Office of Information Technology Training & Development Outlook 2007 Advanced

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Lesson 3.3: Adding Word Elements

So far, we’ve learned lots of ways to make your mail message perfect. In this lesson, we’re going to talk about some elements of Microsoft Office Word 2007 that can add even more to your messages.

Adding Tables

Tables are a great way to organize information. To add a table, first click to place your cursor where you want the table to go. Then, click the Insert ribbon, choose Table, and drag your mouse over the dimensions you want.

You can now type in the table and format it just as you would text. You will also see two contextual ribbons appear with special formatting options.

Adding Pictures and ClipArt

To insert a picture from a file, click the Insert ribbon and click Picture.

You will then be prompted to locate and choose the file.

The picture will then be added to your message and resized (if necessary) to fit the page. The Picture Tools Format ribbon will also become available.

Unlike pictures from a file, ClipArt is inserted from a task pane. To show the task pane, click the ClipArt button on the Illustrations chunk of the Insert ribbon.

Simply type what you’re looking for and click Go.

When you find an image you like, place your cursor where you want the image to go. Then, right-click the image and click Insert.

Note that you also have commands to copy the photo to the clipboard, delete the photo from the Clip Organizer (if it is located on your computer), make the photo available offline (if the photo has been downloaded from Office Online), move the photo (if it is located on your computer), edit the keywords, and preview the image/view its properties.
Once the ClipArt is inserted, the Picture Tools ribbon will become available.

Adding Shapes

You can also draw shapes freehand in your message. To insert an AutoShape, first click the Insert ribbon. Then, click Shapes and click a shape.

Next, click and drag anywhere in your message to create the shape.

Once you let go of the cursor, the shape will be created.
When you let go of the cursor and the shape is created, the shape will be selected. That means you will see the Drawing Tools ribbon. You can use this ribbon to format and edit your shape.

Adding SmartArt

To add SmartArt to your message, first click to place your cursor at the location that you want the SmartArt to appear. Then, click the Insert ribbon and click SmartArt.

You will then see the Choose a SmartArt Graphic dialogue. First, click a diagram category from the list on the left. Then, choose a diagram type from the center pane. (Note that you will see a preview of the selected diagram type from the pane on the right.) When you’re ready, click OK to insert the diagram.

Now, you can click where it says “Text” and type your text. (Outlook will automatically adjust the text size so that it will fit in the shape.)

Like other objects, you will have two contextual ribbons that you can use to format your diagram.

Adding Text Boxes

Text boxes are a rectangle that can contain text. They’re a great way to highlight key points in your message. To create a simple text box, click the Insert ribbon, click Text Box, and click Draw Text Box.

Your cursor will turn into a crosshair; simply click and drag to create the text box.

You can now type in the box. You can also use the Text Box Tools ribbon to format it.

Lesson 3.4: Adding Outlook Elements

The last item we’re going to focus on in this lesson is adding Outlook elements to your e-mail. Microsoft Office Outlook 2007 offers better tools to help you add your calendar, contacts, tasks, and even mail messages to your e-mails.

Adding a Calendar

To add your calendar to the message, simply click the Calendar button on the Insert ribbon.

You will then be prompted to specify which calendar you want to use, choose the date range, and set the amount of detail you want to send.

Once you click OK, the calendar will be attached as an ICS file (which can be opened by programs other than Outlook) and displayed in the message.

Adding a Business Card

You also have the ability to add your business card. First, make sure that you have entered the information in your contacts folder. Then, click Business Card on the Insert ribbon and click Other Business Cards.

You will then be able to choose the contacts folder and the contact that you want to attach.

Once you choose the contact and click OK, the business card will be inserted and attached.

Once you have inserted a business card, it will be listed in the Business Card menu for quick access.

Adding Other Outlook Items

To add other Outlook items (such as a task, a mail message, or a single appointment), click the Attach Item button on the Insert ribbon.

Then, choose the folder and the item and click OK. (You can hold Ctrl to select multiple items in a folder.)

The item will then be attached.

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