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Office of Information Technology Training & Development Outlook 2007 Advanced

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Office of Information Technology Training & Development

Outlook 2007 Advanced

User Guide

Microsoft Outlook Exchange

Last Updated:


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

OWA Password

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

Lesson 1.1: Managing Folders

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.

Creating 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.

Renaming Folders

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.

Moving and Deleting Folders

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 Folders

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.

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