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Introduction to Outlook 2007 PowerPoint PPT Presentation

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Introduction to Outlook 2007. Tutorial Objectives. After completing this tutorial, you should be able to:. Find common menu selections on the new “Ribbon” Execute common commands Send and receive attachments Sharing files. The “Ribbon”. The Ribbon. What it does

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Introduction to Outlook 2007

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Introduction to outlook 2007

Introduction toOutlook 2007

Colby College ITS

Tutorial objectives

Tutorial Objectives

After completing this tutorial, you should be able to:

  • Find common menu selections on the new “Ribbon”

  • Execute common commands

  • Send and receive attachments

  • Sharing files

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The ribbon

The “Ribbon”

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The ribbon1

The Ribbon

  • What it does

    • Groups work (activities) by task rather than function

  • What is different

    • You can find information by what you want to do (tabs) rather than by what classification a programmer put it under

  • How this helps you

    • More intuitive, easier to learn

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What is on the ribbon

What is on the Ribbon?

  • Tabs

    • Seven basic tabs, each representing an activity area

  • Groups

    • Specific actions related to the activity

  • Commands

    • Buttons, dialog boxes or menus

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Two new features

Two New Features

  • The Microsoft Office Button

    • Replaces File menu

    • Basic commands to open, save, and print

  •  The Quick Access Toolbar

    • Contains much-used commands

    • By default: Save, Undo, and Repeat

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Dialog launchers

Dialog Launchers

  • Lose a command?

  • Probably in a dialog box

  • Click the launcher arrow

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Additional object tabs

Additional Object Tabs

  • Some tabs only appear when a specific type of object is selected

  • Select a picture

  • The image editing tab appears

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Mini toolbar

Mini Toolbar

  • Some commands are useful regardless of which tab you are on

  • For example:

    • Select some text

    • The mini toolbar for editing text will appear

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Quick access toolbar

Quick Access Toolbar

  • Holds actions you use all the time (copy, paste, etc)

  • To add a command

    • Right-click on it

    • Select “Add to Quick Access Toolbar”

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Hiding the groups for more room

Hiding the Groups for More Room

  • When you need more room to just “write”

  • Double Click the active tab

  • To redisplay the groups, double click the active tab again

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Commands and menus

Commands and Menus

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Creating a new message

Creating a New Message

  • Message > New

  • Most common message actions on this tab

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Adding address book recipients

Adding Address Book Recipients

  • Message > Address Book

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Show or hide bcc field

Show or Hide BCC Field

  • Options > Show BCC

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Using a signature

Using a Signature

  • Message > Signature

  • Any previously created will display here

  • Click Signatures to create new signatures, set a default signature, or modify existing signatures

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Flags and reminders 1

Flags and Reminders (1)

  • For Yourself

    • Follow Up > Tomorrow

    • Message added to

      • To-Do List in Tasks list

      • To-Do Bar

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Flags and reminders 2

Flags and Reminders (2)

  • For the Recipient

    • Follow Up > Flag for Recipients

    • Specify before you send the message

    • Includes a flag and bell icon

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Respond to a message

Respond to a Message

  • Message > Respond

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Task reminders

Task Reminders

  • Appointment > ReminderSelect a time.

  •  Click Save & Close

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Editing contacts

Editing Contacts

  • Contact > Show to show or hide

  • Click Details button to enter information

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Sending and receiving attachments

Sending and Receiving Attachments

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Insert or attach

Insert or Attach

  • Insert

    • Puts the image directly in the message

    • Requires that the recipient is able to receive HTML or RTF messages

    • Some email clients do not have this capability

  • Attach

    • Appends the picture file to the email

    • The recipient downloads it to “see” it

    • Does not require any special applications

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Attaching a picture

Attaching a Picture

  • Message > Attach Fileor

  • Insert > Attach File

  • Outlook will block some file types that are often used to spread viruses

    • Go here for a list of blocked files:

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Previewing attachments

Previewing Attachments

  • Click attachment icon

  • Preview appears in the Reading Pane

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Including a picture

Including a Picture

  • Insert > Picture

  •  The picture is displayed inside the message

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Searching for emails

Searching for eMails

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  • Select folder

  •  Type text

  •  Messages that contain text appear in the results  

  • Click to clear and start a new search

  •  Click to widen search to all Mail folders

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Search options

Search Options

  • Display search results as I type when possible

    • Default

    • Automatically displays results as you type

  • Make searches faster by limiting the number of results shown

    • Default

    • Offers dialog box to display full search

  • Highlight the words that I search for

    • Default

    • Highlights search text in results

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Imap vs pop


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The differences

The Differences

  • POP

    • One-way communication path

    • eMail is PULLED from the server and stored on whatever device you are using

    • Computer, laptop, iPhone, etc.

  • IMAP

    • Two-way communication path

    • eMail stays on the server

    • Access the SAME organization from any device

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Introduction to outlook 2007


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Introduction to outlook 2007


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Its recommendation

ITS Recommendation

  • Use IMAP

    • Better backup

    • More access

  • Remember – You Can…

    • Drag messages you want to keep to your Personal Folders

    • These are on your computer

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But remember

But Remember…

  • The decision is up to you

  • You can use POP

    • If you have a huge number of emails

    • If you have loads of graphics

    • If you don’t ever want to access OLDER email messages from home or on the road

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Questions comments contact mel regnell mel regnell@colby edu ext 4217

Questions? Comments?Contact: Mel RegnellMel.Regnell@colby.eduext. 4217

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