Microsoft Outlook 2007 Train the Trainer

1. Microsoft Outlook 2007Train the Trainer My Other Brother Software, LLC Darryl Geoffrey

2. Objectives • Start Outlook • View Inbox • Send/Receive EMail • Use Address Book (Contacts) • Send/Receive Attachments • Organize EMail in Folders • Handle Junk Mail Folder • Categorize EMail • Filtering EMail • Create/Use Distribution Lists • Create Mail Merge • Create/Show Appointments on Calendar • Customizing Outlook/Troubleshooting

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 Categorize EMail Move EMail to Another Folder Forward this EMail to a New Recipient Have this EMail appear as New (Unread) in Inbox Handle Junk E-mail 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. 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.

11. 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

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

13. Accessing Additional Contact Fields Click All Fields Choose Category Update Data

14. Customizing Contacts Views to Show Other Fields Choose Contacts Option Change Current View Select Fields Customize Current View Choose Field Choose Category

15. Attachments

16. 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

17. AutoSignature

18. 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

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

20. 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

21. 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

22. More with Folders Multiple Windows can be Open Simultaneously Right Click “Junk E-mail” or “Deleted Items” includes the option to Empty the Folder Your most frequently used folders can be displayed at the top of the list

23. Junk Mail Folder Options

24. Categories • Right Click and Choose Categorize or Click Categorize on Ribbon • Same Category List applies to different Areas (i.e. Contacts, Appointments and Emails) • Categories can be Renamed (e.g. Important) • Additional Colors are Available

25. Filtering EMail Right Click on the Heading Bar Click Customize Current View Click Filter Change Filter Items to Meet Your Needs Click Clear All to Turn Off Filter

26. Create Distribution List Click the Drop Down Arrow next to New Click Select Members Type a List Name Choose Using Click/Shift /Ctrl Click Members-> Click Distribution List

27. Use Distribution List • Appear as Contacts in the Address Book • Can be entered directly into the To field by Typing List Name • Can be Expanded by Clicking the PLUS Next to the List Name

28. Create Mail Merge • Select the Contacts • Click Tools…Mail Merge • Verify Contact Options • Choose Form Letters and Merge to: E-Mail • Type a Subject line • Click OK – Word Starts • Insert Greeting Line • Press Enter • Type “Verify your info…” • Insert Merge Field • Choose Mobile_Phone • Press Enter • Type ClosingN.B. Autosignature not inserted • Finish & Merge…Send EMail

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

30. Customizing Outlook/Troubleshooting Expand/Collapse Resize Panes