Microsoft Office Outlook 2007 Training

AGENDA

E- Mail Calendar Contacts Your Mailbox

E-Mail 1. Creating a new E-mail message

1 From: To send messages on behalf of someone else (if you have the permission) To: Fill in addressees(*). Three ways to insert names: 1. Last name, then Ctrl + K 2. Click on "To", then choose 3. Insert the entire email address Carbon copy Blind carbon copy; other addressees do not see the names listed here

CC: BCC:

(*) Managers and VPs have a 'grp'-mail address, which includes their assistant, in addition to their private e-mail
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1(a). Message Options

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Mark Message Private Voting Options Request read receipt

E-Mail 2. Recalling Messages

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3. Recovering a deleted item

Ways for deleting an item permanently: 1. Press Del key and empty the Deleted items folders 2. Press Shift + Del To recover the deleted items: 1. Go the folder from where the item was deleted (eg. Inbox) 2. Go to Tools menu and then select Recover Deleted Items 3. Click 2 to put item in the original folder.

Go to Actions Menu and then select the option Recall This Message to open up the dialog box Select the available options in Recall This Message dialog box
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E-Mail 4. Out of Office Assistant

When you are out of office for an extended time , its time to turn on your Out Of Office Assistant. 1. Go to Tools menu and then select the option Out of Office Assistant to display the dialog box. 2. Type your personalised AutoReply and click on OK.

5. Some Quickies
1 Right Click Menu

In Outlook the navigation to reach certain functions has been simplified and shortened by using the right click of your mouse

5a. FAX/SMS
What about fax/SMS? BCG offers the possibility to send fax/SMS via the Outlook The specific format to use is:

[SMS:+32475xxxxxx] (max 160 characters. Be sure to delete your signature!)

[fax:+3222xxxxxxx] (your mail will be transformed into a cover sheet and attachments will be sent along)
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Calendar 1. Overview
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2. Scheduling your Personal Appointments

Right click on timing and choose New Appointment Fill the details as required: such as subject, start and end time etc.

1 Easy features to share calendar

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Side-by-Side colour coded view

Check to make appointment private

Calendar
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3. Meeting Requests (MeetingPlace)

1. Right Click the timing in your calendar and choose New meeting request. 2. Fill in the required information. 3. Scheduling tab allows you to scan the attendees agenda. 4. Add additional information. 5. Enter the MeetingPlace Details as required.

4. Quickies
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Update a meeting request 1. Double click on the meeting in your calendar. 2. Update the details as desired. 3. You are done. Cancel the Meeting Request 1. Double click on the meeting in your calendar. 2. Go to Actions Menu and select Cancel Meeting 3. Send the Cancellation 6

Check to make meeting private

Contacts 1. Creating a New Contact

1. While in Contacts, press Ctrl + N to open up a New Contact. 2. Fill in the desired details and click Save and Close.
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2. Creating a New Contact from an Email

1. Right Click on From Field and select Add to Outlook contacts 2. A New Contact will be generated with name and email will be automatically inserted.

Your Mailbox 1. Mailbox Size

Every item in Outlook is stored on the Email Server.

No Sending after 150 MB

The limit for the mail box is 150 MB

You will receive notifications 125 MB At 150MB you will no longer be able to send emails; however you will still receive emails Check the mailbox size more frequently by clicking on the Folder List icon and then selecting the Folder Sizes

Remember send.bcg.com

2. Attachments
No attachment more than 15 MB Use send.bcg.com for bigger files It allows you to upload a file to their server and email and generates an email with download link to recipients that you specify.

Recommendations 1.Check the mailbox size frequently 2.Create Personal Folders (as in the IT-Quick Start Guide)

No Backup for PSTs larger than 3.0GB Advisable to keep them small or create multiple PSTs