1. Microsoft® Office Outlook® 2007 Training
[Your company name] presents:
Microsoft® Office Outlook® 2007 Training
[Note to trainer: For detailed help in customizing this template, see the very last slide. Also, look for additional lesson text in the notes pane of some slides.]
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2. Course contents Overview: A new version of Outlook
Lesson 1: What’s 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.
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3. Overview: A new version of Outlook
Look out! There’s a new version of Outlook.
It has a whole new look along with new features. But don’t worry, that doesn’t mean you’ll 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.
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4. Course goals
Move around in Outlook 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 , 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.
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5. Lesson 1
What’s changed and why

6. What’s changed and why
The first time you create a message in Outlook 2007 (or open one you receive), you’ll see the Ribbon.
It’s 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, you’ll see that the change is more than visual—it’s there to help you get things done more easily and with fewer steps.
And the great changes don’t end with the Ribbon—there’s a lot more that’s new to help you work faster and more efficiently. To name just a few of these things, there’s the To-Do Bar, new navigation in the calendar, and a new format for contacts.
Note: If you’re looking for information about all of the new features in Outlook, or if you want to know more about the differences between earlier versions of Outlook and this version, take a look at the Quick Reference Card that’s linked to at the end of the course. It contains a list of additional resources.
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7. Introducing the Ribbon
Here’s a new 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.
Specifically, you’ll encounter the Ribbon when you create or modify messages, calendar items, contacts, tasks, or journal entries.
Note: If you’ve used Microsoft Office Word 2007, the Ribbon for Outlook messages will be familiar to you. Because the Outlook 2007 editor is based on Word 2007, many of the commands and options that are available in Word are available when you create messages in Outlook.
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8. A closer look at the Ribbon
To better help you learn how to use the Ribbon, here’s 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.
Tabs: On the tabs are the commands and buttons that you’ve used before. The Message tab is shown here.
Groups: Basic Text, shown here, is a group.
Commands: The Bold button and the Font list (which in this picture shows the Calibri font) are commands. The most commonly used commands, such as Paste, have the largest buttons.
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9. The Ribbon shows what you need
Once again, you’ll 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 you’re doing.
That is, the tabs on the Ribbon will differ depending on the area of Outlook you’re working in.
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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.
The Message and Options tabs have groups and commands that you’ll use when you write and send a message.
The Appointment tab has groups and commands specific to working with a calendar entry.
The Contact tab has groups and commands to help you keep contact information up to date.
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11. There’s more than meets the eye
A small arrow at the bottom of a group means there’s 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, you’d click the arrow next to the Basic Text group on the Message tab of a new message.
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12. The Mini toolbar
The Mini toolbar allows you to quickly access formatting commands right where you need them: in the body of an 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.
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13. The Quick Access Toolbar
The Quick Access Toolbar is a small toolbar above the Ribbon.
It’s there to make the commands you need and use most often readily available.
What’s best about the Quick Access Toolbar? What’s on it is up to you.
That is, you can add your favorite commands to it with a simple right-click.
The Quick Reference Card, linked to at the end of this course, includes the detailed steps for adding commands to the Quick Access Toolbar.
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14. The Quick Access Toolbar
You’ll see and use different Quick Access Toolbars depending on the area of Outlook that you’re 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.
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15. Keyboard shortcuts
If you use keyboard shortcuts instead of a mouse or other pointing device, you’ll 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.
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16. Keyboard shortcuts
If you use keyboard shortcuts instead of a mouse or other pointing device, you’ll noticed that some shortcuts are the same but that others have changed.
To find your way around:
Notes   
The majority of keyboard shortcuts that use the CTRL key, such as CTRL+N for New, CTRL+C for Copy, and CTRL+V for Paste, have not changed.
The Quick Reference Card, linked to at the end of this course, contains pointers to more information about using the keyboard to access menus and commands.
Start by pressing ALT.
Press the indicated key to see the correct tab, and then press the letter to access the command you want.
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17. Know your options
Outlook provides many options to help you change how things look and work.
The way you access these program options hasn’t changed.
As shown in the picture, you’ll still click Options on the Tools menu from within the main Outlook window and use the Options dialog box.
Examples of program options include the standard reminder time for appointments or the default location for saving sent messages.
Note that some things have changed with options. The next section covers those changes.
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18. More about options
In Outlook 2007, you set options from a few different locations.
Options for writing
If you want to change your settings for writing — for example, to make the spelling checker stop ignoring words in uppercase—you do that from the Editor Options dialog box.
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19. More about options
In Outlook 2007, you set options from a few different locations.
Start by creating a message, and then do this:
Note: Some settings, such as those that you set in the Personalize area of the Editor Options window, are shared among all 2007 Office system programs. However, most changes that you make in Editor Options will apply only to Outlook.
Click the Microsoft Office Button
Click Editor Options.
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20. More about options
In Outlook 2007, you set options from a few different locations.
Options for sending
For example, you can choose whether the outgoing message is formatted in Plain Text, HTML, or Rich Text. You can also change where you keep a copy of a particular sent message (or you can specify whether you keep a copy of it at all).
When you send an message, you can choose how that message is sent. You set these options from tabs available on the Ribbon for the open message.
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21. More that’s 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.
You can see the To-Do Bar from Mail, Calendar, Contacts, and so on.
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22. More that’s 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
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23. A new look for the calendar
The new design of the calendar in Outlook makes it easier to see what’s 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.
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24. A new look for the calendar
The new design of the calendar in Outlook makes it easier to see what’s what.
Moving around is easier, too.
The picture shows some examples:
In the Tasks area, completed items appear crossed out and “stick” to the day; tasks not marked as complete will automatically be carried over to the next day, until you complete them.
The Quick Reference Card, linked to at the end of the course, provides more information about the Outlook calendar.
Also new is the Tasks area. It shows your current and upcoming tasks and tracks your accomplishments, too.
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25. A new look for contacts
In Outlook 2007, Electronic Business Cards make contacts easy to view and easy to share.
You’ll 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 . You might want to include your own Electronic Business Card as part of your signature.
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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.
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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, editor options, and 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).
[Note to trainer: With Outlook 2007 installed on your computer, you can click the link in the slide to go to an online practice. In the practice, you can work through each of these tasks in Outlook, with instructions to guide you. Important: If you don’t have Outlook 2007, you won’t be able to access the practice instructions.]
Online practice (requires Outlook 2007)
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28. Test 1, question 1
The Ribbon will look the same for a new message and a received message. (Pick one answer.)
True.
False.
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29. Test 1, question 1: Answer False.
What’s on the Ribbon will be different because your needs for dealing with the new and received messages are different.
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30. Test 1, question 2
You’ve switched to the calendar and you’re 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.
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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.
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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.
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33. Test 1, question 3: Answer ALT.
Press ALT and you’ll see letters displayed to help you with your next move.
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34. Find everyday commands
Lesson 2
Find everyday commands

35. Find everyday commands
You’ve got Outlook installed and you’ve taken time to learn about some of the ways it differs from previous versions.
Now it’s time to get to work.
Will it be easy to do the things you’ve always done in Outlook?
This lesson will show you that the answer is yes.
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36. Create a new message
It’s time to write and send your first message using the new Outlook.
What do you need to know? For starters, some things haven’t changed.
The first thing you need to know to get started is that you don’t 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 you’re most likely to use every time you create and send a message.
All of the old ways to get started in Outlook still work: Whether you prefer to use the New button or press CTRL+N, you’ll just do what you’ve always done to open a new message.
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37. Create a new message Using other tabs
If you’re 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), you’ll need to switch to the Insert tab.
Note: This isn’t new, but it’s something to remember: Certain groups and buttons will be available only when the cursor is in the body of the message. For example, formatting commands on the Basic Text tab won’t be available when the cursor is in the To field or the Subject field; to use those commands, you need to move the cursor to the body of the message.
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38. Use the Address Book to add recipients
Do you use the Address Book to add names to the To, Cc, and Bcc fields?
You’ll find the Address Book command on the Message tab.
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39. Show or hide the Bcc field
If you prefer to type 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, you’ll find it on the Options tab.
You can use Bcc (short for blind carbon copy) to send messages without exposing the names of the recipients to each other—it’s one way to respect the privacy of the people to whom you’re sending .
Tip: You can show or hide the Bcc field as you need to by adding the Show Bcc button to the Quick Access Toolbar. However, you don’t have to turn on or off the Bcc field every time you send a message; the Bcc field won’t show on the received message, even if you don’t turn it off in the sent message.
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40. Include your signature
Do you use a personal 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 didn’t use signatures (maybe they seemed too complex or you could never remember how to create them or where to find them), you’ll be surprised to see how easy signatures are in Outlook 2007.
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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, you’ll see them listed here.
To create new signatures, set a default signature, or modify existing signatures, click Signatures.
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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 you’re creating a message, start by clicking Follow Up in the Options group of a new message.
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43. Use flags and reminders
Follow up for yourself
Suppose you send a message to a colleague that says “I’ll 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.
The message itself is moved to the Sent Items folder once you send it.
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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.
The bell icon indicates to the recipient that the message includes a reminder.
Note that the item will not be added to the recipient’s To-Do Bar—creating a to-do list is a matter of personal choice.
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45. Respond to a message E-mail isn’t just about sending…
…it’s also about receiving and replying.
When you reply from an open message, you’ll use the buttons in the Respond group on the Message tab of the Ribbon.
You’ll notice that what’s on the Ribbon in a received message is different from what’s on it for a new mail message.
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46. Whoops! Need to recall a message?
You’ve 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 you’re 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.
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47. Whoops! Need to recall a message?
You’ve 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.)
Here’s 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.
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48. Whoops! Need to recall a message?
You’ve 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.)
Here’s what to do:
Note: If you don’t see the Recall This Message command, it’s probably because you’re not using Microsoft Exchange Server for your . The Quick Reference Card, linked to the end of this course, has more information about how you can verify this.
In the open message, click Other Actions in the Actions group, and click Recall This Message.
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49. Make time and remember to do things
Outlook isn’t just about .
It’s also about organizing your time, which you do in the calendar.
When you create or open an item in your calendar, you’ll see that the Ribbon shows groups and commands appropriate for helping you manage your time.
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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:
Note: The way that you set the standard reminder time for all appointments has not changed. You still do that by clicking Options on the Tools menu in the main Outlook window, and then setting the default time on the Preferences tab, under Calendar.
On the Appointment tab, click the arrow to open the Reminder list and then select a time.
Once you’ve made a change, click Save & Close on the far left of the Ribbon.
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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.
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52. Want to create a meeting? Invite others
An appointment is just for yourself.
When others are involved, create a meeting.
Once you’ve entered all of the meeting details, click Send to send the invitation to the other meeting participants.
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53. Work with a contact
When you open or edit a contact, you’ll 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.
To edit a contact’s Electronic Business Card, click the Edit Business Card button on the Contact tab.
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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.
[Note to trainer: With Outlook 2007 installed on your computer, you can click the link in the slide to go to an online practice. In the practice, you can work through each of these tasks in Outlook, with instructions to guide you. Important: If you don’t have Outlook 2007, you won’t be able to access the practice instructions.]
Online practice (requires Outlook 2007)
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55. Test 2, question 1
To start a new message, you use the Ribbon. (Pick one answer.)
True.
False.
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56. Test 2, question 1: Answer False.
You create a message just as you’ve always done.
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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.
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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.
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59. Test 2, question 3
You’ve just sent a message with an outrageous typo and you want to recall it. What’s the first step? (You already know that you’re 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.
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60. Test 2, question 3: Answer
Locate and open the message in the Sent Items folder.
You’ll 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.
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61. Send and receive attachments and pictures
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 it’s always been—and in some ways, even easier.
What’s easier?
When you receive attached pictures or Microsoft Office files, you’ll be able to use the Attachment Previewer to preview those attachments right in the Outlook Reading Pane.
And if you’re sending pictures, the Ribbon will help you send them just the way you want them.
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63. Include an attachment
Including an attached document or picture with your message is easier than ever.
Just as you’ve always done, you’ll begin by creating a new message. Then you’ll use the Attach File command on the Ribbon.
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64. Include an attachment Where you’ll find Attach File
Including an attachment is a common activity, so you’ll find Attach File on both the Message tab and the Insert tab.
The picture shows it on the Insert tab.
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65. Include an attachment You can’t 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.
To see a complete list of blocked file types and read more about how to avoid having your attached files blocked, see the article “Blocked attachments in Outlook.” The Quick Reference Guide, which is linked to at the end of this course, contains a link to that article.
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66. Include a picture in line with text
In Outlook, it’s easy to send pictures in the body of your messages instead of as separately attached files.
To do this:
Note: When you insert a picture into your message, you add it to the message as an embedded object. That is, it is a part of the message text. To be able to see the picture, people who receive your message must be able to receive HTML or Rich Text messages.
Click the Picture command on the Insert tab.
As shown in the illustration, you’ll see a picture in the body of the message.
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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:
When you click away from the picture, Picture Tools disappear.
You’ll see similar behavior if you include a chart, drawing, diagram, or table in your message.
Select a picture that you’ve inserted into a message…
…you’ll 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.
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68. Preview attachments before you open them
In Outlook 2007, you’ll 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?
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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.
Once you’ve decided an attached file is one that you want to open or save, you can do that by right-clicking its icon.
Note: To help keep your computer safe, embedded code in attachments is disabled while previewing.
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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 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.
Here’s more information about main file formats used in 2007 Office system programs:
Microsoft Office Word 2007 now uses .docx.
Microsoft Office PowerPoint® 2007 now uses .pptx.
Microsoft Office Excel® 2007 now uses .xlsx.
Microsoft Office Access 2007 now uses .accdb.
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71. How others can view attachments that you send
If you’ll be sending a Word 2007, Excel 2007, or PowerPoint file to someone who hasn’t yet upgraded to the release of Office, there are two options.
You can save the file in the 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.
The compatibility pack described in the second bullet point will open only files created with the 2007 Office system programs. It is recommended that the use of the pack be restricted to users who are aware of and understand this limitation.
Note: You can send Office Access accdb files as attachments, but they can only be opened with Access For more information about Access 2007 file formats, see the Quick Reference Card linked to at the end of this course.
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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).
[Note to trainer: With Outlook 2007 installed on your computer, you can click the link in the slide to go to an online practice. In the practice, you can work through each of these tasks in Outlook, with instructions to guide you. Important: If you don’t have Outlook 2007, you won’t be able to access the practice instructions.]
Online practice (requires Outlook 2007)
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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.
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74. Test 3, question 1: Answer
Use the Picture from File command on the Insert tab.
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75. Test 3, question 2
You’ve received a message with two JPEG picture attachments. What’s 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.
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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.
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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 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 message.
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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 you’re working with people who haven’t yet upgraded, you’ll have choices about how to make sure they can read those files.
You’ll find more information about this in the Quick Reference Card that’s linked to at the end of this course.
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79. Quick Reference Card
For a summary of the tasks covered in this course, view the Quick Reference Card.
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