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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 your Outlook Contacts, you can also create Distribution Lists. You can create one by clicking the down arrow next to the New button in the toolbar and choosing Distribution List, or you can Right-Click on an empty area in your Contacts and choose New Distribution List. First you'll need to give your Distribution Lists a name. Then you'll need to select some members for it. If you want to pick them from your list, you'll use Select, or if you need to type them in and add them manually, there's another option to do that. Let's do a little of both and select some members first from my Contacts.
I can also select them from any other Address Books I have access to, such as a corporate Address Book. I'm going to add Bill Jones here, and I'd like to add John Smith, and I have a choice. John has two entries in here, one for his work e-mail, and one for his home e-mail, and that's the one I'm going to choose. In addition to these two fellows that I just added or selected, I also want to add someone manually, who's not in my Contact List yet. So let's type in Fred. I can also set what type of e-mail Fred should be sent, but by default it's just going to use Internet Mail.
And what Internet Format to use, and you can choose Text only or Outlook Rich Text if you'd like. But I usually just leave it and let Outlook decide. Now, if I click OK here, it's just going to add Fred to my Distribution List but not to my Contacts. If you'd also like to add this person to your Contacts, check this box and click OK. We've now created a Distribution List. Of course, we can add more folks later, or remove people from the list if we'd like. But I'm just going to click Save & Close. If we search down through the list here, now we can see the Distribution Group "Poker Buddies".
If I double-click on it, I can open it up, set additional items here, there's also a place for Notes above the list in addition to the Members. What can you do with this List? Well, primarily you can e-mail or request a meeting with the group. And if you click E-mail, you'll be able to send an e-mail to your poker buddies. I'm just going to Save & Close the List and go into our Mail and show you what happens now that we've added the Distribution List to our Contacts.
If I click New to create a new mail message, and click on the To: button to look at my list of contacts, now in the list, in addition to all of the entries for individual contacts, there's one with a different icon that's it shows two people for my poker buddies. When I click, select, and click the To: button to put it in the To: field and click OK, you can see Poker Buddies. And when I type in an e-mail here, it's just going to send this e-mail to everyone in that List. If you want to see who everyone is, you can click the plus button here, but be warned, and that's what Outlook is doing, once I expand the list, it'll stay expanded and I won't be able to collapse it again.
That's okay, I just want to see who's in the list before I send the e-mail.
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