Introduction to using Microsoft Outlook the Institute

Transcription

1 Introduction to using Microsoft Outlook the Institute Prepared by: IAS Information Technology Group Einstein Drive Princeton, NJ (609) helpdesk@ias.edu

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3 TABLE OF CONTENTS INTRODUCTION... 4 GETTING HELP... 5 EXPLORING OUTLOOK Launching Microsoft Outlook Toolbar... 7 To-Do-Bar... 7 Outlook Today... 8 Folder List... 8 Information Viewer... 9 WORKING WITH New Message Arrival Reading Messages Printing Messages Reading File Attachments Organizing your Messages Initiating Messages Creating a New Message Attaching a File Addressing a New Message Sending the Message Responding to Messages Forwarding a Message Replying to the author of a message Replying to the author and recipients of a message Creating New Mail Folders Saving and Deleting Messages Saving messages to a folder Deleting messages Managing Sent and Unsent Messages Drafts MANAGING CONTACTS Contacts Views Creating Contacts

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5 INTRODUCTION Microsoft Outlook 2007 is a desktop information management program that helps you manage your electronic mail (e mail), appointments, contacts and tasks, as well as track activities, open and view documents and share information. This manual focuses on the e mail component of Microsoft Outlook

6 GETTING HELP If you experience problems using Microsoft Outlook 2007, you can obtain help from several sources: Microsoft Office Outlook Help To search for help with a general topic, use Microsoft Office Outlook Help. To access the Microsoft Office Outlook Help, click the Help menu bar option and select Microsoft Office Outlook Help. Information Technology Group The Information Technology Group can be reached Monday through Friday between the hours of 8:00 a.m. and 5:00 p.m. by telephone (extension 8044) or e mail (helpdesk@ias.edu) 5

7 EXPLORING OUTLOOK 2007 Launching Microsoft Outlook Click on the Start Globe button. 2. Click on All Programs. 3. Click on Microsoft Office. 4. Click on Microsoft Office Outlook As an alternative, you can also double click on the Microsoft Office Outlook 2007 icon on your desktop. Microsoft Outlook 2007 consists of several different user interfaces that you interact with to perform various tasks. You can work with the program s default settings or you can customize them to better suit your own needs. When you launch Microsoft Outlook 2007, a user interface similar to the one below appears: Menu Bar & Toolbar Folder List 6

8 Toolbar The standard Microsoft Outlook 2007 toolbar allows quick access to many of the features available in Microsoft Outlook The buttons appearing on the toolbar are different for each type of folder you are viewing. For example, if you are viewing the Inbox, you will see the e mail buttons, but if you are viewing your Calendar, you will see the appointment buttons. The following table describes some of the buttons that are always present on the toolbar. New Item Creates a new item, such as an e mail message or appointment. Print Prints the current item. Move to Folder Displays a drop down list of places to move the selected items. Delete Sends the selected item to the Deleted Items folder. To Do Bar The To Do Bar is a new feature in Outlook 2007 and is located on the right hand sidebar. In the To Do Bar list you can see your tasks, your next few appointments and s which you have flagged. 7

9 Outlook Today The Outlook Today window shows a preview of your appointments, a list of your tasks, and how many new e mail messages you have for the current day. You can customize how Outlook Today looks and functions by following these steps: 1. On the Outlook Today page, click on Customize Outlook Today. 2. Select the options you would like to use. 3. Click on Save Changes to save your changes. Folder List This displays the various folders that are stored within your Microsoft Outlook 2007 profile. You can use the default folders provided or you can add your own folders and/or subfolders to better organize the contents of your mailbox. 8

10 Information Viewer The Information Viewer is the portion of the user interface that displays the items from a selected Microsoft Outlook 2007 folder or subfolder. An item is a unit of information, such an e mail message, appointment, file or task. In some folders, such as Inbox and Tasks, you can sort and group information in your Information Viewer. To do this, right click on the column heading and select the appropriate sorting option. For example, to sort e mail messages by subject, right click on the column heading labeled Subject and then select the appropriate sorting option from the context menu that appears. 9

11 WORKING WITH E MAIL One of Microsoft Outlook 2007 s main features is sending and receiving e mail messages. You can read your e mail messages in many views. You can also send, forward, reply to and print e mail messages and use the Contacts feature. To access your e mail messages, click on the Inbox folder. New E Mail Message Arrival New e mail messages automatically appear in your Inbox when they arrive, but if you feel that you need to check for new messages, you can click on the Send and Receive button. Once Microsoft Outlook 2007 is opened, it can notify you of new incoming e mail messages through sound and visual messages. To select a notification option, follow these instructions: 1. Click on the Tools menu bar option. 2. Select Options to display the Options window. 3. Click on the E Mail Options button. 4. Customize the options in the Message handling section to fit your needs. 5. Click on the Advanced E Mail Options button to specify what Microsoft Outlook 2007 should do when new items arrive in my Inbox. 6. Click on the OK button. Reading E Mail Messages To read your e mail messages: 1. Click on the Inbox folder. Your e mail messages are displayed to the right in the Information Viewer. New e mail messages appear in bolded text. 2. Double click the e mail message you would like to read. You will see a screen similar to the one below. 10

12 Outlook 2003 users will notice quickly that Outlook 2007 uses the Tab/Ribbons of 2007 Office when you view and respond to messages. Microsoft Office Button: The Microsoft button contains many menu items which are found in the file menu. 11

13 Printing E Mail Messages You may want to keep a paper copy of an e mail message rather than saving the message in a folder or subfolder in your mailbox. To print out an e mail message, highlight the message header and choose the Print command from the Toolbar or under File menu bar option. If you are in message then from the Microsoft Office Button choose Print. Reading File Attachments Attachments are files that are sent via an e mail message. Messages that have a file attachment included appear with a paper clip icon in the e mail message header. You can open and view attachments either from an open message or simply from the reading pane while viewing a message with attachments. Open the message and click on the file attachment and it will open up the attachment in a separate outlook window for you to view the file. If you are using the Reading pane, you can select the message and click on the attachments which fill show you the contents in the reading pane. Organizing your E Mail Messages Microsoft Outlook 2007 has many options for you to organize your e mail messages. Click on the Tools menu bar option and choose Organize. The following options are available for you to choose from: Using Folders Using Colors Using Views Click this button to move e mail messages to a particular folder. You can also set up a rule to automatically move all future e mail messages that you receive from someone into a particular folder. Click this button to color code messages that meet criteria you specify. For example, you can set up a rule so that all messages you receive from your friends appear in red text. Click this button to change the way you view your messages. A view in Microsoft Outlook 2007 gives you a way to change how information is organized and formatted. You can choose from the following views: 12

14 Click this View Messages Messages with AutoPreview Last Seven Days To See Messages In a list. In a list with the first three lines of the message text displayed. That arrived during the last seven days, in a list. Unread Messages in this Folder Sent To Message Timeline In a list that displays only unread messages. In a list that displays the recipients of the message. Represented by icons arranged in chronological order by date sent, on a timeline. Initiating E Mail Messages Microsoft Outlook 2007 can help you send e mail messages to anyone with a valid and working e mail address. The following sections describe how to create and send an e mail message. Creating a New Message 1. Click on the Inbox Folder. Your e mail messages are displayed in the Information Viewer. 2. Click on the New Mail Message button. A blank message appears. Your screen should appear similar to the image to the right. 3. Enter text into the Subject line. 4. Enter text into the body portion of your e mail message. Attaching a File Once you have created a new e mail message, you can attach a file to the message. When the recipient receives your e mail message, they can open the attached file with the appropriate software application on their computer. To attach a file to an e mail message, follow these steps: 1. Click on the Attach File icon in the Message Tab Ribbon. 2. Find and highlight the file that you would like to attach to your e mail message. Click on the Insert button. The chosen file attachment will appear in the attached field. 13

15 Addressing a New E Mail Message Once you have entered text in the body of your new e mail message, you can address the message in the following ways: Type the E mail Address: Enter the e mail address (such as username@ias.edu) into the To field of a message. Type the E mail Recipient s Name: If your intended recipient s e mail address is included in the Global Address List or your Contacts list, you can enter their name into the To field of a message. Microsoft Outlook 2007 will underline their name, showing that it has successfully resolved the recipient s name to their e mail address. To use the Global Address List or your Contacts list when sending an e mail message, click the To button and then select the appropriate source from the Show Names from the drop down list. Sending the E Mail Message Once you have the e mail message written and addressed, click on the Send button to send the message. The message is automatically sent to the recipient and a copy is placed in your Sent Items folder. Responding to E Mail Messages When you receive e mail messages, you may need to send a response (reply) or send the message to someone else (forward). You can do this by selecting or opening a message and using icons on the toolbar to direct your response. Forwarding a Message 1. Select or open the e mail message you want to forward. 2. Click on the Forward button on the Message Tab/Ribbon. A new e mail message appears. 3. Address the message and then click Send. The message is forwarded. Replying to the author of a message 1. Select or open the e mail message you want to reply to. 2. Click on the Reply button on the Message Tab/Ribbon. A new e mail message appears. 3. Type your response and then click on the Send button. The message is sent to the author of the original message. 14

16 Replying to the author and recipients of a message 1. Select or open the e mail message to reply to. 2. Click on the Reply to All button on the Message Tab/Ribbon. A new e mail message appears. 3. Type your message and then click on the Send button. The message is sent to the author and all recipients of the original message. Creating New Mail Folders 1. Click on the File menu and click on New. 2. Select Folder. 3. The Create New Folder dialog box will appear. 4. Give your folder a name. 5. Under Select where to place the folder, highlight the folder you want your new folder to appear underneath. 15

17 Saving and Deleting E Mail Messages Sometimes you may want to save your e mail messages into other folders besides the Inbox. An easy way to save e mail messages is by dragging them to a new folder on your Folder List. Saving e mail messages to a folder 1. Make sure your Information Viewer shows the message you want to save. 2. Make sure you can see the folder on the Folder List where you want to save the message. 3. Click on the e mail message with your left mouse button and drag the message to the destination folder. The e mail message is now moved to that folder. Deleting e mail messages When you no longer want to keep an e mail message, you should highlight the message and press the Delete key. This moves the message to the Deleted Items folder. At this point, you could go to your Deleted Items folder and recover the message. If you would like to permanently remove the item, you must highlight the item in the Deleted Items folder, and press Delete. You can remove everything in the Deleted Items folder by right clicking on the Deleted Items folder and selecting Empty Deleted Items Folder. Managing Sent and Unsent E Mail Messages The Sent Items folder contains all of the e mail messages, appointments, meeting requests, etc., you have sent to other people. To view items you have sent, click the Sent Items folder. The items are listed to the right in the Information Viewer. Drafts The Drafts folder contains the e mail messages you started to compose but have not yet sent. To complete an unfinished message, click on the Drafts folder. Then double click on the message to open it, complete composing the message and then press the Send button to send the message. 16

18 MANAGING CONTACTS A contact is a person or organization you correspond with. The Microsoft Outlook 2007 Contacts feature allows you to store a wide variety of information about contacts that are not included in the Global Address Book. Once you have entered the e mail address for someone in your Contacts folder, you will not need to enter it on any future e mail correspondences. You will only need to enter their name. Microsoft Outlook 2007 will query your Contacts folder for the person s name and e mail address. The Contacts feature of Microsoft Outlook 2007 will also allow you to save a group of e mail addresses under one name using the Distribution List feature. Contacts Views To change how your contacts are displayed, select one of the following options from the Current View drop down list: Click this view Business Cards Address Cards Detailed Address Cards Phone List By Category By Company By Location Outlook Data Files To see contacts On individual card providing name, company, job title, , website, phone numbers, and address. You can also customize color and add a personal photograph. On individual cards with one mailing address and business and home phone numbers. On individual cards with business and home addresses, phone numbers, and additional details. In a list with company name, business phone number, business fax number, and home phone number. In a list grouped by categories and sorted by the names the contacts are filed under within each category. In a list grouped by company with job title, company name, department, business phone number, and business fax number. In a list grouped by country with company name, state, country, and phone numbers. A list of contacts that have a file attached to their profile. 17

19 Creating Contacts When you create a new contact, you enter all new information or start with a copy of information from an existing contact from the same company. Creating a New Contact 1. Click on Contacts on the Folder List. 2. Click the New button on the Toolbar. 3. Click on Contact. A blank Contact form appears like the image below. 4. In the Full Name box, type a descriptive name for the contact. 5. Enter the rest of the information you want to include for the contact. 6. Click Save and Close. The contact is created. Creating a New Distribution List 1. Click on Contacts on the Folder List. 2. Click the New button on the Toolbar. 3. Click on Distribution List. A blank Distribution List form appears that looks similar to image below. 18

20 4. In the Name box, type a descriptive name for the Distribution List. 5. Click on the Select Members button to add recipients already included in the Global Address List or your personal Contacts list to this list. 6. Click on the Add New button to add the display and e mail address for any recipients not already located in the Global Address List or your personal Contacts list. Place a checkmark [ ] in the box next to Add to Contacts to add this recipient to your Contacts list. 7. Click the Save and Close button to save the new Distribution List 19

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