Microsoft Outlook 2007Train the Trainer

My Other Brother Software, LLCDarryl Geoffrey

Objectives

• Start Outlook• View Inbox• Send/Receive EMail• Use Address Book

(Contacts)• Send/Receive Attachments• Organize EMail in Folders• Handle Junk Mail Folder

• Categorize EMail• Filtering EMail• Create/Use Distribution Lists• Create Mail Merge• Create/Show Appointments

on Calendar• Customizing

Outlook/Troubleshooting

Starting Outlook 2007

• Double click on the Microsoft Outlook iconOR

• Click-on the Start button in the lower left corner of the screen,Click All Programs,Click-on Microsoft OfficeClick-on Microsoft Outlook

Faster Access to Outlook• 3 Options to Create a

Shortcut• Right Click Outlook– Pin to Task Bar– Pin to Start Menu– Send To Desktop

(Create Shortcut)

Default View

Inbox – Preview Pane

Reading PaneNavigation Pane

Action Buttons

Mail Folders

Orange=Currently Selected Option

More Options

Attachment Indicators

Sort by Clicking Column Heading

A Word about Envelopes

•Unread•Read•Replied•Forwarded

Viewing a Message• Double click Message• Message opens in Word 2007 Style Viewer• Review and Respond to Received Messages

Message Ribbon

2007 Ribbon – A Closer LookPrint is Hiding

Under this Button

Forward this EMail to a New Recipient

Reply to the Sender and All Other Recipients

Reply to Just the Original Sender

Send EMail to Deleted Items Folder

Move EMail to Another Folder

Have this EMail appear as New

(Unread) in Inbox

Find Related Messages, Such as from Same Sender

Categorize EMail

Handle Junk E-mail

Creating and Sending an EMail

Type your message here

Click SEND to Deliver your Message when Done

Type EMail Addresses here

Click the Paper Clip to add an Attachment of your own

OR Click To/Cc/Bcc for Address Book

Type the Subject Here

While typing your Message, you’ll have Basic Word Functions Available

Send/Receive

Sends Messages in Outbox to Server and Retrieves New Email from Server

Outlook automatically Sends/Receives periodically and when Starting/Exiting.

Sometimes you (or someone else) is waiting for an email, use this button to force a

Send/Receive immediately.

Using Address BooksChoose an Address Book to

use from this Drop Down

Double Click to Add Name

or Single Click then Click a Button below

Contacts (aka Your Personal Address Book)

Click this when Done

Also works from Received EMails

Right Click EMail

Accessing Additional Contact Fields

Click All Fields Choose

Category

Update Data

Customizing Contacts Views to Show Other Fields

Choose Contacts Option

Change Current

View

Customize Current

View

Select Fields

Choose Category

Choose Field

Attachments

Receiving Attachments

Avoid using Open, because attachments are sometimes saved as “Temporary” files which

get deleted, and you may lose changes

Instead, use Save As… and then Open the

resultant downloaded file from your computer

AutoSignature

Replying to A Message

Type your response here

Click SEND to Deliver your Message when

Done

To: and Cc: Automatically Filled In, but you can add

more addresses

Click the Paper Clip to add an Attachment of your own

Forwarding a Message

To: and Cc: are left blank for you to fill in

Subject line adds the letters: FW:

Deleting Unwanted Messages(but not really)

Sends Message to the Deleted Items folder

(where it can be retrieved if needed)

TRICK:Hold down shift before clicking the X and you will bypass the Deleted Items folder.

CAUTION: Message will be PERMANENTLY deleted

FoldersItems waiting to be Permanently

Deleted

Items started, but not yet submitted for sending

Items you have received

Items designated manually or automatically as Junk or Spam

Items submitted for sending, but not yet sent to EMail server

Items sent by the EMail serverNumber in Parentheses [e.g. (10)] indicates number of New/Unread items

Right Click in Personal Folders, then Click New Folder to Create Additional

Folders to Organize your EMail

You can Drag & Drop into Folders OR Right Click and Choose Move To Folder

More with Folders

Multiple Windows can be Open Simultaneously

Right Click “Junk E-mail” or “Deleted Items” includes the option to Empty the

Folder

Your most frequently used folders can be displayed at the top

of the list

Junk Mail Folder Options

Categories

• Right Click and Choose Categorize or Click Categorize on Ribbon

• Same Category List applies to different Areas (i.e. Contacts, Appointments and Emails)

• Categories can be Renamed (e.g. Important)

• Additional Colors are Available

Filtering EMailRight Click on the Heading Bar

Click Customize Current View

Click Filter

Change Filter Items to Meet Your Needs

Click Clear All to Turn Off Filter

Create Distribution ListClick the Drop Down Arrow next to New

Click Distribution List

Click Select Members

Choose Using Click/Shift

/Ctrl

Click Members->

Type a List Name

Use Distribution List

• Appear as Contacts in the Address Book

• Can be entered directly into the To field by Typing List Name

• Can be Expanded by Clicking the PLUS Next to the List Name

Create Mail Merge

1. Select the Contacts2. Click Tools…Mail Merge3. Verify Contact Options4. Choose Form Letters

and Merge to: E-Mail5. Type a Subject line6. Click OK – Word Starts7. Insert Greeting Line8. Press Enter

9. Type “Verify your info…”

10. Insert Merge Field11. Choose Mobile_Phone12. Press Enter13. Type Closing

N.B. Autosignature not inserted

14. Finish & Merge…Send EMail

CalendarDifferent Views are Available –

Day/Week/Month

“Busy” times are Indicated as Appointments

Customizing Outlook/TroubleshootingExpand/Collapse

Resize Panes