starting outlook 2007

8/2/2019 Starting Outlook 2007

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CORPORATE E-MAIL

CONFIGURATION ON MS.

OUTLOOK 2007

TRAINING MANUAL

2011

KENYATTA UNIVERSITY

DIRECTORATE OF I.C.T


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Directorate of I.C.T MS Outlook2007 Manual Page 1

Table of ContentsStarting Outlook 2007...................................................................................................................................... 2

Windows XP ................................................................................................................................................................. 2

Windows 7(seven) ........................................................................................................................................................ 3

Configuring E-Mail Accounts on Outlook 2007 ............................................................................................ 4

First -Time User ............................................................................................................................................................ 4

Alternative Configuration (manual) .............................................................................................................................. 9

Configuring Address Book on Outlook 2007............................................................................................... 11

Composing an E-mail Message ..................................................................................................................... 15

Inserting a Signature ................................................................................................................................................... 16

Create a signature ................................................................................................................................................... 16

Attaching a File to a Message ..................................................................................................................................... 17

Configuring the Calendar ............................................................................................................................. 18

Viewing the Calendar .................................................................................................................................... 18

Display the Calendar ............................................................................................................................................... 18

Scheduling Appointments and Events ........................................................................................................................ 19

Schedule an appointment ....................................................................................................................................... 19

Configuring Tasks .......................................................................................................................................... 20

Adding a Task .............................................................................................................................................................. 20

Add a task ................................................................................................................................................................ 20

Create a to-do item ................................................................................................................................................. 21

Updating a Task ....................................................................................................................................................... 22


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Starting Outlook 2007In order to use a program, you must startor launch first.

Windows XP1. Click the Windows Startbutton.

The Start menu appears.

2. Select All Programs.

The programs and menus listed here will depend on

the programs installed on your computer.

3. Select Microsoft Office.

4. Select Microsoft Office Outlook 2007.

The Outlook program screen appears.

Note: A desktop icon will be available.


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Windows 7(seven)1. Click the Windows Startbutton.

The Start menu appears.

2. Select All Programs.

The programs and menus listed here will depend on

the programs installed on your computer.

3. Select Microsoft Office Folder.

4. Select Microsoft Office Outlook 2007.

The Outlook program screen appears.


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Configuring E-Mail Accounts on Outlook 2007

First -Time UserAs a first time user, the Microsoft Outlook Program will in the first instance start with a Startup wizard to

guide you through the process of configuring Outlook.

Once the Startup Configuration Wizard

starts

1. Click the Next button at thebottom of the dialog box

This will take you to the Accounts

Configuration dialog box

2. This dialog box will prompt youto decide whether to set up an e-

mail account using Ms. Outlook

Select Yesto continue

3. ClickNext button to move to thenext stage


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4. If previous selection is correct, thesetup will take you to the add new

E-mail account dialog box.

Here the automatic account set up

option will prompt you to enteryour Names and E-mail account

details.

***Note: we are setting up the

accounts manually so dont enter

any details on the dialog boxes.

5. Select Manually configureserver settings or additional server typesThis will disable the automatic setup

6. ClickNext button to continue7. A new dialog box will open

prompting you to choose your

desired E-mail service

Select Internet E-mail option

8. ClickNext button.


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If the above procedures are

followed correctly, it should

open a dialog box prompting

you to Add a New E-mail

Account

This box is divided into 4(four)

sections:

User Information

Here you are prompted to enter

your Names (full names or

department name) and your E-

mail address.

(Ensure that you enter your full E-mail address. [email protected])

Server Information

In this section, the program prompts you to enter information about the E-mail server that you are using.

Account Type: Select IMAP option from the drop down list

Incoming mail server: Type the Universitys incoming mail server. i.e. barua.ku.ac.ke

Outgoing mail server: Type the Universitys outgoing mail server. i.e. barua.ku.ac.ke

Logon Information

Here the program again prompts you to enter your E-mail logon information.

User Name: Ensure you enter your full corporate E-mail address. E.g. [email protected]

Password: Enter your secret password for your E-mail address.

***Ensure you check the Remember password check-box

9. ClickNext to continue
mailto:[email protected]:[email protected]:[email protected]:[email protected]


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10. If all procedures are followed correctly, it should bring you a congratulatory page signaling successfulconfiguration. Click the Finish button to complete the configuration

***Restart the Microsoft outlook program to refresh user settings


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On successful restart of the program, a window similar to the image below will be displayed.


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Alternative Configuration (manual)

This method involves setting up theE-mail accounts manually without

help of the Outlook wizard.

Once you open Microsoft outlook

program:

1. On the menu bar, clickToolsoption

2.Select Accounts Settingsoption from the drop down

menu.

This will open the E-mail

accounts setup box, where

you can add, change,

remove, or repair E-mail

accounts.

3. Click on the E-Mail tab4. Select New option to create

a new E-mail account

connection.

This will open another dialog

box named Add New E-

Mail Account


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***Once it opens, follow

procedures4(four) through

10(ten)of theprevious topic

(First time user)


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Configuring Address Book on Outlook 2007Address books are a vital part of Microsoft outlook as they are integrated and configured with the mail server to

provide an organizations users with addresses of their counterparts and departments.

In this section we look at the step-by-step procedures of configuring the address book option in Microsoft outlook.

Once you open Ms. Outlook:

1. On the menu bar, clickTools option2. Select Accounts Settings

option from the drop down

menu.

This will open the E-mail

accounts setup box, where you

can add, change, remove, orrepair E-mail accounts.

3. Click on the Address Bookstab at the far end of the tabs

menu.

4. Select New option to create anew Address Book

This will open another dialog

box named Add New E-Mail

Accountwith options for the

Address Book type.


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5. Select the Internet DirectoryService(LDAP) option

6. ClickNextThis option takes you to the DirectoryService (LDAP) settings dialog box

which contains:

Server Information

Server Name: Enter the K.U server I.P

Address: 192.168.3.3

Logon Information:

Select the check box named, this server

requires me to log in

Username:[email protected]

Password: 123456

7. Select More Settings buttonThis option opens theMicrosoft

LDAP Directory dialog box

8. In the Connection tab under displayName, change the value to KU

Contacts

9. Click the Search tab

In the server settings section, change the

maximum No. of entries from 100 to 999

10.In the Search Base section, select the custom option and enter: dc=ku,dc=ac,dc=ke11.ClickApply
mailto:[email protected]:[email protected]:[email protected]:[email protected]


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12.ClickOk13.ClickNext

The program will bring you a congratulatory message signaling completion of the address book

configuration

14.ClickFinish

***Close all windows and Restart MS Outlook to refresh the address book settings.


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To check if address Book configuration is

correct:

1. Start MS Outlook2. Click on the Tools option in the

menu bar

3. Select Address book optionThis will open a dialog box named

Address Book contacts

4. Under address Book option, clickthe dropdown arrow to reveal the

contacts you created. i.e. KU

Contacts

5. Ensure you select the morecolumns option and under the

Search option, type the group or

individual you desire.

6. ClickGoI.e. typing the word chairman and

clicking go will display all the

chairmen of various departments in

Kenyatta University as displayed

in the figure.


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Composing an E-mail MessageThis lesson explains how to perform the most basic e-mail task of all: how to compose an e-mail message.

1. Click the Inbox folder in the Navigation Pane.The contents of your Inbox appear.

2. Click the New Mail Message button on theStandard

toolbar.

An UntitledMessage window appears.

Other Ways to Create a New Message:

Select FileNew from the menu and select

Mail Message from the submenu. Or, press

+ .

3. Type the recipients e-mail address in the To, Ccand/or Bcc field(s). (See Table 2-1: Ways to Address

an E-mail Message for a description of each field.)

If you want to send the message to more than one

person, simply place a semicolon ( ; ) between each

recipients

Tip: If you dont know the recipients e-mail

address, but he or she is in your Address Book,

click the To button to select the address from your

Address Book.

4. Type the subject of the e-mail in the Subject field.5. Click inside the body area of the message window and type your message.


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Inserting a SignatureA signature is boilerplate text or a file that can be attached to an e-mail message. Your signature appears at

the bottom of any new messages you compose and can include such things as:

Your name, title, and organization

Your phone and fax number

Your address

A link to your Web page

Create a signature

1. In the main Outlook window, select ToolsOptions from the menu.

The Options dialog box appears.

2. Click the Mail Format tab and clickSignatures.

The Signatures and Stationery dialog box appears.

Here you can create new signatures and manage

existing ones.

3. Click New, enter a name for the signature, andclick

OK.

4. In the Edit signature field, type the text thatyou want to appear in the signature. Then,

format the signature as desired.

5. Insert pictures or hyperlinks, if desired.6. ClickOK, and then clickOK again to save the

signature.

The next time you create a new message, your signature

will appear.

Tip: You can create more than one signature

Microsoft Outlook.


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Attaching a File to a MessageOne of the most useful features of e-mail is the ability to attach one or more files to a message. You can

attach

pictures, documents, PDFs and more in Outlook.

1. In the Message window, click the Insert tab on theRibbon.

2. Click the Attach File button in the Include group.The Insert File dialog box appears.

3. Navigate to and select the file you want to insert, thenclickInsert.

The selected file is attached to themessage.

Other Ways to Attach a

File:

In the Message window, click the

Message tab on

the Ribbon and click the Attach

File button in the

Include group.

ATTATCHMENT


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Configuring the Calendar

Viewing the CalendarThere are three main Calendar views in MicrosoftOutlook: Day, Week and Month view. This lesson

will talk about each of these views, and how to

navigate within them.

Display the Calendar

First, we need to display the Calendar.

Click the Calendar button in the Navigation pane.

The Calendar appears.

Day view

Day view gives you an hour-by-hour breakdown of

your daily schedule.

Click the Day button in the Calendar.Other Ways to Switch to Day View:

ClickView on the menu bar and select Dayfrom the menu. Or, press + +

.

Week view

Week view has two display choices: Work Week

and Full Week. Work Week view displays your

schedule Monday through Friday, while Full Week

view displays the full seven-day work week.

1. Click the Week button in the Calendar.2. Click the Show work week or Show full week option.

Other Ways to Switch to Week View:

Click View on the menu bar and select Week or Work Week from the menu. Or, press: + + or + + .

Month view

Month view is the default view in the Calendar. Month view shows your schedule for the entire month.

Click the Month button in the Calendar.


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Tip: To view more or less information in Month view, use the Details buttons at the top of the

Calendar.

Other Ways to Switch to Month View:

ClickView on the menu bar and select Month from the menu. Or, press + +

.

Scheduling Appointments and EventsOutlooks Calendar is great for keeping

track of your appointments and events.

Schedule an appointment

An appointment is any scheduled activity

that takes place within a one-day time

period. When you schedule an

appointment, the Calendar blocks off the

specified time span. For example, from 10a.m. to noon.

1. Click the New Appointment buttonon the Standard toolbar.

An UntitledAppointment window

appears.

2. Type a description of theappointment in the Subjectfield (for example, Lunch with Julie).

3. (Optional) Enterthe appointments location in the Location field.4. Specify the date of the appointment and its start and end time.

You can use the Start and End time list arrows to select a date and time, or you can enter the date and time

manually.

5. Enter any additional information about the appointment, if desired.6. Click the Save & Close button in the Actions group.

The Appointment window closes and the appointment appears in your calendar.

Other Ways to Create an Appointment:

Press + + . Or, click in the Calendar where you want to insert an appointment

and type the appointments description.


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Configuring Tasks

Adding a TaskRecording your tasks makes them easier to remember and manage. Outlook tasks provide a good way to

organize what you need to get done.

In Outlook 2007, you can create a task item that you can track until completion, or you can create a to-do

item, which is an e-mail message or contact that has been flagged for follow-up. All these items appear in

the To-Do List.

In this lesson, well look at how to add a task or create a to-do item from a message or contact.

Add a task

1. Click the Tasks button in the Navigation Pane.The To-Do List appears in Tasks.

Tip: To view a list of tasks onlyinstead of all to-do itemsselect the Tasks folder in the

My Tasks area of the Navigation Pane. The Tasks list appears.

2. Click the New button on the Standard toolbar.A Task item window appears. Table 7-1:

Task Item

Window Fields provides an overview of the

fields that are available in this window.

3. Enter a subject and other informationabout the task.

The table to the right provides an overview

of the

fields available in the task item window.

You can add detail about the task in the text

area.

4. Enter task details in the text area.Tip: Click the Details button in the Show group

on the Ribbon to access the Details page. Here

you can enter secondary information about the

task.

5. Click the Save & Close button in the Actions group on the Ribbon.


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Other Ways to Add a Task:

Double-click in an open area of the Tasks list

or the To-Do List to display a Task item

window. Or, click in the Click here to add a

new Task text box in the Tasks list or the To-

Do List and type a subject for the task. Or,

double-click in the Tasks area of the

Calendar. Or, click in the Type a new task

box in the To-Do Bar and enter a task subject.

Create a to-do item

A to-do item is any Outlook item, such as a task, e-mail, or contact that has been flagged for follow-up.

Tasks are automatically flagged as to-do items when you create them, while you must flag e-mails and

contact yourself.

Right-click an e-mail message orcontact, point to Follow-up, and select a

follow-up flag.

The item is marked for follow-up, and will appear inTasks. You can select follow-up flags of varying time

periods, such as Today, Tomorrow, or This Week.

Other Ways to Create a To-Do Item:

In the Inbox, click an e-mails flag icon. Or, add a task

(a task is automatically flagged as a to-do item).


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Updating a Task

Once youve created a task, you can edit or update it to show your progress. You can even send a progress

report to others.

Update a task

1. Click the Tasks button in the Navigation pane.The To-Do List appears.

2. Double-click the task that you want to update. Here in the Task item window you can make changesto the task. You can do things like change the start or due date, select a new status or priority, or

update the % Complete.3. Enter updated percentage of completion information, or other information, as desired.

Tip: Remember, you can only enter start and completion dates and percentage of completion

information in Task itemsnot in e-mail messages or contacts flagged as to-do items.

4. Click the Save & Close button in the Actions group on the Ribbon.


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Send a status report

You can send an e-mail to inform someone else of the progress youre making on a task.

1. Click the Tasks button in theNavigation pane.

The To-Do List appears.

2. Double-click the task you want towork with.

The Task item window appears.

3. Click the Send Status Report buttonin the Manage Task group on the

Ribbon.

An e-mail message appears that contains a

report about the task item. It includes the start

and due dates, current status, % Complete, the

Date completed (if it has been completed), and

the number of hours spent on the task.

4. Enter a recipient in the To box, type a message, and click the Send button.The message is sent.

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