IntroductionWelcome| 00:00 | (Music playing.)
| | 00:04 | Hi, and welcome to Migrating from Microsoft
Outlook 2003 to Outlook 2007. I am David Rivers.
| | 00:10 | Microsoft has incorporated some major
changes and improvements in Outlook 2007,
| | 00:15 | so if you are considering Migrating
from Outlook 2003, this title will help to
| | 00:19 | make your transition a smooth one.
| | 00:21 | We will begin with a tour of the new
and improved user interface, namely the
| | 00:25 | Ribbon, where you will find easy and
logical access to the various features and
| | 00:29 | functions in Outlook 2007.
| | 00:32 | Then we will investigate the various
methods for transferring all of your
| | 00:35 | important information to your
new installation of Outlook 2007.
| | 00:40 | This means getting to know your .PST
file, which contains your emails, contacts
| | 00:45 | and calendar entries.
| | 00:46 | You will learn how to find this file,
how to back it up and restore it when
| | 00:50 | necessary and you will learn
how to export this file as well.
| | 00:54 | Now, the way you perform many of the
common commands in Microsoft Outlook 2003
| | 00:58 | may be performed in
different ways in Outlook 2007.
| | 01:01 | So, we will investigate the Office
button for common file-related commands and
| | 01:06 | we will work with the Quick Access toolbar to
help create a more efficient work environment.
| | 01:11 | We will also work with the mini
toolbars for even faster access to related
| | 01:15 | functionality when
selecting content in Outlook 2007.
| | 01:19 | Lastly, we will examine how creating
and using Macros can help to save you time
| | 01:23 | and effort and we will examine the
importance of the Startup folder and how you
| | 01:27 | can change it to suit your needs.
| | 01:30 | So, let's get started.
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1. Getting StartedUnderstanding the reasons to switch| 00:00 | Outlook 2007 offers a number of major
improvements and enhancements that make
| | 00:05 | upgrading from Outlook 2003 worthwhile.
| | 00:08 | There is an improved user interface
with a new To Do Bar to help you stay
| | 00:12 | organized and on track.
| | 00:13 | Sharing Calendars with others makes
collaboration easier than ever and you will
| | 00:17 | save time and effort now in dealing
with e-mail attachments, thanks to the new
| | 00:21 | Attachment Previewer.
| | 00:22 | Now in this movie, we are going to
get a brief overview of some of these
| | 00:25 | features before covering them in
greater detail later on in this course.
| | 00:29 | We will begin with the new Fluent user
interface, which has been improved to
| | 00:34 | help you work more
efficiently and improve productivity.
| | 00:38 | The Ribbon allows you to spend more
time doing your work and less time searching
| | 00:41 | for commands by making
them easy to find and use.
| | 00:44 | You will also find quick and easy
access to relevant commands using the Quick
| | 00:48 | Access toolbar and the new mini toolbars
that appear when working with selected text.
| | 00:53 | And the new To Do bar shows you flagged
email messages and tasks in one handy location.
| | 00:59 | If you're Migrating to Outlook 2007,
as opposed to a simple upgrade on the
| | 01:03 | same machine, such as moving to a brand
new installation of Outlook 2007 on a
| | 01:07 | new computer, you'll learn everything you
need to know about PST files in this course.
| | 01:12 | PST files hold your e-mail messages, tasks,
calendars entries, even your contacts.
| | 01:17 | You'll learn how to locate this
important file, back it up for safekeeping, and
| | 01:21 | restore it when needed.
| | 01:23 | And you'll also learn how to export this
file so you can import it into your new
| | 01:28 | Outlook 2007 installation.
| | 01:30 | It's all easy to do.
| | 01:31 | There are also a number of new
features to help improve your productivity and
| | 01:35 | efficiency when working in Outlook.
| | 01:37 | For example, if you collaborate with
others on Projects, sharing a Calendar with
| | 01:41 | the team will make it easy for
everyone to stay on track and on time.
| | 01:46 | You'll now be able to preview an
attachment in an email message using the
| | 01:50 | Attachment Previewer, so you don't
have to download and open the attachment
| | 01:54 | to see what's inside.
| | 01:55 | Macros are also excellent time-saving
options when you find yourself repeating
| | 01:59 | the same set of commands over and over.
| | 02:02 | Creating Macros and Macro buttons
for running those Macros can translate
| | 02:06 | into huge time savings.
| | 02:08 | So, I hope this brief overview has
helped to show you why you might want to
| | 02:12 | migrate from Outlook 2003 to Outlook 2007.
| | 02:15 | We will be exploring these reasons in
greater detail as we move through the
| | 02:20 | various chapters in this course.
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| Exploring changes to the user interface| 00:00 | When you launch Outlook 2003,
by default, you're presented with the Outlook
| | 00:05 | Today view and here you will see a
compilation of your Calendar, Tasks and your Messages.
| | 00:11 | Of course, you can always change your Startup
folder, but this is what you see by default.
| | 00:15 | On the left-hand side
you've got the Navigation Pane.
| | 00:18 | The Navigation Pane can be adjusted,
but it always appears over here on the
| | 00:21 | left-hand side, and it gives you quick and
easy access to the various components of Outlook.
| | 00:27 | At the very top of your screen, you
have got the Menu bar and then the
| | 00:31 | Toolbar down below.
| | 00:32 | When we go to create a new item, such
as a new mail message - we will just make
| | 00:36 | sure that Mail is selected and click New -
| | 00:38 | you will notice you get the same User
Interface type setup, where you have got
| | 00:43 | a Menu bar across the top, you have got a
Toolbar and then you've got your fields down below.
| | 00:49 | Let's see what this looks like
now as we flip over to Outlook 2007.
| | 00:54 | When you launch Outlook 2007, at first
glance, there are no major changes to
| | 00:58 | the user interface, but as we dig a
little bit deeper, we will see some
| | 01:02 | changes and improvements.
| | 01:04 | Let's begin on the left-hand
side with our Navigation Pane.
| | 01:07 | Here is where we have quick access to
the various folders and tools available to
| | 01:12 | us in Outlook 2007. If we want to go
to the Calendar, we click the Calendar
| | 01:16 | button and that's what's
displayed on the right-hand side.
| | 01:20 | What's new to the Navigation Pane,
though, is the ability to minimize it.
| | 01:24 | The Minimize button appears at the top
right-hand corner of the Navigation Pane
| | 01:28 | itself. Click this once to
minimize, or hide it, on the left-hand side.
| | 01:32 | Now you will still have access to the
Navigation Pane, as well as the various
| | 01:36 | tools. Simply click the Mail icon,
for example, to go back to Mail.
| | 01:41 | Notice that the Navigation Pane stays minimized.
| | 01:44 | To access other options from the
Navigation Pane while minimized, click the
| | 01:49 | Navigation Pane button.
| | 01:50 | This pops open a menu where you can
quickly go to a specific folder, for example.
| | 01:54 | Now to bring it back, you click the
same button you clicked to minimize it.
| | 01:59 | It's now an Expand button and this
brings your Navigation Pane back, and of
| | 02:03 | course, you can always modify it by clicking
and dragging its border to change its width.
| | 02:08 | Also new in the User Interface is the
To-Do Bar that automatically appears, by
| | 02:12 | default, on the right-hand side of your screen.
| | 02:15 | Here is a convenient location to view
all of the things that are flagged as
| | 02:19 | tasks or items that you need to follow up on.
| | 02:22 | For example, in the Calendar, you'll see
Calendar Events automatically appear on the To-Do Bar.
| | 02:28 | Down below, you can create brand new
tasks without going to the Tasks function by
| | 02:33 | clicking in the Type a new task field.
| | 02:35 | It now appears as a
flagged item in the To-Do Bar.
| | 02:41 | The same goes for email messages.
| | 02:43 | If there's something you need to follow
up on, simply drag the email message
| | 02:47 | into the To-Do Bar and release.
| | 02:50 | It then gets added to your To-Do
Bar and appears with this red flag.
| | 02:55 | So, the To-Do Bar gives you a
convenient location to view all of your Tasks,
| | 03:00 | Calendar Events, even email
messages you need to follow-up on.
| | 03:04 | Now the major changes happen when we
start to create things, such as email
| | 03:08 | messages or calendar events.
| | 03:10 | Here, in our Mail, we will click the
New button, which launches a brand new
| | 03:15 | Untitled - Message and here's where
you're going to notice the biggest changes
| | 03:19 | to the user interface.
| | 03:20 | This Fluent User Interface makes use of
the brand new Ribbon and the Ribbon, you
| | 03:25 | can see, is broken up into various tabs
and this is designed so that you will
| | 03:30 | spend less time searching for commands
and more time actually doing your work.
| | 03:34 | The commands are more discoverable.
| | 03:36 | For example, when we click the
Options Tab, you will see various groups, for
| | 03:39 | Themes, Fields, Formatting and Tracking.
| | 03:42 | When we go back to the Message tab, we
see message related commands available to
| | 03:46 | us in the various groups for Cut, Copy
and Paste in the Clipboard group, for
| | 03:49 | example, and then text editing for Basic Text.
| | 03:53 | We have also got options for
Attaching Files and Items and so on, even
| | 03:58 | Flagging Items under the Options
group, and our Proofing option here for
| | 04:02 | checking our Spelling.
| | 04:03 | Let's just close this up without
actually creating the message and we will go
| | 04:07 | down to our Calendar button in
the Navigation Pane and select it.
| | 04:11 | This takes us to our Calendar and again,
if we go to the New button and click
| | 04:16 | New, by default, we will be
creating a New Appointment.
| | 04:19 | Notice here, with this screen, that we
also make use of the Ribbon, which is, by
| | 04:23 | the way, context-sensitive, because we
were working with a calendar item here.
| | 04:27 | You're going to see Options, such as
the Appointment Tab and if we go to
| | 04:31 | the Insert Tab, we are going to see
Insert Options that pertain to working
| | 04:35 | with Calendar items.
| | 04:36 | We also have the Format Text tab to
give us access to formatting commands, but
| | 04:41 | they appear separately on the Format Text tab.
| | 04:44 | Let's close this up.
| | 04:45 | We will go back to Mail and proceed
to create a brand new email message by
| | 04:51 | clicking the New button.
| | 04:52 | The other major change you will notice
is in the top left corner, the Office
| | 04:56 | Button, and this replaces the File menu
you may be accustomed to when creating
| | 05:01 | email messages, Calendar
events, Tasks and so on.
| | 05:04 | When you click the Office Button, you're
going to see all of those file-related
| | 05:08 | commands you may be accustomed to using
in previous versions of Outlook, such as
| | 05:12 | creating a New Message, Sending, Saving.
| | 05:15 | You will see Print down here, as well.
| | 05:17 | You also have access, from this
Office Button, to your Editor Options.
| | 05:22 | You will see that in the bottom right-
hand corner and if you don't want to
| | 05:25 | make a selection from the Office Button, just
click anywhere outside the menu and it closes up.
| | 05:31 | So, there have been some major changes
to the user interface here in Outlook
| | 05:35 | 2007, specifically when you're
creating items or working with items, such as
| | 05:40 | email messages, Contacts,
Calendar Events and tasks.
| | 05:44 | From the Standard User Interface, we
now have the To-Do Bar, giving you one
| | 05:48 | convenient location for you to access
all the items you need to follow up on, and
| | 05:53 | the Navigation Pane now can create a
bigger work area by allowing you to
| | 05:58 | minimize it and expand it when needed.
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| Controlling Outlook 2007 with keyboard shortcuts| 00:00 | As Microsoft was developing Outlook
2007, they made some enhancements and
| | 00:04 | improvements to the user interface, but
at the same time, they realized that many
| | 00:08 | users like to use keyboard shortcuts.
| | 00:11 | So, if you use keyboard
shortcuts in Outlook 2003,
| | 00:13 | you're going to have access to those
same shortcuts here in Outlook 2007.
| | 00:19 | So, let's test it out.
| | 00:20 | Let's begin with a very popular
keyboard shortcut for printing, Ctrl+P. All you
| | 00:26 | need to do is make sure Mail is
selected and you got an actual message
| | 00:29 | selected in your Inbox.
| | 00:31 | If you wanted to print it out, typically,
holding down Ctrl while tapping the letter
| | 00:35 | P and releasing it brings up
the Print dialog box. There it is.
| | 00:39 | Now, you could continue using your
keyboard. Pressing Enter will be the same as
| | 00:43 | clicking the default button.
| | 00:45 | It's the one that's highlighted, the OK button.
| | 00:47 | Or you didn't want to print, you change
your mind, press Escape on the keyboard
| | 00:50 | and that closes up the dialog box.
| | 00:52 | Now, if we go up to the File menu and
click File, you'll notice that some of
| | 00:57 | these items have hints about the keyboard
shortcuts, such as our Print button down here.
| | 01:02 | Ctrl+P is the keyboard shortcut.
| | 01:04 | If we move up to Open, notice Ctrl+O is
the keyboard shortcut for opening, and if
| | 01:09 | we go to New, you'll see Ctrl+N is for a
new Mail Message, because we are in our Inbox.
| | 01:14 | We have got these other
ones requiring two booster keys.
| | 01:17 | For example, to create a new task,
Ctrl+Shift+K, but if we click Tasks in the
| | 01:22 | navigation pane and we go up to the
File menu and over to New, you'll notice
| | 01:27 | Task now appears at the top and
Ctrl+N is the keyboard shortcut for Tasks.
| | 01:32 | Then we've got some other options down below.
| | 01:34 | Now if we want to create a new Mail
Message right from here, Ctr+Shift+M, as in
| | 01:38 | mail, is the keyboard shortcut.
| | 01:40 | So, we'll just click out here as well.
| | 01:42 | Now if we go to the Toolbar and just
hover over New, you'll see it says New Task.
| | 01:47 | If we click the dropdown, we'll see
Ctrl+N there as well, for creating a new
| | 01:51 | task and those other keyboard shortcuts
for creating other objects, such as Mail
| | 01:55 | Messages, Appointments and so on.
| | 01:58 | So, those are the keyboard shortcuts
you might be accustomed to in Word 2003.
| | 02:02 | Let's now take a look at how
keyboard shortcuts work in Outlook 2007.
| | 02:07 | So, let's test it out. With Mail
selected in the navigation pane, and if you've
| | 02:12 | got any message, just go
ahead and select it by clicking,
| | 02:15 | you'll view the message on the right-
hand side and if you wanted to print this,
| | 02:18 | typically you would hold down the Ctrl
key on your keyboard and press the letter
| | 02:22 | P, as in print, simultaneously.
| | 02:24 | Let's try it here in Outlook 2007.
| | 02:26 | Hold down Ctrl, while holding that, tap
the letter P, and sure enough, the Print
| | 02:30 | dialog box opens up,
| | 02:32 | where you have access to the
Print commands and options.
| | 02:35 | If you like what you see, you could
press Enter, which would be the same as
| | 02:38 | clicking the default button - it's the OK
button, the one that's highlighted in blue -
| | 02:43 | or if you wanted to click Cancel, the
keyboard shortcut for that is to press Escape.
| | 02:48 | Let's do that.
| | 02:49 | That closes up our dialog box.
| | 02:51 | Now, we can also see hints for the various
keyboard shortcuts from our menus and dialog boxes.
| | 02:57 | Let's go up to the File menu.
| | 02:59 | We'll click File on the Menu bar and
you'll notice right away that the Print
| | 03:04 | command has the keyboard shortcut
showing up right next to it, Ctrl+P. If we move
| | 03:09 | up to Open, you'll notice on the right-
hand side, in this pop-up menu, Ctrl+O for
| | 03:14 | opening and under New, you'll see
Ctrl+N for creating a new message.
| | 03:18 | Now, we'll also see these little
reminders by going to the Toolbar as well.
| | 03:23 | Because we are looking at Mail right now,
the New button, by default, will create
| | 03:27 | a new Mail Message if we click it,
| | 03:29 | but let's click the dropdown button next
to it, because we could create any new item.
| | 03:33 | It could be a new Appointment.
| | 03:35 | It could be a new Task, for example.
| | 03:37 | Mail Message does appear at the top and
Ctrl+N, as in New, because we are looking
| | 03:41 | at mail right now, will
create a new a Mail Message.
| | 03:44 | If we want to create a new Task, we
could do it from this dropdown, but we could
| | 03:48 | also use a keyboard shortcut,
Ctrl+Shift+K. This uses two booster keys,
| | 03:52 | so you hold down Ctrl and Shift together
while tapping the letter K. Let's test this out.
| | 03:57 | I'll just click anywhere outside the
menu to close it up, and sure enough, we get
| | 04:01 | a new window here for creating a brand new task.
| | 04:05 | So, the keyboard shortcut, in this case,
for creating new task is Ctrl+Shift+K.
| | 04:10 | Let's close this up, because here's
something that's very interesting.
| | 04:13 | If we click Tasks in the navigation pane
and we look at the New button, now it's
| | 04:18 | to create a New Task.
| | 04:19 | We are no longer in our Mail box.
| | 04:21 | We are looking at Task, so the
default button is now to create a new task.
| | 04:25 | If we click the dropdown, aha, Ctrl+N is
the keyboard shortcut for creating a New
| | 04:30 | Task, not a new Mail Message.
| | 04:32 | If you want to create a new Mail Message
while working in Tasks, you can see the
| | 04:36 | keyboard shortcut for that
is Ctrl+Shift+M, as in Mail.
| | 04:41 | So, they kind of change on you, but you
can always remember depending on your
| | 04:44 | view, if you are looking at Tasks,
Ctrl+N will create a New Task.
| | 04:48 | Looking at Calendar, Ctrl+N to create
a new Appointment. Mail, same thing,
| | 04:52 | it'll be creating New Mail messages.
| | 04:55 | Now when we use the new Ribbon,
things change a little bit.
| | 04:58 | We still have access to those same
shortcuts, but we also have a series of
| | 05:02 | additional keyboard shortcuts.
| | 05:04 | Let's just go back to Mail and pretend
we are creating a brand new Mail Message.
| | 05:08 | You can click the New button or
Ctrl+N to create a new message.
| | 05:13 | Your cursor is flashing in the To field.
| | 05:15 | Notice now, you've got the Ribbon.
| | 05:17 | You have got the Quick Access
Toolbar and the Office button.
| | 05:19 | Let's just press the Alt key
and release it on the keyboard.
| | 05:23 | Notice what happens.
| | 05:24 | We see overlays now for the Office
button, the letter F. Each of the tabs on the
| | 05:29 | Ribbon has their own shortcut.
| | 05:31 | We also see shortcut buttons for the
available buttons on the Quick Access Toolbar.
| | 05:36 | Now if we wanted to, we
could use our keyboard here.
| | 05:39 | Let's say we wanted to make
you use of our Address Book.
| | 05:42 | Well, it appears on the Ribbon.
| | 05:44 | In this case, we would press the
letter H for our Message tab and now the
| | 05:49 | little shortcuts appear on the various
commands that are available to us from
| | 05:53 | the Message group here.
| | 05:55 | You can see, if we look over to the
right-hand side towards the middle, if we
| | 05:59 | need to access the Address
Book, A+B is the two-key command.
| | 06:04 | So, type the letter A, then the letter B
and the Address Book opens up where you
| | 06:09 | could now select a name.
| | 06:10 | You can use your cursor keys
to move up and down the list.
| | 06:13 | If you press Enter, it's
the same as selecting To.
| | 06:16 | You can see that down here.
| | 06:18 | It's the default button. It's highlighted.
| | 06:19 | So, we'll do that.
| | 06:21 | Now the default button is the OK button.
| | 06:23 | So, you could press Enter again, and
that name gets inserted into the To field
| | 06:26 | and we didn't have to use our mouse at all.
| | 06:28 | It's all thanks to the keyboard shortcuts.
| | 06:31 | If you press Alt again,
there they are. They are back.
| | 06:34 | If you wanted to go into the Options,
you might press the letter O thinking
| | 06:39 | that's going to give you the Options on
the Ribbon, but it takes you to Format Text.
| | 06:43 | So, to go back, you can always press Escape.
| | 06:45 | It takes you back one step.
| | 06:47 | Now, you can press P for Options and it
gives you access to all of the Options tab.
| | 06:52 | Press Escape and then Escape again to
simply remove all of those keyboard shortcuts
| | 06:58 | and continue to work with
your mouse, if you wanted to.
| | 07:00 | I am just going to close up the new
message without saving it and this
| | 07:04 | returns us to our mailbox.
| | 07:06 | So, if you are accustomed to using
keyboard shortcuts in previous versions of
| | 07:10 | Outlook, there you have them all in
Outlook 2007, at your disposal, plus some new
| | 07:15 | ones when using the Ribbon.
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2. Transferring Emails, Contacts, Calendars, and More from Outlook 2003 to 2007Locating your .PST file| 00:00 | Microsoft Outlook automatically
stores your email messages, contacts,
| | 00:04 | appointment, your tasks, notes, even journal
entries, in one of the following two locations.
| | 00:09 | It might be in a personal storage
folder, also known as a PST file, right on your
| | 00:14 | hard drive, or if you use Outlook with
Microsoft Exchange Server, potentially,
| | 00:19 | it's in a Mail box that's
located right on the server.
| | 00:23 | Typically, if you're using Outlook
in a work environment like a large
| | 00:26 | organization, it's your IT department
that manages the Exchange Server and
| | 00:30 | backing up of your PST files.
| | 00:33 | Of course, you can use a backup of
your PST file to restore or remove
| | 00:38 | your Outlook data if you
experience a hardware failure, or if you lose
| | 00:42 | data unexpectedly, or if you have to
transfer data from one computer to
| | 00:46 | another computer, such as you
might need to do when migrating from
| | 00:50 | Outlook 2003 to Outlook 2007.
| | 00:53 | Now before you can make a backup of
your PST file, you'll need to know where to
| | 00:57 | find it and the location depends on
your version of Windows and whether or not
| | 01:02 | you're on an Exchange Server.
| | 01:03 | So, if you use Outlook with a
Microsoft Exchange Server, remember the default
| | 01:07 | delivery and storage location is the
Exchange Server mailbox and it's the
| | 01:12 | Administrator who usually handles the
backups of the mailboxes on the server,
| | 01:16 | but some administrators like to
store Outlook data in a PST file right on
| | 01:21 | your hard disk drive.
| | 01:22 | So, how do we find out?
| | 01:24 | Well, right here in Outlook and
whether or not you're using Outlook 2007 or
| | 01:28 | 2003, you'll go up to the Tools
menu and select Account Settings.
| | 01:33 | Now if you're using Outlook 2003 and
you go to the Tools menu and E-mail
| | 01:38 | Accounts is not available -
and that's a possibility,
| | 01:42 | it's possible that the network
administrator has removed the option to protect
| | 01:45 | the account information.
| | 01:46 | So, if you don't see it there, contact
your network administrator for some help.
| | 01:50 | Next, with the Account Settings showing,
we'll go to the Data Files tab and down
| | 01:55 | below you'll see one or more files listed.
| | 01:57 | We are going to look at the Name column.
| | 02:01 | If the Name field contains the word
Mailbox followed by the email name, Outlook
| | 02:06 | stores your data in
folders on the Exchange Server.
| | 02:09 | So, you'll need to contact the
administrator for more information about how
| | 02:13 | backups are handled.
| | 02:14 | If the field contains the words personal
folder or the name of a set of personal
| | 02:19 | folders or PST files, Outlook stores
new messages, contacts, et cetera, and other
| | 02:23 | data in a PST file right on your hard drive.
| | 02:27 | So, now it's time to actually locate the file.
| | 02:30 | We'll just close this up and
we'll go into Windows Explorer.
| | 02:35 | Now in Windows Vista or Windows 7, the
default location is on your hard drive,
| | 02:42 | then you'll double-click Users, find
your user name, double-click there, then
| | 02:47 | double-click AppData, double-click
Local and there you'll find Microsoft.
| | 02:53 | You'll double-click that folder and
then, finally, as you scroll down, you'll see
| | 02:58 | Outlook. dDouble-click there and
that's where you'll find your PST file.
| | 03:03 | So, you'll see a list of files and
you'll see their types over in the type column
| | 03:08 | and the PST file, for you, could be
called Outlook or it might be in the actual
| | 03:13 | name of your own personal file.
| | 03:16 | So, what you're really looking for is
the extension, the PST file, and that's the
| | 03:20 | file that you want to be able to back up.
| | 03:23 | Now if, for example, you're using
Windows XP, the default location for your PST
| | 03:28 | file is a little bit different.
| | 03:30 | It's on the C drive, under Documents
and Settings, then your user name, then
| | 03:36 | local settings, then Application
data, then Microsoft, then Outlook.
| | 03:42 | So, now that you know where to find
PST file, you're ready to back it up.
| | 03:46 | We'll do that next.
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| Backing up your .PST file| 00:00 | Once you know the location of your PST file,
you might want to consider backing it up.
| | 00:06 | And this is not necessarily for
migrating, but rather for ensuring you always
| | 00:10 | have your Outlook data, should
something go wrong with your PST file.
| | 00:14 | And backing up the PST file is quite easy.
| | 00:16 | You just copy it to a safe location.
| | 00:19 | But Outlook has to be closed when you do it.
| | 00:21 | So, make sure Outlook is closed,
locate the file, like we did in the previous
| | 00:26 | lesson, and then consider
where you want to back it up to.
| | 00:30 | Safe locations can be other physical
hard drives in your machine or a hard
| | 00:35 | drive in another machine.
| | 00:36 | It could be an external hard drive
that's plugged into your computer, a flash
| | 00:40 | memory card, even a USB drive, which
we are going to use in this example.
| | 00:46 | So, once you open up a second Explorer
window, all you need to do is drag the
| | 00:51 | PST file to that location.
| | 00:53 | And by default, if it's not in the
same hard drive, it's going to be copied,
| | 00:57 | as opposed to moved.
| | 00:59 | If you want to make sure it's copied,
you'll hold down your Ctrl key, on the
| | 01:02 | keyboard, and you'll see
Copy to and the location.
| | 01:05 | When you let go, you've
created a backup of your PST file.
| | 01:10 | Other locations include CDs
and DVDs, even a backup tape.
| | 01:15 | Now, with your PST file backed up,
you'll always have access to your e-mails,
| | 01:19 | appointments, contacts, tasks and more,
| | 01:21 | in the event something goes wrong with
the original PST file, or even the hard
| | 01:26 | drive that holds your PST file.
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| Restoring your .PST file| 00:00 | Backing up your PST file is like having
an insurance policy in case of a disaster.
| | 00:05 | With Outlook, the disaster could be
a missing, or even a damaged PST file.
| | 00:10 | But a backup is worthless if
you can't actually restore it,
| | 00:14 | so it's a good idea to first test
your backup and testing the backup when we
| | 00:18 | know the original still
works is a lot less stressful.
| | 00:21 | So, let's try it now.
| | 00:22 | So, if you've got Outlook running, just
go to a location, such as your Calendar
| | 00:26 | where you've got events
listed, just so you can see,
| | 00:28 | for example, an appointment that's
been scheduled. Maybe you've got tasks, and
| | 00:33 | you want to remember those because
hopefully they show up in the backup as well.
| | 00:38 | Now once you've made your backup, like
we did in the previous lesson, you can
| | 00:41 | test the backup by opening up that file.
| | 00:44 | So, we'll go up to File, right on the
Menu bar, and we'll go down to Open, over to
| | 00:50 | the right-hand side and
choose Outlook Data File.
| | 00:54 | And now you get to browse to that backup.
| | 00:57 | So, if you've copied your backup to an
external drive, for example, or a USB
| | 01:01 | Stick, you can locate it, select it
and click OK, and now you're actually
| | 01:05 | working with the backup.
| | 01:07 | So, if we go back to the Calendar, and
notice whether or not your appointments
| | 01:11 | are there, your tasks, et cetera, you
know that your backup is working and if
| | 01:16 | there was an emergency,
you'd always have that file.
| | 01:19 | Now this is a good time to mention that
many people like to keep their PST file
| | 01:24 | in a different location than the default,
for example, on a separate hard drive.
| | 01:29 | So, if you had to reformat the C drive,
you'd still have your data on another drive.
| | 01:34 | That's okay. It doesn't have
to reside in the default location.
| | 01:37 | I don't recommend having it on
an external USB, for example,
| | 01:41 | but in that case, you might want to, if
something happened to your file, if it
| | 01:45 | went missing, just simply drag it
back to the location of your choice.
| | 01:49 | Now, when a PST file is actually
damaged, as opposed to missing, Outlook
| | 01:54 | starts with a message that it can't be
opened and you need to run the Inbox Repair tool.
| | 02:00 | If that doesn't fix the PST file, you
can just need to rename the corrupted PST
| | 02:04 | file to something like
PST.old or instead of .PST,
| | 02:09 | you'd have O-L-D as an extension and then
Outlook wouldn't recognize it as a PST file.
| | 02:15 | It would be the same as though it went
missing and then you simply drag your
| | 02:18 | backup to the location of your choice.
| | 02:20 | Go to the File menu and Open
it like we did a moment ago.
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| Using Import and Export to transfer your .PST file| 00:00 | If you're migrating from Outlook 2003
to Outlook 2007, a great way to get your
| | 00:05 | PST file from one version to the new
installation of Outlook 2007 is to use
| | 00:12 | exporting and importing.
| | 00:13 | And that's what we're going to do right now.
| | 00:15 | Here in Outlook, you can see I've got the
calendar showing up where I've got a team meeting.
| | 00:20 | You can be in any location you like, in
Outlook 2003 or, as in my case, Outlook 2007.
| | 00:26 | It's the same thing.
| | 00:26 | We go up to the File menu
and choose Import and Export.
| | 00:30 | This launches the wizard.
| | 00:31 | You'll see some export options at the
top and then a number of import options.
| | 00:35 | The first step is to export your PST file.
| | 00:39 | So, in this case, we want
to choose Export to a file.
| | 00:42 | We will select that and click Next.
| | 00:45 | Now we have a number of different file
options to choose from, but the one we
| | 00:48 | want, if we're going to be migrating to
a new installation of Outlook 2007, we
| | 00:53 | want a personal file folder, or a PST file.
| | 00:56 | So, we select it and click Next.
| | 00:59 | Now you're going to see a list of all
of your different folders, Calendars,
| | 01:03 | Contacts, your mailbox, et cetera.
| | 01:05 | You can go right to the very top, if you
want everything included, and click the
| | 01:10 | Include subfolders checkbox.
| | 01:12 | Otherwise, you're only
exporting what's selected on this list.
| | 01:16 | But with the very top option selected
and subfolders selected, you can click
| | 01:21 | Next and now all you have to do is
choose a location and a name for your file.
| | 01:28 | Notice, by default, it's going to the
same default location as your PST file and
| | 01:32 | the name is going to be backup.PST.
| | 01:35 | But, of course, you can change
the location and even the name.
| | 01:38 | I suggest clicking the Browse button.
| | 01:41 | The location may be fine, but you
might want to be more descriptive with the
| | 01:45 | File name, such as adding in the date.
| | 01:47 | So, backup, I'm
going to just type in 02_19.
| | 01:54 | That just helps me to remember the
date and then I'll click OK and you can
| | 01:58 | see that's been changed up here
inside the field for Save exported file as,
| | 02:03 | as we scroll across.
| | 02:05 | Now, there are some options down
below for any duplicates you might have.
| | 02:08 | If you've got duplicate entries in a
calendar, you might want those duplicates
| | 02:12 | to be exported and replacing
the old ones with the new ones.
| | 02:16 | You can allow duplicate items or
don't export any duplicate items at all.
| | 02:20 | Those are the options.
| | 02:21 | The default is to replace duplicates.
| | 02:23 | That keeps things nice and clean.
| | 02:25 | Click Finish and now you've got the
Create Microsoft Personal Folders dialog box
| | 02:30 | showing up, because you're going to
be exporting this to something called
| | 02:34 | Personal Folders, by default, and
you can even add password protection.
| | 02:38 | So, you can change this name if you
wanted to and add password protection.
| | 02:43 | In this case, you would have to
type in the password twice.
| | 02:46 | So, if you're concerned about the
content in your export, if any of it's
| | 02:49 | confidential, use the password.
| | 02:52 | If you don't need the password,
just leave those blank and click OK.
| | 02:55 | So, it just takes a moment
and the export is performed.
| | 02:59 | You now have your backup.
| | 03:00 | So, let's say you go to the new
installation here of Outlook 2007 and you want
| | 03:05 | to bring in all those emails,
those calendar entries, et cetera.
| | 03:09 | Well, you could be using Outlook already.
| | 03:11 | I'm going to go here to an entry, like my
Team Meeting, and press Delete, just to remove it.
| | 03:16 | So, this is my new installation of Outlook.
| | 03:17 | I've already started using it, but I
want to bring in all that other stuff from
| | 03:21 | Outlook 2003, from the Export.
| | 03:23 | So, I go up to File and choose Import and
Export, just like we did to perform the export.
| | 03:29 | Now we're going to look at the Import options.
| | 03:31 | In this case, we want to import from
another program or file. That's selected, by
| | 03:36 | default, click Next.
| | 03:38 | As you scroll down, you'll see one of
the options is a PST file, Personal Folder
| | 03:43 | File, and click Next.
| | 03:45 | Now you have those same options,
replace duplicates, allow duplicates or
| | 03:50 | don't import them at all.
| | 03:51 | You can use your Browse
button to locate the backup.
| | 03:54 | Select it and click Open.
| | 03:56 | Now it appears in the File to import field.
| | 03:59 | Click Next and you'll notice
you've got the same option.
| | 04:02 | There's Personal Folders.
| | 04:03 | That's the name we accepted as default.
| | 04:06 | We want to include the subfolders,
and now you have the option to import items
| | 04:10 | into the current folder or import items
into the same folder that you're using.
| | 04:14 | In this case, you'll see
your mailbox, for example.
| | 04:18 | Click Finish and everything gets
imported, and notice what happens in the
| | 04:22 | calendar here. Our Team Meeting has
arrived from the export into our new
| | 04:27 | installation of Outlook 2007.
| | 04:30 | So, if you are migrating from Outlook
2003 to 2007, an excellent way to get your
| | 04:35 | PST file, all of your email messages,
your calendar entries, tasks and so on,
| | 04:40 | use the Export command in Outlook 2003.
| | 04:44 | Then in Outlook 2007, use that same
command but choose the Import option to
| | 04:49 | bring all of your data into your new
installation and you're ready to continue.
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| Backing up individual items| 00:00 | On occasion, you may need to back up
individual items in Outlook, as opposed to
| | 00:04 | your entire PST file,
| | 00:06 | for example, important email messages
you can't lose, or maybe it's appointments
| | 00:11 | and calendars that you want to be able
to open up using other applications.
| | 00:15 | There are a couple of different
ways to back up those individual items.
| | 00:19 | We're going to do that now.
| | 00:20 | We'll start with our Inbox.
| | 00:22 | So, go to your Inbox in
Outlook and just click any message.
| | 00:25 | If you have one that
contains an attachment, even better.
| | 00:29 | Now one option is to use the Save As command.
| | 00:32 | We'll go up to file and choose Save As.
| | 00:35 | Now in this case, you can choose a
location where you want to back this up to.
| | 00:39 | I'm going to my Removable Disk, which is a USB
drive and I've made a folder here called email.
| | 00:45 | So, I'll double-click it to open it up.
| | 00:47 | And down below, you can see the file
name is defaulted to the same name as
| | 00:51 | the title of my email, in this case, New Flyer.
| | 00:55 | Also, the Save as type is defaulting to HTML.
| | 00:58 | So, I'll be able to open up this message in
a browser, for example, and view it there.
| | 01:02 | I won't have to have Outlook.
| | 01:03 | But I can change this Save as
type by clicking the button.
| | 01:08 | You can see some options, like an
Outlook Message Format, which means I'll need
| | 01:11 | Outlook to view the message, but
at least I'll have it backed up.
| | 01:15 | Or if I'm only concerned about the
contents of the message, I could choose Text Only.
| | 01:19 | Let's try that one.
| | 01:19 | Now in this case, we can change
the name if we need to, the location.
| | 01:23 | We'll leave them as is.
| | 01:25 | Choose Text Only and click Save and
we've now backed up the contents of the
| | 01:29 | message, the Text Only.
| | 01:31 | To see that, we just open up Windows
Explorer, and we'll go to that Emails folder.
| | 01:36 | You can go to the location where you
backed up yours and you'll see it's called
| | 01:40 | New Flyer and double-clicking it,
because it's a text file, should open up in
| | 01:43 | Notepad, or your default text editor.
| | 01:46 | And in this case, I'm viewing the
contents but not the attachment.
| | 01:50 | So, I'm going to close that up, and
I'm going to leave Windows Explorer open.
| | 01:55 | Another option is to simply drag a
message to a Windows Explorer folder.
| | 02:00 | So let's go back to Outlook and let's just
use the Restore button to size the window
| | 02:05 | so we can see both windows at the same time.
| | 02:08 | We'll go to our Inbox, and we can drag an
individual message, or if you wanted to,
| | 02:13 | select multiple messages using Shift and Ctrl.
| | 02:15 | I'm going to use the Shift key to select
all of my messages here from yesterday.
| | 02:20 | With them all selected, just simply
click-and-drag over to that folder, release
| | 02:25 | and they'll both be copied and you'll
notice the icon is an envelope, indicating
| | 02:30 | that the default format they've been
saved to is the Outlook item format,
| | 02:35 | meaning I'll need Outlook to view them.
| | 02:37 | But if I go to New Flyer, for example,
and double-click, notice I'm getting the
| | 02:42 | message and the attachment came
along with it, that Word document.
| | 02:46 | So, that's a great option if the
attachment needs to be backed up as well.
| | 02:50 | We will just close it out.
| | 02:51 | Let's go to a different folder now.
| | 02:54 | I've got one called
Appointments here on my USB drive.
| | 02:57 | We're going to test this
out with our calendar entries.
| | 02:59 | We'll go over to the calendar.
| | 03:01 | We can click an event, such as a Team Meeting.
| | 03:04 | Go up to File and Save As,
same option as before.
| | 03:09 | We'll choose a different location though,
just like we did in Windows Explorer.
| | 03:13 | We'll choose Appointments.
| | 03:14 | You can see the Save as type is an
iCalendar Format, that's the default, or we
| | 03:18 | could save just the text if we wanted
to, or even Rich Text if there is any
| | 03:21 | formatting that we want to bring along.
| | 03:24 | Then there is an Outlook Message Format.
| | 03:25 | So, it'd be treated like an email message.
| | 03:28 | There's the default, iCalendar Format.
| | 03:30 | Let's just go back here and
choose Text Only and click Save.
| | 03:35 | So, it gets saved over here to our
Appointments folder and double-clicking it
| | 03:39 | opens it up again in Notepad. It's a text file.
| | 03:41 | We've got all the information there.
| | 03:43 | Of course, we can also click-and-drag
over to a Windows folder, release, and it
| | 03:50 | will appear in the Outlook format,
that iCalendar Format, meaning when we
| | 03:54 | double-click, it's going to be
Outlook that displays the appointment.
| | 03:57 | Now, this is going to work for
your contacts, your tasks as well.
| | 04:02 | It's an excellent opportunity to back
up individual items that are of great
| | 04:07 | importance. It could be an important email.
It could be a set of appointments you've
| | 04:12 | got in your calendar or a whole group of tasks.
| | 04:15 | Use your Shift key, your Ctrl key to
select multiple items, simply drag them
| | 04:19 | over in their native formats.
| | Collapse this transcript |
|
|
3. Performing Common Outlook 2003 Tasks in Outlook 2007Performing tasks from the Office button and Quick Access toolbar| 00:00 | In Outlook 2003, commands appear on
toolbars or they may be hidden behind the
| | 00:06 | various menus that appear on the menu Bar.
| | 00:08 | When we open up an item, such as an
email message - let's double-click to do
| | 00:12 | that, we see another menu bar in a new
window and a toolbar representing some
| | 00:18 | of the more commonly used commands
when working with this open item, in this
| | 00:22 | case, an email message.
| | 00:23 | Now when go to the File menu that's
where we find the file-related commands,
| | 00:28 | so things like creating a new message,
saving, deleting, printing
| | 00:32 | even closing this up.
| | 00:34 | It's all here on the File menu.
| | 00:36 | Let's say we want to copy
this message to its own folder.
| | 00:39 | We could choose the Copy to
Folder option from the menu.
| | 00:43 | It opens up a dialog box, Copy Item to.
| | 00:45 | We can now select an existing
folder or, if you prefer, create a new one.
| | 00:51 | If we want to create a new one under
Inbox, you make sure Inbox is selected,
| | 00:55 | click New, type in 'Important,' for example.
| | 00:58 | When you click OK, the new folder is created.
| | 01:00 | Click OK again and you've just moved
a copy of your message to that folder.
| | 01:04 | That's kind of hidden away
behind the File menu there.
| | 01:08 | The toolbar does contain a number of
commands, again, that you might want to
| | 01:12 | use more often than others, but you can
always customize this too by clicking
| | 01:16 | the little dropdown button at the end of
the toolbar. You can Add and Remove Buttons.
| | 01:20 | When you move over to Standard, you're
going to see the Standard buttons that
| | 01:24 | can be removed, if there's a check
mark, or added if there is no check mark.
| | 01:29 | If we go to Customize, then we have
full access to the toolbars, the commands,
| | 01:34 | any command possible, and some of the options.
| | 01:37 | We will just close that up,
and let's close up the item.
| | 01:41 | In this case, we're closing up our
email message, returning us to the
| | 01:45 | main Outlook window.
| | 01:46 | Now performing file-related commands,
and some of the other customization is a
| | 01:52 | little bit different in Outlook 2007.
| | 01:54 | Let's check it out.
| | 01:56 | When you begin to work with
individual items in Microsoft Outlook, such as
| | 02:00 | E-mail Messages, Calendar
Entries, Tasks and so on,
| | 02:04 | the new Fluent interface will pop up,
and this includes the Office Button and
| | 02:08 | Quick Access toolbar that
we're going to explore right now.
| | 02:11 | Let's start with the Inbox and just
double-click any email message you have.
| | 02:15 | When you open it up, you notice right
away, the user interface is changed to
| | 02:19 | include the new Ribbon, as well as the
Office Button that appears in the top-left
| | 02:23 | corner and the Quick Access
toolbar that appears next to it.
| | 02:27 | Let's start with the Office Button.
Here is where you are going to see a number
| | 02:30 | of file-related commands.
| | 02:32 | If we click this button, you will see
things like Saving and Deleting, Moving,
| | 02:37 | Printing, Properties, and we
can even close it up from here.
| | 02:41 | So, with the Office Button, you've
got all of those commands you might be
| | 02:44 | accustomed to finding under the
File menu in previous versions.
| | 02:48 | Let's say we wanted to move this, or at
least a copy of this, to another folder.
| | 02:52 | We can move up to the Move
option without clicking it.
| | 02:55 | You will notice some
options to the right-hand side.
| | 02:58 | We can move it directly to an existing folder,
| | 03:01 | choose another folder that does not
appear on this list, or copy to a folder.
| | 03:05 | Let's choose Copy to Folder.
| | 03:07 | Now we see a list of all of our
folders and you can choose any folder you'd
| | 03:11 | like to move it to and in this case, it will
be a copy that gets moved into that folder.
| | 03:16 | So, that was accessible from the Office
Button, and we also have shortcuts that
| | 03:21 | appear on the Quick Access toolbar.
| | 03:23 | By default, you're going to see the
Save button, as well as Undo and Redo, or
| | 03:28 | Repeat, and you will also see Arrow
buttons for moving from item to item,
| | 03:32 | Previous or Next item.
| | 03:34 | But what's really important is the
button that appears to the right of the Quick
| | 03:37 | Access toolbar that allows you to customize it.
| | 03:40 | If there's something you do on a
regular basis and you have to go through a
| | 03:43 | number of clicks to do it, you might want to
add a shortcut to your Quick Access toolbar.
| | 03:47 | So click this button, and you will see a
number of options, right away, that are available.
| | 03:51 | Let's say you Print Preview on a regular basis.
| | 03:54 | You like to see what it's going to
look like when you print the message. Click
| | 03:57 | Print Preview and it now
appears on the Quick Access toolbar.
| | 04:01 | Now automatically, it appears next to
the last command and we can rearrange this
| | 04:06 | by going back to the Customize button
and down below, you will notice that we
| | 04:10 | can access more commands - by clicking
More Commands, we get a list of all the
| | 04:14 | commands we can choose
from in Microsoft Outlook -
| | 04:17 | but we have also got the ability to
rearrange our Quick Access toolbar.
| | 04:22 | So, if you want Print Preview next to
the Save button, click Print Preview,
| | 04:26 | click the Up arrow to move it
all the way up, next to Save.
| | 04:30 | And we can also select from additional
commands, so if there are commands that
| | 04:33 | did not appear on that list, you can go
to the dropdown, choose something like
| | 04:37 | All Commands and now you're going to
see a list of every possible command
| | 04:42 | available to you here in Microsoft Outlook.
| | 04:44 | So, you can scroll down to the one you
use most often, maybe it's something like
| | 04:49 | AutoFit or AutoFit Contents,
select it and click Add.
| | 04:54 | It gets added after the currently
selected one, Print Preview, and of course, you
| | 04:58 | can rearrange that as well.
| | 05:01 | When you're done, just click OK, and you
will see those options appearing on the
| | 05:06 | Quick Access toolbar. And if they
are grayed out, that means they're not
| | 05:11 | accessible, currently.
| | 05:12 | You'd probably have to have something done or
selected to be able use some of these buttons -
| | 05:17 | if you haven't done anything,
| | 05:18 | there is nothing to Undo - but
Print Preview can always be tested.
| | 05:22 | Let's give that a click.
| | 05:23 | There is our Print Preview, quickly
accessed from the Quick Access toolbar, and
| | 05:28 | we'll close that up.
| | 05:29 | Now, if you ever need to get rid of one
of the buttons that you don't use, click
| | 05:33 | the same button to customize and if it's
not on the list, you need to go to More
| | 05:38 | Commands. It opens up our Editor
Options and let's say we don't use AutoFit
| | 05:42 | Contents all that much. Select it on
the right-hand pane, and choose remove to
| | 05:46 | remove it from the list.
| | 05:48 | It just doesn't appear on
the Quick Access toolbar.
| | 05:50 | It's still available through regular
means and click OK to save those changes.
| | 05:54 | So, that's the Office Button and the
Quick Access toolbar that appears when you
| | 05:59 | open up individual items here in Outlook 2007.
| | Collapse this transcript |
| Quickly accessing relevant commands with the mini-toolbars| 00:00 | You can easily access many of the
commands available to you here in Outlook 2007
| | 00:04 | via the toolbars, the menus.
| | 00:07 | When you're working with individual items,
you've got the Ribbon, Office button,
| | 00:10 | Quick Access toolbar,
| | 00:11 | but there's yet another
toolbar that needs to be mentioned.
| | 00:14 | We're going to take a look at it now.
| | 00:16 | Let's start with our Calendar here, selected,
| | 00:18 | and let's create a brand new calendar entry.
| | 00:21 | So, we will click the New button in the
top left-hand corner, and this could be
| | 00:25 | a new item, such as an Email Message, a Task.
| | 00:27 | It really doesn't matter.
| | 00:29 | You get access to the Ribbon, the
Quick Access toolbar and Office button, but
| | 00:32 | there is that other toolbar I want to show you.
| | 00:34 | It's called the Mini toolbar.
| | 00:36 | Let's start by adding a subject for our event.
| | 00:38 | We will type in 'Team Meeting,' and
the location can be wherever you like.
| | 00:43 | I'm going to type in
Boardroom A. Adjust your Start times.
| | 00:49 | I am going to make it an hour long.
| | 00:50 | And now, down below is where the details go.
| | 00:53 | And because we're to be working with
text, let's type in 'Today's Agenda.'
| | 00:58 | You press Return, and now you'd
start typing in actual agenda items.
| | 01:02 | So, I am going to just type in 'Item#1.'
| | 01:04 | This is a draft, so I will be
able to change these as needed.
| | 01:08 | But now let's do a little bit of formatting.
| | 01:10 | Look what happens when we select Text.
| | 01:12 | We will click-and-drag across Today's Agenda.
| | 01:14 | Once you have got it selected, let
go off your mouse, and just move to the
| | 01:18 | right-hand side of the selected text and up.
| | 01:20 | And you'll see that Mini toolbar
starts to appear and when you move to it,
| | 01:24 | it's now accessible.
| | 01:26 | So, it's always there, giving you the
tools you need, when you need them.
| | 01:29 | And in this case, it's going to
deal with formatting our text.
| | 01:32 | So, we have got options for changing the
appearance, Bold, Italics, and Alignment.
| | 01:36 | You can change the Font type, even the
Font Size and click the dropdown, or if
| | 01:41 | you prefer, use the buttons
for changing the size up or down.
| | 01:44 | Let's go to 14 points, for example.
| | 01:46 | We've also got the ability to change the
font style by clicking the Style button.
| | 01:52 | So, if you see a style that you
like, you can select it from there.
| | 01:55 | Numerous formatting options are applied.
| | 01:58 | Let's go back to the Font Color and
change it. We'll click the dropdown and
| | 02:02 | choose color of your liking,
make it bold, for example.
| | 02:06 | If it was already bold. It's turned off.
| | 02:08 | You can turn it back on.
| | 02:09 | So, all of those are available. So long
as the text is highlighted, or selected,
| | 02:13 | we can move to that selected, or
highlighted text to the top-right corner and
| | 02:17 | have access to all of these
commands, all thanks to the Mini toolbar.
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| Previewing email attachments before opening them| 00:00 | When you received email messages with
attachments in previous versions of
| | 00:03 | Microsoft Outlook, you would have to open
up those attachments in their native
| | 00:08 | applications to view the contents,
and that could be time consuming.
| | 00:12 | Let's just flip over to Outlook 2003
here for a second, and select a message
| | 00:17 | that contains an attachment.
| | 00:19 | In the Preview Pane, we do
see the name of the attachment,
| | 00:22 | but when we select it by clicking, we
don't really get to see the contents of
| | 00:26 | that attachment, just the name.
| | 00:28 | So, if we need to know what's in
there, we need to double-click.
| | 00:32 | And in this case, we are going to see
a warning saying we should only open
| | 00:35 | attachments from a
trustworthy source. Step one.
| | 00:38 | So, we click Open because we trust the source.
| | 00:41 | Now we see another
message here in Microsoft Word.
| | 00:44 | Because it's a Word document created
in a newer version of Microsoft Word, we
| | 00:47 | are prompted to download the compatibility pack.
| | 00:50 | Clicking OK would allow us to do that,
and then we might be able to see the
| | 00:54 | contents of the Word document.
| | 00:56 | Let's just click Cancel, and close up
Microsoft Word and switch back to Outlook 2007.
| | 01:02 | Now, in Outlook 2007, you can actually
preview the contents without opening the attachment.
| | 01:08 | Let's do this by first selecting an
email message from your Inbox that
| | 01:12 | contains an attachment.
| | 01:13 | You will see the Paperclip icon,
indicating there is an attachment.
| | 01:17 | Now, in the Preview pane, on the
right-hand side, you'll be previewing
| | 01:20 | the message itself.
| | 01:22 | But you'll also notice that the
attachment appears just above the message, and
| | 01:27 | you can click this button to preview the file.
| | 01:30 | In this case, I'm working with a Word document.
| | 01:32 | I see this warning that says I
should only preview files from a
| | 01:36 | trustworthy source.
| | 01:37 | And also, you should note that
previewing the file might not show the full
| | 01:41 | content of the file, and you should
open it up in the native application to
| | 01:45 | view up-to-date content.
| | 01:47 | You'll also see a checkmark down below,
indicating that you'll always be warned
| | 01:51 | before previewing this type of file,
| | 01:54 | if it's a type of file that can
contain any malicious macros, or
| | 01:58 | programming code, for example.
| | 02:00 | But if you're trusting the source,
click the Preview File button and you're
| | 02:04 | now previewing the contents of the
Attachment without opening it up in its
| | 02:09 | native application.
| | 02:10 | This is a huge timesaver.
| | 02:12 | You can always go back to the message
now by clicking the Message button, and
| | 02:16 | now you're previewing the message.
| | 02:18 | And of course, when you double-click an
email message, you open it up and you've
| | 02:22 | still got the ability to preview the
Attachment by clicking it here, and
| | 02:27 | choosing Preview File.
| | 02:29 | When you're done, simply close up the message.
| | 02:31 | So, we were able to see the message as
well as the contents of the attachment,
| | 02:36 | without ever having to go to the
native application to open it up.
| | Collapse this transcript |
| Sharing calendars for the purpose of collaboration| 00:00 | In Outlook 2003, you could share your
calendar by clicking Calendar in the
| | 00:04 | Navigation pane and selecting Share
My Calendar, or you could open a shared
| | 00:09 | calendar, a calendar
someone has shared with you.
| | 00:12 | Those are the only two options and you
needed to do it within Microsoft Outlook.
| | 00:18 | Sharing a calendar with others in Outlook
2007 can be done in many different ways.
| | 00:23 | When you share a calendar, you're sharing
the contents of that calendar and permissions.
| | 00:28 | Let's start by looking at
ways to share your own calendar.
| | 00:32 | First, in the Navigation pane, click
Calendar and you'll see a number of options
| | 00:36 | right in the Navigation pane, for example,
How to Share Calendars, if you want to
| | 00:40 | access help on sharing calendars.
| | 00:43 | But if you want to share your own
calendar, click Share My Calendar.
| | 00:46 | You will need to be on an Exchange
Server to be able to click the To button here
| | 00:50 | and select other names of
people in your organization.
| | 00:54 | Let's say I want to share this
calendar with everyone else in the
| | 00:57 | organization but myself. I can use
the Shift key to select all three names
| | 01:02 | and click the To button.
| | 01:04 | They get added to the To field because
they'll be sent an invitation, via e-mail,
| | 01:08 | to open up my calendar.
| | 01:10 | When I click OK, you can see their names now
appear in the To field here for my e-mail message.
| | 01:15 | The subject automatically appears as a
sharing invitation and you can see the
| | 01:20 | name of the calendar that's about to be shared.
| | 01:21 | You can also select from a couple of
options below this, Allow recipient to view
| | 01:27 | your calendar and if you want to
request permission to view their calendars you
| | 01:32 | can do that all in one step by
clicking the checkbox just below.
| | 01:36 | Let's leave that unchecked for now.
| | 01:38 | You can add additional information
down below in the e-mail message area, for
| | 01:42 | example, "Here is an
invitation to view my calendar."
| | 01:54 | Click Send and you will see this little
dialog box, Share this Calendar with all
| | 01:59 | recipients of the message.
| | 02:01 | It's just a little warning to remind you
that you are about to share your calendar.
| | 02:04 | If you click Yes, off it goes.
| | 02:06 | Keep in mind that this is read-only
and people will only be able to view your
| | 02:11 | calendar, not actually make changes to it.
| | 02:13 | Your Calendar has been shared.
| | 02:15 | Click OK and now those people will
receive their e-mail invitation and they'll be
| | 02:20 | able to open up your calendar.
| | 02:22 | How do they do that?
| | 02:23 | Again, from the Navigation pane with
Calendar selected, you can see some
| | 02:27 | options, such as Open a Shared Calendar.
| | 02:30 | So, if we go here to open a shared
calendar, we can use the Name button.
| | 02:34 | Again, we need to be on the same exchange server.
| | 02:37 | If I wanted to view someone else's
calendar, I simply select their name.
| | 02:42 | Now if they have not shared their
calendar with you, when you click OK, you'll
| | 02:47 | see the message indicating You don't
have permission to view this calendar, but
| | 02:51 | you can always ask for
permission by clicking Yes.
| | 02:55 | When you click Yes, an e-mail goes
out to the person you selected with the
| | 02:59 | subject "Sharing request:
| | 03:01 | Calendar" and notice the checkbox
is requesting permission to view
| | 03:05 | recipient's calendar.
| | 03:06 | So, you could add additional
information down below in the message area.
| | 03:12 | "Kirk, I think having access to your
calendar will help us to collaborate better."
| | 03:29 | When you click the Send button,
the message is sent off and now you'll have to
| | 03:33 | wait to receive that permission.
| | 03:35 | Now you will receive an e-mail message
when you get permission to view that
| | 03:38 | calendar, at which time you will be able
to open the shared calendar by selecting
| | 03:42 | the name and you will be
able to view that calendar.
| | 03:46 | Now, there are other ways to share a
calendar, and you will see them here on the
| | 03:49 | Navigation pane as well, such
as Send a Calendar via E-mail.
| | 03:53 | When you click this option, you can
specify the Calendar and the Date Range that
| | 03:58 | you want to send off in an e-mail.
| | 03:59 | So, for example, if we click the Date
Range dropdown and say the next seven
| | 04:04 | days, the detail, you can see,
Availability only. So if you only want to show
| | 04:09 | people when you're available, so they
can book you for appointments, you can
| | 04:12 | leave the default in there.
| | 04:13 | I will click the dropdown to see
other options, like limited details or full
| | 04:18 | details if you want them to see all of the
details and the events that are in your calendar.
| | 04:22 | So, if you only want them to see
the subjects, we choose Limited.
| | 04:26 | I am going to do that and click OK.
| | 04:30 | Now you can see what it looks like.
| | 04:32 | This is the message that's about to be sent.
| | 04:33 | Who is it going to? Whoever you choose
from the To button here, or you can simply
| | 04:38 | enter the e-mail addresses in the To field.
| | 04:41 | Let's just add a name. Click To.
| | 04:45 | You could also CC or Blind
Carbon Copy anyone on the list.
| | 04:50 | When you click OK and Send, they receive
an e-mail version of your calendar, using
| | 04:56 | the options you selected.
| | 04:57 | And the last option is to publish your calendar.
| | 05:00 | When you click the Publish My Calendar
link, you will notice a dialog box saying
| | 05:04 | that Microsoft Office Online
registration page can't be accessed.
| | 05:08 | You have to register before you can
publish calendars to Office Online.
| | 05:12 | So, if you see this, you're not already
registered, and you will need to verify
| | 05:15 | that your computer can connect
to the Internet and you try again.
| | 05:19 | So, click OK and we will go and register
online to be able to use the Publish option.
| | 05:24 | One other thing you might want to do is
create a separate calendar to be shared,
| | 05:28 | such as a Team Calendar.
| | 05:30 | To do that, you just simply go up to
the New dropdown, and you are going to
| | 05:34 | choose new calendar.
| | 05:36 | Now here, you get to name your calendar.
| | 05:39 | Let's call it 'Training Team Calendar'
and when you click OK, you will now have an
| | 05:48 | additional calendar.
| | 05:49 | Notice the checkboxes.
| | 05:51 | You will always be viewing
your calendar by default,
| | 05:53 | but if you want to see the two of them
combined, side-by-side, you can select
| | 05:57 | both checkboxes, or if you only
want to view one of the calendars, just
| | 06:01 | deselect the one you don't want to view.
| | 06:04 | To share your new calendar, you don't
want to select Share My Calendar because
| | 06:08 | that will share your own calendar.
| | 06:09 | Instead, go to the
selected calendar and right-click.
| | 06:13 | From the pop-up menu, you can choose
Share and the name of your calendar will
| | 06:17 | appear, in this case, Training Team Calendar.
| | 06:19 | Again, you are going to be sending out
an invitation, so you can send it out
| | 06:22 | to whoever you want.
| | 06:25 | Go ahead and select the names, add them to
the To field and click OK. Then send it off.
| | 06:35 | Notice you will see the same warning.
| | 06:37 | If you decide that maybe you forgot to
select an option, you could always choose
| | 06:41 | No, and it will take you back to the message.
| | 06:43 | Maybe we want the recipients to be
able to add, edit, and delete items in
| | 06:47 | this shared calendar.
| | 06:48 | So, we will check that box off.
| | 06:50 | Now we can click Send and this time, click Yes.
| | 06:54 | Off it goes to those recipients.
| | 06:56 | You can click OK and this calendar
will be shared with everyone on the team
| | 07:01 | and everyone is going to be able to
access the calendar, not just to view the
| | 07:04 | contents but also to be able to edit, add
new items, even delete items from the calendar.
| | 07:11 | So, with Outlook 2007, you will see
many improvements when it comes to sharing
| | 07:15 | your own calendar, as well as other
calendars with other people on your
| | 07:19 | Exchange Server.
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| Creating macros and macro buttons| 00:00 | If you ever find yourself repeating the
same series of commands over and over,
| | 00:04 | you might consider creating
a macro to save some time.
| | 00:08 | A macro is simply that list of commands
all saved together as a single command you
| | 00:12 | can execute when needed.
| | 00:14 | Now in Outlook 2003, you would simply go
to the Tools menu, go down to Macro and
| | 00:20 | then select Macros from the pop-up menu.
Alt+F8 was the keyboard shortcut, and
| | 00:24 | that's still the case.
| | 00:25 | You see the Macros dialog
where you can create macros.
| | 00:29 | You can also run, edit, and
delete existing macros, if you have any.
| | 00:33 | We'll close up this little window
though because in Outlook 2007, there is
| | 00:37 | another way to do it,
and that's from the Ribbon.
| | 00:39 | Now when we go to create an object, such
as a brand new e-mail, let's do that, we
| | 00:45 | then see the Ribbon and what you might
not be seeing is a tab for developers.
| | 00:50 | If you don't see the Developer tab and
by the way, by default, it is hidden, you
| | 00:54 | will need to go to the Office button,
select Editor Options and here, under
| | 01:00 | Popular, in the first group, you will
want to have a checkmark in the checkbox
| | 01:05 | next to Show Developer tab in the Ribbon.
| | 01:08 | Click OK when you have got that
checkmark and you will see your Developer tab.
| | 01:11 | Click that tab and you will see a group
named Code, which contains a button for
| | 01:16 | macros and when you click this, you see the
exact same window we accessed from the Tools menu.
| | 01:21 | So, let's create a simple macro.
| | 01:22 | Let's say every single week we send out
an e-mail message with the title "Update
| | 01:27 | Message from the President" and we
don't want to have to go through that
| | 01:30 | routine every single week.
| | 01:31 | Let's create a macro called 'UpdateMessage.'
| | 01:33 | We are not going to use any spaces.
| | 01:36 | We are just going to call it UpdateMessage.
| | 01:38 | The only button available to us now is
the Create button, so we will click that.
| | 01:41 | You don't actually
create your macros in Outlook.
| | 01:45 | This automatically takes you to
Microsoft Visual Basic. It's the editor.
| | 01:50 | We are using VBA, Visual
Basic for Applications here.
| | 01:53 | So, you need to know about
coding using Visual Basic.
| | 01:56 | Now, if you are not familiar with VBA,
no problem. Here is some code that we can
| | 02:01 | use, a very simple code that's going to
create a new message with the subject,
| | 02:05 | "Weekly Update from the President."
| | 02:07 | So, you can type that in,
just the way you see it here.
| | 02:10 | It's a very simple macro, and we've
called it 'UpdateMessage.' We see that
| | 02:15 | right at the top here.
| | 02:16 | So, when we save this, we have
created our first macro and we can close the
| | 02:20 | Visual Basic Editor.
| | 02:22 | Now we will close up our brand new
message and we will test it out, and watch how
| | 02:26 | many clicks this takes.
| | 02:27 | We go up to Tools > Macro, click Macros.
| | 02:31 | There is our update message and
click Run and that's not really saving us
| | 02:35 | a whole lot of time.
| | 02:36 | So, the next thing we might consider is
adding a button to the Toolbar that will
| | 02:42 | do this macro for us.
| | 02:43 | Notice the subject, Weekly
Update from the President.
| | 02:46 | We will close that out.
| | 02:47 | No need to save it and
then we are back to our inbox.
| | 02:51 | Now we want to have that button
right here on our Toolbar at the top.
| | 02:54 | Well, to do that, we need to be in
Edit mode, so you can go to any button on
| | 02:58 | this Toolbar, right-click and choose Customize.
| | 03:01 | This gets us into Edit mode. Select the
Commands tab and then click Macros here,
| | 03:06 | under Categories and you will see a project in
there called UpdateMessage. That's your macro.
| | 03:12 | And if we want to create a button for
this, all we have to do is select it and
| | 03:16 | drag it anywhere on to the Toolbar.
| | 03:18 | So, let's just add it to the end of the
Toolbar, right before the Help button.
| | 03:22 | See that little separator up here?
| | 03:24 | Let go and there is your button
and of course, we can rename that.
| | 03:27 | It doesn't make sense, Project1.UpdateMessage.
It doesn't have to show all of that.
| | 03:31 | So, we can right-click this and you
will see a whole bunch of options.
| | 03:35 | For example, if we wanted to change the
image that appears on the button, we could
| | 03:40 | go to Change Button Image and select.
| | 03:42 | Let's go to the happy
face. Now we'll just click.
| | 03:44 | We are still in Edit mode, so
it's not going to actually run this.
| | 03:47 | I will just right-click and
again, we want to make a change.
| | 03:51 | So, instead of Project1.UpdateMessage,
we'll just take that out, maybe put a
| | 03:55 | space in there, you can call it anything
you'd like and then when we just click outside
| | 04:00 | there, you can see it has been updated
to UpdateMessage with our happy face.
| | 04:04 | So, we will click the Close button here
now and now anytime we need to send out
| | 04:08 | our UpdateMessage - if it's
on a weekly basis, perfect,
| | 04:11 | we go up here, click the button, which
runs the macro, which starts a brand new
| | 04:15 | message with the subject already in
there, "Weekly Update from the President."
| | 04:19 | We just have to fill in
the blanks at this point.
| | 04:22 | So, we will close this up without saving
it and that's how you can save a lot of
| | 04:25 | time by creating a macro here in
Outlook 2007, and then adding a button to your
| | 04:30 | Toolbar to run that macro.
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| Changing the startup folder| 00:00 | You may recall, when launching Outlook
2003, you were always presented, by default,
| | 00:05 | with the Outlook Today view
and many people didn't like this.
| | 00:08 | They like to go directly
to their inbox or calendar.
| | 00:10 | So, you could change your Startup
folder from Outlook Today to something
| | 00:14 | else, such as your inbox.
| | 00:16 | Well, here in Outlook 2007, the inbox is
the default Startup folder, but you can
| | 00:21 | also change that here as well.
| | 00:23 | We are going to do that now.
| | 00:24 | Go up to the Tools menu
and then down to Options.
| | 00:27 | Next, we will click the Other tab, in the
Options dialog, then click the Advanced
| | 00:33 | Options button that appears in the
General section and right at the top of the
| | 00:36 | Advanced Options, we see the Startup
folder is, by default, set to the Inbox.
| | 00:41 | But if you go directly to your calendar
every time you launch Outlook, you might
| | 00:44 | want to start there.
| | 00:46 | So, click the Browse button
to choose a different folder.
| | 00:48 | You will see them all listed here, and
all you need to do is select the one you
| | 00:52 | want to start up in, such as
your calendar, and click OK.
| | 00:56 | It now appears in the Startup field,
so you can save that by clicking OK.
| | 01:00 | Click OK again to close up the
Options dialog box and now the next time you
| | 01:05 | launch Microsoft Outlook, you will be
presented with your new Startup folder.
| | 01:09 | Let's test this out.
| | 01:10 | We will close up Outlook and then restart it.
| | 01:13 | Now, you may be prompted to sign in.
| | 01:19 | That's okay, but you will notice that
the default view that you are presented
| | 01:23 | with when you launch the application is
your new Startup folder, in this case, calendar.
| | 01:28 | You can always go back and change that
at anytime, just repeat the process and
| | 01:33 | choose a different folder.
| | 01:36 | I prefer the inbox, so I am
going to switch back to my inbox.
| | 01:41 | Now, the next time I launch the
application, my inbox will be my Startup folder.
| | Collapse this transcript |
|
|
ConclusionGoodbye| 00:00 | Congratulations! You have reached to the end
of migrating from Outlook 2003 to Outlook 2007.
| | 00:07 | You should now be feeling confident
as you transition from Outlook 2003 to
| | 00:11 | 2007 and hopefully, the lessons we just
covered will simplify the migration process for you.
| | 00:17 | Your biggest hurdle, no doubt, will be
getting used to the brand new Ribbon, but
| | 00:21 | I am confident with time,
you will learn to love it.
| | 00:24 | This is David Rivers saying 'thanks for
watching' and best of luck to you as you
| | 00:27 | migrate from Outlook 2003 to Outlook 2007.
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