Introduction to Microsoft Outlook 2007

1. Introduction to Microsoft Outlook 2007 My Other Brother Software, LLC Darryl Geoffrey

2. Objectives • Start Outlook • View Inbox • Send EMail • Receive EMail • Organize EMail in Folders • Send and Receive Attachments • Use and Update Address Book (Contacts) • Create/Show Appointments on Calendar

3. Starting Outlook 2007 • Double click on the Microsoft Outlook icon OR • Click-on the Start button in the lower left corner of the screen,Click All Programs,Click-on Microsoft OfficeClick-on Microsoft Outlook

4. Faster Access to Outlook • 3 Options to Create a Shortcut • Right Click Outlook • Pin to Task Bar • Pin to Start Menu • Send To Desktop (Create Shortcut)

5. Default View Action Buttons Sort by Clicking Column Heading Inbox – Preview Pane Mail Folders Attachment Indicators Reading Pane Navigation Pane Orange=Currently Selected Option More Options

6. A Word about Envelopes • Unread • Read • Replied • Forwarded

7. Viewing a Message • Double click Message • Message opens in Word 2007 Style Viewer • Review and Respond to Received Messages Message Ribbon

8. 2007 Ribbon – A Closer Look Send EMail to Deleted Items Folder Print is Hiding Under this Button Move EMail to Another Folder Forward this EMail to a New Recipient Have this EMail appear as New (Unread) in Inbox Reply to the Sender and All Other Recipients Find Related Messages, Such as from Same Sender Reply to Just the Original Sender

9. Creating and Sending an EMail OR Click To/Cc/Bcc for Address Book Type EMail Addresses here Click the Paper Clip to add an Attachment of your own Click SEND to Deliver your Message when Done Type your message here Type the Subject Here While typing your Message, you’ll have Basic Word Functions Available

10. Using Address Books Choose an Address Book to use from this Drop Down Double Click to Add Name or Single Click then Click a Button below

11. Contacts (aka Your Personal Address Book) Right Click EMail Also works from Received EMails Click this when Done

12. Attachments

13. Receiving Attachments Avoid using Open, because attachments are sometimes saved as “Temporary” files which get deleted, and you may lose changes Instead, use Save As… and then Open the resultant downloaded file from your computer

14. AutoSignature

15. Replying to A Message To: and Cc: Automatically Filled In, but you can add more addresses Click SEND to Deliver your Message when Done Click the Paper Clip to add an Attachment of your own Type your response here

16. Forwarding a Message To: and Cc: are left blank for you to fill in Subject line adds the letters: FW:

17. Deleting Unwanted Messages(but not really) Sends Message to the Deleted Items folder (where it can be retrieved if needed) TRICK: Hold down shift before clicking the X and you will bypass the Deleted Items folder. CAUTION: Message will be PERMANENTLY deleted

18. Folders Items waiting to be Permanently Deleted Items started, but not yet submitted for sending Items you have received Items designated manually or automatically as Junk or Spam Items submitted for sending, but not yet sent to EMail server Number in Parentheses [e.g. (10)] indicates number of New/Unread items Items sent by the EMail server Right Click in Personal Folders, then Click New Folder to Create Additional Folders to Organize your EMail You can Drag & Drop into Folders OR Right Click and Choose Move To Folder

19. Send/Receive Sends Messages in Outbox to Server and Retrieves New Email from Server Outlook automatically Sends/Receives periodically and when Starting/Exiting. Sometimes you (or someone else) is waiting for an email, use this button to force a Send/Receive immediately.

20. Calendar Different Views are Available – Day/Week/Month “Busy” times are Indicated as Appointments