Microsoft Outlook (2007)

Microsoft OfficeMicrosoft Office
Outlook 2003Outlook 2003
your instructor: matthew wyllyamz
m.wyllyamz@gmail.com
www.freeu.com www.compuskills.com

Colorado Free UniversityColorado Free University
getting startedgetting started
quick introductions -- customizing this coursequick introductions -- customizing this course
administriviaadministrivia
how to make this a better classhow to make this a better class
menu of possible class topicsmenu of possible class topics

quick introductionsquick introductions
customizing this course
who are you and what do you do?who are you and what do you do?
what is your experience with computers, Microsoft Office,what is your experience with computers, Microsoft Office,
and the Internet?and the Internet?
what is your experience with email, "personal informationwhat is your experience with email, "personal information
managers" (or PIMs), and Microsoft Outlook 2003?managers" (or PIMs), and Microsoft Outlook 2003?
what are your goals today? what do you hope to getwhat are your goals today? what do you hope to get
from this class?from this class?
what is something interesting about you?what is something interesting about you?

quick introductionsquick introductions
matthew wyllyamz
computer instructor since 1993, with an emphasis on graphics and
internet development.
taught Apple Macintosh classes exclusively for five years.
have created courses for Jefferson County Adult Ed, CCU in Lakewood,
Productivity Point, and the DOD (at Rocky Flats).
webmaster for two years, blogmaster for seven years.
have been using email and MS Outlook since about 1994.
Independent contractor, technical & creative consultant, artist, amateur
photographer, and author. BA in English writing, and have sold
three books.

administriviaadministrivia
 class tickets and/or confirmation numbersclass tickets and/or confirmation numbers
 facilities …facilities …
 bathrooms, vending, free coffee & water, microwave …bathrooms, vending, free coffee & water, microwave …
 the projection systemthe projection system
 course schedule: 9am – 4pmcourse schedule: 9am – 4pm
 Two morning sessions (with 10-15 min short break)Two morning sessions (with 10-15 min short break)
 One hour lunch break around 12 or 12:30One hour lunch break around 12 or 12:30
 Two afternoon sessions (with 10-15 min short break)Two afternoon sessions (with 10-15 min short break)
 class evaluationsclass evaluations

please set pagers and/or cell phones to silent or turn them off.please set pagers and/or cell phones to silent or turn them off.
understand the nature ofunderstand the nature of concentrated computer trainingconcentrated computer training..
– class is part discussion, part lecture, part hands-on
– breaks can be short, but effective.
– bathroom visits: anytime is the right time!
– watch me, then try it yourself.
– PARTICIPATE! ask questions. answer questions. take notes.
– this is a cooperative learning environment:
We are here to learn from each other.
keep in mind that this course was designed for a particular level of student:keep in mind that this course was designed for a particular level of student:

keep in mind that this course was designed for a particularkeep in mind that this course was designed for a particular
level of student:level of student:
Created for
- an semi-experienced computer user with a comfortable workingan semi-experienced computer user with a comfortable working
knowledge of the Windows environment.knowledge of the Windows environment.
- the beginning Outlook user who knows what email and a "personal- the beginning Outlook user who knows what email and a "personal
information manager" is, but has never or rarely used this specific software.information manager" is, but has never or rarely used this specific software.
NOT created for
- the beginning computer user.- the beginning computer user.
- the experienced Outlook user.- the experienced Outlook user.
most importantly …most importantly …

Make it fun!Make it fun! 
most importantly …most importantly …

menu of possible class topicsmenu of possible class topics
afternoon …
Outlook mail (email)
Know your "netiquette"
Dealing with "spam"
Security concerns
Additional email options
Backing up your Outlook data
A look at MS Outlook 2007
Conclusions …
morning …
Microsoft Outlook overview
Outlook calendar (day planner)
Outlook contacts (address book)
Outlook tasks (to-do list)
Outlook notes (stickies)

Microsoft Outlook overviewMicrosoft Outlook overview
"Microsoft Outlook is a 'personal information manager' (PIM) from
Microsoft, and is part of the Microsoft Office suite. Although often
used mainly as an email application, it also provides a calendar, task
and contact management, note taking, and a journal.
Primary aspects of the application
–Mail, Calendar, Contacts, Tasks, Notes
Parts of the Outlook window (pgs 5-8)
–Intuitive customization
–Reading (preview) pane
"Outlook Today"
–Turning it on and off, Properties of …
REMEMBER: Outlook's built-in help system!
http://en.wikipedia.org/wiki/Microsoft_outlook

Outlook calendar (day planner)Outlook calendar (day planner)
Events vs. appointments (page 52)
Changing views (pg. 53)
Different methods of scheduling appointments (55-57)
The appointment form (55-56)
Rescheduling and editing
Recurring items
Organizing Outlook items with categories (pg. 64)
Scheduling meetings (72-86)
Printing (87-88)

Outlook contacts (address book)Outlook contacts (address book)
Adding contacts (page 92)
The contact form, a virtual rolodex card (pg. 93)
Editing contacts (pg. 103)
Automatically creating maps (pg. 101)
Methods of cross-linking Outlook data
Sorting, searching, and categories (97-100)
Printing (pg. 105)

Outlook tasks (to-do list)Outlook tasks (to-do list)
Creating tasks (page 110)
The task form (pg. 111)
Editing and updating tasks (114-115)
Reoccurrences
Printing, same as the others …

Outlook notes (stickies)Outlook notes (stickies)
Creating notes (page 118)
Editing (pg. 121)
Copy & paste
Displaying and/or storing stickies
on your desktop

Outlook mail (email)Outlook mail (email)
"Electronic mail (email) is a store and forward method of composing, sending, storing, and
receiving messages over electronic communication systems. The term "email" applies both
to the Internet email system based on the Simple Mail Transfer Protocol (SMTP) and to
intranet systems allowing users within one organization to email each other."
Compose and send
– Email addresses and address books (pages 26-27)
– TO, CC, and BCC. (11-12, 26)
– Save messages while typing (pg. 14)
– Outlook uses MS Word for its formatting. (pg. 29)
– Check spelling and grammar (pg. 30)
Open and reply / forward (16-18, 35)
Print and/or delete (20-22)
Working with file attachments (33-34, 40)
Organizing your email with folders (44-49)
Managing messages with "rules"
Creating and utilizing "distribution lists"

Know your "netiquette"Know your "netiquette"
(pages 13-14)
Use CC and BCC when suitable. Use "reply to all" when appropriate.
Use "smart replies."
Forward with caution.
Don’t type in ALL CAPS. It is considered yelling.
Use abbreviations only when appropriate.
Emoticons/smilies can help convey meaning. (13-14) :)
Use your spell checker.
If your address doesn’t contain your full name, sign your messages.
There is no such thing as a private email. Electronic paper trails never die.
The purpose of email is more for convenience than immediacy.
Remember that most email services send your IP address along with your
email. Read: your email is not anonymous and can easily be traced back to
you.
http://www.iwillfollow.com/email.htmhttp://
en.wikipedia.org/wiki/Netiquette

Dealing with "spam"Dealing with "spam"
As much as 60-90% of all email traffic is now spam.
"Spamming is the abuse of electronic messaging systems to send unsolicited bulk
messages, which are almost universally undesired. While the most widely recognized
form of spam is email spam, the term is applied to similar abuses in other media."
Utilize the junk email filtering in Outlook.
Never open spam. It might broadcast your email as valid.
Avoid email address harvesting by keeping your
addy off the Internet.
If you must post your email on a web page, "munge" it.
Alternative: use a "disposable email address."
http://en.wikipedia.org/wiki/Spam_%28electronic%29#email_spam

Security concernsSecurity concerns
"One of Microsoft's goals is for email to be easy to use. However, Outlook's embedded automation
and lack of security features have been repeatedly exploited by malicious hackers using
email viruses. These typically take the form of an email attachment which executes on the user's
machine and replicates itself by mass-mailing to the user's address list. Examples of such viruses
are the Melissa and Sobig worms. Other programs have exploited Outlook's HTML email capabilities
to confirm that email addresses are valid targets for spam. The notoriety of these worms and
viruses has gained Outlook a reputation as a highly insecure email platform. Microsoft in the
past has resisted issuing security patches for Outlook, saying that they would hurt ease of use and
undermine compatibility with other products. "
Safety measures
– Never accept email attachments from unknown parties.
– Don't download unexpected attachments from known associates.
– .EXE files are the most dangerous, and are rarely legitimate.
– Turn off the reading preview pane, and read mail in plain text only.
– Beware of phishing scams and email spoofing.
– Always lock your workstation when away.
– Stop using MS Outlook for email.
http://www.microsoft.com/athome/security/email/attachments.mspx
http://security.fnal.gov/handouts/Outlook_2003_Handout.pdf
http://en.wikipedia.org/wiki/Microsoft_outlook#Security_concerns

Additional email optionsAdditional email options
EXAMPLE: Gmail.com
– Current storage capacity of nearly 3GB
– Groups messages as conversation threads
– Easily and fully searchable
– Requires an invitation to join
http://mail.google.com/support/?ctx=%67mail&hl=en
http://www.itsecurity.com/features/99-email-security-tips-112006/

Backing up your Outlook dataBacking up your Outlook data
You may need to turn on "show hidden files" in order
to find this file.
– "folder options": "view" tab
C:Documents and SettingsusernameUserData
outlookoutlook.pst
http://office.microsoft.com/en-us/outlook/HA010875321033.aspx?pid=CL10062

A look at MS Outlook 2007A look at MS Outlook 2007
"Outlook 2007 has been released to manufacturing and will be available in retail
stores by the end of Jan 2007. A trial is available for download." Features include:
A to-do bar added to the interface that shows a snapshot of the user's upcoming
appointments and active tasks for better time and project management.
Improved calendar views that display the tasks due below each day on the week
view and supports overlaying multiple calendars.
Integrated RSS aggregator
'Instant Search' through a search engine within Windows Desktop Search
Enhanced integration with Microsoft Office SharePoint Portal Server
New programmability features
Ability to publish calendars in Internet Calendar format to Microsoft Office Online
or to a WebDAV server
http://office.microsoft.com/en-us/outlook/default.aspx

Conclusions …Conclusions …
You cannot learn the violin in a day.
Utilizing a personal information manager is a skill – like any
other – that requires continual practice.
Approach everything on a need-to-know basis, and don't worry
about that which you do not yet understand.
Stay upbeat:
If you get frustrated, turn it off & walk away.
Don't forget about your class materials!
Good luck. Best wishes.
Get in touch if you need more help!

Microsoft Outlook (2007)

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