Outlook 2007 Web Access User Guide

Outlook 2007 Web Access User Guide

Table of Contents Page i TABLE OF CONTENTS OUTLOOK 2007 MAIL... 1 Launch Outlook Web Access... 1 Screen Elements... 2 Inbox... 3 Read Mail... 3 Delete a Message... 3 New Message Window... 4 Compose a Message... 4 Formatting Text... 6 Send a Message... 6 Automatically Check Spelling... 7 Reply to a Message... 8 Reply to All... 8 Blind Carbon Copy... 9 Forward Mail... 9 Signatures... 10 Message Options... 11 Global Address Book... 12 Check Names Feature... 13 Recipient AutoComplete Cache... 13 Properties... 14 Working with Attachments... 15 Attach a File... 15 Read Attachments... 16 Creating a Distribution List... 18 Manage a List... 19 Using a Distribution List in an E-mail Message... 21 Out of Office Assistant... 22 Create a Folder... 23 Moving a Message to a Folder... 23 Empty Deleted Items... 25 Help Feature... 26

Page ii Table of Contents OUTLOOK 2007 CALENDAR... 27 Calendar... 27 Create an Appointment... 28 Navigating... 28 Recurring Event... 28 Calendar Schedule Outline... 29 Using an Exchange Server for Scheduling... 29 Create a Meeting Request... 30 Sending a Meeting Request... 30 Responding to a Meeting Request... 31 OUTLOOK 2007 CONTACTS... 33 Add Contacts... 33 Add with New Contact Button... 33 Add from Context Menu... 35 Contacts Toolbar... 35 Search Capabilities... 36 OUTLOOK 2007 TASKS... 39 New Task... 39 Mark a Task Complete... 40 Delete a Task... 42 Flagged Items... 42 OUTLOOK WEB ACCESS MAIL ICONS... 43 OUTLOOK WEB ACCESS CALENDAR ICONS... 44

Outlook 2007 Mail Page 1 Outlook 2007 Mail You must have an e-mail account on the CMS mail server to access CMS based e-mail. With a CMS e-mail account, you will be able to access your CMS e-mail on any computer with Internet access using Outlook Web Access. Launch Outlook Web Access Outlook 2007 is an e-mail program that will allow you to send, receive and manage electronic messages, maintain a calendar and contacts list, send meeting invitations and create reminders for yourself. To launch Outlook 2007 Web Access: 1. Connect to the Internet with an Internet browser. 2. Click once in the URL Address bar and type: email.cms.k12.nc.us 3. Press Enter (on the keyboard) or click Go.

Page 2 Outlook 2007 Web Access Guide 4. Verify the first option This is a public or shared computer is selected on the CMS welcome page. 5. Enter your user name and password. 6. Click [Log On]. The link on the CMS Outlook Web Access Welcome page will provide you access to the OWA Online Tutorials at Microsoft Online. If the link does not open the Web site automatically, copy and paste the URL into the Address bar of your browser. Screen Elements Before you begin using Outlook Web Access (OWA), take a few moments to familiarize yourself with the screen you will see after you login. Refer to the descriptions of the screen elements on the following pages. Inbox Pane Reading Pane Toolbar Navigation Pane View Buttons Use the Show/Hide Reading Pane icon to close the Reading Pane. When the Reading Pane is closed, double-click a message in order to view the contents.

Outlook 2007 Mail Page 3 1. Click the Reading Pane button on the Toolbar. 2. Select Off from the list. The Reading Pane is removed from the screen. Inbox When you open Outlook Web Access, the server automatically looks for and downloads new messages into your Inbox. If your messages are not automatically downloaded from the server, click the Check Messages button. Inbox default size 50 MB Inbox: messages deleted after 120 days. Sent Items: messages deleted after 120 days. Deleted Items: messages deleted after 30 days. Read Mail To read mail, double-click the message you want to read in the Inbox Pane. This will open the mail message in a new window, regardless of whether the Reading Pane is open or not. After you read a message, it will remain in the Inbox unless you delete it or move it to another folder. Delete a Message The [X] button on the Toolbar and at the top of a message window allows you to delete a message. This action actually moves the message from the Inbox folder into the Deleted Items folder. It will be necessary to delete the message from the Deleted Items folder to remove it from the mail server.

Page 4 Outlook 2007 Web Access Guide New Message Window Recipient Address Carbon Copy Format Toolbar Subject Line Content Pane Compose a Message 1. Microsoft Outlook Web Access should be open. 2. Click the Mail View button, if necessary. 3. Click the [New] button on the Toolbar. A new e-mail message opens in a separate window. 4. Click the To button to open the Address Book. 5. Type the first name or last name of a coworker. 6. Press Enter or click the magnifying glass icon. A list of names containing the search criteria will open.

Outlook 2007 Mail Page 5 7. Double-click on the desired name. The name will move into the To-> box at the bottom of the window. 8. Click [OK]. The Address Book will close and the New Message window will be restored. 9. Click in the text box for the Subject line. 10. In the Subject text box, type: New Mail System 11. Press the <Tab> key or click to position the insertion point in the Content Pane.

Page 6 Outlook 2007 Web Access Guide 12. Type a greeting and then: I am testing the new Outlook 2007 e-mail system in my Outlook class. 13. Press the <Enter> key once or twice and type your name. Formatting Text The Format toolbar in the message window allows you to change the appearance of text. Take a moment to familiarize yourself with the text formatting options. Font Style/Size Decrease/Increase Indent Highlight Customize Bold Italic Underline Lists Text Color Where can I find features like alignment options? The Customize button contains several additional features you may wish to add. Click the Customize button and add a check mark to any feature you would like to include on this toolbar. Remove the check mark from any feature you wish to hide. Send a Message Once a message has been typed, it is ready to be sent to the recipient. Check the spelling of a message before you click [Send]. A message full of spelling errors will not appear professional or well-planned. 1. Click the Spell Check button on the message window toolbar. Misspelled words will be indicated with red wavy underlines. Hint: If you click the Spell Check button list arrow, you will see the following box. Click [OK] to begin the spell checker. 2. Click the [Send] button in the message window. 3. Click the Sent Items folder at the left side of the Inbox window. Your message now appears in the Sent list. 4. Click the Inbox folder to restore the view of the Inbox.

Outlook 2007 Mail Page 7 The Spell Check button itself will indicate misspelled words with red wavy underlines. Right-click on the words with red wavy underlines to access the Spell Check context menu for corrections. Automatically Check Spelling You may find it beneficial to automatically check spelling on each message before it is sent. To set up an automatic spell check, follow these steps: Click the Options button in the upper right corner of the screen. Select the Spelling category. Place a check mark before the option Always check spelling before sending. Click [Save]. The server will respond Saved successfully beneath the [Save] button.

Page 8 Outlook 2007 Web Access Guide Reply to a Message By using the reply feature, you do not have to type in the individual's e-mail address. The original message will be included in the reply in the Contents window. Type your response in the Contents Pane above the Original Message. 1. Select any message in your Inbox. Remember to double-click the message if you want it to open in a new message window before you click the Reply button. 2. Click the Reply button. A New Message window opens with the insertion point positioned above the original message. The sender s e-mail address appears in the To text box. 3. Type a reply to the message above the original message. 4. Click [Send]. Reply to All If a message you receive has been sent or copied to other recipients, this button allows to you respond to the sender and all others indicated on the message.

Outlook 2007 Mail Page 9 Blind Carbon Copy If a message you are sending needs to be received by an individual without the other recipient s knowledge, use Bcc (blind carbon copy). The steps for including Bcc recipients are as follows: Click the To or Cc button in the message window. The address book opens. Click in the Bcc text box to position the insertion point. Double-click the name of the recipient(s) you wish to blind copy, OR Select the recipient you wish to blind copy and then click the [Bcc] button. Click [OK] Forward Mail If you receive a message that would be of importance to someone else, use the Forward button. Any attachments in the original e-mail message will be included in the forwarded message. The contents of the original message will automatically be included in the body of the e-mail. 1. Display the Inbox, if necessary. 2. Select a message. 3. Click the Forward button on the Toolbar. The message opens in a new window. The To address line is blank. Notice the letters FW: now appear before the original subject.

Page 10 Outlook 2007 Web Access Guide 4. Type the e-mail address for a workshop participant. 5. Type a short message and send. The original message forwards to the new recipient. Signatures Create a signature to add your name automatically to every new message. 1. Click the Options button in the upper right corner of your Outlook Web Access screen. 2. Verify the Messaging category is selected. 3. Click in the E-mail Signature box. 4. Type your name, title and any required contact information. 5. Type or copy the required disclaimer, if applicable. 6. Change the font style or size using the format options. 7. Place a check mark before Automatically include my signature on outgoing messages. 8. Click [Save], located in the upper left corner of the Options page. The signature saves and is automatically added to new messages.

Outlook 2007 Mail Page 11 Message Options Additional options for messages are available from the context menu. Rightclick on any message to access these options: Mark as Unread will restore the message icon to a closed envelope and display the sender name in bold. The Junk E-Mail options allow you to add a sender to a blocked list or to redirect a sender from the Junk E-Mail folder by adding them to a Safe Senders List.

Page 12 Outlook 2007 Web Access Guide Global Address Book Use the Global Address Book to send an e-mail message to any individual or group which has been added to the CMS Exchange Server. To access the Global Address Book in a new message window: Click the To or Cc buttons, OR Click the Address Book button on the Message toolbar Click the Check Names button on the Message toolbar 1. Click the gray To button in a new message window. 2. Begin typing the first few letters of the recipient s name. 3. Press <Enter> to search for that person or persons whose names begin with that/those letter(s). 4. Double-click the name of a recipient for this e-mail. 5. Click [OK] to close the Address Book window.

Outlook 2007 Mail Page 13 Check Names Feature Use the Check Names button in the Message toolbar to quickly access names in the Global Address List. 1. Begin a new message. 2. Click in the To text box and type a first name of a coworker. 3. Click the Check Names button. A list will appear if more than one match is found. 4. Click on the desired name. Recipient AutoComplete Cache Outlook Web Access also provides an AutoComplete cache for recipient names. Once you have sent a message to a recipient, Outlook will store that name in cache for quick retrieval. As soon as you begin to type the name, the AutoComplete feature will display all matches for the letters you type. Click on the desired name to insert in the message header.

Page 14 Outlook 2007 Web Access Guide Properties The Global Address List also provides access to scheduling calendars for CMS coworkers. These calendars are available from: A name in a new or sent message window Global Address List window A name in the Find Someone box 1. Right-click on a name in the Message window. 2. Choose Properties. The free/busy time for this individual is displayed in a new window.

Outlook 2007 Mail Page 15 3. Use the scroll bar to forward to a specific date or use the drop-down calendar from the Availability box. Working with Attachments An attachment is a file you want to send along with your e-mail message. To send an attachment, use the Attach File button, represented by a paper clip, in the New Message window. Attach a File 1. Begin a new e-mail message. 2. Type the e-mail address for a coworker. 3. Type Attachments in the Subject: line. 4. For the message contents, type: Please look at the attached file and give me your comments. Thanks! Your name 5. Click the Attach File button in the message window. The Attach Files dialog box opens.

Page 16 Outlook 2007 Web Access Guide 6. Click the [Browse] button and locate the file or image to attach. 7. Double-click the file. 8. Click [Attach]. The file inserts as an attachment. 9. Click the [Send] button to send the message. Read Attachments When you receive a message with an attachment, the Inbox will display a paper clip icon. Open the message and click the attachment link to view the attachment. Before you decide whether or not to save an attachment, it is wise to first view the attachment. In this exercise, open the file attached to your e-mail message. 1. Display your Inbox, if necessary. 2. Click the Check Messages button if you do not see the attachment message sent in the previous exercise.

Outlook 2007 Mail Page 17 3. Open the new message with the paper clip icon. 4. Right-click the attachment. A dialog box will appear prompting you to Open or Save the message. 5. Click the [Open] button. The file opens in the application window. 6. Close the message window. If you wish to save an attachment to a personal folder on the CMS network, right-click the attachment and choose [Save]. The Save Attachment dialog box will open and you can select the desired folder. You may also save the file using the File menu option when the attachment is open. Delete the message containing the attachment after saving.

Page 18 Outlook 2007 Web Access Guide Creating a Distribution List A distribution list is a collection of e-mail addresses for individuals or departments that can be grouped into a category. 1. Click the New button list arrow on the Standard Toolbar. 2. Select Distribution List. Depending on which View you are in (Inbox, Contacts, Calendar) the Distribution List option may be near the top or in the middle of the list. A new window opens. 3. Type a name for the distribution list into the Name: box. 4. Click the Members-> button (located at the bottom of the Address Book window). 5. Double-click another name in the address list to add to the members. 6. Select additional members. 7. Click [OK]. 8. Click [Add to List]. You now see access buttons to Add to List and Remove from List. 9. Click [Save and Close].

Outlook 2007 Mail Page 19 Manage a List Distribution Lists will be included in Contacts view. While in Contacts view, click the Distribution List option button in the Navigation Pane to view only lists. A list will appear in boldface type with a people icon. Click on a list once to select it and view the members in the Reading Pane when it is open. To edit a distribution list, double-click on the list to open the Distribution List window. Existing members will appear in the list. Add to List Save and Close Members Remove from List

Page 20 Outlook 2007 Web Access Guide To add members in the Distribution List window: 1. Click the Members button. 2. Double-click a coworker s name from the Global Address List. 3. Click [OK]. 4. Click the [Add to List] button in the Distribution List window. 5. Click [Save and Close]. To remove members in the Distribution List window: 1. Click a member s name in the list. 2. Click the [Remove from List] button in the Distribution List window. 3. Click [Save and Close]. To add names from an existing message: 1. Double-click to open a sent message from the Sent Items folder. 2. Highlight all of the names in the To box. 3. Press Ctrl + C from the keyboard (to copy all the names). 4. Close the message window. 5. Switch to Contacts view. 6. Double-click to open an existing Distribution List or begin a new one. 7. Click in the Members box. 8. Press Ctrl + V from the keyboard (to paste all of the names). 9. Click [Add to List]. 10. Click [Save and Close].

Outlook 2007 Mail Page 21 Using a Distribution List in an E-mail Message 1. Begin a new e-mail message. 2. Click the To button. 3. Select Distribution List from the Contacts category. 4. Click the distribution list you created. 5. Click the To button. 6. Click the [OK] button. The distribution list appears in the To box of your e-mail message. 7. Type your message and then click [Send]. To verify the names in a list before you send the message, double-click on the distribution list name once it is added in the To box.

Page 22 Outlook 2007 Web Access Guide Out of Office Assistant Use the Out of Office Assistant to set up a message that will send automatically to everyone who sends you e-mail during an absence. 1. Click the Options button in the upper right corner of the screen. 2. Select Out of Office Assistant. 3. Click the option Send Out of Office auto-replies. 4. Select the check box to Send Out of Office auto-replies only during this time period. 5. Select a Start date and time and an End date and time. 6. In the first message box for senders inside my organization, type this message: I am out of the office for the holiday. I will respond to your e-mail once I return. If this is an emergency, please contact Wendy Day during normal business hours at: wendy.day@cms.k12.nc.us When you click [Save], this message will be sent to anyone who e-mails you during the specified time frame. This action remains in place until you disable the assistant by selecting Do not send Out of Office auto-replies. If you selected a time period, the Out of Office Assistant will disable on the date and time you specified. Notice that you can also direct the Out of Office Assistant to send auto-replies to senders outside CMS by enabling the check box for Send Out of Office auto-replies to External Senders. It will be necessary to create a second message if you enable this option. Use Ctrl + C to copy the first message and Ctrl + V to paste into the external message box.

Outlook 2007 Mail Page 23 Create a Folder Create your own folders to move e-mail from the Inbox when you need to store messages longer than 120 days or to organize messages. Use the File New Folder command to create a new folder. Designate where the folder should be located in the folder list. Remember to create a unique name for each new folder. Do not use the name of an existing folder. 1. Return to Mail View, if necessary. 2. Right-click the Inbox folder. 3. Choose Create New Folder from the context menu. 4. Type a folder name. Moving a Message to a Folder 5. Click away from the folder. The new folder appears in the folders list. Notice the Inbox folder now has a minus symbol in front of it, designating a folder with displayed subfolders. Drag-and-drop messages from one folder to another. Use the Move or Copy to Folder button. Select the desired folder. Click [Move] or [Copy].

Page 24 Outlook 2007 Web Access Guide Choose the desired folder. Click [Move] or [Copy]. To select multiple messages: click the first message and hold the Ctrl key down while you click on additional messages. Important messages should be moved to personal folders. All messages in these folders will be included in regular back-ups on the Exchange Server.

Outlook 2007 Mail Page 25 Empty Deleted Items It is necessary to empty the messages in the Deleted Items folder to manage the space in your mailbox. The options for emptying messages in the Deleted Items folder using Outlook 2007 are outlined in the following table. Starting Point Deleted Items Folder Deleted Items Folder Deleted Items Folder Steps Click to open the Deleted Items folder. Select the message(s) you wish to delete. Click the Delete button, [X]. Right-click the Deleted Items Folder Choose Empty Deleted Items. A message displays to confirm you want to delete all the items. Click [OK]. Click to open the Deleted Items folder. Right-click the message(s) you wish to delete. Select Delete from the context (shortcut) menu. For those CMS employees who were using Outlook before the conversion to Outlook with Exchange, you will have two Inboxes. One will contain old messages that were stored on the server. The other will be for new incoming mail on the Exchange Server. You will also see a Sent folder which contains all messages sent prior to the Outlook 2007 conversion. The Sent Items folder will only contain messages sent after the Outlook conversion.

Page 26 Outlook 2007 Web Access Guide Help Feature The Help feature in Outlook Web Access provides assistance with the various aspects of the application. Click the blue question mark in the upper right portion of the main screen or press <F1>. This will launch Help in a new window. Click a link to read more information about the selected feature. Click the + preceding a link to expand the topics. Click the [X] (close) button on the Help window when you are ready to exit Help.

Outlook 2007 Calendar Page 27 Outlook 2007 Calendar The calendar feature in Outlook 2007 Web Access is hosted over the CMS Exchange Server. This means that it is possible for you to see basic free/busy information on calendars for other CMS employees. Remember, calendars are only as complete as you or any other user makes them. The calendar feature must be regularly updated to portray accurate information about an individual s schedule. Calendar Click the Calendar button to view the calendar. You can change the view of your calendar to be daily, week-day, weekly or monthly. View Icons Today s Events Monthly Miniature At the top of the calendar are view icons: Today, Day, Work Week, Week and Month. Click these tabs to change the calendar view from daily to weekly or monthly. Monthly View

Page 28 Outlook 2007 Web Access Guide Create an Appointment Use the Toolbar to quickly add a new event or task to your calendar, or click the appropriate time, on the appropriate day and begin to type in the information for an appointment. The Day View is the default opening screen for the Outlook 2007 calendar. Practice switching to a new View and adding an event to your calendar. 1. Click the Calendar button to switch to Calendar view, if necessary. 2. Click the Week view icon. A weekly calendar appears. 3. Click the New button and select Appointment. 4. Select a Date during the current week. 5. Type: Budget Request Meeting, Initial for the Subject. 6. Type: Room 032 for the Location. 7. Type a Start time for Thursday at 9:15 AM. 8. Type an End time for Thursday at 11:15 AM. 9. Click the [Save and Close] button to add the appointment to your calendar. Navigating You can use the vertical scroll bar to navigate between appointments for a given day or you may click on a new day to view appointments for that date. You can also quickly navigate appointments for the week or month by changing the View. Recurring Event A recurring event indicates the event will occur more than once at a specified interval (daily, once a week, once a year, etc). 1. The current date should be displayed on the calendar. 2. Forward to the next month. 3. Select the first Monday in the month and type Holiday. 4. Click the check box for All day event. 5. Click the Recurrence button in the Holiday event window. The Appointment Recurrence dialog box displays. 6. Choose Yearly for the Recurrence pattern. The options change allowing you to decide if you want the event to occur the same day each year or the first Monday of the month. 7. Select the option button for the first Monday of the month.

Outlook 2007 Calendar Page 29 8. Click [OK]. The event has been set to occur every year. 9. Click [Save and Close]. Outlook 2007 will remember the last settings you applied to the calendar view, making it easy for you to customize the calendar to the view you use most often. In Outlook 2007, simply drag-and-drop events on the calendar to change time or date. Calendar Schedule Outline On an Exchange Server, you can see a basic scheduling outline of other users calendars that are on the CMS Exchange Server. This scheduling assistant allows you to view free time, busy (scheduled) or out of the office hours for other users. Using an Exchange Server for Scheduling On an Exchange Server, use the Scheduling Assistant to review another person s schedule. Individual schedules are shown with blocked times indicating that an individual is free (white), tentatively busy (blue hashed), busy (blue) or out of the office (purple) and may look similar to the screen clip on the next page. The color legend is conveniently located at the bottom of the Scheduling Assistant window.

Page 30 Outlook 2007 Web Access Guide Notice beneath the calendar on the right-hand side are recommended times and dates. It informs you of times that participants are free for a meeting and the number of required participants compared to non-required, or optional participants that would be able to attend. Create a Meeting Request When you create a meeting request, use the Scheduling Assistant to view an outline of the schedule for each invitee to a meeting. Keep in mind, the scheduling tool will only be as accurate as the information completed in each individual calendar. Sending a Meeting Request Use the New button drop-down list on the toolbar to initiate a meeting request. 1. Click the New drop-down list button on the Toolbar and select Meeting Request. An untitled meeting window opens. 2. Type the names of two coworkers, separated by a semi-colon, in the Required box or select two from your address book. 3. Click the Scheduling Assistant tab in the Meeting Request window. The Scheduling Assistant recommends meeting times when the required and/or optional attendees are available.

Outlook 2007 Calendar Page 31 4. Select the first time you are all available to meet. 5. Click the Appointment tab once you have selected a date and time. 6. Enter a Subject. 7. Type Conference Room A for the Location. 8. Click [Send]. The meeting request is mailed to the selected recipients. Responding to a Meeting Request Courtesy dictates that you respond to a request for a meeting by accepting, declining or tentatively accepting the request. To respond to a meeting request, you should click the buttons located in the header of the e-mail.

Page 32 Outlook 2007 Web Access Guide You may choose whether or not to edit the response before you decline, accept or tentatively accept a meeting request. To edit a response, click the list arrows for the accept, decline or tentatively accept buttons. If you accept or tentatively accept a meeting request, it will automatically be added to your calendar.

Outlook 2007 Contacts Page 33 Outlook 2007 Contacts Add Contacts There are several ways to add contacts to your Outlook Address Book, including: Manually input contact information using the New button Right-click the name of a sender to select Add to Contacts from the context menu Add with New Contact Button Once a recipient has been added to your address book, their name will be available in the Recipient AutoComplete list along with any names from the Global Address List. To manually add a new contact, use the New button while in Contacts view. 1. Click the Contacts View button. 2. Select one of the filters on the left to view All contacts, only People, or to filter only Distribution Lists. 3. Click the New button on the Toolbar. The New Contact dialog box opens.

Page 34 Outlook 2007 Web Access Guide 4. Fill in the First Name and Last Name. 5. Select the format that you would like to File as. 6. Scroll down to the Contact area and type the full e-mail address for the individual. 7. Enter any other information. 8. Click the [Save and Close] button on the Contact tab. The contact will be filed in alpha order by the first name or last name depending on the File as selection. Notice there is room for additional contact information as you scroll down the Contact window. You can include phone and fax numbers, mailing and physical addresses, personal information and any notes you may need for the individual.

Outlook 2007 Contacts Page 35 Add from Context Menu When you receive a message, you can add the user s e-mail address to your Address Book while the message window is still open. You may also select a name from a Sent message. Follow these steps: 1. Right-click the name of an individual in an e-mail message. 2. Select Add to Contacts from the context menu. A Contact dialog box opens, complete with the email address and some contact information. The amount of information which is captured will vary by recipient. 3. Scroll down to verify the e-mail address and name. 4. Add any additional information for this contact. 5. Click the [Save and Close] button when all information is entered for this contact. Contacts Toolbar In addition to the filters in the Navigation Pane in Contacts view, you may also select a contact or a distribution list to begin a new message or a meeting request. Both icons are available on the Contacts toolbar. Send a Message

Page 36 Outlook 2007 Web Access Guide Send a Message: 1. Click on a contact or distribution list. 2. Click the New Message icon in the toolbar. A new message window will open with the e-mail address included or the distribution list. Send a Meeting Request: Send a Meeting Request 1. Click on a distribution list. 2. Click the New Meeting Request icon in the toolbar. A new meeting request window will open with the distribution list included. 3. Right-click once on the distribution list name. 4. Choose Properties to see the individual addresses. Search Capabilities Search capabilities are available in every view in Outlook 2007 Web Access. To locate a specific contact: 1. Click in the Search Contacts box. 2. Type a first or last name. 3. Press <Enter> or click the magnifying glass icon. 4. Click on the drop-down arrow to expand the search to include additional folders.

Outlook 2007 Contacts Page 37 If you are organizing contacts by color categories, you may also search for a category. Click on the double arrows to the right of the magnifying glass icon to open the search by category options.

Page 38 Outlook 2007 Web Access Guide

Outlook 2007 Contacts Page 39 New Task Outlook 2007 Tasks You can maintain a list of tasks using Outlook 2007. In this section, you will learn to add, edit and delete a task. You can mark tasks as complete and add follow-up flags as reminders. 1. Click the Tasks button to access the Tasks View. 2. Click the New button. The Untitled Task window appears. 3. Type a Subject. 4. Select a Start Date and Status. 5. Select a Due date and Priority. 6. Click on the check box for Reminder and set a date and time. 7. Click [Save and Close]. The Task appears in the Task Pane.

Page 40 Outlook 2007 Web Access Guide 8. Enable the Reading Pane and click once on the task. Complete details about the task display. 9. Double-click a task to open the task window to make changes. There are several different filters to view tasks. Select the All filter button in the Navigation Pane and select Flagged Items and Tasks. Mark a Task Complete You can show progress on a task or update it to read Completed. When the due date for a task has passed before the task is marked complete, the task will display overdue. Open the Task window to indicate progress on a task. 1. Double-click the task or click the Edit icon. 2. Click the list arrow for the % Complete box. 3. Select a level of completeness. 4. In the % Complete: box, use the scroll arrows to choose a number to represent how much of the task has been completed. 5. Click the [Save and Close] button.

Outlook 2007 Contacts Page 41 Use the Mark Complete icon: 1. Click once on a task in the Task list. 2. Click the Mark Complete icon. Once a task has been completed, it will be erased from the Active filter. You may view the completed task(s) using the All filter option in the Navigation Pane or by selecting Tasks in the Navigation Pane. Any completed task will display in gray, with a check mark and strikeout. If you would like to change the date a task is due (a red flag indicates Today, for example) or if you want to mark the task as complete, right-click the flag and select from a list of options, as seen in the next illustration.

Page 42 Outlook 2007 Web Access Guide Delete a Task To delete a task while working in Task view. Click the check box to the left of the task Click the [X] button on the Tasks toolbar OR Select the task Press the <Delete> button on the keyboard OR Right-click on the flag Select Delete Task Flagged Items The same flag options may be used to mark e-mails for follow-up or reminders. 1. Click on Mail view. 2. Right-click on a clear flag for a message. 3. Select the desired option.

Outlook 2007 Contacts Page 43 Outlook Web Access Mail Icons New Mail Message Print Message Move to Folder Delete Message Reply to Sender Reply to All Recipients Forward Categories Follow-up Check Messages Create Rule Address Book Single Line Preview Previous/Next Message Help

Page 44 Outlook 2007 Web Access Guide Outlook Web Access Calendar icons New Appointment Print Appointment Delete Appointment Categorize Cancel Invitation Go to Current Date Address Book Calendar Views Recurrence Importance High/Low Attach File