Microsoft® Office Outlook® 2007 Training

Get up to speed

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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

Each lesson includes a list of suggested tasks and a set of test questions.

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Overview: A new version of Outlook

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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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.

Lesson 1

What’s changed and why

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What’s changed and why

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.

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Introducing the Ribbon

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.

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A closer look at the Ribbon

To better help you learn how to use the Ribbon, here’s a guide to its basic arrangement.

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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.

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The Ribbon shows what you need

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.

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The picture shows some of these differences.

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A new message shows the Message and Options tabs.

A new appointment shows the Appointment tab.

A new contact shows the Contact tab.

The Ribbon shows what you need

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There’s more than meets the eye

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.

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The Mini toolbar

The Mini toolbar allows you to quickly access formatting commands right where you need them: in the body of an e-mail message.

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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:

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The Quick Access Toolbar

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.

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The Quick Access Toolbar

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.

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Keyboard shortcuts

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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Keyboard shortcuts

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:

1. Start by pressing ALT.

2. Press the indicated key to see the correct tab, and then press the letter to access the command you want.

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Know your options

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.

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More about options

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.

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More about options

In Outlook 2007, you set options from a few different locations.

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Click the Microsoft Office Button .

Start by creating a message, and then do this:

Click Editor Options.

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More about options

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.

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More that’s new: the To-Do Bar

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.

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More that’s new: the To-Do Bar

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:

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Date Navigator

Upcoming calendar appointments

A place to enter new tasks by typing

Your task list4

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A new look for the calendar

The new design of the calendar in Outlook 2007 makes it easier to see what’s what.

Moving around is easier, too.

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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:

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A new look for the calendar

The new design of the calendar in Outlook 2007 makes it easier to see what’s what.

Moving around is easier, too.

3 Also new is the Tasks area. It shows your current and upcoming tasks and tracks your accomplishments, too.

The picture shows some examples:

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A new look for contacts

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.

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A new look for contacts

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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Suggestions for practice

1. Create a message and see the Ribbon.

2. Use the Mini toolbar, use a Dialog Box Launcher, and add a command to the Quick Access Toolbar.

3. Open a message and see the Ribbon for a received message.

4. Set program options, e-mail editor options, and e-mail message options.

5. Use keyboard shortcuts.

6. Explore the To-Do Bar and see how to customize it.

7. Look around in your calendar and look at contacts in the new Business Card view (optional).

Online practice (requires Outlook 2007)

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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.)

1. True.

2. False.

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Test 1, question 1: Answer

False.

What’s on the Ribbon will be different because your needs for dealing with the new and received e-mail messages are different.

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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.)

1. Use the buttons at the top to hide detail.

2. Minimize the Navigation Pane.

3. Change your screen resolution settings.

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Test 1, question 2: Answer

Minimize the Navigation Pane.

In this version of Outlook, you can minimize the Navigation Pane by clicking the Minimize the Navigation Pane button.

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Test 1, question 3

To use a keyboard to access commands on the Ribbon, start by pressing which key? (Pick one answer.)

1. CTRL.

2. ALT.

3. SHIFT.

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Test 1, question 3: Answer

ALT.

Press ALT and you’ll see letters displayed to help you with your next move.

Lesson 2

Find everyday commands

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Find everyday commands

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.

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Create a new message

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.

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Create a new message

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.

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Use the Address Book to add recipients

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.

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Show or hide the Bcc field

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.

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Include your signature

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.

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Include your signature

You can modify existing signatures or create new ones, as well as set a default signature.

The picture shows what happens next:

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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.

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Use flags and reminders

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.

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Use flags and reminders

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.”

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Use flags and reminders

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.

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Respond to a message

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.

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Whoops! Need to recall a message?

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.

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Whoops! Need to recall a message?

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:

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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.

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Whoops! Need to recall a message?

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:

3 In the open message, click Other Actions in the Actions group, and click Recall This Message.

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Make time and remember to do things

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.

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Make time and remember to do things

When you create any type of calendar entry, a reminder is set automatically.

To change the reminder time for an appointment:

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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.

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Want to create a meeting? Invite others

An appointment is just for yourself.

When others are involved, create a meeting.

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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.

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Want to create a meeting? Invite others

An appointment is just for yourself.

When others are involved, create a meeting.

3 Once you’ve entered all of the meeting details, click Send to send the invitation to the other meeting participants.

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Work with a contact

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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Suggestions for practice

1. Use the Address Book and Bcc.

2. Check spelling and grammar.

3. See signatures.

4. Add a flag to follow up.

5. Respond to a message; recall a message (optional).

6. Schedule an appointment and set a reminder.

7. Create a new contact.

8. Edit a business card.

Online practice (requires Outlook 2007)

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Test 2, question 1

To start a new message, you use the Ribbon. (Pick one answer.)

1. True.

2. False.

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Test 2, question 1: Answer

False.

You create a message just as you’ve always done.

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Test 2, question 2

Which of the following allows you to quickly show or hide the Bcc field in a message? (Pick one answer.)

1. The Address Book.

2. The Quick Access Toolbar.

3. The Show Bcc button on the Options tab.

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Test 2, question 2: Answer

The Show Bcc button on the Options tab.

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.

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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.)

1. From the main Outlook window, click Recall This Message on the Actions menu.

2. Locate and open the message in the Sent Items folder.

3. Locate and select the message in the Sent Items folder.

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Test 2, question 3: Answer

Locate and open the message in the Sent Items folder.

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

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Send and receive attachments and pictures

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.

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Include an attachment

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.

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Include an attachment

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.

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Include an attachment

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.

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Include a picture in line with text

In Outlook, it’s easy to send pictures in the body of your e-mail messages instead of as separately attached files.

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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:

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Picture this: tabs that come and go

The discussion of pictures provides an opportunity to explain one more thing about the Ribbon:

Some tabs only appear when you do specific tasks.

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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:

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Preview attachments before you open them

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?

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Preview attachments before you open them

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.

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How others receive attachments that you send

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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How others can view attachments that you send

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.

• You can save the file in the 97-2003 file format before you send it.

• Colleagues who have Microsoft Office versions 2000 through 2003 can open, edit, and save 2007 files by installing the Microsoft Office Compatibility Pack for 2007 Office Word, Excel, and PowerPoint File Formats, offered free by Microsoft.

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Suggestions for practice

1. Attach a file to a message and send it to yourself.

2. Insert a picture in line with the text of your message.

3. Preview an attachment.

4. See which previewers you have installed (optional).

Online practice (requires Outlook 2007)

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Test 3, question 1

How do you include a picture in line with the text of your message? (Pick one answer.)

1. Use the Rich Text file format.

2. Use the File command on the Insert tab.

3. Use the Picture from File command on the Insert tab.

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Test 3, question 1: Answer

Use the Picture from File command on the Insert tab.

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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.)

1. Open the message and double-click each attachment icon.

2. Click the attachment icons in the Reading Pane.

3. Right-click the attachment icon and click Open.

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Test 3, question 2: Answer

Click the attachment icons in the Reading Pane.

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.

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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.)

1. When you create a new e-mail message, it will use this new file format.

2. Attachments that you send or receive may use the new format.

3. Attached files will appear in line with the text of the e-mail message.

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Test 3, question 3: Answer

Attachments that you send or receive may use the new format.

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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Quick Reference Card

For a summary of the tasks covered in this course, view the Quick Reference Card.