Outlook 2007 Quick Start Instructions

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VIEWING/CREATING FOLDERS, NAVIGATION & READING PANES

View Folder List--click on at bottom of Navigation Pane or go to Go>Folder List (CTRL + 6)
Create New Folder-- go to File>New>Folder (CTRL+SHIFT+E) or (right-click on folder and select New Folder)
View/Hide Navigation Pane--click on View>Navigation Pane>Normal, Minimized, Off (ALT + F1)—double-click on to minimize.
View Reading Pane--click on View>Reading Pane>Right, Bottom, Off—view messages safely using reading pane since malicious scripts or attachments are not activated or opened automatically
Enable AutoPreview—click on View>AutoPreview (read 1st 3 lines of messages)
Change View—go to View>Arrange By>From, Date, To, Show in Groups, etc. (or right-click on field headers—click on header once to sort in reverse order)

RECEIVING/REPLYING TO MESSAGES

Read Message(s)--open Inbox in Mail Pane. Double-click on message to open.
Reply to Message—on Message tab in Respond group, click Reply or Reply to All (to reply to all recipients of original message) in Mail Message window. You can also highlight message in main Outlook window and click on Reply or Reply to All.
Include original message in reply--go to Tools>Options>Preferences>E-mail Options.
Turn on Out of Office Response—go to Tools>Out of Office Assistant.
Remove Junk E-Mail—right-click message & choose Junk E-Mail>Add Sender to Blocked Senders List.
Create Filtering Rules—go to Tools>Rules and Alerts (or click the icon on the Advanced toolbar) and click on New Rule & complete Rules Wizard.
View Internet Headers—open message and on the Message tab in the Options group, click on the dialog box launcher.

FOR FOLLOW-UP

Create a Reminder or Flag an item: right-click the icon beside message in Inbox and select Add Reminder (click once on flag beside message to flag an item—items automatically appear in For Follow Up search folder).

ARCHIVING OLDER ITEMS

AutoArchive—go to Tools>Options>Other to remove older items to an Archive folder on your local machine (it is turned on by default but you can change the settings)

COPYING/MOVING ITEMS

Copy—go to Edit>Copy to folder on message menu or press CTRL + C while dragging item to a folder
Moving—right-click on item and choose Move to Folder.

SENDING MESSAGES

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To Send a message click while in the Mail Pane, compose message, and click .
To Address Mail: click on to see Global and personal drop-down address lists. Type names separated by semicolons or press the Enter key between names.
New Message to Contact: right-click contact and choose Create>New Message to Contact.
Distribution List: go to File>New>Distribution List
Carbon Copy: click on to access address lists to choose name or type name in field directly.
Blind Carbon Copy: click on to access address lists or just type the name(s) in directly. To show/hide this field go to Options tab in message form and in Fields group click on Show Bcc.
Add Attachment: on the Insert tab in the Include group click on Attach File while in the Mail Message window.
Create Signature: go to Tools>Options>Mail Format>Signatures.
Insert Signature: in the New Message Form, click on the Insert tab, and in the Include group, select the dropdown list under the Signature icon indicated by the black triangle.
Message Options: click on Options tab in New Message Form to set delivery options, voting/tracking, and importance level. Click on dialog box launcher in the More Options group to open the form to set additional message options.

CONTACTS

Add Contact: right-click sender address in open message and choose Add to Outlook Contacts.
Create New Contact: click the icon while in Contact folder or use drop-down list on New button while in other folders.
Move Contacts to another computer: go to File>Import and Export. Click Export to a file and then click Next. Select Personal Folder File (.pst), and click Next. Click the Contacts folder. Under Save exported file as, Click Browse and specify location. Click Finish. To import, go to File>Import and Export, Import from another program or file, Next, scroll down and click Personal Folder File (.pst), Next, specify the path and file name of the file to import.

CALENDAR

Create Calendar Appointment: choose while in Calendar folder or use New list in other folders.
Edit Existing Appointment: double-click the appointment in any Calendar view.
Recurring Appointment: on the Appointment tab, in the Options group, click on Recurrence on the Appointment form or open an appointment series and click Recurrence.
Turn Appointment into Meeting: double-click on appointment and on the Appointment tab, click on Invite Attendees (in the Actions group).
Schedule New Meeting: in Calendar folder, click on dropdown list and choose Meeting Request.
Share Calendar: click Share My Calendar link in Navigation Pane in Calendar folder.
Open Shared Calendar: click Open a Shared Calendar link in Navigation pane in Calendar folder.
Create a New Calendar: right-click on Calendar folder and choose New Folder.

DELEGATES

Give Delegate Access: go to Tools>Options>Delegates and click Add. Set Permissions level.
Open/View Delegated Calendar: in the Calendar folder, click on link to Open a Shared Calendar
Open/View Delegated Inbox: go to File>Open>Other User’s Folder (in the Name box, type the name or click the button to select name from list and click OK)
Set up Meeting on behalf of Someone Else: go to the Calendar folder and click on the link to Open a Shared Calendar. After you access a shared Calendar for the first time, the Calendar is added to the Navigation Pane. The next time you want to view the shared Calendar, you can click it in the Navigation Pane under People’s Calendars by selecting the check box for the other person’s calendar. Select a meeting time on that person’s calendar; right-click and click New Meeting Request—select names of people to invite and click Send).
Have Meeting Requests/Responses sent to Delegate: go to Tools>Options>Delegates –select the “Deliver meeting requests addressed to me and responses to meeting requests where I am the organizer to:” “My delegates only” checkbox.

SHARING

Sharing Folders: right-click on the folder, select Change Sharing Permissions and click Add to select a person. Then select a Permission level from the dropdown list (you can’t share a subfolder without first sharing the folder the level above it).
Share your mailbox: in the folder list, right-click the mailbox, click Change Sharing Permissions and on the Permissions tab click Add—type the name of the person you want to share your mailbox with or select it from the Name list and click Add ->. Click OK to add the name to your permissions list. On the Permissions tab, next to Permission Level, select the desired permissions from the dropdown list. Once you’ve shared your mailbox, you’ll need to set permissions for each of the folders you want to share.
Open a Shared Mailbox: go to Tools>Account Settings. Select the account from the list and click on Change. Click More Settings, and then click the Advanced tab. Click Add, type the mailbox name of the person whose mailbox you want to add, and then click OK, click Next and click Finish (the other person’s mailbox should be visible below yours).

TASKS

Assign Task: click on drop-down list on button while in Tasks folder. Choose Task Request.

Return to Course Topics.

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	Outlook 2007 Quick Start Instructions VIEWING/CREATING FOLDERS, NAVIGATION & READING PANES View Folder List--click on at bottom of Navigation Pane or go to Go>Folder List (CTRL + 6) Create New Folder-- go to File>New>Folder (CTRL+SHIFT+E) or (right-click on folder and select New Folder) View/Hide Navigation Pane--click on View>Navigation Pane>Normal, Minimized, Off (ALT + F1)—double-click on to minimize. View Reading Pane--click on View>Reading Pane>Right, Bottom, Off—view messages safely using reading pane since malicious scripts or attachments are not activated or opened automatically Enable AutoPreview—click on View>AutoPreview (read 1st 3 lines of messages) Change View—go to View>Arrange By>From, Date, To, Show in Groups, etc. (or right-click on field headers—click on header once to sort in reverse order) RECEIVING/REPLYING TO MESSAGES Read Message(s)--open Inbox in Mail Pane. Double-click on message to open. Reply to Message—on Message tab in Respond group, click Reply or Reply to All (to reply to all recipients of original message) in Mail Message window. You can also highlight message in main Outlook window and click on Reply or Reply to All. Include original message in reply--go to Tools>Options>Preferences>E-mail Options. Turn on Out of Office Response—go to Tools>Out of Office Assistant. Remove Junk E-Mail—right-click message & choose Junk E-Mail>Add Sender to Blocked Senders List. Create Filtering Rules—go to Tools>Rules and Alerts (or click the icon on the Advanced toolbar) and click on New Rule & complete Rules Wizard. View Internet Headers—open message and on the Message tab in the Options group, click on the dialog box launcher. FOR FOLLOW-UP Create a Reminder or Flag an item: right-click the icon beside message in Inbox and select Add Reminder (click once on flag beside message to flag an item—items automatically appear in For Follow Up search folder). ARCHIVING OLDER ITEMS AutoArchive—go to Tools>Options>Other to remove older items to an Archive folder on your local machine (it is turned on by default but you can change the settings) COPYING/MOVING ITEMS Copy—go to Edit>Copy to folder on message menu or press CTRL + C while dragging item to a folder Moving—right-click on item and choose Move to Folder. Back to top. SENDING MESSAGES To Send a message click while in the Mail Pane, compose message, and click . To Address Mail: click on to see Global and personal drop-down address lists. Type names separated by semicolons or press the Enter key between names. New Message to Contact: right-click contact and choose Create>New Message to Contact. Distribution List: go to File>New>Distribution List Carbon Copy: click on to access address lists to choose name or type name in field directly. Blind Carbon Copy: click on to access address lists or just type the name(s) in directly. To show/hide this field go to Options tab in message form and in Fields group click on Show Bcc. Add Attachment: on the Insert tab in the Include group click on Attach File while in the Mail Message window. Create Signature: go to Tools>Options>Mail Format>Signatures. Insert Signature: in the New Message Form, click on the Insert tab, and in the Include group, select the dropdown list under the Signature icon indicated by the black triangle. Message Options: click on Options tab in New Message Form to set delivery options, voting/tracking, and importance level. Click on dialog box launcher in the More Options group to open the form to set additional message options. Back to top. CONTACTS Add Contact: right-click sender address in open message and choose Add to Outlook Contacts. Create New Contact: click the icon while in Contact folder or use drop-down list on New button while in other folders. Move Contacts to another computer: go to File>Import and Export. Click Export to a file and then click Next. Select Personal Folder File (.pst), and click Next. Click the Contacts folder. Under Save exported file as, Click Browse and specify location. Click Finish. To import, go to File>Import and Export, Import from another program or file, Next, scroll down and click Personal Folder File (.pst), Next, specify the path and file name of the file to import. CALENDAR Create Calendar Appointment: choose while in Calendar folder or use New list in other folders. Edit Existing Appointment: double-click the appointment in any Calendar view. Recurring Appointment: on the Appointment tab, in the Options group, click on Recurrence on the Appointment form or open an appointment series and click Recurrence. Turn Appointment into Meeting: double-click on appointment and on the Appointment tab, click on Invite Attendees (in the Actions group). Schedule New Meeting: in Calendar folder, click on dropdown list and choose Meeting Request. Share Calendar: click Share My Calendar link in Navigation Pane in Calendar folder. Open Shared Calendar: click Open a Shared Calendar link in Navigation pane in Calendar folder. Create a New Calendar: right-click on Calendar folder and choose New Folder. DELEGATES Give Delegate Access: go to Tools>Options>Delegates and click Add. Set Permissions level. Open/View Delegated Calendar: in the Calendar folder, click on link to Open a Shared Calendar Open/View Delegated Inbox: go to File>Open>Other User’s Folder (in the Name box, type the name or click the button to select name from list and click OK) Set up Meeting on behalf of Someone Else: go to the Calendar folder and click on the link to Open a Shared Calendar. After you access a shared Calendar for the first time, the Calendar is added to the Navigation Pane. The next time you want to view the shared Calendar, you can click it in the Navigation Pane under People’s Calendars by selecting the check box for the other person’s calendar. Select a meeting time on that person’s calendar; right-click and click New Meeting Request—select names of people to invite and click Send). Have Meeting Requests/Responses sent to Delegate: go to Tools>Options>Delegates –select the “Deliver meeting requests addressed to me and responses to meeting requests where I am the organizer to:” “My delegates only” checkbox. Back to top. SHARING Sharing Folders: right-click on the folder, select Change Sharing Permissions and click Add to select a person. Then select a Permission level from the dropdown list (you can’t share a subfolder without first sharing the folder the level above it). Share your mailbox: in the folder list, right-click the mailbox, click Change Sharing Permissions and on the Permissions tab click Add—type the name of the person you want to share your mailbox with or select it from the Name list and click Add ->. Click OK to add the name to your permissions list. On the Permissions tab, next to Permission Level, select the desired permissions from the dropdown list. Once you’ve shared your mailbox, you’ll need to set permissions for each of the folders you want to share. Open a Shared Mailbox: go to Tools>Account Settings. Select the account from the list and click on Change. Click More Settings, and then click the Advanced tab. Click Add, type the mailbox name of the person whose mailbox you want to add, and then click OK, click Next and click Finish (the other person’s mailbox should be visible below yours). Back to top. TASKS Assign Task: click on drop-down list on button while in Tasks folder. Choose Task Request. Return to Course Topics.
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