Microsoft Outlook 2007 (PC Access)

Transcription

1 Microsoft Outlook 2007 (PC Access) Overview Favourites Folders, provide quick folder access The Outlook Bar has been replaced with the Navigation Pane. This allows easy access to the features of Outlook Here the Mail option has been selected, shown in a darker shade of gray. Click here to change the navigation pane appearance Go menu, like the navigation pane, provides access to the various parts of Outlook 2007 Here s are displayed by date, shown in groups e.g. Today, Last week etc.. Outlook 2007 has 13pre-defined arrangements, available by selecting View, Arrange by. Click on Mailbox at the top of the Mail folders list to display the Outlook Today screen The To Do Bar enables you to track your time and tasks wherever you are in the application. The To-Do Bar also can shows a list of your tasks on the side of the screen. The Reading Pane displays up to 40% more than Preview pane in previous versions, available by selecting View, Reading Pane.

2 Outlook 2007 Basics To Start Outlook 2007: 1. Click on the Windows button 2. Click on To Navigate To Outlook 2007 Features: 1. Ensure the Navigation Pane is displayed (select View > Navigation Pane) To Go To An Outlook Feature Using The Menu: 1. Select (Go) 2. Select the feature you wish to go to 2. Click on the various feature buttons in the pane To Exit From Outlook 2007: 1. Select File > Exit Or 1. Click on the Close button

3

4 Sending s To Create A New Message: 1. Select Actions > New Mail Message or click on the New Mail Message tool 2. Click on to display the Select Names dialog box 3. Click on the recipient's user name on the left, click on [To ->], then click on [OK] to paste the name into the To box in the message window To Check The Address Book: 1. Select Tools > Address Book To Add An Attachment To A Message: 1. Click where the attachment should be inserted 2. Select Insert > File 3. Locate the folder and the file, click on the file name, then click on To Add Importance To A Message: 1. Click on the tool, then 2. Click on the Importance drop arrow, then click on the appropriate setting 4. Click in the Subject box and type the title for the message 5. Click in the large white box and type the text of the message 3. Click on To Send A Message: 1. Click on

5 To Create A New AutoSignature: 1. Select Tools > Options, and click on the Mail Format tab 2. Click on [Signatures], then click on [New] 3. Type the name of the signature and click on [Next] 4. Type the text of the signature 5. Click on [Finish] to return to the Options dialog box 6. Click on [OK] to close the dialog box To Remove An AutoSignature: 1. Select Tools > Options, and click on the Mail Format tab 2. Click on [Signatures], click on the signature to remove and click on [Remove] 3. Click on [Yes] to confirm deletion To Send A Message With A Courtesy Copy: 1. Create the message in the normal way 2. Open the Select Names dialog box, highlight the recipient of the copy and click on [Cc ->] To Use An AutoSignature: 1. Create a new message the autosignature should appear To Send A Message With A Blind Copy: 1. Create the message in the normal way 2. Open the Select Names dialog box, highlight the recipient of the copy and click on [Bcc ->] To Request A Message Receipt: 1. Click on the Options tool 2. Click on Request a delivery receipt for this message 3. Click on Request a read receipt for this message

6 Receiving To Retrieve Messages: 1. Select Tools > Send/Receive > Send/Receive All or click on the Send/Receive tool To Save A Message Attachment: 1. Double click on the message to open it 2. Select File > Save Attachments 4. Select the folder location and click on [OK] To Adjust The Message View: 1. Select View and adjust the desired setting To Read Messages: 1. Click on the message to display it in the Reading pane Or 2. Double click on the message to display it in a window To Mark Messages As Unread: 1. Click on the relevant message 2. Select Edit > Mark as UUnread To Display Only Unread Messages: 1. Click on the Unread Mail search folder in the Navigation pane To Delete A Message: 1. Click on the message to delete 2. Select Edit > Delete To Recover Deleted Items: 1. Click on the Deleted Items folder and click on the message to recover 2. Select Edit > Move to Folder 3. Choose the appropriate destination folder and click on [OK] To Open A Message Attachment: 1. Open the message in a window 2. Double click on the attachment icon To Reply To A Message: 1. Double click on the message 2. Click on the Reply tool 3. Type your response and click on To Reply To All In A Message: 1. Double click on the message 2. Click on the Reply tool 3. Type your response and click on To Configure Reply Messages: 1. Select Tools > Options then click on [ Options] 2. Change When replying to a message to Do not include original message To Forward Messages: 1. Double click on the message 2. Click on the Forward tool 3. Nominate the recipient 4. Type your response and click on

7 Techniques To Recall A Sent Message: 1. Open the message in a message window 2. Select Actions > Recall This Message To Format Messages: 1. Select Tools > Options and click on the Mail Format tab 2. Change Compose in this message format to the desired format To Format Text In A Message: 3. Choose the appropriate settings and click on [OK] To Print A Message: 1. Open the message 2. Select File > Print 3. Adjust the print settings and click on [Print] To Print A Message List: 1. Display the folder you wish to print 2. Select File > Print 3. Adjust the print settings and click on [OK] 1. Highlight the text and use the appropriate formatting options from the Format menu to change the appearance of the text To Save A Message As A Draft: 1. Compose the message in the normal way 2. Select File > Save To Check Spelling or Editor: 1. Select Actions > New Mail Message or click on the New Mail Message tool 2. Click on Spelling and select the desired setting To Use A Saved Message: 1. Click on the Drafts folder 2. Double click on the saved message to open it in a message window

8 Organising Messages To Search Messages: 1. Click Tools > Instant Search 3. Select the desired search category To Perform An Advanced Find: 1. Click on the Tools > Instant Search, then click on Advanced Find 2. Choose the appropriate settings and click on [Find Now] To Assign Categories To Selected Messages: 1. Right click on the selected message(s) and click on Categories 2. Tick one or more categories To Use The Unread Mail Search Folder: 1. Click on the expand button for Search Folders and click on Unread Mail To Create A Search Folder: 1. Right click on Search Folders and select New Search Folder 2. Choose the appropriate filter type, specify any additional text to search for, and click on [OK] To Create A Rule: 1. Select Tools > Rules and Alerts 2. Click on the New Rule tool 3. Work through the Wizard and choose the appropriate options 4. Click on [OK] To Create A New Message Folder: 1. Select File > New > Folder 2. Type the name of the new folder and choose where to place the folder To Move Messages: 1. Select the messages to move 2. Select Edit > Move to Folder 3. Click on the name of the destination folder and click on [OK] To Share A Folder: 1. Right click on the folder and select Change Sharing Permissions 2. Click on [Add], choose the user(s) and click on [OK] 3. Assign appropriate permission levels 4. Click on [OK] To Access A Shared Folder: 1. Select Tools > Account Settings 2. Click on Change or 3. D o ub l e c lick on server name Microsoft Exchange 4. Click on [More Settings] 5. O n tab Advan c ed, click on [Add], type the name of the mail box and click on [OK] 6. Click on [OK]. Click on [Next] to progress the wizard, then click on [Finish] To Change A Message View: 1. Select View > Arrange By or Current View 2. Click on the desired view

9 Junk To Mark A Message As Junk 1. Click on the message 2. Select Actions > Junk > Add Sender to Blocked Senders List To Import A List Of Blocked Senders: 1. Select Actions > Junk > Junk Options and click on the Blocked Senders 2. Click on [Import from File] and nominate the list To Mark Messages As Safe: 1. Click on the message 2. Select Actions > Junk > Add Sender to Safe Senders List To Export A List Of Blocked Senders: 1. Select Actions > Junk > Junk Options and click on the Blocked Senders 2. Click on [Export to File] and nominate a file name and location To Work With The Senders Lists: 1. Select Actions > Junk > Junk Options 2. Click on the appropriate tab To Empty The Junk Folder: 1. Click on the Junk folder and review the messages 2. Right-click on the Junk folder and select Empty "Junk " Folder

10

11 Working With The Calendar To Access The Calendar: 1. Select Go > Calendar Or 1. Click on To Change The Calendar Views: 1. Click on the various tools for 1Day, Work Week, Week, Month, or Today 2. Select View and choose one of the commands available To Move To Specific Dates: 1. Click on the Date Navigator to move through days and months Or 2.. Select Go > Go to Date. Type the date and click on [OK] To Delete A Shared Calendar: 1. Click on the tick next to the other person's calendar to close it 2. Select Edit > Delete or click on the Delete tool To Create A New Calendar: 1. Select File > New > Folder 2. Type a name and click on the location for the calendar To Delete A Calendar: 1. Right-click the calendar that you wish to delete 2. Select Delete "New Products Schedule (Name of the Calendar)" 3. Click on [Yes] To Share Your Mailbox Calendar: 1. Click on the calendar and select File > Folder > Change Sharing Permissions 2. Use [Add] to add users, then assign them the appropriate permissions To Create A Public Calendar: 1. Click on All Calendar Items 2. Select File > New > Folder 3. Type a name and choose Calendar items in Folder contains 4. Click on [OK] To View A Shared Calendar: 1. Select File > Open > Other User's Folder 2. Enter the name of the person whose calendar you intend to use twice

12

13 Appointments And Events To Use A Specific Calendar: 1. Select File > Open > Outlook Data File 2. Choose the desired data file and click on [OK] 3. Click on Calendar in File name To Schedule An Appointment 1. Click on the desired date 2. Double click on the time slot of the appointment 3. Complete the details 4. Click on To Schedule An Appointment From The Menu: 1. Select Actions > New Appointment 2. Complete the details as appropriate 3. Click on To Reschedule An Appointment To Another Day: 1. Double click on the appointment 2. Adjust the dates and times as appropriate 3. Click on To Create A Recurring Appointment: 1. Select Actions > New Appointment 2. Click on the Recurrence tool 3. Complete the appropriate details and click on [OK] To Schedule An Event: 1. Select Actions > New Appointment and complete the details 2. Click on All day event until it appears ticked 3. Click on To Delete Appointments And Events: 1. Click on the appointment or event 2. Click on the Delete tool To Organise Your Appointments: 1. Click on the various view tools to see the appointments and events To Print Your Appointments: 1. Choose the appropriate view 2. Select File > Print Preview 3. Click on the Print tool 4. Click on [OK] To Redefine The Work Week: 1. Select Tools > Options, then click on [Calendar Options] 2. Change the days and times accordingly To Label An Appointment: 1. Open the appointment in a window 2. Click on for Label and click on an appropriate label 3. Click on

14

15 Scheduling Meetings Quick Reference To Schedule A Meeting: 1. Select Actions > New Meeting Request 2. Click on [To:], double-click on the attendees, then click on [OK] 3. Complete the remaining details and To Cancel A Meeting: 1. Double-click on the desired meeting 2. Select Actions > Cancel Meeting 3. Choose the appropriate notification option and click on the Send tool click on the Send tool To Respond To A Meeting Request: 1. Double-click on the meeting request in the Inbox 2. Click on the Accept tool 3. Click on the appropriate response and click on [OK] To Track Meeting Responses: 1. Double-click on the meeting response in the Inbox to see who has/has not accepted To Plan A Meeting: 1. Select Actions > Plan a Meeting 2. Click on [Add Others] and select participants, then complete the details 4. Click on, then click on [Close] To Respond To A Meeting Request: 1. Double-click on the meeting request in the Inbox 2. Click on the Accept tool 3. Click on the appropriate response and click on [OK] To Respond To A Cancelled Meeting: 1. Double-click on the cancellation 2. Click on to remove it from the Calendar To View Other Users' Calendars: 1. Click on, then click on [New] 2. Type a name and click [OK] 3. Click on [Add Others], then [Add from Address Book] then select members 4. Click on [OK], then [Save and Close] To Save A Calendar As A Web Page: 1. Select File > Save as Web Page 2. Type a file name, chose a folder to save to and click on [Select] 3. Click on [Save]

16

17 Contacts To Access Contacts: 1. Select Go > To Create A New Contact: 1. Select Actions > New Contact Or: 1. Click on the New tool To Enter Details Into A Contact Card: 1. Click on the appropriate fields and type the relevant information 2. Click on the Save and Close tool To Add A Contact To An Existing Company: 1. Click on an entry for a contact already in the company 2. Select Actions > New Contact from Same Company To Edit Contact Details: 1. Double-click on the contact to display the Contact window 2. Make the appropriate changes 3. Click on the Save and Close tool To Insert A Picture Into A Contact Card: 1. Open the contact card 2. Click on the Add Contact Picture button 3. Complete the file name and location details To Delete An Unwanted Contact: 1. Click on the contact to select it 2. Select Edit > Delete or click on the Delete tool To Recover A Deleted Contact: 1. Open the Deleted Items folder 2. Right-click on the contact entry and select Move to Folder 3. Select the destination folder and click on [OK] To Print The Contact Listing: 1. Ensure the contact listing is on display 2. Select File > Print Preview

18 Managing Contacts To Import Contact Information: 1. Open your data file 2. Select File > Import and Export 3. Follow the Wizard steps as directed 4. Map the fields if required, then click on [OK] To Organise Contacts With Views: 1. Select View > Arrange By > Current View 2. Select one of the views on the menu To Create A Custom View: 1. Select View > Arrange By > Define Views 2. Click on the name of a view to clone and click on [Copy] 3. Provide a new name and click on [OK] 4. Click on [Fields] 5. Remove/add fields as required and click on [OK] 6. Click on [Group By] if required and adjust grouping options 7. Click on [OK] twice 8. Select required view and click on [Apply View] To Set Contact Activity Options: 1. Select Tools > Options 2. Click on [Journal Options] 3. Set the desired options and click on [OK] until all dialog boxes are closed To Enter Encounters With A Contact: 1. Double click on a contact 2. Select Actions > New Journal Entry for Contact 3. Nominate the type of encounter, date, and text To Record Timed Encounters: 1. Display the contact details 2. Select Actions > New Journal Entry for Contact 3. Click on [Start Timer] 4. When finished click on [Pause Timer] To Review Encounter Details: 1. Select Go > Journal 2. Click on the expand button for Entry Type: <name> To Send To A Contact: 1. Click on the contact to select it 2. Select Actions > New Message to Contact 3. Complete and send the in the normal way To Add A Contact From 1. Double click on the message to open it 2. Right click on the address in From and select Add To Outlook Contacts To Create A Distribution List: 1. Select Actions > New Distribution List 2. Type a name for the list 3. Click on [Select Members] to choose members for the list 4. Click on To Use A Distribution List: 1. Select Actions > New Mail Message 2. Select the distribution list name from the Select Names dialog box

19

20 Tasks To Access Tasks: 1. Select Go > To Create Simple Tasks: 1. Select Actions > New Task 2. Enter the relevant details (e.g. subject, due date, priority) 3. Click on To Type Tasks Directly: 1. Click on Click here to add a new Task under Subject and type the task subject 2. Adjust whatever other fields you like 3. Click on another task to complete the date entry To Change Task Views: 1. Click on the desired view in the Navigation Pane at the left of the screen Or 1. Select View > Arrange By > Current View command To Sort A Task List: 1. Click on the heading in the Task list to sort in ascending order 2. Click again to sort in descending order To Mark A Task As Completed: 1. Click on the tick box at the left of the task in the task listing Or 1. Enter a percentage complete in % Complete in the Task window To Delete A Task: 1. Click on the task to select it 2. Select Edit > Delete or click on the Delete tool To Print A Task List: 1. Obtain the desired view of the list 2. Select File > Print Preview To Assign Categories To Labels: 1. Double click on the task 2. Click on [Categories] 3. Click on the appropriate category 4. Click on [OK]

21 Task Requests To Create A Task Request: 1. Select Actions > New Task Request 2. Enter the recipient details and the task details 3. Click on the Send tool To Complete A Task: 1. Click in the white box to the left of the task request in the Tasks list Or 1. Open the task and type 100 in % Completed To Accept A Task Request: 1. Double click on the task request e- mail message in your Inbox 2. Click on the Accept tool To Update Your Task Requests: 1. Open the message in your Inbox from the recipient of the task