Transcript Slide 1

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
View Attendees of a Created Meeting
Overview
•Changing Email into an Appointment
•Recurring Appointments
•Sharing Calendars
•Sharing Calendars cont…
•Sharing Calendar Permissions
•Scheduling Assistant
•Scheduling Assistant cont…
•Distribution List
•Out of Office Assistant
•Outlook Web Access
•Help Menu
•Questions & Concerns
Main Screen
The main screen is divided into 4 windows: the navigation pane, the
view pane and the reading pane and the To-Do Bar.
Navigation Pane
•The navigation pane has section
buttons on it: Mail, Calendar, Contacts,
Tasks, Notes, Folder List and Shortcuts.
•You can also customize the navigation
pane by using the Configure Buttons
option on the lower right section of the
pane.
•You can click on the double-arrow
buttons on the navigation pane to
minimize the entire pane to a single bar
or to just minimize a section of the
navigation pane.
View Pane
•The view pane displays the
actual items (messages,
appointments, contacts, etc.)
•On the top of the view pane is
the Arranged by feature that can
be used for grouping and sorting.
•After you have selected an
arrangement , your folder view
changes based on that
arrangement.
Reading Pane
•The reading pane allows you to
view the messages without
having to double-click and open
the messages .
•The reading pane displays to
the right of the screen by default
but can be displayed on the
bottom of the screen or turned
off completely by going to View
– Reading Pane.
To – Do Bar
•The To – Do Bar enables you to see your
next three appointments and view all items
flagged for follow-up.
•The quick flag functionality is a way to flag
an item as a reminder or follow-up.
•You can click the quick flag column to
instantly flag an item for today.
•Right click the quick flag column and
choose from any of the available flags or
create a custom flag.
•You can turn it on and off via the Standard
Toolbar: View -> To-Do Bar -> Off.
Create A New Message
To send an e-mail message, click on the New button
at the top left-hand corner in the Standard Toolbar.
Contacts
•Your contacts are listed under the
Contacts Tab in the Outlook Menu
(bottom left).
•You can change the default View
by clicking on a Current View
option: Business Cards, Address
Cards, etc.
Creating A Signature
•You can create a signature so that it automatically appears
on the bottom of all out-going messages.
•To create a signature, click on Tools – Options – Mail Format
– Signatures…New...type in a name for this signature, choose
how to create your signature, click Next, and type in your
desired signature.
• Click Finish and OK when done.
•The last signature that you create will be set as the default
signature as shown under Signature for new messages.
Calendar
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.
Changing Calendar View
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.
Scheduling New Appointments
There are several common ways to open the New Appointment
request window: (Here are a few)
•Double click the date and time you wish to schedule an
appointment.
•Press the New button at the top left and select “Appointment”
(only works if you have the Calendar view active).
Scheduling New Appt. Meetings
There are several common ways to open the New Meeting
request window: (Here are a few)
•Press the New button at the top left and select “Meeting
Request” (only works if you have the Calendar view active).
•Click on the “Invite Attendees” button in an Appointment to
change it to a Meeting Request.
Inviting Attendees
To invite individuals to your meeting :
•Click the To button to display the attendees and resources dialog
box.
•Select the attendees you want to invite to your meeting.
These are three categories of recipients for a meeting request.
•Required –Those individuals who must attend the meeting .
•Optional – Those individuals who don’t need to attend the meeting
but should be notified of the meeting.
•Resources – Objects such as conference rooms, projects, and
white boards.
View Attendees Of A Created Meeting
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.
Changing Email into an Appt.
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!
Recurring Appointments
•In a new or opened meeting or appointment, click on the Recurrence
button.
•Be sure to note the “Range of Recurrence” options at the bottom of
the window.
Sharing Calendars
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.
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.
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.
Sharing Calendars cont…
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.
Sharing Calendar (Permissions)
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.
Scheduling Assistant
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.
•Good Time slots =
white
•Fair Time slots =
pale blue
•Poor Time slots =
dark blue
Scheduling Assistant cont…
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)
Distribution List
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.
Outlook Web Access
https://uscmed.sc.edu/owa
If your email address is:
[email protected] then
you would login as jdoe.
Help Menu
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.
Questions & Concerns
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.