Software Application Tutorial

Microsoft

Outlook 2007

For Assistance Call X3350

Copyright 2007, Software Application Training Unit, West Chester University. No Portion of this document may be reproduced without the written permission of the authors.

A Member of the Pennsylvania State System of Higher Education

Table of Contents
Creating a Profile Deleting a Profile Creating your Personal Folders Getting Started The Inbox Sending Messages Contacts Auto Signature Letter Properties Reading Messages Responding to Messages Tracking Reports Deleting Messages Adding an Attachment Outlook Options New Features and Intermediate Outlook 2007 Navigation Pane Reading Pane Setting Notifications View Options To-Do Bar Ribbon Quick Access Toolbar Tabs Contacts Creating a Distribution List Calendar Categories Follow-up Flags Search Folders Junk E-Mail Folders Sync Folders Server Connectivity Alerts Custom Toolbar Buttons Field Chooser Keyboard Shortcuts Forwarding messages to an Internet Address Out of Office Assistant Tasks Notes 3 4 5 7 9 12 12 14 16 16 17 17 18 19 20 21 22 26 27 28 30 31 32 33 35 37 38 41 42 43 44 47 48 49 50 51 52 53 54 56

Creating an Email Profile

1. Click on the Outlook icon located on the Quick Launch bar or on the Start Menu. 2. A Create New Profile window will open. Enter a profile name, this can be your first name if you wish and click OK.

3. An Add New Email Account window appears. Verify that your email address appears in the Email Address window and click Next.

4. A congratulations window will appear. Click Finish and you are ready to use Outlook, its as easy as 1, 2, 3!

Deleting a profile
1. Go to your Start menu and click on Control Panel. Find the Mail icon and double click on it.

2. Click on the Show Profiles button to see the Mail dialogue box.

4. Highlight the name you want to delete. 5. Click on the Remove button or hit the delete key on your keyboard.

*You can also create a new profile from this window by clicking the Add button.
Click on the Properties button to see the settings of an existing profile. You can manipulate mail services through the Properties option as well. Click on Ok to close this window once you've set up your profile.

Creating your personal folders

Your Mailbox has a maximum capacity of about 60 Megabytes. If you exceed this limit, you will be unable to receive or send any messages. Therefore, it is crucial that you continually maintain your mailbox by deleting unimportant files and transferring those you choose to keep to a Personal Folder that is stored on the hard drive of your computer. 1. To set up a personal folder start from the Inbox: Go to Tools, and then Account Settings.

2. Select the Data Files tab and then click on Add. 3. Make sure that Office Outlook Personal Folders File (.pst) is selected and click OK.

3. Go up to the Save in: pull down menu and select Documents, Exchange. If the Exchange folder does not exist then create one.

4. In the File name box type your first initial, last name.pst (see example). Click Ok. 5. Next, is the option of providing a password for your Personal Folder. It is recommended that you do not create a password because you will have to enter this password each time you open Outlook. Also, if you forget it, there is no way to retrieve it which will result in you not being able to access your saved e-mails. Type Local Mail in the Name window and click Ok and then click Close in the next window.

Your Personal Folder will appear in your folder list as the name that you placed in the above box.
6

Toolbar

The Navigation Pane contains your mailbox, public and personal folders, and anyone else's mailbox that you have access to.

These are the Navigation Buttons. Click on any button to access the folders in your folder list.

The To-Do Bar is a new feature in Outlook 2007. This bar displays appointments, meetings, tasks and flagged items.

Advanced Toolbar Start page (internet home page)

Title Bar

Pull down Menu Standard Toolbar

Web Toolbar

The Advanced and Standard Toolbars

The toolbar contains buttons of the functions listed under the pull down menus. To get the description of each button, place your cursor on the button.
Change current view

Outlook Today

Reading Pane

Auto Preview

Rules and Alerts

Field Chooser

Print

Delete

Reply to All

Find

Help

Reply New Mail Message Move to Folder

Forward

Send/Receive

Address Book

Find a contact

The Inbox

Inbox all incoming messages are saved in the Inbox.

Search Folders contain constantly-updated search results of all e-mail items matching specific search criteria. Mail contains all your mail folders. Calendar - the calendar deals with appointments, meetings and events. Contacts used to save information about a person or organization similar to an address book. Folder List used to access all your mail folders. Shortcuts a customized list that enables you to access your most frequently used mail folders, web pages and programs such as Word or Excel.

When you open up Outlook 2007 the default is set to automatically open up your Inbox. You can change this by completing the following steps: 1. 2. 3. 4. 5. 6. Go to Tools. Select Options. Click on Other. Under General go to Advanced Options. The following window will appear. Click on the Browse button next to Startup in this folder to view your folder list.

Select the folder that you would like Outlook to open upon startup and click Ok.

10

The number of new messages received is written in the directory tree. ***Titles of unread or unopened messages are displayed in bold***

Description of the Inbox Icons:

An unread message An opened message A message that you have replied to This message has been forwarded Out of the office auto reply E-mail contains an attachment

11

Sending Messages
To open "new mail message", click on the New Mail icon menu, then choose New, then choose Mail Message. . You can also go to the File pull-down

To deliver your message, click on the send button

Click on these buttons to open your address book and choose the recipients.

If a persons email address is not in the Global address book or your Contacts folder, you may type it in the To box, example: [email protected]

Contacts
To add a contact: Click on your contacts folder icon located in your folder list Navigation Pane.

or at the bottom of the

Click on the New contact button. The following screen will appear: You may fill in as much or as little information as you wish. After you have completed entering the information click on Save and Close.

12

Deleting a contact * Right-click on the contact in your Contact folder and click on Delete.

13

Auto Signature
An auto signature is a short block of text that identifies you and perhaps supplies some information about you. Outlook does not limit you to one signature, you can create several different ones. Auto Signatures can automatically be inserted into all new messages or you may choose to insert the signature manually.

1. Go to Tools. 2. Select Options. 3. Click on the Mail Format tab. 4. Click on the Signatures tab located in the bottom right hand corner of the window.

5. Click on New. 6. Type a name for the signature in the box and click OK.

14

7. Compose your signature in the box. Click on font and color to customize your signature. 8. If you would like your signature to automatically appear in each new email click on the down arrow next to New messages located under Choose default signature in the upper right hand corner and select the signature name. 9. For your signature to automatically appear on replies and forwards click on the down arrow next to Replies/forwards and select the signature name . 10. If you do not wish to have your signature appear automatically then select None from the list. 11. Click OK when finished. 12. To insert a signature manually in a new message click on Insert located on the Ribbon of the new message. 13. Click on the Signature icon. 14. Click on the signature you would like to appear in the message.

15

Letter Properties
The Options button in a new mail message gives you the opportunity to select message settings, tracking and delivery options and to show the BCC and From fields in the message header. Click on the Options button on the Ribbon.
Click on the options button Delivery Options include where you want replies sent and choice of delivery dates.

Click on Show BBC or Show From if you would like these fields to appear in the message header.

Tracking Options gives you the choice of requesting a delivery and/or read receipt. Using this option notifies you when your email has been delivered and/or read by the recipient.

Reading Messages
To open an e-mail message double click on the title of the message.

The message window displays the following information: Sent date, sender, recipient, Cc recipient and subject. To close this message click on the X in the upper right hand corner of the title bar.

16

Responding to Messages
To reply to an opened message, click on the button. This will open a new message with the senders address in the To: line. The Re: line will contain the subject from the e-mail that was sent to you. The body of the letter will include the original message text. Once you have typed the message click on the button.

Clicking on this button instead of reply will send the message to the sender as well as to all the recipients of the original message.

This button will open a note that has a blank To: line. You are required to fill in the recipients e-mail address. The original email message will automatically appear in the body of the e-mail . All forwarded messages have a FW: (title) on the subject line.

Tracking Reports

) or when your letter has been opened You will receive reports when your letter has been delivered ( by the receiver ( ) if you check these services in the Options section in your composed note.
17

Deleting Messages
To delete an e-mail highlight the letter then click on or hit the delete key on your keyboard.

All deleted items are initially transferred to the Deleted Items folder until they are manually expunged or when you log out of your mail. (If you have that option selected) To permanently delete your messages, empty the deleted items folder. 1. Point to the Deleted Items Folder and right click. 2. From the menu, choose Empty Deleted Items Folder.

Recovering A Deleted Item

After you emptied your Deleted Items folder you realize that an important message has been deleted, oops! No problem, you can recover that deleted message up to 30 days after deletion. 1. Open the Deleted Items folder. 2. Select the Tools pull-down menu. 3. Click on Recover Deleted Items.

18

4. A Recover Deleted Items From Deleted Items window appears. 5. Highlight the message or messages you would like to recover and click on the recover button located on the toolbar . 6. The item is returned to your Deleted Items folder. From here you can drag it back into your Inbox or any other folder in your folder list.

Adding an Attachment
You can send a file within an e-mail. While in a new e-mail message click on the paper clip icon

The above screen will appear. Choose the file you would like to send and click on the insert button.
19

Outlook Options
To view the options associated with Outlook go to the Tools pull-down menu and select Options. Within this window you can make changes to the Mail Format, configure the Spell Checker and make adjustments to how junk email is handled.

Tabs
Preferences - includes the options for the handling of email messages, junk mail, calendar, tasks, contacts, and notes. Mail Setup includes setting up new accounts or changing existing ones, send/receive options, and dialup options. Mail Format includes the options for message format, stationary options, auto signature and editor options (this is a new feature for Outlook 2007). Spelling includes spell check options, dictionary, and language settings. Security includes options for secure e-mails and secure content. Other includes general options, auto archive, customize options for the outlook panes and empty deleted items folder upon exiting. Delegates allows you to delegate permissions to others.
20

New Features

21

Navigation Pane
The Navigation Pane has replaced the Outlook Bar. In addition to customizing, shrinking and selecting which folders you would like to view you can now collapse the pane so that only a narrow bar appears on the side of the window. The contents of the Navigation Pane change depending on which button youve selected from the list at the bottom of the pane.

22

Mail: Click this button and all mail folders plus a short list of user-selected folders labeled Favorite Folders will appear. Calendar: Click this button and a month calendar for the currently selected date will be displayed at the top of the Navigation Pane. From this view you have the option to view others shared calendars and also grant other users permission to view your calendar by clicking on the links below My Calendars. Contacts: Tasks: Notes: Clicking this button will open your Contacts folder. Clicking this button will open your Tasks folder. Click this button to access your Notes folder.

Folder List: Click this button to view all your mail folders, local mail folders, public folders and any other users mailbox that you may have access to. Shortcuts: Click this button to view your customized shortcut folders.

Tweaking the Navigation Pane: If you find that the Navigation button list is taking up too much space on your screen you can shrink the

list by clicking and dragging the handle just above the topmost button . The handle is represented by the dotted lines. As the list shrinks you will see a button bar appear across

the bottom of the Navigation Pane

To collapse the Navigation Pane click on the double arrow to the right of the heading Folder List . This collapses the Navigation bar into a thin strip on the left. To expand the pane click on the arrows. Click on the bar to display a pop-out navigation aid that you can use to move to a different email folder.

Changing the View of your Inbox:

Outlook 2007 provides the ability to change your Inbox view within the Navigation Pane in addition to using the View pull-down menu. Scroll down to the bottom of your folder list and you will find Current View with several options to choose from. If Current View is not visible go to the View pull-down menu, select Navigation Pane and click on Current View Pane. The pane View Pane will appear at the bottom of the folder list. Simply click the radio button that corresponds with the view of your choice.

23

Customizing the Navigation Pane:

To add or remove buttons from the list right click on any button or click on the down arrow at the bottom right side corner of the pane and choose Navigation Pane Options. Check or uncheck the boxes to the left of each item to show or hide that button.

The same dialog box gives you the option to reorder your list. Select any item and click Move Up or Move Down to reorder. Click and drag the separator bar to the right of the Navigation Pane to make the pane larger or smaller.

Adding Custom Shortcuts to the Navigation Pane:

Many people may find the full folder list too long or busy to navigate. The Shortcuts feature gives you the option to build a pane filled with folders you most often use. Not only can you add mail folders, you also have the ability to add shortcuts to both frequently used programs such as Word or Excel and web pages. To begin customizing your shortcuts click on the shortcuts icon click on Add New Shortcut. in the Navigation Pane. Next

24

From this window click on the folder you would like to add and then click OK. You will need to repeat this step for each folder that you want to add to your list.

To help you better organize your shortcuts folder you have the option to create groups. Click on Add New Group. Once you have named the group right click on the group name and select Add New Shortcut. Repeat the step illustrated above to add folders to the group. Note that by right clicking on a Group name or Folder you have the options to rename, remove and move the item up or down in the list.

To add a web page shortcut simply drag and drop the Internet shortcut icon

(located to the

left of the web address in the address bar of the web page ) onto the bold Shortcuts label at the top of the pane. To access the web page simply click the link and the page will open to the right of the pane. To return to a mail folder click on a Navigation button or folder or click on the Back button located on the toolbar
25

To add a program shortcut such as Word or Excel drag and drop the shortcut icon onto the bold Shortcuts label at the top of the pane. Click on the program and it will open in its own window.

Enhanced security settings in Windows Vista will cause one or more error messages to appear each time you try to open a program this way. Click Yes and then click Open and the
program will open in its own window.

Reading Pane
The Reading Pane is the new and improved version of the Preview pane found in earlier versions of Outlook. The Reading Pane can be viewed on the right side or the bottom of your inbox. Go to the View pull-down menu in your toolbar and rest your mouse on Reading Pane. Another menu will open which gives you the option to view the pane on the right or bottom of your screen. You also have the option to turn it off from here.

The Reading Pane can be turned on or off from the Toolbar by clicking on the Reading Pane icon To size the window click and drag the separator bar to the right of the inbox.

26

Setting Notifications
The Desktop Alert is a new feature in Outlook 2007. The alert is a small window that fades in to show you the subject and sender when a new message arrives in your Inbox and then fades out after a few seconds.

To set or change this option: 1. Go to Tools. 2. Click on Options. 3. Select the E-mail Options button on the Preferences tab. 4. Click the Advanced E-mail Options button.

To fine tune your Desktop Alert notification click on the Desktop Alert Settings button shown in the window above.

To control how long alerts stay on your screen move the Duration slider to the right or left.

To make the alert window more or less visible move the Transparency control to the left or right.

27

The following window illustrates the appearance of the Desktop Alert. It will appear in the bottom right hand corner of your monitor. Double click on the alert and the e-mail will open no matter what application you are currently working in.

View Options
Outlook 2007 makes it easier to customize and use views. You can now select any available view right from the current folder by clicking an option button in the Navigation pane or from the View pull-down menu. The View menu includes a new Arrange By option that gives you the ability to group your e-mail messages by date, for instance, todays messages are sorted into one group, yesterdays messages into another group and last weeks messages in yet another group. Here is an example of the Arrange By view:

28

Click on the View pull-down menu and then Arrange By to see all the available options. To change your view simply click on any one of the views listed.

Select Size on the Arrange By menu to group your messages into distinct buckets such as Enormous (>5MB), Huge (1-5MB), Very Large (500KB-1MB) etc.

To change the view within any of your mail folders click on the folder and scroll down the Navigation Pane until you come to Current View. Click the radio button that corresponds to the view of your choice.

If you do not see the Current View options go to the View pull-down menu, Arrange By and click on Show Views in Navigation Pane.

29

To-Do Bar
The To-Do Bar is a new feature in Outlook 2007 that displays an integrated list of everything you need to do today, tomorrow, or anytime in the future, including tasks, appointments, flagged messages and notes. This pane appears on the right of the Outlook window. 1. 2. 3. 4. To view the pane go to the view pull-down menu choose To-Do Bar and click on Normal. To collapse the bar click on the double arrows located to the right of the title. Click on the collapsed bar to view a pop-out navigation pane. To close the bar click on the black X to the right of the double arrows.
Click double arrows to collapse the pane, click X to close the pane.

Monthly calendar, click on the arrows to view months past or future months.

Appointments and meetings

Flagged e-mail messages

30

Ribbon
Microsoft Office 2007 has changed the standard toolbar and menus into a sleek new format called the Ribbon. This new feature appears in all of the Office 2007 applications such as Word, Excel, PowerPoint, etc. Each Ribbon has a set of tools specific to that Ribbons functionality that you cannot change.
Office Button

Quick Access Toolbar

Tabs

Groups

Office Button This button gives you the ability to access multiple options for e-mail messages. From this button you can create a new message, save, print and set permissions for messages. Click on the Office Button to open the window.

31

Save As: save a copy of the item to your computer in one of several formats. Move: move the item to anther folder. Permission: set restrictions on the message such as do not forward. Print: choose a printer, check print preview, define a print style.

Quick Access Toolbar

The Quick Access Toolbar is a customizable location for your frequently used commands. You have the option to have the toolbar appear above or below the Ribbon. 1. Click on the down arrow in the toolbar to open the Customize window. 2. Click on any of the options to add to the toolbar. 3. If you would like the toolbar to appear below the Ribbon then select Show Below the Ribbon.

To see a complete list of options for the Quick Access Toolbar, right click on the Office Button and select Customize Quick Access Toolbar.

32

1. Select an item from the left column and click on Add. 2. To remove an item from the toolbar select the item in the right column and click on Remove. 3. To reset the toolbar to the original version click on the Reset button at the bottom of the right column. 4. Reorder the list by highlighting the item and clicking on the up arrow or down arrow. 5. Click OK when you are finished.

Tabs
Tabs have replaced the standard menus and toolbars. Each tab has a set of tools specific to that tabs functionality that you cannot change. In the bottom right corner of some of the tabs are little arrows known as Option Clicks. These Option Clicks open dialog boxes that give you more options to choose from.

Option Click 33

Message Tab (also the Home Tab): within this tab you can: Format text Insert files Set Options

Insert Tab: within this tab you can: Attach a file Insert an auto-signature Insert a table, clip art, text box

Options Tab: within this tab you can: Show the BCC and From fields Change the message format Plain Text, HTML or Rich Text Request Delivery and Read Receipts Set delivery options

34

Format Text Tab: within this tab you can: Set the font Add bullets Select a style Format paragraph

Contacts
Outlook 2007 has made it easier to access your Contact information. Right clicking on an email address now gives you a multitude of options including; adding contacts to your contacts folder with a click of the mouse and viewing the individuals daily availability according to their Outlook Calendar. New e-mail message Open a new e-mail message and enter an address in the To box. Right click on the recipients name and the following menu will appear.

This line shows the individuals availability according to their Outlook Calendar. Click here to view their daily schedule.

Click here to add this person to your Contacts folder. Click here to view this persons Contact information.

Existing e-mail messages Open an existing e-mail message from any of your Outlook folders. Right click on the From line next to the senders name and the following menu will appear.
35

Outlook Calendar availability.

Contact Form The Contact Form has also taken on a new look. You now have the option to enter more detailed information using the Details tab and view the e-mail activity in conjunction with the contact using the Activities tab. You can even attach a picture of the person to this Contact Form. 1. Click on the drop-down arrow next to the New icon located on the toolbar and select Contact. 2. The following window will appear. 3. Fill in as much information as you wish. Make sure you type the email address correctly. 4. When you are finished entering all the information click on Save and Close in the upper left corner of the Ribbon.

36

Creating a Distribution List

1. Click on the drop-down arrow next to the New icon Distribution List. 2. Enter a name for the list. located on the toolbar and select

located on the Ribbon. 3. Click the Select Members icon 4. Select the names from the Global address list and/or your contacts list that you would like to appear in the Distribution list. 5. If the person you are adding to the list does not appear in the Global address list or in your

Contacts list then click on the Add New icon located on the Ribbon. 6. An Add New Member window will appear. Fill in the persons name and email address. Make sure that the email address is entered correctly, if it is incorrect then you will receive an error message when you send an email to the distribution list. 7. Click in the Add to Contacts box and this person will automatically be added to your Contacts folder.

8. When you have finished entering the names for the distribution list click on the Save and Close button located in the upper left corner of the Ribbon. 9. You can add and remove members from the list at anytime by highlighting the name and clicking on the Remove icon .

10. A distribution list is represented in your Contacts folder by the following icon

37

Outlook 2007 now provides you with the option to show all the members of your distribution list in the To line of a new message. Notice the plus sign to the left of the distribution list name. Click on the plus sign and the following window will appear. Note if you click Ok to expand the list you will not be able to collapse it again in this message. When you open a new message and insert the list name in the To line it will appear as the list name, giving you the option to expand it again.

Calendar
Sharing your calendar and viewing multiple calendars at once is a snap. Click on the calendar icon located on the Navigation Pane and get ready to experience the ease of application like never before. To open the following window click on the calendar icon in the Navigation Pane.

38

From this window you can open and view other users calendars (in the same window) that you have permission to by checking the box next to their name. Notice how each calendar is represented in a different color. To close these calendars simply uncheck the box. Sharing Calendars Outlook 2007 has made it very easy to share calendars. Not only can you share your calendar from this window you can also request to share another users calendar. 1. Click on the Share My Calendar link located on the Navigation Pane within the Calendar window. 2. The following email automatically opens.

3. Enter the persons name in the To box that you would like to give permission to access your calendar. 4. If you would like to access the recipients calendar click in the box next to Request permission to view recipients Calendar. 5. Type a message if you wish and click send. The following window will appear, click Yes to send.

6. After the message has been sent an acknowledgement window will appear stating that your calendar has been shared. Click OK to close the window.

39

7. The recipient will receive the following email:

8. The information bar located under the Ribbon explains the email and how the recipient should respond. Here the recipient decides whether to allow or deny the request. 9. After clicking on Allow or Deny the following window appears.

10. The recipient clicks Yes and a message is automatically sent to the person requesting permission to view the calendar. The information bar contains the response.

11. Click on the Open this Calendar icon and the persons calendar opens. 12. The persons name appears in the Navigation Pane under Peoples Calendars. You can now view this calendar along with any other calendars that you have permission to view.

40

Other users calendar

NOTE: The default permission level for sharing a calendar this way is Reviewer. If you need a higher
permission level then you will have to contact the person and he or she will need to grant a different permission level on their end.

Categories
Categories can be a convenient way to organize most Outlook items, including email messages, contacts appointments and tasks. Outlook 2007 offers a default selection of six generic color-coded categories such as red, blue and so on. The list is customizable, you can assign categories to items individually or in groups by clicking the check boxes to the left of individual categories. Click the Categorize button on the Standard Toolbar select All Categories. The following menu will appear. or click on Actions, Categorize and

To rename a category click on Rename and type in a new name. Youll be prompted to rename any category the first time you try to apply it to an Outlook item.
41

Click New to add a category to the list. Click Delete to delete the selected category. Choose an entry from the Shortcut Key list to assign one of 11 custom key combinations to the selected category. From the main Outlook window, click the Categorize button on the Standard toolbar or choose Actions, Categorize. Click Set Quick to choose the default category. The category you select will be automatically applied to email items in the message list when you click the Categories column.

Follow-up Flags
Many of us find ourselves reading and responding to countless emails on a daily basis. Sometimes we dont have the opportunity to respond to a message right away. To help us keep track of important messages Outlook 2007 has created Quick Flags with pop-up reminders to aid us in managing our workload. Different shades of red flags make it easy to categorize our messages. The Follow-up Flags can also be attached to contact items and tasks. These icons are conveniently located to the right of each email in every folder in your mailbox and local mail folders. Right click on the Quick Flag to the right of a message and a sub-menu will appear.

From the sub-menu select a flag to correspond to the email message. Click on Custom or Add Reminder to add more information to the flag and to set a pop-up reminder just like the ones used in Calendar appointments.

42

To mark an item complete select the Flag Complete option and a check mark will appear next to the message. To remove a flag right click on the flag and select Clear Flag.

Search Folders
Search folders contain constantly-updated search results of all email items matching specific search criteria. You can see all the unread email messages from every folder in your mailbox in a Search Folder named Unread Mail. To help you reduce the size of your mailbox, the Large Mail Search Folder shows you the largest mail in your mailbox, regardless of what folder the messages are stored in. You can create your own Search Folders: choose from a list of pre-defined templates or criteria and save it as a Search Folder for future use. The purpose of these folders is to enable you to quickly see all messages that are flagged for follow-up, mail from specific people and unread emails and so on. Note these Search Folders do not move messages from the inbox or any other folder that they are stored in, it is a tool to help you quickly get to these messages without having to scroll through your other folders. To add a folder to your Search Folders right click on Search Folders and select from the predefined templates.

43

To delete a Search Folder right click on the folder and select delete. Note: The messages inside the folder will not be deleted, only the folder.

Junk E-mail Folder

The junk mail filter in Outlook 2007 examines every piece of email as it arrives, looking at the content of the message, when it was sent, and other factors to determine whether it is likely to be junk. Once Outlook has determined that a message is junk mail it is moved to the Junk E-mail folder. ***You can adjust the settings to make the filters more restrictive but in doing so you run the risk of legitimate messages being caught in the filters.***

To change the default settings choose Tools, Options and click the Junk E-mail button on the Preferences tab. If a Junk Email Filter is not available screen appears click Ok. The Junk E-mail Options dialog box will open.

44

The Junk E-mail filters are extremely effective in the Low setting, with little risk of false positives. At the High setting, Outlook catches virtually all junk mail. The setting also catches some legitimate messages. You will need to monitor the Junk E-mail folder carefully at first and set up lists of safe senders and recipients. The strictest anti-spam setting is the Safe Lists Only option. In this configuration, the Junk E-mail filters assume that all e-mail is junk unless youve specifically designated the sender or recipient as safe. This option is most useful when you have a serious spam problem and virtually all of your legitimate messages are from people you already know. It is not recommended to check the Permanently delete suspected junk e-mail box because this option gives you no chance to identify false positives, for example you may receive an important message from your bank or internet service provider which would be permanently deleted.

To fine-tune the filters, you need to manage three lists, each of which has its own tab on the Junk Email Options dialog box.

45

The Safe Senders list includes e-mail addresses that you want Outlook to always recognize as legitimate e-mail. This list can include individual email addresses ([email protected]) or entire domains (@anywhere.com). You have the option to check the box next to Automatically add people I e-mail to the Safe Senders list. This will save you the step of having to manually add these people to the list.

The Safe Recipients list works almost exactly the same as Safe Senders list. Add names to the list to identify mailing lists and other messages that you want to receive but are not specifically addressed to you. If you are a member of the Dog Lovers of Westminster mailing list, you might add the group alias, [email protected], to your Safe Recipients list. Regardless of who sends a message to the list, you can be sure it will arrive in your inbox.

Blocked Senders are individuals or domains that you want Outlook to identify as junk mail, no matter how legitimate the content may seem to be. This option is especially useful for filtering out junk from direct e-mail marketers that refuse to acknowledge your unsubscribe requests.

46

Use the following shortcuts to add addresses to Safe Senders, Safe Recipients or Blocked Senders lists: From your Inbox right-click the spam message, choose Junk E-mail, and click add Sender to Blocked Senders List. When you see a legitimate message that has been mistakenly moved to the Junk E-mail folder right-click the message and choose Junk Mail, Mark As Not Junk. For messages in other folders right-click the message and choose Junk Mail; then select Add Sender to Safe Senders List, Add Senders Domain to Safe Senders List, or Add Recipient to Safe Recipients List from the shortcut list. Note: If you set up a rule that moves messages containing a word or phrase to a folder and you receive an e-mail message containing that phrase that Outlook identifies as spam, youll end up with two copies of the message-one in the Junk E-mail folder, another in the folder designated by your rule.

Sync Folders
These folders were created for people who use Palm Pilots or Pocket PCs. If you are experiencing problems with these devices look in the Sync Issues folders for more information on conflicts and failures. A program known as ActiveSync records problems in the folders to better aid you in resolving these issues.

47

Server Connectivity Alerts

Have you ever been in the middle of writing an e-mail and suddenly Outlook seems to freeze and you are unable to open any of your mail folders? Chances are Outlook has lost connection with the server. Outlook 2007 has created pop-up windows that notify you when there are server problems, answering the question Is it my computer or the server?

This alert window is letting you know that the connection to the Outlook server has been lost. This widow appears in the bottom right hand corner of your monitor known as the Notification Area of your desktop. Your computer is not the problem.

This alert is notifying you that Outlook is trying to reconnect to the server.

This pop-up window indicates that the Server is now back online and your Outlook is ready for use.

If you are unable to send or receive messages check the Connection Status, located at the bottom right hand corner of your monitor. If you see Offline click on the down arrow and uncheck Work Offline.

48

Custom Toolbar Buttons

Add a Custom Address List to Your Outlook 2007 Toolbar If you send e-mail to the same people frequently, you can automate the process of creating and addressing the message. With Microsoft Outlook 2007, you can add a custom toolbar button that lists the people to whom you send e-mails most often. Then, with one click, you can create a new message that's addressed to the person you want to send it to. And, if you regularly send e-mail with the same subject line, such as a weekly report, you can also create a message that has the subject line filled in.

There are two parts to creating a custom list of recipients. First, create the toolbar button, then, add the e-mail addresses and subject lines to it. Create a custom toolbar button 1. On the Tools menu, click Customize, and then click the Commands tab. 2. In the Categories list, click New Menu. 3. In the Commands list, click New Menu and drag it to the toolbar. When the pointer looks like an I-beam, release the mouse button. 4. On the toolbar, right-click the New Menu button, and in the Name box on the shortcut menu, type a name for the new toolbar button. Note if you want to change the name of the New Menu button at a later date open the Tools, Customize window first then right click on the New Menu button. Add e-mail addresses and subject lines 5. In the Customize dialog box, click File under the Categories list. 6. In the Commands list, click Mail Message and drag it to the custom menu button that you added to the toolbar. When you rest the pointer over the custom button, a gray box appears. Drop the Mail Message command onto the gray box. If you are adding a subsequent command, no gray box will appear. Drop the command onto the most recent command you added. 7. On the toolbar, right-click the Mail Message command, and in the Name box on the shortcut menu, type a name for the person, distribution list, or alias you're assigning to the command. 8. Then, on the shortcut menu, point to Assign Hyperlink, and then click Open.
49

9. Under Link to, click E-mail Address. 10. In the E-mail address box, enter the e-mail address of the person, distribution list, or alias you want to assign to the command. If you want this automatically addressed message to also have a standard subject line, such as Status Report, type it in the Subject box. Repeat these steps for each person, group, or standard subject line you want to add to the button. If you would like to add a Distribution List to your custom list of recipients, select the Distribution List icon from the Commands list.

Field Chooser
See at a Glance Messages with Read Receipts Attached Would you like to be able to quickly see if a message has been sent to you with a read receipt attached so you could respond to it first? Here's how you can see at a glance all messages with attached read receipts. Display messages with a read receipt attached 1. On the View menu click on Arrange By, point to Current View, and then click Customize Current View. 2. Click Fields. 3. In the Select available fields from list click on the down arrow and select All Mail Fields. 4. In the Available fields list, click Receipt requested, and then click Add. To change the display order of this field, in the Show these fields in this order list, click Receipt requested, and then click Move Up or Move Down. 5. Click OK twice. Now there's a column in your Inbox that will have a Yes in it when the message has a read receipt request attached or a No if it does not. An easier way to add any number of fields to your Inbox is by using the Field Chooser icon located on your toolbar
. Click the Field Chooser icon and the following window will appear:

To select a different field category, click on the down arrow next to Frequently-used fields. Click on a field and drag it and drop it onto your column header bar. If you wish to remove the field, right click on the field column header and select Remove This Column.

50

Keyboard Shortcuts
Do you find that using the keyboard is sometimes quicker than using your mouse? Shortcut keys can help you bypass menus and carry out commands directly. You can use shortcut keys in many ways with Outlook, from accessing commands and toolbar buttons to opening a new e-mail message. Shortcut keys are sometimes listed next to the command name on Outlook menus. For example, on the Edit menu, the Delete command lists the shortcut CTRL+D. For a comprehensive list of shortcuts, ask the Office Assistant for help. In Outlook 2007 or any of the other Office 2007 applications, press F1 to display the Assistant, and then type shortcut keys in the text box. Here are some of the most useful Outlook shortcut keys:

Activity Open a new e-mail message Open the address book Open an appointment Open a contact Open a meeting request Open a task Make the Find a Contact box active Switch to Inbox Switch to Outbox Check for new mail Open the Advanced Find dialog box Mark an e-mail message as read Delete a word Select all Copy Paste Undo Print

Shortcut Keys CTRL+SHIFT+M CTRL+SHIFT+B CTRL+SHIFT+A CTRL+SHIFT+C CTRL+SHIFT+Q CTRL+SHIFT+K F11 CTRL+SHIFT+I CTRL+SHIFT+O F5 or CTRL+M CTRL+SHIFT+F CTRL+Q CTRL+BACKSPACE CTRL+A CTRL+C CTRL+V CTRL+Z CTRL+P

Delete an e-mail message, contact, calendar item, or task CTRL+D

51

Forwarding Messages to an Internet Address

1. From the main Outlook screen, click on the Tools pull down menu and select Rules and Alerts. 2. Click on New Rule.

3. Select start from a blank rule and select Check messages when they arrive, then select next.

52

4. Choose where my name is in the TO: or CC: box, click Next. 5. Select Forward it to people or a distribution list. 6. In Step 2 select the e-mail address to which you would like the e-mail forwarded too by clicking on people or distribution list. 7. Select the name from the Global Address list or your Contacts list or type the e-mail address in the To box. Click Next. 8. If there are any exceptions make the selection from this list. 9. Create a name for this rule. 10. You can choose to Run this rule now. 11. Make sure that the Turn on this rule box is checked. 12. Click Finish. 13. The Rule will appear in the Rules and Alerts window. To delete a rule, highlight it and click delete.

Out of Office Assistant

This option automatically replies to incoming messages while you are out of the office. Note that only one Out of Office message will be sent in reply to the person sending you a message. After that person receives the first Out of Office message he or she will not receive another one regardless of how many new messages they send you. 1. 2. 3. 4. Go to the Tools pull-down menu and select Out of Office Assistant. Select I am currently out of the office. Type a personal message that you would like everyone to receive while you are out. Click ok.

53

When you open Outlook after you set the Out of Office the following window pops-up. Click on the window and the Out of Office Assistant window opens. Click on I am currently In the Office to turn it off.

Tasks
Tasks Screen

Adding Tasks
1. Click in the new task area.

2. Type in the task and hit the tab key. 3. Put in a due date if necessary. To put a date on the task, click in the date area and select the down arrow. Then select the date from the calendar.

54

Inserting a Detailed Task

1. Click on the New task icon located in the upper left corner of the Toolbar, or you can double click on an existing task. 2. When you double click the following window will appear.

3. Fill out all the information for your task. 4. Check the reminder box if you would like a reminder before your task is due. 5. When you are finished, click Save and Close. Track Multiple Assignees on a Project Often times you have a single project, such as preparing a presentation that requires more than one person to complete the job. In these situations, you'll want to track each person's progress to ensure that the team finishes the project on time. In Microsoft Outlook 2007, if you assign the project as a single task to more than one person, you can't keep an updated copy of the task in your task list. What's the solution? Divide the project into separate tasks, each with the project name in the task title. Then assign each task to one individual. For example, you might divide the presentation project into two tasks with the following titles: Prepare sales presentation: John Doe, Prepare sales presentation: Jane Doe. After you create each task and click the Assign Task button, make sure you select the Keep an updated copy of this task on my task list check box on the Task tab. If you want status reports, too, select the Send me a status report when this task is complete check box. As these people work on their tasks, you'll receive updates so you can monitor their progress, keep the project on track, and keep your boss happy!

55

Notes
1. On the File Menu, point to New, and then click Note. You can also click on the New Note Icon.

2. Type in the text of the note.

3. To close the note, click on the close button. The note will then be stored with all other notes in your notes folder. 4. To open a Note click on the Notes folder list and double click on the note. 5. To delete the note, right click on the note and select Delete or select the note and click on the Delete icon located in the toolbar. 6. To add a Category to the note, right click on the note and select Categories. This will change the color of the note.

56