Microsoft Outlook 2007 Manual by gqo90141


									 Flowing Wells School District Staff Development
              Technology for the 21st Century

               Outlook 2007

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                  Microsoft Outlook 2007 Manual:

          Participants will be able to:
          • Open email messages and attachments
          • Save attachments to H: drive
          • Send email messages and attachments
          • Recall a message
          • Create an email signature
          • Manage “Sent” and “Deleted” folders
          • Understand Flowing Wells District norms regarding email usage


Objective 1: Open email messages and attachments.

1.   Click on the Outlook icon at the bottom of your desktop screen.
2.   Your Inbox should open by default. If not, click on the Inbox icon in the
     folders window or at the bottom of the screen.
3.   Messages that have not been opened yet will be in bold. Double-click on
     the bold message to open it. (A single click will allow you to read the
     message in the preview pane, but you cannot reply to it until you have
     fully opened the message.)
4.   If a message also displays a Paperclip icon, this means that an attachment
     is included with the message.
5.   To view the attachment, first open the message and then double-click on
     the attachment icon.

6.   You will receive a pop-up window asking you if you want to
     open or save the attachment. Be sure you trust the source of
     the email (Note: email attachments are a source of many
     computer viruses!); if you trust the sender, open the
     attachment to view it.

Objective 2: Save attachments to H: drive.

1.   If you would like to save the
     attachment for future reference,
     simply click on the Save button.
2.   From the Save As window, click on
     the Save In: drop down window,
     and select your H: drive.
3.   Be sure the File Name is correct
     (you can change this, if you wish),
     and click on the Save button.

Objective 3: Send email messages and attachments.

1.   From your Inbox, click on New (or New Mail Message).
2.   An untitled message will appear. Fill in the relevant
     information for the To and Subject windows. Note: to send a
     message to an in-district employee, you simply need to type the
     employee’s last name, first name in the To window. The full
     email address is necessary for any messages being sent out-of-
3.   You may send the message to more than one
     recipient by separating their email addresses
     with a semi-colon (;).
4.   If you enter an email address in the Cc
     window, that person also will receive the same
5.   If you enter an email address in the Bcc
     window (Blind Carbon Copy), that person will
     receive the same message, but all other
     recipients will not see that person’s email
     address listed in their message.
6.   Type your message in the appropriate area.
7.   If you wish to add an attachment, click on the
     Paperclip icon.

8.   The Insert File window will appear. Click on
     the down arrow in the Look in: drop-down
     window, and select the location of your desired
9.   To insert a file, click once on the file name and
     click on the Insert button, or simply double-
     click on the file name.

10. If you wish to remove the attached file before sending the email,
    right-click on the file name, and then select Remove in the pop-
    up window.

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Objective 4: Recall a message.

1.   If you have sent a message accidentally or would like to make
     changes to a message that already has been sent, you can recall the
     message. This removes the message from your recipients’ inboxes,
     as long as they have not yet opened the message.
2.   Click on your Sent folder. This is a warehouse of all emails that
     you have sent.
3.   Open the email that you would like to recall by double-clicking on

4.   Go to the Other Actions drop-
     down window, and select Recall
     This Message…

5.   A pop-up window will appear. Select whether you simply
     want to delete unread copies, or if you wish to replace these
     copies with a new message.
6.   If you check the box that says: “Tell me if recall succeeds or
     fails for each recipient,” you will receive confirmation emails
     (or failure emails, if the message to be recalled already has
     been read by recipients).

Objective 5: Create an email signature.

1.   You can create a “signature” line or lines that
     will automatically be attached to your emails.
2.   Create a new mail message, and click on the
     Insert tab.
3.   Click on the Signature drop-down window,
     then click on Signatures…

4.   In the Signatures and Stationary window,
     select New.

5.   In the New Signature window, type a name or
     label for your signature, such as “Work” or
     “Professional,” then select OK.

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6.   Type your signature in the designated
     space, including any relevant information
     you wish, such as title, phone number, etc.
     It is possible to change the font style, size,
     and color, as well.

7.   Use these arrows to select your new
     signature as the default signature to appear
     on all new messages and replies/forwards.

8.   Click on OK.

Objective 6: Manage Sent and Deleted folders.

1.   Outlook automatically saves all emails that you send and forward in your Sent folder. Similarly, all
     emails that you delete are saved in your Deleted folder. Although these folders are helpful for record-
     keeping purposes, they also can take up an enormous amount of space on the district exchange server.
     It is your responsibility to periodically empty your Sent and Deleted folders. If your profile exceeds a
     predetermined limit, you will be
     notified with an email
     reminding you to purge;
     however, please be proactive in
     managing these folders on your
2.   Begin with your Sent folder.
     You can organize items in the
     folder by recipient, subject, date
     sent, etc., simply by clicking on
     the appropriate label.
3.   A logical way to manage this
     folder is to organize all items by the date they were sent. Click on the Sent label so that emails
     descend in reverse chronological order (most recently sent emails at the top).
4.   Decide on a cut-off date beyond which you will purge all sent emails. Consider saving all sent emails
     from the last four to six weeks, and purging everything older than that.

5.   Select the sent items you wish
     to purge by clicking on the top
     item, holding the shift key,
     scrolling down to the bottom of
     the list, and clicking on the final
6.   The items you selected will be
     highlighted. Click on the
     Delete icon to delete these
     items. Note: These items have
     been deleted from your Sent
     folder, but they now are housed
     in your Deleted folder. To
     permanently delete them, you
     will need to purge your Deleted

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7.   To purge your Deleted folder, you will need to
     repeat the process…
8.   Open your Deleted folder, and organize all items
     in reverse chronological order by clicking on the
     Received label.
9.   Select the first item you wish to delete (again,
     consider deleting items older than 4-6 weeks),
     scroll down to the bottom of the list, and click on
     the final item. The items you have selected will be

10. Click on the Delete icon.

11. A pop-up box will ask if you are sure you want to
    permanently delete the selected items. Click on Yes.
    The selected items will be permanently deleted.

Objective 7: Understand Flowing Wells District norms regarding email usage.

1.   Your district-provided email account is intended to be used to promote the Flowing Wells Mission and
     Vision. Please be sure that your use adheres with this standard.
2.   Do… use your email account for district-related communication with colleagues, parents, students,
     administrators, etc.
3.   Do not… use your email account for personal (non-work-related) email or for marketing any product
     or service.
4.   Be considerate when sending emails to multiple recipients. Be sure to send the email only to the
     intended recipients, rather than cluttering other people’s inboxes and the district exchange server by
     unnecessarily selecting a group recipient.
5.   Know that any email you send using your district account is a public record. Use discretion in the
     content of your emails and attachments.
6.   Help the district conserve digital space on our exchange server by regularly purging your sent and
     deleted items.

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