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Microsoft Office Outlook 2007 Training

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Title: Microsoft Office Outlook 2007 Training


1
Microsoft Office Outlook 2007 Training
  • Get up to speed

2
Course contents
  • Overview A new version of Outlook
  • Lesson 1 Whats changed and why
  • Lesson 2 Find everyday commands
  • Lesson 3 Send and receive attachments and
    pictures

Each lesson includes a list of suggested tasks
and a set of test questions.
3
Overview A new version of Outlook
Look out! Theres a new version of Outlook. It
has a whole new look along with new features. But
dont worry, that doesnt mean youll need to
spend a lot of time learning a new program.
Instead, the new design and new features will
help you more efficiently and easily accomplish
the tasks you do in Outlook every day.
4
Course goals
  • Move around in Outlook 2007. Learn about the
    things that have changed, and why.
  • Find commands on the Ribbon and do the things you
    do every day read and send e-mail, work with
    appointments and meetings, and use your contacts.
  • Send and receive pictures and attachments. Ensure
    that recipients will be able to open attached
    files that use the new 2007 Microsoft Office
    release file formats.

5
Lesson 1
  • Whats changed and why

6
Whats changed and why
The first time you create a message in Outlook
2007 (or open one you receive), youll see the
Ribbon. Its the band across the top of the
window.
One of the most dramatic changes in Outlook, the
Ribbon gives Outlook its new look. But as you
get up to speed, youll see that the change is
more than visualits there to help you get
things done more easily and with fewer steps.
7
Introducing the Ribbon
Heres a new e-mail message. The Ribbon is at the
top of the window. The Ribbon is visible each
time you create or edit something in Outlook.
Why the new system? Microsoft carefully
researched how people use commands in Outlook.
As a result of that research, some Outlook
commands are now more prominent, and common
commands are displayed and grouped in ways that
make them easy to find and use.
8
A closer look at the Ribbon
To better help you learn how to use the Ribbon,
heres a guide to its basic arrangement.
Tabs The Ribbon is made up of different tabs,
each related to specific kinds of work you do in
Outlook. Groups Each tab has several groups
that show related items together. Commands A
command is a button, a box to enter information,
or a menu.
9
The Ribbon shows what you need
Once again, youll encounter the Ribbon when you
take certain actions such as creating messages,
calendar entries, or contacts.
The Ribbon shows tabs and commands appropriate
for what youre doing. That is, the tabs on the
Ribbon will differ depending on the area of
Outlook youre working in.
10
The Ribbon shows what you need
The picture shows some of these differences.
A new message shows the Message and Options tabs.
A new appointment shows the Appointment tab. A
new contact shows the Contact tab.
11
Theres more than meets the eye
A small arrow at the bottom of a group means
theres more available than what you see. This
button is called the Dialog Box Launcher.
The picture shows that to see a full list of font
options, youd click the arrow next to the Basic
Text group on the Message tab of a new e-mail
message.
12
The 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.
The picture shows how it works
Select your text by dragging with your mouse, and
then point at the selection. The Mini toolbar
appears in a faded fashion. If you point to it,
it becomes solid. You can click a formatting
option.
13
The Quick Access Toolbar
The Quick Access Toolbar is a small toolbar above
the Ribbon. Its there to make the commands you
need and use most often readily available.
Whats best about the Quick Access Toolbar?
Whats on it is up to you. That is, you can add
your favorite commands to it with a simple
right-click.
14
The Quick Access Toolbar
Youll see and use different Quick Access
Toolbars depending on the area of Outlook that
youre working in.
For example, customizations that you make to the
Quick Access Toolbar for messages you send will
not appear on the Quick Access Toolbar for
Contacts.
15
Keyboard shortcuts
If you use keyboard shortcuts instead of a mouse
or other pointing device, youll noticed that
some shortcuts are the same but that others have
changed.
With the introduction of the Ribbon, commands are
in new locations, so shortcuts that begin with
ALT will probably be different from earlier
versions.
16
Keyboard shortcuts
If you use keyboard shortcuts instead of a mouse
or other pointing device, youll noticed that
some shortcuts are the same but that others have
changed.
To find your way around
  • Start by pressing ALT.
  • Press the indicated key to see the correct tab,
    and then press the letter to access the command
    you want.

17
Know your options
Outlook provides many options to help you change
how things look and work. The way you access
these program options hasnt changed.
As shown in the picture, youll still click
Options on the Tools menu from within the main
Outlook window and use the Options dialog box.
18
More about options
In Outlook 2007, you set options from a few
different locations.
Options for writing e-mail If you want to change
your settings for writing e-mailfor example, to
make the spelling checker stop ignoring words in
uppercaseyou do that from the Editor Options
dialog box.
19
More about options
In Outlook 2007, you set options from a few
different locations.
Start by creating a message, and then do this
Click the Microsoft Office Button .
Click Editor Options.
20
More about options
In Outlook 2007, you set options from a few
different locations.
Options for sending e-mail
When you send an e-mail message, you can choose
how that message is sent. You set these options
from tabs available on the Ribbon for the open
message.
21
More thats new the To-Do Bar
Located at the far right of the window, the
To-Do Bar is visible wherever you happen to be
working in Outlook.
The To-Do Bar is there to help you keep track of
upcoming tasks and appointments.
22
More thats new the To-Do Bar
Located at the far right of the window, the
To-Do Bar is visible wherever you happen to be
working in Outlook.
The picture calls out a few of its key elements
Date Navigator Upcoming calendar appointments A
place to enter new tasks by typing Your task list
23
A new look for the calendar
The new design of the calendar in Outlook 2007
makes it easier to see whats what. Moving
around is easier, too.
The picture shows some examples
Bigger buttons make it easier to quickly switch
between daily, weekly, and monthly calendar
views. Back and Forward buttons let you quickly
go to the next day, week, or month in the
calendar.
24
A new look for the calendar
The new design of the calendar in Outlook 2007
makes it easier to see whats what. Moving
around is easier, too.
The picture shows some examples
Also new is the Tasks area. It shows your current
and upcoming tasks and tracks your
accomplishments, too.
25
A new look for contacts
In Outlook 2007, Electronic Business Cards make
contacts easy to view and easy to share.
Youll first notice the new look for contacts
when you click Contacts to switch to that area of
Outlook. You can send Electronic Business Cards
through e-mail. You might want to include your
own Electronic Business Card as part of your
e-mail signature.
26
A new look for contacts
Notice that in this picture, the Navigation Pane
is minimized to show more of the Contacts pane.
You can minimize the Navigation Pane from any
area of Outlook by clicking the Minimize the
Navigation Pane button.
27
Suggestions for practice
  • Create a message and see the Ribbon.
  • Use the Mini toolbar, use a Dialog Box Launcher,
    and add a command to the Quick Access Toolbar.
  • Open a message and see the Ribbon for a received
    message.
  • Set program options, e-mail editor options, and
    e-mail message options.
  • Use keyboard shortcuts.
  • Explore the To-Do Bar and see how to customize
    it.
  • Look around in your calendar and look at contacts
    in the new Business Card view (optional).

Online practice (requires Outlook 2007)
28
Test 1, question 1
  • The Ribbon will look the same for a new e-mail
    message and a received e-mail message. (Pick one
    answer.)
  • True.
  • False.

29
Test 1, question 1 Answer
  • False.

Whats on the Ribbon will be different because
your needs for dealing with the new and received
e-mail messages are different.
30
Test 1, question 2
  • Youve switched to the calendar and youre ready
    to explore its new look. To make more room in the
    Outlook window to see it, you could do which of
    the following from within Outlook? (Pick one
    answer.)
  • Use the buttons at the top to hide detail.
  • Minimize the Navigation Pane.
  • Change your screen resolution settings.

31
Test 1, question 2 Answer
  • Minimize the Navigation Pane.

In this version of Outlook, you can minimize the
Navigation Pane by clicking the Minimize the
Navigation Pane button.
32
Test 1, question 3
  • To use a keyboard to access commands on the
    Ribbon, start by pressing which key? (Pick one
    answer.)
  • CTRL.
  • ALT.
  • SHIFT.

33
Test 1, question 3 Answer
  • ALT.

Press ALT and youll see letters displayed to
help you with your next move.
34
Lesson 2
  • Find everyday commands

35
Find everyday commands
Youve got Outlook 2007 installed and youve
taken time to learn about some of the ways it
differs from previous versions. Now its time to
get to work.
Will it be easy to do the things youve always
done in Outlook? This lesson will show you that
the answer is yes.
36
Create a new message
Its time to write and send your first e-mail
message using the new Outlook. What do you need
to know? For starters, some things havent
changed.
The first thing you need to know to get started
is that you dont need to know anything new. All
of the old ways to start a new message still
work. In a new message, first get oriented to
the Ribbon. The Message tab is on top, with the
commands youre most likely to use every time you
create and send a message.
37
Create a new message
Using other tabs
If youre having trouble finding a command or
button, you may need to look on another tab.
For example, to insert a picture so that it
appears in line with the text of your message
(not as a separate attachment), youll need to
switch to the Insert tab.
38
Use the Address Book to add recipients
Do you use the Address Book to add names to the
To, Cc, and Bcc fields?
Youll find the Address Book command on the
Message tab.
39
Show or hide the Bcc field
If you prefer to type e-mail addresses directly
in the To and Cc boxes, you may also want to know
how you can show the Bcc field so that you can
type names there, too.
The picture shows the location of the Show Bcc
command. As you can see, youll find it on the
Options tab.
40
Include your signature
Do you use a personal e-mail signature at the end
of your Outlook messages?
The same signature you used in earlier versions
will be available when you upgrade to Outlook
2007. If you didnt use signatures (maybe they
seemed too complex or you could never remember
how to create them or where to find them), youll
be surprised to see how easy signatures are in
Outlook 2007.
41
Include your signature
You can modify existing signatures or create new
ones, as well as set a default signature.
Start by clicking the arrow under the Signature
command.
The picture shows what happens next
If you created signatures previously, youll see
them listed here. To create new signatures, set a
default signature, or modify existing signatures,
click Signatures.
42
Use flags and reminders
Flags and reminders can help you and others
remember to do things.
To add a flag, reminder, or both when youre
creating a message, start by clicking Follow Up
in the Options group of a new message.
43
Use flags and reminders
Follow up for yourself
Suppose you send a message to a colleague that
says Ill follow up with you tomorrow.
To be sure that you remember to do that, flag the
message for yourself by clicking Follow Up and
then clicking Tomorrow. The message is flagged
and added to your To-Do List in Tasks. It also
shows up as an item in your own To-Do Bar.
44
Use flags and reminders
Follow up for the recipient
You can also attach a follow-up flag for your
recipients by using the Flag for Recipients
command, highlighted in the picture.
Before you send the message, you specify when you
want the recipient to be reminded to follow up
with you. As the picture shows, the received
message will include a flag and the bell icon. As
long as the recipient keeps the message in his or
her Outlook mailbox, a reminder will be displayed
at the time you specify.
45
Respond to a message
E-mail isnt just about sending its also about
receiving and replying.
When you reply from an open message, youll use
the buttons in the Respond group on the Message
tab of the Ribbon. Youll notice that whats on
the Ribbon in a received message is different
from whats on it for a new mail message.
46
Whoops! Need to recall a message?
Youve just sent a message and realize a key
detail is wrong. (You wrote bored instead of
board when discussing the results of the last
board meeting.)
If youre using Microsoft Exchange Server for
your e-mail, you may be able to recall the
message that you just sent. If you act before a
recipient reads the message, recalling it will
allow you to send a corrected version to that
person and avoid possible embarrassment.
47
Whoops! Need to recall a message?
Youve just sent a message and realize a key
detail is wrong. (You wrote bored instead of
board when discussing the results of the last
board meeting.)
Heres what to do
In the Navigation Pane, click Sent Items to
switch to that folder. In the Sent Items folder,
double-click the message that you want to recall
to open it.
48
Whoops! Need to recall a message?
Youve just sent a message and realize a key
detail is wrong. (You wrote bored instead of
board when discussing the results of the last
board meeting.)
Heres what to do
In the open message, click Other Actions in the
Actions group, and click Recall This Message.
49
Make time and remember to do things
Outlook isnt just about e-mail. Its also about
organizing your time, which you do in the
calendar.
When you create or open an item in your calendar,
youll see that the Ribbon shows groups and
commands appropriate for helping you manage your
time.
50
Make time and remember to do things
When you create any type of calendar entry, a
reminder is set automatically.
To change the reminder time for an appointment
On the Appointment tab, click the arrow to open
the Reminder list and then select a time. Once
youve made a change, click Save Close on the
far left of the Ribbon.
51
Want to create a meeting? Invite others
An appointment is just for yourself. When others
are involved, create a meeting.
On the Appointment tab, click Invite Attendees. A
To button and box appear. Type names directly in
the box or click the To button to add invitees by
selecting from a list.
52
Want to create a meeting? Invite others
An appointment is just for yourself. When others
are involved, create a meeting.
Once youve entered all of the meeting details,
click Send to send the invitation to the other
meeting participants.
53
Work with a contact
When you open or edit a contact, youll use the
buttons in the Show group to show or hide more
information about a contact.
For example, if you want to note the birthday or
anniversary of a contact, click the Details
button and then select the appropriate date next
to Birthday or Anniversary.
54
Suggestions for practice
  • Use the Address Book and Bcc.
  • Check spelling and grammar.
  • See signatures.
  • Add a flag to follow up.
  • Respond to a message recall a message
    (optional).
  • Schedule an appointment and set a reminder.
  • Create a new contact.
  • Edit a business card.

Online practice (requires Outlook 2007)
55
Test 2, question 1
  • To start a new message, you use the Ribbon. (Pick
    one answer.)
  • True.
  • False.

56
Test 2, question 1 Answer
  • False.

You create a message just as youve always done.
57
Test 2, question 2
  • Which of the following allows you to quickly show
    or hide the Bcc field in a message? (Pick one
    answer.)
  • The Address Book.
  • The Quick Access Toolbar.
  • The Show Bcc button on the Options tab.

58
Test 2, question 2 Answer
  • The Show Bcc button on the Options tab.

The last lesson described how in Outlook, you
have a lot of options. You access the button from
a tab specifically for message options, the
Options tab.
59
Test 2, question 3
  • Youve just sent a message with an outrageous
    typo and you want to recall it. Whats the first
    step? (You already know that youre using
    Microsoft Exchange Server.) (Pick one answer.)
  • From the main Outlook window, click Recall This
    Message on the Actions menu.
  • Locate and open the message in the Sent Items
    folder.
  • Locate and select the message in the Sent Items
    folder.

60
Test 2, question 3 Answer
  • Locate and open the message in the Sent Items
    folder.

Youll open the message from Sent Items, and then
use a command on the Ribbon Click Other Actions
in the Actions group, and click Recall This
Message.
61
Lesson 3
  • Send and receive attachments and pictures

62
Send and receive attachments and pictures
Sending and receiving attached files in Outlook
2007 is just as easy as its always beenand in
some ways, even easier. Whats easier?
When you receive attached pictures or Microsoft
Office files, youll be able to use the
Attachment Previewer to preview those attachments
right in the Outlook Reading Pane. And if youre
sending pictures, the Ribbon will help you send
them just the way you want them.
63
Include an attachment
Including an attached document or picture with
your message is easier than ever.
Just as youve always done, youll begin by
creating a new message. Then youll use the
Attach File command on the Ribbon.
64
Include an attachment
Where youll find Attach File
Including an attachment is a common activity, so
youll find Attach File on both the Message tab
and the Insert tab.
The picture shows it on the Insert tab.
65
Include an attachment
You cant attach just anything
Outlook will block certain types of file
attachments.
This behavior is unchanged from earlier versions.
However, 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.
66
Include a picture in line with text
In Outlook, its easy to send pictures in the
body of your e-mail messages instead of as
separately attached files.
To do this
Click the Picture command on the Insert tab. As
shown in the illustration, youll see a picture
in the body of the message.
67
Picture this tabs that come and go
The discussion of pictures provides an
opportunity to explain one more thing about the
Ribbon Some tabs only appear when you do
specific tasks.
For example, when you
Select a picture that youve inserted into a
message youll see that Picture Tools appear on
the Ribbon. The Format tab includes commands that
you can use to edit the picture before you send
it.
68
Preview attachments before you open them
In Outlook 2007, youll receive attachments just
as you did in earlier versions. And now, some
attached files can be previewed right from the
Reading Pane.
Suppose someone sends you two Microsoft Office
Visio diagrams as attachments, but you only care
about the one that shows the new training room in
your building. How could you quickly decide which
file to open or save to your hard disk?
69
Preview attachments before you open them
As the picture shows, attachment previewing could
be your answer.
Attachment previewing allows you to display
previews of certain file types right from the
Outlook Reading Pane. You can do this without
having to open the attached files. To preview an
attachment, click its icon. The attachment
preview appears in the Reading Pane.
70
How others receive attachments that you send
When you use Outlook 2007, people will receive
attached files that you send just as they always
have.
What has changed is the file format used by some
2007 Office system programs. Attachments that you
send or receive may use this new format, which
keeps file sizes smaller and helps keep files
safer. Outlook fully supports sending and
receiving files that use the new formats.
71
How others can view attachments that you send
If youll be sending a Word 2007, Excel 2007, or
PowerPoint 2007 file to someone who hasnt yet
upgraded to the 2007 release of Office, there are
two options.
  • You can save the file in the 97-2003 file format
    before you send it.
  • Colleagues who have Microsoft Office versions
    2000 through 2003 can open, edit, and save 2007
    files by installing the Microsoft Office
    Compatibility Pack for 2007 Office Word, Excel,
    and PowerPoint File Formats, offered free by
    Microsoft.

72
Suggestions for practice
  • Attach a file to a message and send it to
    yourself.
  • Insert a picture in line with the text of your
    message.
  • Preview an attachment.
  • See which previewers you have installed
    (optional).

Online practice (requires Outlook 2007)
73
Test 3, question 1
  • How do you include a picture in line with the
    text of your message? (Pick one answer.)
  • Use the Rich Text file format.
  • Use the File command on the Insert tab.
  • Use the Picture from File command on the Insert
    tab.

74
Test 3, question 1 Answer
  • Use the Picture from File command on the Insert
    tab.

75
Test 3, question 2
  • Youve received a message with two JPEG picture
    attachments. Whats the fastest way to determine
    whether you want to save the attachments? (Pick
    one answer.)
  • Open the message and double-click each attachment
    icon.
  • Click the attachment icons in the Reading Pane.
  • Right-click the attachment icon and click Open.

76
Test 3, question 2 Answer
  • Click the attachment icons in the Reading Pane.

Clicking the attachment icons will allow you to
see a preview of the pictures, one at a time,
right in the Reading Pane. This technique will
work for other types of attachment as well
PowerPoint presentations, Word documents, or
Excel workbooks, to name a few.
77
Test 3, question 3
  • In the 2007 Office release, many programs use a
    new file format. How has this file format
    affected Outlook 2007? (Pick one answer.)
  • When you create a new e-mail message, it will use
    this new file format.
  • Attachments that you send or receive may use the
    new format.
  • Attached files will appear in line with the text
    of the e-mail message.

78
Test 3, question 3 Answer
  • Attachments that you send or receive may use the
    new format.

Outlook fully supports sending and receiving
files in the new file format. And, if youre
working with people who havent yet upgraded,
youll have choices about how to make sure they
can read those files.
79
Quick Reference Card
  • For a summary of the tasks covered in this
    course, view the Quick Reference Card.

80
USING THIS TEMPLATE
  • See the notes pane or view the full notes page
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