Outlook Tutorial 1 Communicating with Outlook 2007

1. Outlook Tutorial 1Communicating with Outlook 2007

2. Objectives • 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

3. Objectives • 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

4. Exploring 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

5. Starting Outlook • Click the Start button on the taskbar, click All Programs, click Microsoft Office, and then click Microsoft Office Outlook 2007 New Perspectives on Microsoft Office 2007: Windows Vista Edition

6. Navigating Between Outlook Components • You can click any button in the Navigation Pane to display a folder’s contents in the main window New Perspectives on Microsoft Office 2007: Windows Vista Edition

7. Creating and Sending E-mail Messages • E-mail, the electronic transfer of messages between 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

8. Choosing a Message Format • Outlook can send and receive messages in three formats: HTML, Rich Text, and plain text New Perspectives on Microsoft Office 2007: Windows Vista Edition

9. Adding a Signature • A signature is text that is automatically added to every e-mail message you send New Perspectives on Microsoft Office 2007: Windows Vista Edition

10. Using Stationery and Themes • Stationery is an HTML file that includes complementary background colors, images, or patterns • A theme includes complementary backgrounds as well as otherdesign elements such as fonts, bullets, colors, and effects New Perspectives on Microsoft Office 2007: Windows Vista Edition

11. Creating 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

12. Setting the Importance and Sensitivity Levels • You can add icons that appear in the message pane 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

13. Creating a Contact • Click the New button arrow on the Standard toolbar, and then click Contact • On the General page, enter the contact’s 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 then enter 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

14. Creating a Contact New Perspectives on Microsoft Office 2007: Windows Vista Edition

15. Switching Contact Views • All of the information about a contact is called a contact card • Views specify how information in a folder is organized and which details are visible New Perspectives on Microsoft Office 2007: Windows Vista Edition

16. Creating 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 the distribution list • In the Actions group on the Distribution List tab, click the Save & Close button New Perspectives on Microsoft Office 2007: Windows Vista Edition

17. Creating and Modifying Distribution Lists New Perspectives on Microsoft Office 2007: Windows Vista Edition

18. Receiving E-mail • You check for new e-mail messages by clicking the Send/Receive button on the Standard toolbar New Perspectives on Microsoft Office 2007: Windows Vista Edition

19. Replying to and Forwarding Messages • Reply responds to the sender, and Reply to All responds to the sender and all recipients (including any Bcc recipients) • Forward sends a copy of the message to one or more recipients you specify; you enter the e-mail addresses in the To or Cc box New Perspectives on Microsoft Office 2007: Windows Vista Edition

20. Working with Attachments • An attachment is a file that you send with an e-mail message New Perspectives on Microsoft Office 2007: Windows Vista Edition

21. Flagging 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 add others to better organize or rank your messages New Perspectives on Microsoft Office 2007: Windows Vista Edition

22. Organizing and Managing Messages • You should create a logical folder structure in which to store 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

23. Organizing and Managing Messages New Perspectives on Microsoft Office 2007: Windows Vista Edition

24. Rearranging 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 additional criteria New Perspectives on Microsoft Office 2007: Windows Vista Edition

25. Rearranging Messages New Perspectives on Microsoft Office 2007: Windows Vista Edition

26. Using Search Folders • Search Folders are folders that display any e-mail messages that match specific search criteria New Perspectives on Microsoft Office 2007: Windows Vista Edition

27. Sorting Messages • Sorting is a way to arrange items in a specific order—either ascending or descending • Ascending order arranges messages alphabetically from A to Z, chronologically from earliest 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

28. Sorting Messages New Perspectives on Microsoft Office 2007: Windows Vista Edition

29. Coloring Messages • Sometimes you’ll want messages that you send to a certain 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 those messages New Perspectives on Microsoft Office 2007: Windows Vista Edition

30. Storing 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 or other 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

31. Deleting Items and Exiting Outlook • After you finish working with Outlook, you should exit the program • Unlike other programs, you don’t need to save or close any files New Perspectives on Microsoft Office 2007: Windows Vista Edition