Outlook07 Sample

THE COMPLETE
Microsoft Outlook 2007

LEVEL 1
CompleteVISUALTM Step-by-step Series Computer Training Manual www.computertrainingmanual.com
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Microsoft
Outlook 2007
HOW TO USE THIS MANUAL
Level 1
The CompleteVISUALTM step-by-step computer training manual is specially developed and organized based on the Instructional Design concepts, to ensure the effectiveness of the learning process. Most of the tasks in each chapter fit into a single page for easy reference. Most tasks are summarized to less than 10 key steps and accompanied by actual screen illustrations. Every step you go through is practical and relevant. All chapters are independent. No exercise files need to be installed prior to the training, so you can start training from the modules that best suit you or your trainees. However, the module sequence that we suggest is designed to optimize your computer learning process.
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Microsoft
Outlook 2007
HOW TO USE THIS MANUAL
Instructions
Click the Office Button >> Open. Press <Shift>+<Tab> Type Photo from Kevin Jeff.
Level 1
You are asked to

Click the Office Button to expand the menu, and then click the Open command. Hold down the Shift key while pressing the Tab key on the keyboard. Type the phrase Photo from Kevin Jeff. Handy summary. Each Task Name. Each task consists of a series of fully illustrated step-by-step instructions, which help you through the hands-on activities.
task concludes with a summary that reinforces the key steps in the task. It also serves as a cue card for a specific task.
Visual step-by-step instructions take you

through hands-on activities to accomplish each task. These instructional actions appear in bold. The important commands or keywords are highlighted in this font and style. The text that you need to type in appears in this font and styles.
Detailed descriptions and explanations on

each step help you to learn more about the step that you have just performed.
Actual screen illustrations such as the

dialog boxes and the result outcomes are displayed to show you how they appear on screen. This helps you to learn visually and effectively. A rectangle or circle is used to draw your attention to the part of the illustration that you are dealing with.
Appropriate tips, tricks, and shortcuts that you may

find useful are included to further enhance your skills.
Microsoft
Outlook 2007
TABLE OF CONTENTS
Level 1
USING ELECTRONIC MAIL (E-MAIL) ............................................................. 7

Creating And Sending E-mail Messages.............................................................................. 8 How To Create An E-mail Message ................................................................................ 9 How To Address An Email Message By Selecting A Name ........................................... 10 How To Select Names Using The AutoComplete Feature.............................................. 11 How To Write The Text Of A Message .......................................................................... 11 How To Save And Open An Unfinished Message .......................................................... 12 How To Edit And Format A Message ............................................................................ 13 How To Set Message Options....................................................................................... 14 How To Request A Read Receipt For A Message ......................................................... 15 How To Set Message Delivery Options ......................................................................... 16 How To Send A Message ............................................................................................. 17 How To Resend A Message.......................................................................................... 17 How To Recall A Message ............................................................................................ 18 Receiving And Reading Messages..................................................................................... 19 How To Check For New Messages ............................................................................... 20 How To Read Messages In The Reading Pane ............................................................. 21 How To Mark A Message As Read Or Unread .............................................................. 22 How To Reply To A Message ........................................................................................ 23 How To Forward A Message ......................................................................................... 24 How To Preview The First Three Lines Of All Messages ............................................... 25 How To Preview The First Three Lines Of Unread Messages ........................................ 25 How To Print A Message .............................................................................................. 26 How To Delete A Message ........................................................................................... 26 How To Retrieve A Deleted Message ............................................................................ 27 Working With Attachments................................................................................................. 28 How To Attach A File To A Message ............................................................................. 29 How To Preview Attachments ....................................................................................... 30 How To Open An Attachment From The Message List .................................................. 31 How To Open An Attachment From An Open Message ................................................. 31 How To Save An Attachment ........................................................................................ 32 How To Remove An Attachment ................................................................................... 33 Flagging Messages And Color Categories ........................................................................ 34 How To Add A Flag For Follow Up ................................................................................ 35 How To Add A Flag With A Custom Date To A Message ............................................... 36 How To Flag A Message As Completed ........................................................................ 37 How To Remove A Flag ................................................................................................ 37 How To Create A New Color Category .......................................................................... 38 How To Assign A Color Category To A Message........................................................... 40 How To Set The Quick Click Category .......................................................................... 41 How To Assign A Quick Click Category ......................................................................... 41 How To Set A Follow-Up Flag For Recipients................................................................ 42
Using Electronic Mail (E-mail)
Objectives:
When you have completed these lessons, you will be able to:
Create a message Save and open unfinished messages Edit and format message text Set message options Request a read receipt for a message Set message options Send or resend a message Check for new messages Read messages in the reading pane Mark messages as read or unread Reply to and forward a message Preview messages Print messages Delete messages Attach a file to a message Open, save or preview attachments Flag a message Add a flag with a custom date to a message Flag a message as completed Remove a flag Create a new color category Assign color category to a message Set the Quick Click Category Set a follow-up flag for recipients
Microsoft
Outlook 2007
USING ELECTRONIC MAIL (E-MAIL)
Creating And Sending E-mail Messages
Level 1
Outlook enables you to send e-mail messages to people sharing the company network or on the Internet. The Inbox, as the name suggests, is the computerized equivalent of the traditional in-tray. All incoming messages are placed in the Inbox folder; you can then read, print, reply to or forward these messages as required. When you compose a new e-mail message, Outlook opens an Untitled Message window with all the tools required to create and send the message, as shown below.
Three main items you must enter in an e-mail message: Recipients Email Address: You can enter the e-mail address manually by typing it or by clicking the To or Cc buttons to select an address from Contacts. To: Send the message to the selected person. Cc: Send a `Carbon Copy of the message to the selected person. Message Body: Type your message here in the same way you type a Word document. If you are using Word as the e-mail editor, you can use the standard Word features, e.g. Spelling and Grammar checker, font formatting, paragraph formatting, tables, themes etc. Subject: Write a brief and concise subject to indicate the purpose of the message.
2007 ComputerTrainingManual.com
Microsoft
Outlook 2007
How To Create An E-mail Message
Level 1
1. 2.
In the Navigation Pane, click the Mail button.

Outlook displays the Mail folder.
Click the toolbar.
New button on the Standard
SUMMARY
An Untitled Message window appears. Outlook uses the new ribbon (the primary replacement for menus and toolbars in Microsoft Office 2007) when composing a new message.
1. In the Navigation Pane, click the Mail button. 2. Click the New button on the Standard toolbar.
3.
In the To box, enter the email address of the person you want to send the message to.
If you want to send the message to more than one person, place a semicolon (;) after each email address, or you can get the email addresses from the address book.
Microsoft
Outlook 2007
How To Address An Email Message By Selecting A Name
Level 1
1.
In the Untitled Message window, click access e-mail addresses.

The Select Names dialog box appears, as shown below.
to
SUMMARY
1. In the Untitled Message window, click to get the e-mail address. 2. Click the name of a recipient. 3. Under Message Recipients, click . 4. Click the OK button.
TIPS
2.
y To select multiple recipients, press and hold the <Shift> key to select adjacent names or the <Ctrl> key to select nonadjacent names. y To send a copy of the message, select the recipient and then click .
Click the name of the recipient, and then click the button.
The selected e-mail address is copied into the To box. If you want to select multiple recipients, press and hold the <Shift> key to select adjacent names or the <Ctrl> key to select nonadjacent names. If you want to get the e-mail addresses from the Outlook Address Book, click the Show Names from the: list arrow and then click the Address Book.
y To send a blind copy of the message, select the recipient and then click .
3.
Click the OK button.

The Select Names dialog box closes and you return to the Untitled Message window.
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Microsoft
Outlook 2007
How To Select Names Using The AutoComplete Feature
Level 1
1.
In the Untitled Message window, in the To box, begin typing the letters of a name or e-mail address.
When you type the first letter of a name in one of these boxes, AutoComplete begins to suggest possible matches based on names you have typed before, as shown below. The AutoComplete feature is on by default and it will suggest names as you type in the To, Cc and Bcc boxes in an e-mail message.
SUMMARY
1. In the message window, in the To, Cc or Bcc boxes, type the first letter of a name or e-mail address. 2. Click the name you want to enter in the box.
2.
Click the name you want to enter in the box.

You can also use the keyboard by pressing the UP ARROW or DOWN ARROW keys, and then pressing <Enter>. If you want to delete an unwanted entry from the list, select the item using the UP ARROW or DOWN ARROW keys and then pressing <Delete>.
How To Write The Text Of A Message
3. 4.
In the Untitled Message window, in the Subject box, type Multimedia Presentation. Click the message body area in the lower half of the form and type Hi, there will be an attractive
Multimedia Presentation at 2.00 pm. Feel free to attend the presentation if you are interested.
SUMMARY
1. In the Message window, in the Subject box, enter the message title. 2. Click the message body area in the lower half of the form and type your message.
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Microsoft
Outlook 2007
How To Save And Open An Unfinished Message
Level 1
Microsoft Outlook automatically saves all unfinished messages every three minutes. However, you can change this time interval. By default, unfinished messages are saved to your Drafts folder. If you are not ready to send your message, you can save the message manually.
1.
SUMMARY
In the message window, click the Office button, and then click Save.
Outlook saves the message in the Draft folder.
1. In the message window, click Office button >> Save. 2. In the Navigation Pane, under All Mail Folders, click Drafts. 3. Double-click the message you want to open.
2. 3.
Click the Office button, and then click Close.

Outlook closes the saved unsent message. If you want to edit or send the message, you can open the message from the Draft folder.
In the Navigation Pane, under Mail Folders, click Drafts.

Outlook displays all unfinished messages on the right pane, as shown below.
TIPS
To change the time interval for auto saving an unfinished message: 1. Click Tools >> Options. 2. Under Email, click the E-mail Options button. 3. In the E-mail Options dialog box, under Message Handling, click the Advanced E-mail Options. 4. In the Advanced Email Options dialog box, under Save messages, in the AutoSave unsent every <x> minutes box, type a number from 1-99.
4.
Double-click the message you want to open.

Outlook displays the selected message. You can edit or send the message now.
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Microsoft
Outlook 2007
How To Edit And Format A Message
Level 1
1.
In the message window, press <Ctrl>+<End>, and press <Enter> twice.

This is to move the insertion point to the end of the message.
2.
Type The presentation will be held in the Conference Room 2. Press <Enter> twice and type regards, press <Enter> and type James. Select Conference Room 2, click the Bold button and Underline button to format the selected text.
The new interface of Ribbon in Message window allows you to format the text easily.
3.
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Microsoft
Outlook 2007
How To Set Message Options
Level 1
1.
In the message window, in the Options group, click the dialog box launches to open the Message Options dialog box.
The Message Options dialog box appears, as shown below.
SUMMARY
1. In the message window, in the Options group, click the dialog box launches to open the Message Options dialog box. 2. Under Message settings, specify the level of Importance and the level of Sensitivity. 3. Click the Close button.
TIPS
To quickly set the Importance of the message, in the Options group, click High Importance or Low Importance.
2.
Under Message settings, click the Importance dropdown arrow and then click High.
This is to mark the message as urgent.
3.
Click the Close button.

The Message Options dialog box closes and returns to the current message window.
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Microsoft
Outlook 2007
How To Request A Read Receipt For A Message
Level 1
1.
The Message Options dialog box appears, as shown below.
SUMMARY
1. In the message window, in the Options group, click the dialog box launches to open the Message Options dialog box. 2. Under Voting and Tracking Options, click to select the Request a read receipt for this message check box. 3. Click the Close button.
TIPS
To request a read receipt for ALL messages: 1. Click Tools >> Options. 2. In the Preferences tab, under E-Mail, click the E-mail Options button. 3. Under Message Handling, click the Tracking Options. 4. Click to select the Read receipt check box.
2.
Under Voting and Tracking Options, click to select the Request a read receipt for this message check box.
With this feature enabled, Outlook will send you notification when the recipient opens and reads the message.
3.
Click the Close button.

The Message Options dialog box closes and returns to the current message window.
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Microsoft
Outlook 2007
How To Set Message Delivery Options
Level 1
1.
The Message Options dialog box appears.
2.
SUMMARY
Under Delivery options, select the check boxes with the delivery options you want.
If you want to have replies to your messages sent to another person, click the `Have replies sent to check box and then in the text box, type the name of the person, or click the Select Names button to select from a list. If you want to change the default folder for saving sent messages, click the Browse button to select a new folder.
1. In the message window, in the Options group, click the dialog box launches to open the Message Options dialog box. 2. Under Delivery options, select the check boxes with the delivery options you want. 3. Click the Close button.
Have replies sent to
If you want to sends replies to this message to someone else automatically, for example your secretary. You can delay delivery of a message by entering the delivery date and time you want. Makes the message unavailable after the specified date and time.
Do not deliver before
Expires after
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Microsoft
Outlook 2007
How To Send A Message
Level 1
1.
In the message window, click the Send button.

Outlook moves the message to the Outbox folder and sends the message to its recipient. At the same time, Outlook retrieves any new incoming messages from the e-mail server.
How To Resend A Message
2.
In the Navigation Pane, click the Mail button. Under Mail Folders, click Sent Items.
Outlook displays all Sent messages in the Sent Items pane.
SUMMARY
How To send a message: Click the Send button. How To resend a message: 1. In the Navigation Pane, click the Mail button. Under Mail Folders, click Sent Items. 2. Open the message you want to resend. 3. In the message window, in the Actions group, click the Other Actions button, and then click Resend This Message. 4. Click the Send button.
3.
In the Sent Items pane, double-click the message you want to resend.
The message window appears.
4.
In the message window, in the Actions group, click the Other Actions button, and then click Resend This Message.
The message appears in Edit mode. You can change the content of the message or resend the message now.
5.
Click the Send button.

Outlook moves the message to the Outbox folder and sends the message.
17
Microsoft
Outlook 2007
How To Recall A Message
Level 1
You may make mistakes when sending an e-mail message. For example sometimes you might forget to attach a file, or after clicking the Send button, you may realize that you need to change something. In these cases, you can recall the original message and resend it.
SUMMARY
1. In the Navigation Pane, click the Mail button. Under Mail Folders, click Sent Items. 2. In the Sent Items pane, double-click the message you want to recall. 3. In the message window, in the Actions group, click the Other Actions button, and then click Recall This Message. 4. Select the option you want (whether to delete the message or to delete and replace the message). 5. Select the check box to receive a confirmation that the recall was successful, if you want to. 6. Click the OK button.
1.
In the Navigation Pane, click the Mail button. Under Mail Folders, click Send Items.
Outlook displays all the Sent messages in the Sent Items pane.
2.
In the Sent Items pane, double-click the message you want to recall.
3.
In the message window, in the Actions group, click the Other Actions button, and then click Recall This Message..
The Recall This Message dialog box appears, as shown below.
TIPS
This feature requires you to have a Microsoft Exchange Server e-mail account. The recipient of the mail you want to recall must also have an Exchange server email account.
4.
Click the options you want.

If you want to recall the original message and resend a new message to replace it, click the Delete unread copies and replace with a new message option button. If you only want to recall the original message, and not to replace it with a new message at this time, click the `Delete unread copies of this message option button. If you are sending the message to a large number of people, you may want to consider selecting the `Tell me if recall succeeds or fails for each recipient check box.
5.

If you select the `Delete unread copies and replace with a new message option in step 3, Outlook will display the message in edit mode, which allows you to type a new message (or attach a missing file) and then click the Send button to send the new message.
18
Microsoft
Outlook 2007
Receiving And Reading Messages
Level 1
When you view Outlook 2007 for the first time, youll notice that Microsoft has improved the look and feel of the program. Now, you have a Reading Pane to read e-mail messages without opening a separate window for each message. You can see nearly twice as much of an e-mail message on the screen. This makes it easy for you to scan a message quickly without scrolling.
19
Microsoft
Outlook 2007
1.
Level 1
Create and Send the following e-mail message:

Send the mail to yourself so that you can receive and view the mail for the next section. To do this, enter your e-mail address in the To: box.
In the To: box, type the recipients e-mail address. In the Subject: box, type Postpone of Meeting In the Message body box, type This is to inform you
that the meeting in this afternoon is postponed to tomorrow morning.
How To Check For New Messages
2.
Click the the Standard toolbar.
Send/Receive button on
Outlook retrieves your e-mail message from the e-mail server and shows the progress in the Outlook Send/Receive Progress dialog box, as shown below.
SUMMARY
Click the Send/Receive button on the Standard toolbar.
The content of the first message in the Inbox appears in the Reading pane.
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Microsoft
Outlook 2007
How To Read Messages In The Reading Pane
Level 1
1.
In Inbox, click the message header to display the contents of the message in the Reading pane.
The new multi-line message list allows you to see more e-mail messages.
SUMMARY
1. In Inbox, click the message header to display the contents of the message in the Reading pane. 2. Read the contents of the message in the Reading pane.
TIPS
How To change the location of the Reading pane: Click View >> Reading Pane >> Right or Bottom. How To turn off the Reading Pane: Click View >> Reading Pane >> Off. How To Resize the Reading Pane: Point to the left border of the Reading Pane until the pointer becomes a doubleheaded arrow and drag the border to the left or right.
2.
Read the contents of the message in the Reading pane.

The Reading Pane is a great place to read e-mail messages without opening a separate window for each message.
3.
Double-click the From field in the Reading Pane.

You can view the e-mail properties of a name in the From field, as shown below. You can also view the properties in the To or Cc fields by doubleclicking them.
21
Microsoft
Outlook 2007
How To Mark A Message As Read Or Unread
Level 1
1.
Right-click the message you want to mark.

A shortcut menu appears, as shown below.
SUMMARY
1. Right-click the message you want to mark. 2. Click Mark as Unread or Mark as Read.
TIPS
You can also use the Edit menu to mark a message as read or unread: 1. Select the message you want to mark. 2. Click Edit >> Mark as Read or Mark as Unread or Mark All as Read.
2.
Click Mark as Unread from the shortcut menu.

The header of the message is displayed in bold text. The headers of all unread messages are displayed in bold text in the Inbox. The number of unread messages can be seen next to the name of the folder in the Navigation Pane.
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Microsoft
Outlook 2007
How To Reply To A Message
Level 1
1.
In Inbox, click the Postpone of Meeting message.

You will reply to the message you have just received.
SUMMARY
1. Select the message that you want to reply to. 2. Click the Reply button on the Standard toolbar. 3. Type a message in reply. 4. Click the Send button.
2.
Click the toolbar.
Reply button on the Standard
TIPS
The reply is created with RE added to the subject line. You can now type in your message. Note that Outlook has filled in the recipients email address, the Subject and the message. You can change this information if you want to.
If you want to send your reply to all recipients of the original message, click the Reply to All button on the Standard toolbar.
3. 4.
In the message box, type Where is the place?

This is your reply.
Click the Send button when youre finished.

23
Microsoft
Outlook 2007
How To Forward A Message
Level 1
1. 2.
Click the message Postpone of Meeting.

You will forward this message to someone else.
Click the toolbar.
Forward button on the Standard
SUMMARY
A forwarding message is created with FW added to the subject line.
1. Select the message that you want to forward. 2. Click the Forward button on the Standard toolbar. 3. In the To box, enter the e-mail address of the person you want to forward the message to. 4. Add any further comments and click the Send button.
3.
In the To box, enter the e-mail address of the person you want to forward the message to.
If you want to forward the e-mail to more than one person, simply place a semicolon (;) after each e-mail address.
4.
In the message body, type Please takes note. Click the Send button when youre finished.
24
Microsoft
Outlook 2007
How To Preview The First Three Lines Of All Messages
Level 1
If you have lots of messages that you want to scan quickly everyday, you can set Outlook to display the first three lines of the e-mail messages directly below the message headers.
1.
SUMMARY
From the menu, click View >> AutoPreview.

Outlook displays the first three lines of your e-mail messages in the Inbox pane. You can now quickly scan through all e-mail messages in your Inbox.
Click View >> AutoReview.
TIPS
To change the color of the first three lines: 1. Click View >> Arrange By >> Custom. 2. Click the Other Settings button. 3. Under AutoPreview, click the Font button and then change the color you want.
How To Preview The First Three Lines Of Unread Messages
2.
From the menu, click View >> Arrange By >> Custom.

The Customize View: Messages dialog box appears, as shown below.
SUMMARY
1. Click View >> Arrange By >> Custom. 2. Click the Other Settings button. 3. Under AutoPreview, click the Preview unread items option button. 4. Click the OK button twice.
3. 4.
Click the Other Settings button.

The Other Settings dialog box appears.
Under AutoPreview, click the Preview unread items option button. Click the OK button twice.
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Microsoft
Outlook 2007
How To Print A Message
Level 1
1.
In Inbox, click the message that you want to print.

The message is selected.
SUMMARY
1. In Inbox, click the message that you want to print. 2. Click the Print button on the Standard toolbar.
2.
Click the Print button on the Standard toolbar.

In the Mail pane, the default style for e-mail messages is Memo Style, which prints copies that look similar to the message on your screen.
How To Delete A Message
3. 4.
In Inbox, click the message that you want to delete.

The message is selected.
Press <Delete>.
Outlook moves the message to the Deleted Items folder. If you want to permanently delete all the messages in the Deleted Items folder, click Tools >> Empty Deleted Items Folder
SUMMARY
1. Click the message that you want to delete. 2. Press <Delete>.
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Microsoft
Outlook 2007
How To Retrieve A Deleted Message
Level 1
1.
In the folder list, click the Deleted Items folder.

Outlook displays all deleted messages.
SUMMARY
1. In the Folder list, click the Deleted Items folder. 2. Drag the message you want to retrieve to the folder where you want to restore it.
2.
Drag the message you want to retrieve to the folder where you want to restore it.
The screen below shows a message dragged to the Inbox folder.
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Microsoft
Outlook 2007
Working With Attachments
Level 1
E-mail is not restricted to just simple text messages. You can send files along with your messages, these files are called attachments. For example, if you had to send a copy of your proposal to your manager for approval, you could simply attach a copy of the file to your message. You can attach documents, pictures, sounds and videos to a message.
Message that has attachment is identified by a paper clip icon in the message list. One of the new features in Microsoft Outlook 2007 is the ability to quickly preview the email attachment without opening the attached file.
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Microsoft
Outlook 2007
How To Attach A File To A Message
Level 1
1.
Compose a new e-mail message. In the To: box, enter the recipients e-mail address. In the Subject: box, type Proposal. In the Message Body: box, type Please find attached
the proposal for launching a new project for the year 2007.
As an exercise for this lesson, you can send this e-mail to yourself.
SUMMARY
1. In the Include group, click the Attach File button. 2. In the Insert File dialog box, select the file you want to attach and click the Insert button.
2.
In the Include group, click the Attach File button.

The Insert File dialog box appears.
3.
In the Insert File dialog box, select the file you want to attach and click the Insert button.
The message window is expanded and an icon with the attachment file is displayed, as shown below.
4.
Click the Send button.

29
Microsoft
Outlook 2007
How To Preview Attachments
Level 1
One of the new features in Microsoft Outlook 2007 is the ability to quickly preview some email attachments without opening the attached file. This can be done in either the Reading Pane or in an open message window. [NOTE: Of
course, in order to preview a file created in Office 2007, you must have Office 2007 installed.]
SUMMARY
1. In the message list, click the message that has the attachment that you want to preview. 2. In the Reading Pane, click the attachment. 3. Click the Message button to return to the message body.
1.
In the message list, select the message that has the attachment that you want to preview.
Messages that have attachments are identified by a paper clip icon in the message list.
2.
In the Reading Pane, click the attachment.

A preview might not show the most up-to-date content in the file. To see the most complete, up-to-date content, open the file. For example, you can double-click a .docx attachment to open it in Microsoft Word.
TIPS
Attachment Preview is supported for messages that are formatted as HTML and plain text but not for messages that are formatted as Rich Text Format (RTF). When you preview an attachment you will receive a security warning. If you trust the source, click the Preview file button. If you do not wish to see this warning again, clear the check box for Always warn before previewing this type of file.
3.
Click the message body.
Message button to return to the
Outlook returns to the message body.
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Outlook 2007
How To Open An Attachment From The Message List
Level 1
1.
In the message list, right-click the message that has the attachment.
Note that a paper clip icon appears on the message header to indicate that there is an attached file in the message.
SUMMARY
1. In the message list, right-click the message that has the attachment. 2. Click View Attachments from the shortcut menu, and then click the name of the attachment.
2.
Click View Attachments from the shortcut menu, and then click the name of the attachment.
You are given the choice between opening and saving the attachment. Always keep in mind that it is a good idea to save the file first and then scan it by using an antivirus program before you open i
How To Open An Attachment From An Open Message
3.
Open the message that has the attachment.

If the message is in HTML format, attachments appear in the Attachments line, located below the Subject line. If the message is in Rich Text format, attachments appear in the body of the message.
SUMMARY
1. Open the message that has the attachment. 2. Double-click the attachment file.
4.
Double-click the attachment file.

The application in which the attachment was created launches to display the attachment.
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Outlook 2007
How To Save An Attachment
Level 1
1. 2.
Open the message that has an attachment.

Right-click the attachment, and then click Save As from the shortcut menu.
The Save Attachment dialog box appears.
SUMMARY
1. Open the message that contains an attachment you want to save. 2. Right-click the attachment and click Save As from the shortcut menu. 3. Navigate to the folder that you want to save the attachment in and click the Save button.
TIPS
How to save multiple attachments: 1. In the message list, click the message that contains the attachments. 2. Click File >> Save Attachments >> All Attachments. 3. The Save All Attachments window will appear where you can pick the attachments you want to save (use the CTRL button to select multiple attachments). 4. Click the OK button. 5. Browse to the folder where you want to save all the attachments and click the OK button.
3.
Navigate to the folder that you want to save the attachment in and then click the Save button.
You can change the file name of the attachment if you want. In the File name box, type the new name.
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Microsoft
Outlook 2007
How To Remove An Attachment
Level 1
You can reduce the size of your mailbox by deleting all the attachments from the messages you have received. You may want to save the file attachments on your computer before deleting them from Microsoft Outlook.
1.
SUMMARY
Open the message that contains the attachment you want to remove. Right-click the attachment and click Remove from the shortcut menu.
The attached file is removed from the message.
1. Open the message that contains the attachment you want to remove. 2. Right-click the attachment and click Remove from the shortcut menu.
2.
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Microsoft
Outlook 2007
Flagging Messages And Color Categories
Level 1
Flagging a message adds a flag icon to it. Use flags to remind you to follow up on an issue or to indicate a request for someone else. You can also use flags to set a reminder in a message you send.
With the flagged message, a comment on the purpose of the flag appears at the top of the message. If you set a reminder for the flag, the date will also appear at the top of the message.
When a message is flagged, you can see a flag or flag as completed icon in the Flag icon Status column. The icon means the message is not flagged. Color Categories, new in Outlook 2007, adds visibility to your Outlook items. After you associate a color with a color category and then assign the color category to different yet related items, the items are easier to identify and organize.
The category color appears in the message header helps you to quickly identify items based on their category. For example, you can keep track of all the meetings, contacts, and messages for the Project 2008 when you create a category named Project 2008 and assign items to it.
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Microsoft
Outlook 2007
How To Add A Flag For Follow Up
Level 1
1.
In the Inbox pane, right-click the flag status column next to the message that you want to add the flag.
A shortcut menu appears, as shown below.
SUMMARY
1. In the Inbox pane, right-click the flag icon next to the message that you want to add the flag. 2. Click a flag.
TIPS
You can also add a flag to an open message. In the Options group, click the Follow Up button, and then click a flag.
2.
Click a flag.
The flagged item appears in the message list.
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Microsoft
Outlook 2007
How To Add A Flag With A Custom Date To A Message
Level 1
1.
In the Inbox pane, right-click the flag status column next to the message that you want to add the flag, and then click Custom.
The Custom dialog box appears, as shown below.
SUMMARY
1. In the Inbox pane, right-click the flag icon next to the message that you want to add the flag, and then click Custom. 2. In the Start Date and Due Date boxes, select the dates that you want, and then click the OK button.
TIPS
Flagging an item does not select a reminder for the item. You can select a reminder by clicking Add Reminder on the shortcut menu.
2.
In the Start Date and Due Date boxes, select the dates that you want, and then click the OK button.
The Custom dialog box closes the flagged item appears in the message list.
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Outlook 2007
How To Flag A Message As Completed
SUMMARY
Level 1
1.
Next to the message, click the Flag Status column.

The flag becomes a check mark.
Next to the message, click the Flag Status column.
TIPS
To mark an open message complete, in the Options group, click the Follow Up button, and then click Mark Complete.
How To Remove A Flag
2.
Right-click the flag status column next to the message that you want to remove the flag, and then click Clear Flag.
Outlook removes the flag from the selected message.
SUMMARY
Right-click the flag status column next to the message that you want to remove the flag, and then click Clear Flag.
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Microsoft
Outlook 2007
How To Create A New Color Category
Level 1
You can add color categories to any type of information: email, calendar items, contacts, or tasks in Outlook 2007. These give you a simple, visual way to distinguish items from one another, making it easy to organize your data. You must create a new color category to be listed in the color category list before you can assign it to a message.
SUMMARY
1. On the Standard toolbar, click the Category button, and then click All Categories. 2. Click the New button. 3. In the Name box, type a name for the new color category. Click the arrow next to Color , and then click to select the color that you want. 4. Click the OK button. 5. Click the OK button.
1.
On the Standard toolbar, click the Category button, and then click All Categories.
The Color Categories dialog box appears.
2.
Click the New button.

The Add New Category dialog box appears.
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Outlook 2007
3.
Level 1
In the Name box, type Project 2008. Click the arrow next to Color, click to select the color that you want.
If you want to assign a shortcut key for this color category, click the arrow next to Shortcut Key and select the shortcut key you want from the list.
4.

The Add New Category dialog box closes and returns to the Color Categories dialog box. Note that the new color category Project 2008 is added to the list.
5.

The Color Categories dialog box closes.
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Microsoft
Outlook 2007
How To Assign A Color Category To A Message
Level 1
1.
In the Inbox folder, click a message that you want to assign a color category. Right-click the message.
A shortcut menu appears.
2.
Click Categorize, and then click Project 2008.

A color category is assigned to the selected message, as shown below.
SUMMARY
1. In the Inbox folder, click a message that you want to assign a color category. Rightclick the message. 2. Click Categorize, and then click a color category.
TIPS
The first time that you assign a default color category to an item, you will be prompted to rename the category. At this time, you can also change the color of the category and choose a keyboard shortcut.
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Microsoft
Outlook 2007
How To Set The Quick Click Category
Level 1
A default quick click category allows you to assign a color category to an item in your inbox with a single click. This can be especially helpful if you focus on one main project or frequently categorize.
1.
SUMMARY
On the Standard toolbar, click the Categories button, and then click Set Quick Click.
The Set Quick Click dialog box appears..
1. On the Standard toolbar, click the Categories button, and then click Set Quick Click. 2. Click the drop-down arrow to select a color category and then click the OK button.
2.
Click the drop-down arrow to select a color category and then click the OK button.
The Set Quick Click dialog box closes and the quick click category is set. If this is the first time that you assign a default color category to an item, you will be prompted to rename the category. At this time, you can also change the color of the category and choose a keyboard shortcut.
How To Assign A Quick Click Category
3.
In the Inbox folder, click the Categories column next to a message.

The color category is assigned immediately to the selected message.
SUMMARY
In the Inbox folder, click the Categories column next to a message.
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Microsoft
Outlook 2007
How To Set A Follow-Up Flag For Recipients
Level 1
In Outlook 2007, you can set a follow-up flag for recipients in order to remind your recipients to respond to an e-mail message that you sent.
1.
SUMMARY
In a new message window, in the Options group, click the Follow Up button.
Outlook display a list of options, as shown below.
1. In a new message window, in the Options group, click the Follow Up button. 2. Click Flag for Recipients. 3. Under Flag for Recipients, in the Flag to: drop-down arrow and click to select the type of flag you want. 4. Click the OK button.
2. 3.
Click Flag for Recipients.

The Custom dialog box appears.
Under Flag for Recipients, in the Flag to: drop-down arrow and click to select the type of flag you want.
By default, a reminder will accompany the task. If you want only the flag without the reminder alert, clear the Reminder check box.
4.

The Custom dialog box closes.
42

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THE COMPLETE

Microsoft Outlook 2007

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USING ELECTRONIC MAIL (E-MAIL) ............................................................. 7

Using Electronic Mail (E-mail)

In the Navigation Pane, click the Mail button.

Click the toolbar.

New button on the Standard

In the Untitled Message window, click access e-mail addresses.

Click the OK button.

Click the name you want to enter in the box.

How To Write The Text Of A Message

Click the Office button, and then click Close.

In the Navigation Pane, under Mail Folders, click Drafts.

Double-click the message you want to open.

In the message window, press <Ctrl>+<End>, and press <Enter> twice.

Click the Close button.

Click the Close button.

Have replies sent to

Do not deliver before

In the message window, click the Send button.

How To Resend A Message

Click the Send button.

Click the options you want.

Click the OK button.

Create and Send the following e-mail message:

How To Check For New Messages

Click the the Standard toolbar.

Click the Send/Receive button on the Standard toolbar.

Read the contents of the message in the Reading pane.

Double-click the From field in the Reading Pane.

Right-click the message you want to mark.

Click Mark as Unread from the shortcut menu.

In Inbox, click the Postpone of Meeting message.

Click the toolbar.

Reply button on the Standard

In the message box, type Where is the place?

Click the Send button when youre finished.

Click the message Postpone of Meeting.

Click the toolbar.

Forward button on the Standard

A forwarding message is created with FW added to the subject line.

From the menu, click View >> AutoPreview.

Click View >> AutoReview.

How To Preview The First Three Lines Of Unread Messages

From the menu, click View >> Arrange By >> Custom.

Click the Other Settings button.

In Inbox, click the message that you want to print.

Click the Print button on the Standard toolbar.

How To Delete A Message

In Inbox, click the message that you want to delete.

1. Click the message that you want to delete. 2. Press <Delete>.

In the folder list, click the Deleted Items folder.