Outlook 2007 with Exchange- Email and Contacts Objective 1: Familiarize yourself with the Outlook window. The Outlook Window At the top of the Outlook window, there are familiar items: Title Bar, Menu Bar, Standard Toolbar, and an Advanced Toolbar. The View Menu is used to adjust which items are displayed on the Outlook window. To Do Bar Navigation Pane

Folders List Reading Pane

On the left side of the window, there is the Navigation Pane, and the Folders List. In the center of the window, there is a list of all of messages and a Reading Pane which shows the body of a message. When the Reading Pane is displayed, then we can preview the message without opening it into a separate message window. On the right side of the window is the To Do Bar. The To Do Bar shows a modified version of what is on your calendar. Think of it as your day in a glance

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To Display the Reading Pane 1. Click View on the Menu bar. 2. Then point to Reading Pane. 3. Then select Right, Bottom, or Off.

The division lines between the various areas are adjustable. To Move the Division Lines 1. Move the mouse cursor over the gray line until the cursor changes to a two-directional arrow 2. Click and drag the division line. 3. Release the mouse button when the marker line is in the desired position.

Objective 2: Understand what password to use with Outlook. Your computer (laptop or desktop) has been moved into the Active Directory domain. You must use the GPC password to login to your computer. Because Outlook talks to the Active Directory domain, the same password you used to login to your computer is your password for Outlook. In fact, as long as you are logged into your computer, you won’t have to enter a password to check your email via Outlook. NOTE: If you check email using webmail (http://webmail.gpc.edu) you will have to enter the password. It is the GPC password. The GPC password is the password you also use to login to your computer.

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Objective 3: Selecting options for sending e-mail. Outlook Options Outlook options can be used to determine the format of messages that you send: rich text/ html, plain text, or Microsoft Word. Some options will also let you choose when Outlook checks to see if you have new messages or if you want to spell check all your messages automatically before you send them. Formatting Messages HTML or Rich Text-allows for special formatting of fonts, colors, hyperlinks, but unless the recipient has an e-mail editor that can display the formats, they won’t see them. Plain Text-allows no formatting, but will allow others who may not have Outlook to view your messages To Set Message Format 1. Click on Tools on the Menu bar then click Options. 2. Click on the Mail Format tab. 3. Under Message Format, click on the drop down arrow in the Compose in this message format box. 4. Choose your format. (We recommend HTML) 5. Then click OK.

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To Spell Check E-mail Messages 1. Click on Tools on the Menu bar then click Options. 2. Click on the Spelling tab. 3. Click the Always check spelling before sending check box. 4. Click the Spelling and AutoCorrection button.

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Select your spelling options. Click OK when done. Then click OK again.

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Objective 4: Reading, sending, replying to, and forwarding e-mails. To Read E-mail Messages in a New Window 1. Double click on the message you wish to read. To Send a New E-mail 1. Click on the New button on the Standard toolbar. 2. Type in the address of the recipient in the To… box. 3. Enter an address in the CC… box if you want someone to receive a copy 4. Type in a Subject in the Subject box. Subjects should be short and descriptive. 5. Click in the Body text box and type your message 6. Click on the Send button.

To Forward or Reply to an E-mail 1. Double Click on a message to read the full message in a separate window. 2. After you have read your message, click the Forward or Reply button. 3. If you choose Reply the To… box will be automatically filled in. If you want to Forward the message to someone, specify a mail recipient in the TO… box. 4. You may add/edit text in the body section of the message window. 5. Click Send when ready. NOTE: If you want your reply sent to everyone who received the original message, use the Reply to All buttons.

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Objective 5: Add an auto signature to email messages. AutoSignature An AutoSignature allows you to create a signature that will automatically appear in your e-mail messages. Examples may include your name, title, e-mail address, and links to your web page. How you set up your AutoSignature depends on what you use for your e-mail editor.

To Add an AutoSignature When Using Plain Text or HT ML as Your Editor 1. Click Tools on the Menu bar, and then click Options. 2. Click the Mail Format tab. 3. Click the Signature button. 4. Click the New Button. 5. Type a name for the signature you will create. 6. Click OK.

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Enter your signature information in the Edit signature box. Then click OK.

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Objective 6: Attach files to messages and retrieve attached files. Attachments to Email Messages To Attach Files to Email Messages 1. Click the New button to create a new message. 2. Click the Insert File button on the Message ribbon. Insert File button

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In the Look In box, find the location of the file you wish to attach. Choose the file from the list displayed. Click the Insert button to attach the file to the current message.

To Open an Attachment from the Preview Pane or New Window 1. From the preview pane or new window, double click the Icon for the attachment located near the top of the message under the To: and Cc: lines. Attachment icon

Objective 7: Manage Messages. Training

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Saving a Draft Suppose you begin a message but do not have time to complete it. Instead of canceling the message and losing everything you have typed, you can save a draft of the message and send it at a later time. To Save a Draft 1. Create an e-mail message as you normally would. In the message window, click the Save button on the Quick Access toolbar. Save button

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Outlook will save this message in the Drafts folder located in your Folder list on the left side of the Outlook window. You can then close the message. To edit or send the message that is now stored in the drafts folder, you can click Drafts, and then double click on the message to open it. Make your changes, if necessary, and then send the message.

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Deleting and Archiving Messages from Outlook Messages will eventually need to be deleted from the Server. Otherwise, you can accumulate several hundred messages. You should develop a routine so that you regularly delete unnecessary messages. To Delete Messages 1. Click the message(s) to be deleted 2. Click the Delete button on the Standard toolbar, and the message moves to the Deleted Items folder. Delete button

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When ready, click Tools on the menu bar and then click Empty “Deleted Items” Folders. This will permanently delete the messages.

Organizing Your E-mail Messages

To Create a Folder 1. Click File on the Menu bar, then point to New, and then click Folder. 2. Enter a name for the folder in the Name box. 3. From the Folder contains drop down list, select the type of items that will be stored in this folder. 4. Highlight where to place the folder. This means select the folder one level above where you want the new folder to line up. 5. Click OK.

To Move a Folder 1. Right click the desired folder. Click Move foldername from the shortcut menu. 2. Highlight new destination folder. 3. Click OK.

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Objective 8: Use Address Books to send messages. The Global Address List The Global Address List provides current information on all college personnel. It can be used to find e-mail addresses for college employees. To Find an Employee Email Address and Send a Message 1. Create a new message by clicking on the New button on the Standard toolbar. 2. Click the To: button. 3. From the Address Book drop down list be sure to select Global Address List. 4. In the search box, enter the employees’ name. 5. Highlight the appropriate name from the results list. 6. Click the To, Cc, or Bcc button. 7. Click OK.

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The Personal Address Book aka Contacts To Find an Email Address from your Personal Contacts and Send a Message 1. Create a new message by clicking on the New button on the Standard toolbar. 2. Click the To: button. 3. From the Address Book drop down list be sure to select Contacts. 4. In the search box, enter the name of the personal contact. 5. Highlight the appropriate name from the results list. 6. Click the To, Cc, or Bcc button. 7. Click OK. To Add Entries to your Personal Address Book or Contacts 1. Click the Contacts button from the Navigation Pane.

Contacts

2. Click the New Contact button in the upper left. 3. Enter contact information then click Save & Close.

To View All Address Books 1. From the Standard tool bar click the Address Book button.

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Address Book button

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Objective 9: Share Calendars, Tasks, Inbox, Contacts, Notes, or Journal. Microsoft Exchange coupled with Outlook 2007 allows you to share your calendar, tasts, inbox, contacts, etc with other people at the institution. You can delegate access to other employees so that they may review your calendar, inbox, etc or you may go even further and give them rights to create and edit items. You cannot set up Outlook so that another person can send mail with your name in the “From” field on your own. If you want to allow someone to send a message so that it appears to come from you (meaning your name in the “From” field) you will have to put in a work order with the helpdesk: 678-891-3460 or [email protected] Delegating access to your calendar, inbox, contacts, etc is a two step process. First, you must delegate access to another employee. Second, the employee you delegate to must accept and open your calendar, inbox, contacts, etc.

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Step1: To Delegate Access to your Calendar, Inbox, Contacts etc 1. Click Tools on the menu bar, and then click Options. 2. Click the Delegates tab. 3. Click the Add button. 4. Search for the person, highlight them, and then click Add. 5. Click OK.

8. From the Delegates Permissions window, select the appropriate permissions from the drop down list. 9. Check the Automatically send a message to delegate summarizing these permissions check box. 10. Click OK. 11. Click OK again.

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Step 2: 1. After receiving notification that you have permissions to another person’s calendar, inbox, contacts, etc, click the File menu. 2. Point to Open and click Other User’s Folder. 3. Click the Name button and search for the person who has given you access. Highlight their name and click OK. 4. Select the item you have been given access to from the Folder type dropdown list. For instance, if someone is sharing their calendar with you then select Calendar from the drop down list. 5. Click OK. This will open the other person’s calendar, inbox, contacts, etc. Calendar, contacts, tasks, notes and journal will remain “open” for you to view all the time after you follow the steps above. The inbox will not. You can open it again through the File menu.

Objective 10: Set an Out of Office Message 1. 2. 3. 4. 5. 6.

Click Tools on the menu bar Then click Out of Office Assistant. Select the Send Out of Office auto-replies radio button. Select the Only send during this time range checkbox. Enter dates for when the message should start and stop. You can use the tabs to set separate Out of Office Messages for people who are at the college and those who are external to the college. Enter appropriate text on each tab. 7. Click OK.

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