Using Outlook Outlook Screen

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1 Using Outlook 2007 Outlook is an electronic mail program. You can read your mail, reply to messages, compose messages, and keep an address book in Outlook. In addition, Outlook also has a Calendar, list of Contacts and Tasks list. Navigation Pane Reading Pane To Do Bar Outlook Screen The Outlook screen has a Menu bar and the Standard toolbar across the top with the Navigation Pane on the left. The Inbox may look like the one shown with the Reading Pane turned on, or it may have the Reading Pane at the bottom or turned off. The To Do Bar is on the right with a mini-calendar, upcoming appointments, and tasks at the bottom. There is a Status Bar across the bottom of the window. On the left side it displays the number of items in the displayed message folder. On the right it should say Connected to Microsoft Exchange. To turn on or off the Reading Pane, click View, highlight Reading Pane then select from Right, Bottom or Off. Right is what the figure above shows. Bottom puts the Reading Pane below the C Standfield Page 1 of 20 Outlook 2007

2 list of messages; Off means the Reading Pane is not visible. With or without the Reading Pane, you may open a message in its own window by double clicking on it in the list of messages. The Button Panel is on the lower part of the Navigation Pane on the left. Use the Button Panel to switch between Mail, Calendar, Contacts, Tasks, and Notes. There is a smaller button below Tasks which turns the Folder List on. The Folder List displays all the folders and subfolders set up in Outlook. Click a folder to open it. The Inbox folder is open when you open Outlook. Messages that have been received are displayed in the Inbox to the right of the Folder List. Working with Messages Sort the Message List If the Reading Pane is On, right click on the Arranged By: bar. Select the field to be sorted. [See the figure on the right] Date is the default field to be sorted. On the right side of the bar, it will show either Newest on top or Oldest on top. If you sort by From or Subject, they will show either A on top or Z on top. To change what is on top, click the right side of the bar; there are only two choices, so they toggle back and forth. If the Reading Pane is Off the list of messages may be sorted by clicking one of the column-heading gray buttons across the top: From, Subject, Received, Size, or any of the symbols. The first click will sort the list in Ascending order; clicking the same button again changes to Descending order. Read New Messages New messages are normally displayed at the top of the Inbox messages list. New, unopened messages have a closed envelope symbol in front of the message and the message is Bold (Unread messages). If you have read the message already, there will be an opened envelope symbol to the left of the message and the message will no longer be bold (Read messages). You may read Unread messages in the Reading Pane, if it is open, or you may double click on the message to open the message in its own window. If the Reading Pane is Off, the list of messages goes across most of the screen. The symbols (described in the figure on the right) will be on the left except the Follow-up Flag will be on the far right. C Standfield Page 2 of 20 Outlook 2007

3 An envelope with a red arrow pointing left indicates the message has been replied to. An envelope with a blue arrow pointing right indicates the message has been forwarded on to someone else. A meeting request symbol has people instead of an envelope. The Follow-up Flag symbol will appear on the right side of the list, if one has been specified it will be in color. If there is a paper clip on the right near the flag, the message has a file attached. Double click a message in the list to open it. Once you have read it, click the Close button (X) in the top right corner of the message window to close it or click the Next Item (down arrow) button or Previous Item (up arrow) button in the Quick Access Toolbar to open another message. Toolbar displayed when the Reading Pane is on. Toolbar displayed when the message is open in its own window. While you are reading a message, there are buttons across the top of the window. Depending on whether the Reading Pane is on or off the toolbar is slightly different. With the Reading Pane On, the buttons are: New, Print, Move to Folder, Delete, Reply, Reply to All, Forward, Categorize, and Follow Up. With the message open in its own window (second figure above) the buttons are labeled. Click Reply to reply to the sender only. Click Reply to All to send a reply to the sender and also everyone who received the original message. Use the Forward button to send the message on to another address. You may click the Print button to print the message or click the Delete button to move it to the Deleted Items folder. Use Move to Folder to move the message from the Inbox to another folder. [If you prefer you can drag the message from the Inbox list into a folder in the Folder List to the left.] You should open Outlook in the morning when you come to work and leave it open all day. Then when you receive new a notification will appear in the lower right corner of the screen also an envelope will show on the Taskbar. If your machine is set up to chime when new mail arrives you will hear the sound when the envelope icon appears on the Taskbar. Reply to a Message To reply to a message, click the Reply button, the return address will automatically be taken from the message. (You could click the Reply to All button if you want the reply to be sent to C Standfield Page 3 of 20 Outlook 2007

4 everyone who received the original message.) The original message will be at the bottom of the reply; type your reply (it will be above the original message), then click Send. Once the reply has been sent, the original message will display a note at the top stating the date and time you replied to the message. When the original message is closed, an envelope symbol with a red arrow is displayed to the left of the message to indicate a reply has been sent. Compose a Message To compose a message, click the New (Mail Message) button, it is the first button on the left side of the toolbar. A blank message window is displayed. [You can also click the drop-down arrow and select from all the New items: Mail Message, Folder, Search Folder, Appointment, Meeting Request, Contact, Distribution List, etc.] In the To: box type the address of the person being addressed, or click the To button to access your Global Address List or Contacts. In the Subject: box type the subject of the message. If you wish to send copies, put additional addresses in the Cc... box or click the Cc button to bring up the Global Address List or Contacts. If you click the To or Cc buttons, the Select Names dialog box is displayed. First, be sure you are seeing the correct address list. The default is to display the Global Address List. You may change to Contacts by clicking dropdown list in the top right hand corner (#1). Type the last name at the top (#2). Select one or more names from the list (#3). (Use s or c to select multiple names.) Then click one of the To ->, Cc ->, or Bcc -> buttons (#4) to place the names in the appropriate field. You could also double click the name to place it in the current field. When you have selected the names you wish to send the message to, click OK. C Standfield Page 4 of 20 Outlook 2007

5 Type your message in the large area below the Subject line. If you have set up a Signature, it will display below the cursor. The Signature will be pushed down on the page as you type. There are several buttons on the Message Ribbon that you might want to use: font changes, High priority, Follow Up, Spelling, etc. At the top of the window there is a Send button, click it to send the message when you are finished typing. To save the message and send it later, click Save, the incomplete message will be saved in the Drafts folder. To cancel the message without sending it, click the Close button in the top right corner of the window. Attach a File to a Message To attach a file to a message you are composing: click the paper clip (Attach File) button on the Message Ribbon or the Insert Ribbon. Select the folder containing the file, then click the filename. You may add as many attachments as needed. An Attached: line will be added below Subject: in the message header. It will show an icon that represents the type of file, the file name, and the size of the attachment. Continue composing the message then click Send when the message is compete. Blocked Files & Viruses On campus, several file extensions are blocked because of the possibility of viruses. If you receive a message with an attachment called: alert.txt then that means the original attachment was blocked (you won't receive it). If you open the file alert.txt you will see a text message with the date and actual filename of the blocked attachment. Some of the blocked file types are: BAT, COM, EXE, MDB and VBS. You may also see this message if there was a virus in the attached file. Read an Attached File When you receive a message with an attached file, with the Reading Pane turned on, a paper clip will be displayed under the date in the message list. If the Reading Pane is turned off, there will be a paper clip symbol to the left of the message in the message list. Open the message, there will be a "program icon" for each attached file along with the filename and file size. In Outlook 2007 you can Preview the attachment quickly without opening it. Click once on the attached file s filename. Click the Preview file button and the document is displayed. C Standfield Page 5 of 20 Outlook 2007

6 To open the attached file, double click the attachment icon for the file you want to see. A dialog box may be displayed asking if you want to Open or Save the attached file. Make a selection. If you wish to keep the file to look at another day, you should click Save then select the folder you wish to save it in and click Save. You will need to have the same program that the attached file was created in, to be able to select Open. Depending on the program that the attached file is displayed in, you may save or print from that program. If you wish to send a file that has a blocked extension you will need to put it in a Zip file and then send it. If you are trying to receive a file that has a blocked extension then you will need to request that the sender send it to you in a Zip file. Signature A Signature is a few lines of text that you want automatically added to the end of the messages you send. If you have created a Signature and selected it as the default, it will display on the message screen when you are composing, replying to, or forwarding a message. If you have created several signatures, you may select a signature while typing a message. Click the Signature button and select the desired one from the list. Most people put their name, title, address and possibly a phone number, fax number, or mailing address in their signature, along with any other information they wish. You may create several signatures, created for different needs. For example, you might have a full signature (with your name, title, company, etc.) and have another more informal or shorter signature. In Outlook, each signature is named so you can select them by name. To create a Signature, click Tools, Options to open the Options dialog box. Click Mail Format (#1 in the figure on the left), then click the Signatures button (#2) on the lower right. Click the New button to create a Signature. Type a name for the Signature, click OK. Type the signature in the text box provided. C Standfield Page 6 of 20 Outlook 2007

7 Use the formatting buttons provided to format the text for the Signature. There are additional buttons for inserting a Business Card, a picture/logo, and/or a hyperlink into your signature. Click the Save button. The name of your Signature will be displayed in the list of Signature names on the left. If you click the Signature name, the actual signature will be displayed in the text box under the list. You may Edit or Delete an existing Signature. To edit a Signature, click its name, it will display in the text box, make the changes and click Save. To erase a Signature, select the name, click Delete. To change the name of a Signature, click its name in the list, then click the Rename button. Change the name, click OK. On the top right hand side, you may select two default Signatures: one for New messages and one for Replies/forwards. Click the drop-down arrow on the right side of each to select a default Signature. Click OK to return to Mail Format. Organizing Messages Messages may be left in the Inbox, moved into folders, or deleted. In accounts on the Exchange Server, the messages are saved on the server as long as they are in any folder in your Mailbox. This includes: the Deleted Items, Drafts, Sent Items, and Junk Mail folders. There is a limit to how much space you can use on the Exchange Server. To see how much space you are using, point to Mailbox at the top of the Folder List and right click. Select Properties for Mailbox - name. Click the Folder Size button on the displayed dialog box. It will calculate the size and display the Total Size and list all of the folders with their individual sizes that add up to the Total Size. If your Mailbox is too large, your account will start sending messages that your Mailbox is full, eventually it will not allow you to send or receive until you free up space in your Mailbox. [See the information below on Personal Folders to keep messages but free up space.] To Delete messages you may do one of the following: click on the message and press the d key on the keyboard; click the Delete button on the toolbar; drag the message to the Deleted Items folder; right click on the message in the list and select Delete. The messages will remain in the Deleted Items folder until it is emptied. [Tools, Empty Deleted Items folder] You may move messages into subfolders. You must create the subfolder first. There are a couple of ways to create a subfolder. If you want to make a subfolder of the Inbox, right click on the Inbox in the Folder List. Select New Folder in the popup menu. Type a name for the New Folder and click OK. Another method is to click File (in the menu at the top), select New, and click Folder. Type a name for the New Folder and click OK. C Standfield Page 7 of 20 Outlook 2007

8 There are a couple of ways to move messages into subfolders. The easiest way is to drag the message(s) to the subfolder. Another way is to select the message and click the Move to Folder button. It will display the ten most recently used folders and last it has Move to Folder which displays the Move Items dialog box shown in the figure on the left. Select the folder to put the message in and click OK. In order to move messages off of the Exchange Server and onto your hard drive you will need to create Personal Folders. Look in your Folder List (see the figure) to see if Personal Folders is already set up, it will be at or near the bottom of the Folder List. If Personal Folders are not set up, then click File, New, Outlook Data File. A dialog box is displayed, select Office Outlook Personal Folders File (.pst), click OK. Once Personal Folders is set up, you can create subfolders in the same manner as described above. You can make as many subfolders as desired and the subfolders may have subfolders. You can move messages to the Personal Folders by dragging them and dropping them into a subfolder or you can click the Move to Folder button and select a subfolder of the Personal Folders. Everything in Personal Folders is stored on the hard drive of your computer. When it is moved from the Inbox to Personal Folders it is removed from the Exchange Server and is no longer taking up space in your Mailbox on the Server. So this frees up space. You will only be able to access the messages in Personal Folders from the specific computer you were using when you moved them to the Personal Folders. For example, if you set up Personal Folders at work and you are using your home computer, you will not be able to pull up the messages in Personal Folders until you go back to work. Contacts Add new addresses in Contacts. By entering the addresses in the Contacts list, they are available for messages and in the Calendar for appointments. The information can be easily edited in Contacts. Contacts are displayed in C Standfield Page 8 of 20 Outlook 2007

9 alphabetical order by last name with the alphabet listed on the right side so you can easily jump to another part of the Contacts list. Click Contacts, then click the New Contact button in the top left, to add someone to the list. A screen (like the one on the left) is displayed. Type the Full Name (firstname lastname), the Address, and any other information you would like to keep. File as fills in with the Lastname, Firstname. Click Save & Close. The name is added to the Contacts list. If you receive a message from someone who is not in your Contacts list, you can easily add the person to Contacts. Display the message, while pointing to the person s name in the From line, right-click the mouse, select Add to Outlook Contacts from the popup menu. The name and e- mail address will be copied into a New Contact dialog box; make any changes or additions in the New Contact dialog box, click Save & Close. Distribution List A Distribution List, is a named list of addresses to which you want to send the same message. Use a Distribution List to avoid sending the same message individually to several people. With a Distribution List, you only send one message, but a copy goes to everyone in the Distribution List. To create a Distribution List, in Contacts, click the drop down arrow on the New button and select Distribution List. Type a name for the list, click the Select Members button and select names from your Contacts or the Global Address List to add to the Distribution List. After selecting the members of the list, click OK. You can also click Add New to add people ( addresses) to the Distribution List that are not in your Contacts or the Global Address List. Click Save & Close to save the Distribution List. To edit a Distribution List, open Contacts. Distribution Lists are alphabetized with the Contacts. Double click the Distribution List name. The Distribution List dialog box is displayed, you can C Standfield Page 9 of 20 Outlook 2007

10 remove a name from a Distribution List, select the name, then click Remove (in the Members group of the Distribution List Ribbon). You can add additional names to the list; either click Select Members to add people from your Contacts or click Add New to add individuals not already in your Contacts. When you click Add New, you will need to type the name and the address of the person being added. Click Save & Close to save the changes to the Distribution List. If you have edited addresses in your Contacts, you will need to click Update Now to copy the newly changed addresses into the Distribution List. To address an message to a Distribution List, either type the name of the list in the To field or click the To button and select the Distribution List name from the Contacts (#1) in the Select Names dialog box. In the Select Names dialog box the names (#2) of Distribution Lists show up bold and with a people icon in front of the name. Select the name of the Distribution List, click To -> (#3). Click OK once the To -> field has the name(s). Calendars Click Calendar in the Navigation Pane to open your calendar. The Calendar can be used to keep track of appointments. There are three views for the Calendar and each has a button above the calendar. You may switch to any view: Day, Week, or Month by clicking the appropriate button. All three views have a small one month display in the top left hand portion of the screen. There are right and left arrows beside the name of the month to scroll to previous or future months. In the Day view the times of the day are listed in thirty minute blocks on the left. Use the buttons on the vertical scroll bar to scroll to later (or earlier) times in the day. You can easily see your appointments for the whole day. Each appointment will be in a box that covers the amount of time for that appointment. To create an appointment in this view, point to a time slot, click and type. To enter additional information, make a recurrence or invite others, double click on a time slot on the appropriate day and fill in the information in the Appointment dialog box. C Standfield Page 10 of 20 Outlook 2007

11 In the Week view (see the figure on previous page) the times of each work day are listed in thirty minute blocks. Use the buttons on the vertical scroll bar to scroll to later (or earlier) times in the day. You can easily see your appointments for the whole week. Each appointment will be in a box that covers the amount of time for that appointment. On the top left portion of the screen you see the small one month display. To create an appointment in this view, double click on a time slot on the appropriate day. You can move an appointment to another day or time by dragging it to the new time. In the Week view there are two additional radio buttons at the top. You may select either one: Show work week or Show full week. In the Month view, you can easily see your whole month calendar. You can use the vertical scroll bar to display other months, scroll up to previous months and down to future months. Odd months (Jan., March, etc.) are displayed in one color, even months (Feb., April, etc.) are displayed in another color. To create an appointment in this view, double click on the appropriate day. You can move an appointment to another day by dragging it. Above the Month view there are three radio buttons, you may select one from: Details Low, Medium, or High Appointments To create a new appointment, double click on the day and/or time or click the New Appointment button on the Calendar toolbar to display the Appointment dialog box. Type in a Subject and Location. If you double clicked on a specific time slot to create the appointment, that time will display in the Start time. If you double clicked on a day in Month view, then All day event is already checked, turn it off in order to specify times. For the Start time and End time you may either select a date from the drop down menu or type a date and select or type a time or click All day event. If you would like a Reminder ( ) then look at the settings, you may change how far ahead to remind you, 15 minutes is the default. Make a selection in the Show as ( ) box: Free, Tentative, Busy, or Out of Office. Use Categorize ( ) to color code your appointments. Free is white, Tentative is blue/white stripes, Busy is C Standfield Page 11 of 20 Outlook 2007

12 royal blue, and Out of Office is purple. There is a large text box at the bottom of the screen to write more information if necessary. If it will be a recurring appointment, click Recurrence ( ). The Appointment Recurrence dialog box is displayed (see figure on next page). It displays the Start: and End: times of the appointment. Select the Recurrence pattern: Daily, Weekly, Monthly, or Yearly. If you select Daily, then you can put the number of days between each occurrence or check Every weekday. If you select Weekly, then you can specify how many weeks between and the specific days. Selecting Monthly will give you two choices, either the same date of every month (like the 25 th ) or the same day (like the second Tuesday). Selecting Yearly will also give you two choices, either the same date of a specific month (like December 25 th ) or the same day of the same month (like the second Monday in January). Once you have set the Recurrence pattern, set the Range of recurrence. It shows the Start: date with three choices for End: No end date, End after occurrences, or End by --. To specify the end of the recurrence either type the number of occurrences or the ending date. Click the Save and Close ( ) button on the Appointment toolbar to return to the Calendar screen. To edit an appointment, you can double click the appointment in any view. Once you have made the desired changes, be sure to click Save and Close. If you have set appointments to remind, then at the time of the reminder you will be reminded by a small window that pops up (see the figure on the right) in whatever program you are in. [Outlook must be running in order for reminders to work.] The reminder will display the Subject, Location, Date, and Time from the appointment information. It has four buttons: Dismiss All, Open Item, Dismiss, and Snooze. Set the time first if you use Snooze, click the drop-down list at the bottom. Click Dismiss if you don t need to be reminded again. Use Dismiss All if you have multiple reminders at the same time. Click Open Item if you need to see the additional information stored in the appointment C Standfield Page 12 of 20 Outlook 2007

13 Meetings To set up a meeting, in the Calendar view, open a new appointment window, fill in the information (steps - ) as needed, then click Scheduling ( ). Click the Add Others button at the bottom, select Add from Address Book. The Global Address List is displayed. Select people for the Required or Optional attendees, you may also select Resources (like a conference room). Click OK when everyone is selected. The schedule will show you if any of the potential attendees are Busy during the suggested meeting time. Outlook will display their calendars with the blocks of time that they have scheduled. The blocks will be blue for Busy, blue/white stripes for Tentative, and purple for Out of Office. White with black stripes mean that their calendar is unavailable or they do not use the Calendar. (see the figure on the right, inside the oval) Click AutoPick to get Outlook to help you locate a time when everyone is available. It will shift to the date and time that all the attendees are free. Once you have selected a time, click the Appointment tab to type any additional information. Once all the information is correct click Send to "invitations" to the meeting. The persons receiving these meeting requests will have buttons to click in reply: Accept, Tentative, Decline, and Propose New Time. If you (or they) click Accept, Tentative, or Decline it will ask about sending a response: Edit the response before sending, Send the response now, or Do not send a response. If you receive a meeting request and you click Accept, it will put the meeting on your calendar. If you click Decline, it will move the meeting request to the Deleted Items folder. If you sent meeting requests to other people to attend a meeting, open the appointment and click the Tracking button, it will show you who has responded and what they said: Accepted, Declined, or Tentative. If you created the meeting request and later decide C Standfield Page 13 of 20 Outlook 2007

14 to cancel the meeting, open the appointment and click the Cancel Meeting button in the Actions group. When the cancellation notice is sent to the persons invited to the meeting, they will have a button on their message to Remove from Calendar. Printing the Calendar You can print your calendar. Select the view that you wish to print from: Day, Week, or Month. Click File, Page Setup and select from the menu: Daily Style, Weekly Style, Monthly Style, Tri-Fold Style, Calendar Details Style, Memo Style, and Define Print Style. Make any desired adjustments to the Page Setup window. [The figure on the left is Weekly Style.] Under Options you can change the Layout and decide what to Include such as the Task and/or Notes. You can specify the hours that it will print and whether to only print Workdays. Under Fonts you can change the Font and Font Size. On the Paper tab you can change the paper size, or orientation. On the Header/Footer tab you can specify what you wish to print in the Header or Footer of the page. There are similar options for the Daily Style and the Monthly Style. When you are finished with the Page Setup dialog box, click OK, Cancel, Print Preview, or Print Click OK to keep the settings, click Cancel to cancel the changes. If you click Print it will go straight to print. Click Print Preview on the Page Setup window. Print Preview will show how it will look printed. (You can also click Page Setup from the Print Preview window.) After you have looked over the preview, click Close or Print. When you are ready to print, select File, Print (or click Print on the Print Preview or Page Setup dialog boxes). On the Print dialog box check the Print Style to be sure the correct one is selected. You can also access the Page Setup or Define Styles screens from the Print dialog box. Be sure to enter the Start and End dates under the Print Range because this will determine what prints. You can also specify which pages to print, how many copies and whether or not to C Standfield Page 14 of 20 Outlook 2007

15 collate the copies. Click Preview to see exactly what will print before printing or click OK to print. Miscellaneous Items Viewing Multiple Calendars If you open and manage multiple Mailboxes, you may also deal with multiple Calendars. Click the Calendar button to see your calendar. On the left under My Calendars are all the calendars from the mailboxes you have open. Check the box in front of the calendars you wish to display. (Your own should already be checked.) You will see a display like the one above. Each calendar will be in a different color. If you would like to see the calendars overlaid on each other, right click on one of the Calendar tabs. Click View in Overlay Mode. The result will be that your own Calendar will be on top and the other Calendars will be on different colored tabs underneath it. The appointments on your calendar will be darker colors, the appointments from the other calendars will be corresponding transparent colors, unless you have Categorized the appointments. There is an arrow on each Calendar tab, that points either right or left. You can click the right arrow on the tab to pull one Calendar out and put it beside your own calendar. Right click on one of the calendars and select View in Side-by-Side Mode to return all the Calendars to the original side-by-side view. Search Folders Search Folders are virtual folders that list "shortcuts" to all items matching specific search criteria. Messages are not stored in Search Folders. Search Folders display the results of C Standfield Page 15 of 20 Outlook 2007

16 previously defined search queries. The messages shown remain stored in one or more of your Outlook Mailbox folders. In the Folders List, click the + in front of Search Folders. There are three default Search Folders For Follow Up, Large Mail, and Unread Mail. Any item with a flag appears in the For Follow Up Search Folder. items that are larger than 100 kilobytes (KB) appear in the Large Mail Search Folder. All unread items appear in the Unread Mail Search Folder. These three default Search Folders can be modified or deleted. To change a Search Folder, right click on it in the Folder List, click Customize this Search Folder, make changes, click OK. To delete a Search Folder, right click on the folder name ( Large Mail for example), select Delete Large Mail. You can add additional Search Folders. Click the New drop-down list and select Search Folder or right click on Search Folders in the Folders List and select New Search Folder. A dialog box with types of Search Folders is displayed. Select a category from: Reading Mail, Mail from People and Lists, Organizing Mail, or Custom. For example you might want to make a Search Folder to find all the mail you sent to your boss and that your boss sent to you that would be under the category Mail from People and Lists. Once you have selected a category and filled in the requested information, click OK. Each time you open Search Folders and click on a specific folder it will list ALL the current messages that match the criteria. Voting Buttons in a Message You may send an that has voting buttons for people to reply to a specific question. To set up the voting buttons, create a new message. Click the Options Ribbon, click Use Voting Buttons in the Tracking group. Select one of the three choices: 1)Approve;Reject 2)Yes;No or 3)Yes;No;Maybe. Finish writing the describing what people are voting on and send the message. When setting up Voting choices you may also click Custom The Message Options dialog box will be displayed. In place of Approve;Reject type your own options with semicolons separating them. C Standfield Page 16 of 20 Outlook 2007

17 People receiving the message will see Vote next to the Reply button when they open the message. Above the From: part of the an instruction is displayed: Vote by clicking Vote in the Respond group above. When they click Vote they will see the choices given. They will click on one of the choices. They can decide whether to send the response with or without editing Default choice Custom choice their message. The subject line of the response will show the option they voted for. Go to your Sent Items folder, locate and open the voting message you sent out. In the Message Ribbon, Show group click Tracking. This will show you how many people have responded and how they voted. Categorize Colors You may use Categorize for messages, meetings/appointments, and tasks. Categorize uses colors. You can sort messages by Category. On your Calendar you might use the same Category for all committee meetings, classes, personal appointments, etc. To help you remember which color to use you can rename the Categories initially they are color names. To specify a Category: select the message(s) or meeting/appointment and click the Categorize button or right click and select. Click on the Category to apply. To change the names from colors to meaningful name click the Categorize button, then click All Categories. Select the category you wish to name, click the Rename button. Type the new name and click OK. Only six categories are shown in the list, there are 25 colors that can be used. To add another category, click the New button. Select the color and type a name. Click OK twice. You can also remove categories from the list, select the category and click the Delete button. C Standfield Page 17 of 20 Outlook 2007

18 Out of Office Assistant If you will be out of the office for a day or more, it is helpful to turn on the Out of Office Assistant. This will send an AutoReply response to every that is received while the Out of Office Assistant is turned on. Click Tools, Out of Office Assistant to display the dialog box. Type in your message, for example when you will be back in the office or who to contact if they can t wait. Click I am currently Out of the Office then click OK. When you come back to the office and turn on the computer, Outlook will display a message at the bottom right corner of the screen (see the figure). Click Tools, Out of Office Assistant. Click I am currently in the Office and click OK. Options There are some settings that you may want to change. click Tools, Options. The Options dialog box is displayed. The tabs across the top are: Preferences, Mail Setup, Mail Format, Spelling, Other, and Delegates. On the Preferences panel you can select E- mail Options, Junk , Calendar Options, Task Options, Contact Options, Search Options, or others. You can set some features on the Preferences tab. Set the Default reminder time or the Task Reminder time. Options allows you to change the format of replies and forwards and whether to save copies of sent items, etc. Calendar Options allows you to select the first day of the week, which days are work days, and what hours of the day to show. Contact Options has choices for showing the Full Name order and the File As order. To set up the automatic Spelling feature, click Tools, Options, Spelling. Select Always check spelling before sending and unless you want to spell check others typing, select Ignore original message text in reply or forward. Click OK. C Standfield Page 18 of 20 Outlook 2007

19 In order to setup Outlook so that deleted messages are deleted when you exit, click Tools, Options, Other. Select Empty the Deleted Items folder upon exiting. Click the Advanced Options button. Check the box Warn before permanently deleting items so that you can decide to delete or not delete the items in your Deleted Items folder when you exit. You can empty the Deleted Items folder at any time by clicking Tools, Empty "Deleted Items" Folder. Under Outlook Panes you can specify what shows in the Navigation Pane and the To-Do Bar. Setting Folder Permissions You may need to be able to see someone else's calendar or e- mail, and possibly add or edit calendar appointments or send and receive as part of your job. The other person will have to give you permission. (Or you will have to give the other person permission if you want them to see your calendar.) To give permission for someone else to see your calendar and/or , click once on the Calendar or Inbox folder in the Folder List. Then right click on the folder, select Change Sharing Permissions. Click Add, then select the user name from the Global Address List to add to the Name/Permission Level box, click OK. Then click on the name in the list and select the Permission Level for that user. You can either select a Permission, or set individual permissions. The Roles are: Owner -grants all permissions in the folder; Publishing Editor - grants permission to create, read, modify and delete all items and files, and create subfolders; Editor - grants permission to create, read, modify, and delete all items and files; Publishing Author - grants permission to create and read items and files, modify and delete own items and files, and create subfolders; Author - grants permission to create and read items and files, and modify and delete own items and files; Reviewer - grants permission to read items and files only; Contributor - grants permission to C Standfield Page 19 of 20 Outlook 2007

20 create items and files only, the contents of the folder do not appear; and None - grants no permission in the folder. Once the permissions have been set, click OK to keep them. Once you have given Folder Visible permission to someone, they can click (or if someone has given you permission, you can click) File, Open, Other User's Folder. Click the Name button and select the name of the person whose folder you wish to open from the Global Address List. In the Folder list, select the Folder you wish to open (Calendar, Inbox, etc.). The folder will open in a new window. You can have the folder open in your Folder List automatically each time you open Outlook. In order to do that, click Tools, Account Settings then click on your address, click Change then click More Settings. Click the Advanced tab. Under Open These Additional Mailboxes, click Add. In the Add Mailbox dialog box, type the name of the user. Click OK twice, then click Next and Finish. Click Close. The Mailbox should now be listed in the Folder List every time you get into Outlook. C Standfield Page 20 of 20 Outlook 2007

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