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Outlook 2007 Essential Training
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Configuring Outlook options


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Outlook 2007 Essential Training

with Sean Conrad

Video: Configuring Outlook options

There are a huge number of options you can set in Microsoft Outlook, and we won't have time in this training material to go through painstaking detail of every single one. But let's do a brief overview of the options, so you'll know where to go looking for things you might want to change. In the Tools menu, choose Options. You'll start in the Preferences tab, where you can find buttons to change the options and set some preferences for the different items available in Outlook. For example, in e-mail options, you can set whether or not copies are automatically saved in the Sent Items folder.
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  1. 1m 38s
    1. Welcome
      19s
    2. Starting Microsoft Office Outlook 2007
      1m 19s
  2. 5m 20s
    1. What is Microsoft Office Outlook 2007?
      58s
    2. Exploring the user interface
      1m 33s
    3. Learning about the Ribbon
      2m 11s
    4. Using the Office button and the Quick Access toolbar
      38s
  3. 18m 6s
    1. The Inbox
      58s
    2. Reading email
      2m 14s
    3. Flagging for follow-up
      2m 6s
    4. Categorizing messages
      2m 2s
    5. Previewing attachments
      3m 45s
    6. Organizing messages
      3m 4s
    7. Dragging messages to create other items
      1m 27s
    8. Finding messages
      1m 16s
    9. Deleting messages
      1m 14s
  4. 23m 14s
    1. Creating a message
      27s
    2. Addressing email
      3m 39s
    3. Formatting text
      2m 10s
    4. Attaching and inserting
      6m 38s
    5. Flagging
      1m 41s
    6. Proofing tools
      1m 43s
    7. Sending email
      37s
    8. Sending and receiving internet email
      1m 22s
    9. Replying and forwarding
      2m 15s
    10. Resending a message
      54s
    11. Recalling and replacing a message
      1m 48s
  5. 31m 55s
    1. Viewing the Calendar
      1m 59s
    2. The different types of Calendar items
      55s
    3. Creating Appointments
      1m 9s
    4. Setting Appointment details pt. 1
      4m 46s
    5. Setting Appointment details pt. 2
      38s
    6. Creating Meetings and inviting people
      3m 46s
    7. Responding to Meeting Requests
      4m 11s
    8. Creating Events
      2m 15s
    9. Creating Tasks
      3m 1s
    10. Adding Holidays
      58s
    11. Printing the Calendar
      1m 31s
    12. Sharing Calendars
      4m 16s
    13. Managing multiple Calendars
      2m 30s
  6. 22m 12s
    1. Viewing Contacts
      1m 6s
    2. Searching for Contacts
      1m 48s
    3. Creating a new Contact
      4m 0s
    4. Editing the details of a Contact
      5m 56s
    5. Configuring business cards for Contacts
      4m 23s
    6. Categorizing Contacts
      56s
    7. Creating Distribution Lists
      3m 9s
    8. Printing Contacts
      54s
  7. 9m 30s
    1. Viewing Tasks
      1m 26s
    2. Creating a new Task
      45s
    3. Setting Task details
      4m 4s
    4. Using Reminders
      2m 16s
    5. Completing and deleting Tasks
      59s
  8. 4m 11s
    1. Creating new Notes
      1m 36s
    2. Forwarding Notes
      48s
    3. Date/Time Stamps
      47s
    4. Categorizing Notes
      1m 0s
  9. 32m 22s
    1. Adding additional email accounts
      3m 13s
    2. Creating and using Signatures
      3m 36s
    3. Customizing the look of your email messages
      2m 19s
    4. Polling with Outlook
      2m 51s
    5. Tracking messages
      3m 16s
    6. Directing replies to another email address
      1m 14s
    7. Configuring the Junk E-mail Filter
      8m 31s
    8. Using Rules to stay organized
      4m 35s
    9. Reading RSS feeds
      2m 47s
  10. 9m 23s
    1. Cleaning up your mailbox
      1m 3s
    2. Configuring Outlook options
      4m 34s
    3. Backing up and restoring your Outlook information
      3m 46s
  11. 10s
    1. Goodbye
      10s

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Outlook 2007 Essential Training
2h 38m Beginner Jan 26, 2007

Viewers: in countries Watching now:

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.

Subjects:
Business Email
Software:
Outlook
Author:
Sean Conrad

Configuring Outlook options

There are a huge number of options you can set in Microsoft Outlook, and we won't have time in this training material to go through painstaking detail of every single one. But let's do a brief overview of the options, so you'll know where to go looking for things you might want to change. In the Tools menu, choose Options. You'll start in the Preferences tab, where you can find buttons to change the options and set some preferences for the different items available in Outlook. For example, in e-mail options, you can set whether or not copies are automatically saved in the Sent Items folder.

Or, after you move or delete an open item, do you return to the Inbox, or do something else, like open the next or the previous item. There's options you can set and preferences for Calendar items, Tasks, Contacts and Notes, and Searching. You can also configure some settings for Mobile devices, if you connect to those through Outlook. Let's go to the Mail Setup tab. E-mail Accounts takes you to the Account Settings dialog box. We were in here before, and you can get to it directly from the Tools menu, by choosing Account Settings.

This is and where we added another e-mail account. And as you'll notice, there's other tabs here we have available, such as Data Files and RSS Feeds. You can change the Send/Receive settings. By default, Outlook will send messages immediately. Soon as you click Send, if you're connected. You can change that by un-clicking it. Clicking on Send/Recieve will allow you to further configure what happens when you send and receive. Which accounts get sent and received. If you want it to be different, and also the automatic scheduling, so by default, Outlook will check for new messages and do a send and receive every 30 minutes.

You can turn that functionality off, so it only does it when you choose, or press Send/Receive in the toolbar. Or you can change the time in which it automatically does it. You can change the Data Files, and this takes us to the Account Settings again, just to the Data Files tab, and here you can do things such as choose Personal Folders, click Settings, and you can configure where these folders are saved. It's also a good way to locate a file if you're looking to back up a file. You can Change the Password on it if you like, and you can Compact the file to go through and make it smaller.

It's a good idea to do that from time to time. You can configure Dial-up settings, if you're configured to the Internet on a dial-up connection. The Mail Format tab allows us access to a couple of things we've used before, such as Stationary and Fonts, or Signatures dialogs. But you can also go into the Editing options here for the e-mail editor itself. You can also configure some other things, like what Message Format you send e-mail in by default.

The Spelling tab has something I always like to turn on. I like to always check spelling before sending an e-mail message, this is not turned on by default, so you may want to enable this if you make as many spelling mistakes as I do at least. There's further settings you can set for spelling and auto-correction. In the Other tab, there's a few other things, you might want to modify. For example, under the General section, we have Empty the Deleted Items folder upon exiting. This is a good way to help keep that Deleted Items folder empty. And you can also change the defaults and make Outlook the default program for e-mail and things like that.

Another valuable one is AutoArchive. AutoArchive is enabled, or turned on by default in Outlook 2007, and every 14 days it will automatically go through your list of items, looking for things that are older than six months and archive them or move them in to an Archived Items folder. It puts them in a separate file, so that they're not mixed in with your regular personal folders, and it helps keep the size of your Inbox down. You can change these settings, and then click Apply these settings to all folders. You have the ability to set different archive settings on each folder if you'd like, but usually it makes sense to set the same ones on all the folders.

If your network administrator has a Retention Policy, and this will usually be the case if you're connected to an Exchange server, you'll see that here, and you may be able to get more information by clicking this button. There's a couple of other options you can set here for the different panes, the Navigation pane for example, what shows up in it, or the To-Do Bar in Outlook. But otherwise we've been through all of the different options. At least from a high level. Usually the best way however, to figure out where you need to go to change an option or change the behavior in Outlook is simply to use the Help.

Search through the Help, and it will usually end up referring you back to the Options dialog box to make the changes you need.

There are currently no FAQs about Outlook 2007 Essential Training.

 
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