Introduction toOutlook 2007 Email – for New Users

The Inbox – Microsoft Outlook

The Navigation Bar (Far Left) and the To-Do Bar (Far Right)

Both the Navigation Pane and the To-Do Bar can be minimized.

The first time you start Outlook 2007 the Navigator Bar and the To-Do Bar will appear.
The To-Do Bar displays your upcoming appointments, tasks and flagged items in one place. It is displayed from Mail, Calendar, Tasks and Contacts.
The To-Do Bar shows the:
  1. Date Navigator
  2. Upcoming calendar appointments
  3. A place to enter new tasks
  4. Your task list
You can alsominimize the Navigation Bar.
/ Try it:
  1. Click the Minimize the To-Do Bar button, >, to minimize the To-Do Bar.
  2. Click the Expand the Do-To Bar button, , to expand the To-Do Bar.
  3. Click the Close the To-Do Bar button X, to close it.
  4. Click View > To-Do Bar > Normal to get it back.
  5. Click the Minimize the Navigation Pane button , to minimize it.
  6. Click the Expand the Navigation Pane button to expand it.
  7. Click View > Navigation Pane > Off to close it.
  8. Click View > Navigation Pane > Normal to get it back.

Remember to Right-click in Outlook

Whatever you want to do in Outlook can usually be accomplished many ways. This class will show you some of the ways.

REMEMER – If you find it, try Right-click for more options.

Access Mail in Outlook

To access Mail in Outlook click the Mail button in the Navigation Pane.

Read Mail

To read Outlook mail:

  1. Click the message in the Mail List to display it in the Reading Pane, or
  2. Double-click the message to display it in a new window.

Viewing Blocked Pictures

Outlook 2007 blocks automatic picture downloads. This feature is to help protect against spam and privacy invasions. When pictures are blocked Outlook will display the following message:

To view the pictures:

  1. Click on the link that says Click her to download pictures.
  2. From the resulting menu, select Download Pictures.

Preview an Attachment

Attachment preview allows you to view an email attachment without actually opening it.

To preview an attachment:

  1. Open or preview the message.
  2. Click the attachment.
  3. Click Preview file button.
  4. To return to the message body, click the Message button on the top left.

Open an Attachment

To open an attachment:

  1. Double-click the attachment.

Save an Attachment

To save an attachment:

  1. Open or preview the message.
  2. On the resulting menu, select Save As.
  3. Navigate to your folder location and click Save.

Notes:

  1. Attachments in Outlook are part of the message. When you delete a message the attachment is also deleted. If you want to delete the email but keep the attachment, save the attachment first.
  2. Attachments in saved email count against your quota (space) limit.

The Ribbon

The Ribbon appears at the top of the page whenever you create or modify email messages, calendar items, contacts, tasks or journal items in Outlook 2007.

Tabs – Represent core tasks.

Groups – Are sets of related commands.

Commands – Are buttons, menus or boxes where you enter information.

Message Tab

/ Try it:
  1. Start Outlook 2007.
  2. Click on each tab to display different groups of commands.
  3. Hover over a command for Enhanced Toolbar Tips.
  4. Note: keyboard shortcuts are shown if available.

The Message Tab displays the most commonly used commands. In Outlook these include Copy, Cut, and Paste,Bold, Italic, Underscore etc. The commands are arranged in groups: Clipboard, Font, Paragraph, Styles and Editing.

The most frequently used commands, Paste, Cut, Copy and Format Painter, are the left most in the first group in the Home Tab.

The less frequently used commands or command choices can be displayed by clicking the down arrow under the command. / Try it: To display the Paste Special command:
  1. Select some text.
  2. Click the Message tab.
  3. In the Clipboard group, under Paste button, click the down arrow.

The Outlook 2007 editor is based on Word 2007. When you create or edit messages in Outlook 2007 many of the commands and options available in Word 2007 are available.

The Ribbon Tabs Change

The Ribbon Tabs change to match the function. / Try it:
  1. Start a New Message.
  2. Start a New Appointment.
  3. Start a New Contact.
  4. Note the tabs, groups and commands for each Ribbon.

Dialog Box Launcher

The Dialog Box Launcher at the bottom of any group displays more options. / Try it:
  1. On the Message Tab, in the Basic Text Group, click the arrow at the bottom.

Minimize the Ribbon

To minimize the Ribbon right click in the tab area or right click on any command. / Try it:
  1. Right click in the tab area.
  2. Select Minimize the Ribbon.
  3. Right click in the tab area
  4. De-select Minimize the Ribbon.

Create and Send a New Message

There are several ways to create new messages. From the mail window, select one of the following methods to create a new message:

  1. Click the New button on the Tool bar, or
  2. Select File > New > Mail Message from the Menu Bar.

In the new message window:

  1. Compose the message.
  2. Enter the recipient’s address in the To: field (required), the Cc: field (optional), or the Bcc: field (optional).
  3. Separate multiple addresses a semicolons “;”
  4. Enter the Subject.
  5. Enter the message.
  6. Click the Send button.

Address Book

You can use the Address Book to look up and select names, email addresses, and distribution lists when you address messages.

When you type a name in the To, Cc, or Bcc fields, Outlook automatically checks to see if the name you typed matches a name in the Address Book. If there is a match the name is resolved. If there is no match, the Check Names dialog box prompts you for more information or you can create a new contact by clicking New Contact. If more than one name contains the letters you typed, you can select a name from the list.

The Address Book consists of the Global Address List (GAL) and your personal Contacts.

While composing a message:

  1. In the Message tab, in the Names group, click the Address button .
  2. Under Address Book click the down arrow to see the various Address Books.

The Global Address List

The Global Address List contains the names and email addresses of everyone on theserver and other UI Exchange servers. It can also contain global distribution lists and public folder email addresses.

  1. Right-click any name in the Address Book
  2. Select Properties to display more information such as phone number or office address.

Outlook Contacts

The Outlook Contacts Folder contains your personal names and email addresses.

Auto Complete

When you start to type an email address or name in the To, Cc, or Bcc address fields Outlook Auto Complete will suggest a list of possible matches. Use the down and up arrows to select the name or address you want and then press Enter. Once the entry is selected, you can also press the Delete key to delete an entry from the Auto Complete List.

Using the Address Book

To use the Address Book:

  1. While composing a message…
  2. Click the To:,Cc:,Bcc:, or in the Message tab, in the Names group, click the Address Book button.
  3. Under Address Book click the down arrow to see the various Address Books.
  4. Select your personal Contacts or the Global Address List.
  5. Click the user name to select it from the list.
  6. Click the To:, Cc:, or Bcc: button to add the name to the Message Recipients field.
  7. Repeat until all user names are added.
  8. Click OK to close the dialog box.

Reply, Reply to All or Forward to a Message

To reply, reply to all, or forward a message you have received:

  1. Click the Reply, Reply to All or Forwardbutton on the Tool bar, or
  2. In the Message tab, in the Response group, click the appropriate button.
  3. Enter the response you wish to include in the new message window.
  4. Click Send to send the message.

Add anAttachment to a Message

To add an attachment to a message:

  1. In the Message tab, in the Include group, click the Attach File button.
  2. In the Insert File dialog box, navigate to and select the file you wish to attach.
  3. Click the Insert button.

Attachments can also be inserted on the Insert tab.

Warning: Some file extensions are blocked by Outlook as they are tagged as being potentially unsafe, for example files with a *.exe extension.

The Insert Tab

Use the Insert Tab to insert attachments, calendar items, pictures, drawings, signatures etc.
Contextual Tabs only appear when needed. Click in any picture or table to see the Picture Tool Tab or Table Tools Tab appear.
Signatures can also be inserted or edited on the Message Tab. / Try it:
  1. Start a New Message.
  2. Place the cursor in the location you wish to insert the picture.
  3. On the Insert Tab, in the Illustrations Group, click Picture to insert a Picture.
  4. Click in the inserted picture to see the Picture Tools Tab.
  5. Click out of the picture to have the Picture Tools Tab disappear.
  6. Click the Signature button to insert or edit your signatures.

Insert a Picture into the Message Body

To add an picture into the message body:

  1. Position the cursor in the message body at the location where you wish to insert the picture.
  2. In the Message tab, in the Illustrations group, click the Picture button.
  3. Navigate to the location where your picture is located.
  4. Double-click the picture you want to insert.
  5. Click the Insert button.
  6. Select the picture you inserted, and the Picture Tools tab appears.

Create a Signature

To create a signature:

  1. In the Insert tab, in the Include group, click the Signature button.
  2. On the resulting down menu click Signatures…
  3. On the E-mail Signatures tab, click New.
  4. Type a name for your signature and click OK.
  5. In the Edit Signature box, type the text you wish to include in your signature.
  6. Under the Choose default signature section, do the following:
  7. Select an email account to associate the signature with from the E-mail account list.
  8. Based on your preferences, select the signature to apply to the New messages and/or the Replies/forwards lists.
  9. Click OK.

To change Your Signature One Time

If you are composing an email message and you decide to change your signature for that message:

  1. In the Insert tab, in the Include group, click the Signature button, or
  2. Right-click on the signature at the bottom of your message.
  3. Select the appropriate signature from the resulting list or select Signatures to edit your signatures or add a new one.

Saving a Message in Progress

To save a message you are composing without sending it:

  1. Click the Office button > Save
  2. Click the Close button in the upper left of the compose window.
  3. When asked if you want to save the message, click Yes.

Messages are saved in the Drafts folder. Double-click the saved message to open it for editing.

Delete a Message

To delete to a message you have received

  1. Select the message(s) you wish to delete and
  2. Click the Delete button , or
  3. Select Edit > Delete from the Menu Bar, or
  4. Press the Delete Key on the keyboard, or
  5. Click the Send button to sent the message, or
  6. Right-click the message you wish to delete and select Delete, or
  7. While viewing the message, in the Actions group, click the Delete button .

Empty the Deleted Items Folder

Item deleted from your inbox and other folders are moved to the Deleted Items folder.

To remove items from the Deleted Items folder:

  1. In the Navigation Pane, right click the Delete Items folder and select Empty “ Deleted Items” Folder, or
  2. Select Tools > Empty “Deleted Items” Folder from the Tool Bar.

Recover Deleted Items

Items emptied from the Deleted Items folder can be recovered for up to four days from when they were emptied from the Deleted Items folder.

To recoverDeleted Items:

  1. On the Menu Bar...
  2. Select Tools > Recover Deleted Items.
  3. Select the message(s) you wish to recover.
  4. Click the Recover Deleted button .

Your messages will be moved back to the Deleted Items folder, allowing you to move the message(s) to your Inbox or other folders.

The Options Tab

The Options Tab allows you to make changes to email messages you are about to send.
This is also where you can show or hide the Bcc field. / Try it:
  1. While composing a message click Plain Text or HTML.
  2. Click Show Bcc.

The Message Tab – Address Book, Attach Files, Follow Up Flags, Spelling & Grammar, Thesaurus

Use the Message Tab
  1. To add names to the To:, Cc:, or Bcc: fields or click directly on the To:, Cc:, or Bcc: buttons
  2. To attach files.
  3. To flag messages for Follow Up.
  4. For Spelling & Grammar check and
  5. To use the Thesaurus
Some commands are only available when appropriate. For example, the text formatting commands are not available when you are addressing the message. / Try it:
  1. Start a New Message.
  2. In the Names group, Click the Address Book button to add names to the To:, Cc:, or Bcc: fields.
  3. In the Include group, click the Attach File button.
  4. In the Options group, click the Follow Up button.
  5. In the Proofing group click the down arrow to access Spelling & Grammer and the Thesaurus.

Using Folders

You can use folders to organize your email messages.

To create a new folder:

  1. In the Navigation Pane, right-click the folder where you want to create a new folder.
  2. Select New Folder…
  3. In the New Folder dialog window, type the name of the new folder and navigate to the desired location in the folder hierarchy.

To move mail a folder:

  1. Select the mail message and drag it to the desired folder, or
  2. Right-click and drag the message for Move and Copy options.
  3. Right-click the message and select Move to Folder.

Printing a Message

To print a message:

  1. Click the Office Button > Print, or
  2. Right-click the message and select Print, or
  3. Click File > Print from the Menu Bar.
  4. To print directly to the default printer with no changes, click the Print button on the Standard Toolbar.

Contacts

Your personal email addresses are saved as Contacts.

To access your Contacts folder:

  1. Click the Contacts button in the Navigation bar, or
  2. Right-click the Contacts button and select Open in New Window.
  3. Under Current View select your desired view.

To create a new contact:

  1. While viewing the contacts window…
  2. Click the New button on the Standard Toolbar.
  1. Enter any information you wish to retain.
  2. Click the Save & Close button.

To create a new distribution list:

  1. While viewing the contacts window…
  2. Click the New button down arrow on the Standard Toolbar.
  3. Select Distribution List.
  4. Type a name for the new list in the Name: field.
  5. On the Distribution tab, in the Members group, click the Select Members button.
  6. From the GAL or your personal Contacts folder, select the names of the individual or group you wish to add to the distribution list.
  7. Click the Members button to add them to the list.

To add the current message sender’s address to your contacts:

  1. While viewing the message…
  2. Right-click the sender name on the From Line.
  3. Select Add to Outlook Contacts.
  4. Click Save & Close.

To create a new distribution list from an email:

  1. While viewing the message…
  2. On the To: or Cc: fields, select the email addresses to add.
  3. Right-click those selected addresses and select Copy, or
  4. Press Ctrl-c to copy them to the clipboard.
  5. Click the Office button.
  6. Under Create New Outlook Item select Distribution List
  7. Type a name for the new list in the Name: field.
  8. On the Distribution tab, in the Members group, click the Select Members button.
  9. Click in the field to the right of the Members -> button .
  10. Press Ctrl-v to pasted the names you copied.

The Outlook Address Book includes both the GAL and your personal Contacts folders. When you first open the Address Book the GAL is displayed. You can change the default Address Book and set other preferences, such as which address book search first when addressing a message.