Outlook 2007 Essentials

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1 Outlook 2007 Essentials Sample Corporate Training Materials All of our training products are fully customizable and are perfect for one day and half day workshops. You can easily update or insert your own content to make the training more relevant to participants. Our material is completely customizable and is backed up by a 90 day 100% no questions asked money back guarantee! With our training courseware you are able to: Add your name and logo (and remove ours). Add your own content to make the training more relevant to your clients (i.e. using examples and case studies from within your organization or city) Train unlimited users within your organization. No Annual Renewal Fees Download training material on your time from our secure servers United States International 73 Greentree Drive, Box # Provost Street Dover, Delaware New Glasgow, NS, Canada Toll-free: Phone: Fax: Fax: Any technical issues or questions can be addressed by our support team Our Product Catalog contains our entire library of available and upcoming courses. Please follow this link: Review our License Agreement to answer any licensing questions you may have. Please follow this link:

2 TABLE OF CONTENTS Preface... 3 What is Courseware?... 3 How Do I Customize My Course?... 3 Materials Required... 4 Maximizing Your Training Power... 5 Icebreakers... 6 Icebreaker: Friends Indeed... 7 Training Manual Sample... 8 Sample Module: Working with Instructor Guide Sample Sample Module: Working with Quick Reference Sheets Certificate of Completion PowerPoint Sample Full Course Table of Contents... 32

3 Preface What is Courseware? Welcome to Corporate Training Materials, a completely new training experience! Our courseware packages offer you top-quality training materials that are customizable, user-friendly, educational, and fun. We provide your materials, materials for the student, PowerPoint slides, and a takehome reference sheet for the student. You simply need to prepare and train! Best of all, our courseware packages are created in Microsoft Office and can be opened using any version of Word and PowerPoint. (Most other word processing and presentation programs support these formats, too.) This means that you can customize the content, add your logo, change the color scheme, and easily print and training materials. How Do I Customize My Course? Customizing your course is easy. To edit text, just click and type as you would with any document. This is particularly convenient if you want to add customized statistics for your region, special examples for your participants industry, or additional information. You can, of course, also use all of your word processor s other features, including text formatting and editing tools (such as cutting and pasting). To remove modules, simply select the text and press Delete on your keyboard. Then, navigate to the Table of Contents, right-click, and click Update Field. You may see a dialog box; if so, click Update entire table and press OK. (You will also want to perform this step if you add modules or move them around.) If you want to change the way text looks, you can format any piece of text any way you want. However, to make it easy, we have used styles so that you can update all the text at once. If you are using Word 97 to 2003, start by clicking the Format menu followed by Styles and Formatting. In Word 2007 and 2010 under the Home tab, right-click on your chosen style and click Modify. That will then produce the Modify Style options window where you can set your preferred style options.

4 For example, if we wanted to change our Heading 1 style, used for Module Titles, this is what we would do: Now, we can change our formatting and it will apply to all the headings in the document. For more information on making Word work for you, please refer to Word 2007 or 2010 Essentials by Corporate Training Materials. Materials Required All of our courses use flip chart paper and markers extensively. (If you prefer, you can use a whiteboard or chalkboard instead.) We recommend that each participant have a copy of the Training Manual, and that you review each module before training to ensure you have any special materials required. Worksheets and handouts are included within a separate activities folder and can be reproduced and used where indicated. If you would like to save paper, these worksheets are easily transferrable to a flip chart paper format, instead of having individual worksheets.

5 We recommend these additional materials for all workshops: Laptop with projector, for PowerPoint slides Quick Reference Sheets for students to take home Timer or watch (separate from your laptop) Masking tape Blank paper Maximizing Your Training Power We have just one more thing for you before you get started. Our company is built for trainers, by trainers, so we thought we would share some of our tips with you, to help you create an engaging, unforgettable experience for your participants. Make it customized. By tailoring each course to your participants, you will find that your results will increase a thousand-fold. o o o Use examples, case studies, and stories that are relevant to the group. Identify whether your participants are strangers or whether they work together. Tailor your approach appropriately. Different people learn in different ways, so use different types of activities to balance it all out. (For example, some people learn by reading, while others learn by talking about it, while still others need a hands-on approach. For more information, we suggest Experiential Learning by David Kolb.) Make it fun and interactive. Most people do not enjoy sitting and listening to someone else talk for hours at a time. Make use of the tips in this book and your own experience to keep your participants engaged. Mix up the activities to include individual work, small group work, large group discussions, and mini-lectures. Make it relevant. Participants are much more receptive to learning if they understand why they are learning it and how they can apply it in their daily lives. Most importantly, they want to know how it will benefit them and make their lives easier. Take every opportunity to tie what you are teaching back to real life. Keep an open mind. Many trainers find that they learn something each time they teach a workshop. If you go into a training session with that attitude, you will find that there can be an amazing two-way flow of information between the trainer and trainees. Enjoy it, learn from it, and make the most of it in your workshops. And now, time for the training!

6 Icebreakers Each course is provided with a wide range of interactive Icebreakers. The trainer can utilize an Icebreaker to help facilitate the beginning of the course, as it helps break the ice with the participants. If the participants are new to each other, an icebreaker is a great way to introduce everyone to each other. If the participants all know each other it can still help loosen up the room and begin the training session on positive note. Below you will see one of the icebreakers that can be utilized from the Icebreakers folder.

7 Icebreaker: Friends Indeed Purpose Have the participants moving around and help to make introductions to each other. Materials Required Name card for each person Markers Preparation Have participants fill out their name card. Then, ask participants to stand in a circle, shoulder to shoulder. They should place their name card at their feet. Then they can take a step back. You as the facilitator should take the place in the center of the circle. Activity Explain that there is one less place than people in the group, as you are in the middle and will be participating. You will call out a statement that applies to you, and anyone to whom that statement applies must find another place in the circle. Examples: Friends who have cats at home Friends who are wearing blue Friends who don t like ice cream The odd person out must stand in the center and make a statement. The rules: You cannot move immediately to your left or right, or back to your place. Let s be adults: no kicking, punching, body-checking, etc. Play a few rounds until everyone has had a chance to move around.

8 Training Manual Sample On the following pages is a sample module from our Training Manual. Each of our courses contains twelve modules with three to five lessons per module. It is in the same format and contains the same material as the Instructor Guide, which is then shown after the Training Manual sample, but does not contain the Lesson Plans box which assists the trainer during facilitation. The Training Manual can be easily updated, edited, or customized to add your business name and company logo or that of your clients. It provides each participant with a copy of the material where they can follow along with the instructor.

9 I get mail; therefore I am. Scott Adams Sample Module: Working with Outlook provides some powerful tools for working with . You can send and receive messages, as well as reply to and forward messages. When you are finished, you can delete messages. This module will serve as an introduction to working with . The next five modules will focus on the specifics of using Outlook for .

10 Sending and Receiving Mail By default, Outlook performs an automatic send/receive every 30 minutes as long as your computer has a connection to the server. You can also select the Send/Receive button to perform a manual send/receive at any time. Messages you are sending are stored in the Outbox until Outlook sends them. Messages you are receiving are stored on the server until Outlook retrieves them. The Status bar at the bottom right of the Outlook window indicates when Outlook is sending and receiving. If you are receiving a number of messages, the Status bar notifies you how many messages are coming, and the message number that it is currently downloading. Shown below is the Send/Receive button on the Outlook Home Page toolbar. Also show them the Status bar.

11 To change the amount of time in between automatic send/receive actions, use the following procedure. 1. Select the drop down arrow next to the SEND/RECEIVE button. 2. From the drop down menu, select SEND/RECEIVE SETTINGS and DEFINE SEND/RECEIVE GROUPS. Outlook displays the SEND/RECEIVE GROUPS window. 3. Use the arrows to change the number of minutes next to SCHEDULE AN AUTOMATIC SEND/RECEIVE EVERY MINUTES.

12 Viewing an Click once on a message to highlight it in the Inbox to preview the message in the Reading Pane of Outlook s main interface. Double-click on a message in the Inbox to open it.

13 Replying To or Forwarding an is an important form of communication. Sometimes, you will need to be able to respond to inquiries. Sometimes, you will need to pass the information on to someone else. You can do either action in the original message. When you reply to or forward a message, Outlook opens a new message. It includes the contents of the original in the text. For forwarded messages, attachments are also included in the new message. The RESPOND group of the MESSAGE tab on the ribbon when a received message is open.

14 Deleting an When you have finished viewing a message, and you have already responded or do not need to respond or save the message, you can delete it. There are several ways to delete messages. The ACTIONS group of the MESSAGE tab on the ribbon when a received message is open. Also Shown here is the Delete tool on the Outlook Home Page Toolbar.

15 Instructor Guide Sample On the following pages is a sample module from our Instructor Guide. It provides the instructor with a copy of the material and a Lesson Plans box. Each Instructor Guide and Training Manual mirrors each other in terms of the content. They differ in that the Instructor Guide is customized towards the trainer, and Training Manual is customized for the participant. The key benefit for the trainer is the Lesson Plan box. It provides a standardized set of tools to assist the instructor train that particular lesson. The Lesson Plan box gives an estimated time to complete the lesson, any materials that are needed for the lesson, recommended activities, and additional points to assist in delivering the lessons such as Stories to Share and Delivery Tips.

16 I get mail; therefore I am. Scott Adams Sample Module: Working with Outlook provides some powerful tools for working with . You can send and receive messages, as well as reply to and forward messages. When you are finished, you can delete messages. This module will serve as an introduction to working with . The next five modules will focus on the specifics of using Outlook for .

17 Sending and Receiving Mail Estimated Time Topic Objective 10 minutes To send and receive . By default, Outlook performs an automatic send/receive every 30 minutes as long as your computer has a connection to the server. You can also select the Send/Receive button to perform a manual send/receive at any time. Topic Summary Messages you are sending are stored in the Outbox until Outlook sends them. Messages you are receiving are stored on the server until Outlook retrieves them. Materials Required Outlook 2007 The Status bar at the bottom right of the Outlook window indicates when Outlook is sending and receiving. If you are receiving a number of messages, the Status bar notifies you how many messages are coming, and the message number that it is currently downloading. Have participants find the SEND/RECEIVE button on the toolbar. Recommended Activity Stories to Share Delivery Tips Review Questions Guide participants in changing the scheduled automatic send and receive time. If messages have large attachments, sending and receiving may take a few minutes, depending on your connection type. Show participants the location of the Status bar and the Outbox. What does Outlook do with messages if there is a connection outage and it cannot send your messages?

18 Show participants the Send/Receive button on the Outlook Home Page toolbar. Also show them the Status bar. To change the amount of time in between automatic send/receive actions, use the following procedure. 4. Select the drop down arrow next to the SEND/RECEIVE button. 5. From the drop down menu, select SEND/RECEIVE SETTINGS and DEFINE SEND/RECEIVE GROUPS.

19 Outlook displays the SEND/RECEIVE GROUPS window. 6. Use the arrows to change the number of minutes next to SCHEDULE AN AUTOMATIC SEND/RECEIVE EVERY MINUTES.

20 Viewing an Estimated Time Topic Objective Topic Summary Materials Required Planning Checklist Recommended Activity Stories to Share Review Questions 5 minutes To view an . You can highlight a message in the Inbox for a preview of the message in the Reading Pane of Outlook s main interface. Double-click on a message in the Inbox to open it. Outlook 2007 At least one message in participant s Inbox Determine whether the students already have several messages in their Inboxes. Have the participants open the first message in the Inbox. Notice the ribbon and the tabs and groups available when viewing an . In the Quick Access Toolbar, the Next Item and Previous Item buttons are available to quickly move from one message to another. What groups are available on the Message tab?

21 Have participants highlight message in the Inbox to preview them in the Reading Pane.

22 Replying To or Forwarding an Estimated Time Topic Objective Topic Summary 5 minutes To reply to and forward an message. is an important form of communication. Sometimes, you will need to be able to respond to inquiries. Sometimes, you will need to pass the information on to someone else. You can do either action in the original e- mail message. When you reply to or forward a message, Outlook opens a new message. It includes the contents of the original in the text. For forwarded messages, attachments are also included in the new message. Materials Required Outlook 2007 Recommended Activity Stories to Share Delivery Tips Review Questions With an message open (as in the previous topic), use buttons in the Respond group to: Reply to message Reply to all recipients Forward the message The Respond tools are so frequently used, that they also appear in Outlook s Main interface. Using these tools, you can reply to or forward a message directly from the Inbox. Point out that when participants use Reply or Reply to All, Outlook opens a new message with the To field already completed. When using Forward, Outlook opens a new message with the To field blank. What is the difference between Reply and Reply To All? Show participants the RESPOND group of the MESSAGE tab on the ribbon when a received message is open.

23 Deleting an Estimated Time Topic Objective Topic Summary 5 minutes To delete an . When you have finished viewing a message, and you have already responded or do not need to respond or save the message, you can delete it. There are several ways to delete messages. Materials Required Outlook 2007 Recommended Activity Stories to Share Have participants open an message and find the DELETE action on the Ribbon. Have participants find the DELETE tool on Outlook s main interface as well. When you delete a message, it goes to the DELETED ITEMS bin. If you delete an by accident, you can open the DELETED ITEMS bin to retrieve it. The DELETED ITEMS bin lists messages in the same way as the Inbox in Outlook s main interface. You can right-click on the DELETED ITEMS bin to empty it. Select EMPTY DELETED Items. Once messages have been emptied from the DELETED ITEMS bin, you cannot retrieve them. Delivery Tips Review Questions Remind participants that they can also delete a message by highlighting it in the Inbox and pressing the DELETE key on the keyboard. How would you delete multiple messages at one time? Show participants the ACTIONS group of the MESSAGE tab on the ribbon when a received message is open. Also show participants the Delete tool on the Outlook Home Page Toolbar.

24 Quick Reference Sheets Below is an example of our Quick reference Sheets. They are used to provide the participants with a quick way to reference the material after the course has been completed. They can be customized by the trainer to provide the material deemed the most important. They are a way the participants can look back and reference the material at a later date. They are also very useful as a take-away from the workshop when branded. When a participant leaves with a Quick Reference Sheet it provides a great way to promote future business.

25 Outlook 2007 Essentials Creating an While Outlook is in the Mail view of the home page, you can simply select the New tool to create a new message. Shown here is the New menu to select a new Mail Message. Printing a Message You can print a message directly from the Inbox or from the open message. You can either print the active message (Quick Print) or control exactly what you print using the Print dialog. To print a message directly from the Inbox using Quick Print, use the following procedure. 1. Highlight a message in the Inbox. 2. Select the Print tool on the toolbar to Quick Print the message. To use the Print dialog box to print an open message, use the following procedure. 1. Open the message. 2. Open the Print dialog (using the Office button or Ctrl + P). 3. After adjusting any print options that may need to be changed, select OK. About the Junk Mail Filter Outlook s junk mail filters evaluate incoming messages using several factors to assess whether messages are spam. The junk mail filters do not prevent messages from being delivered. Outlook simply diverts these messages to a separate folder, where you can quickly scan for any real messages, then empty the folder. You can control the protection level and control several junk filter settings using the Junk Options window. Corporate Training Materials, 2011

26 Certificate of Completion Every course comes with a Certificate of Completion where the participants can be recognized for completing the course. It provides a record of their attendance and to be recognized for their participation in the workshop.

27 CERTIFICATE OF COMPLETION [Name] Has mastered the course Outlook 2007 Essentials Awarded this day of, 20 Presenter Name and Title

28 PowerPoint Sample Below you will find the PowerPoint sample. The slides are based on and created from the Training Manual. PowerPoint slides are a great tool to use during the facilitation of the material; they help to focus on the important points of information presented during the training.

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32 Full Course Table of Contents Preface...1 What is Courseware?... 1 How Do I Customize My Course?... 1 Materials Required... 3 Maximizing Your Training Power... 3 Module One: Getting Started...5 Icebreaker... 5 Housekeeping Items... 5 Pre-Assignment Review... 6 Workshop Objectives... 7 Action Plans and Evaluations... 8 Module Two: Opening and Closing Outlook...9 Opening Outlook... 9 Understanding the Interface Setting up an Account Viewing Your Inbox Closing Outlook Module Three: Working with Sending and Receiving Mail Viewing an Replying To or Forwarding an Deleting an Module Four: Creating a New Creating an Addressing an

33 Creating the Body Attaching a File Sending the Message Module Five: Managing Marking an Item as Read or Unread Printing a Message Creating Folders Moving Messages to Folders Renaming, Moving, and Deleting Folders Module Six: Managing Junk Mail About the Junk Mail Filter Enabling Junk Mail Filtering Enabling the Phishing Filter Modifying Safe and Blocked Senders Lists Marking a Message as Junk or Not Junk Module Seven: Outlook s Organization Tools Creating a Basic Rule Creating an Advanced Rule Using Categories Flagging an Item for Follow-Up Viewing Favorite Folders Module Eight: Searching for Items Understanding Search Folders Setting Up and Using Search Folders Using Instant Search Using Advanced Search... 71

34 Using Contact Search Module Nine: An Introduction to the Calendar Getting Started Creating an Appointment Changing Your Calendar View Editing an Appointment Managing Reminders Module Ten: An Introduction to Tasks Getting Started Creating a New Task Editing a Task Updating Task Status Basic Task Views Module Eleven: An Introduction to Contacts Getting Started Creating a New Contact Editing a Contact Organizing Contacts Basic Contact Views Module Twelve: Wrapping Up Words from the Wise Parking Lot Action Plans and Evaluations

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