Microsoft Office 2007 Outlook 2007

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Outlook 2007 Instructor’s Manual Page 1 of 11

Microsoft Office Outlook 2007
Chapter One: Managing E-Mail and Contacts with Outlook
Guide to this Instructor’s Manual:
We have designed this Instructor’s Manual to supplement and enhance your teaching experience through classroom
activities and a cohesive chapter summary.

This document is organized chronologically, using the same heading in red that you see in the textbook. Under each
red
heading you will find (in order): Lecture Notes that summarize the section, Figures and Boxes found in the section, if
any, Teacher Tips, Classroom Activities, and Lab Activities. Pay special attention to teaching tips, and activities geared
towards quizzing your students, enhancing their critical thinking skills, and encouraging experimentation within the
software.

In addition to this Instructor’s Manual, our Instructor’s Resources CD also contains PowerPoint Presentations, Test
Banks, and other supplements to aid in your teaching experience.

For your students:
Our latest online feature, CourseCasts, is a library of weekly podcasts designed to keep your students up to date with
the latest in technology news. Direct your students to http://coursecasts.course.com, where they can download the
most recent CourseCast onto their mp3 player. Ken Baldauf, host of CourseCasts, is a faculty member of the Florida
State University Computer Science Department where he is responsible for teaching technology classes to thousands of
FSU students each year. Ken is an expert in the latest technology and sorts through and aggregates the most pertinent
news and information for CourseCasts so your students can spend their time enjoying technology, rather than trying to
figure it out. Open or close your lecture with a discussion based on the latest CourseCast.

Tablle off Conttenttss
Tab e o Con en
Chapter Objectives 2
OUT 2: What is Microsoft Office Outlook 2007? 2
OUT 3: Project - Communicating Over the Internet 2
OUT 4: Plan Ahead Box (Critical Thinking): General Project Guidelines 2
OUT 5: Starting and Customizing Outlook 3
OUT 7: The Inbox - Microsoft Outlook Window 3
OUT 10: Working with Incoming Messages 5
OUT 23: Working with Outgoing Messages 6
OUT 33: Organizing E-Mail Messages 7
OUT 44: Using Contacts 7
OUT 61: Tracking Activities 8
OUT 62: Outlook Help 8
End of Chapter Material 9
Glossary of Key Terms 11
Outlook 2007 Instructor’s Manual Page 2 of 11

Chaptter Objjecttiivess
Chap er Ob ec ve
Students will have mastered the material in Chapter One when they can:
 Start and quit Outlook  Flag, categorize, sort, and filter e-mail
 Open, read, print, reply to, and delete messages
electronic mail messages  Set e-mail importance, sensitivity, and
 View a file attachment delivery options
 Create and insert an e-mail signature  Create a personal folder
 Compose, format, and send e-mail  Create and print a contact list
messages  Use the Find a Contact feature
 Insert a file attachment in an e-mail  Organize the contact list
message  Track activities of a contact
 Use Outlook’s Help

OUT 2:: Whatt iiss Miicrossofftt Offffiice Outtllook 2007?
OUT 2 Wha M cro o O ce Ou ook 2007?
LECTURE NOTES
 Introduce Microsoft Office Outlook 2007 as a powerful communications and scheduling program
 Define electronic mail (e-mail)
 Describe the four major components of Outlook: Calendar, Contacts, Tasks, and Notes
 Discuss the benefits of the latest version of Outlook:
o Instant Search — find your information no matter which folder it is in
o Color Categories — apply the same color category to e-mail, calendar, and task items
o Flags to create and mark a follow-up item for tracking
o To-Do Bar integrates tasks, flagged e-mail messages, and calendar information

CLASSROOM ACTIVITIES
1. Assign a Project: Ask students to write down a list of things that a PIM could help them out with
while they are in school. Have each student write one of his or her items on the board.

2. Quick Quiz:
1) What are the four major components of Microsoft Outlook? (Answer: Calendar, Contacts, Tasks,
and Notes)
2) What are two new highlights in Outlook 2007? (Answer: Any two of the following — Instant
Search, Color Categories, flags to create and mark a follow-up item for tracking, and To-Do Bar
integrates tasks, flagged e-mail messages, and calendar information)

OUT 3:: Projjectt — Communiicattiing Over tthe IIntternett
OUT 3 Pro ec — Commun ca ng Over he n erne
LECTURE NOTES
 Review communicating over the Internet using Figures 1-1a through 1-1d
 Use the overview section to describe the tasks required to complete the project

FIGURES: 1-1a, 1-1b, 1-1c, 1-1d

OUT 4:: Pllan Ahead Box ((Criittiicall Thiinkiing)):: Generall Projjectt Guiidelliiness
OUT 4 P an Ahead Box Cr ca Th nk ng Genera Pro ec Gu de ne
LECTURE NOTES
 Review these five general guidelines for creating an e-mail message:
Outlook 2007 Instructor’s Manual Page 3 of 11

o Choose the words for the Subject line
o Ensure that the content of the message is appropriate for the recipient
o Choose the words for the text
o Identify how to format various elements of the text
o Alert the recipient when sending large file attachments

TEACHER TIPS
If you would like your Outlook drop-down menus to open all the way as soon as you click them, here’s
a tip to make sure they appear as full menus all the time.
1. Click Tools in the main Outlook window, then Customize. This opens the Customize dialog box.
2. On the Options tab, check Always show full menus.
3. Click Close to make the change.

CLASSROOM ACTIVITIES
1. Class Discussion: Ask students why it is important to always include a Subject in an e-mail message.

2. Class Discussion: According to netiquette (which is short for Internet etiquette — the code of
acceptable behavior for Internet users), e-mail messages should be kept short. In a simple e-mail
message, it may not be possible to communicate all of the required information to the recipient. In
those cases, sending an attached file would be better. What are some instances where this may be
true?

OUT 5:: Sttarttiing and Cussttomiiziing Outtllook
OUT 5 S ar ng and Cu om z ng Ou ook
LECTURE NOTES
 For figures that match those in the book, change screen resolution to 1024 x 768
 Use Figures 1-2 and 1-3 to review the steps for starting and customizing Outlook

FIGURES: 1-2, 1-3

BOXES
1. Other Ways: Encourage your students to explore other ways of starting Outlook.

CLASSROOM ACTIVITIES
1. Quick Quiz:
1) What is a maximized window? (Answer: A window that fills the entire screen)
2) How can you make the Inbox message pane and the Reading pane the same width? (Answer:
Drag the right border of the inbox message pane to the right)

OUT 7:: The IInbox — Miicrossofftt Outtllook Wiindow
OUT 7 The nbox — M cro o Ou ook W ndow
LECTURE NOTES
 Introduce the components of the Standard toolbar using Figure 1-4
 Describe the Microsoft Outlook window as divided into four panes: Navigation pane, Inbox message
pane, Reading pane, and To-Do Bar
 Use Figure 1-5 to define and review the Navigation pane that includes Favorite Folders and Mail
Folders
Outlook 2007 Instructor’s Manual Page 4 of 11

 Describe that Mail Folders include: Deleted Items folder, Drafts folder, Inbox folder, Junk E-mail
folder, Outbox folder, RSS Feeds folder, Sent Items folder and Search Folders folder
 Use Figure 1-6 to define and review the Message Pane, arrangement, exclamation point icon, paper
clip icon, closed envelope icon, open envelope icon, and message list icons
 Use Table 1-1 to describe a partial list of message list icons
 Define and review the Reading Pane
 Define and review the To-Do Bar

FIGURES: 1-4, 1-5, 1-6

BOXES
1. BTW: The Inbox Window. Figure 1-3 shows how the inbox looks after receiving several e-mail
messages.
2. BTW: Reading E-Mail Messages. Even if Outlook is not the active window, it will still provide a
mail notification alert when you receive a new message.

TEACHER TIPS
To turn ScreenTips on or off, click Tools in the main Outlook window, and then click Customize. Click
the Options tab. Look at the Other section at the bottom of the dialog box. Check Show Screen Tips on
toolbars option if you want to see them or uncheck if you do not. You can choose to Show shortcut keys
in the ScreenTips as well.

CLASSROOM ACTIVITIES
1. Quick Quiz:
1) What are the four panes in the Outlook window? (Answer: Navigation Pane, message pane,
Reading Pane, and To-Do Bar)

2. Group Activity: Divide the class into small groups. Ask each small group to write down instances
where they would use each of the folders in the Mail Folders pane. Have groups compare their
responses with other groups.

LAB ACTIVITIES
1. Many people like using the keyboard rather than the mouse if possible. Ask the students to open
Outlook and find keyboard shortcuts. Have them make a list of the shortcuts they find. Then ask
them to report on their preferences for keyboard or mouse. Are there some keyboard shortcuts that
are easier than using the mouse? Their lists could include:
Shortcut Action
CTRL+1 Go to Mail
CTRL+2 Go to Calendar
CTRL+3 Go to Contacts
CTRL+4 Go to Tasks
CTRL+5 Go to Notes
CTRL+6 Go to the Navigation pane Folder list
CTRL+7 Go to the Navigation pane Shortcuts list
F6 Switch between open panes in the Outlook window
CTRL+Y Select an Outlook folder to open
Outlook 2007 Instructor’s Manual Page 5 of 11

CTRL+N Create a new default item for whichever view you are in
CTRL+SHIFT+M Create a new mail message
CTRL+ SHIFT+A Create a new appointment
CTRL+ SHIFT+K Create a new task

OUT 10:: Workiing wiitth IIncomiing Messssagess
OUT 10 Work ng w h ncom ng Me age
LECTURE NOTES
 Use Figure 1-7 to review the steps to open an e-mail message
 Use Figures 1-8 through 1-10 to define and discuss Ribbon, tab, Enhanced ScreenTip, and Dialog
Box Launcher
 Use Figures 1-11a through 1-11c to define and discuss the Quick Access Toolbar and read Appendix
E for information about resetting your Quick Access Toolbar to match the text
 Use Figures 1-12 and 1-13 to define and discuss the Microsoft Office Button; review each of the
Office Button menu items
 Use Figure 1-14 to discuss a Key Tip badge and Key Tips
 Use Figures 1-15 through 1-20 to review the steps to close, print, and reply to an e-mail message
 Use Figures 1-21 and 1-22 to review each tab of the New Message Ribbon; Message, Insert, Options,
and Format Text
 Define active tab, gallery, live preview
 Use Table 1-2 to discuss that Outlook offers three message formats: Plain Text, HTML, and Rich
Text
 Use Figure 1-23 to review the steps to change the message formats
 Use Figures 1-24 and 1-25 to illustrate forwarding an e-mail message
 Use Figures 1-26 and 1-27 to illustrate deleting an e-mail message
 Use Figures 1-28 through 1-30 to illustrate viewing a file attachment
 Forward an e-mail message, Delete an e-mail message, and View an e-mail attachment

FIGURES: 1-7, 1-8, 1-9, 1-10, 1-11a, 1-11b, 1-11c, 1-12, 1-13, 1-14, 1-15, 1-16, 1-17, 1-18, 1-19, 1-20, 1-
21, 1-22, 1-23, 1-24, 1-25, 1-26, 1-27, 1-28, 1-29, 1-30

BOXES
1. BTW: Minimizing the Ribbon. Review the ways to minimize the ribbon.
2. BTW: Quick Access Toolbar Commands. Review adding, deleting, and displaying commands on the
Quick Access Toolbar.
3. BTW: Spam Filters. Review the information about receiving e-mail and Spam Filters.
4. BTW: Replying to an E-Mail Message. Review Replying to an e-mail message to learn how to
remove the original message from the reply.
5. BTW: Message Formatting. Review the ways to change the format of an e-mail message
6. Other Ways: Encourage your students to explore other ways to open an e-mail message.
7. Other Ways: Encourage your students to explore other ways to close an e-mail message.
8. Other Ways: Encourage your students to explore other ways to print an e-mail message.
9. Other Ways: Encourage your students to explore other ways to forward an e-mail message.
10. Other Ways: Encourage your students to explore other ways to delete an e-mail message.
11. Other Ways: Encourage your students to explore other ways to view a file attachment.

CLASSROOM ACTIVITIES
Outlook 2007 Instructor’s Manual Page 6 of 11

1. Assign a Project: If students are familiar with other Windows applications, have them list features
shared with the Outlook window (e.g., shortcut menus, scroll bars, status bar).

2. Quick Quiz:
1) Can you continue to work when presented with a dialog box? (Answer: No, you must make a
selection and/or close the dialog box before returning to the document)
2) What is a submenu? (Answer: A list of additional commands associated with the selected
command)

OUT 23:: Workiing wiitth Outtgoiing Messssagess
OUT 23 Work ng w h Ou go ng Me age
LECTURE NOTES
 Discuss and define an e-mail signature
 Use Figures 1-31 through 1-36 to review the steps to create and insert an e-mail signature
 Use Figures 1-37 through 1-40 to review the steps to compose a new e-mail message
 Discuss Outlook’s default message format is HTML
 Use Figures 1-41 through 1-45 to illustrate formatting an e-mail message
 Discuss and define font size and point
 Use Figures 1-46 through 1-48 to discuss how to attach a file and send a message

FIGURES: 1-31, 1-32, 1-33, 1-34, 1-35, 1-36, 1-37, 1-38, 1-39, 1-40, 1-41, 1-42, 1-43, 1-44, 1-45, 1-46, 1-
47, 1-48

BOXES
1. BTW: E-Mail Signatures. You can create signatures in Word 2007 and use them in Outlook.
2. BTW: File Attachments. Review the ways a file can be attached to an e-mail message.
3. Other Ways: Encourage your students to explore other ways to create and insert an e-mail
signature.

TEACHER TIPS
If the signature includes an Electronic Business Card or pictures, they are added to the end of outgoing
multimedia messages only, not to outgoing text messages. Text messages can use signatures that contain
plain text only.

CLASSROOM ACTIVITIES
1. Critical Thinking: It is possible to create e-mail signatures for multiple accounts. When might this
be desirable?

2. Critical Thinking: With the growing popularity of e-mail and chat rooms, some of the rules for
proper English and punctuation have fallen by the way side. How does this affect e-mails sent in a
business environment? When is it appropriate to use slang and no punctuation in e-mail messages?
When is it not?

LAB ACTIVITIES
1. Many people use emoticons, which are symbols used to express an emotion, in their e-mail messages.
Popular emoticons include:
:) Smile
Outlook 2007 Instructor’s Manual Page 7 of 11

:( Frown
:| Indifference
:\ Undecided
:o Surprised
Ask the students to research other emoticons that they would like to see used. Have them prepare a
report that includes the answers to the following questions: When are emoticons appropriate? When
are they not appropriate? What are other emoticons?

OUT 33:: Organiiziing E-Maiill Messssagess
OUT 33 Organ z ng E-Ma Me age
LECTURE NOTES
 Define and discuss the Category box and the Follow Up flag
 Use Figures 1-49 and 1-50 to discuss the steps to sort messages by category and create and apply
view filters
 Use Figures 1-51 and 1-52 to illustrate flagging e-mail messages
 Use Figures 1-53 and 1-54 to illustrate sorting e-mail messages by category color
 Use Figures 1-55 through 1-57 to illustrate creating and applying a view filter
 Define and discuss e-mail message options such as importance and sensitivity using Figure 1-58
 Use Figures 1-59 through 1-62 to set message importance, sensitivity, and delivery options in a
single message
 Use Figures 1-63 through 1-66 to illustrate changing the default level of importance and sensitivity
 Discuss the three Search Folders folders: Categorized Mail, Large Mail, Unread Mail using Figure 1-
67

FIGURES: 1-49, 1-50, 1-51, 1-52, 1-53, 1-54, 1-55, 1-56, 1-57, 1-58, 1-59, 1-60, 1-61, 1-62, 1-63, 1-64, 1-65,
1-66, 1-67

BOXES
1. BTW: Junk E-Mail Filters. Review the features of the Junk E-Mail Filters.
2. BTW: Rules. Review ways to manage messages using Outlook rules.
3. BTW: Security Settings. Review ways to apply security restrictions on a message.
4. Other Ways: Encourage your students to explore other ways of categorizing e-mail messages.
5. Other Ways: Encourage your students to explore other ways of flagging e-mail messages.
6. Other Ways: Encourage your students to explore other ways of sorting e-mail messages.
7. Other Ways: Encourage your students to set e-mail options.

TEACHER TIPS
The Junk E-mail Filter evaluates each incoming message based on many factors, including the time the
message was sent and the content of the message. The Junk E-mail Filter is turned on by default, and the
protection level is set to low. You can make the filter more aggressive by changing the level of protection.

CLASSROOM ACTIVITIES
Outlook 2007 Instructor’s Manual Page 8 of 11

1. Class Discussion: Sometimes, people flag e-mail messages or sort e-mail messages in their inbox. When
might you use a flag? How can sorting messages by flag colors be useful?

2. Projects to Assign: Have students use the Internet to find ways to prevent getting spam and junk e-mail.
Have them write a brief report on their findings.

OUT 44:: Ussiing Conttacttss
OUT 44 U ng Con ac
LECTURE NOTES
 Define and discuss the Contacts component that includes: contacts, contact list, Find option, and
Business Cards view
 Use Figures 1-68 through 1-70 to review steps to create a personal folder
 Review and discuss components of the Standard toolbar in the Contacts window using Figure 1-71
 Use Figures 1-72 through 1-75 and Table 1-3 to create a contact list
 Use Figures 1-76 and 1-77 to illustrate changing the view and sorting the contact list
 Use Figures 1-78 and 1-79 to illustrate finding a contact
 Use Figures 1-80 and 1-81 to illustrate organizing contacts
 Use Figures 1-82 and 1-83 to display the contacts in a category
 Use Figures 1-84 and 1-85 to preview and print the contact list
 Use Figures 1-86 through 1-91 to illustrate using the contact list to address an e-mail message
 Use Figure 1-92 through 1-95 to illustrate creating a distribution list
 Review the Save as command and file types
 Use Figures 1-96 through 1-98 to illustrate saving a contact list as a text file and displaying it in
WordPad

FIGURES: 1-68, 1-69, 1-70, 1-71, 1-72, 1-73, 1-74, 1-75, 1-76, 1-77, 1-78, 1-79, 1-80, 1-81, 1-82, 1-83, 1-84,
1-85, 1-86, 1-87, 1-88, 1-89, 1-90, 1-91, 1-92, 1-93, 1-94, 1-95, 1-96, 1-97, 1-98,

BOXES
1. BTW: Contacts. Review ways to organize contacts.
2. BTW: Business Contact Manager. Review the Business Contact Manager capabilities.
3. BTW: The Internet. Review the hyperlink capabilities.
4. Other Ways: Encourage your students to explore other ways of creating personal folders.
5. Other Ways: Encourage your students to explore other ways of adding a new contact.
6. Other Ways: Encourage your students to explore other ways of finding a contact.
7. Other Ways: Encourage your students to explore other ways of organizing contacts.
8. Other Ways: Encourage your students to explore other ways to display contacts in a category.
9. Other Ways: Encourage your students to explore other ways of printing/previewing a contact list.
10. Other Ways: Encourage your students to explore other ways of using the address book with e-mail

CLASSROOM ACTIVITIES
1. Group Activity: Break students into small groups and ask them to write a list of who might be included
in business’s contacts and what the purpose would be for using contacts. Who might they include in
personal contacts? Have students compare their lists with the other groups.

2. Quick Quiz:
1) In what order does Outlook list contacts? (Answer: Alphabetically, by last name)
Outlook 2007 Instructor’s Manual Page 9 of 11

2) When would creating a distribution list be beneficial? (Answer: When you find yourself sending
e-mail messages to the same group of people)

LAB ACTIVITIES
1. Have students create their own contact list of people to whom they send Holiday cards each year.
Encourage them to research how they can use that contact list with Microsoft Word 2007 to print
envelopes for their Holiday cards.

OUT 61:: Trackiing Acttiiviittiiess
OUT 61 Track ng Ac v e
LECTURE NOTES
 Use Figure 1-99 to discuss the Activities command to track contact items

FIGURE: 1-99

CLASSROOM ACTIVITIES
1. Discussion Topic: To remind your recipients to respond Outlook 2007 allows you to use a flag to send a
reminder with your message. Think of instances where this would be very useful. Are there situations
where this might not be a good feature?
2. Quick Quiz:
1) Where does Outlook search for items linked to the contact? (Answer: Only in the main Outlook
folders; however, you can create and add new folders to be searched)

OUT 62:: Outtllook Hellp
OUT 62 Ou ook He p
LECTURE NOTES
 Introduce Outlook Help
 Use Figures 1-100 through 1-102 to illustrate searching for Outlook Help
 Review the steps to quit Outlook

FIGURES: 1-100, 1-101, 1-102

BOXES
1. BTW: Outlook Help. Review Outlook Help in Appendix C.
2. BTW: Certification. For more information on the MCAS program see Appendix F or visit the Outlook
2007 Certification Web page.
3. Other Ways: Encourage your students to explore other ways of using Outlook Help.

TEACHER TIPS
To resize the Help window, move the pointer over a corner of the Help window until you see the double-
headed arrow, then drag the corner until the window is the size you want it to be. Move the Help window
by moving the pointer to the title bar, and dragging the window where you want it.

CLASSROOM ACTIVITIES
Outlook 2007 Instructor’s Manual Page 10 of 11

1. Assign a Project: Ask students to use Outlook help for information on creating Electronic Business
Cards. Have them design the card and add it to an e-mail message.

2. Assign a Project: You can save time by configuring your computer to open Microsoft Outlook
automatically whenever Microsoft Windows starts. Use Outlook Help to find out how

End off Chaptter Matteriiall
End o Chap er Ma er a


 Learn It Online is a series of online student exercises that test your knowledge of chapter content and
key terms.


 Apply Your Knowledge is a student assignment that helps you to reinforce the skills and apply the
concepts you learned in this chapter.


 Extend Your Knowledge is a student assignment that challenges you to extend the skills you learned in
this chapter and to experiment with new skills. You may need to use Help to complete the assignment.


 Make It Right is a student assignment that requires you to analyze a presentation and correct all errors
and/or improve the design.


 In the Lab (Lab): In the Lab is a series of student assignments that ask you to design and/or create a
presentation using the guidelines, concepts, and skills presented in this chapter. The assignments are
listed in order of increasing difficulty.

 Cases and Places is a series of student assignments where you apply your creative thinking and problem
solving skills to design and implement a solution.
Outlook 2007 Instructor’s Manual Page 11 of 11

Gllossssary off Key Termss
G o ary o Key Term
 active tab (OUT 18)  Outlook Help (OUT 62)
 arrangement (OUT 8)  paper clip icon (OUT 8)
 Business Cards view (OUT 44)  point (OUT 29)
 Categorized Mail (OUT 43)  Quick Access Toolbar (OUT 12)
 Category box (OUT 33)  Really Simple Syndication (RSS) (OUT 7)
 closed envelope icon (OUT 9)  Ribbon (OUT 11)
 contact list (OUT 44)  RSS Feeds folder (OUT 7)
 Contacts component (OUT 44)  Search Folders folder (OUT 43)
 Deleted Items folder (OUT 7)  Search Folders folder (OUT 7)
 Dialog Box Launcher (OUT 12)  Sent Items folder (OUT 7)
 Drafts folder (OUT 7)  submenu (OUT 14)
 electronic mail, (e-mail) (OUT 2)  tab (OUT 11)
 e-mail signature (OUT 23)  task pane (OUT 12)
 Enhanced ScreenTip (OUT 11)  Unread Mail (OUT 43)
 exclamation point icon (OUT 8)
 Favorite Folders (OUT 7) Top of Document
 Find option (OUT 44)
 Follow Up flag (OUT 33)
 font size (OUT 29)
 format (OUT 27)
 gallery (OUT 18)
 Inbox (OUT 8)
 Inbox folder (OUT 7)
 Junk E-mail folder (OUT 7)
 Key Tip (OUT 14)
 Key Tip badge (OUT 14)
 Large Mail (OUT 43)
 live preview (OUT 18)
 Mail Folders (OUT 7)
 menu (OUT 13)
 message importance (OUT 38)
 message list icons (OUT 9)
 message pane (OUT 8)
 message sensitivity (OUT 38)
 Message tab (OUT 18)
 Microsoft Office Outlook 2007 (OUT 2)
 Navigation Pane (OUT 7)
 Office Button (OUT 13)
 open envelope icon (OUT 9)
 Outbox folder (OUT 7)