Outlook 2007 - Academic Health Center Training

Outlook 2007
EMAIL AND CONTACTS

Microsoft Outlook 2007 with Exchange
Email and Contacts
Outlook Interface ....................................................................................................... 4
Menu Bar
Tool Bar
Navigation Pane
Buttons to other areas
Folders ....................................................................................................... 6
Create New
Move items from folder to folder
Division Lines ....................................................................................................... 6
Categorize
Flag
Reading Pane ....................................................................................................... 6
To-Do Bar ....................................................................................................... 6
Sending Email ....................................................................................................... 7
Ribbon
Tabs
Quick Access Toolbar
BCC ....................................................................................................... 8
Attachments ....................................................................................................... 8
Auto Signatures ....................................................................................................... 9
Out of Office Manager ....................................................................................................... 9
Rules ..................................................................................................... 10
Email Template ..................................................................................................... 12
Contacts/Address Book ..................................................................................................... 13
Global vs. Contacts
Create
Search
Distribution List ..................................................................................................... 14
Diane Millican
Training Specialist
Health Science Center Training
Health Science Center 352-273-5051
PO Box 100152
dmillic@ufl.edu
Gainesville, FL 32610-0152 http://training.health.ufl.edu
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Menu Bar and
Tool Bar
Minimize/Maximize
Navigation
Pane
To-Do
Bar
Reading Pane
Outlook Interface
At the top of the page there is a Menu Bar and a contextual Tool Bar. That means the Tool Bar will
change depending on what area of Outlook you are using.
On the left side there is a Navigation Pane which includes a folder list as well as buttons to jump from
one area of the Outlook Application to another. For example you can easily go from the Email area to
the Calendar area with one click on the Calendar button. The buttons can be large as the Mail and
Calendar buttons are in the view above. Or by clicking and dragging on the dots in between the folder
area and the button area you can drag down to make the buttons smaller or drag up to make the
buttons larger. The buttons to other areas are Mail, Calendar, Contacts, Tasks, Notes, Folder List and
Shortcuts.
The Navigation Pane and the To-Do Bar can be collapsed (minimized) by clicking on the double arrows
in the top right corner of each pane. The To-Do Bar is a snap shot of your calendar and Task list. The
visibility of these items is controlled in the View Menu.
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The Folders in the Navigation Pane allow you to
organize your emails. You can create new
folders by right clicking and choosing New Folder
in the menu.
Click and drag emails from the list of emails in
the main pane into those folders. Or you can
create Rules which will move your emails
automatically. See the Rules section to learn
how to create a rule.
In the main section of the Email Application, there is a title row with items such as From, Subject,
Received, Categories, and Flag Status. From the View Menu you can open the Reading Pane. The
Reading Pane allows us to read an email message without double clicking to open it. The Reading Pane
can be on the Right, the Bottom or turned off totally if you want to just see a list of your emails.
The sections in the title row can be moved or resized by clicking and dragging. If you point to an item
and click hold and drag you can move the item. If you want to resize hover your cursor over the gray
dividing line until you see a line with a double headed arrow. Then click and drag to the desired size.
The list of Emails can be sorted using title row items by
clicking on the item in the title row. Or if the Reading
Pane is open on the Right, click on the area that says
Arrange by and choose from the drop down menu.
Emails can be Flagged for follow-up or Categorized by a
Category you create. If the email is flagged for followup,
it can have a reminder attached to it so it will
automatically remind you when the item is due. If the
email is Categorized, you can sort by Category.
Categories can be accessed from the Action menu. To
Create or rename categories choose All Categories .
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Sending Emails
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.
When creating a new Email, you will see a different look in Outlook 2007. The New Message window is
based on Word 2007 and uses the Ribbon and Tab interface.
The first thing we see in this new Email
message window is the Office Button.
The Office Button gives us access to Create
New Outlook Items and Editor Options as
well as File Options such as Save or Print.
Quick Access Toolbar
Editor Options affect how the Outlook program
functions. It includes Auto Correct items and Proofing
options.
In the new message area there is also a Quick Access Toolbar. This area is customizable. Any command
can be added to this area to make the program easier and more efficient for you to use.
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This new interface has Tabs across the top of the Ribbon which holds the commands to choose from
when creating your email. Each tab holds different commands. The most frequently used commands
will be found on the Message tab. Click on each tab to see the other commands that are available. The
commands are context sensitive. If the command is not available for what you are working with it will be
grayed out.
Tabs
Ribbon
BCC – Blind Carbon Copy
When sending email you can choose who to send the email to and you can add recipients to the Carbon
Copy field as well. Putting addresses in the To: area or the CC: area show the address to all who are
receiving the email. If you want to send a copy to someone but not show their email address to
everyone else that has received the email you can place them in the BCC: area.
If you don’t see the BCC: area, choose the Options tab (from a new message) and click on the Show BCC
button. This will allow you to see the area for the BCC. It does not show the addresses included in the
BCC area to those receiving the email.
Attachments
If you want to add an attachment to an email, click on the paperclip icon in the Message Ribbon. An
Explorer window will open to allow you to search your computer for the item you want to attach. Click
on the item and then click on the insert button on the bottom of the dialog box.
Certain type of attachments will not be sent by Outlook. For example .exe files will be stripped by
Outlook. If you need to send a type of attachment that outlook will not send you can rename it or zip
the file or folder. Then attach the zipped file.
To open an attachment, click once on the file name to get a preview. Double click to open the file in its
originating program.
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Auto Signatures
Emails can be set up to have a signature automatically applied to all new messages and/or Replies and
Forwards.
From the Tools menu, choose Options. Click on the Mail Format tab and click on the Signature button.
Click on the New button. Multiple signatures can be created. Each signature must have a unique name
such as work, reply, or department.
Once you choose a name for your
signature, the Edit Signature area
will become available for you to
add text and if you are using HTML
formatting, images.
Out of Office Manager
If you are going to be out of the office for a period of
time and want an automatic reply to all incoming
emails, set up an Out of Office Message.
From the Tools menu, choose Out of Office Assistant.
Select the send Out of Office auto-replies radio
button. Create your message in the text box.
You can choose to set a start and stop time by clicking
in the box to Only send during this time range.
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Email Rules
You can organize emails automatically by setting up Rules.
From the Tools menu choose Rules and Alerts…
Click on NEW RULE…
Start from a blank rule
Choose CHECK MESSAGES AS THEY ARRIVE
Click NEXT
Choose the conditions you want.
In this case I chose:
FROM PEOPLE OR DISTRIBUTION LIST
and
WITH SPECIFIC WORDS IN THE SUBJECT OR BODY
In the bottom half click on the blue words to set
the values.
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FROM PEOPLE OR DISTRIBUTION LIST
This option will open the Global Address Book. If you are
setting this for a UF person, you can look them up in the
top half.
If the address is from outside UF (or not found in the top
half)
type in the address in the FROM
box
Choose the action you would like to perform. Here I chose
FORWARD IT TO PEOPLE OR DISTRIBUTION LIST
Another option would be to chose move it to the Specified
folder.
Again, click on the blue words to set the values. Then click
NEXT
Choose any exceptions that you might want. Adjust
values if needed and click NEXT
Give the rule a
good name
and click Finish.
If you would like to test the rule, you can turn on the RUN THIS
RULE NOW… option before you finish.
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Email Template
Repetitive/Routine email messages do not have to be created every time you need to provide routine
information to someone. You can find many templates online. Or, you can create a template yourself.
For example, you could use a template for a weekly
agenda or routinely sent information.
To Create an Email Template:
1. Open Outlook Mail
2. Click New Mail Message
3. Create Email with message, subject
and recipients or distribution
list
4. Click Office Button
5. Choose Save As
6. Click Save As Type down arrow
7. Click Outlook Template (.oft)
8. Click Save Button
To Create a New Email from the Template:
1. Click Tools Menu
2. Select Forms
3. Click Choose Form
4. Click Look In - Down Arrow
5. Click User Templates in File System
6. Click User Templates
7. Dbl Click Template
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Address Book / Contacts
The Global Address book with UF Exchange provides current information on all college personnel in the
UFAD (UF Active Directory). You can find email addresses by typing in the person’s name in the search
box. From a new message, click on the Address Book icon or the To: Button. Start typing the last name
and the list should jump to that area.
Click on the To -> button to add that
persons email to your message. You
can also add people to the Cc or the
Bcc areas. Then click OK.
You can select multiples using the
CRTL + click method. Select the
people you want and then click the
proper To or Cc or Bcc button.
Another option is to use the Contacts area. In
the drop down that says Global Address List,
choose Contacts. (you may have to scroll up or
down to find this option).
Contacts are people that you add to Outlook. To
add people it can be as easy as right clicking on
the From name in a received email.
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You can also go to the New button and choose New Contact and
enter the information manually. A benefit to using Contacts is that
you can store a lot of information about your contacts in this area.
In the Notes area you can add whatever notes you want.
*Any item in outlook can be opened
from the New Drop Down.
Distribution Lists
If you send emails to the same group of people many times a Distribution list would be very helpful and
time saving. From the New drop down choose Distribution List to get the Distribution List dialog box.
Each Distribution List must have a unique name such as Department, book club, or friends.
Then choose the Select Members icon to choose people from your Global Address book or your
Contacts. If you want to add someone not in your Address book you choose the Add New icon and type
in the information. Any time you want to send to the group, you select the Distribution list and it will
have everyone included.
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