Outlook 2007. Tips, Tricks, and Tools. Overview. Main Screen Navigation Pane View Pane Reading Pane To–Do Bar Create a New Message Contacts Create a Signature Calendar Changing Calendar View Scheduling New Appointments Scheduling New Appointment Meetings Inviting Attendees
Tips, Tricks, and Tools
The main screen is divided into 4 windows: the navigation pane, the view pane and the reading pane and the To-Do Bar.
Toolbar: View -> To-Do Bar -> Off.
To send an e-mail message, click on the New button
at the top left-hand corner in the Standard Toolbar.
The calendar provides scheduling features in Outlook. You can create personal appointments and events, meetings, check other people’s schedules, and have access to other people’s calendars.
You can decide how many days that you want to see on the calendar by choosing the buttons across the top of the screen: Day, Week (Show Work Week or Show Full Week) or Month.
There are several common ways to open the New Appointment request window: (Here are a few)
There are several common ways to open the New Meeting request window: (Here are a few)
To invite individuals to your meeting :
These are three categories of recipients for a meeting request.
Open the appt in your calendar and click on the Scheduling tab.
If you are the meeting organizer, open the appt and click on the Tracking tab.
This will show you who has responded to your meeting request.
Drag and drop the email into the Calendar folder and then edit anything that needs to be modified such as: date, time, etc.
Drag and drop email to calendar folder and make necessary changes…don’t forget to click save once the window is displayed!
Sharing is a two‐stage process in Outlook. The owner must grant you the right to see their stuff and determine the permissions you will have. You then must open the shared resource.
Note: Do not use the Delegates feature under Tools and Options to give rights to your calendar. This is not the appropriate way to share a calendar.
To share your calendar, click on the link in the Navigation Pane
labeled “Share My Calendar …”. You can then select people with whom to share your
calendar and select the level of permission you wish to give them.
For email, calendar, contacts, tasks and notes, click on the File menu, select Open and choose “Other User’s Folder”. Here you will be able to choose which folders to open and use. For all but email, you can also click on the Navigation Pane bar for the resource you wish to share and then click on the link labeled “Open Shared …”.
Dialog box to enter the user’s calendar you want to see.
In order to set permissions for the viewee of your calendar , right-click on your calendar, (located under My Calendars) navigate down to Change Sharing Permissions within the Calendar Properties Dialog box. In the Permission Level drop down menu select the permission you want the viewee to have.
Once in the Calendar Properties Dialog box go to the Permission Level drop down menu and select the permission you want the viewee to have.
The scheduling assistant enables you to see whether your attendees are free during a proposed meeting time.
The Suggested Times List displays when the majority of your attendees are available.
When creating appointments using Outlook or your windows mobile device, be sure to determine whether your appointment status is busy, free, or tentative.
Busy Status: When the scheduling assistant checks your appointment availability it will determine that block of time as occupied. ( Represented by a solid blue line)
Free Status: When the scheduling assistant checks your appointment availability it will determine that block of time as available/negotiable. (Represented by a solid white space)
Tentative: When the scheduling assistant checks your appointment availability it will determine that block of time as indefinite.
(Represented by a blue and white striped line)
You can create a Distribution List by:
1. Open the Contacts folder by clicking on the Contacts banner in the Navigation Pane.
2. Click the Office button and choose New Distribution List to display the window.
3. Type the name for your distribution list in the name text box.
4. To add members to your distribution list from and existing Contacts folder of Global Address list, click Select Members to display the dialog box.
If your email address is:
email@example.com then you would login as jdoe.
The Help menu covers topics related to Outlook 2007. If you aren’t sure where to begin your quest for help, take advantage of the search capabilities in the Help window. You can either select the Help tab or type in the search box labeled “Type a question for help”(located at the top right of your Outlook window.) The Help window will appear and you can choose one of the links displayed in the Help windows such as E-mail, Calendar and Scheduling, or Contacts.
If you need assistance, we are here for you. Some departments require the notification of a “liaison” within your department, others contact us directly. In any case, please call 733-3341 or 545-5100 for further assistance or instruction.