Outlook 2007 Guide Frequently Asked Questions
TABLE OF CONTENTS Share Your Default Calendar with Specified People... 1 Share a Custom Calendar with Specified People... 2 Share a Custom Calendar Folder with Everyone... 3 Revoke or Change People Access to Your Calendar... 4-5 Share Your Calendar by using Delegate Access... 6 Open a Shared Calendar... 7-8 Outlook Import Contacts... 9-14 Recall and Replace a Message... 15-17 Share a Folder... 18-19 Delay Sending a Message... 20 Appointments... 21-25 Creating a Signature... 26-28
Share your default Calendar folder with specific people The default Calendar folder in Outlook is created in each Outlook profile. This folder cannot be renamed or deleted. 1. In Calendar, in the Navigation Pane, click Share My Calendar. NOTE If you are using the Navigation Pane in Minimized view, in the Navigation Pane, click, click Navigation Pane, and then click Share My Calendar. Enter the name of the person that you want to grant access to view your calendar. Type a subject for your e-mail message. Click this check box to grant the recipient permission to view your calendar. Click this check box to specify that you want to ask the recipient to share his or her calendar with you. This is optional. 2. In the To box, enter the name of the recipient for the sharing invitation message. 3. In the Subject box, type a subject for the e-mail message. 4. In addition, you can request permissions to view the recipient's default Calendar folder. To do so, select the Request permission to view recipient's Calendar check box. NOTE If you want to request access to a calendar folder other than the default Calendar folder, you must send an e-mail message asking for permissions to that particular folder. This option requests access to the recipient's default Calendar folder only. 5. In the message body, type any information that you want to include. 6. Click Send. 1
Share a custom calendar folder with specific people The default Calendar folder in Outlook is created in each Outlook profile. This folder cannot be renamed or deleted. You can create additional calendar folders and these folders can be renamed or deleted. This section includes instructions to share calendar folders that you create. 1. In Calendar, in the Navigation Pane, right-click the calendar folder that you want to share. NOTE If you are using the Navigation Pane in Minimized view, in the Navigation Pane, click, click Navigation Pane, right-click the calendar that you want to share, and then click Share calendar name. 2. Click Share folder name. 3. In the To box of the sharing invitation, enter the name of the recipient. 4. Optionally, change the Subject. 5. In addition, if you want to, grant permissions to the recipient to change your calendar items by selecting the Recipient can add, edit, and delete items in this Calendar check box. 6. In the message body, type any information that you want to include. 7. Click Send. 8. Review the confirmation dialog box, and then, if correct, click OK. 2
Share a custom calendar folder with everyone The default Calendar folder in Outlook is created in each Outlook profile. This folder cannot be renamed or deleted. You can create additional calendar folders and these folders can be renamed or deleted. This section includes instructions to share calendar folders that you create. 1. In Calendar, in the Navigation Pane, right-click the calendar folder that you want to share. NOTE If you are using the Navigation Pane in Minimized view, in the Navigation Pane, click, click Navigation Pane, right-click the calendar that you want to share, and then click Share calendar name. 2. Click Change Sharing Permissions. 3. On the Permissions tab, in the Name box, click Default. 4. Under Permissions, in the Permission Level list, click a permission level. With this permission level (or role) Owner Publishing Editor Editor Publishing Author Author Contributor Reviewer Custom None You can Create, read, modify, and delete all items and files, and create subfolders. As the folder owner, you can change the permission levels that other people have for the folder. (Does not apply to delegates.) Create, read, modify, and delete all items and files, and create subfolders. (Does not apply to delegates.) Create, read, modify, and delete all items and files. Create and read items and files, create subfolders, and modify and delete items and files that you create. (Does not apply to delegates.) Create and read items and files, and modify and delete items and files that you create. Create items and files only. The contents of the folder do not appear. (Does not apply to delegates.) Read items and files only. Perform activities defined by the folder owner. (Does not apply to delegates.) You have no permission. You cannot open the folder. 3
Revoke or change other people's access to your calendar folders At any time, you can change or revoke someone's access permissions to your calendar folders. 1. In Calendar, in the Navigation Pane, right-click the calendar folder for which you want to change permissions. NOTE If you are using the Navigation Pane in Minimized view, in the Navigation Pane, click, click Navigation Pane, right-click the calendar for which you want to change permissions, and then click Change Sharing Permissions. 2. Do one of the following: Revoke or change access permissions for everyone 1. On the Permissions tab, in the Name box, click Default. 2. Under Permissions, in the Permission Level list, click None to revoke permissions or any of the other options to change permissions. 3. With this permission level (or role) Owner Publishing Editor Editor Publishing Author Author Contributor Reviewer Custom None You can Create, read, modify, and delete all items and files, and create subfolders. As the folder owner, you can change the permission levels that other people have for the folder. (Does not apply to delegates.) Create, read, modify, and delete all items and files, and create subfolders. (Does not apply to delegates.) Create, read, modify, and delete all items and files. Create and read items and files, create subfolders, and modify and delete items and files that you create. (Does not apply to delegates.) Create and read items and files, and modify and delete items and files that you create. Create items and files only. The contents of the folder do not appear. (Does not apply to delegates.) Read items and files only. Perform activities defined by the folder owner. (Does not apply to delegates.) You have no permission. You cannot open the folder. 4
Revoke or change permissions for one person 1. On the Permissions tab, in the Name box, click the name of the person whose access permissions you want to change. 2. Under Permissions, in the Permission Level list, click None to revoke permissions or any of the other options to change permissions. With this permission level (or role) Owner Publishing Editor Editor Publishing Author Author Contributor Reviewer Custom None You can Create, read, modify, and delete all items and files, and create subfolders. As the folder owner, you can change the permission levels that other people have for the folder. (Does not apply to delegates.) Create, read, modify, and delete all items and files, and create subfolders. (Does not apply to delegates.) Create, read, modify, and delete all items and files. Create and read items and files, create subfolders, and modify and delete items and files that you create. (Does not apply to delegates.) Create and read items and files, and modify and delete items and files that you create. Create items and files only. The contents of the folder do not appear. (Does not apply to delegates.) Read items and files only. Perform activities defined by the folder owner. (Does not apply to delegates.) You have no permission. You cannot open the folder. Repeat step 2 for each person whose access permissions you want to modify. 5
Share your calendar by using Delegate Access Similar to having an assistant help you manage your incoming paper mail, you can use Microsoft Office Outlook to allow another person, known as a delegate, to receive and respond to meeting requests or responses and to send e-mail messages on your behalf. You can also grant additional permissions that allow your delegate to read, create, or have full control over items in your Exchange mailbox. Delegate Access is a more advanced feature than just sharing your Outlook folders. If you want to grant additional permissions, such as allowing a delegate the ability to create e-mail messages or respond to meeting requests on your behalf, you must use Delegate Access. NOTES As the manager, your mail must be delivered to your mailbox on the Exchange server, not to a Personal Folders file (.pst) on your computer. You and the delegate must use the same version of Office Outlook. 1. On the Tools menu, click Options, and then click the Delegates tab. 2. Click Add. 3. In the Type name or select from list box, enter the name of the delegate to whom you want to grant permissions. To add multiple delegates simultaneously, hold down CTRL and click their names in the Name list. The permissions you select will apply to all of the delegates. 4. Click Add, click OK, and then click a type of permission for each Outlook folder to which you want the delegate to have access. 5. If you want your delegate to see items that you have marked private, select the Delegate can see my private items check box. 6
Open a Shared Calendar 1. In Calendar, click Open a Shared Calendar. 2. Type a name in the Name box, or click Name to select a name from the Address Book. 3. Click OK. The shared Calendar appears next to any calendar that is already in the view. After you access a shared Calendar for the first time, the Calendar is added to the Navigation Pane. The next time you want to view the shared Calendar, you can click it in the Navigation Pane. If the other person who s Calendar you want to open has not granted you permission to view it, Outlook prompts you to ask the person for the permission that you need. If you click Yes, a sharing request e-mail message opens automatically. The message requests the person to share his or her Calendar with you and also provides the option to share your default Calendar with him or her. 7
NOTES You can open only the default Calendar. Even if a person has created an additional calendar, you can open only the default Calendar. To remove a calendar from the Other Calendars list, right-click the calendar, and then click Remove from Other Calendars. The owner of the calendar items controls who can see the items and change them. You can view up to 30 calendars in side-by-side mode in Calendar view. However, custom view settings on your calendar may not be displayed correctly if you use this mode. To ensure that your custom view settings are displayed right-click any calendar in the list of shared calendars, and then click Open on the shortcut menu. The calendar will open, and any other open calendars will close. The view settings for the selected calendar will be in effect for the current calendar and for any additional calendars that you view subsequently in side-by-side 8
Outlook Import Contacts 1. If you want to put these contacts into a new contacts folder, create the folder first by right clicking your mailbox name at the top and selecting new folder as shown below. 2. Next, fill in the New Folder as shown below and select OK. 9
3. To import your contacts txt file, created before the migration, perform the following steps from within your Outlook client. You cannot perform these functions via Outlook Web Access (OWA) as there is no Import/Export functionality built into the web based application. Click "file", Import Export Select "Import from another program or file" and click Next 10
Select "Tab Separated Values (DOS)" and click Next Enter the location of the file you wish to import from. Select Do Not Import Duplicated Items and click Next 11
Select your destination folder. This should be the contacts folder you wish to place your contacts into. Select Next. In the "Import a file", check the box next to the file name you are importing and then select "Map Custom Fields" on the right. It may throw you directly into the custom fields pane by default when you check the box to the left of the file name. 12
In the "Map Custom Fields" pane, as shown below, you must associate your entries on the left with what they match to on the right by dragging them over to the appropriate entry and dropping them on it. For example, drag the first name over to Name\First Name, drag the last name over and drop it on Last name, etc. You would go down the list dragging and dropping the items on the left to matching items on the right. Click the "+" next to the Entry on the right to expand it for more granular items such as First Name, Last Name under Name. Each entry you drag over and drop should appear to the right of the item you dropped it on. This shows the import function how to associate the items in your txt file to the corresponding type in your Contacts form. You may have to go through a number of your contact entries on the left in order to associate all of the fields properly as some contracts may have more information in them that need to be associated than others. Click the "Next" or "Previous" buttons to cycle through your contacts in your txt file. For example, one contact may have multiple email addresses, phone numbers, or other entries that need to be properly linked in before you go to the import process in the next step. Once you have associated the contact entries click "OK" to continue. 13
Click Finish to complete the process. At this time the wizard will run, adding the contact entries into the contacts folder you selected earlier. If all went well you should now have contacts imported into the contacts folder you selected to import into. 14
Recall and replace a message You send an e-mail message, asking your co-workers to review the sales figures for this year, but you forget to attach the sales figures. After you send the message, your Inbox is flooded with messages that ask "What attachment?", "I didn't get the attachment!", or "Can you resend the attachment?" How can you undo your error? You can recall the original message and then resend it with the missing attachment. For all of your co-workers who haven't opened the message yet, you can perform an e- mail sleight of hand and replace the original message with another one that contains the attachment. Recall and replace a message Do the following: 1. In Mail, in the Navigation Pane, click Sent Items. 2. Open the message that you want to recall and replace. 3. On the Message tab, in the Actions group, click Other Actions, and then click Recall This Message. 4. Click Delete unread copies and replace with a new message. NOTE If you are sending the message to a large number of people, you may want to clear the Tell me if recall succeeds or fails for each recipient check box. 5. Click OK, and then type a new message and include the attachment. 6. Click Send. 15
In another scenario, you accidentally send a message announcing a party for your staff that afternoon. However, the party is actually scheduled for the next week. In this case, you want to recall the message but not replace the message at this time. Recall a message Do the following: 1. In Mail, in the Navigation Pane, click Sent Items. 2. Open the message that you want to recall. 3. On the Message tab, in the Actions group, click Other Actions, and then click Recall This Message. 4. Click Delete unread copies of this message. NOTE If you are sending the message to a large number of people, you may want to clear the Tell me if recall succeeds or fails for each recipient check box. 16
Select whether you want to only delete the message or delete and replace the message. Select the check box to receive a confirmation that the recall was successful. 17
Share a folder 1. To share an e-mail folder, in the Navigation Pane, click Mail. 2. Right-click Mailbox - your name, and then click Sharing. 3. Click Add. 4. Select the other person that you want to give permissions to, and then click Add. 5. Select the person's name in the list, and then for Permission Level, select Reviewer. 6. Click OK. 7. Right-click the folder you want to give the other person permissions to view, and then click Sharing. 8. Click Add. 9. Select the other person you want to give permissions to, and then under Add Users, click Add. 10. Select the person's name in the list, and then for Permission Level, select Reviewer. Note If you want the person to be able to change items, select Editor. To share a folder that is not directly beneath Mailbox - user name, like the Inbox, Contacts, Calendar, Notes, or Journal folders, you must do the following on each folder that is higher in the folder tree. 1. Right-click the folder, and then click Sharing. 2. Click Add. 3. Select the other user you want to give permissions to, and then under Add Users, click Add. 18
4. Select the user's name in the list, and then for Permission Level, select None. The top folder, Mailbox - Your Name, must be shared to share any folder beneath it. The Inbox folder must be shared to share any of the folders beneath it, such as the Prospective clients folder. You can set the Inbox folder permissions to None to prevent others from viewing the contents. The Prospective clients folder should have at least Reviewer permissions for other people to view the contents. Open shared folders 1. On the Tools menu, click E-mail Accounts. 2. Click View or change existing e-mail accounts, and then click Next. 3. Click the Exchange Server account, and then click Change. 4. Click More Settings. 5. On the Advanced tab, under Mailboxes, click Add. 6. Type the other user's name, and then click OK twice. 7. Click Next, and then click Finish. You might need to quit and restart Outlook for the other person's folders to appear in your Navigation Pane. 19
Delay sending a message 1. On the Options tab, click the arrow to access Message Options. 2. Under Delivery options, enter the preferred delivery date and time. 20
Appointments Create an appointment 1. On the File menu, point to New, and then click Appointment. Keyboard shortcut To create an appointment, press Ctrl+Shift+A. 2. In the Subject box, type a description. 3. In the Location box, type the location. 4. Enter the start and end times. TIP You can type specific words and phrases in the Start time and End time boxes instead of dates. For example you can type Today, Tomorrow, New Year s Day, Two Weeks from Tomorrow, Week from Yesterday, Three days before New Year's Day, and most holiday names. 5. Select any other options that you want. 6. To make the appointment recur, on the Appointment tab, in the Options group, click Recurrence. 7. Click the frequency (Daily, Weekly, Monthly, Yearly) with which the appointment recurs, and then select options for the frequency. 21
8. Click OK. 9. On the Appointment tab, in the Actions group, click Save & Close. TIP Quickly add a new appointment by using the new Click to Add Appointment feature in Microsoft Office Outlook 2007. Rest your mouse pointer over any blank area on the calendar grid, and then click to add an appointment. Change an appointment 1. Open the appointment that you want to change. 2. Do one of the following: Change options for an appointment that is not part of a series 1. Change the options, such as subject, location, and time, that you want to change. 2. On the Appointment tab, in the Actions group, click Save & Close. Change options for all appointments in a series 1. Click Open the series, and then change any options, such as subject, location, and time, that you want to change. 2. To change recurrence options, on the Recurring Appointment tab, in the Options group, click Recurrence, change the options, such as time, recurrence pattern, or range of recurrence, and then click OK. 3. On the Recurring Appointment tab, in the Actions group, click Save & Close. Change options for one appointment that is part of a series 22
1. Click Open this occurrence. 2. On the Recurring Appointment tab, change the options, such as subject, location, and time, that you want. 3. On the Recurring Appointment tab, in the Actions group, click Save & Close. TIP In Calendar, you can drag the appointment to a different date and you can also edit the subject by clicking the description text, pressing F2, and then typing your changes. Make an appointment recur 1. Open the appointment that you want to set to recur. 2. On the Appointment tab, in the Options group, click Recurrence. 3. Click the frequency Daily, Weekly, Monthly, Yearly with which you want the appointment to recur, and then select the options for the frequency. 4. On the Appointment tab, in the Actions group, click Save & Close. Make an appointment private 1. Create or open the appointment that you want to make private. 2. On the Appointment tab, in the Options group, click Private. Keyboard shortcut To mark an item private, press ALT+H, V. 23
IMPORTANT You should not rely on the Private feature to prevent other people from accessing the details of your appointments, contacts, or tasks. To make sure that other people cannot read the items that you mark as private, do not grant them read permission to your Calendar, Contacts, or Tasks folders. A person with read permission to access your folders could use programmatic methods or other e-mail applications to view the details of a private item. Use the private feature only when you share folders with people whom you trust. A better way to keep individual appointments private is to create them on a separate calendar. Set up or clear a reminder Do one of the following: For all new appointments that you create 1. On the Tools menu, click Options. 2. To automatically turn a reminder on or off for new appointments, select or clear the Default reminder check box. 3. If you select the check box, enter the amount of time before the appointment that you want the reminder to appear. For existing appointments 1. Open the appointment, or, if the appointment recurs, open the series. 2. To turn a reminder on or off, on the Appointment tab, in the Options group, in the Reminder list, click None or the time that you want to be reminded in advance of the appointment. 24
Add Attendees to Meeting 1. Open your appointment (or if open a New Appointment. 2. In the Appointment tab, in the Actions box, click Invite Attendees. 3. In the To box type the email addresses or type the names of saved contacts you want to invite. 4. Type a message about the appointment like you would in an email. 5. Click Save & Close. Appointment Messages will be sent to those who you typed. 25
Create a signature 1. In a new message, on the Message tab, in the Include group, click Signature, and then click Signatures. 2. On the E-mail Signature tab, click New. 3. Type a name for the signature, and then click OK. 4. In the Edit signature box, type the text that you want to include in the signature. 5. To format the text, select the text, and then use the style and formatting buttons to select the options that you want. NOTES You can no longer create HTML-based signatures. For more information, see Using Outlook 2007 with and without Word 2007 installed. These options are not available if you use plain text as your default message format. 26
Microsoft Office Outlook 2007 supports three message formats: Plain text This is a format that all e-mail applications support. You can set Outlook to open messages that you receive in plain text format only. Plain text doesn't support bold, italic, colored fonts, or other text formatting. It also doesn't support pictures that are displayed directly in the message body, although you can include the pictures as attachments. Rich Text Format (RTF) You can use RTF when sending messages within an organization that uses Microsoft Exchange. However, Microsoft recommends that you use the HTML format. Rich Text Format supports text formatting, including bullets, alignment, and linked objects. Outlook automatically converts RTF-formatted messages to HTML by default when you send them to an Internet recipient, so that the message formatting is maintained and attachments are received. Outlook also automatically formats meeting and task requests and messages with voting buttons so that these items can be sent intact across the Internet to other Outlook users, regardless of the default format of the message. HTML This is the default message format in Outlook. It is also the best format to use when you want to create messages that are similar to traditional documents, with various fonts, colors, and bullet lists. By default, when you select either of the options that allow formatting (HTML or Rich Text), the message is sent in HTML format. So when you use HTML, you know that what you send is what the recipient will see. NOTE When you reply to a message, Outlook preserves the format of the original message. However, if you select the Read all standard mail in plain text option, Outlook formats your reply in plain text. Or you can click the InfoBar, change the format of the message to HTML or Rich Text, and then reply. If you change the format of the message, the reply is formatted with the new display format. For information on changing message formats, see Change the message format to HTML, Rich Text, or plain text. 6. To add elements besides text, place your cursor where you want the element to appear, and do any of the following: Options How to Notes To add an electronic business card Click Business Card, and then click a contact in the Filed As list. Then click OK. By simply adding your business card to a signature, you can include the specific contact 27
information you want quickly and distinctively. To add a hyperlink To add a picture Click the Insert Hyperlink button, browse to a hyperlink, click to select it, and then click OK. Click the Picture button, browse to a picture, click to select it, and then click OK. Common image file formats for pictures include:.bmp,.gif,.jpg, and.png. For information on adding an image of your handwritten signature, see: Add your handwritten signature to an e- mail message Create a handwritten signature for your messages on the Tablet PC 7. After you finish creating the signature, click OK. NOTE The signature that you just created or modified won't appear in the currently open message; it must be inserted into the message. For more information, see "Step 2: Insert a signature in a message." 28