getting more out of outlook 2007 - scstatehouse.gov

Getting More

Out Of

OUTLOOK 2007

GETTING MORE FROM OUTLOOK 2007

TRAINING Legislative Services Agency 2

INTRODUCTION This course assumes that you have an “introductory” knowledge of the Outlook 2007 program. Preferably, people taking this class with have taken the “Introduction to Outlook” class offered by LEGISLATIVE SERVICES and already be familiar with things like:

Using the Navigation Pane Reading, replying to, deleting, and printing e-mail messages Using the Address book, Adding Contacts and Calendar entries. Creating a Signature Setting up Out of Office Response

NEW TOPICS Topics covered in this class include: Using Search folders Using Junk Mail & Block Sender Creating a recurring Calendar event Creating distribution lists Saving a message as a file Creating e-mail subfolders Creating Contacts folders Creating rules Sending contacts to other users. Sharing Calendars and Contacts

REVIEW TOPICS Topics covered that were previously covered in the intro class include:

Network deletion policy. Keeping Outlook open to receiving e-mail notifications.



A REVIEW OF SCREEN LAYOUT TERMS Even though this course assumes a prior knowledge of Outlook it’s very important that you know what is being referred to, by knowing the “names” of different parts of the Outlook screen layout.

Menu Bar Standard Toolbar

Navigation Pane Information Viewer

READING PANE TO-DO BAR



GETTING MORE FROM YOUR E-MAIL This section of the manual will deal with helping you get more out of your e-mail. Over time, you will undoubtedly begin to receive a large volume of e-mail messages. It can become difficult to “stay organized” and up on all the different messages you receive. CREATING E-MAIL FOLDERS A great way to organize your incoming messages is to create folders to store messages that deal with a particular subject, or are from a certain person, or group of people. Creating e-mail folders is easy.

1) Click on the MAIL button on the Navigation Pane.

2) Click on the triangle to the right of the NEW button on the Standard toolbar.

3) From the pull-down menu choose Folder… The Create New Folder dialog box will appear. 4) Type the “Name” of the folder (ex. Mortgage Lending), make sure Folder contains: says “Mail and Post Items”, and select the main folder you would like to use from the available list. For example, if you choose Inbox then the folder will be created as a subfolder under Inbox

A “triangle” to the right of a button indicates it has a pull-down menu

Type folder name

Make sure this says “Mail and Post Items

Choose the folder that will contain your new folder.



NOTICE: Your folder will be created as a “subfolder” of one of the main folders in your folder list depending on which one you select from the Create New Folder dialog box. For example, if you select Cabinet from the list, then your new folder will be a subfolder in the Cabinet folder. If you choose Inbox it will be a subfolder in the Inbox folder. 5) Click on OK.

*********** TIP *********** Use either the inbox or Cabinet folders as your main folders for creating new

subfolders. This will make it easier to keep up with where you are storing your e-mails *******************************************

DID YOU KNOW?

A folder in your folder list with a plus (+) sign in a box to the left of the folder indicates it contains subfolders. Click on the plus (+) sign to view the other folders

DELETING A FOLDER FROM THE FOLDER LIST You can delete an Outlook folder when they are no longer needed. Application: You created a folder to store related e-mails about a particular legislative issue. The legislative issue is resolved or no longer an issue, and you aren’t receiving messages on the topic. Click on the folder ‘name” you wish to delete Click the “right mouse” button and choose Delete.

The plus (+) next to the folder indicates that subfolders are present. Click on the plus (+) to view the other folders



“

IMPORTANT REMINDER

Right click” the folder name “Tort Reform Issues” and choose Delete “Tort Reform Issues”

NETWORK E-MAIL DELETION POLICY

The System will automatically delete items in all Mail folders that are older than 180 days. Please save messages you want for

longer to a flash drive or personal e-mail account



USING SEARCH FOLDERS TO ORGANIZE YOUR INBOX The Search Folders feature in Outlook is designed to help you find specific e-amyl messages in your Inbox. This feature will cause your inbox to “display” only messages that meet the “criteria” you define. For example, let’s say you set up a Search Folder to display messages that have the word “Tort” in the subject line. When you click on that folder, only messages in your inbox that contain the word “Tort” would display. Note: The other e-mail messages in your inbox are not deleted. They are simply filtered out (temporarily hidden) when a specific Search folder is activated.

********************************** DID YOU KNOW?

Outlook has a “built-in” Search folder called Unread Mail that shows you all the unread messages in your Inbox

**************************************************

PRE-DEFINED SEARCH FOLDER OPTIONS There are many “predefined” options when setting up a Search folder. Some include

• Mail from specific people • Mail with specific ‘text” in the Subject line • Mail that contains attachments

SETTING UP A NEW SEARCH FOLDER Let’s practice by setting up a Search Folder to display e-mail messages from our boss, Andy Taylor.

1. Click on arrow on the right side of the button on the Standard Toolbar. 2. Choose Search Folder… from the menu. 3. Choose Mail from specific people.

4. Click on the button 5. Locate Andy Taylor in the Address Book, or type his name/address.



6. Click on OK. A new search folder will be created in the Folder List under the Search Folders option.

Renaming a Search Folder 1. Right click on the folder name on the Folder List 2. Choose Rename “folder name” from the menu. 3. Type the name you want. CREATING A CUSTOM SEARCH FOLDER You can create a custom search folder if none of the predefined options are what you are looking for, or you would prefer to give the folder a “customized” name that’s easy for you to remember.

1. Click on arrow on the right side of the button on the Standard Toolbar. 2. Choose Search Folder… from the available options. 3. Scroll to the last option in the Create Search Folder dialog box. 4. Click on the Create a custom Search Folder option.



5. Click on the button in the Customize Search Folder section. 6. Give the Search Folder a name. 7. Click on the Criteria button and choose from the list of available options.

Deleting a message from a Search Folder Please be aware that if you delete an e-mail from a Search Folder, the message WILL BE deleted from the e-mail folder where it is located. A Search Folder actually “points to” specific messages in your e-mails that meet the criteria. Deleting a Search Folder Unlike deleting a message inside a Search Folder, you can delete a specific Search Folder without deleting any of the messages contained in your Search Folder from the e-mail folder in which they are located.



1. Click on the Search Folder you want to delete. 2. Press the Delete key on your keyboard. OR 1. Right-click on the Folder you want to delete and choose Delete “<search folder name.”



SOMEBODY STOP ALL THIS JUNK MAIL! Sometimes you begin to get “repeat” messages from people you don’t know, or don’t want to receive messages from. That’s a great time to move those particular messages to your Junk Mail folder so you can ‘block” the receipt of those messages and keep them out of your Inbox. Outlook’s filter options By default, Outlook has Junk E-mail filtering turned on. The program already guards against junk e-mail the first time your start it up.

Setting up a customized filtered list Outlook allows you to “block” e-mail messages for specific e-mail addresses, or to specify a “domain name” to block. The domain name is the portion after the @ symbol in an e-mail address [email protected] [Would block e-mails from Andy Taylor’s Gmail account] @gmail.com [Would block e-mail messages from ANYONE using Gmail account] BLOCKING A SENDER IN YOUR MAILBOX Click in the message in the Information Viewer and drag it to the Junk E-Mail folder on the Navigation Pane.

Any future messages from that address will automatically be moved to the Junk E-Mail folder.

Somebody trying to sale me something AGAIN! Move that to the Junk E-mail folder.

Where to move “Junk” messages you want out of your Inbox

mailto:[email protected]



ADDING “Blocked Senders” MANUALLY Another way to block messages you don’t want is to go into the Outlook options and add addresses or domains yourself. 1. Click on the Tools menu, then Options.

2. Click on the button. 3. Click on the Blocked Senders tab.

4. Click the button. 5. Type in the e-mail address or domain name you want to block 6. Click OK. Reminder: [email protected] [blocks e-mail from Andy Taylor at Gmail but not other Gmail accounts] @gmail.com [blocks ALL e-mail coming from the gmail.com domain, not just Andy Taylor] Safe Sender List Any addresses stored in the Global Address Book are automatically included in the Outlook “Safe Sender” list and cannot be send to Junk Mail.

NOTICE E-mail addresses that are listed in Contacts are considered safe by the Junk E-mail

Filter if the Also trust e-mail from my Contacts check box is selected (the default setting).




Outlook is full of Information - Where are my Addresses stored? Your e-mail addresses are stored in the Outlook Address System. The Outlook Address System can be accessed in two ways: 1. Click on the Tools menu and choose Address Book…

OR

2. Start a New mail message and click on button on the Ribbon. There are two main areas in the Address System where e-mail addresses are stored: 1. Global Address List - This list contains names and e-mail addresses on every user on the Legislative network. These entries include information on department, room number, and phone number. They are not located in the contacts feature in Outlook. This list was created by LEGISLATIVE SERVICES and is a replacement for the old GroupWise Address Book system. 2. Outlook Address Book - This list contains Contacts you create using Outlook as well as “personal” Contacts brought over from the old GroupWise system. Contacts brought over from the old system would be stored in a folder by the full user’s name. (Ex. John Doe)

IMPORTANT LEGISLATIVE SERVICES has set contacts you create in the Contacts folder or full user name folder to display in the Outlook Address Book, but the individual contact MUST contain an e-mail address before it will display in the Address book



DISTRIBUTION LISTS Suppose you have a group of people you e-mail the same message to. You could create a ‘distribution list” for a related group of people and send messages to all the members of the group without having to manually add the individual e-mail addresses. For example, you may want to create a “Media List” group that contains all the e-mail addresses for the agencies you contact with Press releases.

WARNING/TIP At times distribution lists have been known not to send a message to everyone in the list. If this happens to any of your list another great option for sending

messages to a group of people is to setup a new Contact Folder Creating a “Distribution List”

1. Click on the button drop down button 2. Choose “Distribution List” from the drop down menu.

An untitled Distribution List box will appear.

3. Type a name for your list (example - Media List) 4. Click the Select Members button. The Outlook address book will display allowing you to choose the people you want to add to your new group. 5. If you need to add a name and address of someone not in your address book

simply use the Add New button on the Ribbon.



6. Type the person’s name and e-mail address.

7. Choose the Add to Contacts option if you want to add to your Contacts list (recommended) 8. Click on OK to add to list. Add all the names you need

9. Click on Save & Close in the upper left corner of the Ribbon. A distribution list will show up as a contact in your Outlook address book. Simply choose it from the list of available addresses in order to send e-mail messages to everyone in the list.

********************************************** WARNING/TIP

At times distribution lists have been known not to send a message to everyone in the list. If this happens to any of your list another great option for sending

messages to a group of people is to setup a new Contact Folder

********************************************************************************



CREATING NEW CONTACT FOLDERS -WHY SHOULD I? As you should already be aware, it’s important to have a “folder” where you can store contacts, both personal and business. By default, any contacts you create in Outlook will be stored in a folder called “Contacts”. If you end up having a large number of contacts, you might want to create different contact “folders” to store contacts, thus being able to better categorize (and locate!) the contacts you need. For example, suppose you have a group of constituents interested in Pay Day Lending, and you have e-mail addresses and other contact information for each of those constituents. You could create an Outlook contact folder and call it “Pay Day Lending Contacts”. Then store all your Pay Day lending contacts in your that folder. Let’s look at creating a new contacts folder. CREATING A NEW CONTACT FOLDER - STEP BY STEP 1) Click on the Contacts button on the Navigation Pane

2) Click the drop down next to the button on the Standard toolbar 3) Click on Folder…

REMINDER All contact information for people on the Legislative Network has been stored in the Global Address Book for you by LEGISLATIVE SERVICES.

You’re Welcome!



A Create New Folder dialog box appears.

4) Type a name (ex. Pay Day Lending) for the folder and make sure the Folder contains: option says “Contact Items”. 5) Click OK. A new folder will be added to the Navigation Pane.

New folder you created with the name you chose



Now you can select this folder and when you create it a new contact will automatically be added to the new folder or move any contacts you already have to this folder. .

*********************************

NOTICE You can move a contact from one folder to another by clicking on the contact and dragging it to another folder or simply copying and pasting it into the new folder.

*********************************

ADDING A NEW CONTACT FOLDER TO THE OUTLOOK ADDRESS BOOK Once you’ve added a new Contact folder to Outlook you must choose a setting to make the folder appear in your Address Book. 1. Right click on the new Contact Folder 2. Choose Properties.

3. Choose the Outlook Address Book tab.



4. Check the option that says Show this folder as an e-mail Address Book.

Sending an e-mail message to ALL addresses in a particular Contact folder This is a great alternative to using a “Distribution List”. 1. Click on New, Mail Message from the Standard toolbar

2. Click on the button in the New Message box. 3. Select the Address book folder you want to use from the Address book drop down menu

4. Click the first name in the list and hold down the Shift key and click the last entry in the list. All the names in the list will be selected.



5. Click on the button to add the name to the “send to” list 6. Click on OK. All the names will be added to the To: portion of your e-mail.



THE OUTLOOK SEARCH FEATURE Where is that e-mail, contact, or calendar entry I need?!! FINDING CONTACTS If you have created a large contact list you can easily find a particular contact by using the Contact Search feature. 1. Select Contacts from the Navigation Pane.

2. Click the triangle next to the magnifying glass and choose Search All Contact

items.

3. Type the text you want to find in the search box in the Folder Banner.

3. Click the Search icon to search your contacts for the information you typed in the search box. The list of contacts shrinks to show only those contacts that contain the information you typed.

Type the name you are looking for and click the “search” icon



4. Once you are done click on the in the Search Folder area to clear the search results and display all your contacts again.

If you prefer to search a SPECIFIC Contact folder simply select the Contact folder you want to search from the folder list and type the text you are looking for in the Search box.

**********************************************************

NOTICE When you search your contacts using the Find Items tool every field on your Contacts

is searched for matching text

******************************************************



SPEEDING UP YOUR ADDRESS BOOK SEARCHES A good tool for quickly accessing a contact in your Address book is to use the Search box located at the top of the Standard toolbar in Outlook.

1. Click inside the “Search Box” and type text or part of text you are looking for. For Example - Type “Bar” 2. If more than one address name meets the criteria a box will display allowing you to select from a list of contacts.

3. If only one name meets the criteria then that name will be displayed either as a regular “contact” entry, or as a “Global Address book” entry depending on how it is stored in the Address book.



UNDERSTANDING THE DIFFERENCES BETWEEN THE ADDRESS BOOK SEARCH AND CONTACT SEARCH BOXES

Address Book Search Box - Searches Global Address book and any contacts (and folders) showing up in your Outlook Address Book Contacts Search Box - Does NOT search the Global Address book, or items in your Personal Address book, but searches ALL contacts and Contact folders you have created.

SO WHAT’S THE DIFFERENCE IN THESE TWO SEARCH BOXES?



SEARCHING YOUR E-MAIL MESSAGES Another great search tool is the ability to search for e-mail messages in your Inbox or other folders that you have setup.

1. Make sure you have the Mail button selected on the Navigation Pane. 2. Click the triangle next to the magnifying glass in the search box and choose Search All Mail Items. 3. Type search text. For example you can:

• type the name of a sender • type text that may appear in the subject • type any text that maybe exist in the body of the e-mail message

4. Click on the Search button. All parts of the e-mail messages are searched including the To: field, From: field, Subject: field and body of the e-mail messages. Attachments to e-mail messages are not searched.

All Outlook Mail Folders (Inbox, Sent Items, and folders you created) are searched. Search results will display in the information viewer and only e-mail messages that meet your search criteria will be displayed.



SEARCHING E-MAIL USING THE QUERY BUILDER Another way to search your e-mail is using the “Query Builder”. The Query Builder allows you to do a more “refined” search by telling Outlook to only check specific areas of your e-mail messages. You can have your query check just the Subject line, or just the Body of the message, or even have it check for certain kinds of attachments. TURNING ON THE QUERY BUILDER 1. Click on the Mail button on the Navigation Pane

2. Click the Query button to the right of the search box.

The following Query box will appear.

Notice you can choose to search for who the message was from, text in the body of the message, text in the subject line, or who the message was to. You can also add a search option using the Add Criteria feature. Searching Your e-mails for Attachments While you do not have the ability to search for text inside of an e-mail attachment, you can search your e-mail messages to display messages that contain attachments, even having it display certain “types” of attachments. For example, you could have your search display only messages that contain Word 2007 files (*.docx), or Excel 2007 files (*.xlsx), or Acrobat Reader files (*.pdf), or even pictures files (*.jpeg, *.gif)



1. Click on Mail on the Navigation Pane

2. Click the Query button to the right of the search box. 3. Click the Add Criteria button and choose Attachments. 4. From the box to the right of the new Attachments option choose Yes.

5. Click the Search button. Only e-mail messages that contain “Attachments” will display.

6. Click the to clear the search. Locating certain types of Attachments 1. Click on Mail on the Navigation Pane

2. Click the Query button to the right of the search box. 3. Click the drop down next to Attachments, and change it to say Attachment Contains.

4. Type the extension for the type of files you are looking for. Examples - *.docx (Will locate Word 2007 files



*.xlsx (will locate Excel 2007 files *.doc (Will locate Word 97 - 2003 files) *.pdf (will locate Acrobat Reader files)

5. Click the Search button. Only messages with attachments having the file types you choose will display.

6. Click the to clear the search.



SHARING CONTACTS WITH OTHERS Something talked about in the LEGISLATIVE SERVICES Outlook Introduction training was the ability to “share” the contacts you created with others. Nothing was included in the written manual on that topic so we are including it here, as well as looking at other contact sharing options. Sharing contacts with other Outlook users 1. Right-click on the Contact you want to share 2. Scroll down to the Send Full Contact option.

3. Choose the In Outlook Format option. A new mail message dialog box will appear containing the contact in the Attachment window. 4. Type the e-mail address of the person(s) you want to send the contact and send it. The person(s) receiving the message will be able to open the contact and save it to their own Contacts list by clicking on the Save & Close button on the Ribbon.



Sharing Contacts with others outside the Outlook environment While many people use Outlook as their e-mail program there are others who do not. There are many different types of e-mail programs(clients). Some examples are GroupWise, Lotus Notes, Eudora, and FoxMail. If you need to share a contact with someone using a different e-mail program than Outlook here’s what you can try. 1. Right-click on the contact you want to share. 2. Scroll down to the Send Full Contact option. 3. Choose the In Internet Form (vCard) option. A new mail message dialog box will appear containing the contact in the Attachment window in *.vcf format. The person(s) receiving the e-mail message should be able to open the contact information and use it according to the workings of whatever e-mail program they are using.



USING RULES IN OUTLOOK The rules feature lets you make Outlook act on certain kinds of e-mail messages automatically. For example, you could create a rule that takes any incoming e-mail that has the word “Tort” in the Subject line and move it to a folder called “Tort Reform Issues”. Pretty cool, huh? There are many different types of rules you can set up, probably more than you or I will ever need. Let’s take a look at a few rules options. Rule to send message from a certain person to a specified folder 1. Click on the Mail button on the Navigation Pane 2. Click on the Tools menu and choose Rules and Alerts. The Rules and Alerts dialog box will appear.

3. Click on the New Rule… button towards the top. A dialog box for creating new rules appears. This dialog box contains a list of the types of rules you can create. “ 4. Choose the option that says “Move messages from someone to a folder”.



5. Choose people or distribution list from the bottom (Step 2) window.

6. Select a name from the Address book or type a particular e-mail address you would like to use next to the From button. Example: type [email protected] put a semi colon (;) and select Kevin Coats from the Global Address book. All e-mail arriving from Kevin Coats or his Gmail account will be sent to the folder you specify. 7. Click the OK button. 8. Click on the word specified where it says “move to a specified folder”. 9 Choose the folder you would like to use. 10. Click OK. 11. Click Finish. Your rule will display in the rules window with a check mark beside the rule.




NOTICE You can change the name of the rule by selecting the rule and then choosing Change Rule, then Rename Rule. This is a good way to help you remember what the rule does.

12. Click on OK. Rule to send message with certain text in the Subject line to a specified folder 1. Click on the Mail button on the Navigation Pane 2. Click on the Tools menu and choose Rules and Alerts. The Rules and Alerts dialog box will appear.

3. Click on the New Rule… button towards the top.

Select the Rule you want to rename

Click the Change Rule button to Rename the Rule



A dialog box for creating new rules appears. This dialog box contains a list of the types of rules you can create. 4. Select the “Move messages with specific words in the subject to a folder” option.

5. Choose specific words from the bottom (Step 2) window.

6. Type in the “text” you want to use. Example - typing the word “Tort” will cause any incoming messages with the word “Tort” in the subject line to be moved to the folder you specify. 7. Click the Add button, and then OK. 8. Click on the word specified where it says “move it to the specified folder”.

9. Choose the folder you want to use.



10. Click on OK, then Finish. The new rule will be added to your rules list. 11. Click OK again to close the Rules dialog box.



Setting an Alert message to pop up Another thing you can do is have an “Alert” message pop up and stay up on your screen when you receive a message from a person or persons. This is similar to how GroupWise use to pop up a “notification” window that stayed on your screen letting you know you had an e-mail. 1. Click on the Mail button on the Navigation Pane 2. Click on the Tools menu and choose Rules and Alerts. The Rules and Alerts dialog box will appear. 3. Click on the New Rule… button. 4. Choose the option that says “Display mail from someone in the New Item Alert Window”.

5. Click on people or distribution list in the bottom (Step 2) window.

6. Select a name from the Address book, or type an e-mail address in the box next to the From button. Insert more than one name if you like. 7. Click on the OK button.



8. Next click the words a specific message in the bottom (Step 2) window. 9. Type text you want to display, and click OK. Notice - you MUST type something in this area 10. Click the Finish button. You will get the following message.

This is a REMINDER to you that Outlook MUST BE OPEN, if you want to have the Alert pop up on your screen.

***************************************** REMINDER/TIP

If you want to receive a notification of new incoming e-mail you must have Outlook open

It’s a good idea to open Outlook when you first log on every day, and minimize it on your desktop

******************************************************

If you set up this kind of rule what will happen is an “Alert” message window will pop up on your screen when a new message is received from the person or persons you specify. Remember you must have Outlook OPEN for this rule to run. If you set up a rule like this, remember to keep Outlook minimized on your desktop.



USING “ELECTRONIC” STATIONERY FOR YOUR MESSAGES A neat feature in Outlook is the ability to “spruce up” your e-mail messages by giving them the look like they are printed on stationery paper. 1. Select Mail from the Navigation Pane. 2. Choose Actions from the Menu bar.

3. Point at the item that says New Mail Message Using. 4. Select the More Stationery… option. 5. Choose from the list of available stationery types. Notice that every time you click on a stationery type you get a preview of what it will look like. 6. Click on OK. You will be ready to type the information you need for your new e-mail message and it will be “formatted” to look like the stationery type you selected.



USING NOTES IN OUTLOOK Notes are an easy to use, but somewhat difficult to explain feature of Outlook. They are in essence nothing more than an “electronic” version of the yellow “sticky” notes many of us have used for years to help us remember things. Creating a Note in Outlook 1. Select Notes from the Navigation Pane.

2. Click the button on the Standard Toolbar. (Or press Ctrl+ N) A blank Note box will display showing the date and time at the bottom.

3. Type the text you would like to use as a ‘title” for the Note. Example: Grocery List 4. Type whatever you would like to say in your note.

You can “resize” by clicking in the bottom right corner of the note and holding down the mouse button and dragging. The note will stay whatever size you make it until you change it.

5. Click the Note icon in the upper-left corner of the note 6. Click Close (or press Esc) Your note will appear with other notes you’ve created when you are in the Notes Module (have Notes selected from the Navigation Pane) VIEWING YOUR NOTES 1. Select Notes from the Navigation Pane 2. Choose a view option from the Navigation Pane



For Example Icon View - Shows a “sticky note” picture along with text from the first line of the note.

Notes List View - Shows first line of text in note along with some subsequent lines and the date the note was created.

*************NOTICE/TIP***************** Outlook uses the entire first line of your text as the title of the icon, so it’s best to type

a short title first, press the ENTER key and then type the rest of the text.

**************************************************************** How to “shorten” a Note Title 1. Open a new Note 2. Type a “short” title, and press ENTER. 3. Type the rest of the text you want for your Note. For Example If your happy[ENTER] If your happy and you know it clap your hands



OUTLOOK CALENDAR - BEYOND THE BASICS Once you are comfortable with adding appointments and meetings to your calendar and viewing the data, there’s a few other features you might find useful. Adding a “Recurring” event There are some calendar events that happen over and over. For example, birthday’s come around every year on the same date. Or perhaps every Monday morning you have a staff meeting at 10:30am. These events can easily be added as “recurring” events so that you don’t have to remember to put them into your calendar again and again. Adding a birthday 1. Click the Calendar button on the Navigation Pane. 2. Choose Action from the Menu bar, then New Recurring Appointment. The Appointment Recurrence dialog box appears.

3. Click on the Yearly radio button under Recurrence pattern. 4. Select the month and type the day you would like to recur.



5. Select an “appropriate option from the Range of recurrence.

****************TIP**********

LEGISLATIVE SERVICES recommends that you limit the amount of time for a recurring event

*********************************************’

6. Click on OK. 7. Type the subject of the event (Happy Birthday John Doe) 8. Click on Save & Close. Adding a weekly meeting 1. Click the Calendar button on the Navigation Pane. 2. Choose Action from the Menu bar, then New Recurring Appointment. The Appointment Recurrence dialog box appears.

3. Click the Weekly radio button under Recurrence pattern.



4. Click the check box under the day of the week for the recurring meeting. UNCHECK any days you don’t want 5. Select an “appropriate option from the Range of recurrence.

****************TIP**********

LEGISLATIVE SERVICES recommends that you limit the amount of time for a recurring event

*********************************************’

6. Click on OK. 7. Type the subject of the event. (Staff Meeting) 8. Click Save & Close.



SHARING CONTACTS AND CALENDARS If you create a list of contacts, or your calendar is full of entries and you would like to “share” that information with another Outlook user it is easy to do. SHARING A CONTACT FOLDER 1. Right-click on the contact folder you want to share 2. Click on the Share “folder name” option.

3. Type the e-mail address (or Address book name) of the person you want to share your contacts with.

4. Click on the Send button. A dialog box will come up asking you if you are sure you want to share the specified folder.

Click here to share the “My Shared Contacts” folder with someone

Type the e-mail address or use the Address book to locate the person you want to share your contacts folder with



5. Click on the Yes button. Another dialog box will come up letting you know you are sharing the folder you specified.

The person will receive an e-mail message inviting them to open the shared contacts.

6. Click on the Open this Contacts folder to have the folder added to your list of contact folders. As the owner of the Contact folder adds or deletes entries your “shared” folder will also update.



REMOVING PERMISSION RIGHTS FOR A SHARED CONTACTS Just because you give someone permission to “view” your doesn’t mean you can’t stop them from having access to your contacts. Here’s how to remove them. 1. Right click on the Contact folder you are sharing 2. Go to Change Sharing Permission… in the Quick menu.

3. Under the Permissions tab click the name you want to remove 4. Click Remove.



SHARING YOUR CALENDAR 1. Select Calendar from the Navigation Pane 2. Click on the Share My Calendar… option in the Navigation Pane.

3. Type in the name of the person(s) or e-mail address(es) that you would like to share your calendar with. 4. Click the Send button. The person(s) receiving the e-mail message will be able to access the shared calendar, by opening the e-mail and then choosing Open this calendar on the Ribbon. A separate calendar option will display in the Navigation Pane with the option to view the shared calendar.

This Outlook user can look at their calendar or the “shared” calendar of Joe Satriani



When both Calendar check boxes are “checked” the calendars will display “side by side” and can be viewed by any date, in day, week, or month format.

Overlapping Calendars You can also “overlap” a shared calendar with your own by clicking in the button located inside the calendar tab.

Click on the same button in the “tab” portion of the “overlapped” calendars to restore it to a side by side view. Overlapping calendars and can really help you take a better look at different schedules for possible conflicts.



REMOVING PERMISSION RIGHTS TO A SHARED CALENDAR 1. Right click on the Calendar you are sharing 2. Choose Change Sharing Permissions… from the Quick menu.

3. Under the Permissions tab, choose the name of the person you want to remove. 4. Choose Remove.

getting more out of outlook 2007 - scstatehouse.gov

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