Microsoft Office Outlook 2007

Transcription

1 Starting Microsoft Outlook with XP Click on Start, Microsoft Outlook or Start, All Programs, Microsoft Office, Microsoft Outlook. Starting Microsoft Outlook with Vista Click on the Microsoft Office Button with the Vista flag logo Start Button on the bottom left corner of the screen and click on Microsoft Office Outlook. You can also go to Start, All Programs, Microsoft Office, Microsoft Office Outlook Introduction to Outlook 2007: When you open Outlook 07, it will look different from Outlook Express. It still has the same components of Outlook Express with a few little changes. Here is a brief overview of the main screen. 1. Menu bar- all tools used in Outlook Standard Toolbar-shortcuts for standard Outlook actions and tools. 3. Navigation Pane- contains shortcuts to Outlook folders and sections. 4. View Pane- displays the contents of the selected folder. 5. Reading Pane- displays the contents of the current e- mail message. 6. To Do Bar- displays and arranges tasks Standard Toolbar Delete- Select any item you want to delete and click this button. To permanently delete items, go to Tools, Empty Deleted Items Folder. 2. Follow Up- Mark any items that need to be followed up with this icon. Using the Navigation Pane 1. Mail- main area where you can read, compose, send, and receive e- mail. 2. Calendar- the planner where you set and manage appointments and tasks. 3. Contacts- holds your contact list with names, addresses, and other information. 4. Tasks- a list where you can create and manage tasks. 5. Notes- page where you create and manage notes. 6. Folder List- displays all folders. 7. Shortcuts- displays Outlook shortcuts. 8. Journal- page where you can record actions relating to contacts. Note- you can customize the Navigation Pane using the Configure button. Configure Button 1

2 ing In Outlook 07 The Compose Mail Window Quick Access Toolbar- shortcuts for the most commonly used tools. 2. Microsoft Office Button- where to find common file and system commands such as Save, Print, and Open. 3. Tab Bar-contains tabs that display tools and commands in the ribbon. 4. Ribbon- holds groups of tools and shortcuts for commonly performed Outlook tasks. 5. Compose Mail Buttons- shortcuts to adding recipients addresses and sending Message Text Box- where you type your message. Creating a Message 1. There are two ways to start a new . You can either go to File, New, Mail Message or click on the New button. a. b. 2. Type the recipient s address in the To box. Remember to separate multiple addresses with a semicolon (;). You can also add additional addresses in the CC box. 3. In the Subject box, type the subject of your e- To mail. 4. In the Message Text box, type your CC message. Subject 2

3 5. You can request a delivery receipt and a read receipt by selecting Options on the Tab Bar. In the Tracking group, select Request a delivery receipt or Request a read receipt. 6. When you are finished, click Send. Send an Open a new . In the To box, In the Subject box, type Test . In the Message Text box, type a short note about your school. Click Send. Formatting Message Text 1. Before you begin to type your message, click on the Format Text tab on the Tab bar. 2. In the Font group on the Ribbon, you can select font type, color, size, bold, and italics. You can also click on the Show the Font Dialogue launcher arrow on the bottom corner. This will open a new window where you can make the same selections. 3. Make your selections, click in the Message Text box and start typing your message. Launcher Formatting Message Text Click New for a new message. In the To box, Place your cursor in the Message Text box. Click the Show the Font Dialogue launcher. Change the font to Lucinda Handwriting. Make the text bold. Change the font size to 12. Change the color to any color you choose, then click OK. In the Message Text box, type This font is really pretty. Close the message without saving. Attaching a File to a Message 1. Create the message you want to add a file to. 2. Click on Insert on the Tab bar. 3. Click the Attach File icon (paperclip) in the Include group on the Ribbon under the Message tab. 4. Locate and select the file you want to attach. 5. Click the Insert button. 6. Click the Send button when you are finished. Click here 3

4 Send an Attachment Open a new . in the To box, and Test Attachment in the Subject box. In the Message Text box, type Here is the information you requested. Click on the Attach File icon. Navigate to My Documents and find the file named Attachment Practice Note. Select the file and click Insert. Click Send. Attaching an Outlook Item to a Message 1. Create the message you want to add the item to. 2. Click the Attach Item icon (paperclip with an envelope) in the Include group on the Ribbon. 3. Locate and select the item you want to attach. You can either send it as Text only or as an Attachment (default). Text only includes the item in the actual . Attachment sends it as a separate document. 4. Click OK. 5. Click the Send button when you are finished. Click here Reading a Message 1. In the Navigation Pane, click on the Inbox shortcut. 2. In the View Pane, click on the message you want to read. If you click once, the message will open in the Reading Pane. You can close the Reading Pane or move it to the right or the bottom of the screen by going to View, Reading Pane and selecting one of the options. If you double click the message, it will open in its own window Click here Select message. Replying to a Message 1. Select the message you want to reply to. 2. You can either: Reply to the sender only: Click the Reply button on the Ribbon. Reply to the sender and all recipients: Click on the Reply to All button on the Ribbon. Click one of these. 4

5 Forwarding a Message 1. Select the message you want to forward. 2. Click Forward on the Ribbon. 3. Enter the recipient s address in the To box. 4. If necessary, you can enter message text in the Message Text box. 5. Click the Send button when you are finished. Click here. Saving a Draft of a Message 1. Create the message that you want to save. 2. Click the Save icon on the Quick Access toolbar and it saves the draft in your Drafts folder. You can also save a draft by clicking on the Office button and selecting Save. Either way you save the draft, Outlook will automatically name it what you have in your Subject line. You will see a blue bar across the top of the with the message The message has not been sent. 3. When you are ready to send the saved draft, simply open the Draft folder in the Navigation Pane. Double click on the message you want to send in the View Pane. Make any necessary additions or changes and click Send when you are ready to send it. Saving a Draft of a Message Open a new message. in the To box. In the Subject box, type Your name Draft. Click the Save icon and then close the draft. In the Navigation Pane, click on Drafts. Find your draft and double click it. It will open in a new window. In the Message Text box, type This is just a draft. Click Send. Printing a Message 1. Open the message you want to print. 2. Click on the Microsoft Office Button and click the arrow next to Print. 3. You can choose Print if you need to select specific print options or you can choose Quick Print to print with default options. Creating and Inserting a Signature 1. From the Menu Bar, select Tools, Options. A new window named Options opens up. 2. Click on the Mail Format tab. 3. Click on the Signatures button and a Signatures and Stationary window opens. 5

6 4. Make sure the Signature tab is selected and click on the New button under the Select Signature to Edit section. 5. In the New Signature window, type a name for the signature and click OK. 6. Under the Edit Signature section, type your signature. You can edit your font style, size, and type. 7. Under the Choose Default Signature section, make sure your account is listed for account. 8. Click on the drop down arrows for New Messages and Replies/Forwards and select the name of the signature you created. This will put your signature in automatically whenever you create a new message or reply or forward anything. Creating a Signature Go to Tools, Options and click on the Mail Format tab. Click on the Signatures button. Click on New, type your first name in the New Signature box and click OK. In the Edit Signature box, type First Name and Last Name. Hit Enter and type School Name. Hit enter and type School Phone Number. Change your font style, size, and color. Select your signature for New Messages and Replies/Forwards. Click OK. Using Contacts To open the Contact Tool in Outlook 07, you can get there one of two ways. Click Go on the Menu Bar, and then click Contacts. You can also click the Contacts button on the Navigation Pane. Creating a New Contact 1. Select New, Contact or click New on the toolbar. 2. Add all your information in the New Contact Screen. 3. In the Show group on the Ribbon, you can add more information by clicking on Details. You can add details like spouse s name, birthday, anniversary, manager s name, and position. 4. In the Communicate group, you can , set up appointments, call, schedule a task, go to their web page, or get a map from their address. 5. In the Options group, you can edit the business card s appearance, insert a picture, categorize by color, or set a follow up reminder. 6. Once your information is entered, you can click Save and Close or Save and New. 6

7 Creating a New Contact Click on Contacts in the Navigation Pane if you are not in Contacts view. Click New on the toolbar. Type Ragin Cajun in the Full Name box, University of Louisiana at Lafayette in the Company box, and Mascot in the Job Title box. Type ragincajun1@lpssonline.com in the address box. Click on Details in the Show group. Type Cayenne Pepper in the Nickname box. Type Ragin Cajunette in the Spouse box. Type 1/01/1963 in the Birthday box. Click Save and Close. Sending a Message to a Contact 1. In the Navigation Pane, click on the Contacts shortcut. 2. Select the contact you will be sending a message to. Note- if you need to send a message to more than one contact, select the first one, then hold the Shift key down and select the rest. Click here. 3. On the Standard toolbar, click on the New Message to Contact shortcut. 4. Type a subject in the Subject box. 5. Enter your text in the Text box and click Send. Creating Distribution Lists 1. Go to File, New, Distribution List or click on the drop down arrow by New and select Distribution list. 2. In the Name box, enter a name for your list. 3. If you have Contacts to add to the list, click Select Members in the Members group. Double click the contact you want to add and click OK. You will have to do this every time you need to add a contact. 4. If you need to add someone who is not in your contact list, click on Add New. In the Add New Member window, type a Display Name, and address. If you want to add this person to your contact list, select Add to Contacts and click OK Once all your contacts are added to your distribution list, click on Save and Close. 7

8 Creating a Distribution List Click on Contacts in the Navigation Pane if you are not in Contacts view. Go to File, New, Distribution List. In the Name box, type Instructional Technology. Click on Add New. In the Add New Member window, type Stephanie Darce as the display name and teacher101@lpssonline.com as the address. Click Ok. You are going to add 3 more people to the distribution list: Wanda Zerangueteacher102@lpssonline.com; Melissa Douet- teacher103@lpssonline.com; and Lindsey Keelyteacher104@lpssonline.com. Once you have those names and addresses entered, click on Save and Close. Sending to a Distribution List 1. Click on New to start a new message. 2. Click on the To box to get a list of contacts and distribution lists. Contacts will have a one person icon by it, while distribution lists will have a two person icon and the name will be in bold. 3. Select the distribution list you want to send a message to. Then select either the To->, CC->, or BCC-> box to put the list where you need it. Click OK. 4. Enter your subject in the Subject line. 5. Enter your message in the Message Text box. 6. Click Send when you are ready to send. Sending an to a Distribution List Go to File, New, Mail Message. Click on To to get the Contact window. Highlight Instructional Technology and click on the To-> button at the bottom. Click on Ok and it brings you back to your message. The distribution list will be in your To box. Close the message without saving. Sending a Distribution List in an 1. In Contact view, double click on the name of the distribution list you want to send. 2. In the Actions group, click on the drop-down arrow by Send. 3. Select In Outlook format and a new message window opens. 4. Enter the recipient s address in the To box. 5. The name of the distribution list is in the Subject and the Attached box. 6. Click Send. Saving an ed Distribution List to Your Contacts 1. If you receive an with a distribution list attached, you can tell by the symbol in front of the attachment name. 2. Don t open the attachment. Right click on the attachment name and select Copy. 3. Click on Contacts in the Navigation Pane. 4. Go to Edit, Paste. The new distribution list should be placed in your contacts. 8

9 5. If you don t want to save the distribution list, but you want to open it, just double click on the attachment name and it will open the list with names and addresses. Using the Calendar To open the Calendar Tool in Outlook 07, you can get there one of two ways. Click Go on the Menu Bar, then click Calendar. You can also click the Calendar button on the Navigation Pane. Once the calendar is open, you can switch between Day, Week, or Month views using tabs above the calendar view. Scheduling an Appointment You can schedule an appointment two ways. First, you can go to File, New, Appointment. The second way is to double click the date on the calendar. The Event window will open up. 1. Enter a description for the appointment in the Subject box. 2. Enter a location for the appointment in the Location box. 3. Enter Start Time and End Time. Note- You Type text here. can just select All Day Event instead of entering times for a full day. 4. Enter details about the appointment in the Text box. In the Show As box in the Options group on the Ribbon, click the drop down arrow and select either Free, Tentative, Busy or Out of Office. You can set up a Reminder for this appointment. In the Options box, click on the drop down arrow for Reminder and select when you would like to be reminded. You can also type in your own reminder time in the box. You can also make this a recurring appointment. Click on the Recurrence icon in the Options box. Select the recurrence options and click OK. 5. Click on Save and Close when you are finished. Drop-down arrow Drop-down arrow Click Here 9

10 Scheduling an Appointment Click on Calendar in the Navigation Pane if you are not in Calendar View. Click on the Month tab in your Calendar view. Double click on the 15 th in the current calendar. In the Subject box, type Grade Level Meeting. In the Location box, type Your School Name. Deselect All Day Event and enter the times from 1:00 to 1:30. In the Message Text box, type Discussing GLE s, TAT referral process, and Edusoft scores. In the Show As box, click the drop down arrow and select Busy. Click the Recurrence icon in the Show group. When the Recurrence window opens, make sure the start and end times are correct. Select Weekly and No End Date. Click OK. Click Save and Close. Scheduling a Meeting 1. Go to File, New, Meeting Request. 2. In the To box, enter the recipient(s) address. 3. In the Subject box, enter a brief description for the meeting. 4. In the Location box, enter the location of the meeting. 5. Enter your starting and ending dates and times in the Start Time and End Time boxes. 6. Enter additional meeting details in the Text box. 7. Click Send when you are finished. Scheduling a Meeting Go to File, New, Meeting Request. In the To Box, In the Subject box, type Lindsey s Grades. In the Location box, type Your School Conference Room. For Start Time, click on the drop down arrow and select any date on the calendar and 1:00. For End Time, leave the date the same and select 1:30. In the Message Text box, type I would like to schedule a meeting with you concerning Lindsey s failing grades. Click Send. Scheduling an Event An event is something that will last an entire day or span several days. It will be shown as a banner across the top of the dates on the calendar. 1. In the Calendar view, go to Actions, New All Day Event. 2. Put a subject in the Subject box, a location in the Location box, and start and end times. 3. Add any notes in the Message Text box. 4. Click on Save and Close. 10

11 Scheduling an Event Go to Actions, New All Day Event. In the Subject box, type Hawaiian Vacation. In the Location box, type Honolulu. For Start time, click on June 1 and End Time, click on June 30. In the Options Group, click on the drop down arrow for Show As and select Out of Office. Click Save and Close. In Calendar view, use the arrows to scroll to the June Calendar to view the banner. Creating a New Calendar 1. Go to File, New, Calendar. 2. The Create New Folder window opens. 3. Type a new name for the calendar in the Name box. 4. In the Select where to place the calendar box, select Calendar. 5. Click OK. Creating a New Calendar Go to File, New, Calendar. In the Create New Folder window, name the Folder Personal. In the Select where to place the calendar box, click on Calendar and click OK. In the Navigation Pane, you should see two calendars now; one titled Calendar and one titled Personal. Click in front of either name to access that calendar. If both are selected, you will see both on the screen. To close one, simply deselect it. Add your birthday to your calendar. Navigate to the month and double click on the date. Type your information in and click Save and Close. Sending a Calendar in an You would use this option to send your calendar to someone trying to schedule appointments and meetings with you or for you. 1. In the Navigation Pane, select Calendar. 2. In the Navigation Pane, select Send a Calendar via In the Send Calendar Via window, you can choose a Click here. calendar to include. You can only select a different calendar if you have created new folders with different calendars. 4. By clicking on the drop down arrow on the Date Range box, you can choose a preset amount of time, or you can choose to specify the dates. 5. In the Detail box, you can click the drop down arrow to select what details you want to be seen. 6. Once you have made all your selections, click OK. 7. If you do not have any appointments scheduled in the date range or if you have events and meetings scheduled but have not changed your status to Busy, Tentative, or Out of Drop- Down Arrow 11

12 Office, you will see a prompt that says The calendar you are saving does not contain any appointments during the specified date range. Do you want to change the date range or continue? If this pops up, just click Continue. 8. Enter the recipient s address In the To box and type any necessary information in the Message Text box. The Subject is already filled in with Your Name Calendar and the Calendar is there as an Attachment. 9. Click Send. Sending a Calendar in an In Calendar View, scroll down in the Navigation Pane and select Send a Calendar via . In the Send a Calendar via window, click on the drop down arrow for Date Range and select Specify Dates. In the Start box, click the drop down arrow, scroll to the June calendar and select June 1 st by clicking on it. In the End box, click the drop down arrow, scroll to the June calendar and select June 30 th by clicking on it. Click OK and a New Message Window will open. In the To box, Click Send. Adding Holidays to Calendars 1. Select Options from the Tools menu. 2. Click on the Calendar Options button. 3. Click the Add Holidays button. 4. Select United States and click OK. 5. Close the Calendar Options and Options windows. Printing a Blank Calendar 1. In Calendar view, go to File, New, Calendar. 2. In the Name box, enter a name for the calendar and click OK. 3. In the Navigation Pane, check the box next to the name of the calendar you created. 4. From the File menu, select Print. 5. In the Print this Calendar box make sure it is the calendar you selected. If not, click the drop down arrow and select the correct one. 6. Select your printing options and click OK. Using Tasks Creating a New Task 1. Go to File, New, Task and a separate Task Window opens up. 2. Type a subject in the Subject box. 3. Use the drop down arrows to select your Start Date and Due Date. 4. It is optional, but you can use the drop down arrows to select your Status and the Priority of the task. 5. It is also optional, but you can set a reminder for this task. Just check the Reminder box, enter a date and time for the reminder. 12

13 6. Enter task details in the Text box. 7. In the Manage Task group, you can assign the task to others with an , send a status report via , or mark the task as complete. 8. Click the Save and Close button when you are finished. Creating a New Task Click on Task in the Navigation Pane if you are not in Task View. Go to File, New, Task. In the Subject box, type Lesson Plan for Formal Observation. Using the drop down arrows, pick any Start Date and Due Date. Using the drop down arrow, change the Status to In Progress. Using the drop down arrow, change the Priority to High. Select Reminder. Set the reminder for the next day at 8:30 a.m. Click Save and Close. If you are not in Task view, click on Task in the Navigation Pane. You will see your To-Do List in the View Pane. To mark it as complete, double click on the Task name. In the Options group, click the drop down arrow for Follow-Up and select Mark Complete. Click Save and Close. You will go back to Task view and the task will no longer be listed in the View Pane. Working with the To-Do Bar Your To-Do Bar holds all your items tagged for follow up. The To-Do Bar will show in all Outlook views by default. You can, however, minimize or expand the To-Do Bar as you need. 1. To minimize the To-Do Bar, click the Minimize the To-Do Bar button. Once it is Minimize minimized, all you will see is a small, vertical To-Do Bar. 2. To maximize the To-Do Bar, click the Maximize the To-Do Bar button. It will revert back to the default view. Maximize You can change some of the To-Do Bar s options by going to View, To-Do Bar. Once that menu is opened, you can select options to add or remove from your To- Do Bar. You can also click Options on that menu for more choices. You can turn off the To-Do Bar by going to View, To-Do Bar, Off. To turn it back on, simply deselect off. Using Notes This is the electronic version of sticky notes. You can attach them to other items in Outlook and drag and drop them on your desktop. Creating a New Note 1. Click the Notes shortcut in the Navigation Pane. 2. Either go to File, New, Note or just click on the New shortcut. 3. A small, yellow sticky note shape opens with the blinking cursor. Just start typing your note. When you are finished typing, click the small x to close the note. Outlook will automatically save and name the note with the text entered and put the date and time created on the bottom of the note. 13

14 Creating a Note Click on Notes in the Navigation Pane if you are not in Note view. Click on New for a new note. Type Remember to copy Math test for recess. Click on the x to close the note. You will see an icon with your new note in the View Pane. ing a Note 1. To a note, click on the note you want to send to select it. 2. From the Action menu, select Forward. 3. A New Message window opens with the name of the note as the subject and the note as an attachment. 4. Enter your recipient s address and enter message text if needed. 5. Click the Send button when you are finished. ing a Note Select Remember to copy Math test for recess note. On the Menu bar, click on Actions, Forward and a new window opens up. in the To box. Notice the subject and attachment are already done, so just click Send. Getting help in Outlook From the Help menu, select Microsoft Office Help. 2. Either type key words in the Search box or choose a selection from the Browse Outlook Help area. 14