February 2006Colby College ITS Introduction to Outlook 2007

February 2006Colby College ITS Tutorial Objectives After completing this tutorial, you should be able to: Find common menu selections on the new Ribbon Execute common commands Send and receive attachments Sharing files

February 2006Colby College ITS The Ribbon

February 2006Colby College ITS The Ribbon What it does –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

February 2006Colby College ITS What is on the Ribbon? 1.Tabs Seven basic tabs, each representing an activity area 2. Groups Specific actions related to the activity 3.Commands Buttons, dialog boxes or menus

February 2006Colby College ITS Two New Features The Microsoft Office Button –Replaces File menu –Basic commands to open, save, and print The Quick Access Toolbar –Contains much-used commands –By default: Save, Undo, and Repeat

February 2006Colby College ITS Dialog Launchers Lose a command? Probably in a dialog box Click the launcher arrow

February 2006Colby College ITS Additional Object Tabs Some tabs only appear when a specific type of object is selected Select a picture The image editing tab appears

February 2006Colby College ITS Mini Toolbar Some commands are useful regardless of which tab you are on For example: 1.Select some text 2.The mini toolbar for editing text will appear

February 2006Colby College 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

February 2006Colby College 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

February 2006Colby College ITS Commands and Menus

Creating a New Message Message > New Most common message actions on this tab February 2006Colby College ITS

Adding Address Book Recipients February 2006Colby College ITS Message > Address Book

Show or Hide BCC Field Options > Show BCC February 2006Colby College ITS

Using a Signature February 2006Colby College ITS Message > Signature 1.Any previously created will display here 2.Click Signatures to create new signatures, set a default signature, or modify existing signatures

Flags and Reminders (1) For Yourself –Follow Up > Tomorrow –Message added to To-Do List in Tasks list To-Do Bar February 2006Colby College 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 February 2006Colby College ITS

Respond to a Message Message > Respond February 2006Colby College ITS

Task Reminders 1.Appointment > Reminder Select a time. 2. Click Save & Close February 2006Colby College ITS

Editing Contacts Contact > Show to show or hide Click Details button to enter information February 2006Colby College ITS

February 2006Colby College ITS Sending and Receiving Attachments

Insert or Attach Insert –Puts the image directly in the message –Requires that the recipient is able to receive HTML or RTF messages –Some clients do not have this capability Attach –Appends the picture file to the –The recipient downloads it to see it –Does not require any special applications February 2006Colby College ITS

Attaching a Picture February 2006Colby College ITS 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:

Previewing Attachments Click attachment icon Preview appears in the Reading Pane February 2006Colby College ITS

Including a Picture 1.Insert > Picture 2. The picture is displayed inside the message February 2006Colby College ITS

February 2006Colby College ITS Searching for s

Search 1.Select folder 2. Type text 3. Messages that contain text appear in the results 4.Click to clear and start a new search 5. Click to widen search to all Mail folders February 2006Colby College ITS

Search Options Display search results as I type when possible –Default –Automatically displays results as you type Make searches faster by limiting the number of results shown –Default –Offers dialog box to display full search Highlight the words that I search for –Default –Highlights search text in results February 2006Colby College ITS

February 2006Colby College ITS IMAP vs. POP

The Differences POP –One-way communication path – is PULLED from the server and stored on whatever device you are using –Computer, laptop, iPhone, etc. IMAP –Two-way communication path – stays on the server –Access the SAME organization from any device February 2006Colby College ITS

IMAP February 2006Colby College ITS

POP February 2006Colby College ITS

ITS Recommendation Use IMAP –Better backup –More access Remember – You Can… –Drag messages you want to keep to your Personal Folders –These are on your computer February 2006Colby College ITS

But Remember… The decision is up to you You can use POP –If you have a huge number of s –If you have loads of graphics –If you dont ever want to access OLDER messages from home or on the road February 2006Colby College ITS

February 2006Colby College ITS Questions? Comments? Contact: Mel Regnell ext