Outlook 2007 Ebook

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ELECON INFORMATION TECHNOLOGY LIMETED Outlook 2007 1

Table of Contents

1) Create an E-Mail message .................................................................................................... 3

Start a new message............................................................................................................................. 3

Assign the level of importance.............................................................................................................. 7

Set the expiration date .......................................................................................................................... 8

Delay sending the message.................................................................................................................. 9

Exchange accounts only.................................................................................................................... 9

All e-mail accounts........................................................................................................................... 10

Change the font.................................................................................................................................... 14

Add graphics ........................................................................................................................................ 14

Add a table ........................................................................................................................................... 15

Add a signature .................................................................................................................................... 17

Insert a signature automatically ...................................................................................................... 17

Insert a signature manually ............................................................................................................. 21

Change the appearance of your message ........................................................................................ 22

Insert or attach items to your message .............................................................................................. 22

Add voting buttons ............................................................................................................................... 26

Get a delivery or read receipt ............................................................................................................. 27

Review the voting responses .............................................................................................................. 28

Sent E-mail messages are saved ....................................................................................................... 29

Resend a message ............................................................................................................................... 29

Recall and replace a message ........................................................................................................... 30

Prevent recipient names from showing by using Bcc ....................................................................... 32

Recover deleted items ......................................................................................................................... 33

Turn Autocomplete on or off............................................................................................................... 34

Add inline comments with identifying text to message replies ................................................................ 36

Turn on inline comments and create identifying text .......................................................................... 36

Add inline comments to a message ..................................................................................................... 36


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Create a distribution list....................................................................................................................... 39

Insert horizontal lines .......................................................................................................................... 41

Insert a line by typing a few characters .......................................................................................... 41

2) Calendar in Outlook 2007 ...................................................................................................42

Common Calendar Terminology .......................................................................................................... 42

3) Appointments : ...................................................................................................................45

Create Recurring Appointments ....................................................................................................... 45

4) Meetings ............................................................................................................................49

Checking if a Guest is "Free" or "Busy" ................................................................................................ 50

Responding to Meeting Requests ........................................................................................................ 50

Rescheduling Meetings and Proposing New Times .............................................................................. 51Calendar Options............................................................................................................................... 51

Creating a New Calendar................................................................................................................ 54

Clear Calendar Items....................................................................................................................... 56

Print the Calendar ............................................................................................................................. 56

Granting Others Permissions to your Calendar........................................................................................ 58

5) Tasks.................................................................................................................................60

Recurrence Task................................................................................................................................ 61

Task Assignment............................................................................................................................... 61


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1) Create an E-Mail message

Creating an e-mail message is the most frequent task you perform in Microsoft Office Outlook. This

task also offers you the most options and configurations of any Outlook feature. No matter what

type of message you are composing, whether business or personal, you can always find a way to

add your unique style.

Microsoft Office Outlook 2007 uses an editor based on Microsoft Office Word 2007 for e-mail

messages.

Outlook's primary role is its phenomenal email capabilities. Aside from the casual exchange of email

between one or many of your contacts. Outlook offers emailing solutions such as shared contact listings,the ability to import email lists from Excel and Access, as well as the ability to send/receive email from

multiple email accounts such as Google's Gmail and Yahoo Mail.

Start a new message

1. On the File menu, point to New, and then click Mail Message.

Keyboard shortcut To create a new e-mail message, press CTRL+SHIFT+M

2. In the Subject box, type the subject of the message.


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Add recipients

Enter the recipients' names in theTo , Cc, orBcc box. Separate the names with a semicolon (;).

The Bcc box is missing

To turn on the Bcc box for this and all future messages, on the Message Options tab, in the Fields group,

click Show Bcc.

To select recipients' names from a list in the Address Book, click the To orCc button.
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When you are ready to send your message, next to To and Cc, click Send.


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Assign the level of importance

You can set the level of importance for a message so that recipients can see the indicator in their Inbox before they open

the item. Setting the level of importance also enables the recipients to sort their messages by importance.

On the Message tab, in the Options group, click High Importance or Low Importance.


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Set the expiration date

When a message expires, the message header remains visible in Outlook folders with a strikethrough, and

the message can still be opened.

1. On the Options tab, in the More Options group, click the Message Options Dialog Box Launcher

.

2. In the Message Options dialog box, underDelivery options, select the Expires after check box,

and then click a date and time.


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Delay sending the message

If you use a Microsoft Exchange e-mail account, you can delay the delivery of an individual message.

Regardless of e-mail account type, everyone can use rules to delay the delivery of all messages by having

them held in the Outbox for a specified time after clicking Send.

Exchange accounts only

1. On the Options tab, in the More Options group, click Delay Delivery.

2. Click the delivery date and time that you want.

NOTE You must click Delay Delivery on each message that you want to delay. To delay all messages,

see the next section,


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All e-mail accounts

This process delays all messages for all accounts. You can customize the settings in the Rules

Wizard to limit the criteria for when the delay is imposed.

3. In the main Outlook window, on the Tools menu, click Rules and Alerts.

4. In the Rules and Alerts dialog box, on the E-mail Rules tab, click New Rule.

5. UnderStep 1: Select a template, underStart from a blank rule, click Check messages

after sending, and then click Next.


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6. Click Next again, and when you see the message This rule will be applied to every

message you send, click Yes.


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7. UnderStep 1: Select action(s), select the defer delivery by a number of minutes check box.

8. UnderStep 2: Edit the rule description (click an underlined value), click a number of.

9. Enter a number between 1 and 120, and then click OK.

10. Click Finish, and when you see the message This rule is a client-side rule, and will

process only when Outlook is running, click OK.

NOTE This rule delays all messages that you send for the number of minutes that you enter

in step 7. Outlook must remain running so that the message can be sent after the specified

delay.


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Change the font

You can change the font in your message in several ways:

On the Message tab, in the Basic Text group, you can select the font, font size, font style

(bold, italic, and underline), font color, and text highlighting.

On the Format tab, in the Font group, you can select the font and font size; increase or

decrease the size by one increment; change the font style (bold, italic, underline, strikethrough,

subscript, superscript); change the case, the font color, and the text highlighting; and remove all

font formatting.

On the Mini toolbar that appears when you select text, you can select the font, increase or

decrease the size by one increment, select a theme, use the Format Painter, select the font

style (bold, italic, and underline), and highlight text.

On the Format tab, in the Style group, you can select styles.

Add graphics

Graphics can get the attention of your recipients. Graphics can also increase the file size of your e-

mail message, so graphics should be used in moderation. If you want to send graphics as

attachments, not as part of the body of the message, see the next section, Insert or attach items to

your message. To change the background appearance of the message, see the previous section;

add a background color, gradient, texture, pattern, or picture.

On the Insert tab, in the Illustrations group, click one of the following:

o Picture from File Browse to the folder where the picture that you want is saved,

select the picture, and then click Insert. You can resize or rotate the picture with the

picture drag handles. For additional picture options, right-click the picture, and then

click a command on the shortcut menu.


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o SmartArt Choose a layout for a SmartArt graphic, and then click OK. Click the

SmartArt graphic to add text. For additional options, right-click the SmartArt graphic,

and then click a command on the shortcut menu.

For additional information about how to use SmartArt graphics, see Create a SmartArt

graphic.

o Chart Choose a chart type, and then click OK. In the Microsoft Office Excel 2007

worksheet that appears, enter the data for your chart. On the File menu, click Close.

For additional chart options, right-click the chart, and then click a command on the

shortcut menu.

o Shapes Click a shape. For additional shape options, right -click the shape, and then

click a command on the shortcut menu.

To insert WordArt, on the Insert menu, in the Text group, click WordArt.

Add a table

A table is made up of rows and columns of cells that you can fill with text and graphics. Tables are often

used to organize and present information.

You can also use tables to create interesting page layouts, or to create text, graphics, and advanced table

layouts.

1. Click where you want to insert a table.

2. On the Insert tab, in the Table group, click Table.

3. Do one of the following:
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Point to Quick Tables, and then click the table that you want. Replace the data in the table

with the data that you want.

Click the table grid to determine the number of rows and columns to create in a new empty

table.


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Add a signature

You can create a default signature to be added to all your outgoing messages, or you can insert a signature

manually into outgoing messages on an individual basis. Do one of the following:

Insert a signature automatically

1. On the Message tab, in the Include group, click Signature, and then click Signatures.

NOTE You can also access the signature options that are available on the Message tab after you

click Reply, Reply to All, orForward in an open message.

2. On the E-mail Signature tab, in the Select signature to edit list, select the signature that you want.

3. UnderChoose default signature, in the New messages list, select the signature that you want.


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4. If you want to include a signature in messages that you reply to and in messages that you forward, in

the Replies/forwards list, select the signature. If you don't want a signature in these messages, select

none.

5. Click OK.

6. To add the default signature to a current message, on the Message tab, in the Include group,

click Signature, and then select the signature.

Insert a signature manually

7. On the Message tab, in the Include group, click Signature, and then select the signature that

you want.

NOTE You can also access the signature options that are available on the Message tab

after you click Reply, Reply to All, orForward in an open message.


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Change the appearance of your message

Add a background color, gradient, texture, pattern, or picture

1. On the Message Options tab, in the Themes group, click Page Color.

2. Click a color on the Theme Colors orStandard Colors palette. To remove the color, c lick No Color.

3. If you want to add a gradient, texture, pattern, or picture, click Fill Effects.

4. Select the fill options that you want.

TIP The color of the gradient, texture, or pattern is based on the color that you select in step 2.

Insert or attach items to your message

Add attachments

1. On the File menu, click New, and then click Mail Message.

2. On the Message tab, in the Include group, click Attach File, and then click File.


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3. Browse to and select the file that you want to attach, and then click Insert.

If you don't see the file that you want in the appropriate folder, make sure that All files (*.*) is

selected in the Files of type box, and that Windows Explorer is configured to show file name

extensions.

TIP You can attach multiple files simultaneously by selecting the files and dragging them from a folder on

your computer to an open message in Outlook.

Where the attachments appear in your message depends on the format in which you compose the message:

If the message format is HTML or plain text, attachments appear in the attachment box below the

Subject box.
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Add tracking to your message

Flag a messageFlagged e-mail messages help you to better manage your mail. Flagged messages create to-do items

either for you alone or for you and the recipients of the e-mail message. For example, you can flag an e-

mail message that requests information that you need by a certain date. When the recipient receives the

message, a flag appears with it, and a message appears in the InfoBar in the Reading Pane and at the top

of the message when it is opened in Outlook.

A message that is flagged for yourself can help you to track who has replied to the message. In the

previous scenario, you sent a flagged e-mail message requesting information by a certain date. By also

flagging the message for yourself, you are reminded to check for replies. Outlook can even help you to

automatically find replies to the original flagged message.

1. On the Message tab, in the Options group, click Follow Up , and then select the follow-up due date,

or click Custom.

2. If you want a reminder about this flagged message, on the Message tab, in the Options group, click

Follow Up, and then click Add Reminder. If you want, you can change the reminder date and time.

3. If you want, you can include a flag to the recipients so that they will be alerted of a deadline. On the

Message tab, in the Options group, click Follow Up, and then click Flag for Recipients. To include a

reminder to the recipient about this flagged message, select the Reminder check box, and then, if

necessary, change the date and time.


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Add voting buttons

This feature requires you to use a Microsoft Exchange Server 2000, Exchange Server 2003, or Exchange

Server 2007 account. Most home and personal accounts do not use Microsoft Exchange. For more

information about Microsoft Exchange accounts and how to determine which version of Exchange your

account connects to, see the links in the See Also section.

It is easy to create a poll in Microsoft Office Outlook by including voting buttons in an e-mail message.

1. On the Message Options tab, in the Format group, click Use Voting Buttons.

2. Click one of the following:

Yes; No When all you need is either a yes or a no, this is a good way to take a quick poll.

Yes; No; Maybe When you don't want to limit the choices to yes and no, this voting option

offers an alternative response.


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Custom Click this command to create your own custom voting button names. For example,

you can ask your colleagues to choose among three days of the week for a recurring weekly

staff meeting.

1. When the Message Options dialog box appears, underVoting and Tracking options,

select the Use voting buttons check box.

2. Select and delete the default button names, and then type the text that you want.

Separate the button names with semicolons.

Get a delivery or read receipt

A delivery receipt tells you that your e-mail message was delivered to the recipient's mailbox, but not

whether the recipient has seen it or read it. A read receipt tells you that your message has been opened. In

both cases, you receive a message notification when your message is delivered or read. The contents of the

message notifications are then automatically recorded in the original message in yourSent Items folder.

However, do not rely solely on these receipts. The message recipient might determine whether a read

request has been requested and decline to send one. If the message is read-only in the Reading Pane, a

read receipt may not be sent. In addition, the recipient's e-mail program might not support read receipts.

1. In the message, click Options.

2. UnderVoting and tracking options, select the Request a delivery receipt for this message or

the Request a read receipt for this message check box.


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Review the voting responses

1. Open the original message with voting buttons that you sent. This message is usually located in the Sent

Items folder.

2. On the Message tab, in the Show group, click Tracking.

NOTE Tracking does not appear until at least one recipient of the e -mail message has replied with his or her vote.


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Sent E-mail messages are saved

By default, a copy of each message that you send is saved in the Sent Items folder.

When you reply to or forward an e-mail message that is saved in any folder other than the Inbox,you can configure Outlook to save a copy of the sent message in the same folder as the originalmessage.

1.On the Tools menu, clickOptions, and then on the Preferences tab, clickE-mailOptions.

2.Under Message handling, the Save copies of messages in Sent Items folder checkbox must be selected.

3.ClickAdvanced E-mail Options.4.Select the In folders other than the Inbox, save replies with original message

check box.

Resend a message

After an e-mail message has been sent, you can resend the same message. This is useful if one or more of

the message recipients say they didn't receive the first message, or you want to quickly send the message to

new recipients.

1. In Mail, in the Navigation Pane (Navigation Pane: The column on the left side of the Outlook

window that includes panes such as Shortcuts or Mail and the shortcuts or folders within each

pane. Click a folder to show the items in the folder.), click Sent Items.

2. Double-click the message that you want to resend.

3. On the Message tab, in the Actions group, click Other Actions, and then click Resend This

Message.
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If there are multiple recipients, you can remove recipients who do not need to receive the message

again. Click the names you want to remove, and then press DELETE.

TIP You can also add recipients who were not on the original message, add or remove

attachments, and change the contents of the message.

4. Click Send.

NOTE If you want to resend multiple messages, you must do so one at a time. Repeat these instructions

for each message.

Recall and replace a message

You send an e-mail message, asking your co-workers to review the sales figures for this year, but you forget to attach

the sales figures. After you send the message, your Inbox is flooded wi th messages that ask "What attachment?", "I

didn't get the attachment!", or "Can you resend the attachment?"

How can you undo your error? You can recall the original message and then resend it with the missing attachment. For

all of your co-workers who haven't opened the message yet, you can perform an e-mail sleight of hand and replace the

original message with another one that contains the attachment.

1. In Mail, in the, click Sent Items.

2. Open the message that you want to recall.

3. On the Message tab, in the Actions group, click Other Actions, and then click Recall This Message.


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4. Click Delete unread copies of this message.

NOTE If you are sending the message to a large number of people, you may want to clear the Tell me if

recall succeeds or fails for each recipient check box.


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Select whether you want to only delete the message or delete and replace the message.

Select the check box to receive a confirmation that the recall was successful.

Click OK, and then type a new message and include the attachment.

Click Send.

Prevent recipient names from showing by using Bcc

BCC is an abbreviation for blind carbon copy. If you add a recipient's name to the Bcc box in an e-mail message, a

copy of the message is sent to the recipient, but the recipient's name is not visible to the other recipients of the message.

If the Bcc box is not visible when you create a new message, you can add it.

Keep the recipient list private Bcc can help you to be respectful of others' privacy by keeping

them in the loop without disclosing their identities. For example, if you send a job announcement to

multiple people, you may want to use Bcc to keep the identities of the potential job seekers private.

Tip Consider using mail merge in MicrosoftOffice Word 2007 as an alternative to Bcc. With mail

merge, you can quickly send the same e-mail message to individual recipients. Mail merge allows

you to do a mass mailing with just one name in the To box of the message.


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Recover deleted items

This feature requires you to use a Microsoft Exchange Server 2000, Exchange Server 2003, or Exchange

Server 2007 account. Most home and personal accounts do not use Microsoft Exchange.

Microsoft Office Outlook 2007 provides a way to recover items after you delete them permanently, even

after you empty the Deleted Items folder.

NOTE Your Exchange administrator specifies the retention time for items that are deleted permanently on

the server running Exchange. After this time elapses, you cannot recover the deleted items.

You can view and recover deleted items, including the items that were deleted permanently, when you

selected items and pressed SHIFT+DELETE or SHIFT+ .

In the folder from where you deleted the item, or in the Deleted Items folder, click Recover Deleted Items

on the Tools menu.

You must use an Exchange account for this command to appear. If you use an Exchange account and do not

see the command, contact your Exchange administrator.

Click an item and then click Recover Selected Items .

TIP To select multiple items, press CTRL as you click each item.

Each recovered item is restored to the folder from which it was deleted.

NOTE You cannot recover an item if it does not appear in the Recover Deleted Items dialog box.

You must use an Exchange account for this command to appear. If you use an Exchange account and do not see the

command, contact your Exchange administrator


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Turn Autocomplete on or off

AutoComplete is a feature which displays suggestions for names and e-mail addresses as you begin to type

them. These suggestions are possible matches from a list of names and e-mail addresses that you have

typed before, known as the AutoComplete name list.

1. On the Tools menu, click Options.

2. On the Preferences tab, click E-mail Options, and then click Advanced E-mail Options.

3. Select or clear the Suggest names while completing To, Cc, and Bcc fields check box.


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Add inline comments with identifying text to message replies

When you reply to email messages, sometimes you might find it faster and clearer

to type your responses next to the statements within the body of the original

message. You add your responses within the original message by using inline

comments. Your responses appear where you position the pointer before you type

and are preceded by your name. If you want, you can customize the text that

identifies your comments in the original message.

Turn on inline comments and create identifying text

1. Click the File tab.

2. Click Options.

3. Click Mail.

4. Select the Preface comments with check box, and then type the text that you want to use

to identify your comments. This text appears in brackets when you reply to a message by

using inline comments.

Add inline comments to a message

1. Open a message that you have received, and then click Reply.

2. Click the body of the original message, and then start to type your comments.


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Create a distribution list

Distribution lists are stored by default in your Contacts folder. If you use a Microsoft Exchange account,

your Global Address List can contain global distribution lists, which are available to everyone who uses that

network. The personal distribution lists (personal distribution list: A collection of e-mail addresses that you

create and add to your Outlook Address Book as one e-mail alias. When you send a message to a

distribution list, it goes to each e-mail address in the list.) that you create in your Contacts folder are

available only to you, but you can share them by sending them to others

Create a distribution list by using names in the Address Book

1. On the File menu, point to New, and then click Distribution List.

2. In the Name box, type the name of your distribution list. (For example, "Political Friends.")

3. On the Distribution List tab, click Select Members.

4. In the Address Book drop-down list, click the address book that contains the e-mail addresses you want

to include in your distribution list.


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5. In the Search box, type a name that you want to include. When the name you're searching for appears

in the list below, click it, and then click Members.

6. Do this for each person whom you want to add to the distribution list, and then click OK.

If you want to add a longer description of the distribution list, on the Distribution List tab, click Notes,

and then type the text.

The distribution list is saved in yourContacts folder under the name that you give it.


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Insert horizontal lines

Adding horizontal lines to your e-mail message can help separate sections of a long message and can add

visual appeal. Microsoft Office Outlook 2007 includes multiple horizontal line styles and decorative graphic

lines.

Insert a line by typing a few characters

The fastest way to add a horizontal line to your e-mail messages is to use the AutoFormat feature. When you

type some characters three times and then press Enter, the those characters instantly become a horizontal

line.

1. Place the cursor where you want to insert the horizontal line.

2. Do one of the following:

For this type of line: Type three of these:

--- (hyphens)

=== (equal signs)

___ (underlines)

*** (asterisks)

### (number signs)

~~~ (tildes)

3. NOTE Press Enter after typing the three characters.

4. The line is inserted for the full width of the page. When inserted into a column, the line is inserted to

match the width of the column.


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2) Calendar in Outlook 2007

It is quite helpful in scheduling activities in your Outlook calendar as appointments,meetings, events, or tasks. Your choice of entry type will depend on who else is involved

and how you want the entry to appear. By selecting entries in your calendar correctly,

you'll know at a glance what's going on, when, and with whom.

The Microsoft Outlook Calendar is the calendar and scheduling component of Outlook,

and is fully integrated with your Outlook email and contacts. With Calendar, you can create

appointments and events, organize meetings, and book meeting rooms and other

resources.

Common Calendar Terminology

An appointment, which is the default calendar item, involves only your schedule and

time and does not require other attendees and resources

When an appointment lasts longer than 24 hours, it becomes an event.

An appointment becomes a meeting when you invite other people or resources.

Before you can see what's in your calendar, you need to know how to find it. Here are twoquick ways to see the calendar:

1. Click CALENDAR in the Navigation Pane.

2. Click a date on the Date Navigator (which you'll find at the top of the To-Do Bar).


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Once you're looking at your calendar, you can use the buttons at the top of the window to

navigate and to show or hide detail:

1.ClickDay, Week, orMonthto quickly switch views.

2.ForwardandBackbuttons allow you to easily move through your calendar.

3.More buttons let youshow or hide days or detail, depending on your view

Now that you see your calendar, you can start scheduling. You'll choose from Different types of

entry.


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By knowing the different types, you can be more effective when you schedule your activities.

1). Appointment:An appointment is an activity that involves only you, at a scheduled time.

2). Meeting:A meeting occurs at a scheduled time, like an appointment. The difference is that

you invite other people by using a meeting request that's sent via e-mail.

Event:An event is an activity that lasts all day long. Unlike an appointment or meeting, an

event doesn't block out time in your calendar. With an event, you can still have other entries

appear in your schedule for that day.

3). Task:A task is an activity that involves only you, and that doesn't need a scheduled time.

New to Outlook 2007 is an area in your calendar's Day and Week views that shows tasks.


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3) Appointments :

On the Calendar select a day and then go to FILE --> NEW --> APPOINTMENT.

By default the appointment will be created with Start and End time being that of the

selected day. You can change this setting.

Notice that the appointment is untitled (from Appointment Titlebar).

You will be able to set a reminder so that Outlookkeeps reminding you of the appointment

every now and then. Click on SAVE AND CLOSE.

Back to the Calendar Week View. Notice how your appointment will look like with an alarm

beside it. This is the reminder. Moreover, you will have the subject displayed and thelocation between parentheses if you have provided them. If you click once on the

appointment, your cursor will start blinking inside a text box. You can actually edit the

information. Moreover, if you double click on the box, you will be taken to the Appointment

window. You can change the settings.

You can also reschedule an appointment. Lets say the appointment is no longer on the day

chosen earlier but rather on another day. You can simply drag the appointment from its

current location and drop it onto the destination day on your calendar. It will change the day

of the appointment, however the time and all other settings remain intact. If you double clickon the appointment you will be able to view the change in the date of the appointment.

When the day and time of the appointment arrives, you will directly get a Reminder window asking

you whether you want to Snooze, Dismiss, orOpen the Item.

Note that the reminder feature will be on only ifOutlookis open on your local PC.

Create Recurring Appointments

If you have appointments that are occurring each week, you can create a recurring appointment.

You can create a recurring meeting, event or appointment is the same way.

To create a recurring appointment, right click anywhere on your calendar and choose NEW

RECURRING APPOINTMENT or simply click the RECURRENCE button in the Optionsgroup of

the Appointmenttab.


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The Appointment Recurrencebox will appear:

You will need to enter the date and time youll have appointment recurrence.

After entering the appropriate information, click OK.

Now you can enter the rest of the information as creating a normal appointment. If you open a

recurring appointment (double click) then you will be asked whether you want to open the selected

occurrence or the whole series.

If you want to edit a single occurrence choose Open this occurrence, otherwise choose OPEN

THE SERIES.


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To open a recurring calendar entry to see its details or to change it, you'll double-click it. When

you do this, you'll see a message like the one in the picture, which gives you two options:

Open this occurrence: Choose this option when you want to see or change one instance,

not the entire series. On one particular day, for example, you might want to exercise a half-

hour later than usual, without changing the usual time.

Open the series Choose this option when you want to see or change the entire series if,

for example, you decided to shift all instances of your "Exercise" appointment by half an

hour.

After the series is open, to change its recurrence pattern, click the RECURRENCE button

on the Appointmenttab.

Tips: Keep these in mind when you work with recurring items:

Don't delete a recurring entry. Instead, change the "End by" time. This leaves you with a

record of past occurrences.

You may need to create several different recurring calendar entries to achieve the desired

pattern for a single activity. For example, if you want to set up a payday event that occurs

on the 15th day of the month and also on the last day of the month, you will need to setup

two recurring events for that.


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4) MeetingsSimply select a time on yourCalendar, create an Appointment, and select people to invite by

clicking on INVITE ATTENDEES:

Also you can organize a meeting by going to File --> New --> Meeting Request.


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Checking if a Guest is "Free" or "Busy"

After inviting your guests and booking a meeting room, you can check if they are free

or busy during the proposed meeting time by doing the following:

1. Click the Scheduling button (next to the Appointment button)

2. Review free/busy time for invited attendees. In this view, blue bars indicate busy time in

the attendee's calendar.

3. Move the meeting time to the next available time block for all attendees with your mouse

or by using the button. The top bar indicates free/busy time for all

invited attendees.

4. If you want to add more attendees, you can type attendee names in the next available row

or click Add Others in the lower left hand side of the screen to browse the Global Address

List.

Note: Those outside the Brown community as well as those not using Outlook calendaring

will not appear on this free/busy list. This is another reason why using your own Outlook

calendar and encouraging others to use theirs is very beneficial: not only do they get

reminders and a calendar they can check, but it facilitates easy meeting planning.

Responding to Meeting Requests

Meeting Requests will be delivered into your Inbox: you can accept, tentatively accept, reject, or

propose a new time.

When you click accept, it offers to send a response or not and the main thing is that the request is

transferred from your Inbox to your calendar as an appointment organized by the sender. The mail

request is then transferred to your deleted items folder. If you double-click the appointment, you

can review who else was invited and their attendance status.

Tentatively accept puts the meeting tentatively into your calendar.

While rejecting an invitation lets the person know that you aren't available at that time.

Whatever your response, always make sure that Outlook sends the response; if you select "Don't

send a response" or otherwise opt-out of sending a response, the meeting organizer will have no

way of knowing if you've accepted or not.


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Rescheduling Meetings and Proposing New Times

The meeting Organizer can reschedule a meeting by opening the calendar item and changing the

time of the meeting. Outlook also has an option for non-organizers to propose a new time for

meetings they have been invited to. Upon clicking the "Propose New Time" button, a form opens

where you can select the new time. You select the time and click Propose Time and then send

which sends the request to the organizer who will decide on the proposal.

Calendar Options1) Editing the default reminder time

When you create an appointment, the reminder is already set for you; usually it is set for 15

minutes by default.To change the default reminder settings,

go to TOOLS> OPTIONS> PREFERENCES tab> CALENDAR section


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You can directly change the default reminder setting and set it to be different from every 15

minutes.

Moreover, if you click on the CALENDAR OPTIONS button you will get more options and settings.

You can change according to your need:

2) Changing the work week days and hours

you can change the work week days and times of you calendar to suit your schedule:

Go to TOOLS>OPTIONS> PREFERENCES tab> CALENDAR section,

and then click CALENDAR OPTIONS


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You can also add holidays to you calendar. All you need to do is click on the ADD HOLIDAYS

button and choose the country you live in. Or you can select more than one country if you would

like to view the holidays of those countries on your calendar as well.

To remove holidays do the following:From the Advancedtoolbar go to VIEW> CURRENT VIEW drop down list and select Events.

This will provide you with a list of all events and holidays. You can simply click on one and click on

the DELETE button from the Standardtoolbar. To select multiple items use [CTRL/SHIFT] and to

select all go to EDIT>SELECT ALL.


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Creating a New Calendar

In addition to the default Microsoft Office OutlookCalendar, you can create other Outlook

calendars. For example, you can create a calendar for your personal appointments.


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TIP: To delete a calendar, right-click the calendar name in the Navigation Pane, and thenclick Delete calendar name.

Clear Calendar Items

To Clear Calendar Items:

1) In Calendar, select View> Arrange by> Current View, and then click BY CATEGORY.

2) Select all items (CTRL+A), and then press [DELETE].

You can also delete a single category ofCalendaritems, such as holidays, by selecting the tablelist entry and pressing [DELETE].

Print the Calendar

To print your Calendar, from the Folder Listselect CALENDAR and go to FILE>PRINT:


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UnderPrint Style, you have 5 styles to choose from:

1. Daily Style

2. Weekly Style

3. Monthly Style

Tri-fold Style: This print out will be broken into 3 parts: one sections for the hours and

appointments in the selected day, one section that displays the tasks list and one section

that displays the appointments in the selected week.

Calendar details Style: This is a printout of all calendar items currently displayed, with the

body of the item in a list format.


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Granting Others Permissions to your Calendar

In general, users can see whether you are free or busy when they try to create a meeting with you.

If you want them to see what you are doing (usually your team should know this) you would grant

them reviewer permission to your calendar. You should not be using the delegates functions

unless you have people do things on your behalf (a rare exception). To share your calendar, click

"Share My Calendar..." in the Calendar module and fill out the form therein. You also have the

option of requesting access to their calendar at the same time.


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To view someone's calendar who has granted you permission

Open Sharing invitation of calendar e-mail

Then after click on Open this calendar


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5) Tasks

A task is a personal or work-related errand you want to track through completion. A task

can occur once or repeatedly (a recurring task). A recurring task can repeat at regular

intervals or repeat based on the date you mark the task complete.

To create a new task, go to FILE --> NEW --> TASK.


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Recurrence Task

To create a recurrence task, you click on the RECURRENCE button from the Optionsgroup in theTasktab. (See above picture)

Task Assignment

After you create a task and assign it to someone, you might have some management duties to

perform in maintaining it until it is complete. For example, you might want status reports and

updates on the progress of the task. Also, if the person to whom you assign the task rejects it, you

might want to reassign it to someone else.

To assign a task, you first create the task, and then send it as a task request to someone. The

person who receives the task request becomes the temporary owner of the task. This person can

decline the task, accept the task, or assign the task to someone else. If the task is declined, it is

returned to you.


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Date post:	04-Apr-2018
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Outlook 2007 Ebook

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