Outlook HOW to's for Users (Notes)

8/13/2019 Outlook HOW to's for Users (Notes)

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BASIC MS OUTLOOK PRACTICE GUIDELINES

The Outlook 2007 Screen

Navigation Pane

At the bottom are the four key tabs, which are:

Mail: Contains mail related folders like inbox and sent items folder. Use the Favorites

section at the top of the pane for easy access to frequently used folders.

CalendarLets you view and schedule appointments, events and meetings, and

compare calendars side by side.

TasksOrganize to-do lists, track task progress and delegate tasks.

ContactsStore addresses, phone numbers, and e-mail addresses.

Access the Outlook Calendar


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1. Clickon Calendarin the Navigation Pane. The calendar will appear in the OutlookScreen.

2. Once clicked it will appear as follows

Adding an Appointment


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The Appointment window will open.

4. Typea subject for your appointment in the Subjectfield.5. Typea location for your appointment in the Locationfield.6. Seta start and end date and time for your appointment.7. Typea note for your appointment in the large text box, the message/body area.8. Clickin the Reminderfield in the ribbon to set a reminder for your appointment.

Reminders can be scheduled for five minutes to two weeks before the appointment.


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9. ClickSave & Closein the ribbon. Your appointment will appear in your calendar.

Adding a Meeting Request

Meetings differ from appointments in that a meeting allows you to invite attendees and reserve

rooms and resources. 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 youre typing based on the addresses

youve e-mailed in the past, while the Global Address List (which is by clicking the To

button) provides a wide contact list of staff.

There are two ways to access the New Meeting window.

1. Clickon New Itemsin the Menu Bar (the down-arrow on the right in the Newbutton).

2. ClickMeeting Requestin the drop down menu.


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3. The New Meeting window will open.4. Typea subject for your meeting in the Subjectfield.5. Typea location for your meeting in the Locationfield.6. Typea note about your meeting in the large text box.

YOU CAN EITHER:

7. Clickin the Totext box and begin typing the name or address of an attendee. Auto-complete will suggest a recipient. Hit Enteron the keyboard, or click the highlighted

address to accept a suggestion.

OR:

8. Typethe name of an attendee in the Tofield. HitCtrl-Kon your keyboardand selectthe attendee you want from the list that appears. ClickOK.


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9. Selectedattendees will appear in the Tofield.10.Selecta date and time for the meeting.11.ClickSendto 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 a Care Zambia address and a Personal Address

Book for contacts inside or outside of the CO. To access the Global Address List:

1. ClickAddress Bookon the right side of Menu Bar. The Address Book window will open.2. Typea name into the searchbox, which the empty (input) bar on the left of the GO

button. As you type, the search function will display possible matches.


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3. Clickthe nameof the person for whom you are looking. A new window will pop up withthis persons contact information.

4. ClickAdd to Contactsto add them to your personal address book. A new window willpop up.


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5. ClickSave and Close. They will appear in your Personal Address Book.


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To Access your Personal Address Book (Contacts):

1. ClickContactsin the Navigation Pane. Your contact list will open on the Outlook screen.

2. You can add new contacts, add contact groups, delete contacts, e-mail contacts andinvite 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. ClickNewin the Menu Bar.2. ClickTaskin the drop down menu.

3. The New Task window will open. In this window you can:o Entera subject for the Task.o Entera start and end date.


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o Entera status.o Assigna priority level.o Adda reminder.o Setthe recurrence of the Task.o Seta follow-up reminder.o Assignthe task to someone else.o Categorizethe task.o Typenotes for the task.

4. When you are done filling in the New Task window, ClickSave and Close.

Creating a New Task Folder for ProjectsStep 1:From the Filemenu on Outlooks main toolbar, select Folderand then New Folder.


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Step 2:In the Create New Folderwindow that appears, type in the name that you want to use foryour new Tasksfolder. In this example, well call our new folder Project Management. Make sure

to select Task Itemsfor the Folder containsfield as shown in the screenshot below.

Assigning Tasks to Other Team MembersStep 1: Open the task list that contains your project items.

Step 2:Find the project task that you want to assign to another person or team. Double-click on

that item to open the task in a new window.


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Step 3:Make sure that the Tasktab on the Outlook ribbon has been selected. Click on the

Assign Taskbutton located in the Manage Taskportion of the ribbon.

Step 4:Fill in the email addresses of the parties to whom you are assigning the task. You can alsoupdate other task information in this window and include additional remarks in the note section

that will appear in the recipients email message.


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Step 5:When you have finished entering the information, click the Sendbutton. The task willnow show up as assigned in the main window of the project task list.

Note:Outlook 2007 will not allow you to assign a task to yourself using this method. By default,

a newly created task will automatically be considered to belong to you. If you need to transfer


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an assignment that was previously made to another person back to yourself, click on the Cancel

Assignmentbutton that appears in the main window for the task.

Creating Status ReportsStep 1: Open the folder that contains your list of project task items in Outlook 2007.

Step 2:Locate the item that you want to create a status report for in the task list summary.

Double-click on the task to open it in a new window.

Step 3:Make any necessary updates to the task item. In particular, be sure to check the Status

of the task to make sure that it accurately reflects what stage you are currently at. Its also a

good idea to re-evaluate the % Completefield at this point in time.


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Step 5: A new email window will appear on your screen containing the information from your

task item. You can include additional notes in this email if you need to make some type of

clarification or if there is some issue that you want to inform the project manager about. This is

the ideal place to include information about the task item that you dont want shown in the

task notes.


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Fill in the email address and make any other desired changes to the message.Step 6:Click Sendwhen finished to send out the email. Upon doing this, you will be returned to

the main window for the task item. Click Save & Closeto exit this window and return to your

task list summary.

Note:Although this is just a personal preference, I like to add a note to the task item stating the

date the status report was sent. This way, its easier to keep track of how much progress wasmade between successive status reports.

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.


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2. Double clicka Taskin the To-Do bar view and editthe Task.

OR

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

2. You can view the details of a Task in the Reading Pane.

Share your default Calendar folder with specific people

The default Calendar folder in Outlook is created in each Outlook profile. This folder cannot be

renamed or deleted.


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1. In Calendar, in theNavigation Pane,click Share My Calendar.

Note If you are using the Navigation Pane in Minimized view, in the Navigation Pane, click , click

Navigation Pane, and then click Share My Calendar.

1.Enter the name of the person that you want to grant access to view your calendar.2.Type a subject for your e-mail message.3.Click this check box to grant the recipient permission to view your calendar.4.Click this check box to specify that you want to ask the recipient to share his or her

calendar with you. This is optional.

2. In the To box, enter the name of the recipient for the sharing invitation message.3. In the Subject box, type a subject for the e-mail message.4. In addition, you can request permissions to view the recipient's default Calendar folder.

To do so, select the Request permission to view recipient's Calendar check box.

Note If you want to request access to a calendar folder other than the default Calendar folder,

you must send an e-mail message asking for permissions to that particular folder. This option

requests access to the recipient's default Calendar folder only.

5. In the message body, type any information that you want to include.6. Click Send.7. Review the confirmation dialog box, and then, if correct, click OK.

Revoke or change other people's access to your calendar folders

At any time, you can change or revoke someone's access permissions to your calendar folders.
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In Calendar, in the Navigation Pane, right-click the calendar folder for which you want to

change permissions.

Note If you are using the Navigation Pane in Minimized view, in the Navigation Pane, click , click

Navigation Pane, right-click the calendar for which you want to change permissions, and then

click Change Sharing Permissions.

Do one of the following:

Revoke or change access permissions for everyone

1. On the Permissions tab, in the Name box, click Default.2. Under Permissions, in the Permission Level list, click None to revoke

permissions or any of the other options to change permissions.

With this

permission level

(or role)

You can

Owner

Create, read, modify, and delete all items and files, and create subfolders. As

the folder owner, you can change the permission levels that other people

have for the folder. (Does not apply to delegates.)

Publishing EditorCreate, read, modify, and delete all items and files, and create subfolders.

(Does not apply to delegates.)

Editor Create, read, modify, and delete all items and files.

Publishing AuthorCreate and read items and files, create subfolders, and modify and delete

items and files that you create. (Does not apply to delegates.)

AuthorCreate and read items and files, and modify and delete items and files that

you create.

ContributorCreate items and files only. The contents of the folder do not appear. (Does

not apply to delegates.)

Reviewer Read items and files only.

Custom Perform activities defined by the folder owner. (Does not apply to delegates.)

None You have no permission. You cannot open the folder.

You can create custom permissions by selecting the appropriate check boxes and options under

Permissions.

Revoke or change permissions for one person

1. On the Permissions tab, in the Name box, click the name of the person whose accesspermissions you want to change.


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2. Under Permissions, in the Permission Level list, click None to revoke permissions or anyof the other options to change permissions.

With this

permission level(or role)

You can

Owner

Create, read, modify, and delete all items and files, and create subfolders. As

the folder owner, you can change the permission levels that other people

have for the folder. (Does not apply to delegates.)

Publishing EditorCreate, read, modify, and delete all items and files, and create subfolders.

(Does not apply to delegates.)

Editor Create, read, modify, and delete all items and files.

Publishing AuthorCreate and read items and files, create subfolders, and modify and delete

items and files that you create. (Does not apply to delegates.)

AuthorCreate and read items and files, and modify and delete items and files that

you create.

ContributorCreate items and files only. The contents of the folder do not appear. (Does

not apply to delegates.)

Reviewer Read items and files only.

Custom Perform activities defined by the folder owner. (Does not apply to delegates.)

None You have no permission. You cannot open the folder.

You can create custom permissions by selecting the appropriate check boxes and options under

Permissions.

1. Repeat step 2 for each person whose access permissions you want to modify.

HOW TO UNSHARE YOUR CALENDAR:

STEP 1

Open up Microsoft Outlook 2007 using the "Start" menu or with the shortcut on your Desktop.

Click the "Calendar" tab on the left hand side of Microsoft Outlook. This will open up your

Outlook 2007 calendar.


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STEP 2

Right-click the calendar you need to modify in the "My Calendars" section. Click the "Change

Sharing Permissions" option.

STEP 3

Select the "Permissions" tab. Select the person or mailing list and click the "Remove" button.

Click "OK."

OR ALTERNATIVE (PICTORAL)

Click the Calendar tab on the navigation pane, right-click the particular calendar, e.g My

Calendarthen follow as guided below.


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Click Properties

On the Permissionstab, click the user you want to remove or change permissions for

To remove permissions, remove the user or change their permissions to None.


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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. ClickViewin the Menu Bar.2. ClickReading Pane.3. Clickthe Right, Bottomor Off.

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. ClickViewin the Menu Bar.2. ClickNavigation Pane.3. ClickNormal, Minimizedor Off.4. You can also choose whether you want the favorites folders to show.


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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. ClickViewin the Menu Bar.2. ClickTo-Do Bar.3. ClickNormal, Minimizedor Off.4. ClickDate Navigator, Appointmentsor TaskListto toggle their visibility.


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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 clickon the folderthat will house your new folder.2. ClickNew Folderin the drop down menu. The Create New Folder window will

open.

3. Typethe name of your new folder in the Namefield.4. Clickin the Selectwhere to place this folderfield if you wish to change where

your folder will be located.


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5. ClickOK.

6. The new folder will appear in the location you indicated.

7. You can drag and dropmessages directly to this or any folder.

Documents

Outlook HOW to's for Users (Notes)