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Outlook 2007 Basic Training


The Outlook 2007 Screen

The basic Outlook 2007 screen. In the first column on the left, there is the Navigation Pane, letting you browse through e-mails, calendars, tasks, and contacts. The second column is the Messages pane, showing the messages for the selected category. The third column is the Reading Pane, showing the contents of the selected messages. In the last column, the To-Do Bar lists a calendar and a list of tasks and reminders. The Menu Bar for selecting options runs across the top of the screen.

Navigation Pane

E-mail Basics

E-mail Basics:  View Tab

Changing view of Reading Pane

You can change the view of your Reading Pane on the screen, moving it to the right or bottom of the screen.  You can also turn it on an off.

  1. Click View in the Menu Bar.
  2. Click Reading Pane.
  3. Click the Right, Bottom or Off.

The Reading Pane submenu of the View menu. The Right, Bottom, and Off options are present, indicating the desired position of the Reading Pane. The desired option should be selected.

Changing view of Navigation Pane

You can change the view of your Navigation Pane two ways as well; Normal or Minimized.  You can also turn the Navigation Pane off.

  1. Click View in the Menu Bar.
  2. Click Navigation Pane.
  3. Click Normal, Minimized or Off.
  4. You can also choose whether you want the favorites folders to show.

The Navigation Pane submenu of the View menu. The options Normal, Minimized, and Off are visible, indicating the style of the Navigation Pane. The desired option should be selected.

Changing view of To-Do Bar

The To-Do Bar provides a Date Navigator, Appointments and Task List.  You can select which features of the To-Do Bar are visible and choose between Normal and Minimized views.  You can also turn the To-Do Bar off.

  1. Click View in the Menu Bar.
  2. Click To-Do Bar.
  3. Click Normal, Minimized or Off.
  4. Click Date Navigator, Appointments or Task List to toggle their visibility.

    The To-Do Bar submenu of the View menu. The Normal, Minimized, and Off options appear, indicating the visual appearance of the To-Do Bar. The desired option should be selected.

E-mail Basics:  Creating E-mails

Sending an E-mail
  1. Click New in the Menu Bar and select Mail Message in the drop down window.  The new e-mail window will open.

    The New menu. The Mail Message option is selected.
  2. Type the address of the recipient in the To... field.
  3. Type an address in the Cc… field if you wish to send a copy of the message to a third party.
  4. Type a subject matter in the Subject field.
  5. Type your message in the large text box.
  6. Click Send.

    The basic Compose E-mail screen. In the To... field, the e-mail address of the intended recipient should be entered. In the Cc... field, the e-mail addresses should be entered for any third parties to whom you would like to send a copy of the message. In the Subject field, an appropriate subject should be entered. In the large text box, the main content of the e-mail message should be entered. The Send button to the left of the To..., Cc..., and Subject fields should be selected when the E-mail is ready to be sent out.
Auto-complete and the Global Address List

Outlook has an auto-complete feature that attempts to predict what e-mail address you’re typing based on the addresses you’ve e-mailed in the past.

  1. Auto-complete appears as soon as you start typing an address in the To… field.
  2. The e-mail displayed will be Outlook’s best guess at what address you are typing.  It will refine as  you input more characters.
  3. Hit enter on your keyboard when the correct address is displayed and auto-complete will fill in the remaining characters.

    The Autocomplete feature of Outlook 2007 showing a suggested e-mail address when only part of the e-mail address has been typed. If the suggested e-mail is the right one, you should hit enter on your keyboard so Outlook will automatically fill in the address.

The Global Address List is a university-wide contact list of NU employees.  It can help you find contact information and e-mail addresses, and can be accessed from the new e-mail window.  We will discuss the Global Address List in greater detail later in this guide.

  1. Type an identifying piece of information, such as a last name, into the To… field.  You do not need to enter a full name, for example entering “Jorg” will bring up “Jorgensen” and “Jorgenson”.
  2. On your keyboard, hold the Ctrl key down and hit the K key.
  3. The Check Names window will open.  This window lists all matches from both your personal contacts and the Global Address List.
  4. Click the record for the person you want to message.
  5. Click .
  6. An e-mail address for the person you want to message will appear in the To… field.

    The Global Address List containing the entire list of NU employees. In this window, the list of names has been filtered based on a search criteria.
Working with Folders

Folders provide a useful way to manage your messages.  They appear in the navigation pane.  You can create folders in any structure that suits your needs.

  1. Right click on the folder that will house your new folder.
  2. Click New Folder in the drop down menu.  The Create New Folder window will open.

    The menu brought up after right-clicking on the folder that will contain the new folder. From the menu, the New Folder... option should be selected.
  3. Type the name of your new folder in the Name field.
  4. Click in the Select where to place this folder field if you wish to change where your folder will be located.
  5. Click OK.

    Create New Folder window. A descriptive name should be entered in the Name field. The folder which will house the new folder should be selected from the list.
  6. The new folder will appear in the location you indicated.

    The Mail Folders panel showing the newly-created folder nested within the parent folder.
  7. You can drag and drop messages directly to this or any folder.

E-mail Basics:  Signatures

Creating a Signature

Outlook 2007 allows you to create custom signatures for your messages.  You may create multiple signatures to apply to messages as you see fit.  Your first signature is automatically applied as your default signature and will appear on your outgoing messages.

  1. Click New in the Menu Bar and select Mail Message in the drop down window.  The new e-mail window will open
  2. Click Signature in the New E-Mail menu.
  3. Click Signatures… in the drop down menu.  The Signatures and Stationary window will open.

    The Signature menu of the New E-mail menu. The Signatures... option should be selected.
  4. Click New to create a new signature.
  5. Type the name of your signature in the New Signature window that appears.
  6. Click OK.

    The New Signature window. An appropriate name for the signature should be entered in the field.
  7. Type your desired signature in the text box below.
  8. Click Save to save your signature.
  9.  Add additional signatures or Click OK to exit.

    Signatures and Stationery window. The newly-created signature should appear in the list below Select signature to edit. In the Edit signature box, the desired signature should be typed.
Inserting a Signature

If you have created more than one signature, you can select which one you wish to use while composing a new message.

  1. Open the New E-Mail window.
  2. Click Signature in the New E-Mail ribbon.  A list of the signatures you have created will appear in the drop down menu.
  3. Click on the signature you wish to use.
  4. The signature will appear in at the bottom of your message.

    The Signature menu of the New E-mail menu. The newly-created signature should now show up at the top of the menu. When selected, the signature will appear at the bottom of the message.

Calendar Basics

Outlook 2007 has a robust calendar feature for managing your time and scheduling meetings with other NU users.

Access the Outlook Calendar

  1. Click on Calendar in the Navigation Pane.  The calendar will appear in the Outlook Screen.

    Outlook Navigation Pane. The Calendar option is selected.

Adding an Appointment

There are two ways to add an appointment to your calendar:

  1. Click New Appointment in the Menu Bar.
  2. Select Appointment in the drop down menu.

    The New menu of Calendar view. From the menu, Appointment should be selected.

    OR
    Double click an area on your calendar.
     
    A portion of the calendar which should be double-clicked to set a new appointment.

    The Appointment window will open.
  3. Type a subject for your appointment in the Subject field.
  4. Type a location for your appointment in the Location field.
  5. Set a start and end date and time for your appointment.
  6. Type a note for your appointment in the large text box.
  7. Click in the Reminder field in the ribbon to set a reminder for your appointment.  Reminders can be scheduled for five minutes to two weeks before the appointment.

    The Appointment window of Outlook 2007. In the Subject field, an appropriate subject title should be entered. In the Location field, an appropriate room location should be entered. The Start time and End time fields should be set appropriately for the meeting. In the large text box, the meeting note should be entered. The Reminder dropdown menu can be used to set a reminder for the appointment.
  8. Click Save & Close in the ribbon.  Your appointment will appear in your calendar.

    The calendar showing the newly-created meeting.

Adding a Meeting Request

Meetings differ from appointments in that a meeting allows you to invite attendees and reserve rooms and resources at Northwestern.  When you create a meeting request, invited users will receive an e-mail invitation to which they can respond.  You will receive notification when users accept, decline or propose a new time for the meeting.

Invite users to the meeting by following the same steps as adding addresses to a mail message; auto-complete attempts to predict what e-mail address you’re typing based on the addresses you’ve e-mailed in the past, while the Global Address List provides a university-wide contact list of NU employees.

There are two ways to access the New Meeting window.

  1. Click on New Items in the Menu Bar.
  2. Click Meeting Request in the drop down menu.

    The New menu of Calendar view. From the menu, Meeting Request should be selected.

    The New Meeting window will open. 
  3. Type a subject for your meeting in the Subject field.
  4. Type a location for your meeting in the Location field.
  5. Type a note about your meeting in the large text box.

    The New Meeting window. In the Subject field, an appropriate subject should be entered. In the Location field, an appropriate location should be entered. In the large text box, a meeting note should be entered.
  6. Click in the To… text box and begin typing the name or address of an attendee.  Auto-complete will suggest a recipient.  Hit Enter on the keyboard to accept a suggestion.

    Auto-complete suggesting a name after the typed name is only partially complete. If the suggested name and e-mail address is correct, hit Enter on the keyboard to have Auto-complete automatically fill it in.
  7. Type the name of an attendee in the To… field.  Hit Ctrl-K on your keyboard and select the attendee you want from the list that appears.  Click OK.

    The Check Names window after hitting Ctrl-K on the keyboard. The desired attendee should be selected from the list.
  8. Selected attendees will appear in the To… field.
  9. Select a date and time for the meeting.
  10. Click Send to send the invitation.  Attendees receive an e-mail invitation to the meeting, and you will be notified if they accept or decline.

Contact Basics

Global Address List vs Personal Address Book (Contacts)

You have two main ways of getting access to and storing contacts. You have access to a Global Address List that contains everyone who has an NU e-mail address and a Personal Address Book for contacts inside or outside of the University.  To access the Global Address List:

  1. Click Address Book on the right side of Menu Bar.  The Address Book window will open.
  2. Type a name into the search box.  As you type, the search function will display possible matches.

    The Global Address List containing the entire list of NU employees. In this window, the list of names has been filtered based on a search criteria. The desired name should be clicked on from the list.
  3. Click the name of the person for whom you are looking.  A new window will pop up with this persons’ contact information.
  4. Click Add to Contacts to add them to your personal address book.  A new window will pop up.

    The contact information window for the selected person. The Add to Contacts button at the bottom-left should be clicked to automatically add this person to the personal address book.
  5. Click Save and Close.  They will appear in your Personal Address Book.

    Outlook showing the contact information of the newly-added person.
To Access your Personal Address Book (Contacts):
  1. Click Contacts in the Navigation Pane.  Your contact list will open on the Outlook screen.

    Outlook Navigation Pane. The Contacts option is selected.
  2. You can add new contacts, add contact groups, delete contacts, e-mail contacts and invite contacts to meetings from this screen.

Tasks Basics

The tasks function of Microsoft Outlook is a way to keep track of daily, weekly, monthly and even yearly “to do” items. You can use tasks to help remind you of once-in-a-while tasks that you must get done, or recurring tasks that happen all the time.

Creating Tasks

  1. Click New in the Menu Bar.
  2. Click Task in the drop down menu. 

    The New menu of the Menu Bar. The Task option should be selected.
  3. The New Task window will open.  In this window you can:
    • Enter a subject for the Task.
    • Enter a start and end date.
    • Enter a status.
    • Assign a priority level.
    • Add a reminder.
    • Set the recurrence of the Task.
    • Set a follow-up reminder.
    • Assign the task to someone else.
    • Categorize the task.
    • Type notes for the task.

    The New Task window, allowing a person to create a task with a Subject, start/end date, status, priority, reminder, recurrence, etc.
  4. When you are done filling in the New Task window, Click Save and Close.

Viewing Tasks/To-Do List

Your new task is now visible in two places:

  1. The To-Do bar lists Tasks on the right side of the outlook screen.
  2. Double click a Task in the To-Do bar view and edit the Task.

    The To-Do list displaying the newly-created task.

OR

  1. Click Tasks in the Navigation Pane.  This will open the Tasks view of the Outlook screen.

    Outlook Navigation Pane. The Tasks option is selected.
  2. You can view the details of a Task in the Reading Pane.


    The Task contents of a selected Task being shown in the Reading Pane.

Last Updated: 3 November 2014

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