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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.
Let's edit some more details for a Contact. Let's go find John Smith, who we worked on earlier. Here's John's contact card. To open it up, I'm just going to double-click on it. Here's all the details and information that we entered earlier. Notice that along the top in the Ribbon, there's a lot more things we can do. Let's start with the Actions group. If you've edited or made any changes to a Contact, of course, you can click Save & Close. You can also click Save & New to save this one and open up a new one. But there's something very useful hidden under here if you click this down arrow.
Once you have created a Contact for somebody in a given company, you can create another contact card for anyone in the same company really easily by choosing this option. So here, it's copied over the information that's company specific, but given us space to fill in all the personal details. Once you've finished creating this new Contact, just click Save & Close, and it'll take you right back to the Contact you were working on earlier.
Next, we can send this Contact to someone else. Just click the Send button, and it will give you some different options you can choose from. One is to send it as a Business Card. This is a good choice if the person you're sending it to also has Outlook 2007. You can also choose to send it as an Internet Format, or vCard, and Vcards are a good choice if the person you're sending it to isn't using Outlook. Any personal information manager they use will probably support the vCard format. Also, you can do in Outlook format, you can choose the "In Outlook Format" option if you're sending it to somebody who has Outlook, but you're not sure what version they have, or you think they have an older version.
In this case, let's send it as a Business Card. And it opens up a Message window, or an e-mail window, and we can send it to whoever we'd like. Of course, we can type in some other details like a subject. Notice it puts the business card directly in the e-mail in HTML format and also attaches it as a VCD, or a Business Card.
When you're done, click Send. The person you've sent it to will easily and quickly be able to add that Contact to their database. Of course, the next option is Delete, and that speaks for itself. Let's look at some of the other things we can see in the Show group here. We're looking at the General Information for this Contact. But let's take a look at some of the other details. By looking at the Details window, we can see their space for some other pieces of information, such as what department they're in, their manager's name, assistant's name, some things that you may find very important is that things like the name of their spouse or partner.
Their birthday, their anniversary. You can also track what activities you've done with this Contact. Now in this case, as you can see here, I've sent some e-mail, sent a task, set some birthdays, and things like that. So whatever it is you've done with this Contact, if you've communicated with them via e-mail, sent them Tasks, sent them Meeting requests, you'll see whatever you've done with that Contact here in the Activities pane. Can also view and manage Certificates, so if you're using security and digital certificates, you can import or add them here.
And of course there's another one for All Fields. So you can either View All Fields or as you can see here, User-defined fields. You can actually define some new fields if you like. Fields have different types, and with different formats. Other than user defined, you can take a look at any of the fields you've already set up, that you've viewed maybe from the General or Detail window, like Address Fields. In the Communicate group, you have buttons to do things with this Contact. So for example, if you'd like the e- mail John Smith, just click the E-mail button, and it will bring up a new e- mail and fill in John's e-mail addresses.
Now it wasn't sure which e-mail I'd like to use so it just put both of them in there and I can take out the one I don't want. You can also click on the Meeting button, and it will send a Meeting Request to John Smith. Also, if your computer is hooked up to a modem, and you use it to make telephone calls, you can click Call to use the phone number here to call John. There's some other things we can do in smaller icons here to the right. One of them is to assign a Task. So, similar to launching a Meeting Request or sending an e-mail, this will send or assign a Task to John.
You can open up John's website. So as long as you filled in that section, you can click on this to open up your web browser and see the website that you've listed in John's webpage address. Using the little direction button here, you can get a map, so if you've entered a address down below, clicking the Map button will open up Windows Live, and search for maps for that location. You might have to pick from more than one choice here, and then click Get Map, and it's going to show you a map for that area. So it might be very handy for you to get maps or directions to that Contact.
Now that we've set most of the details, remember there's others other tabs available here. So for example, if you want a format or put more information in the notes, check the Insert tab to attach a file or another item, or maybe a picture into this contact card, or to format text. We can also insert a picture for this Contact, and we can do a couple of ways. From the Picture drop down here, we can choose "Add Picture", or we can click on the picture button here. Look through your list of pictures and pick one and click OK, and you can set a picture for that particular Contact.
We'll come back and spend some more time in a few moments going over exactly how to manage this Business Card, how to make it look exactly the way you'd like. Let's Save & Close now that we've set all the details for this Contact.
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