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Microsoft ®  Office  Outlook ®   2007 Training Get up to speed Jim Taliaferro Community Mental Health Center
Course contents ,[object Object],[object Object],[object Object],[object Object],Get up to speed Each lesson includes a list of suggested tasks and a set of test questions.
Overview: A new version of Outlook Get up to speed Look out! There’s a new version of Outlook.  It has a whole new look along with new features. But don’t worry, that doesn’t mean you’ll need to spend a lot of time learning a new program.  Instead, the new design and new features will help you more efficiently and easily accomplish the tasks you do in Outlook every day.
Course goals ,[object Object],[object Object],[object Object],Get up to speed
Lesson 1 What’s changed and why
What’s changed and why Get up to speed The first time you create a message in Outlook 2007 (or open one you receive), you’ll see  the Ribbon . It’s the band across the top of the window.  One of the most dramatic changes in Outlook, the Ribbon gives Outlook its new look.  But as you get up to speed, you’ll see that the change is more than visual—it’s there to help you get things done more easily and with fewer steps.
Introducing the Ribbon Get up to speed Here’s a new e-mail message. The Ribbon is at the top of the window. The Ribbon is visible each time you create or edit something in Outlook.  Why the new system? Microsoft carefully researched how people use commands in Outlook.  As a result of that research, some Outlook commands are now more prominent, and common commands are displayed and grouped in ways that make them easy to find and use.
A closer look at the Ribbon Get up to speed To better help you learn how to use the Ribbon, here’s a guide to its basic arrangement.  Tabs:  The Ribbon is made up of different tabs, each related to specific kinds of work you do in Outlook.  Groups:  Each tab has several groups that show related items together. Commands:  A command is a button, a box to enter information, or a menu.
The Ribbon shows what you need Get up to speed Once again, you’ll encounter the Ribbon when you take certain actions such as creating messages, calendar entries, or contacts.  The Ribbon shows tabs and commands appropriate for what you’re doing. That is, the tabs on the Ribbon will differ depending on the area of Outlook you’re working in.
The Ribbon shows what you need Get up to speed The picture shows some of these differences.  A new message shows the  Message  and  Options  tabs.  A new appointment shows the  Appointment  tab.  A new contact shows the  Contact  tab.
There’s more than meets the eye Get up to speed A small arrow at the bottom of a group means there’s more available than what you see.  This button  is called the  Dialog Box Launcher . The picture shows that to see a full list of font options, you’d click the arrow next to the  Basic Text  group on the  Message  tab of a new e-mail message.
The Mini toolbar Get up to speed The  Mini toolbar  allows you to quickly access formatting commands right where you need them: in the body of an  e-mail message.  Select your text by dragging with your mouse, and then point at the selection.  The Mini toolbar appears in a faded fashion. If you point to it, it becomes solid. You can click a formatting option.  The picture shows how it works:
The Quick Access Toolbar Get up to speed The  Quick Access Toolbar  is a small toolbar above the Ribbon.  It’s there to make the commands you need and use most often readily available.  What’s best about the Quick Access Toolbar? What’s on it is up to you.  That is, you can add your favorite commands to it with a simple right-click.
The Quick Access Toolbar Get up to speed You’ll see and use different Quick Access Toolbars depending on the area of Outlook that you’re working in.  For example, customizations that you make to the Quick Access Toolbar for messages you send will not appear on the Quick Access Toolbar for Contacts.
Keyboard shortcuts Get up to speed If you use keyboard shortcuts instead of a mouse or other pointing device, you’ll noticed that some shortcuts are the same but that others have changed.  With the introduction of the Ribbon, commands are in new locations, so shortcuts that begin with ALT will probably be different from earlier versions.
Keyboard shortcuts Get up to speed If you use keyboard shortcuts instead of a mouse or other pointing device, you’ll noticed that some shortcuts are the same but that others have changed.  To find your way around: ,[object Object],[object Object]
Know your options Get up to speed Outlook provides many options to help you change how things look and work. The way you access these program options hasn’t changed.  As shown in the picture, you’ll still click  Options  on the  Tools  menu from within the main Outlook window and use the  Options  dialog box.
More about options Get up to speed In Outlook 2007, you set options from a few different locations.  Options for writing e-mail If you want to change your settings for writing e-mail—for example, to make the spelling checker stop ignoring words in uppercase—you do that from the  Editor Options  dialog box.
More about options Get up to speed In Outlook 2007, you set options from a few different locations.  Click the  Microsoft Office Button  . Start by creating a message, and then do this: Click  Editor Options .
More about options Get up to speed In Outlook 2007, you set options from a few different locations.  Options for sending e-mail When you send an e-mail message, you can choose how that message is sent. You set these options from tabs available on the Ribbon for the open message.
More that’s new: the To-Do Bar Get up to speed Located at the far right of the window, the  To-Do Bar  is visible wherever you happen  to be working in Outlook.  The To-Do Bar is there to help you keep track of upcoming tasks and appointments.
More that’s new: the To-Do Bar Get up to speed Located at the far right of the window, the  To-Do Bar  is visible wherever you happen  to be working in Outlook.  The picture calls out a few of its key elements:  Date Navigator Upcoming calendar appointments A place to enter new tasks by typing Your task list
A new look for the calendar Get up to speed The new design of the calendar in Outlook 2007 makes it easier to see what’s what.  Moving around is easier, too.  Bigger buttons make it easier to quickly switch between daily, weekly, and monthly calendar views. Back  and  Forward  buttons let you quickly go to the next day, week, or month in the calendar. The picture shows some examples:
A new look for the calendar Get up to speed The new design of the calendar in Outlook 2007 makes it easier to see what’s what.  Moving around is easier, too.  Also new is the  Tasks  area. It shows your current and upcoming tasks and tracks your accomplishments, too.  The picture shows some examples:
A new look for contacts Get up to speed In Outlook 2007,  Electronic Business Cards  make contacts easy to view and easy to share.  You’ll first notice the new look for contacts when you click  Contacts  to switch to that area of Outlook.  You can send Electronic Business Cards through e-mail. You might want to include your own Electronic Business Card as part of your e-mail signature.
A new look for contacts Get up to speed Notice 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.
Suggestions for practice ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],Get up to speed Online practice  (requires Outlook 2007)
Test 1, question 1 ,[object Object],Get up to speed ,[object Object],[object Object]
Test 1, question 1: Answer ,[object Object],Get up to speed What’s on the Ribbon will be different because your needs for dealing with the new and received e-mail messages are different.
Test 1, question 2 ,[object Object],Get up to speed ,[object Object],[object Object],[object Object]
Test 1, question 2: Answer ,[object Object],Get up to speed In this version of Outlook, you can minimize the Navigation Pane by clicking the  Minimize the Navigation Pane  button.
Test 1, question 3 ,[object Object],Get up to speed ,[object Object],[object Object],[object Object]
Test 1, question 3: Answer ,[object Object],Get up to speed Press ALT and you’ll see letters displayed to help you with your next move.
Lesson 2 Find everyday commands
Find everyday commands Get up to speed You’ve got Outlook 2007 installed and you’ve taken time to learn about some of the ways it differs from previous versions. Now it’s time to get to work.  Will it be easy to do the things you’ve always done in Outlook?  This lesson will show you that the answer is yes.
Create a new message Get up to speed It’s time to write and send your first e-mail message using the new Outlook. What do you need to know? For starters,  some things haven’t changed . The first thing you need to know to get started is that you don’t need to know anything new. All of the old ways to start a new message still work.  In a new message, first get oriented to the Ribbon. The  Message  tab is on top, with the commands you’re most likely to use every time you create and send a message.
Create a new message Get up to speed Using other tabs For example, to  insert  a picture so that it appears in line with the text of your message (not as a separate attachment), you’ll need to switch to the  Insert  tab.  If you’re having trouble finding a command or button, you may need to look on another tab.
Use the Address Book to add recipients Get up to speed Do you use the Address Book to add names to the  To ,  Cc , and  Bcc  fields? You’ll find the  Address Book  command on the  Message  tab.
Show or hide the Bcc field Get up to speed If you prefer to type  e-mail addresses directly in the  To  and  Cc  boxes, you may also want to know how you can show the  Bcc  field so that you can type names there, too.  The picture shows the location of the  Show Bcc  command.  As you can see, you’ll find it on the  Options  tab.
Include your signature Get up to speed Do you use a personal e-mail signature at the end of your Outlook messages?  The same signature you used in earlier versions will be available when you upgrade to Outlook 2007. If you didn’t use signatures (maybe they seemed too complex or you could never remember how to create them or where to find them), you’ll be surprised to see how easy signatures are in Outlook 2007.
Include your signature Get up to speed You can modify existing signatures or create new ones, as well as set a default signature. The picture shows what happens next: If you created signatures previously, you’ll see them listed here. To create new signatures, set a default signature, or modify existing signatures, click  Signatures . Start by clicking the arrow under the  Signature  command.
Use flags and reminders Get up to speed Flags and reminders can help you and others remember to do things.  To add a flag, reminder, or both when you’re creating a message, start by clicking  Follow Up  in the  Options  group of a new message.
Use flags and reminders Get up to speed Follow up for yourself To be sure that you remember to do that, flag the message for yourself by clicking  Follow Up  and then clicking  Tomorrow .  The message is flagged and added to your To-Do List in  Tasks . It also shows up as an item in your own To-Do Bar. Suppose you send a message to a colleague that says  “I’ll follow up with you tomorrow.”
Use flags and reminders Get up to speed Follow up for the recipient Before you send the message, you specify when you want the recipient to be reminded to follow up with you. As the picture shows, the received message will include a flag and the bell icon. As long as the recipient keeps the message in his or her Outlook mailbox, a reminder will be displayed at the time you specify.  You can also attach a follow-up flag for your recipients by using the  Flag for Recipients  command, highlighted in the picture.
Respond to a message Get up to speed E-mail isn’t just about sending… … it’s also about receiving and replying.  When you reply from an open message, you’ll use the buttons in the  Respond  group on the  Message  tab of the Ribbon. You’ll notice that what’s on the Ribbon in a received message is different from what’s on it for a new mail message.
Whoops! Need to recall a message? Get up to speed You’ve just sent a message and realize a key detail is wrong.  (You wrote “bored” instead of “board” when discussing the results of the last board meeting.) If you’re using Microsoft Exchange Server for your e-mail, you may be able to recall the message that you just sent.  If you act before a recipient reads the message, recalling it will allow you to send a corrected version to that person and avoid possible embarrassment.
Whoops! Need to recall a message? Get up to speed You’ve just sent a message and realize a key detail is wrong.  (You wrote “bored” instead of “board” when discussing the results of the last board meeting.) Here’s what to do: In the  Navigation Pane , click  Sent Items  to switch to that folder. In the  Sent Items  folder, double-click the message that you want to recall to open it.
Whoops! Need to recall a message? Get up to speed You’ve just sent a message and realize a key detail is wrong.  (You wrote “bored” instead of “board” when discussing the results of the last board meeting.) Here’s what to do: In the open message, click  Other Actions  in the  Actions  group, and click  Recall This Message .
Make time and remember to do things Get up to speed Outlook isn’t just about e-mail.  It’s also about organizing your time, which you do in the calendar.  When you create or open an item in your calendar, you’ll see that the Ribbon shows groups and commands appropriate for helping you manage your time.
Make time and remember to do things Get up to speed When you create any type of calendar entry, a reminder is set automatically.  To change the reminder time for an appointment: On the  Appointment  tab, click the arrow to open the  Reminder  list and then select a time. Once you’ve made a change, click  Save & Close  on the far left of the Ribbon.
Want to create a meeting? Invite others Get up to speed An appointment is just for yourself.  When others are involved, create a meeting.  On the  Appointment  tab, click  Invite Attendees . A  To  button and box appear. Type names directly in the box or click the  To  button to add invitees by selecting from a list.
Want to create a meeting? Invite others Get up to speed An appointment is just for yourself.  When others are involved, create a meeting.  Once you’ve entered all of the meeting details, click  Send  to send the invitation to the other meeting participants.
Work with a contact Get up to speed When you open or edit a contact, you’ll use the buttons in the  Show  group to show or hide more information about a contact.  For example, if you want to note the birthday or anniversary of a contact, click the  Details  button and then select the appropriate date next to  Birthday  or  Anniversary .
Suggestions for practice ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],Get up to speed Online practice  (requires Outlook 2007)
Test 2, question 1 ,[object Object],Get up to speed ,[object Object],[object Object]
Test 2, question 1: Answer ,[object Object],Get up to speed You create a message just as you’ve always done.
Test 2, question 2 ,[object Object],Get up to speed ,[object Object],[object Object],[object Object]
Test 2, question 2: Answer ,[object Object],Get up to speed The last lesson described how in Outlook, you have a lot of options. You access the button from a tab specifically for message options, the  Options  tab.
Test 2, question 3 ,[object Object],Get up to speed ,[object Object],[object Object],[object Object]
Test 2, question 3: Answer ,[object Object],Get up to speed You’ll open the message from  Sent Items , and then use a command on the Ribbon: Click  Other Actions  in the  Actions  group, and click  Recall This Message .
Lesson 3 Send and receive attachments and pictures
Send and receive attachments and pictures Get up to speed Sending and receiving attached files in Outlook 2007 is just as easy as it’s always been—and in some ways, even easier. What’s easier?  When you receive attached pictures or Microsoft Office files, you’ll be able to use the Attachment Previewer to preview those attachments right in the Outlook Reading Pane.  And if you’re sending pictures, the Ribbon will help you send them just the way you want them.
Include an attachment Get up to speed Including an attached document or picture with your message is easier than ever.  Just as you’ve always done, you’ll begin by creating a new message. Then you’ll use the  Attach File  command on the Ribbon.
Include an attachment Get up to speed Where you’ll find Attach File The picture shows it on the  Insert  tab. Including an attachment is a common activity, so you’ll find  Attach File  on both the  Message  tab and the  Insert  tab.
Include an attachment Get up to speed You can’t attach just anything This behavior is unchanged from earlier versions.  However, you may be interested to know that some file types that were previously blocked are now allowed and some new types have been added to the blocked list. Outlook will block certain types of file attachments.
Include a picture in line with text Get up to speed In Outlook, it’s easy to send pictures in the body of your e-mail messages instead of as separately attached files.  Click the  Picture  command on the  Insert  tab. As shown in the illustration, you’ll see a picture in the body of the message.  To do this:
Picture this: tabs that come and go Get up to speed The discussion of pictures provides an opportunity to explain one more thing about the Ribbon:  Some tabs only appear when you do specific tasks.  Select a picture that you’ve inserted into a message… … you’ll see that  Picture Tools  appear on the Ribbon. The  Format  tab includes commands that you can use to edit the picture before you send it. For example, when you:
Preview attachments before you open them Get up to speed In Outlook 2007, you’ll receive attachments just as you did in earlier versions. And now, some attached files can be previewed right from the Reading Pane.  Suppose someone sends you two Microsoft Office Visio ®  diagrams as attachments, but you only care about the one that shows the new training room in your building. How could you quickly decide which file to open or save to your hard disk?
Preview attachments before you open them Get up to speed As the picture shows, attachment previewing could be your answer. Attachment previewing allows you to display previews of certain file types right from the Outlook Reading Pane. You can do this without having to open the attached files. To preview an attachment, click its icon. The attachment preview appears in the Reading Pane.
How others receive attachments that you send Get up to speed When you use Outlook 2007, people will receive attached files that you send just as they always have.  What has changed is the file format used by some 2007 Office system programs. Attachments that you send or receive may use this new format, which keeps file sizes smaller and helps keep files safer. Outlook fully supports sending and receiving files that use the new formats.
How others can view attachments that you send Get up to speed If you’ll be sending a Word 2007, Excel 2007, or PowerPoint 2007 file to someone who hasn’t yet upgraded to the 2007 release of Office, there are two options.  ,[object Object],[object Object]
Suggestions for practice ,[object Object],[object Object],[object Object],[object Object],Get up to speed Online practice  (requires Outlook 2007)
Test 3, question 1 ,[object Object],Get up to speed ,[object Object],[object Object],[object Object]
Test 3, question 1: Answer ,[object Object],Get up to speed
Test 3, question 2 ,[object Object],Get up to speed ,[object Object],[object Object],[object Object]
Test 3, question 2: Answer ,[object Object],Get up to speed Clicking the attachment icons will allow you to see a preview of the pictures, one at a time, right in the Reading Pane. This technique will work for other types of attachment as well: PowerPoint presentations, Word documents, or Excel workbooks, to name a few.
Test 3, question 3 ,[object Object],Get up to speed ,[object Object],[object Object],[object Object]
Test 3, question 3: Answer ,[object Object],Get up to speed Outlook fully supports sending and receiving files in the new file format. And, if you’re working with people who haven’t yet upgraded, you’ll have choices about how to make sure they can read those files.

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Outlook 2007 Get Up To Speed

  • 1. Microsoft ® Office Outlook ® 2007 Training Get up to speed Jim Taliaferro Community Mental Health Center
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  • 3. Overview: A new version of Outlook Get up to speed Look out! There’s a new version of Outlook. It has a whole new look along with new features. But don’t worry, that doesn’t mean you’ll need to spend a lot of time learning a new program. Instead, the new design and new features will help you more efficiently and easily accomplish the tasks you do in Outlook every day.
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  • 5. Lesson 1 What’s changed and why
  • 6. What’s changed and why Get up to speed The first time you create a message in Outlook 2007 (or open one you receive), you’ll see the Ribbon . It’s the band across the top of the window. One of the most dramatic changes in Outlook, the Ribbon gives Outlook its new look. But as you get up to speed, you’ll see that the change is more than visual—it’s there to help you get things done more easily and with fewer steps.
  • 7. Introducing the Ribbon Get up to speed Here’s a new e-mail message. The Ribbon is at the top of the window. The Ribbon is visible each time you create or edit something in Outlook. Why the new system? Microsoft carefully researched how people use commands in Outlook. As a result of that research, some Outlook commands are now more prominent, and common commands are displayed and grouped in ways that make them easy to find and use.
  • 8. A closer look at the Ribbon Get up to speed To better help you learn how to use the Ribbon, here’s a guide to its basic arrangement. Tabs: The Ribbon is made up of different tabs, each related to specific kinds of work you do in Outlook. Groups: Each tab has several groups that show related items together. Commands: A command is a button, a box to enter information, or a menu.
  • 9. The Ribbon shows what you need Get up to speed Once again, you’ll encounter the Ribbon when you take certain actions such as creating messages, calendar entries, or contacts. The Ribbon shows tabs and commands appropriate for what you’re doing. That is, the tabs on the Ribbon will differ depending on the area of Outlook you’re working in.
  • 10. The Ribbon shows what you need Get up to speed The picture shows some of these differences. A new message shows the Message and Options tabs. A new appointment shows the Appointment tab. A new contact shows the Contact tab.
  • 11. There’s more than meets the eye Get up to speed A small arrow at the bottom of a group means there’s more available than what you see. This button is called the Dialog Box Launcher . The picture shows that to see a full list of font options, you’d click the arrow next to the Basic Text group on the Message tab of a new e-mail message.
  • 12. The Mini toolbar Get up to speed The Mini toolbar allows you to quickly access formatting commands right where you need them: in the body of an e-mail message. Select your text by dragging with your mouse, and then point at the selection. The Mini toolbar appears in a faded fashion. If you point to it, it becomes solid. You can click a formatting option. The picture shows how it works:
  • 13. The Quick Access Toolbar Get up to speed The Quick Access Toolbar is a small toolbar above the Ribbon. It’s there to make the commands you need and use most often readily available. What’s best about the Quick Access Toolbar? What’s on it is up to you. That is, you can add your favorite commands to it with a simple right-click.
  • 14. The Quick Access Toolbar Get up to speed You’ll see and use different Quick Access Toolbars depending on the area of Outlook that you’re working in. For example, customizations that you make to the Quick Access Toolbar for messages you send will not appear on the Quick Access Toolbar for Contacts.
  • 15. Keyboard shortcuts Get up to speed If you use keyboard shortcuts instead of a mouse or other pointing device, you’ll noticed that some shortcuts are the same but that others have changed. With the introduction of the Ribbon, commands are in new locations, so shortcuts that begin with ALT will probably be different from earlier versions.
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  • 17. Know your options Get up to speed Outlook provides many options to help you change how things look and work. The way you access these program options hasn’t changed. As shown in the picture, you’ll still click Options on the Tools menu from within the main Outlook window and use the Options dialog box.
  • 18. More about options Get up to speed In Outlook 2007, you set options from a few different locations. Options for writing e-mail If you want to change your settings for writing e-mail—for example, to make the spelling checker stop ignoring words in uppercase—you do that from the Editor Options dialog box.
  • 19. More about options Get up to speed In Outlook 2007, you set options from a few different locations. Click the Microsoft Office Button . Start by creating a message, and then do this: Click Editor Options .
  • 20. More about options Get up to speed In Outlook 2007, you set options from a few different locations. Options for sending e-mail When you send an e-mail message, you can choose how that message is sent. You set these options from tabs available on the Ribbon for the open message.
  • 21. More that’s new: the To-Do Bar Get up to speed Located at the far right of the window, the To-Do Bar is visible wherever you happen to be working in Outlook. The To-Do Bar is there to help you keep track of upcoming tasks and appointments.
  • 22. More that’s new: the To-Do Bar Get up to speed Located at the far right of the window, the To-Do Bar is visible wherever you happen to be working in Outlook. The picture calls out a few of its key elements: Date Navigator Upcoming calendar appointments A place to enter new tasks by typing Your task list
  • 23. A new look for the calendar Get up to speed The new design of the calendar in Outlook 2007 makes it easier to see what’s what. Moving around is easier, too. Bigger buttons make it easier to quickly switch between daily, weekly, and monthly calendar views. Back and Forward buttons let you quickly go to the next day, week, or month in the calendar. The picture shows some examples:
  • 24. A new look for the calendar Get up to speed The new design of the calendar in Outlook 2007 makes it easier to see what’s what. Moving around is easier, too. Also new is the Tasks area. It shows your current and upcoming tasks and tracks your accomplishments, too. The picture shows some examples:
  • 25. A new look for contacts Get up to speed In Outlook 2007, Electronic Business Cards make contacts easy to view and easy to share. You’ll first notice the new look for contacts when you click Contacts to switch to that area of Outlook. You can send Electronic Business Cards through e-mail. You might want to include your own Electronic Business Card as part of your e-mail signature.
  • 26. A new look for contacts Get up to speed Notice 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.
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  • 34. Lesson 2 Find everyday commands
  • 35. Find everyday commands Get up to speed You’ve got Outlook 2007 installed and you’ve taken time to learn about some of the ways it differs from previous versions. Now it’s time to get to work. Will it be easy to do the things you’ve always done in Outlook? This lesson will show you that the answer is yes.
  • 36. Create a new message Get up to speed It’s time to write and send your first e-mail message using the new Outlook. What do you need to know? For starters, some things haven’t changed . The first thing you need to know to get started is that you don’t need to know anything new. All of the old ways to start a new message still work. In a new message, first get oriented to the Ribbon. The Message tab is on top, with the commands you’re most likely to use every time you create and send a message.
  • 37. Create a new message Get up to speed Using other tabs For example, to insert a picture so that it appears in line with the text of your message (not as a separate attachment), you’ll need to switch to the Insert tab. If you’re having trouble finding a command or button, you may need to look on another tab.
  • 38. Use the Address Book to add recipients Get up to speed Do you use the Address Book to add names to the To , Cc , and Bcc fields? You’ll find the Address Book command on the Message tab.
  • 39. Show or hide the Bcc field Get up to speed If you prefer to type e-mail addresses directly in the To and Cc boxes, you may also want to know how you can show the Bcc field so that you can type names there, too. The picture shows the location of the Show Bcc command. As you can see, you’ll find it on the Options tab.
  • 40. Include your signature Get up to speed Do you use a personal e-mail signature at the end of your Outlook messages? The same signature you used in earlier versions will be available when you upgrade to Outlook 2007. If you didn’t use signatures (maybe they seemed too complex or you could never remember how to create them or where to find them), you’ll be surprised to see how easy signatures are in Outlook 2007.
  • 41. Include your signature Get up to speed You can modify existing signatures or create new ones, as well as set a default signature. The picture shows what happens next: If you created signatures previously, you’ll see them listed here. To create new signatures, set a default signature, or modify existing signatures, click Signatures . Start by clicking the arrow under the Signature command.
  • 42. Use flags and reminders Get up to speed Flags and reminders can help you and others remember to do things. To add a flag, reminder, or both when you’re creating a message, start by clicking Follow Up in the Options group of a new message.
  • 43. Use flags and reminders Get up to speed Follow up for yourself To be sure that you remember to do that, flag the message for yourself by clicking Follow Up and then clicking Tomorrow . The message is flagged and added to your To-Do List in Tasks . It also shows up as an item in your own To-Do Bar. Suppose you send a message to a colleague that says “I’ll follow up with you tomorrow.”
  • 44. Use flags and reminders Get up to speed Follow up for the recipient Before you send the message, you specify when you want the recipient to be reminded to follow up with you. As the picture shows, the received message will include a flag and the bell icon. As long as the recipient keeps the message in his or her Outlook mailbox, a reminder will be displayed at the time you specify. You can also attach a follow-up flag for your recipients by using the Flag for Recipients command, highlighted in the picture.
  • 45. Respond to a message Get up to speed E-mail isn’t just about sending… … it’s also about receiving and replying. When you reply from an open message, you’ll use the buttons in the Respond group on the Message tab of the Ribbon. You’ll notice that what’s on the Ribbon in a received message is different from what’s on it for a new mail message.
  • 46. Whoops! Need to recall a message? Get up to speed You’ve just sent a message and realize a key detail is wrong. (You wrote “bored” instead of “board” when discussing the results of the last board meeting.) If you’re using Microsoft Exchange Server for your e-mail, you may be able to recall the message that you just sent. If you act before a recipient reads the message, recalling it will allow you to send a corrected version to that person and avoid possible embarrassment.
  • 47. Whoops! Need to recall a message? Get up to speed You’ve just sent a message and realize a key detail is wrong. (You wrote “bored” instead of “board” when discussing the results of the last board meeting.) Here’s what to do: In the Navigation Pane , click Sent Items to switch to that folder. In the Sent Items folder, double-click the message that you want to recall to open it.
  • 48. Whoops! Need to recall a message? Get up to speed You’ve just sent a message and realize a key detail is wrong. (You wrote “bored” instead of “board” when discussing the results of the last board meeting.) Here’s what to do: In the open message, click Other Actions in the Actions group, and click Recall This Message .
  • 49. Make time and remember to do things Get up to speed Outlook isn’t just about e-mail. It’s also about organizing your time, which you do in the calendar. When you create or open an item in your calendar, you’ll see that the Ribbon shows groups and commands appropriate for helping you manage your time.
  • 50. Make time and remember to do things Get up to speed When you create any type of calendar entry, a reminder is set automatically. To change the reminder time for an appointment: On the Appointment tab, click the arrow to open the Reminder list and then select a time. Once you’ve made a change, click Save & Close on the far left of the Ribbon.
  • 51. Want to create a meeting? Invite others Get up to speed An appointment is just for yourself. When others are involved, create a meeting. On the Appointment tab, click Invite Attendees . A To button and box appear. Type names directly in the box or click the To button to add invitees by selecting from a list.
  • 52. Want to create a meeting? Invite others Get up to speed An appointment is just for yourself. When others are involved, create a meeting. Once you’ve entered all of the meeting details, click Send to send the invitation to the other meeting participants.
  • 53. Work with a contact Get up to speed When you open or edit a contact, you’ll use the buttons in the Show group to show or hide more information about a contact. For example, if you want to note the birthday or anniversary of a contact, click the Details button and then select the appropriate date next to Birthday or Anniversary .
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  • 61. Lesson 3 Send and receive attachments and pictures
  • 62. Send and receive attachments and pictures Get up to speed Sending and receiving attached files in Outlook 2007 is just as easy as it’s always been—and in some ways, even easier. What’s easier? When you receive attached pictures or Microsoft Office files, you’ll be able to use the Attachment Previewer to preview those attachments right in the Outlook Reading Pane. And if you’re sending pictures, the Ribbon will help you send them just the way you want them.
  • 63. Include an attachment Get up to speed Including an attached document or picture with your message is easier than ever. Just as you’ve always done, you’ll begin by creating a new message. Then you’ll use the Attach File command on the Ribbon.
  • 64. Include an attachment Get up to speed Where you’ll find Attach File The picture shows it on the Insert tab. Including an attachment is a common activity, so you’ll find Attach File on both the Message tab and the Insert tab.
  • 65. Include an attachment Get up to speed You can’t attach just anything This behavior is unchanged from earlier versions. However, you may be interested to know that some file types that were previously blocked are now allowed and some new types have been added to the blocked list. Outlook will block certain types of file attachments.
  • 66. Include a picture in line with text Get up to speed In Outlook, it’s easy to send pictures in the body of your e-mail messages instead of as separately attached files. Click the Picture command on the Insert tab. As shown in the illustration, you’ll see a picture in the body of the message. To do this:
  • 67. Picture this: tabs that come and go Get up to speed The discussion of pictures provides an opportunity to explain one more thing about the Ribbon: Some tabs only appear when you do specific tasks. Select a picture that you’ve inserted into a message… … you’ll see that Picture Tools appear on the Ribbon. The Format tab includes commands that you can use to edit the picture before you send it. For example, when you:
  • 68. Preview attachments before you open them Get up to speed In Outlook 2007, you’ll receive attachments just as you did in earlier versions. And now, some attached files can be previewed right from the Reading Pane. Suppose someone sends you two Microsoft Office Visio ® diagrams as attachments, but you only care about the one that shows the new training room in your building. How could you quickly decide which file to open or save to your hard disk?
  • 69. Preview attachments before you open them Get up to speed As the picture shows, attachment previewing could be your answer. Attachment previewing allows you to display previews of certain file types right from the Outlook Reading Pane. You can do this without having to open the attached files. To preview an attachment, click its icon. The attachment preview appears in the Reading Pane.
  • 70. How others receive attachments that you send Get up to speed When you use Outlook 2007, people will receive attached files that you send just as they always have. What has changed is the file format used by some 2007 Office system programs. Attachments that you send or receive may use this new format, which keeps file sizes smaller and helps keep files safer. Outlook fully supports sending and receiving files that use the new formats.
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Notes de l'éditeur

  1. [ 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.]