Gold canyoncomputerrepair overviewmicrosoft_outlook_2007

Microsoft Outlook 2007 Basic Overview, Quick Tips and Tricks Brought to you by: Stephanie & Dennis F. Calderone Call Us Today: 480-262-9598 Next

Overview of Outlook 2007 Quick Tip In This Tutorial We’ll Review: Look for the Red Arrows  Part 1 (Pages 3-12)  What’s changed in Outlook 2007 the NEW navigation menu (Ribbon)  Learn to navigate the calendar In this tutorial  Part 2 (Pages 13-25) we link to  How to read, send, organize and reduce junk emails several  Learn how to sort, search and add a personal search external 3rd folders party videos on Outlook  Part 3 (Pages 26-27) 2007.  Sending and receiving e-mails with pictures and Disclaimer: We have hyperlinks included several third party links on this tutorial that we  Part 4 (Pages 28-36) thought would add a helpful visual step-by-step for  Work with setting appointments, meetings and informational purposes. These third party sites have contacts. separate and independent privacy policies. We  The closing and sources/links (Pages 37-38) therefore have no responsibility or liability for the content and activities of these linked sites. Next

Part 1: Exploring the New User Interface  The first thing you may notice is the NEW Microsoft Office Ribbon which replaces the standard tool bar. 1. Tabs: The Ribbon is made up of different tabs (example 1 above, Message, Insert, Options and Format Text Tab). 2. Groups: Inside each tab there are groups that put related functions together. Example, the Basic Text Group includes all of the formatting commands including categories like Font, Paragraph and Styles. 3. Commands: In the Basic Text Group the Bold button and Font Type list (showing the type of font as Calibri) are known as commands. Some of the most commonly used commands would be the Copy and Paste command. The Paste button is a very large button located in the ‘Clipboard Group’ under the Message Ribbon. Next

Exploring the New User Interface  Watch the video to the right of the MS Office 2007 Ribbon.  Quick Tip Did you CLICK ON THE RED know the Outlook ARROW FOR 2007 editor is based A HELPFUL VIDEO FOUND ON YOUTUBE on Microsoft Word ABOUT NEW MS OFFICE 2007? 2007 RIBBON  Many of the options available in Word are also available in Outlook. Next

Exploring the New User Interface New in Outlook 2007 ‘TABS’: 1. Message Tab 2. Appointment Tab 3. Contact Tab 1. The Message and Options tabs groups and commands are tools that you'll use when composing or sending a message. 2. The Appointment tab includes groups and commands that relate to calendar entries and management. 3. The Contact tab groups and commands include tools needed to add, update and management contact entries. Next

Exploring the New User Interface Exploring the New Ribbon Interface: • Looking closer at navigating in groups Follow the red arrow to the small arrow to the box at the bottom of a group highlighted in the red? This small box and arrow means there are more options to choose from 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. Quick Tip: Clicking the ‘Alt’ key while in an e-mail will bring up short cut key options. Next

Exploring the New User Interface Quick Tip: Outlook 2007 offers many great short-cut tools to help make our work easier. See number 1 above. This is an example on how to access the ‘Mini Tool Bar’ which gives you a quick way to format text (font type, style, color, etc). First, select the text in the body of a message that you want to format and point to highlighted text and the ‘mini tool bar’ will appear as shown in example 2 in the diagram above. Next

Exploring the New User Interface  Did you know that you can customize the ‘Quick Access Toolbar’ to include the tools that you access most frequently (Examples, Quick print, print preview, save, undo and redo).  Follow the yellow arrow to the ‘Office Button’ is used to save, open, print and provides other document options (properties, permission and organization). Next

Outlook 2007 Calendar Basics  Many of you have used Outlook before and are familiar with some of the options available. Let’s do a brief overview to help refresh our understanding of Calendar entry options:  Appointments  Meetings  All Day Event CLICK ON THE RED ARROW FOR  Task A HELPFUL VIDEO FOUND ON YOUTUBE MS OFFICE 2007 UTILIZING THE CALENDAR Next

Calendar Choices  Did you know there are several ways to access your calendar?  Calendar Icon  Date Navigator  To-Do Bar Next

Basic Calendar Starting Points:  Calendar Views:  Day  Week  Month  There are several ways to navigate between views by clicking in region 1) on tabs day, week or month. It depends on the task at hand which view will best meet your needs.  Using category 2) the forward and back arrows you can move through the calendar. Helpful tool when using ‘Day’ view.  You can also choose your view as shown in option 3) by choosing radio buttons ‘Show work week’ or ‘Show full week’. For an At-A-Glance view. Next

Part 1 Recap:  Review of NEW Ribbon Toolbar  Calendar Access  Calendar Views Next

Part 2: Outlook 2007 and Email Options  We will learn how to create a new email  We will also explore sending/receiving and forwarding e-mails  We’ll organize and reduce junk emails  We’ll learn how to sort, search and add a personal search folder  Finally, we’ll review how to send and receive e-mails with pictures & hyperlinks Next

Starting a New Email 1  Fun Tips: There are several ways to start a new email in Outlook 2007. 2  1, go to File, New, Mail Message  2, use the New email shortcut icon  3, use shortcut keys Ctrl + the letter N 3 Next

Creating Your Email Since this is a basic overview we want to touch on the basics of e-mail structure.  Note the images and tutorial to 6 the Right.  1, when sending a message 1 typically we enter the direct 2 recipient’s email address in 3 the To field. 4  2, we use the cc.. field when we want to indirectly copy 5 someone on a message.  3, the bcc.. field is used when we want to send a blind copy to someone.  4, the subject field is the intro to your message.  5, The large box is where you type the body of your message and include your signature.  6, ready to go click Send Next

Responding or Replying to an E-mail 1 2  1, You can use the Reply icon to respond to an e-mail you received. Quick Tip: By default when you reply to an e-mail your original message will be included in the response. Another option for replying. Use shortcut Ctrl Key + R Key  2, If you are replying to an email with multiple recipients, choose ‘Reply to All’ icon and your response will be sent to everyone on the e-mail list. Next

Forwarding E-mails  When you forward an email that you received you need to specify new recipients in the To, Cc and Bcc fields.  The message will include the original message and attachments. Quick Tip: You can forward two or more messages by pressing CTRL while selecting each additional message, and then click Forward. Each message will be forwarded as attachments in a new message. Next

Ways to Organize Emails  Microsoft Outlook 2007 offers great tools to help you organize your emails. Grouping Emails  Creating a Group is similar to organizing files in a file cabinet.  It’s a way for you to organize and store emails for easy retrieval later on. Next

Grouping Emails 1. In order to save emails in groups you need to start with creating a Group.  In the Outlook Navigation pane, click Mail.  Do one of the following:  In Outlook 2007, in the Mail pane, right- click one of the folders, and then click New Folder.  Type a name for the folder.  Select where to place the folder. You can set it apart as its own folder, or list it among your other Inbox folders.  Move the desired message into the new folder. CLICK ON THE RED ARROW TO WATCH A HELPFUL VIDEO FOUND ON YOUTUBE MS OFFICE 2007 Organizing your Inbox Next

Grouping Emails Once your Group Folder is Created  You can now create sub-folders under the group.  After you setup your file folder and sub-folders can begin moving emails to group folders. Quick Tip: In the example to the right I’ve created a Group called 2010 with sub-folders Bills, business and personal. Next

Create filters to reduce junk mail  On the Tools menu, click Options to open the Options dialog box.  On the Preferences tab of the Options dialog box, under E-mail, click Junk E-mail to open the Junk E-mail Options dialog box. CLICK ON THE RED ARROW FOR A HELPFUL VIDEO FOUND ON YOUTUBE MS OFFICE 2007 Security Features Reducing Junk Mail Next

Create filters to reduce junk mail  Select the level of protection that you want:  No Automatic Filtering Although this turns off the automatic Junk E-mail Filter, Outlook continues to evaluate messages by using the domain names and e-mail addresses in your Blocked Senders List, and also continues to move messages from blocked senders to the Junk E-mail folder. Note If you want to fully disable the Junk E-mail Filter, you must also remove entries in the Junk E-mail Filter Lists.  Low If you don't receive many junk e-mail messages, or want to filter out only the messages that are most obviously junk, select this option.  High If you receive lots of junk e-mail messages, but do not want to restrict the messages that you see to those from senders on your safe lists, select this option. However, you should periodically review messages moved to the Junk E-mail folder, because some legitimate messages might also end up there.  Safe Lists Only If you receive lots of e-mail CLICK ON THE RED ARROW messages, you can select this option. Any e- TO WATCH A VIDEO mail message that is sent neither from FOUND ON YOUTUBE someone on your Safe Senders List nor to a ABOUT JUNK MAIL FILTERS mailing list on your Safe Recipients List, will be treated as junk. Next

Sort messages 1. You can find messages in mailbox folders more quickly by changing how they're sorted. 2. In Mail, on the File menu, point to New, and then click Search Folder.  At the top of your mail folder, select the Arranged by tab.  Click your view option. Quick Tip:You can sort by categories like Date, From, To, Subject, Attachments and Importance. Next

Searching Emails  You can also create your own custom Search Folder by defining specific search criteria that e-mail messages must meet to be displayed in the Search Folder.  Quick Tip Search Folders in Microsoft Office Outlook 2007 support prefix matching in the text strings that you specify. For example, if you want to include all messages with the word "rain" in the Search Folder, the Search Folder will also include messages with words like "raining" or "rainy" but won't include words like "brain."  Important When you delete a Search Folder, the e-mail messages shown in the Search CLICK ON THE RED ARROW Folder are not deleted from their original TO WATCH A VIDEO locations, because those items are only viewed FOUND ON YOUTUBE in a Search Folder. However, if you open or ABOUT Outlook2007 select one or more e-mail messages shown in a INSTANT SEARCH TOOL Search Folder and then delete them, the messages will be deleted from the Outlook folders where they were stored. Next

Adding a Personal Search Folder  Add a predefined Search Folder  In Mail, on the File menu, point to New, and then click Search Folder. Quick Tip To open the New Search Folder dialog 2 3 box, press CTRL+SHIFT+P.  Click a predefined Search Folder.  If prompted, under Customize Search Folder, 1 specify the search criteria to use.  To select a different mailbox to search, under Customize Search Folder, click the arrow, and then select the mailbox from the list.  Tip To change the criteria for a Search Folder, right-click the folder, click Customize this Search Folder, click Criteria, and then change the criteria. The criteria of Search Folders in the Reading Mail group cannot be changed. next

Part 3, Sending E-mails With Attachments  Open a new e-mail  Select the ‘Insert’ tab  Choose ‘Attach File’ Icon  Select the file from the location you choose. The example to the right I am choosing the ‘Smilebox’ attachment from the location ‘Desktop’ CLICK ON THE RED ARROW TO WATCH A VIDEO FOUND ON YOUTUBE ABOUT EMAILS & ATTACHMENTS Next

Sending E-mails with Hyperlinks 1. In the example to the right I have type the our company name in the body of the e-mail. 2 2. Next I will highlight the company name and choose the ‘Hyperlink’ Icon. 3. Then I will type the URL (the website 1 address) in the Address box as shown to the right. 4. Choose ‘Ok’ and your text will be 4 successfully Hyperlinked to the corresponding 3 website. Next

Part 4: Appointments, Meetings and Contacts. 1. Create a calendar appointment 2. Change an appointment 3. Make an event recur 4. Manage events reminder 5. Schedule a Meeting CLICK ON THE RED 6. Respond to a Meeting A HELPFULFOR ARROW VIDEO FOUND ON YOUTUBE MS OFFICE 2007 UTILIZING THE CALENDAR Next

Creating a Calendar Appointment  An appointment is different than a meeting. It is an event or activity that does not involve inviting another person.  In an appointment you can get specific about options like time, busy, free, tentative and out of the office.  You can also give others permission to schedule appointments (like an assistant or coworker) on your calendar. Quick Tip: Keyboard shortcut to create an appointment is CTRL + Shift + A keys 3 2 1 Next

Change a Calendar Appointment  Open the Appointment you want to change  You can change options in an appointment or in a recurring series or in make a change in one appointment that is part of a recurring series.  When you are changing only one appointment that is part of a series choose ‘Open this occurrence’. Quick Tip: You can drag the calendar appointment to a different date/time. You can also editt the subject by clicking the text and hitting F2 function key Next

Make an event occur  Open an appointment  On the ‘Appointment’ tab , in the options group, click ‘Recurrence’  Select the frequency of the recurrence (daily, monthly, yearly and for how long you want the recurrent to range and click ok).  Choose the ‘Save & Close’ icon on the, ‘Appointment Tab’ in the options group. Next

Schedule a Meeting 1. A meeting is an appointment in which you invite others to attend (whether face-to-face or online) Next

Schedule an In-Person Meeting 1. Create a New Meeting Request (Keyboard shortcut, press CTRL + SHIFT + Q keys) 2. Fill-in your description 3. Fill-in your location 4. Fill-in your start and end times or if its and all day event. (All day is a full 24 hours) 1 2 3 4 Next

Respond to a Meeting Request CLICK ON THE RED ARROW FOR A HELPFUL VIDEO FOUND ON YOUTUBE MS OFFICE 2007 ACCEPTING A MEETING REQUEST 1. A meeting request will come as an e-mail in your inbox. 2. To accept a meeting request first open the meeting request. 3. Click Accept Proposal 4. Click Send Update Now. Decline and propose a New Meeting Time. 1. Open the meeting request and on the ‘Meeting Response’ tab (In the Respond Group) type your message and click send. 2. In the meeting request on the Meeting Response tab click delete Next

Creating Contacts  Choose file, new, contact  Add name, company, title, email, business, home, fax, mobile, address and notes  Choose ‘Save & Close’ CLICK ON THE RED ARROW TO WATCH A VIDEO FOUND ON YOUTUBE ABOUT ADDING CONTACTS Next

Outlook 2007 - Quick Reference Sheet Screen Shot Outlook 2007 Navigation Keyboard Shortcuts Contact Shortcuts Next

Thank you for choosing Gold Canyon Computer Repair! Stephanie & Dennis Calderone Call Us Today: 480-262-9598 by Gold Canyon Computer Repair, LLC Microsoft Outlook 2007 THANK YOU! Home Sources

Sources/Links Used in This Tutorial.  PowerPoint Help  http://www.slideshare.net/sgraham66/outlook-2007- calendar-basics  http://www.slideshare.net/caddo1975/ms-outlook-training-2007  http://www.microsoft.com/atwork/productivity/emailtools.aspx  http://www.youtube.com/watch?v=sFjhlxkGbe8  http://www.youtube.com/watch?v=lkpoSmRniVM  http://www.youtube.com/watch?v=eq2bgrSAppE&feature=relat ed  http://www.youtube.com/watch?v=hX1XBwlVSyo  http://www.customguide.com/pdf/outlook-quick-reference- 2007.pdf Home

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Gold canyoncomputerrepair overviewmicrosoft_outlook_2007

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