http://www.med.unc.edu/ois/help/training/microsoft/outlook2007/outlook-2007-training.docx
Outlook 2007 Training
Introduction
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Logging on to the domain: AD/youronyen
o Eventually, only one login (ONYEN) will be required for computer, email, single sign-on
sites, etc.
o AD is more secure
Tips
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http://outlook.unc.edu – New Webmail
o Works best in IE
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Instant Search –
button is for Instant Search.
o Install this for quicker searches
Features
o Email integration with the following:
o Contacts
o Calendar
o Tasks/To-do lists
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General Layout
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“Dual chevrons” hide/unhide panes
o Doing so gives you more room to read your mail on smaller monitors
Click & drag out to resize panes
Right-clicking on Calendar will open it in a new window
o This makes it possible to have Calendar open at the same time as Mail
Reading pane options (under View -> Reading Pane)
o Right, Bottom, Off
Mail Messages
General
 When composing, separate email addresses with a semicolon
o Thunderbird uses commas
Ribbon Menus
 ‘Insert’ menu
o Attach file
http://www.med.unc.edu/ois/help/training/microsoft/outlook2007/outlook-2007-training.docx
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o Attach item (ex., several emails)
o Signature
o Picture (In-line, not as an attachment)
o Hyperlink
o Symbols/Special Characters
o Horizontal Line
‘Options’ menu
o Set different reply-to -> ‘Direct Replies to…’
o Show BCC field
o Request a Delivery Receipt
o Delay Delivery
Email Permissions
 Do Not Forward
o Won’t prevent the recipient from copy/pasting, but at least they’ll know!
 High Importance
Message Recall
 Open a sent message -> Other Actions -> Recall Message
o Option to ‘Tell me if recall succeeds or fails for each recipient’
 You’ll receive an email letting you know
o Works only for those migrated to the Exchange server
 Everyone in the School of Medicine will be in it by March!
Mail Folders
Local & Server Folders
 Local folders are not on the mail server, but on your local computer.
 Server folders are the ones within Mailbox - yourname. Right-click to add new folder.
 Local folders are usually in Archive Folders, but they can be anything else outside of your
Mailbox. To create a new one:
 File -> Data File Management… -> Add… -> Office Outlook Personal Folders File
(.pst) -> Name it (Note that the default save location is ‘Outlook Files,’ a folder it
creates within My Documents) -> Label it (for display in Outlook) -> OK.
 Email quota will be increased from 1GB to 2GB soon
 You won’t be able to see local folders on Webmail, but saving mail in them frees up space on
your account if it’s getting full.
Favorite Folders
 Some people are highly organized, and have advanced methods of categorizing email. If you’re
working on a project & find yourself having to open folders within folders to get to it, try rightclicking on the folder, & ‘Add to favorites.’
http://www.med.unc.edu/ois/help/training/microsoft/outlook2007/outlook-2007-training.docx
Archiving
 An archive solution is coming soon, which will lead to basically unlimited space on your email
account.
 School of Medicine email is a public record, & soon you’ll be required to keep it for 10 years, so
archiving will be more important soon.
 For now, when Outlook asks you if you want to archive, generally click YES!
o AutoArchiving sends to a server folder (available everywhere); this is what most users
want.
o If you’re highly organized & want to add different archive folders (ex. A folder for
‘2010’), you may want to archive it manually.
Recover Deleted Items
 Deleted Items -> Tools -> Recover deleted items
o This works for up to 14 days.
Email Filtering/Rules
 Problems with too many real messages going to Junk Email? Actions > Junk Email > Junk Email
Options > Turn it off! ProofPoint still works.
 Choose something, like a ListServ
o Create new folder
o Tools -> Rules -> Alerts -> New Rule… -> Move messages from someone to a folder or
messages with specific words.
Calendars
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Looking at other people’s calendars
o File -> Open -> Other User’s Folder -> Change to calendar -> Type in/search for that
person
o Some are shared/public, some are not; but, you can always ask for permission!
Overlay multiple calendars
o Different colors = different calendars
o Check & uncheck the ones you want to see
o Private appointments
Need a calendar for some shared resource such as scheduling a conference room? Let OIS know
(help@med.unc.edu), & we will get it set up for you.
Right-click on your calendar’s name to change sharing permissions.
Add reminder to an event
o Choose event & double-click; set reminder. This even functions in IE Webmail!
Scheduling Assistant/Meeting Request
 You don’t need someone’s calendar shared with you in order to send an invite. Here’s an easy
way to schedule a meeting with multiple people.
 New -> Appointment or Meeting Request -> Scheduling Assistant
http://www.med.unc.edu/ois/help/training/microsoft/outlook2007/outlook-2007-training.docx
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o Add Attendees (from ‘Add Attendees…’ button, bottom left; or, type in names)
o Optional/Required ( )
o Suggested Times show in the right column
Make it
o Double-click on meeting
o Tracking -> View Responses
If someone else FWDs your invite, you are notified
Navigating Appointments
 View -> Current View -> All Appointments
o (& back to Day/Week/Month)
 ‘Go’ menu
o Next Appointment (Ctrl+<)/Previous Appointment (Ctrl+>)
Contacts
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Some options will show you a list of your migrated contacts
o Make a new mail message -> To… -> Select Contacts
Global Address List
o Alternately, type a name & click ‘Check Name’ to get an email address (or, hit enter)
Recently-emailed addresses show up when you start typing their last name
How to trick Outlook into recognizing your migrated contacts in a similar way:
o Inbox – New Mail – To…
o Change ‘Global Address Book’ to ‘Contacts.’
o Select all and paste into ‘To’
o Save message and close it
o This makes all your old contacts show up when you start typing their name
What’s the use of Contacts? If you want to add contact information for someone outside of the
SoM (say, a vendor, or your sister), add a new contact.
o If you want to save your coworker’s home phone # that isn’t publicly listed on the
directory, this is a way to do that securely, too
Distribution List
 File -> New Distribution list
o Name the list (ex., Outlook Class September) -> Select members -> add some of
them
o Compose a new message to outlook class july.
o Ctrl+K – force look-up of a name or group
o Click the + to show emails, if you’ve forgotten who all’s on the list
http://www.med.unc.edu/ois/help/training/microsoft/outlook2007/outlook-2007-training.docx
Tasks
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You can assign tasks to other people
Task list is sortable by type, so you can have 2 lists: tasks vs. flagged email
o Arrange by: Type or Importance/date
Flag an email to turn it into a task
Change due date of a task -> Double-click -> Follow up -> Custom…
Add reminder
o You can’t add a reminder to other people’s tasks, but you can add one to yours
New -> Task request
Other
Outlook Userguide
 http://help.med.unc.edu/training/office/outlook2007
 Phone support for this (966-1325)
Outlook Client
 A program on your computer
o Bring in your computer’s IP address if you’re having trouble