Outlook2007Tutorial

BasicEmail
BeginbydoubleͲclickingonOutlook2007iconinStart/Programs/MicrosoftOfficeortheDesktop.

TheopeningscreenofbasicemailservicesofOutlook2007willappear.

ToreadanEmail
Ontheleftistheemailfolderpane.ByclickingontheInbox,youcanseeyournewlyarrivedemailas
wellasthatemailwhichyouhavenotyetmovedtoafolderordeleted.NotethattheInboxhasbeen
selectedandislistedinthesecondpane.IntheInbox,themessage“EmailDemo”fromWillisStephen
M.hasbeenselectedandthemessageisdisplayedthethirdpane.OntherightisaToDoBarwhichwe
willaddresspresently.

YoucanselectthemessageintheInboxandseeitdisplayedinanewwindow:
 

Themessagehasanattachment.Iftheattachmentisselected,itwillbedisplayedinanewwindow:


TocreateanEmail


Clickonthe“New”button


Anewwindowwillopen.NotethevariousToolBarandselectionbuttons


TextEditing:Fonts,Size, Includefor SpellChecker

Boldface,Italics,Text attachments andGrammar
 Justification,Indentationetc.

Addressee OptionssuchastheHigh
Buttonsand ImportanceSymbol
Send Button Fields


Tocreateanemail,fillintheaddressandsubjectfieldsandenteryourtext.Performanyediting
functionssuchastextformattingorspellchecking,attachafileinyouwish,andthenclickonthe“Send”
buttonandtheemailissent.


Theemailisthenreceivedbytheaddressee:


NotetheMenuBar.Wewilldiscussitnext.



UseoftheMenuBar
TheMenuBaristhehorizontalbarbelowthetitlebarthatcontainsthenamesofcommanddropdown
menus.YoucanclickaMenuBarnametodisplaythatMenu’slistofcommands:

Inthisexample,weselectView/ToͲDoBar/Off.TheresultistoturnofftheToͲDoBar:


YoucanusetheMenubartocustomizeyourOutlook2007program’sappearance,configurations,edit
yourtext,andperformmanyotherfunctions.PleaseexploretheMenubarandtheToolBarsto
familiarizeyourselfwiththeiroptions.

Finally,perhapsthemostimportantMenuistheHelpitem,asyoucanopenHelpandselect“Microsoft
OfficeOutlookHelpandsearchtheMicrosoftOutlooksiteforinstructions,procedures,problem
resolutions,etc.


Selecting“MicrosoftOfficeOutlookHelp”fromtheHelpdropdownmenuwillbringupthefollowing
window:

Usethe
searchbar
tofind
information
about
specific
items

Forexample,howdoyouemptythe“DeletedItemsFolder”?UsetheSearchfunction:

Enterqueryand
press“Search”


Select“”EmptytheDeletedItemsfolder”anddirectionsandinformationaredisplayed:


TheAddressBook
Theaddressbookcontainsthenamesandpossiblyotherinformationabouteveryoneinthe
organizationwhosehasanemailaddress.Itisarrangedalphabeticallybylastname.Tousetheaddress
book,openOutlookandselectNew.

SelectNew

Thenewmessagewindowwillopen.First,letscustomizetheappearanceoftheMessageformatby
selectShowBccandtheShowFrombuttons.

ShowFrom
ShowBcc button
button


 

TheBlindCarbonCopy(Bcc)buttonandtheFrombuttonwillappearfromnowon.

From
button

Bccbutton

SelecttheTobutton:

Selectthe
Tobutton


TheAddressBookwindowwillopen:

Therearetwotypesofentries:UsersandDistributionGroups(groupsofusers)Toselectthemessage
recipient,typethefirstfewlettersoftheirlastnameintotheSearchfieldandhighlightthepersonor
mailboxtowhomyouwishtosendthemessage.SelecttheTobutton(ortheCcorBccbuttons,if
desired)andthenselectOK.Theprocesscanberepeatedformultiplerecipients.


TheNewMessagewindowwillreopenwiththeaddresseeintheTofield:

Send

PresstheSendbuttonandthemessageissent:


HowtouseDistributionGroups
ADistributionGroupisagroupofuserswhichcanrangefromasmallgrouptotheentireorganization.It
isusedtoemailgroupsofuserswithouthavingtoselecteachrecipient.Toseehowtheywork,again
fromtheopeningscreenselectNew/TotogettotheAddressbook:

SelectaDistributionGroup(aboldfaceentrywiththetwopersonicon),inthiscase_Staff.Thenselect
theTobuttonfollowedbytheOKbutton:

OK
To
button
button


Finally,selecttheSendtosendyourmessagetoeveryoneinthe_StaffDistributiongroup.

Send









CreatingNewDistributionLists
Tocreateanewdistributionlist,opentheFilemenuandselectNewandthenDistributionList(orfrom
insideOutlook2007,pressCtrl+Shift+L):



IntheNamefield,enteranameforthenewDistributionList,andthenchoosetheSelectMemberstab:

NameField


TheGlobalAddressbookwillopen:


UsetheSearchutilityasyoudidbeforetofindthenewmembersoftheDistributionList.Selectthe
peopleormailboxesyouwantintheDistributionListandclickontheMembersbutton,followedbythe
OKbutton:




TheselectedmembersareaddedtothenewDistributionList:

Save
and
Close




SelecttheSaveandClosebutton.ThenewDistributionListwillbesavedtoyourContactsfolderbythe
nameyougaveit.








CreatingaNewContact

OntheFileMenu,selectNew,andthenContact(orfrominsideOutlook2007,pressCtrl+Shift+C):



















TheNewContactFormappearsinanewWindow:















 
Entertheinformationyouwishtostoreforthiscontact.Tospecifyhowyouwantthecontact’snameto
appearintheTofieldofamessage,typethenameintheDisplayAsfield.


Saveand
Close

Drop
Down
button




ToentermultipleentriesforafieldsuchasEͲmailaddressesorphonenumbers,usetheDropDown
buttonnexttothefield.Whenfinished,presstheSaveandClosebutton.









Toseethenewentry,openOutlook2007,SelectNew,thenTo.WhentheGlobalAddresslistappears,
openthedropdownlistunderAddressBookandselectContacts.






















TheContactsWindowwillopendisplayingyourContactList:




NotethattherearetwoentriesforAnnR.Smith,oneforEmailandoneforFax.Notealsothatthe
DistributionGroupMailtestcreatedearlierisalsolisted.Tosendanemail,selecttheemailaddressand
presstheTobutton:






SelecttheOKbuttonandtheNewEmailformopens:




Proceedasbeforewiththesubjectandmessagebody,andthensendtheemail.


UsingtheCalendar
AfteropeningOutlook2007,selecttheCalendarbaronthelefthandside:

CalendarBar


TheCalendarwillopen:




Thecalendar,likeotherobjectsinOutlook2007,hasseveralviewsyoucancustomize:

DayView:

DayView

WeekView:

WeekView




MonthView:

MonthView

Tocreateanentry,selectintheCalendarpaneandselectNewAppointment:




Thefollowingwindowwillopen.FillinthevariousfieldswiththeinformationonName,Date,Time,
Location,etc.,andthenselectSaveandClosewhendone.

SaveandClose

Themeetingdateandtimeappear.

New
Calendar
Entry




Toinviteotherstothemeeting,selecttheappointmentyoujustmade:

Selectthenew
appointment

Thefollowingwindowwillopen:

Invite
Attendees

SelectInviteAttendeesandthenextwindowwillappear.
 Tobutton

SelecttheTobuttonandtheAddressBookwillopen:

Youmayselectanindividual,asmallnumberofinvitees,oraGlobalDistributionGroup.Youmayalso
changetheaddressbooktoyourContactslistforyourpersonalContactsandDistributionGroups,ora
combinationofboth.Here,let’sselecttheMailtestDistributionGroupwecreatedearlier.Dropdown
theAddressbookwindowandselectContacts.


SelecttheMailtestDistributionGroup,thentheRequiredbutton,thentheOKbutton:

Thefollowingwindowwillappear:

Sendbutton


SelectSendtosendtheCalendarinvitationtotheDistributionGroups’Calendars.Thecalendarentry
nowappearsontherecipient’sCalendar.


SharingyourCalendarwithothers
ToshareyourCalendarwithothers,intheNavigationPane,selectShareMyCalendar.

ShareMy
Calendar

Thefollowingwindowwillappear:


EnterthenameofthepersontowhomyouwanttograntaccesstoviewyourCalendar.

Typeasubjectforyouremailmessage.

SelecttheAllowrecipientpermissiontoviewyourCalendar.

YoumayalsoselectRequestpermissiontoviewrecipient’sCalendarifdesired.Thisstepisoptional.

ThecompletedShareyourCalendarform:

Tobutton

Subjectfield

Allowrecipientto
viewyourCalendar
button

Requestpermission
toviewrecipient’s
Calendarbutton

SelecttheSendbutton.Amessageboxwillappear:

SelecttheYesbutton.Asecondmessageboxwillappear:
 

Anemailmessagewillappearintheinvitee’smailbox:

Open
button

SelecttheOpenbutton.


TheinviteeMailtest2’sOutlook2007CalendarprogramwilldisplaytheCalendarentryfromMailtest1

SelecttheCalendarentryforApril26thandthefollowingwindowwillopen.


Finally,afterclosingandopeningOutlook2007,theoriginalCalendarMailtest1willbenowbelistedin
theNavigationPaneofMailtest2.

ThisisMailtest2’sCalendar

Mailtest1Calendar
SelectionButton

SelecttheMailtest1CalendarbuttonandtheCalendarofMailtest1willopen.


SelectedMailtest1

Calendarbutton



AllowingAnotherPersontoManageYourEmailandCalendar
Similartohavinganassistanthelpyoumanageyourincomingpapermail,youcanuseMicrosoftOutlook
2007toallowanotherperson,knownasadelegate,toreceiveandrespondtomeetingrequestsor
responsesandtosendeͲmailmessagesonyourbehalf.Youcanalsograntadditionalpermissionsthat
allowyourdelegatetoread,create,orhavefullcontroloveritemsinyourExchangemailbox.

DelegateAccessismostcommonlyusedbetweenamanagerandhisorherassistant,wherethe
assistant(delegate)isresponsibleforprocessingthemanager'sincomingmeetingrequestsoreͲmail
messagesandcoordinatingthemanager'sschedule.WhenadelegatehasSendonBehalfpermissions,
thedelegatecancomposeaneͲmailmessageandenterthemanager'snameintheFrombox.Recipients
oftheeͲmailmessagewillseethetextDelegateNameonbehalfofManagerNamenexttoFrom.

TurnonDelegateAccess
OntheMenuBarselectTools,Options:


ThefollowingWindowwillopen:

SelecttheDelegatestab:


SelectapersonfromtheGlobalAddressList.(Note:thedelegatemustbeapersonintheGlobal
AddressList.ItcannotbeapersoninyourContactsListwhoisnotlistedintheHSC’saddressbook.)
SelecttheAddbuttonandthentheOKbutton.

TheDelegatesPermissionsdialogboxwillopen.Youcanacceptthedefaultpermissionsorselectcustom
accesslevelsforthedelegate.

DefaultConfiguration


Forexample,toallowyourdelegatetomanageyouremail,selectthefollowingpermissions:

Tosendamessagetonotifythedelegateofthechangedpermissions,selecttheAutomaticallysenda
messagetodelegatesummarizingthesepermissionscheckbox.Ifyouwant,selecttheDelegatecansee
myprivateitemscheckbox.

IMPORTANTDelegatecanseemyprivateitemscheckboxisaglobalsettingthataffectsallofyour
Exchangefolders,includingallMail,Contacts,Calendar,Tasks,Notes,andJournalfolders.Youcannot
allowaccesstoprivateitemsinonlyonefolder.

SelectOK.Yourdelegatenowhasaccesstoyouremailbox.

ThisfinishestheBasicOutlook2007tutorial.Outlook2007hasagreatdealoffunctionalitynot
coveredinthistutorial.PleaserememberyoucangetadditionalinformationviaOutlookHelpon
theMenuBar,theMicrosoftOutlookwebpageathttp://office.microsoft.com/enͲ
us/outlook/FX100647191033.aspx?CTT=96&Origin=CL100626971033andbooksonMicrosoft
Outlook2007and/orOffice2007fromMicrosoftandotherpublishers.


Thankyou,

OfficeofInformationTechnology