MS Outlook Training 2007

MS Outlook Training

Michael Sheyahshe (Cadd0)

Chief Information Officer - aNm

www.alternativemedia.biz

Section One: Outlook Introduction

Section Goals

Understand The RIBBON

Investigate Tabs

Explore Commands, More Options, and the Mini Toolbar

Create a New Email Message

Specify Recipients of an email message

Reply to or forward a message

Send an Attachment

Ribbon

Outlook is a powerful tool for sending and receiving email communications. However, there is much more that you can do with Outlook, such as add attachments, organize contacts, and schedule meetings and reminders. To begin, let’s look at the basics of email messages, starting with Outlook’s Ribbon.

Ribbon

The Ribbon is the top portion of the window that appears when you create a new outgoing message or reply to an existing one in Outlook.

Look familiar? If you've used Microsoft Office Word 2007, the Ribbon for Outlook messages will be familiar to you. Major commands and menu are broken up into TABS. Because the Outlook 2007 editor is based on Word 2007, many of the commands and options that are available in Word are available when you create messages in Outlook.

Basic Layout of the Ribbon

Tabs: The Ribbon is made up of different tabs. Above is the main, Message tab. Each tab contains commands for specific kinds of work that you do in Outlook.

Groups: Each tab has several groups that show related items together. Clipboard , Basic Text, and Names are groups.

Commands: The Bold button and the Font list (showing the Calibri font) are commands. A command is a button, a box to enter information, or a menu. The most commonly used commands, such as the Paste command, have the largest buttons.

More Options Button

A small arrow at the bottom of a group means there's more available than what you see.

For example, to see the full list of font options, you would click the arrow next to the Basic Text group on the Message tab of a new e-mail message.

Mini Toolbar

The Mini toolbar allows you to quickly access formatting commands right where you need them: in the body of an e-mail message.

Select or highlight your text and then point at this selection.

The Mini toolbar appears, but is almost INVISIBLE. If you point to it (meaning you roll your mouse curser over it), it becomes solid, and you can click a formatting option.

Creating an e-mail message is the most frequent task we will perform in Outlook. After learning the basics, you will be able to personalize email messages you send.

NOTE: Microsoft Office Outlook 2007 uses an editor based on Word 2007 for e-mail messages, which means that you can get assistance with the by pressing F1, and then search in Word Help.

Start a new message

On the File menu, point to New, and then click Mail Message.

Keyboard shortcut To create a new e-mail message, press CTRL+SHIFT+M

In the Subject box, type the subject of the message.

Recipients

Enter the recipients' names in the To , Cc , or Bcc box; this is where the email is going, such as [email_address] . A message is sent to the recipients in the To box. Recipients in the Cc (carbon copy) and Bcc (blind carbon copy) boxes also get the message; however, the names of the recipients in the Bcc box aren't visible to other recipients. Separate the names with a semicolon (;).

To turn on the Bcc box for this and all future messages, on the Message Options tab, in the Fields group, click Show Bcc .

To select recipients' names from a list in the Address Book, click the To or Cc button.

When you are ready to send your message, next to To and Cc , click Send .

Reply to or Forward a Message

Replying to or forwarding an e-mail message is another common task in Outlook 2007 and is very similar to creating a message from scratch. The basics of replying to or forwarding a message are covered here. Help on customizing your e-mail messages, such as changing the background or adding attachments, is available in other topics.

NOTE By default, when you reply to an e-mail message, the original message is included in the message body, unless you change this setting (see below)

Reply to or Forward a Message

Reply to the sender

When the message is selected but not opened in its own window On Outlook’s Standard toolbar, click Reply.

When the message is open and I see the contents On the Message tab, in the Respond group, click Reply.

Compose your message.

Click Send.

Reply to the Sender and All Recipients of a Msg

You can reply to the sender of an e-mail message, or you can include anyone else listed in the To and Cc fields.

In many cases, you do not need to include everyone on your response. Exercise discretion when you use Reply All , especially when there are a large number of recipients or distribution lists on your reply. Reply is a better choice when you only need to communicate with the message sender. Or, delete the names of people and distribution lists that don't need to read your reply.

Do one of the following:

When the message is selected but not opened in its own window On the Standard toolbar, click Reply All.

When the message is open On the Message tab, in the Respond group, click Reply All.

Click Send .

TIP If you only need to contact some of the recipients, you can delete other recipients of the message by clicking a recipient's name in the To or Cc box, which highlights the name, and then pressing DELETE.

NOTE By default, when you reply to an e-mail message, the original message is included in the message body. See the section “Do not automatically include the original message” to change this setting.

Forward a Message

When you forward a message, you specify the recipients in the To, Cc, and Bcc boxes. The message will include any attachments that arrived with the original message.

TIP If you want to forward two or more messages, select the first message, press CTRL while selecting each additional message, and then click Forward . Each message will be forwarded as attachments in a new message.

Forward a Message

When the message is selected but not opened in its own window On the Standard toolbar, click Forward.

When the message is open On the Message tab, in the Respond group, click Forward.

Enter recipient names in the To box.

Click Send.

Send an Attachment

Including an attachment with your message is easier than ever. Just as you've always done, you'll begin by creating a new message. Then you'll use the Attach File command on the Ribbon. Use this button to attach documents or pictures to your message.

Because including an attachment is such a common activity, Attach File is available from both the Message tab and the Insert tab. In the picture, we've shown it on the Insert tab.

FYI: You can't attach just anything

Outlook will block certain types of file attachments. Although this behavior is unchanged from earlier versions, you may be interested to know that some file types that were previously blocked are now allowed and some new types have been added to the blocked list.

To see a complete list of blocked file types and to read more about how to avoid having your attached files blocked, open Outlook, press F1, and see the article “Blocked attachments in Outlook.”

Section Review

Where is the RIBBON and what does it do?

What are Tabs and what function do they serve?

How do you create a New Email Message?

What are Recipients of an email message?

List one way to Reply to or forward a message .

How do you send an Attachment?

Questions?

Does everyone know how to send a message?

Section Two: Outlook Calendar

Section Objectives

Create a Calendar appointment

Edit or change an appointment

Make the event recur

Manage the event’s reminder

Schedule a meeting in Outlook

Respond to a meeting request

Schedule an Appointment

Appointments are events or activities that you schedule in your personal calendar that do not involve inviting other people. You can schedule recurring appointments, view your appointments by day, week, or month, and set reminders for your appointments.

You can specify how the appointments in your calendar look to others by designating the time of the appointment as busy, free, tentative, or out of office. Also, others can give you permission to schedule or make changes to appointments in their calendars.

Create an Appointment

On the File menu, point to New, and then click Appointment. Tip Keyboard shortcut To create an appointment, press Ctrl+Shift+A.

In the Subject box, type a description.

In the Location box, type the location.

Create an Appointment

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.

Select any other options that you want.

To make the appointment recur, on the Appointment tab, in the Options group, click Recurrence.

Click the frequency ( Daily, Weekly, Monthly, Yearly) with which the appointment recurs, and then select options for the frequency.

Click OK .

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

Open the appointment that you want to change.

Change options for an appointment that is not part of a series

Change the options, such as subject, location, and time, that you want to change.

Change options for all appointments in a series

Click Open the series, and then change any options, such as subject, location, and time, that you want to change.

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.

On the Recurring Appointment tab, in the Actions group, click Save & Close.

Change options for one appointment that is part of a series

Click Open this occurrence.

On the Recurring Appointment tab, change the options, such as subject, location, and time that you want.

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

Open the appointment that you want to set to recur.

On the Appointment tab, in the Options group, click Recurrence.

Click the frequency — Daily, Weekly, Monthly, Yearly — with which you want the appointment to recur, and then select the options for the frequency.

Set up or Clear a Reminder

For all new appointments that you create

On the Tools menu, click Options.

To automatically turn a reminder on or off for new appointments, select or clear the Default reminder check box.

If you select the check box, enter the amount of time before the appointment that you want the reminder to appear.

Set up or Clear a Reminder

For existing appointments

Open the appointment, or, if the appointment recurs, open the series.

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.

Schedule a Meeting

A meeting is an appointment to which you invite people or reserve resources for. You can create and send meeting requests and reserve resources for face-to-face meetings or for online meetings. When you create a meeting, you identify the people to invite and the resources to reserve, and you pick a meeting time. Responses to your meeting request appear in your Inbox . You can also add people to an existing meeting or reschedule a meeting.

Schedule an In-Person Meeting

On the File menu, point to New, and then click Meeting Request. (Keyboard shortcut To create a new meeting request, press CTRL+SHIFT+Q.)

In the Subject box, type a description.

In the Location box, type a description or click Rooms to choose from rooms available for automatic scheduling by using Microsoft Exchange.

In the Start time and End time lists, select the start and end time for the meeting. If this is an all day event, select the All day event check box. (An all day event is a full 24 hour event lasting from midnight to midnight.) Note: By default, the current time zone setting on your computer system is used to schedule meetings. If you want to schedule meetings based upon an alternate time zone, on the Meeting tab, in the Options group, click Time Zones .

Type any information that you want to share with the recipients, attach any files, or create a Meeting Workspace.

On the Meeting tab, in the Show group, click Scheduling Assistant.

The Scheduling Assistant helps to find the best time for your meeting.

Click Add Others, and then click Add from Address Book.

In the Select Attendees and Resources dialog box, in the Search box, enter the name of a person or resource that you want to invite to the meeting. If you are searching with the More Columns option, then click Go.

Select the name from the results list, and click Required, Optional, or Resources, and then click OK.

Required and Optional attendees appear in the To box on the Meeting tab, and Resources appear in the Location box.

The free/busy grid shows the availability of attendees. A green vertical line represents the start of the meeting. A red vertical line represents the end of the meeting.

The Suggested Times pane locates the best time for your meeting, which is defined as the time when most attendees are available. The best meeting time appears at the top of the pane. To select any of the suggested times, click the time suggestion in the Suggested Times pane. You can also manually pick a time on the free/busy grid.

If you want to make the meeting recur, on the Meeting tab, in the Options group, click Recurrence , select the recurrence pattern, and then click OK .

When you add a recurrence pattern to a meeting request, the Meeting tab changes to Recurring Meeting .

On the Meeting tab, in the Show group, click Appointment .

Click Send .

Change a Meeting

Open the meeting that you want to change.

Change options for a meeting that is not part of a series

Change the options, such as subject, location, and time, that you want to change.

Click Send Update.

Change options for all meetings in a series

Click Open the series.

Change any options, such as subject, location, and time, that you want to change.

To change recurrence options, on the Recurring Meeting tab, in the Options group, click Recurrence, change the options, such as time, recurrence pattern, or range of recurrence, and then click OK.

Click Send Update.

Change options for one meeting that is part of a series

Click Open this occurrence.

On the Recurring Meeting tab, change the options, such as subject, location, and time that you want.

Click Send Update.

TIP In Calendar , you can drag the meeting to a different date and you can also edit the subject by clicking the description text, pressing F2, and then typing your changes.

Make a Meeting Recurring

Open the meeting that you want to make recurring.

On the Meeting tab, in the Options group, click Recurrence.

Click the frequency— Daily, Weekly, Monthly, or Yearly—with which you want the meeting to recur, and then select options for the frequency, and then click OK.

Click Send Update.

Make a Meeting Private

Create or open the meeting that you want to make private.

On the Meeting tab, in the Options group, click Options, and then click Private.

IMPORTANT You should not rely on the Private feature to prevent access by other people to the details of a meeting, contact, or task. To make sure that other people cannot read the item that you marked as private, do not grant them read permission to your Calendar , Contacts , or Tasks folder. A person with read permission to access your folders could use programmatic methods or other e-mail applications to view details of a private item. Use the Private feature only when you share folders with people who you trust.

Set up or Remove a Reminder

For all new meetings that you will create

On the Tools menu, click Options.

To have a reminder automatically turned on or off for new meetings, select or clear the Default reminder check box.

If you selected the check box, enter the amount of time before the meeting that you want the reminder to appear.

Set up or Remove a Reminder

For existing meetings

Open the meeting or series if the meeting is recurring.

To have a reminder turned on or off, on the Meeting tab, in the Options group, select None or a listed reminder time.

Change Appointment, Event, or Meeting

Open the appointment, event, or meeting that you want to change.

Change options for an appointment that is not part of a series

On the Appointment tab, change the options, such as subject, location, and time that you want to change, and then click Save and Close .

Change options for all items in a series

In the Open Recurring Item dialog box, click Open the series .

On the Appointment tab, change the options, such as subject, location, and time that you want to change.

To change recurrence options, on the Appointment tab, in the Options group, click Recurrence . Change the options, such as time, recurrence pattern, or range of recurrence, and then click OK .

Click Save and Close .

Change options for one item that is part of a series

In the Open Recurring Item dialog box, click Open this occurrence .

On the Appointment tab, change the options, such as subject, location, and time that you want to change, and then click Save and Close .

Change Appointment, Event, or Meeting

TIP: In Calendar, you can drag the appointment, event, or meeting to a different date. You can also edit the subject by clicking the description text and typing your changes. You can change an event into an appointment, causing the time to be blocked out in your calendar, by clearing the All day event check box and then entering the start and end times of your choice. Events are defined as lasting from midnight to midnight; clearing this check box allows you to enter specific start and end times.

Respond to a Meeting Request

Open the meeting request or notification.

Accept, tentatively accept, or decline

On the Message tab, in the Respond group, click Accept , Tentative , or Decline . NOTE: If you open the meeting from your calendar, on the Appointment tab, in the Respond group, click Accept , Tentative , or Decline .

Send your response with no comments

Select Send the response now, and then click OK.

Include comments with your response

Select Edit the response before sending.

Type your comments, and then click Send.

Don't send a response

Select Don't send a response, and then click OK.

NOTE The meeting is added to your calendar, but the organizer will not know the choice that you made. If the meeting organizer did not send you the meeting request directly and you received it as a forwarded request from someone else, you will not receive any updates to the meeting unless you respond. This is because the meeting organizer does not know that you have been invited. Also, in the absence of responses, the meeting organizer will not have an accurate count of the number of people attending the meeting.

Respond to a Meeting Request – cont’d

Propose a new time

On the Message tab, in the Respond group, click Propose New Time. NOTE: If you open the meeting from your calendar, on the Appointment tab, in the Respond group, click Propose New Time.

Click either Tentative and Propose New Time or Decline and Propose New Time.

Click a time when all invitees are available. You can use AutoPick Next to find the next available free time for all invitees.

Click Propose Time.

Click Send.

Respond to a Meeting Request – cont’d

Whenever you propose a new time, it is sent with a default message that says you want to propose a new time, but that you have tentatively accepted the meeting. You can change this default message to say that you want to propose a new time, and that you are accepting or declining the meeting. Do the following:

On the Tools menu, click Options , and then click Calendar Options .

In the Use this response when you propose new meeting times list, click the setting that you want.

NOTE You can also change this setting for individual meetings. In the open meeting request, on the Message tab, in the Respond group, click either Tentative and Propose New Time or Decline and Propose New Time . If you open the meeting from your calendar, on the Appointment tab, under Respond , click either Tentative and Propose New Time or Decline and Propose New Time .

NOTES

New meeting requests appear as tentatively accepted on your calendar.

At any time after you respond to the meeting request, you can change your acceptance status. Open the item in your calendar, and on the Appointment tab, in the Respond group, click Accept , Tentative , Decline , or Propose New Time . To accept a request that you previously declined, check your Deleted Items folder for the meeting request, or ask the organizer to either resend the request or send you a new request.

Other Responses

Accept a proposed new meeting time

Open the meeting request.

Click Accept Proposal .

Click Send Update .

Decline a proposed new meeting time

Open the meeting request.

On the Meeting Response tab, in the Respond group, click Reply , type your message, and then click Send .

In the meeting request, on the Meeting Response tab, in the Action group, click Delete . The meeting remains at the time that you specified earlier.

In a new Meeting Request, in the Scheduling Assistant, click Add Attendees.

In the Search box, type the name of the distribution list.

In the list below, click the name, and then click Required. Click OK.

In the All Attendees list, click the plus sign (+) next to the name of the distribution list to show the individuals on the list.

Clear the check mark next to the name of each person whom you do not want to send the meeting request to. When you switch back to the Appointment view, only the names that you didn't remove will appear in the To box. NOTE After you expand a distribution list, the distribution list name is replaced with all the individual names on the list. You cannot collapse the names back to the distribution list name.

Send a Meeting Request to part of a Dist. List

Section Review

How do you create a Calendar appointment?

How can you edit or change this?

List the way to make the event recur.

Explain how to manage the event’s reminder.

What do you do to schedule a meeting in Outlook?

What are some ways to respond to a meeting request?

Questions

Understand calendar events?

Section Three: Customize Outlook

Now that you have learned the basics of communicating by email, you can further enhance your experience.

Section Goals

Learn to how to automatically remove the original email message from an email response.

Change or add a Signature field.

Add an image or picture to email body.

Use the Out of Office Assistant

Customize Outlook

Do not automatically include the original message

In the main Office Outlook 2007 window, on the Tools menu, click Options .

Click the Preferences tab, and then click E-Mail Options .

Under On replies and forwards , in the When replying to a message drop-down list, select Do not include original message .

Change Your Email Signature

You can create personalized signatures, composed of text, images, your Electronic Business Card ( A view of specific information about a contact, in a format similar to a paper-based business card, that can be inserted into messages.), or logo to include in e-mail messages.

You can update these signatures as necessary, or you can use them as templates on which to base new signatures, producing multiple signatures for a variety of purposes, such as business and family communications. For more information, see Create and include a signature in outgoing messages.

Create a Signature

In a new message, on the Message tab, in the Include group, click Signature , and then click Signatures . NOTE You can also access the signature options that are available on the Message tab after you click Reply , Reply to All , or Forward in an open message.

On the E-mail Signature tab, in the Select signature to edit list, select the signature that you want to modify.

In the Edit signature box, make your changes to the signature.

To format the text, select the text, and then use the style and formatting buttons to select the options that you want. NOTE These options are not available if you use plain text as your message format.

After making your changes, click OK . NOTE If you want your changes to appear in the signature in a currently open message, you need to update the existing signature. On the Message tab, in the Include group, click Signatures , and then select the signature.

TIP To change the signature only in a single message, make your changes directly to the signature in the message.

Change Signature Included in an Individual Msg.

In a new message, on the Message tab, in the Include group, click Signature .

In the list, click the name of the signature that you want, and then make changes directly to the signature in the message.

Change the Signature for All Outgoing Msgs.

In a new message, on the Message tab, in the Include group, click Signature , and then click Signatures . NOTE You can also access the signature options that are available on the Message tab after you click Reply , Reply to All , or Forward in an open message.

On the E-mail Signature tab, under Choose default signature , in the New messages list, select the signature that you want.

If you want a signature to be included in message replies and in forwarded messages, in the Replies/forwards list, select the signature. If not, select none .

Click OK .

Include an Image in line with Text

In Outlook, it's easy to send pictures in line with the text of your e-mail messages instead of as separately attached files. To do this, you would:

Click the Picture command located on the Insert tab.

When you insert a picture this way, you'll see a picture in line with the text of the message as we've shown here.

Note When you insert a picture into your message, you add it to the message as an embedded object . That is, it is a part of the message text. To be able to see the picture, people who receive your message must be able to receive HTML or Rich Text messages.

Auto reply to Msgs w/ Out of Office Asst.

You can set up Microsoft Office Outlook 2007 to send an automatic response to some or all of the people who send you e-mail messages.

IMPORTANT: The Out of Office Assistant command only appears on the Tools menu when you are using a Microsoft Exchange Server account. If you are using an Exchange Server account, click in the Inbox folder, and then if the Out of Office Assistant command does not appear on the Tools menu, we encourage you to contact a Microsoft support professional for assistance. An alternative method to automatically reply to messages is available for all Outlook users.

NOTE: The Tools menu appears on the main Outlook window. The Tools menu is not available in windows where you create or view items such as e-mail messages, contacts, or tasks.

Turn On/Off the Out of Office Assistant

On the Tools menu, click Out of Office Assistant. NOTE The Tools menu appears on the main Outlook window. The Tools menu is not available in windows where you create or view items such as e-mail messages, contacts, or tasks.

If the Out of Office Assistant command does not appear, an alternative method to automatically reply to messages is available for all Outlook users.

Click I am currently Out of the Office.

In the AutoReply only once to each sender with the following text box, type the message that you want to send to other people while you are out.

Use Rules with Out of Office Assistant

If you are not going to check e-mail messages while you are out of the office, use the Out of Office Assistant with rules to automatically manage incoming messages by specifying what action Outlook should take with them. For example, you can create rules to automatically move or copy messages to other folders, to delete messages, to send custom replies, and so on.

If you create rules, it is important to understand how they are applied in Outlook:

Rules are applied in the order in which they appear from top to bottom in the list of rules.

If you select more than one condition in the Edit Rule dialog box, the rule will be applied only to messages that meet all of the selected conditions. For example, if you specify Judy Lew as the sender (condition) and "Marketing Meeting" (condition) in the Subject box, the rule is applied only to messages that meet both conditions.

However, if you set multiple criteria for a single condition, the rule will be applied to any message that meets at least one criterion for that condition. For example, if you specify "Judy Lew;Frank Lee" in the From box, the rule is applied to messages from either Judy Lew or Frank Lee.

Create Rules

On the Tools menu, click Out of Office Assistant. NOTE The Tools menu appears on the main Outlook window. The Tools menu is not available in windows where you create or view items such as e-mail messages, contacts, or tasks.

Click Add Rule instead.

Under “When a message arrives that meets the following conditions,” specify the conditions that the message must meet for the rule to be applied.

If you want to specify more conditions, click Advanced, select the options that you want, and then click OK.

If you want to specify that this rule must be applied last, select the Do not process subsequent rules check box.

Under Perform these actions, select the actions that you want. You can select more than one action. NOTE If you specify that a message must be deleted, rules that follow the delete rule in the list of rules in the Out of Office Assistant dialog box do not affect the message.

Turn On/Off Rules for Out of Office Asst.

To turn the out of office rules on or off, on the Tools menu, click Out of Office Assistant . NOTE The Tools menu appears on the main Outlook window. The Tools menu is not available in windows where you create or view items such as e-mail messages, contacts, or tasks.

In the Status column, select or clear the check box next to the rule that you want to turn on or off.

Section Review

Explain how to automatically remove the original email message from an email response.

How do you adjust a Signature field?

What do you do to add an image or picture to email body?

List how to use the Out of Office Assistant.

Questions?

Do you feel you can customize Outlook, at least a little?

Section Four: Managing Messages

You can further enhance your email experience by finding messages and creating contacts of those you email most.

Section Goals

Find a message or item by using Instant Search

Create a contact

Create and manage a distribution list

Find a Msg by using Instant Search

Instant Search helps you to quickly find items in Microsoft Office Outlook 2007. The Instant Search pane is always available in all of your Outlook views, such as Mail, Calendar, and Contacts.

To find a message, do the following:

In Mail , select the folder that you want to search in.

In the Instant Search box, type your search text.

Messages that contain the text that you typed are displayed in the Instant Search Results pane with the search text highlighted. NOTE By default, it is not necessary to click the Search button to start the search. The Search button is enabled only if you have cleared the Display search results as I type when possible check box in the Search Options dialog box.

To narrow your search, type more characters.

To widen your search to include all folders in Mail , at the end of the search results, click Try searching again in All Mail Items . Alternatively, in the Navigation Pane under Mail Folders , click All Mail Items or press CTRL+ALT+A.

Use Search

Click the folder to search in.

Type your search text in the Instant Search box.

Messages that contain the text that you type appear in the results with search text highlighted.

Click to clear the Instant Search box and start a new search.

Click to widen your search to all folders in Mail .

After you’ve performed a search and then located your mail in the results list, you can clear the search and Outlook will keep you on the last item you selected.

Attachments are searched but search results from attachments are not highlighted.

Creating Contacts

You can add new contacts (street and e-mail addresses, telephone and fax numbers, and Web page URLs.) to your Microsoft Office Outlook 2007 Contacts by typing all the information directly in a new contact form, or by taking advantage of contact information sent to you to automatically fill in some or all of the information. You will find several options in the following sections.

You can also create distribution lists to group contacts. A message sent to a distribution list goes to all recipients included in the distribution list. For more information, see Create and work with a distribution list.

In Office Outlook 2007, each of your contacts is also displayed as an Electronic Business Card (view of specific information about a contact, in a format similar to a paper-based business card that can be inserted into messages). Any information that you add to a contact is automatically made to the corresponding Electronic Business Card, and vice versa.

Create a Contact

A contact form that contains Jon Morris's information.

A view of the Edit Business Card dialog box, with the corresponding fields filled in for Jon Morris's Electronic Business Card.

Create a Contact from an Email Msg You Recieve

Open or preview the e-mail message that contains the name that you want to add to your contact list.

Right-click the name of the sender who you want to make into a contact, and then click Add to Contacts on the shortcut menu. NOTE: In Outlook, there is no option to add contact information automatically to Contacts or Address Book when you reply to a contact.

Create and Work w/ a Dist. List

A distribution list is a collection of contacts. It provides an easy way to send messages to a group of people. For example, if you frequently send messages to the Administrators at Pawnee Nation, you can create a distribution list called Pawnee Admin that contains the names of all members of the marketing team. A message sent to this distribution list goes to all recipients listed in the distribution list. You can use distribution lists in messages, task requests, meeting requests, and other distribution lists.

Distribution lists are stored by default in your Contacts folder. If you use a Microsoft Exchange account, your Global Address List can contain global distribution lists, which are available to everyone who uses that network. The personal distribution lists that you create in your Contacts folder are available only to you, but you can share them by copying and sending them to others.

You can easily add and delete names in a distribution list, send it to others, and print it.

Create a Distribution List

Create a distribution list by using names in the Address Book

On the File menu, point to New, and then click Distribution List.

In the Name box, type a name.

On the Distribution List tab, click Select Members.

In the Address Book drop-down list, click the address book that contains the e-mail addresses you want in your distribution list.

In the Search box, type a name that you want to include. In the list below, click the name, and then click Members. Do this for each person whom you want to add to the distribution list, and then click OK. If you want to add a longer description of the distribution list, on the Distribution List tab, click Notes , and then type the text. The distribution list is saved in your Contacts folder by the name that you give it.

Create a Distribution List

Create a distribution list by copying names from an e-mail message

In the e-mail message that you want to copy the names from, select the names in the To or Cc box.

Right-click your selection, and then click Copy on the shortcut menu.

Click the Microsoft Office Button , and under Create New Outlook Item , click Distribution list .

On the Distribution List tab, in the Members group, click Select Members .

At the bottom of the Select Members dialog box, in the Members box, right-click and then click Paste on the shortcut menu. NOTE A member does not need to be in your Address Book in order to be added to the distribution list. The member's name and e-mail address will be included when you copy and paste from the original e-mail message.

Click OK .

In the Name box, type a name for the distribution list.

On the Distribution List tab, in the Actions group, click Save & Close .

Add/Delete Name in Dist. List

In your Contacts folder, open the distribution list. NOTE In list views, distribution lists are marked with .

Do one or more of the following:

Add an address from an address book or a contacts folder

On the Distribution List tab, click Select Members .

In the Address Book drop-down list, click the address book that contains the e-mail addresses you want in your distribution list.

In the Search box, type a name you want to include.

In the Name list, click the name, and then click Members . Do this for each person whom you want to add to the distribution list, and then click OK .

Add an address that is not in a contacts folder or an address book

On the Distribution List tab, click Add New .

Type the information for the e-mail address, and then click OK .

Delete a name

Click the name, and then click Remove .

Send a Message to the Dist. List

Open a new message.

Click To , and in the Search box, type the name of the distribution list.

In the Name list, click the name, click To , and then click OK . TIP You can also drag the distribution list from Contacts into the message.

Send the message.

Send a Msg. to Part of the Dist. List

Open a new message.

Click To , and then in the Search box, type the name of the distribution list.

In the Name list, click the name, click To , and then click OK .

In the message, in the To box, click the plus sign (+) next to the name of the distribution list to show the individuals on the list, and then delete the names that you do not want the message sent to. NOTE After you expand a distribution list, the distribution list name is replaced with all the individual names on the list. You cannot collapse the names back to the distribution list name.

Print the Distribution List