Advanced User's Workshop

Advanced User's Workshop

Creating Local Distribution Lists Using Global and Local Distribution Lists Sharing a Local Distribution List Email Ribbon Bar Options Outlook 2007 & Office 2007 Application Integration Design your Own Email Template Saving and Using your Email Template Online Sources for Additional Templates Microsoft Quick Parts Feature Questions and Answers

Distribution List - can be used to drop the members in the distribution list into any email, meeting reply, or into a User s Group. There are a number of pre-defined Distribution Lists that have been set up Globally on the Exchange Server. (ie Faculty and Staff) Lists created on your machine will be stored locally on your computer and available under the Contacts header of the Global Address List. Distribution Lists you create may be shared with other Users by giving them Review Rights to your Contact s Folder. To create a Local Distribution List Click on the New Button in the Toolbar Click on the Distribution List Option in the drop down Menu.

Type the name of the Distribution List you wish to use. The name will be displayed under the Contact portion of the Global Address List for selection throughout the Outlook applications. Click on the Select Members Icon to display the Global Address List and lookup the Users you want to Add to this List. Note: Lists can be identified and Categorized using the Color Category Feature. From this Window an Email or Calendar Invite may be started for the Users in the list by selecting the indicated Icons.

When selecting users to receive an Email or Invitation in Outlook. For Local Distribution Lists: Select the Contacts Option under Outlook Address Book. Local Distribution Lists and Email Addresses you have added to your local Outlook Address Book will be displayed. These may be selected and added to the current list of recipients for the Email you are creating. For Global Distribution Lists: Select the desired Global Group Listing. Globally defined and Maintained Distribution Lists will be displayed for the Group selected. NOTE: Individual Lists may be restricted to Users with specific Permissions to use the particular Listing. Do not use a Global List if you do Not know the size of the listing.

When selecting users to receive an Email or Invitation in Outlook Global or Local Distribution Lists can be selected for the To, Cc, or Bcc fields. All members of the selected distribution list will receive a copy of the email Once a Distribution List has been assigned as a recipient to an email it is displayed as a group by the Distribution List name. Click on the + symbol by the List Name to expand the list and display all the names of the Users assigned to the List. Individual Users can then be removed from the recipient list in receiving this particular email.

To Share your Contacts Folder with another User via the Exchange Server: While in the Folder List Window: Highlight the Contacts Folder Right Click to display the Drop Down Menu Click on the Share Contacts Option to display the invitation to share your contact list, and add the recipients you wish to include in the invitation. While In the Contacts Window Highlight the Contacts Folder you wish to share in the Navigation Pane Click on the Share my Contacts Folder Link to display the sharing invitation for the selected contact list, and add the recipients you wish to include in the invitation When Sharing your Contact Folder with another User You may keep individual contacts or distribution lists From being shared by assigning them as Private.

Show Bcc Displays the Blind Recipient Field where you can add recipients that will not Be included in the list of recipients visible to others receiving the email. Show From Displays the From Field where you can select the specific User Account you want The email to be addressed from. Use Voting Buttons Allows you to request a specific response from each recipient regarding a question or opinion included in the email. Click on the V to display the answer options you want to have displayed for the recipients. Recipients will be have the option of choosing the response the Email received. The Sender will be able to track the tallies of the responses given by the Recipients. Request a Delivery Receipt When Checked Outlook 2007 will automatically send An email notifying the sender that the email has been delivered to the recipient s Inbox. Request a Read Receipt When Checked Outlook 2007 will automatically send An email notifying the sender that the email has been opened and viewed by the recipient. Save Sent Item Allows you to select a folder where the Sent Email will be saved. Delay Delivery Allows you to select a date and Time when the current email will forwarded to Recipients automatically. Direct Replies to Allows you to select another email address where the Recipient Replies will be forwarded automatically.

In the Ribbon Bar displayed above the Outlook application was opened on a machine which had Office 2003 installed and did not have an installation of Office 2007. You will notice that a number of the options displayed on the Ribbon are disabled. These are new features which were not available in earlier versions of Outlook. Once Office 2007 is installed on the computer the icons and buttons will be enabled. Previous versions of Outlook, when completing an email, used a text editor designed just for Outlook. Outlook 2007 incorporates and uses Word 2007 as the text editor for messages. This gives you all the options and features of Word 2007 that can be used when creating Email Messages. The seamless integration of Word 2007 and other Office 2007 application Ribbon bars into Outlook 2007 give the User great flexibility and power in creating vibrant messages. When you are using Outlook 2007 you are ALREADY using Word 2007 Ribbon Bars displayed in Outlook will be identical to the Ribbon Bars you will find in Word 2007

UWP Alumni Association Logo Re-created with Word Art Saved to Quick Parts Gallery UWP University Logo Copied from Website GIF Saved to Quick Parts Gallery Columns for current Month Income and Expenditures Copied from Excel spreadsheet Text Box with descriptive Summary and Narrative of Current Association Announcements. Bar Graph Representation of Current Month Totals. Copied from Excel Spreadsheet

When you have placed and designed the Email to your satisfaction Click on the Office Button Click on the Save As Menu Option In the Displayed Save As Dialog Window Type the Name you want to give the template in the File Name Field Select Outlook Template in the Drop Down list for the Save as type field. Click on the Save Button to save the template to the Template folder.

Click on the Tools Menu Option to display the Drop Down Menu Place the Cursor over the Forms Menu Option to display the Sub Menu Click on the Choose Form Sub Menu Option In the Choose Form Window: Click on User Templates in File System in the Look In Field Drop Box. Locate and select the template you want to use Click on the Open Button. Modify and Update the Template as needed

There are a large number of templates available online for the range of Office applications including Outlook. Type Templates in the Search box In the Help Window to display a list of a number of resources on how to use Templates and Include titles of templates that Microsoft has made available. Click on the title of the template to go to a download page with additional information on the template and a button to download the indicated Template. Download the Template into your Templates Folder and it will be available for you to use in the same manner reviewed for using your own Template Creations. A Google search can generally connect you with a number of Community sites where people have posted templates they have designed for download.

Microsoft s Quick Parts Gallery is a new feature available only in Outlook 2007. It allows you to select portions of a message in the Message Box and save it. The Saved items can be easily dropped into new email or meeting message boxes. (Images, tables, text, Word Art etc. Selected will be saved to the Gallery. When placed in a new email message box you are able to edit and work on the components included in the Gallery) To Save the UWP Alumni Associate Logo to the Quick Parts gallery. With your Mouse Cursor select and Highlight the image displayed above in one of the emails received during this workshop. Click on the Insert Tab to display the ribbon functions. Click on the Quick Parts Icon In the Displayed window Click on the Save Selection Icon (at the bottom of the window) CAUTION Be aware of the file size when inserting Images into an email message. A 2 mb picture file shrunk on the screen will still require 2 mb when being sent. The Smaller the better.

Type Alumni Association Header" In the name field of the displayed form. Click on the Category Drop Down Box and click on the Create New Category Option In the Displayed Field Type Logos and Click OK to save the Logos Category Leave The remaining fields blank at this time Click the OK button to save the Quick Part Item. The Highlighted Logo has been saved as a Quick Part Gallery Item that can be easily dropped in to the body of any email. When you are preparing an email or replying to an email related to your role on the Alumni Association you select the Logo from the Gallery to place it in the message box. Click on the Insert Tab to display the ribbon functions. Click on the Quick Parts Icon Click on the displayed Logos Alumni Association Header image displayed in the window The Logo is placed at the cursor location in the empty message box for the Email / Message Reply. Note that the dropped text is still able to be edited using the Word Art Feature which was originally used to create it.

Additional functions can be viewed for the selected Quick Part Gallery feature. Click the Quick Part Icon in the ribbon. When the cursor is over the displayed Quick Part image you want to use, Right Click to display a drop down menu with options to: determine the placement location where the Quick Part is placed in the Email / Mtg. Reply such as top, bottom, Center, at Cursor (Default) Click on the Drop Down Menu option Organize and Delete to display the following window. From this window you can Insert / Delete / or Edit the currently Saved Quick Parts Organize and Categorize the Saved Quick Parts Here you can design a range of canned Replies with logos and Header Graphics which could be dropped in the Reply message box quickly and seamlessly.