Introduction to Outlook 2007 11/29/2018 Academic ITS

Tutorial Objectives After completing this tutorial, you should be able to: Use the new Ribbon Execute common commands Send and receive attachments Manage messages with rules Manage and add contacts Safely share files 11/29/2018 Academic ITS

The “Ribbon” 11/29/2018 Academic ITS

Is There a Ribbon in Outlook? Yes BUT ONLY when you are working on a “new” object New email New contact All File > New commands 11/29/2018 Academic ITS

The Ribbon What it does What is different How this helps you Groups work (activities) by task rather than function What is different You can find information by what you want to do (tabs) rather than by what classification a programmer put it under How this helps you More intuitive, easier to learn 11/29/2018 Academic ITS

What is on the Ribbon? Tabs Groups Commands Seven basic tabs, each representing an activity area Groups Specific actions related to the activity Commands Buttons, dialog boxes or menus 11/29/2018 Academic ITS

Two New Features The Microsoft Office Button The Quick Access Toolbar Replaces File menu Basic commands to open, save, and print  The Quick Access Toolbar Contains much-used commands By default: Save, Undo, and Repeat 11/29/2018 Academic ITS

Dialog Launchers Lose a command? Probably in a dialog box Click the launcher arrow 11/29/2018 Academic ITS

Mini Toolbar Some commands are useful regardless of which tab you are on For example: Select some text The mini toolbar for editing text will appear 11/29/2018 Academic ITS

Quick Access Toolbar Holds actions you use all the time (copy, paste, etc) To add a command Right-click on it Select “Add to Quick Access Toolbar” 11/29/2018 Academic ITS

Hiding the Groups for More Room When you need more room to just “write” Double Click the active tab To redisplay the groups, double click the active tab again 11/29/2018 Academic ITS

Commands and Menus 11/29/2018 Academic ITS

Creating a New Message Message > New The Ribbon Message > New Most common message actions on this tab 11/29/2018 Academic ITS

Show or Hide BCC Field Options > Show BCC 11/29/2018 Academic ITS

Using a Signature Message > Signature Any previously created will display here Click Signatures to create new signatures, set a default signature, or modify existing signatures 11/29/2018 Academic ITS

Flags and Reminders (1) For Yourself Follow Up > Tomorrow Message added to To-Do List in Tasks list To-Do Bar 11/29/2018 Academic ITS

Flags and Reminders (2) For the Recipient Follow Up > Flag for Recipients Specify before you send the message Includes a flag and bell icon 11/29/2018 Academic ITS

Respond to a Message Message > Respond 11/29/2018 Academic ITS

Calendar Appointments In Calendar, go to New > Appointment 11/29/2018 Academic ITS

Task Reminders Appointment > Reminder Select a time.  Click Save & Close 11/29/2018 Academic ITS

Sending and Receiving Attachments 11/29/2018 Academic ITS

Insert or Attach Insert Attach Puts the image directly in the message Requires that the recipient is able to receive HTML or RTF messages Some email clients do not have this capability Attach Appends the picture file to the email The recipient downloads it to “see” it Does not require any special applications 11/29/2018 Academic ITS

Attaching a Picture Message > Attach File or Insert > Attach File Outlook will block some file types that are often used to spread viruses Go here for a list of blocked files: http://office.microsoft.com/en-us/outlook/HA012299521033.aspx 11/29/2018 Academic ITS

Previewing Attachments Click attachment icon Preview appears in the Reading Pane 11/29/2018 Academic ITS

Including a Picture Insert > Picture  The picture is displayed inside the message 11/29/2018 Academic ITS

Managing Messages with Rules 11/29/2018 Academic ITS

Rules An action that Outlook takes automatically on an arriving or sent message that meets the conditions that you specify Two categories Organization Notification 11/29/2018 Academic ITS

Organizational Rules Stay organized Help to file and follow up on messages Example A rule for messages from a specific sender, such as Bobby Moore, with the word "sales" in the Subject line, to be flagged for follow-up, categorized as Sales, and moved to a folder called Bobby's Sales 11/29/2018 Academic ITS

Notification Rules Stay up-to-date Notify you in some way when you receive a particular message Example A rule that automatically sends an alert to your mobile telephone when you receive a message from a family member 11/29/2018 Academic ITS

New Rule from a Template (1) In the Navigation Pane click Mail Tools > Rules and Alerts Click New Rule 11/29/2018 Academic ITS

Rules Wizard Step 1 Step 2 Templates Conditions Actions Descriptions 11/29/2018 Academic ITS

New Rule from a Template (2) In Step 1 List Select a template, from Stay Organized or Stay Up to Date 11/29/2018 Academic ITS

New Rule from a Template (3) In Step 2 List: Edit the rule description Click an underlined value Example: Click people or distribution list, and the Address Book opens 11/29/2018 Academic ITS

New Rules from Template (4) Select names from contacts Click From Click OK Click Next when returned to Rule Wizard box 11/29/2018 Academic ITS

New Rule from a Template (5) In Step 1 list Select action(s) Select the action that you want the rule to take when the specified conditions are met Example: Move it to a specified folder 11/29/2018 Academic ITS

New Rule from Template (6) In Step 2 List Click on specified folder Select desired destination folder or Create a new folder as destination 11/29/2018 Academic ITS

New Rule from a Template (7) Repeat Step 1 and 2 per above for exceptions Click Next Enter a name for the rule Select apply options Click Finish. 11/29/2018 Academic ITS

Managing Your Contacts 11/29/2018 Academic ITS

Adding Address Book Recipients Message > Address Book 11/29/2018 Academic ITS

Adding Contacts In contacts, go to New > Contact 11/29/2018 Academic ITS

Editing Contacts Contact > Show to show or hide Click Details button to enter information 11/29/2018 Academic ITS

Adding Contact Folders (1) Create a new contact folder Contacts Tab > File > Folder Type a name for the new folder Select Contact Items in the Folder contains box Under Select where to place the folder Click where you want to place the folder. Click OK. 11/29/2018 Academic ITS

Adding Contact Folders (2) Add Contacts to the Folder Click contact On Edit menu: Move the contact Cut the contact Click the new folder Edit menu > Paste Or Copy the contact Click Copy 11/29/2018 Academic ITS

Importing Contacts from Excel (1) Sometimes, you may have a list of contacts in an Excel spreadsheet that you would like export to Outlook 2007 Make sure that the e-mail addresses are include a domain name (i.e. @colby.edu) You should also be sure to include a header for each column of data you are importing (see bolded text) 11/29/2018 Academic ITS

Importing Contacts from Excel (2) Highlight the fields you would like to import into Outlook 2007. Note that you should select the data only—not the entire row or column! Click here: Enter a label for your fields (i.e. coworkers) Press “Enter” on your keyboard 11/29/2018 Academic ITS

Importing Contacts from Excel (3) Even if you have saved your Excel spreadsheet before, you must do so again… …as an Excel 97-2003 Workbook! 11/29/2018 Academic ITS

Importing Contacts from Excel (4) After saving your Excel spreadsheet as a 97-2003 workbook, you must close your Excel file! Then open Outlook 2007 Under the File menu, select “Import and Export…” 11/29/2018 Academic ITS

Importing Contacts from Excel (5) Select “Import from another program or file” Click “Next >” 11/29/2018 Academic ITS

Importing Contacts from Excel (6) Select “Microsoft Excel 97-2003” Click “Next >” 11/29/2018 Academic ITS

Importing Contacts from Excel (7) Click “Browse…” and select your 97-2003 Excel workbook Select “Allow duplicates to be created” Other options could result in data loss! Click “Next >” Remember that you can always delete duplicate contacts quickly and easily once they have been exported to Outlook 2007 11/29/2018 Academic ITS

Importing Contacts from Excel (8) Make sure that “Contacts” is highlighted as your destination folder Then click “Next >” 11/29/2018 Academic ITS

Importing Contacts from Excel (9) Check the box next to the selection you would like to import A “Map Custom Fields” dialog should appear… 11/29/2018 Academic ITS

Importing Contacts from Excel (10) Under Value, you should find a list of the headers from your Excel workbook Select each individually and drag them over to their corresponding Outlook 2007 Contact fields When you are done, click “OK” Back in the “Import a File” screen, click “Finish” 11/29/2018 Academic ITS

Importing Contacts from Excel (11) Voila! Your contacts have been successfully imported from Excel to Outlook 2007! 11/29/2018 Academic ITS

Completing eMail Addresses (1) Outlook requires a full email address username@colby.edu Some imported lists DO NOT include “@colby.edu” CARS Excel reports Many contacts imported from Eudora 11/29/2018 Academic ITS

Completing eMail Addresses (2) Adding domains (like @colby.edu) is a simple task in outlook Adding domains to a list of hundreds of e-mails can be time-consuming and error prone Let’s do it an easier way… 11/29/2018 Academic ITS

Completing eMail Addresses (3) First – Add the “@” sign Must be in a column by itself (Otherwise Excel interprets it as a function) Then enter the rest of the email address in the next column 11/29/2018 Academic ITS

Completing eMail Addresses (4) Copy the content into all subsequent fields Select the 2 columns containing “@” and “colby.edu” Hover your mouse over the bottom-right corner until you see a black cross Click, and drag the cross down the length of your data “@” and “colby.edu” will be added to every address line + 11/29/2018 Academic ITS

Completing eMail Addresses (5) In a new column, enter and equal sign followed by a left parentheses =( Type the location of of each cell in the e-mail separated by ampersands B2&C2&D2 End the line with a right parentheses ) =(B2&C2&D2) Press Enter 11/29/2018 Academic ITS

Completing eMail Addresses (6) Select the cell you just created Hover your mouse over the bottom-right corner until you see a black cross appear Click and drag the cross down the length of your data + 11/29/2018 Academic ITS

Safely Sharing Files 11/29/2018 Academic ITS

Blocked File Types (1) Outlook does not block documents that have the following file name extensions: .xls .doc .ppt .txt Most commonly used file types 11/29/2018 Academic ITS

Blocked File Types (2) To send a file of a blocked type, (an .exe for example): Change the extension (.exe to .exe_ok) Include instructions to rename once it is downloaded so it can be run or Use a zip program to package files before you attach them Include instructions for “unpacking” or Post files to a secure network share Point recipients to location for download 11/29/2018 Academic ITS

Questions. Comments. Contact: Mel Regnell Mel. Regnell@colby. edu ext 11/29/2018 Academic ITS