXPSorting Messages

Sorting is a way to arrange items in a specificordereither ascending or descending

Ascending order arranges messages

alphabetically from A to Z, chronologically fromearliest to latest, or numerically from lowest to

highest

Descending order arranges messages in reverse

alphabetical, chronological, or numerical order

New Perspectives on Microsoft Office 2007: Windows Vista Edition 27

7/29/2019 Outlook.01

28/31

XPXPSorting Messages

New Perspectives on Microsoft Office 2007: Windows Vista Edition 28

7/29/2019 Outlook.01

29/31

XPXPColoring Messages

Sometimes youll want messages that you send to acertain person or that you receive from a certain person

to stand out from all the other messages

A simple way to do this is to create a rule to change the

color of the message headers in the Inbox for thosemessages

New Perspectives on Microsoft Office 2007: Windows Vista Edition 29

7/29/2019 Outlook.01

30/31

XPXPStoring Messages

You can store messages by saving them in other file

formats or by archiving them

You can use the Save As command to save messages

and other Outlook items in other file formats

When you archive a folder, you transfer messages orother items stored in a folder (such as an attachment in

the e-mail folder) to a personal folder file when the

items have reached the age you specify

A personal folders file is a special storage file with a .pst

extension that contains folders, messages, forms, and

files

New Perspectives on Microsoft Office 2007: Windows Vista Edition 30

7/29/2019 Outlook.01

31/31

XPXPDeleting Items and Exiting Outlook

After you finish working with Outlook, youshould exit the program

Unlike other programs, you dont need to save or

close any files

N P ti Mi ft Offi 2007 Wi d Vi t Editi 31