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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.
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.
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