Microsoft Outlook 2007

Transcription

1 The Outlook Interface The Outlook Navigation Pane (on the left) combines the Outlook Folder list and Outlook Bar allowing a more effective means of working. The Folder List button at the bottom of the Navigation Pane displays all folders, as well as links to display folder sizes. The arrow offers the option of customising which Folders are visible in the Navigation The Navigation Pane can now be minimized into a vertical button bar by clicking to provide a larger work area while still allowing quick access to all folders. Toggle Navigation Pane Outlook Navigation Pane Navigation Buttons TIP: To view mail folders while the Navigation Pane is minimized, click on the minimized Navigation Pane on the left hand side. TIP: To view any other folders click on the relevant icon on within the minimized Navigation Pane on the left hand side. The Reading Pane The Reading Pane allows you to preview the contents of a message without opening the message. Like a piece of paper, the Reading Pane is laid out vertically and, when used with the new multi-line layout, displays nearly twice as much information on the screen as the Preview Pane did. Other enhancements include the ability to respond to meeting requests and to use voting buttons without having to open the messages first. The Reading Pane appears by default to the right of the list of messages, but can be moved to the bottom or switched off: 1. Click the View menu 2. Select Reading Pane 3. Select Right, Bottom or Off as required. Calendar appointments and Tasks can also be added using the To-Do Bar. The To-Do Bar Toggle To-Do Bar on/off. Viewing Calendar Appointments and Tasks using the To-Do Bar 1. Click on To-Do Bar toggle to turn on. 2. Double-Click on any Calendar Appointment in the To-Do Bar(right hand side) to view the details. 3. Double-click on any Task in the To-Do Bar(right hand side) to view the details. Creating New Tasks using the To-Do bar 1. Click on the To-Do Bar toggle to turn on. 2. Click on the date on which you wish to record your appointment. 3. The Calendar will open on the date specified. 4. Add the appointment details. 5. Click Save&Close to save the appointment. Grouped Arrangements Outlook s new Arrangement feature combines the ability to Group messages and sort them, thereby offering pre-defined Views. The default View for Outlook messages is the Date Arrangement. The View can be quickly adjusted to a Conversation arrangement. This will group messages in an conversation in a manner that makes it easier to find and respond to conversations or "threads." This Arrangement initially displays only unread and Quick Flagged messages. With one click, you can expand the group to see the entire conversation, including messages you have already read, or switch to any of the other predefined Arrangements by following the steps below. 1. On the View menu 2. Select Arrange By. 3. Select the required Arrangement. Navigation Pane Buttons Mail: displays folders. Calendar: displays personal Diary. Contacts: displays Contacts. Tasks: displays tasks. The To-Do Bar The To-Do Bar (on the right) allows the viewing of Tasks and Calendar appointments without the need to constantly change views. This can be switched on/off as required. The Calendar and Tasks can quickly be accessed using the To-Do as an alternative to the Navigation Pane and items can be added to both the Calendar and Tasks using the To-Do Bar. 2. Double-Click within to open a new task dialogue box. 3. Complete the Task details. 4. Click Save&Close to save the Task. Creating New Calendar Appointments using the To-Do Bar 1. Click on the To-Do Bar toggle to turn on. TIP: To customize the Arrangement you just applied, on the View menu, click Arrange By, then click Custom, and then select the options you want. Instant Search Instant Search is a new feature that helps you to quickly find items in Microsoft Office Outlook The Instant Search pane is always available in Mail, Calendar, Contacts, Tasks, Notes, Folder

2 List, and Journal and can be found towards the top right hand corner of the Outlook screen. Searching for files/folders will display the results within an Explorer Window. ing Office Documents TIP: A security prompt will appear asking for confirmation of your actions. The Instant Search feature can be used to find both Outlook items and regular Office items such as word documents that are on your desktop. Addressing Shortcuts You can now send your documents directly from Word, without going to Outlook. 1. Create your document/file in Word/other MS Office application. 4. Click Preview File. TIP: The attachment will now appear as a preview within the Reading Instant Search Pane You only have to type one letter for AutoComplete to begin suggesting possible matches. People you have sent messages to most frequently and most recently will always appear first in the list of suggested names. Names you use rarely are demoted or removed from the list. TIP: Quickly display all the names in a Distribution List by clicking the plus sign next to the Distribution List name. This makes it easy to add or remove a few names when addressing an message, without having to modify the Distribution List or start from scratch. 2. Click the Office button. 3. Select Send. 4. Click Address the message as required. 6. Complete additional message information. 7. Click the Send button. Right Click Attachment for Preview Menu Preview Screen Using Instant Search 1. Click in the Instant Search pane. 2. Type a keyword for your search. 3. Click the drop-down and select the search area. Out of Office Assistant Remember to use Outlook s automated Out of Office Assistant when you are out of the office. Replies can be written for both contacts within and outside of the company and separate messages can be complied for each. 1. Click the Tools menu. The Calendar The Calendar has been a common feature to Outlook throughout its history. It can be used to manage time, record meeting minutes, prioritise tasks and much more. TIP: Searching for messages will display the results within Outlook. 2. Select the Out of Office Assistant option. 3. Click Send Out of Office auto-replies. 4. Click the Inside My Organisation tab if you wish to write a reply to those who work within your company. 5. Click the Outside My Organisation tab if you wish to write a reply to those who work within your company. 6. Select Auto-reply to people outside/inside my organisation accordingly on each tab to activate each separate message. Previewing Attachments Outlook 2007 has a new Attachment Previewer facility allowing you view attachment within the Reading Pane without the need to open them. 1. Click on the message containing the attachment. TIP: The Reading Pane will display the message and show all attachments sent with the message. 2. Right-Click the attachment. 3. Click Preview. Calendar Views The Calendar now has more views added to the default day/week/month views. They can be access via the Current View Appointments and meetings can now be viewed by category such as Active Appointments or Annual Appointments and these views can be defined. 1. Click on the Navigation 2. Click the Current View

3 3. Select required view. Current View Pane 4. Select a shortcut key if required. the group at a single glance, and then schedule a Meeting. 3. Select the Propose New Time button. 4. Select a new time. 5. Select Propose Time. 6. Select the Send button. Sharing the Calendar Calendar Colouring You can use colour to categorize appointments and meetings. Colours are visible in the Day, Work-Week, Week, and Month views. You can colour individual or recurring appointments and meetings manually, or you can set rules to automatically colour items based on criteria. For example, you could set conditions that colour items when a certain word is used in the subject or when a meeting request is sent by a specific person. Outlook has some default colour categories setup leaving other colour categories for the user to define. Manual Colouring always takes precedence over Automatic Colouring. Automatic Colouring can be seen only by the person who set it up. If you open another person s calendar, you will see the colours that were manually assigned, but not the automatic colouring. You can change the Label of a colour to fit your needs. To Change Label Colour: 1. Click the Calendar Colouring button on the toolbar. 2. Click on an undefined colour. 3. Click in the Name box to define the colour. 5. Click Yes. TIP: The Colour Category is now available to be used within the calendar. To Manually Colour an Appointment: 1. Open the Appointment. 2. Click 3. Select the Label/Colour you wish to assign. To Automatically Colour Appointments: 1. Select the Edit menu. 2. Select the Automatic Formatting command. 3. Select Add. 4. Enter the name of the rule. 5. Select Condition. 6. Enter the desired condition(s). 7. Select OK. 8. Select the Label colour for the condition. 9. Select OK. Creating a Group Schedule You can create a Calendar for a particular group of people and/or resources. When you want to plan a Meeting, you can open the Group Schedule, view the availability of everyone in 1. Select the Actions menu. 2. Select the View Group Schedules command. 3. Select New and type a name for the new group schedule. 4. Select OK. 5. Select the names of the people or resources you want to include in the Group Schedule. 6. Select Save and Close. TIP: You can create and save more than one Group Schedule. For example, you can create a calendar with all the employees from a particular department, or a calendar with a group of people that attend a specific meeting. Group Schedules can also be created solely from resources. You may want to create a Group Schedule for resources to find when they are free. Propose New Time At the point a Meeting Request is distributed or even after it has been accepted, any organiser or attendee has the new facility to Propose a New Time. 1. Navigate to the Inbox. 2. Open the meeting invitation message. The Calendar can now be sent as an attachment. Any period from 1 day to the whole Calendar can be sent in a variety of formats defining the detail which is sent. 1. Open Calendar View. 2. Click Send a Calendar via in the Navigation 3. Select the Date-Range. 4. Select the Detail(Format). 5. Click OK. 6. Click To: and select recipients. 7. Add any extra detail into the message window. 8. Click Send. Send Calendar via

4 Reminder Flags Flagging a Message, Meeting Request, Contact, or Post adds a flag icon to it. Use flags to remind you to follow up on an issue or to indicate a request for someone else. Flags can be set within the Flag Menu for any period of time. To Quick Flag a message: 1. Right- click the message you wish to flag. 2. Click Follow Up. 3. Select a date from the menu. 7. Click OK. TIP: Only items you mark for follow-up are displayed in the For Follow Up Search Folder, which contains an up-to-date list of all Quick Flagged messages in all your folders. Contact Views 1. Click Contacts in the Navigation 2. Select a View from the Navigation Sending a Business Card Contacts can be sent to anybody in various formats. They can be sent as Business Card, a V-Card and as a complete contact in Outlook format. 1. Right-click the contact the contact you wish to send as a Business Card. 3. Choose the View Mailbox Size button. Tasks The Tasks facility within Outlook is a useful of planning your everyday responsibilities. The reminder the feature allows you to flag a task as you would a contact or message and a reminder can be sent. Tasks can also be synchronised with mobile devices provided the correct software is used. Creating a Task TIP: A Red Flag will appear in the right hand side of the message indicating that you have set a reminder. You can also use flags to set a Reminder for the message or contact and manage your incoming items by flagging the items for different kinds of follow-up. 1. Right-click the message or contact. 2. Select Follow Up. 3. Click Add Reminder. 4. In the Flag to: box to select the type of flag. 5. In the Due By boxes, select a start date and end date. 6. In the Reminder box select a reminder date and time. Share information When viewing the Calendar, Contacts, Tasks etc., the Navigation Pane allows you to use the Open/Share My link to quickly share your folder with colleagues or open another person's shared folder. After you open another person's calendar, it is added to the Calendar pane. You can view multiple calendars next to your own calendar. The calendars scroll together and are colour-coded and labelled to help you quickly compare schedules or schedule meetings. TIP: In this view, the Task Pad is hidden (but can be easily shown by using the View menu and selecting Task Pad. TIP: The Date Navigator now is displayed in the Navigation A new indicator make it easy to quickly see the current day and time. Contacts There are now many more views with which to view your Contacts. They can viewed as Address Cards, Business Cards or as a simple Phone List. 2. From the menu select Send as Business Card or Send Full Contact. TIP: An Outlook message window appears with the contact as an attachment. 3. Address the message. 4. Write any extra detail in the message window. 5. Click Send. Mailbox Cleanup From Mailbox Cleanup window you can see the size of each mailbox folder to determine where you need to prioritise your housekeeping. 1. Select the Tools Menu 2. Select Mailbox Cleanup. 1. Click on the Navigation 2. Double-click. TIP: A Task Window appears requiring completion. 3. Fill in the Subject. 4. Enter the Start and Due dates. 5. Set the reminder and choose a time and date for a reminder pop-up to appear and a sound to be played. 6. Click Save&Close. TIP: The Task now appears in the Task View list. It can be viewed by double-clicking on the Task and marked as done by clicking the Flag right hand side of the message. on the

5 Complete Task Details