Office of Information Technology Training & Development Outlook 2007 Advanced

Lesson 2.4: Scheduling Groups

The Calendar group schedule makes it easy for you to see the combined schedules of a number of people or resources. You can look up a resource's availability, compare its schedule to yours, and block out time in its Calendar. You invite resources to your meetings the same way that you invite people at a glance.

Creating a Group

On the Standard toolbar, click View Group Schedules icon, the Group Schedules dialog box appears.

Click NEW...The Create New Group Schedule dialog box appears.

In the Type a name for the new Group Schedule text box, type a name for the group

Click OK, the Group Schedule dialog box appears.

To add group members by typing,

1. 
   Under Group Members, click CLICK HERE TO ADD A NAME » type the username of a group member (last name, followed by first name)
   
2. 
   Press [Enter]
   The group member's name appears and their schedule is added to the group Calendar.
   
3. 
   Repeat steps a-b for each group member
   

View and Scheduling a Group

Highlight the name of the schedule and click on Open...

You can now see the Free/Busy information for all the members of the group.

Note: If you haven't been given reviewer rights by the 'owners' of the calendars, you will only be able to see that an entry has been made in their calendar, start and end time etc. If you have been granted Reviewer rights, you will be able to see detailed calendar entries.

You can also arrange a meeting directly from here by using the Make Meeting button. Click New Meeting with All in the dropdown list and a New Meeting form appears, with the attendees' names in the To: box.. Complete the meeting request as normal.

Section 3: Doing More in a Mail Message

Lesson 3.1: Formatting Paragraphs

In this lesson, we’ll look at how to indent paragraphs, change the spacing, apply borders and shading, and use the Border and Shading dialogue.

Indenting a Paragraph

Indenting is how far the paragraph appears from the margin. To indent a paragraph, use the indent buttons on the Format Text ribbon or on the Message ribbon.

Use the left-facing button to decrease the current indent. Here we have clicked the decrease button once.

Changing Paragraph Spacing

To change paragraph spacing, first place your cursor in the paragraph that you want to change. Then, click the Spacing command on the Format Text ribbon and choose your spacing.

Lesson 3.2: Polishing Your Message

So far, we’ve created some pretty neat mail messages. In this lesson, we’ll learn how to polish your message by adding hyperlinks, creating lists, changing the page color, using themes, and checking your spelling.

Creating a Bulleted or Numbered List

To create a simple bulleted or numbered list, first select the text that you want to add the bullets or numbers to. Then, click either the bullet or the number icon on the Paragraph chunk of the Format Text ribbon to apply that formatting.

Adding Hyperlinks

Did you know you can insert links in your message to point people to another place?

in the Address field (replacing with the address you want to link to). Or, you can click the E-mail Address option on the left hand side of the Insert Hyperlink window.

This box is similar to the Web Page box. You can change the text you want to display as a link using the first box. Then, type in the e-mail address you want to use. (You can enter multiple e-mail addresses separated with a semicolon, like this: address1@company.com;address2@company.com.) If you have recently used the address in a hyperlink, you can click its entry in the bottom box to enter it in the E-mail address field.
Next, type in the subject you want the e-mail to have. Then, click OK to complete the link!
After you have inserted a hyperlink or a mailto link, you can edit it by right-clicking on it.

Here’s what each option does:

Edit Hyperlink	Opens the Insert Hyperlink dialogue box so you can make changes to your link.
Select Hyperlink	Selects the entire link.
Open Hyperlink	Opens the link.
Copy Hyperlink	Copies the hyperlink to the clipboard.
Remove Hyperlink	Removes the link from the text, but does not remove the text itself.

Setting the Page Color

To set the color of your message, click the Options ribbon and click the Page Color command. You will notice as you hover over each color that a preview will appear on the page.

You can choose from theme colors, standard colors, or no color. You can also click the More Colors option to create a custom color.

Or, click the Fill Effects option to see a range of gradients, fill effects, patterns, and pictures that you can apply to your page.

Using Themes

Themes are a combination of preset colors, fonts, and effects. To apply a theme, click the Options ribbon and click the Themes button. As you mouse over each theme, you will see a preview applied to your message (if you have theme elements such as page backgrounds, headers, or diagrams). Simply click the new theme to apply it.

In this image, the Verve theme was applied.

Because we used headings and theme colors to format the message, Outlook will update each item as we mouse over new themes.

Note that the Themes menu also contains commands to reset the current theme, find more themes, browse for theme files, and save the current theme.

Checking Your Spelling

There are a few ways to check your spelling in a mail message. If the options are turned on, Outlook will mark spelling errors in red, contextual spelling errors in blue, and grammar errors in green.

For a quick fix, right-click the underlined word to see correction options.

To perform a full spelling and grammar check, use the F7 shortcut key, or click the Spelling command on the Message ribbon.

Once you click the Spelling command, Outlook will look for the first incorrect word or sentence.

In the dialogue that appears, you can choose from the following options:

Ignore Once	Ignore this particular word.
Ignore All	Ignore this word every time it appears in this message.
Add to dictionary	Add this word to the dictionary so it is never identified as incorrect again.
Change	Change this word to the word selected in the Suggestions box or to what you have typed in the top window.
Change all	Change all instances of this word to the word selected in the Suggestions box.
AutoCorrect	When typing, automatically correct this word to the word selected in the Suggestion box.
Check Grammar	Choose to check grammar along with spelling.
Options	Change spelling and grammar options.
Cancel	Cancels the spell check.

Once you have clicked one of those options, Outlook will continue checking your message for errors. You will have to go through this process for each word that is identified as misspelled.

Here’s the window you will see if Outlook picks up a grammar error:

The same concepts apply to this box. (Note that the options may differ depending on the error detected.) At the top part of the screen, Outlook will show you the sentence it thinks is grammatically incorrect and will highlight the trouble part of the sentence. (You can type in this window to make changes to the sentence shown.) At the top of this window will be a brief explanation of what the trouble is; in the sample above it says “Or or Nor.” The bottom part of the grammar checking screen gives you suggestions on how to change the word or sentence. We also have buttons on the right hand side of the screen to choose how we want to treat this error:

Ignore Once	Ignore this error.
Ignore Rule	Ignore the rule that applies to this error.
Next Sentence	Skip this error without making any changes.
Change	Change the current sentence to the selected suggestion.
Explain	Open a new window explaining this grammar concept.
Check Grammar	Choose to check grammar along with spelling.
Options	Change spelling and grammar options.
Undo	Reverse the last change made.
Cancel	Cancels the spell check.

Once you have addressed all spelling and grammar errors, Outlook will let you know that the check is done.

Note that Outlook will not pick up on all spelling and grammar errors, especially if a word is spelled correctly but used incorrectly (even with the new contextual spelling feature). You should always read through your message to make sure it is correct.