Microsoft Office Outlook 2007 Training

1. Microsoft® Office Outlook® 2007 Training Get up to speed [Note to trainer: For detailed help in customizing this template, see the very last slide. Also, look for additional lesson text in the notes pane of some slides.][Note to trainer: For detailed help in customizing this template, see the very last slide. Also, look for additional lesson text in the notes pane of some slides.]

2. Get up to speed Course contents Overview: A new version of Outlook Lesson 1: What’s changed and why Lesson 2: Find everyday commands Lesson 3: Send and receive attachments and pictures

3. Get up to speed Overview: A new version of Outlook

4. Get up to speed Course goals Move around in Outlook 2007. Learn about the things that have changed, and why. Find commands on the Ribbon and do the things you do every day: read and send e-mail, work with appointments and meetings, and use your contacts. Send and receive pictures and attachments. Ensure that recipients will be able to open attached files that use the new 2007 Microsoft Office release file formats.

5. Lesson 1 What’s changed and why

6. Get up to speed What’s changed and why And the great changes don’t end with the Ribbon—there’s a lot more that’s new to help you work faster and more efficiently. To name just a few of these things, there’s the To-Do Bar, new navigation in the calendar, and a new format for contacts. Note: If you’re looking for information about all of the new features in Outlook, or if you want to know more about the differences between earlier versions of Outlook and this version, take a look at the Quick Reference Card that’s linked to at the end of the course. It contains a list of additional resources.And the great changes don’t end with the Ribbon—there’s a lot more that’s new to help you work faster and more efficiently. To name just a few of these things, there’s the To-Do Bar, new navigation in the calendar, and a new format for contacts. Note: If you’re looking for information about all of the new features in Outlook, or if you want to know more about the differences between earlier versions of Outlook and this version, take a look at the Quick Reference Card that’s linked to at the end of the course. It contains a list of additional resources.

7. Get up to speed Introducing the Ribbon Specifically, you’ll encounter the Ribbon when you create or modify e-mail messages, calendar items, contacts, tasks, or journal entries. Note: If you’ve used Microsoft Office Word 2007, the Ribbon for Outlook messages will be familiar to you. Because the Outlook 2007 editor is based on Word 2007, many of the commands and options that are available in Word are available when you create messages in Outlook.Specifically, you’ll encounter the Ribbon when you create or modify e-mail messages, calendar items, contacts, tasks, or journal entries. Note: If you’ve used Microsoft Office Word 2007, the Ribbon for Outlook messages will be familiar to you. Because the Outlook 2007 editor is based on Word 2007, many of the commands and options that are available in Word are available when you create messages in Outlook.

8. Get up to speed A closer look at the Ribbon Tabs: On the tabs are the commands and buttons that you’ve used before. The Message tab is shown here. Groups: Basic Text, shown here, is a group. Commands: The Bold button and the Font list (which in this picture shows the Calibri font) are commands. The most commonly used commands, such as Paste, have the largest buttons. Tabs: On the tabs are the commands and buttons that you’ve used before. The Message tab is shown here. Groups: Basic Text, shown here, is a group. Commands: The Bold button and the Font list (which in this picture shows the Calibri font) are commands. The most commonly used commands, such as Paste, have the largest buttons.

9. Get up to speed The Ribbon shows what you need

10. Get up to speed The Ribbon shows what you need The Message and Options tabs have groups and commands that you’ll use when you write and send a message. The Appointment tab has groups and commands specific to working with a calendar entry. The Contact tab has groups and commands to help you keep contact information up to date.The Message and Options tabs have groups and commands that you’ll use when you write and send a message. The Appointment tab has groups and commands specific to working with a calendar entry. The Contact tab has groups and commands to help you keep contact information up to date.

11. Get up to speed There’s more than meets the eye

12. Get up to speed The Mini toolbar

13. Get up to speed The Quick Access Toolbar The Quick Reference Card, linked to at the end of this course, includes the detailed steps for adding commands to the Quick Access Toolbar. The Quick Reference Card, linked to at the end of this course, includes the detailed steps for adding commands to the Quick Access Toolbar.

14. Get up to speed The Quick Access Toolbar

15. Get up to speed Keyboard shortcuts

16. Get up to speed Keyboard shortcuts Notes    The majority of keyboard shortcuts that use the CTRL key, such as CTRL+N for New, CTRL+C for Copy, and CTRL+V for Paste, have not changed. The Quick Reference Card, linked to at the end of this course, contains pointers to more information about using the keyboard to access menus and commands. Notes    The majority of keyboard shortcuts that use the CTRL key, such as CTRL+N for New, CTRL+C for Copy, and CTRL+V for Paste, have not changed. The Quick Reference Card, linked to at the end of this course, contains pointers to more information about using the keyboard to access menus and commands.

17. Get up to speed Know your options Examples of program options include the standard reminder time for appointments or the default location for saving sent messages. Note that some things have changed with options. The next section covers those changes. Examples of program options include the standard reminder time for appointments or the default location for saving sent messages. Note that some things have changed with options. The next section covers those changes.

18. Get up to speed More about options

19. Get up to speed More about options Note: Some settings, such as those that you set in the Personalize area of the Editor Options window, are shared among all 2007 Office system programs. However, most changes that you make in Editor Options will apply only to Outlook. Note: Some settings, such as those that you set in the Personalize area of the Editor Options window, are shared among all 2007 Office system programs. However, most changes that you make in Editor Options will apply only to Outlook.

20. Get up to speed More about options For example, you can choose whether the outgoing message is formatted in Plain Text, HTML, or Rich Text. You can also change where you keep a copy of a particular sent message (or you can specify whether you keep a copy of it at all). For example, you can choose whether the outgoing message is formatted in Plain Text, HTML, or Rich Text. You can also change where you keep a copy of a particular sent message (or you can specify whether you keep a copy of it at all).

21. Get up to speed More that’s new: the To-Do Bar You can see the To-Do Bar from Mail, Calendar, Contacts, and so on. You can see the To-Do Bar from Mail, Calendar, Contacts, and so on.

22. Get up to speed More that’s new: the To-Do Bar

23. Get up to speed A new look for the calendar

24. Get up to speed A new look for the calendar In the Tasks area, completed items appear crossed out and “stick” to the day; tasks not marked as complete will automatically be carried over to the next day, until you complete them. The Quick Reference Card, linked to at the end of the course, provides more information about the Outlook calendar. In the Tasks area, completed items appear crossed out and “stick” to the day; tasks not marked as complete will automatically be carried over to the next day, until you complete them. The Quick Reference Card, linked to at the end of the course, provides more information about the Outlook calendar.

25. Get up to speed A new look for contacts

26. Get up to speed A new look for contacts Tip: Notice also that in this picture, the Navigation Pane is minimized to show more of the Contacts pane. You can minimize the Navigation Pane from any area of Outlook by clicking the Minimize the Navigation Pane button.Tip: Notice also that in this picture, the Navigation Pane is minimized to show more of the Contacts pane. You can minimize the Navigation Pane from any area of Outlook by clicking the Minimize the Navigation Pane button.

27. Get up to speed Suggestions for practice Create a message and see the Ribbon. Use the Mini toolbar, use a Dialog Box Launcher, and add a command to the Quick Access Toolbar. Open a message and see the Ribbon for a received message. Set program options, e-mail editor options, and e-mail message options. Use keyboard shortcuts. Explore the To-Do Bar and see how to customize it. Look around in your calendar and look at contacts in the new Business Card view (optional). [Note to trainer: With Outlook 2007 installed on your computer, you can click the link in the slide to go to an online practice. In the practice, you can work through each of these tasks in Outlook, with instructions to guide you. Important: If you don’t have Outlook 2007, you won’t be able to access the practice instructions.][Note to trainer: With Outlook 2007 installed on your computer, you can click the link in the slide to go to an online practice. In the practice, you can work through each of these tasks in Outlook, with instructions to guide you. Important: If you don’t have Outlook 2007, you won’t be able to access the practice instructions.]

28. Get up to speed Test 1, question 1 The Ribbon will look the same for a new e-mail message and a received e-mail message. (Pick one answer.)

29. Get up to speed Test 1, question 1: Answer False.

30. Get up to speed Test 1, question 2 You’ve switched to the calendar and you’re ready to explore its new look. To make more room in the Outlook window to see it, you could do which of the following from within Outlook? (Pick one answer.)

31. Get up to speed Test 1, question 2: Answer Minimize the Navigation Pane.

32. Get up to speed Test 1, question 3 To use a keyboard to access commands on the Ribbon, start by pressing which key? (Pick one answer.)

33. Get up to speed Test 1, question 3: Answer ALT.

34. Lesson 2 Find everyday commands

35. Get up to speed Find everyday commands

36. Get up to speed Create a new message All of the old ways to get started in Outlook still work: Whether you prefer to use the New button or press CTRL+N, you’ll just do what you’ve always done to open a new message. All of the old ways to get started in Outlook still work: Whether you prefer to use the New button or press CTRL+N, you’ll just do what you’ve always done to open a new message.

37. Get up to speed Create a new message Note: This isn’t new, but it’s something to remember: Certain groups and buttons will be available only when the cursor is in the body of the e-mail message. For example, formatting commands on the Basic Text tab won’t be available when the cursor is in the To field or the Subject field; to use those commands, you need to move the cursor to the body of the message.Note: This isn’t new, but it’s something to remember: Certain groups and buttons will be available only when the cursor is in the body of the e-mail message. For example, formatting commands on the Basic Text tab won’t be available when the cursor is in the To field or the Subject field; to use those commands, you need to move the cursor to the body of the message.

38. Get up to speed Use the Address Book to add recipients

39. Get up to speed Show or hide the Bcc field You can use Bcc (short for blind carbon copy) to send messages without exposing the names of the recipients to each other—it’s one way to respect the privacy of the people to whom you’re sending e-mail. Tip: You can show or hide the Bcc field as you need to by adding the Show Bcc button to the Quick Access Toolbar. However, you don’t have to turn on or off the Bcc field every time you send a message; the Bcc field won’t show on the received message, even if you don’t turn it off in the sent message. You can use Bcc (short for blind carbon copy) to send messages without exposing the names of the recipients to each other—it’s one way to respect the privacy of the people to whom you’re sending e-mail. Tip: You can show or hide the Bcc field as you need to by adding the Show Bcc button to the Quick Access Toolbar. However, you don’t have to turn on or off the Bcc field every time you send a message; the Bcc field won’t show on the received message, even if you don’t turn it off in the sent message.

40. Get up to speed Include your signature

41. Get up to speed Include your signature

42. Get up to speed Use flags and reminders

43. Get up to speed Use flags and reminders The message itself is moved to the Sent Items folder once you send it. The message itself is moved to the Sent Items folder once you send it.

44. Get up to speed Use flags and reminders The bell icon indicates to the recipient that the message includes a reminder. Note that the item will not be added to the recipient’s To-Do Bar—creating a to-do list is a matter of personal choice.The bell icon indicates to the recipient that the message includes a reminder. Note that the item will not be added to the recipient’s To-Do Bar—creating a to-do list is a matter of personal choice.

45. Get up to speed Respond to a message

46. Get up to speed Whoops! Need to recall a message?

47. Get up to speed Whoops! Need to recall a message?

48. Get up to speed Whoops! Need to recall a message? Note: If you don’t see the Recall This Message command, it’s probably because you’re not using Microsoft Exchange Server for your e-mail. The Quick Reference Card, linked to the end of this course, has more information about how you can verify this. Note: If you don’t see the Recall This Message command, it’s probably because you’re not using Microsoft Exchange Server for your e-mail. The Quick Reference Card, linked to the end of this course, has more information about how you can verify this.

49. Get up to speed Make time and remember to do things

50. Get up to speed Make time and remember to do things Note: The way that you set the standard reminder time for all appointments has not changed. You still do that by clicking Options on the Tools menu in the main Outlook window, and then setting the default time on the Preferences tab, under Calendar.Note: The way that you set the standard reminder time for all appointments has not changed. You still do that by clicking Options on the Tools menu in the main Outlook window, and then setting the default time on the Preferences tab, under Calendar.

51. Get up to speed Want to create a meeting? Invite others

52. Get up to speed Want to create a meeting? Invite others

53. Get up to speed Work with a contact To edit a contact’s Electronic Business Card, click the Edit Business Card button on the Contact tab. To edit a contact’s Electronic Business Card, click the Edit Business Card button on the Contact tab.

54. Get up to speed Suggestions for practice Use the Address Book and Bcc. Check spelling and grammar. See signatures. Add a flag to follow up. Respond to a message; recall a message (optional). Schedule an appointment and set a reminder. Create a new contact. Edit a business card. [Note to trainer: With Outlook 2007 installed on your computer, you can click the link in the slide to go to an online practice. In the practice, you can work through each of these tasks in Outlook, with instructions to guide you. Important: If you don’t have Outlook 2007, you won’t be able to access the practice instructions.][Note to trainer: With Outlook 2007 installed on your computer, you can click the link in the slide to go to an online practice. In the practice, you can work through each of these tasks in Outlook, with instructions to guide you. Important: If you don’t have Outlook 2007, you won’t be able to access the practice instructions.]

55. Get up to speed Test 2, question 1 To start a new message, you use the Ribbon. (Pick one answer.)

56. Get up to speed Test 2, question 1: Answer False.

57. Get up to speed Test 2, question 2 Which of the following allows you to quickly show or hide the Bcc field in a message? (Pick one answer.)

58. Get up to speed Test 2, question 2: Answer The Show Bcc button on the Options tab.

59. Get up to speed Test 2, question 3 You’ve just sent a message with an outrageous typo and you want to recall it. What’s the first step? (You already know that you’re using Microsoft Exchange Server.) (Pick one answer.)

60. Get up to speed Test 2, question 3: Answer Locate and open the message in the Sent Items folder.

61. Lesson 3 Send and receive attachments and pictures

62. Get up to speed Send and receive attachments and pictures

63. Get up to speed Include an attachment

64. Get up to speed Include an attachment

65. Get up to speed Include an attachment To see a complete list of blocked file types and read more about how to avoid having your attached files blocked, see the article “Blocked attachments in Outlook.” The Quick Reference Guide, which is linked to at the end of this course, contains a link to that article.To see a complete list of blocked file types and read more about how to avoid having your attached files blocked, see the article “Blocked attachments in Outlook.” The Quick Reference Guide, which is linked to at the end of this course, contains a link to that article.

66. Get up to speed Include a picture in line with text Note: When you insert a picture into your message, you add it to the message as an embedded object. That is, it is a part of the message text. To be able to see the picture, people who receive your message must be able to receive HTML or Rich Text messages.Note: When you insert a picture into your message, you add it to the message as an embedded object. That is, it is a part of the message text. To be able to see the picture, people who receive your message must be able to receive HTML or Rich Text messages.

67. Get up to speed Picture this: tabs that come and go When you click away from the picture, Picture Tools disappear. You’ll see similar behavior if you include a chart, drawing, diagram, or table in your message.When you click away from the picture, Picture Tools disappear. You’ll see similar behavior if you include a chart, drawing, diagram, or table in your message.

68. Get up to speed Preview attachments before you open them

69. Get up to speed Preview attachments before you open them Once you’ve decided an attached file is one that you want to open or save, you can do that by right-clicking its icon. Note: To help keep your computer safe, embedded code in attachments is disabled while previewing.Once you’ve decided an attached file is one that you want to open or save, you can do that by right-clicking its icon. Note: To help keep your computer safe, embedded code in attachments is disabled while previewing.

70. Get up to speed How others receive attachments that you send Here’s more information about main file formats used in 2007 Office system programs: Microsoft Office Word 2007 now uses .docx. Microsoft Office PowerPoint® 2007 now uses .pptx. Microsoft Office Excel® 2007 now uses .xlsx. Microsoft Office Access 2007 now uses .accdb. Here’s more information about main file formats used in 2007 Office system programs: Microsoft Office Word 2007 now uses .docx. Microsoft Office PowerPoint® 2007 now uses .pptx. Microsoft Office Excel® 2007 now uses .xlsx. Microsoft Office Access 2007 now uses .accdb.

71. Get up to speed How others can view attachments that you send The compatibility pack described in the second bullet point will open only files created with the 2007 Office system programs. It is recommended that the use of the pack be restricted to users who are aware of and understand this limitation. Note: You can send Office Access 2007 .accdb files as attachments, but they can only be opened with Access 2007. For more information about Access 2007 file formats, see the Quick Reference Card linked to at the end of this course. The compatibility pack described in the second bullet point will open only files created with the 2007 Office system programs. It is recommended that the use of the pack be restricted to users who are aware of and understand this limitation. Note: You can send Office Access 2007 .accdb files as attachments, but they can only be opened with Access 2007. For more information about Access 2007 file formats, see the Quick Reference Card linked to at the end of this course.

72. Get up to speed Suggestions for practice Attach a file to a message and send it to yourself. Insert a picture in line with the text of your message. Preview an attachment. See which previewers you have installed (optional). [Note to trainer: With Outlook 2007 installed on your computer, you can click the link in the slide to go to an online practice. In the practice, you can work through each of these tasks in Outlook, with instructions to guide you. Important: If you don’t have Outlook 2007, you won’t be able to access the practice instructions.][Note to trainer: With Outlook 2007 installed on your computer, you can click the link in the slide to go to an online practice. In the practice, you can work through each of these tasks in Outlook, with instructions to guide you. Important: If you don’t have Outlook 2007, you won’t be able to access the practice instructions.]

73. Get up to speed Test 3, question 1 How do you include a picture in line with the text of your message? (Pick one answer.)

74. Get up to speed Test 3, question 1: Answer Use the Picture from File command on the Insert tab.

75. Get up to speed Test 3, question 2 You’ve received a message with two JPEG picture attachments. What’s the fastest way to determine whether you want to save the attachments? (Pick one answer.)

76. Get up to speed Test 3, question 2: Answer Click the attachment icons in the Reading Pane.

77. Get up to speed Test 3, question 3 In the 2007 Office release, many programs use a new file format. How has this file format affected Outlook 2007? (Pick one answer.)

78. Get up to speed Test 3, question 3: Answer Attachments that you send or receive may use the new format. You’ll find more information about this in the Quick Reference Card that’s linked to at the end of this course. You’ll find more information about this in the Quick Reference Card that’s linked to at the end of this course.

79. Get up to speed Quick Reference Card For a summary of the tasks covered in this course, view the Quick Reference Card.