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Introduction to Outlook 2007

Introduction to Outlook 2007. Tutorial Objectives. After completing this tutorial, you should be able to:. Find common menu selections on the new “Ribbon” Execute common commands Send and receive attachments Sharing files. The “Ribbon”. The Ribbon. What it does

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Introduction to Outlook 2007

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  1. Introduction toOutlook 2007 Colby College ITS

  2. Tutorial Objectives After completing this tutorial, you should be able to: • Find common menu selections on the new “Ribbon” • Execute common commands • Send and receive attachments • Sharing files Colby College ITS

  3. The “Ribbon” Colby College ITS

  4. The Ribbon • What it does • Groups work (activities) by task rather than function • What is different • You can find information by what you want to do (tabs) rather than by what classification a programmer put it under • How this helps you • More intuitive, easier to learn Colby College ITS

  5. What is on the Ribbon? • Tabs • Seven basic tabs, each representing an activity area • Groups • Specific actions related to the activity • Commands • Buttons, dialog boxes or menus Colby College ITS

  6. Two New Features • The Microsoft Office Button • Replaces File menu • Basic commands to open, save, and print •  The Quick Access Toolbar • Contains much-used commands • By default: Save, Undo, and Repeat Colby College ITS

  7. Dialog Launchers • Lose a command? • Probably in a dialog box • Click the launcher arrow Colby College ITS

  8. Additional Object Tabs • Some tabs only appear when a specific type of object is selected • Select a picture • The image editing tab appears Colby College ITS

  9. Mini Toolbar • Some commands are useful regardless of which tab you are on • For example: • Select some text • The mini toolbar for editing text will appear Colby College ITS

  10. Quick Access Toolbar • Holds actions you use all the time (copy, paste, etc) • To add a command • Right-click on it • Select “Add to Quick Access Toolbar” Colby College ITS

  11. Hiding the Groups for More Room • When you need more room to just “write” • Double Click the active tab • To redisplay the groups, double click the active tab again Colby College ITS

  12. Commands and Menus Colby College ITS

  13. Creating a New Message • Message > New • Most common message actions on this tab Colby College ITS

  14. Adding Address Book Recipients • Message > Address Book Colby College ITS

  15. Show or Hide BCC Field • Options > Show BCC Colby College ITS

  16. Using a Signature • Message > Signature • Any previously created will display here • Click Signatures to create new signatures, set a default signature, or modify existing signatures Colby College ITS

  17. Flags and Reminders (1) • For Yourself • Follow Up > Tomorrow • Message added to • To-Do List in Tasks list • To-Do Bar Colby College ITS

  18. Flags and Reminders (2) • For the Recipient • Follow Up > Flag for Recipients • Specify before you send the message • Includes a flag and bell icon Colby College ITS

  19. Respond to a Message • Message > Respond Colby College ITS

  20. Task Reminders • Appointment > ReminderSelect a time. •  Click Save & Close Colby College ITS

  21. Editing Contacts • Contact > Show to show or hide • Click Details button to enter information Colby College ITS

  22. Sending and Receiving Attachments Colby College ITS

  23. Insert or Attach • Insert • Puts the image directly in the message • Requires that the recipient is able to receive HTML or RTF messages • Some email clients do not have this capability • Attach • Appends the picture file to the email • The recipient downloads it to “see” it • Does not require any special applications Colby College ITS

  24. Attaching a Picture • Message > Attach Fileor • Insert > Attach File • Outlook will block some file types that are often used to spread viruses • Go here for a list of blocked files:http://office.microsoft.com/en-us/outlook/HA012299521033.aspx Colby College ITS

  25. Previewing Attachments • Click attachment icon • Preview appears in the Reading Pane Colby College ITS

  26. Including a Picture • Insert > Picture •  The picture is displayed inside the message Colby College ITS

  27. Searching for eMails Colby College ITS

  28. Search • Select folder •  Type text •  Messages that contain text appear in the results   • Click to clear and start a new search •  Click to widen search to all Mail folders Colby College ITS

  29. Search Options • Display search results as I type when possible • Default • Automatically displays results as you type • Make searches faster by limiting the number of results shown • Default • Offers dialog box to display full search • Highlight the words that I search for • Default • Highlights search text in results Colby College ITS

  30. IMAP vs. POP Colby College ITS

  31. The Differences • POP • One-way communication path • eMail is PULLED from the server and stored on whatever device you are using • Computer, laptop, iPhone, etc. • IMAP • Two-way communication path • eMail stays on the server • Access the SAME organization from any device Colby College ITS

  32. IMAP Colby College ITS

  33. POP Colby College ITS

  34. ITS Recommendation • Use IMAP • Better backup • More access • Remember – You Can… • Drag messages you want to keep to your Personal Folders • These are on your computer Colby College ITS

  35. But Remember… • The decision is up to you • You can use POP • If you have a huge number of emails • If you have loads of graphics • If you don’t ever want to access OLDER email messages from home or on the road Colby College ITS

  36. Questions? Comments?Contact: Mel RegnellMel.Regnell@colby.eduext. 4217 Colby College ITS

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