1. Introduction to Outlook 2007
11/29/2018
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2. 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
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3. The “Ribbon”
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4. Is There a Ribbon in Outlook?
Yes
BUT
ONLY when you are working on a “new” object
New
New contact
All File > New commands
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5. 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
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6. 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
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7. 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
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8. Dialog Launchers Lose a command? Probably in a dialog box
Click the launcher arrow
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9. 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
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10. 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”
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11. 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
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12. Commands and Menus
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13. Creating a New Message Message > New
The
Ribbon
Message > New
Most common message actions on this tab
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14. Show or Hide BCC Field
Options > Show BCC
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15. 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
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16. Flags and Reminders (1) For Yourself Follow Up > Tomorrow
Message added to
To-Do List in Tasks list
To-Do Bar
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17. Flags and Reminders (2) For the Recipient
Follow Up > Flag for Recipients
Specify before you send the message
Includes a flag and bell icon
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18. Respond to a Message
Message > Respond
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19. Calendar Appointments
In Calendar, go to New > Appointment
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20. Task Reminders Appointment > Reminder Select a time.
 Click Save & Close
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21. Sending and Receiving Attachments
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22. 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 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
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23. 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:
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24. Previewing Attachments
Click attachment icon
Preview appears in the Reading Pane
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25. Including a Picture Insert > Picture
 The picture is displayed inside the message
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26. Managing Messages with Rules
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27. Rules
An action that Outlook takes automatically on an arriving or sent message that meets the conditions that you specify
Two categories
Organization
Notification
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28. 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
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29. 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
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30. New Rule from a Template (1)
In the Navigation Pane click Mail
Tools > Rules and Alerts
Click New Rule
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31. Rules Wizard Step 1 Step 2 Templates Conditions Actions Descriptions
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32. New Rule from a Template (2)
In Step 1 List
Select a template, from Stay Organized or Stay Up to Date
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33. 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
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34. New Rules from Template (4)
Select names from contacts
Click From
Click OK
Click Next when returned to Rule Wizard box
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35. 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
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36. New Rule from Template (6)
In Step 2 List
Click on specified folder
Select desired destination folder or
Create a new folder as destination
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37. 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.
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38. Managing Your Contacts
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39. Adding Address Book Recipients
Message > Address Book
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40. Adding Contacts In contacts, go to New > Contact 11/29/2018
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41. Editing Contacts Contact > Show to show or hide
Click Details button to enter information
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42. 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.
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43. 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
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44. 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 addresses are include a domain name You should also be sure to include a header for each column of data you are importing (see bolded text)
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45. Importing Contacts from Excel (2)
Highlight the fields you would like to import into Outlook 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
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46. Importing Contacts from Excel (3)
Even if you have saved your Excel spreadsheet before, you must do so again… …as an Excel Workbook!
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47. Importing Contacts from Excel (4)
After saving your Excel spreadsheet as a workbook, you must close your Excel file! Then open Outlook 2007 Under the File menu, select “Import and Export…”
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48. Importing Contacts from Excel (5)
Select “Import from another program or file” Click “Next >”
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49. Importing Contacts from Excel (6)
Select “Microsoft Excel ” Click “Next >”
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50. Importing Contacts from Excel (7)
Click “Browse…” and select your 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
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51. Importing Contacts from Excel (8)
Make sure that “Contacts” is highlighted as your destination folder
Then click “Next >”
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52. Importing Contacts from Excel (9)
Check the box next to the selection you would like to import
A “Map Custom Fields” dialog should appear…
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53. 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”
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54. Importing Contacts from Excel (11)
Voila! Your contacts have been successfully imported from Excel to Outlook 2007!
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55. Completing eMail Addresses (1)
Outlook requires a full address
Some imported lists DO NOT include
CARS Excel reports
Many contacts imported from Eudora
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56. Completing eMail Addresses (2)
Adding domains is a simple task in outlook
Adding domains to a list of hundreds of s can be time-consuming and error prone
Let’s do it an easier way…
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57. 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 address in the next column
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58. 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 +
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59. 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 separated by ampersands B2&C2&D2
End the line with a right parentheses ) =(B2&C2&D2)
Press Enter
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60. 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 +
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61. Safely Sharing Files
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62. 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
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63. 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
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64. Questions. Comments. Contact: Mel Regnell Mel. Regnell@colby. edu ext
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