FIRST COURSE Outlook Tutorial 1 Communicating with Outlook 2007

FIRST COURSE

Outlook Tutorial 1

Communicating with Outlook 2007

XPXPObjectives• Start and exit Outlook• Explore the Outlook window• Navigate between Outlook components• Create and send e-mail messages• Create and edit contact information

New Perspectives on Microsoft Office 2007: Windows Vista Edition 2

XPXPObjectives• Read and respond to e-mail messages• Attach files to e-mail messages• File, sort, save, and archive messages


XPXPExploring Outlook• Outlook is a powerful information manager• You can use Outlook to perform a wide range of

communication and organizational tasks, such as sending, receiving, and organizing e-mail; organizing contact information; scheduling appointments, events, and meetings; creating a to-do list and delegating tasks; and writing notes

• Six main components– Mail, Calendar, Contacts, Tasks, Notes, and Journal


XPXPStarting Outlook• Click the Start button on the taskbar, click All

Programs, click Microsoft Office, and then click Microsoft Office Outlook 2007


XPXPNavigating Between Outlook Components• You can click any button in the Navigation Pane

to display a folder’s contents in the main window


XPXPCreating and Sending E-mail Messages• E-mail, the electronic transfer of messages

between computers, is a simple and inexpensive way to communicate with friends around the corner, family across the country, and colleagues in the same building or around the world

• An e-mail address is a user ID and a host name separated by @


XPXPChoosing a Message Format• Outlook can send and receive messages in three

formats: HTML, Rich Text, and plain text


XPXPAdding a Signature• A signature is text that is automatically added to

every e-mail message you send


XPXPUsing Stationery and Themes• Stationery is an HTML file that includes

complementary background colors, images, or patterns

• A theme includes complementary backgrounds as well as other design elements such as fonts, bullets, colors, and effects


XPXPCreating an E-mail Message• Click the New button arrow on the Standard toolbar, and

then click Mail Message• Type recipient e-mail address(es) in the To box (separate

by semicolons)• Type recipient e-mail address(es) in the Cc box and the

Bcc box, as needed• Type a topic in the Subject box, and then type the

message body• Format the message as needed• Click the Send button


XPXPSetting the Importance and Sensitivity Levels• You can add icons that appear in the message

pane of the Inbox to provide clues to the recipient about the importance and sensitivity of the message


XPXPCreating a Contact• Click the New button arrow on the Standard toolbar, and then click

Contact• On the General page, enter the contact’s name, job title, company,

mailing address, phone numbers, e-mail addresses, and Web site (click the down arrow to select other address, number, or e-mail options)

• In the Show group on the Contact tab, click the Details button, and then enter other business or personal data as needed

• In the Actions group on the Contact tab, click the Save & New button to create another contact or click the Save & Close button if this is the last contact

• If the Duplicate Contact Detected dialog box opens, select whether to add the contact anyway or merge with existing contact, and then click the OK button


XPXPCreating a Contact


XPXPSwitching Contact Views• All of the information about a contact is called a

contact card• Views specify how information in a folder is

organized and which details are visible


XPXPCreating and Modifying Distribution Lists• A distribution list is a group of people to whom you frequently send the

same messages, such as all suppliers• Click the New button arrow on the Standard toolbar, and then click

Distribution List• In the Members group on the Distribution List tab, click the Select

Members button• Click the Address Book arrow, and then click Contacts• Double-click the names you want to add to the distribution list, and

then click the OK button• Click in the Name text box, and then type a contact name for the

distribution list• In the Actions group on the Distribution List tab, click the Save & Close

button


XPXPCreating and Modifying Distribution Lists


XPXPReceiving E-mail• You check for new e-mail messages by clicking

the Send/Receive button on the Standard toolbar


XPXPReplying to and Forwarding Messages

• Reply responds to the sender, and Reply to All responds to the sender and all recipients (including any Bcc recipients)

• Forward sends a copy of the message to one or more recipients you specify; you enter the e-mail addresses in the To or Cc box


XPXPWorking with Attachments• An attachment is a file that you send with an

e-mail message


XPXPFlagging and Color Coding Messages

• Some messages you receive require a specific response or action

• A flag is an icon that appears in the message header to indicate the item has been added as a task

• You can also choose six preset color categories or add others to better organize or rank your messages


XPXPOrganizing and Managing Messages• You should create a logical folder structure in which to

store your messages• One method for keeping messages organized and the

Inbox uncluttered is to move a message out of the Inbox as soon as you have dealt with it

• Rather than manually filing messages, you can create rules that specify how Outlook should process and organize them– Each rule includes three parts: the conditions that determine if a message

is to be acted on, the actions that should be applied to qualifying messages, and any exceptions that remove a message from the qualifying group


XPXPOrganizing and Managing Messages


XPXPRearranging Messages• Rather than searching through multiple folders,

you can have Instant Search find the desired message (or any other Outlook item)

• Open the folder you want to search• Type the search text in the Instant Search box.• To narrow your search, you can click the Expand

Query Builder button, and then enter additional criteria


XPXPRearranging Messages


XPXPUsing Search Folders• Search Folders are folders that display any e-mail

messages that match specific search criteria


XPXPSorting Messages• Sorting is a way to arrange items in a specific

order—either ascending or descending• Ascending order arranges messages

alphabetically from A to Z, chronologically from earliest to latest, or numerically from lowest to highest

• Descending order arranges messages in reverse alphabetical, chronological, or numerical order


XPXPSorting Messages


XPXPColoring Messages• Sometimes you’ll want messages that you send to a

certain person or that you receive from a certain person to stand out from all the other messages

• A simple way to do this is to create a rule to change the color of the message headers in the Inbox for those messages


XPXPStoring Messages• You can store messages by saving them in other file

formats or by archiving them• You can use the Save As command to save messages and

other Outlook items in other file formats• When you archive a folder, you transfer messages or

other items stored in a folder (such as an attachment in the e-mail folder) to a personal folder file when the items have reached the age you specify– A personal folders file is a special storage file with a .pst

extension that contains folders, messages, forms, and files


XPXPDeleting Items and Exiting Outlook• After you finish working with Outlook, you

should exit the program• Unlike other programs, you don’t need to save or

close any files


Documents

FIRST COURSE Outlook Tutorial 1 Communicating with Outlook 2007