1 Overview Outlook 2007 Toolbars Contain buttons and drop-down lists for performing common tasks. Outlook has a dynamic command structure that changes depending on the active pane, folder, or task. The Inbox toolbars shown here include buttons for replying to messages and forwarding messages. Navigation Pane Provides a centralized navigation system for accessing all parts of Outlook. The top portion of the Navigation Pane displays the active pane. To switch to a different pane (such as Mail, Calendar, or Contacts), use the buttons and icons shown here. To activate or deactivate these pane-switching tools, or to change their display order in the Navigation Pane, click the Configure buttons icon. Folder pane Indicates the name of the active folder and displays its contents in list form. To sort the Folder Contents list, click the column headings. Reading Pane Displays the selected message. You can use the Reading Pane to read messages, open attached files, follow hyperlinks, use voting buttons, accept or reject meeting requests, and view follow-up information on the InfoBar. To-Do Bar Displays the Date Navigator, upcoming meetings and appointments, and the current task list. Flagged messages are automatically added to the task list. Status bar Displays the number of items in the current folder. If an Exchange account is the default, then the status bar also displays the status of the Exchange connection. Outlook 2007 Quick Reference New Outlook interface features Office Button, Ribbon, and Quick Access toolbar Message tab Options tab Appointment and Meeting tabs Contact tab Task tab Basic Topics Everyday activities Preview messages Flag a message for follow-up Schedule a new meeting Reply to a meeting request Use the To-Do Bar Create a distribution list Report on task progress Advanced Topics Working with Outlook items Use Instant Search to find items Use color categories Add signatures to messages Add or save an attachment Apply a theme Create an electronic business card Top Productivity Tips and Solutions Useful time savers Quickly locate all related messages Set up an Out of Office reply Subscribe to an RSS feed Manage junk Use Key Tips in open items Pages 2 and 3 Page 4 Page 5 Page 6
2 Quick Reference Office Button, Ribbon, and Quick Access toolbar A B C D C E F NOTE: Outlook 2007 uses traditional menus and toolbars in the main application window, and uses the new Office interface in open items, such as messages, contacts, and meetings. A Office Button Provides access to the Office Button menu and a list of items you can create. The Office Button menu replaces the File menu. It contains commands for sending, saving, managing, and closing items. B Quick Access toolbar Contains buttons for frequently used commands (by default, Save, Undo, Redo/ Repeat, Previous Item, and Next Item). You can move the Quick Access toolbar, and you can add elements such as galleries, menus, and buttons from the Ribbon or the Office Button menu to the toolbar. Move the toolbar Click the Quick Access toolbar button and choose Show Below the Ribbon. Add commands Click the Quick Access toolbar button and choose the command you want to add. Add an element Right-click the desired element and choose Add to Quick Access Toolbar. Reset the toolbar Click the Quick Access toolbar button and choose More Commands. Under the Customize Quick Access Toolbar list, click Reset. Click Yes and then click OK. C Ribbon Replaces the traditional Office menus and toolbars. In each application, the Ribbon is divided into tabs. To minimize the Ribbon and display only the tabs, right-click the Ribbon and choose Minimize the Ribbon. D Tabs Contain groups of commands that apply to a specific set of actions. Each open item has a default set of tabs. For example, the Ribbon shown here, which is for a new message, contains the Message, Insert, Options, and Format Text tabs. E Groups Contain commands, buttons, and menus that are organized in logical groups, such as Send, Clipboard, Basic Text, Names, Include, Options, and Proofing. The size of the buttons adjusts to accommodate the size of the application window. F Dialog Box Launcher Opens a dialog box, which contains more commands and settings than can be displayed on the Ribbon. Message tab (new message) F G A Send Send the message. If multiple accounts exist, select the account you want to use to send the message. B Clipboard Cut, copy, and paste a selection, and copy formatting. Click the Dialog Box Launcher to open the Clipboard task pane. C Basic Text Change the font, font size, font style, text color, and text highlight color. Change paragraph alignment. Create bulleted, numbered, and multilevel lists, and change the indent level. Remove formatting. Click to open the Font dialog box. D Names Open your address book. Verify that any names and addresses you typed in the message fields match those in your address book. E Include Attach a file, another Outlook item (such as a contact), an electronic business card, or a calendar. Include a signature in the message. F Options Flag the message for follow-up. Set permission restrictions and the importance level for the message. Digitally sign or encrypt the message. G Proofing Check spelling in the message before sending it. Options tab (new message) A Themes Apply a predefined set of colors, fonts, and effects to the message. Change the background color for the message. B Fields Display the Bcc or From fields for the message. Use the Bcc field to specify recipients who will receive the message without others knowing. C Format Specify formatting for the message. Plain text messages can be read by any application. HTML messages and rich text messages contain special formatting that might be lost in some applications. D Tracking Add voting buttons to the message. Ask to receive a notification when the message is delivered or read. Click to open the Message Options dialog box. E More Options Specify where to save a copy of the sent message. Delay delivery of the message. Specify the recipient for replies to the message.
3 Message tab (opened message) A Respond Reply to the sender only, reply to the sender and all original recipients, or forward the message to other recipients. B Actions Delete the message. Save the message in a folder other than the Inbox. Save or forward message attachments. View the message header. C Junk Block future messages from this sender. Add the sender s address to the Safe Sender list. Click to open the Junk Options dialog box. D Options Apply a color category to the message. Flag the message for follow-up. Mark the message as unread. E Find Search the message for specific words or phrases. Find other messages related to this message. Select text or objects in the message. Appointment and Meeting tabs A B C D E F NOTE: Except for the Actions and Attendees groups, the groups on the Appointment and Meeting tabs are identical. The Attendees group is only on the Meeting tab. A Actions (Appointment tab) Save, delete, or forward the appointment. Click Invite Attendees to create a meeting request and show the Meeting tab. B Actions (Meeting tab) Delete or forward the meeting request. Click Cancel Invitation to cancel the meeting and display the Appointment tab. C Show (Appointment and Meeting tabs) Display the Appointment or Scheduling screens. D Attendees (Meeting tab) Create a meeting workspace on a SharePoint server. Display your address book. Check recipients addresses. E Options (Appointment and Meeting tabs) Specify how the Calendar should display the appointment or meeting s time slot. Set a reminder, recurrence pattern, time zone, or category. Mark the appointment or meeting as private, high importance, or low importance. F Proofing (Appointment and Meeting tabs) Check spelling in the meeting request or appointment before sending it. Contact tab A Actions Save, send, or delete the current contact record. B Show Display the General, Details, or Activities pages for the contact. Specify a digital certificate for sending encrypted to the contact. C Communicate , call, or instant-message the contact. Create a meeting request to send to the contact. Assign a task to the contact. D Options Add an electronic business card or picture to the contact record. Specify the color category, follow-up action, or restrictions for the contact. E Proofing Check spelling in the contact information before saving it. Task tab CertBlaster Practice Test A Actions Save or delete the task. B Show Create a task by entering its name, start and due dates, status, priority, and percent complete. Click Details to display a screen where you can enter more information. C Manage Task Assign a task to someone else, send a status report, or mark a task as complete. Reply to a task request or forward a task. D Options Specify a recurrence pattern or color category for the task. Flag the task for follow-up or mark it as private. E Proofing Check spelling in the task before saving it. The purchase of this CourseCard entitles you to one copy of the CertBlaster test preparation software for Microsoft Certified Application Specialist Exam To help you pass your exam, CertBlaster provides hundreds of practice questions, exam simulations containing the same number of questions as an actual exam, and a personalized study path. To install your CertBlaster: 1. Go to 2. Click the link for Outlook Save the.exe file to your hard drive. 4. Double-click the.exe file. 5. Click OK and follow the on-screen instructions. When prompted for a password, enter c_604.
4 Basic Topics Mail To-Do Bar Common message icons New and unread message Message you ve read Message you ve replied to Preview messages Here s how to view message content without opening each message: Choose View, AutoPreview to display the first three lines of each message in the Folder Contents list. Choose View, Reading Pane, Right to display the selected message to the right of the message list. Send a message from a different account 1. Activate Mail. On the Standard toolbar, click, and then create the message. 2. In the Send group, click Account and choose the desired account. 3. Send the message. Forwarded message File attachment included Flagged message Use the To-Do Bar Use the To-Do Bar to view and manage your appointments, meetings, and to-do items in a centralized list. A to-do item is any Outlook item, such as a task, message, or contact, that has been flagged for follow-up. The To-Do Bar has three sections: A Displays the Date Navigator. Click a date to display it in the Calendar. B Displays your upcoming meetings and appointments. Double-click an item to open it. C Displays the Task Input panel and your task list. Enter a new task or double-click a task in the list to display it. A B C Flag a message for follow-up In the Folder Contents list, right-click the message s flag and choose a date. The message flag will turn red and the message will be added to your To-Do Bar s task list. Mark a message as important 1. Activate Mail. On the Standard toolbar, click, and then create the message. 2. In the Options group, click. 3. Send the message. Calendar Schedule a recurring appointment 1. Activate Calendar. On the Standard toolbar, click. 2. In the Options group, click Recurrence. 3. Set the desired pattern and range of recurrence and click OK. 4. In the Actions group, click Save & Close. Schedule a new meeting 1. Activate Calendar. On the Standard toolbar, click. 2. In the Actions group, click Invite Attendees. The Meeting tab appears on the Ribbon. 3. Click To and specify the meeting attendees. 4. Specify any other details about the meeting. 5. Click Send to distribute the meeting request. Reschedule a meeting 1. Activate Calendar. 2. Locate and double-click the meeting you want to reschedule. 3. Enter a new meeting time and click Send Update. Reply to a meeting request 1. In your Inbox, double-click the meeting request to open it. 2. In the Response group, click one of the response options: 3. Click OK. Contacts Create a contact 1. Activate Contacts. On the Standard toolbar, click. 2. On the General tab, enter the person s name, address, phone number, and any other information you want to store. 3. From the File as list, select a format for the person s name. 4. Click Save & Close. Copy company information for a new contact 1. Activate Contacts. 2. Select a contact from the same company as the new contact. 3. Choose Actions, New Contact from Same Company. 4. Enter the remaining contact information. Create a distribution list 1. Choose File, New, Distribution List. 2. Enter a descriptive name for the list. 3. In the Members group, click Select Members. 4. To populate your list, double-click the desired contacts one at a time, or select multiple contacts and click Members. Click OK. 5. Click Save & Close. Tasks Schedule a recurring task 1. Activate Tasks. On the Standard toolbar, click. 2. In the Options group, click Recurrence. 3. Set the desired pattern and range, and then click OK. 4. Click Save & Close. Report the progress of a task 1. Open the task and update the progress information. 2. In the Manage Task group, click Send Status Report. 3. Address and send the report.
5 Advanced Topics Instant Search Use Instant Search to find items You can use Instant Search to search for Outlook items such as messages, contacts, appointments, meeting requests, and tasks based on a specific word or phrase. Instant Search appears at the top of the Folder pane. To perform a simple search: 1. In the text box, type a word or phrase. As you type, Outlook searches for and highlights the letters you re typing. Items containing the search phrase appear in the Folder Contents list. 2. If Outlook didn t find the item you were looking for, click Try searching again in All Mail Items to widen the search area. 3. After the search is completed, click the Clear Search button to clear the search and display all of the folder items in the Folder Contents list. Color categories Assign color categories to Outlook items You can group related items in Outlook 2007 by assigning them a color category. Color categories can be assigned to messages, contacts, appointments, or other Outlook items. 1. Open the message or other item. 2. In the Options group, click Categorize. 3. Do one of the following: Choose a color category. Choose All Categories to open the Color Categories dialog box. Use the buttons on the right side of the dialog box to create, rename, or delete color categories as needed, and then click OK. NOTE: The first time you assign a color, the Rename Category dialog box will appear. Enter a name for the color category and click Yes. Signatures Add signatures to messages 1. Choose Tools, Options and activate the Mail Format tab. 2. Click Signatures and then click New. Enter a name for your signature file and click OK. 3. Enter and format your signature, and then click Save. 4. Repeat steps 2 3 to create as many signatures as you want. 5. From the New messages list, select the signature you want to display on all new messages you create. 6. From the Replies/forwards list, select the signature you want to display on all messages you reply to or forward. 7. Click OK twice. Attachments Add an attachment to a message 1. Create an message. 2. In the Include group, click Attach File. 3. Select the file you want to attach and click Insert. Save an attachment from a message 1. Open the message containing the attachment. (Double-click the message.) 2. In the Actions group, click Other Actions and choose Save Attachments. 3. Select the location where you want to save the attachment and click Save. NOTE: Attachments may contain viruses that can damage your data. Save only the attachments that you are expecting and that came from people you trust. If you are unsure about the validity of an attachment, ask the sender before opening it. Themes and stationery Apply a theme to a message 1. Create a new message. 2. Activate the Options tab. 3. Click Themes and choose the theme you want to apply. NOTE: If you want all messages to use this theme, click Themes and choose Set as default theme. Use message stationery 1. Choose Tools, Options and activate the Mail Format tab. 2. Click Stationery and Fonts. 3. Click Theme to open the Theme or Stationery dialog box. In the Choose a Theme list, select a theme, and then click OK. 4. Click OK twice. Electronic business cards Create an electronic business card Electronic business cards are.vcf files that can be sent to other people via or be included in your signature. 1. Activate Contacts. On the Standard toolbar, click. 2. Enter your contact information. 3. In the Options group, click Business Card. 4. Under Card Design, select a layout and a background color or image. 5. Under Fields, add, remove, or rearrange the fields you want the card to have. 6. Under Edit, edit and format the text for a selected field. Repeat as needed. 7. Click OK. 8. Click Save & Close. Send your electronic business card in an message 1. Create a message. In the Include group, click Business Card and choose Other Business Cards. 2. Select your card from the list and click OK. The business card appears in the message and as an attachment. 3. Send your message.
6 Top Productivity Tips and Solutions 1. Get more help with Outlook Press! to display Outlook Help. For further information and resources, you can also visit the following Web pages: office.microsoft.com 2. Quickly locate all related messages. Here s how to quickly find all of the messages in a conversation without scanning your mail folders manually. Select any message in the conversation. Then, in the Folder pane, right-click the message and choose Find All, Related Messages. 3. Set up an Out of Office reply. This feature requires using Outlook 2007 and an Exchange account. 1. Choose Tools, Out of Office Assistant. 2. Select Send Out of Office auto-replies. 3. To specify start and end dates and times, check Only send during this time range, and then select the desired range. 4. On the Inside My Organization tab, enter and format the response that you want to send while you are out of the office. 5. On the Outside My Organization tab, enter and format the response that you want to send while you are out of the office. 6. Check Auto-reply to people outside my organization. When this check box is selected, the Outside My Organization tab displays (On) next to the tab name. 7. Select My Contacts only or Anyone outside my organization to specify the people to whom auto-replies are to be sent. 8. Click OK to close the Out of Office Assistant dialog box. 4. Add a sender s address to your contacts. 1. Open the message that contains the contact information you want to save. 2. Right-click the sender s address and choose. 3. Complete the contact information and save the new entry. 5. Subscribe to an RSS feed. 1. Activate Mail and click RSS Feeds. 2. In the Folder Contents list, view the links to a variety of RSS feeds. 3. Click the link for the RSS feed you want to subscribe to. 4. When prompted to add the feed to Outlook, click Yes. 5. Click Yes to close the message about accepting information from secure sites. After you add an RSS feed, Outlook creates a folder for it, and feed articles are delivered to that folder. NOTE: To unsubscribe to an RSS feed, right-click the feed s folder and choose Delete Folder Name. 6. Add hidden commands to the Quick Access toolbar. 1. Click the Quick Access toolbar button and choose More Commands. 2. From the Choose commands from list, select the category of commands you want to see. 3. Select the desired command and click Add. The command appears in the Customize Quick Access Toolbar list. 4. Click OK. 7. Manage junk . Everyone receives unsolicited advertising (also known as spam). Here s one method for preventing junk overload: 1. In your Inbox folder, right-click an unwanted message. 2. Choose Junk , Add Sender to Blocked Senders List. All incoming from the selected sender will be deleted automatically. 8. Protect recipient privacy when sending mass . You can use the Bcc: (Blind carbon copy) field to hide recipients addresses. 1. Create an message. 2. Activate the Options tab. In the Fields group, click Show Bcc. 3. Click Bcc:, select the recipients names or groups, and click OK. 4. Enter your own address in the To: box. Otherwise, your message might be deleted automatically from your recipients mail servers. 5. Complete and send the message. 9. Use Key Tips in open items. In open items, you can use Key Tips to quickly use a command by pressing a few keys. 1. Press a to display the Key Tip badges. They first appear for all Ribbon tabs (shown here), the Quick Access toolbar, and the Office Button. 2. Press the key for the desired tab to display all of the Key Tip badges for that tab s buttons. 3. Press the key or keys for the button you want. If the Key Tip is two letters, press the first key and then the second one. 10. Use keyboard shortcuts. Most keyboard shortcuts available in previous versions of Outlook are still usable. Here are some commonly used keyboard shortcuts. Key combination Function % Checks the server for new . ( Checks your spelling. c+g c+a+j c+s+a c+s+c c+s+m c+s+k Selects a specific date in the Calendar. Marks a message as not being junk. Creates an appointment. Creates a contact. Creates an message. Creates a task Thomson Course Technology, a division of Thomson Learning. ALL RIGHTS RESERVED. No part of this work may be reproduced, transcribed, or used in any form or by any means graphic, electronic, or mechanical, including photocopying, recording, taping, Web distribution, or information storage and retrieval systems without the prior written permission of the publisher. For more information, contact Course Technology, 25 Thomson Place, Boston, MA 02210, or visit Some of the product and company names in this document have been used for identification purposes only and may be trademarks or registered trademarks of their respective manufacturers and sellers.