Office 2007 Update by luckboy

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									Office 2007 Update
What’s New in Outlook

Learning & Teaching Enhancement Unit Canterbury Christ Church University Version 1.0 [August 2008)

Microsoft Outlook 2007 What’s New In Outlook 2007
Course Name Course length Target Audience What’s New in Outlook 2007 1½ hours Users who already have knowledge of the application and want to know what’s new. This is NOT a training session in the application itself. To introduce you to the new features available in Outlook 2007

Aims

Contents
Outlook 2007 ............................................................................................................................. 3 The Microsoft Office Button ....................................................................................................... 3 Quick Access Toolbar ............................................................................................................ 3 The Outlook Ribbon and Tab .................................................................................................... 4 The Ribbon............................................................................................................................. 4 Main Window ............................................................................................................................. 5 Flags and Tasks ........................................................................................................................ 5 Message Flagging .................................................................................................................. 5 Tasks ...................................................................................................................................... 6 Colour categories ................................................................................................................... 6 Instant Search............................................................................................................................ 7 Attachment Preview ................................................................................................................... 7 New look for Contacts ............................................................................................................... 8 Printing ....................................................................................................................................... 9

Produced by the Learning and Teaching Enhancement Unit Version 1.0 [August 2008] Screen shots reproduced courtesy of Microsoft

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Microsoft Outlook 2007 Outlook 2007
For the main Outlook screens the menus and toolbars have not been changed. The ribbon only appears in Outlook when creating a new item, i.e. email message, calendar, task, contact or note. All the features for creating these items can be found on the ribbon and information is arranged in groups on various tabs. Email Message – contains the commands to attach a file, check names, insert a signature, flag a message and check spelling Calendar Item, Appointment – contains options to set reminders, set recurrence and mark an appointment as private Calendar Item, Meeting Request– use this to schedule and manage a meeting Task Item – contains options to assign and manage a task

Additional tabs may be displayed when additional features are available. Examples of this are when you insert a graphic or a table.

The Microsoft Office Button
The Office button is a circle with the Office logo in it, which appears in the top left hand corner of the window for a new item. The Office Button contains the same style tasks that could be found in the old file menu.

Quick Access Toolbar
To the right of the Office Button are a number of small icons. This is called the Quick Access Toolbar, and the default (in Outlook 2007, for a new item) includes Save, Undo, Redo, Previous Item and Next Item. The Quick Access Toolbar is there to make commands you use frequently more readily available, and can be customised. You can add any of your favourite features in Office 2007 to the Quick Access toolbar: • Right click on the feature you wish to add to the toolbar • Select ‘Add to Quick Access Toolbar’.

Produced by the Learning and Teaching Enhancement Unit Version 1.0 [August 2008] Screen shots reproduced courtesy of Microsoft

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Microsoft Outlook 2007 The Outlook Ribbon and Tab
The Ribbon
In Outlook 2007, the first time you create a new message (or open one you receive) you will see the Ribbon across the top of the message window. The most obvious change in Outlook 2007 is the new “ribbon” interface as used in other Office 2007 applications. The ribbon replaces the toolbar(s) providing a new intuitive way for you to access all the features that Outlook has to offer.

The icons on the ribbon will automatically change depending on the item you have selected, displaying icons for manipulating the item. The Ribbon is made up of different tabs. Each tab relates to specific kinds of tasks you may be trying to complete. On each tab, related commands are grouped together so that they are easy to find. For example, say you want to insert something into your email. You click on the ‘Insert’ tab, and then all the things that you can insert into your email appear in the Ribbon. From here you can ‘Insert’ a file attachment or ‘Insert’ a signature.

The Ribbon shows tabs and commands appropriate for what you are doing. So, you will notice that the tabs on the Ribbon will differ depending on the area of Outlook you're working in. For example, in email, you will see a Message tab. In the Calendar area you will see an Appointment tab.

Due to CCCU policy of plain text messages, the options for inserting items such as a picture or calendar, and the mini toolbar, themes and styles are not available.

Produced by the Learning and Teaching Enhancement Unit Version 1.0 [August 2008] Screen shots reproduced courtesy of Microsoft

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Microsoft Outlook 2007 Main Window
The To-Do bar is new to Outlook 2007. It is designed to help you keep your calendar organised and easily plan and assign time for your upcoming tasks. You will see the To-Do bar down the right hand side of your Outlook window. If your To-Do bar is not displayed • Select To-Do Bar from the View menu • Select either Normal or Minimised You can change this view by choosing the number of month rows and tasks to be displayed from within the To-Do Bar Options. The To-Do bar displays a simple calendar at the top, in which the current month is highlighted in bold and today’s date is surrounded by a square. This is referred to as the Date Navigator. Below the calendar your upcoming appointments and meetings are listed and at the bottom of the To-Do bar is an option to enter a new task and a list of your upcoming tasks and flagged emails. For ease of access, you can double-click on any of these items to quickly open it. The Navigation Pane can be minimised into a vertical button bar. To do this: • Select the View menu • Select Navigation Pane • Click on Minimised Or • Double click on the dividing bar

Flags and Tasks
Flags are now more useful throughout Outlook. You can use a flag to quickly create a follow-up item that can be tracked in the To-Do Bar, in your Inbox, and even in Calendar. They are also still handy for setting reminders for yourself and other people.

Message Flagging
Flags still work in a similar way as for Outlook 2003, but are now coded in shades of red rather than colours and allow you to specify a time frame for following up the message; the colours used previously are now shown within categories (see below).

Produced by the Learning and Teaching Enhancement Unit Version 1.0 [August 2008] Screen shots reproduced courtesy of Microsoft

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Microsoft Outlook 2007
Tasks
Tasks on the calendar are now integrated into the Daily Task List so that you see them displayed beneath your daily appointments and meetings. To allot time for working on a task, you simply drag the task onto your calendar. When you complete a task on a given day, the task sticks to that day, providing a visual record of the work that you performed. Tasks that you do not complete roll over to the next day, and accumulate until you mark them as complete.

Colour categories
You can add a colour category to e-mail, calendar and task items so that all items from that category can be easily located by sorting or searching. To add a colour category: • Right click on the Categories column to add a category • Select the colour category you want to use

By default all categories are listed by their colour and this can be customised to show your own category labels: • Right click in the categories column Or Select the categories button from the toolbar Select All Categories; the Color Categories dialog box will be displayed Click on the colour category you wish to rename Click on the Rename button Type in the name you want to use, Enter When you have finished, click on OK

• • • • •

A New category can be added by clicking on the New button, and a category can be removed by selecting the Delete button.

Produced by the Learning and Teaching Enhancement Unit Version 1.0 [August 2008] Screen shots reproduced courtesy of Microsoft

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Microsoft Outlook 2007
To view by category: • Mail – click on the Categories column header • Calendar – select View/Current View/By Category • Contacts – in the Navigation Pane, select By Category within the Current View

Instant Search

The search dropdown appears in the same place wherever you are in Outlook. You can choose to search All Items or your Windows Desktop to search your entire computer, or you can expand the current search criteria: • Click in the Search box • Type in the search phrase you are looking for, e.g. a subject or person’s name • As you type, a list of results matching your search phrase will be displayed To further expand your search options: • • • Click on to Expand the Query Builder Click on Add Criteria to choose additional fields to search from Type in words to search for in the relevant criteria field

To return to your normal view, click on the Clear Search icon

Attachment Preview
To preview an attachment without having to open it: • Click on the attachment file name • Click on Preview File (if you are sure of the source of the attachment) The file will open in the reading pane

To return to your message text, click on Message

Produced by the Learning and Teaching Enhancement Unit Version 1.0 [August 2008] Screen shots reproduced courtesy of Microsoft

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Microsoft Outlook 2007 New look for Contacts
In Outlook 2007, the Business Cards view has been added which makes contacts easy to see and easy to share; this is the default view when you select to view your calendar. Other traditional views, as used in Outlook 2003, are still available. • Select the view required from the Current View list in the Navigation Pane To edit a contact, double click on the required contact. To modify the Business Card layout: • Select Business Card from the Options tab

Make your changes within the Edit Business Card screen: • Select Field item to be changed from within the Fields list (1) • Edit the information (2) • Note the Live Preview of the Business Card (3) • Click on OK when complete

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Produced by the Learning and Teaching Enhancement Unit Version 1.0 [August 2008] Screen shots reproduced courtesy of Microsoft

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Microsoft Outlook 2007 Printing
Printing in Outlook 2007 is even easier than in previous versions of Outlook. To print when composing, or reading, an email: • • Click on the Office Button Select ‘Print’

Select a print option: • ‘Print’- exactly the same as it was in Outlook 2003. Clicking on Print will display the print dialog box, where you can select things like the printer, the number of copies, and what pages you want to print. Once you have selected all your options, you can click OK, and Outlook will send the document to the printer. • ‘Quick Print’ will print one copy of the email with the default printing settings. Beware - if you have more than one printer set up on your computer, quick print will print to the one you have marked as default. ‘Print Preview’ will display how the email would look if you were to print it on paper.

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Produced by the Learning and Teaching Enhancement Unit Version 1.0 [August 2008] Screen shots reproduced courtesy of Microsoft

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