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Outlook 2007 is the latest full-featured emailing and contact management software from the Microsoft Office suite. Instructor Sean Conrad explains each of Outlook 2007's components and new features in detail, from the basics of the main interface to the more advanced elements of the application. Sean covers the Office button and the Quick Access toolbar as well as the ins and outs of reading and writing email. He delves into using the advanced filtering features to prioritize incoming mail and avoid unwanted spam or files. Sean also explains how to integrate Outlook's Calendar and Notes features for increased productivity.
In addition to editing text, Outlook allows us to insert or attach various files or other objects to e-mails. So let's take a look at attaching first. Now of course, we go to the Ribbon to start with, and up here on the Ribbon is an Include group, and in that Include group is something that looks like a paperclip, but of course that's the button to attach a file. So we can click that, browse around to find the file we want, let's attach this TestUserData Workbook. I'll click Insert. And we've just attached that XLS Spreadsheet or Workbook to the e-mail.
If you want to get rid of it again and you've changed your mind, you can just highlight it here and click Delete. And of course you can double-click on it if you want to bring it up. I'm just going to choose Cancel here. Now, in addition to attaching an actual document like that, a file, you can attach Outlook items. What's an Outlook item? Well, it's something like an e-mail. If you'd like to attach another e-mail. They're probably more useful as some of the other pieces of information, such as contact information. So if I'm sending this e-mail to someone and asking them to say, for example, follow up with Joe.
I can attach Joe's information and it'll be attached to that e-mail when they get it, and they'll have all they need to follow up with Joe. Now, when I do this, I have an option here to insert it as an Attachment, or as Text only. So if you're sending it to someone who may not be opening this with Outlook, you might just want to choose Text only, otherwise an attachment should work fine. So I'm going to choose OK. Joe's contact information is now included as an attachment. There's some other things I can do here, such as attach a Business Card. And there's one of them in here, and this is just some contact information I've designated as a business card.
So, I can choose to do that. Now, if you hit this little down arrow, instead of picking Don, you can do Other Business Cards, and here you can pick anybody else you have in your contact database, so I can pick Jane here... And let's choose her. She's now a Business Card also. So when I I do that, you can see it adds it right here in-line in the message, and it's also added their contact information up here as VCFs. Other personal information managers can read those VCFS files as well other than just Outlook. Now another really useful tool here is to attach Calendar information, or Insert Calendar information.
So I'm going to click on that, and this is really useful. So if I'm sending an e-mail because I'm trying to arrange lunch with a coleage or a friend, I may wish to give them some information to work with in terms of when might be a good time. So instead of just typing in the e- mail, how about, you know, Wednesday or Thursday next week, what I can do is, I can say, "Ok, I'm going to insert my Calendar in here", and if you've got access to more than one Calendar, you can choose it here. So for example, if you have access to some sort of a group Calendar. I just have my own, and what date range.
So, sometime in the next week I'd like to have lunch, so I'm going to insert my Calendar for the next week. Now, I can choose what level of detail I'd like to show that person, or I'd like to put in the e-mail address. So, currently it's Availability only, so it's not going to say anything about the details or the name of the appointments I've got in there, or all the information, it will just show whether I'm free or busy. You can also hit this drop-down arrow and choose, okay, give them Limited details, tell them basically the subjects, or Full details.
I just want Availability only. And also here, notice, you can say only Show the time within working hours, so if you don't want to show sort of your after-hours time if you have hobbies or other things in there, you can exclude that. There's some other options you can do here if you click Show, I'm just going to hide those for now. And at this point, I'm actually only going to show time within working hours, that's all I'm interested in discussing at this point. If you haven't set your working hours, or you want to modify it, you can do so here. I'm just going to click OK. So its done two things.
Notice it's actually attached a Calendar attachment here. As well, it's also put the information directly into the e-mail message. So, if I send this to anyone with an e -mail program that can read HTML, and that's virtually all them, they'll be able to read this and take a look at when I'm free. Notice it just says when I'm free and when I'm busy. Perfect. So this is really useful for sending an e -mail, saying "Here is when I'm free or busy, suggest a time that works for you", and it might make it a little bit easier to connect with somebody.
Now, in addition to attaching that, we can also add Signatures, I haven't configured any at this time, and we'll take a look at using Signatures a little later on. So we've attached some great information here. If you'd like to attach some more things and you don't see them here, or insert something else that you don't see here, notice that there's an Insert tab in the Ribbon. So I'm going to click on the Insert tab, and on the left-hand side in the Include group is all the things we've been using so far. But to the right there's much much more. So I have a place where I can insert Tables. I can insert pictures, and this is something you might do commonly, so let's insert a picture.
I have a picture here from the lynda.com website. I'm going to insert that, so you can insert a picture. You can also, and I'll need to go back to the Insert tab, insert lots of other things that you might be familiar with, from something like Microsoft Word, such as Clip Art or a Chart. Or a WordArt, some symbols, lots of other options here. So if you don't find what you're looking for, look carefully in the Insert tab and you should be able to find it. In addition to attachments and images, something else that's common to want to included is Hyperlinks. Or links.
Now most e-mail programs are pretty good, if you just type out an address such as this one here, it will figure out that it's a link, and it'll make it a link automatically. But if you want to add another one, you can highlight some text or some items, and you can choose Hyperlink up here. And then from there, you can choose what you want to link to. So you can paste in, for example, the link to the lynda.com website. Already got it in here. Perfect, I've now made this a link.
And if I press Ctrl, you can notice from the pop up there, Ctrl and click on it, it will pop up a new window with that. So it's popped up a new window for the lynda.com website. You also have the ability to make bookmarks within your e-mails, and then link to those. And that's just a way to jump around within an e-mail message if you like. Excellent, we've added a lot of additional detail, let's send this message.
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