Office of Information Technology Training & Development
Outlook 2007 Advanced
Microsoft Outlook Exchange
Table of Contents
Section 1: Advanced Organization Tools 1
Lesson 1.1: Managing Folders 1
Creating Folders 1
Renaming Folders 3
Moving and Deleting Folders 3
Moving Messages to Folders 5
Lesson 1.2: Mail Management Tools 7
Creating a Simple Rule 7
Using the Rules and Alerts Wizard 10
Using the Organize Pane 18
Lesson 1.3: Security Tools 21
Using the Junk E-Mail Filter 21
About the Phishing Filter 26
About Automatic Downloads 28
Applying Blocked and Safe Senders Lists 30
Lesson 1.4: Instant Search 31
Installing Instant Search 32
Using the Instant Search Menu 32
Performing an Instant Search 33
Using the Query Builder 34
Lesson 1.5: Search Folders 37
About Search Folders 37
Creating Search Folders 38
Customizing Search Folders 40
Using Search Folders 41
About Favorite Folders 41
About Shortcut Groups 43
Lesson 1.6: Finding Items in Outlook 45
Opening Advanced Find 45
Using Advanced Find 46
Finding Contacts 56
Section 2: Advanced Calendaring 58
Lesson 2.1: Advanced Calendar Options 58
Using the Time Zone Feature 58
Creating Recurring Appointments 58
Lesson 2.2: Working With Resources 62
Viewing Resources 62
Scheduling a Resource (Non-Delegate) 63
Lesson 2.3 Managing a Resource 65
Resource Calendar Policy 65
Scheduling a Resource (Delegate) 65
Managing a Resource Calendar in OWA 67
Opening your Resource Calendar 67
Resource Settings 68
Lesson 2.4: Scheduling Groups 72
Creating a Group 72
View and Scheduling a Group 74
Section 3: Doing More in a Mail Message 75
Lesson 3.1: Formatting Paragraphs 75
Indenting a Paragraph 75
Changing Paragraph Spacing 76
Lesson 3.2: Polishing Your Message 77
Creating a Bulleted or Numbered List 77
Adding Hyperlinks 78
Setting the Page Color 81
Using Themes 83
Checking Your Spelling 84
Lesson 3.3: Adding Word Elements 89
Adding Tables 89
Adding Pictures and ClipArt 90
Adding Shapes 94
Adding SmartArt 95
Adding Text Boxes 98
Lesson 3.4: Adding Outlook Elements 98
Adding a Calendar 98
Adding a Business Card 100
Adding Other Outlook Items 102
Section 4: Using E-Mail Features 104
Lesson 4.1: Mail Formats 104
Switching Between Formats 104
About Plain Text 104
About Rich Text Format 105
About Hyper Text Markup Language (HTML) 105
Lesson 4.2: Changing Message Options 106
Setting Message Priority 106
Marking a Message for Follow-Up 107
Showing and Hiding Fields 109
Requesting Delivery and Read Receipts 109
Lesson 4.3: Advanced Message Options 111
Adding Voting Options 111
Changing the Reply-To Address 112
Delaying Delivery 113
Saving Your Message outside Sent Items 115
Section 5: Understanding E-Mail Accounts 116
Lesson 5.1: Microsoft Exchange Server 116
How an Exchange Mailbox Works 116
Extra Features Available on Exchange 116
Lesson 5.2: RSS 118
Setting up an RSS Feed 118
How an RSS Feed Looks 122
How an RSS Feed Works 123
Additional Features 124
Section 1: Advanced Organization Tools
By now, you’re probably quite familiar with creating messages and working with the default folders in Outlook. However, Outlook gives you the ability to create your own folders to manage your mail. In this lesson, we’ll learn about creating, renaming, deleting, and using folders.
To create a new folder, you can click the File menu, choose New, and click Folder.
You can also use the Ctrl + Shift + E shortcut, or right-click a folder and click New Folder.
You will then see this dialogue:
At the top, type a name for your folder. Then, choose what type of items you want it to contain. Then, choose what folder you want to place it underneath. When you’re ready, click OK.
If you later decide to change the name of your folder, simply right-click it and click Rename.
Your cursor will then appear in the folder name. Just type a new name and press Enter.
Note that default folders (such as inbox and junk e-mail) cannot be renamed.
To change the location of a folder, you can drag and drop it. Here, we are dropping My Folder into the Inbox.
Now, the Inbox will have a plus sign next to it, indicating that it contains subfolders. You can click the plus sign to show the folders, or click the minus sign to hide the folders.
You can also right-click a folder to move or delete it.
If you choose the Delete option, the folder will be moved to Deleted Items. If you choose Move or Copy, you will see a dialogue like the following.
Here, you can choose a destination folder and click OK.
Moving messages to your folders is easy! One way is to click the message and drag it to your desired folder.
You can also select the message and click the Move to Folder button on the Standard toolbar. You can then choose a recently used folder in the list, or click the More Folders button to see a complete list of folders.