OUTLOOK 2007 USER GUIDE
Contents
1. 4 Inbox tii O A From Subject D Unread Mail Sj Sent Items Date Today Mail Folders i See Attachment E All Mail Ite ms an Date Two Weeks Ago EG Mailbox Heat Test al Deleted Items LA Drafts lA nbox 1 L Junk E mail E Outbox UE RSS Feeds sent Items Fo Search Folders 2 Right click on the attachment in the Click here to enable Instant Search OUTLOOK 2007 USER GUIDE you wish to backup Hi a sj Send Receive amp B Search address books Search Inbox D r xz E See Attachment aaa senti Tue 10 12 2010 6 22 AM To Heat Test Received Categories ig Sort by Received H Message testte 4 KB Tue 107127201 12 KE See Attached message pane This will bring up a pop up menu Select Save As to save the attachment or select Remove to detach it from the email message Alternatively you can also select the message with the attachment and select Save Attachments from the File menu CAUTION once you remove the att first achment it will no longer be accessible unless you ve saved it See Attachment Message HTML N 3 E m A Eip TAOX Lal ay EP ae EA renee Reply Reply Forward Delete Mlowe to Create Other Block A Mot Junk Categorize Follow Mark as ope to All Folder Rule Actions Sender v Ug Unread a Select Respond Actions Junk E mail ra Options Fj Find From Sa Ta Heat Test Cc Subject See A2. 4h Fri 1012010 10 06 4M Fri 10 1r2010 10 06 AM Fri 10 12010 10 06 4M Fri 1012010 10 06 4M sl Y i Send Receive amp JES Search address books Lu Heat Test Attempt to create a Call Ticket from your e mail I ea a L U a a LA UA a a L UA a B ae Attempt to create Heat Test Fri 10 1 2010 10 06 Heat Test Sent Ta We re sorry we updated 10 12 2010 iTS GI VIGES OUTLOOK 2007 USER GUIDE Note To archive to a location other than the default location click Browse beside the Archive file box and select the desired location to store the file Outlook automatically creates another archive file for the items in the selected folder Creating Subfolders Subfolders assist in the better sorting of the emails in your inbox They are also useful when using message rules 1 Right click on your inbox in the tree view usually on the left hand side of the mail client main screen and select New Folder e Sent Items Microsoft Outlook File Edit View Go Tools Actions Help ANew d 3 X eReply E Reply to All fy Forward W li Send Receive gt GJ Search address books Mail k Atten Favorite Folders Inbox l i Oig To Subject Sent Haa i Heat OD Unread Matt Sent Items Date Two Weeks Ago ae i Mail Folders ti C HeatTest Attempt to create or update Call Ticket from e Fri 10 1 2010 10 06 AM 3 p Ponpe prm aes r mat Test Attempt to create a Call Ticket from your e
3. mail iii i i ee TE pai Mailbox Heat Test b HeatTest Attempt to create or update Call Ticket from e Fri 10 1 2010 10 06 4M al Deleted Items b Heat Test Attempt to create a Call Ticket from your e mail Fri 1022010 10 06 4M Lal Drafts 6a HeatTest Attempt to create or update Call Ticket from e Fri 10 1 2010 10 06 4h Inb Open Attempt to create a Call Ticket from your e mail Fri 10 1 2010 10 06 AM S Attempt to create or update Call Ticket from e Fri 10rir2010 10 06 AM Openin Mew Wind oy 7 Attempt to create a Call Ticket from your e mail Fri 10 12010 10 06 AM Mowe Inbox Attempt to create or Update Call Ticket frome Fri 012010 10 06 Sh Copy Inbox Attempt to create a Call Ticket from your e mail Fri 10 2010 10 06 4M Attempt to create or update Call Ticketfrome Fri 10 1 2010 10 06 Ami Attempt to create a Call Ticket from your e mail Fri 10 12010 10 06 Ab Attempt to create or Update Call Ticket from e Fri LO 1 2010 10 06 AM Mew Folder Attempt to create a Call Ticket from your e mail Fri 10 1 2010 10 06 AM Remove from Favorite Folders Attempt to create or Update Call Ticket from e Fri LO 1 2010 10 06 AM Attempt to create a Call Ticket from your e mail Fri 10 1 2010 10 06 AM Attempt to create or Update Call Ticket from e Fri LO 1 2010 10 06 AM Attempt to create a Call Ticket from your e mail Fri 10 12010 10 06 Ab Process Marked Headers Attempt to create or update Call Ticket from e Fr
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5. 6 Am oO L Ww ee Ww L U L bt L A B As the number of email messages you have sent and received grows it may become necessary to store archive older messages that you may not be ready to permanently delete This can be accomplished by using the Archive feature in Outlook To archive items manually follow the steps outlined below 1 From the Outlook menu bar select File then Archive updated 10 12 2010 iTServices e Sent Items Microsoft Outlook Edit wiew Go Tools Plew Open Close All Items A Save AS Save Attachments Folder Data File Management Import and Export Page Setup L Print Preview ie Print Cached Exchange Mode Ctrl F work Offline Exit Actions Help sg Reply to All b3 Forward OUTLOOK 2007 USER GUIDE Search Sent Items Heat Test Attempt to create or update Call Ticket fram e Heat Test Attempt to create or update Call Ticket from e Heat Test Attempt to create or update Call Ticket from e Heat Test Attempt to create or update Call Ticket fram e Heat Test Attempt to create or update Call Ticket fram e Heat Test Attempt to create or update Call Ticket from e Heat Test Attempt to create or update Call Ticket from e Heat Test Attempt to create or update Call Ticket fram e Heat Test Attempt to create or Update Call Ticket from e Heat Test Attempt to create or update Call Ticket from e 2 Click to select one of the follo
6. N Mail te ms Y c Heat Test Attempt to create a Call Ticket from your e mai Fri 10 172 4 KE We p E Gh Mailbox Heat Test al Deleted Items LA Drafts El 3 Inbox Mew Folder U Junk E mail fe Outbox LR R55 Feeds S sent Items LO Search Folders updated 10 12 2010 iTS e VICES OUTLOOK 2007 USER GUIDE Creating and Using Message Rules Message rules are useful if you routinely want to perform certain actions on messages according to criteria that you ve specified For instance you can have incoming mail automatically sorted into different folders with certain messages labeled marked as Junk or even deleted Filters can be applied automatically to incoming mail or you can run them manually when desired Create a rule from scratch To create a rule by choosing your own conditions actions and exceptions do the following Ls 2 In the Navigation Pane click Mail On the Tools menu click Rules and Alerts If you have more than one email account in the Apply changes to this folder list select the Inbox that you want Click New Rule Under Start from a blank rule select either Check messages when they arrive or Check messages after sending and then click Next Under Step 1 Select condition s select the conditions that you want the messages to meet for the rule to apply Under Step 2 Edit the rule description click an underlined value if you have not done so already and then click Next Unde
7. d Options and then follow the rest of the instructions in the Rules and Alerts Wizard Tip To run the rule as soon as you create it select the Run this rule now on the messages already in folder check box on the last page of the Rules and Alerts Wizard All the messages in your Inbox or any folder that you choose that meet the conditions and exceptions associated with the rule are moved to the specified folder To test your new rule open your new folder Run a rule periodically but not all the time If you want to run a rule periodically but not all the time do the following 1 On the Tools menu click Rules and Alerts 2 In the Rules and Alerts dialog box turn the rule off by clearing the check box next to the rule 3 Click Run Rules Now 4 In the Run Rules Now dialog box under Select rules to run select the check box next to the rule that you want to run 5 Select the folder that you want to apply the rule to 6 Select the category of messages that you want to apply the rule to For example you can apply the rule only to unread messages in a folder 7 Click Run Now updated 10 12 2010
8. i 10 1 2010 10 06 AM change Sharing Permissions Attempt to create a Call Ticket from your e mail Fri 10 2010 10 06 4M Attempt to create or Update Call Ticket from e Fri L0 1 2010 10 06 AM Attempt to create a Call Ticket from your e mail Fri LO 1 2010 10 06 Ab Delete Inbox Rename Inbox Mark All as Read EEE Process All Marked Headers Properties L wW ea a L U GL wW G updated 10 12 2010 iTS GI VIGES OUTLOOK 2007 USER GUIDE 2 Give the folder a name and click OK Create New Folder El Ei Name New Folder Folder contains Mail and Fost Items Select where to place the Folder Ear Mailbox Heat Test al Calendar 84 Contacts al Deleted Items _A Drafts L Inbox A Journal te Junk E mail hal Motes L Outbox FA DSS Feadz x cancel_ 3 Once created you can manually drag emails from your main inbox into the subfolders or run a message filter to do it automatically IM Mew Folder Microsoft Outlook gt File Edit View Go Tools Actions Help New iu ura x i d Reply Reply to All 2 Forward pH a a Send Receive amp G Search address books Ne ee ee ee ee ee en A E y Mail S Atten Favorite Folders Inbox ei Ty From Subject Received Size Categories Y Heat DO Unread Mat 3 2 Sent F L Sent Items i Date Two Weeks Ago i Mail Folders aa Heat Test Attempt to create or update Call Ticket from e Fri 10 1 2 3 KB PIA
9. iTS er VICOS OUTLOOK 2007 USER GUIDE Using Outlook 2007 The information below will guide you through some of the Outlook features that can help you to manage your email Topics listed below are Sorting Messages Saving Attachments Emptying the Sent Folder Archiving Email Messages Creating Subfolders Creating and Using Message Rules Sorting Messages 1 Outlook allows you to sort messages in a number of different ways By default messages are sorted by date with the newest messages appearing on top Clicking the Newest on Top heading will change the sort order to Oldest on Top Clicking on the Arranged By heading at the top of the message list will bring up a menu of sort options In the example below we want to sort messages by size so we select the corresponding menu option Size Ee Mew Folder Microsoft Outlook gt File Edit Wiew Go Tools Actions Help GH New a i Lea K Li Reply Reply to All io Forward Y A Send Receive amp QH Search address books W Mail 4 Search Mew Folder Attem pi Favorite Folders 3 Inbox Categories WY O Unread Mail v Date Heat Tes Sent Items r Sent Fri 1 Mail Folders Siac ail To Heat Erom o Se SO D All Mail ems va P Group By This Field To We re E Pah Mailbox Heat Test a Deleted Items Group By Box Categories Ll Drafts Remove This Column Flag Start Date O L Inbox ie Serer ES Field Chooser Flag Due Date Bg Junk E ma
10. il Best Fit Le Outbox RSS Feeds Format Columns subject aent tenis Customize Current wiew Type H GO Search Folders Attachments E mail Account Importance Custom v Show in Groups f updated 10 12 2010 iTS ervices OUTLOOK 2007 USER GUIDE 2 Messages are now arranged according to their size largest to smallest Clicking the column headina Size will chanae the setting to smallest on top fe Inbox Microsoft Outlook File Edit Wiew Go Tools Actions Help New day FQ X fb Reply gt Forward Bo W Si Send Receive p gt G Search address books lt Mail x Inbox Search Inbox Favorite Folders Click here to enable Instant Search A Inbox pril DG From Subject Received Size a Reply to All Categories Ww o Unread Sait A Sent Items Size Small 10 25 KB Mail Folders a All Mail tems Size Tiny 10 KB E Gat Mailbox Heat Test a Deleted Items A Drafts 3 Inbox L Junk E mail E Outbox LE RSS Feeds sent Items LO Search Folders Saving Attachments Attachments often take up large amounts of space in your email account and can easily be saved elsewhere to save space on the mail servers updated 10 12 2010 Services 1 Open the email with the attachment li Inbox Microsoft Outlook File Se Mew Er LS x C Reply oj Replyto All 3 Forward Favorite Folders G hnbox 1 Edit Wiew Go Tools Actions Help
11. r Step 1 Select action s select the action that you want the rule to take when the specified conditions are met Under Step 2 Edit the rule description click an underlined value if you have not done so already and then click Next 10 Under Step 1 Select exception s select any exceptions to the rule and then click Next o To finish creating the rule enter a name for the rule and then select any other options that you want o If you want to run this rule on messages that already are in one of your folders select the Run this rule now on messages already in folder check box o To apply this rule to all your e mail accounts and the Inbox associated with each account select the Create this rule on all accounts check box 11 Click Finish Create a rule from a message You can create a rule directly from a message For example you can create a rule to move messages from someone to a specific folder 1 Right click the message that you want to base the rule on and then click Create Rule on the shortcut menu updated 10 12 2010 iTS e VICES OUTLOOK 2007 USER GUIDE In the Create Rule dialog box select the check boxes for the options that are already filled in with information from your selected message 2 Select the Move the item to folder check box 3 Click an existing folder or click New to create a new folder to store the messages 4 To add more conditions actions or exceptions to the rule click Advance
12. t Attempt Follow Up our e mail Fri 10 1 2010 10 06 4M oe JUM Mmal a ahas Heat Test Attempt Categorize etfrome Fri 10 1 2010 10 06 Am our e mail Fri l0f1 2010 10 06 Sh Fri 10 2 2010 10 06 AM Fri 10 1 2010 10 06 4M Fri 10 2010 10 06 4M our e mail Fri 10rir2010 10 06 Ah seeecensoscoesarconcescesaensoscorsarcoecenereesessnesueeneeneenereeeeeseesueeeeeneneereereeseesuesseneorearenseesees Heat Test Attempt hark as Read Heat Test Attempt Heat Test Attempt Lf RSS Feeds lA Sent Items LO Search Folders et from e i Mark as Unread Heat Test Attempt X Delete et from e Heat Test Attempt LAG Move to Folder b Heat Test Attempt to create or Update Call Ticket from e our e mail DRDDDDDDB Heat Test Attempt to create a Call Ticket from your e mail Heat Test Attempt to create or update Call Ticket from e Heat Test Attempt to create a Call Ticket fram your e mail Heat Test Attempt to create or update Call Ticket from e Heat Test Attempt to create a Call Ticket fram your e mail Heat Test Attempt to create or update Call Ticket from e Hast Tart AtHamnt ta ceraste a Call Tilat fram wore a mail Fri LO Df2010 10 06 4M Fri 10rir2010 10 06 Am Fri i0rir2010 10 06 4h Fri 10 12010 10 06 AM Fri i0rir2010 10 06 AM Fri LO Lf2010 10 06 4h Fei qrinda Aaa wha 2 wA ea 3 Click on Delete key to move the emails from the Sent Items folder into the Deleted Items folder upda
13. ted 10 12 2010 iTServices OUTLOOK 2007 USER GUIDE 4 Right click on the Deleted Items folder and select Empty Deleted Items Folder to permanently remove the messages le Sent Items Microsoft Outlook File Edit Wiew Go Tools Actions Help ANew dey 9 X Gh Reply I Reply to All 3 Forward Ws Send Receive G Search address books Mail x Search Sent Items Favorite Folders J Inbox O Unreal Mail Sent Items Mail Folders 3 Heat Test Attempt to create or update Call Ticket from e DIAN Mail tems j Heat Test Attempt to create a Call Ticket from your e mail a gai Mailbox Heat Test j Heat Test Attempt to create or update Call Ticket from e al Deletes empt to create a Call Ticket from your e mail LAI Drafts 9 Open empt to create or update Call Ticket from e he Open in New Window empt to create a Call Ticket from your e mail A Outho IR R55 Fe J Sent H La Search a Tii Mew Folder Zf Properties tir O g To Subject Date Two Weeks Ago Empty Deleted Items Folder Add to Favorite Folders Mark All as Read Process All Marked Headers Process Marked Headers Change Sharing Permissions tj Heat Test Attempt to create a Call Ticket from your e mail 3 Heat Test Attempt to create or update Call Ticket from e Heat Test Attempt to create a Call Ticket from your e mail Archiving Email Messages Manually tn Outlook 2
14. ttachment Previews Open Print Remove updated 10 12 2010 iTServices OUTLOOK 2007 USER GUIDE Emptying the Sent Folder 1 Go into your Sent Items Folder 2 Select the emails you wish to get rid of by either pressing Ctrl A to select all the emails in the folder also can be done by going into the Edit menu and choosing Select All OR manually select the email you want to delete select the message you want to remove holding down the Ctrl key and clicking on the other messages you wish to select F sent Items Microsoft Qutlook gt File Edit Wiew Go Tools Actions Help Gi New Ms LAS x Reply bag Reply to All r Forward Y 5 E Send Receive v G Search address books CF x Mail ag Sent Items Search Sent Items Favorite Folders 3 Inbox Attempt to create or Click here to enable Instant Search tt OA To Subject Sent Heat Test sent Fri 107172010 10 06 AfM To Heat Test O Unreal Airi J Sent Items Date Two Weeks Ago Mail Folders Heat Test Attempt to create or unda ketfrom e Fri 10 1 2010 10 06 AM D All Mail Items hi Heat Test Attempt Open Items our e mail Fri 10 12010 10 06 AM We re sorry We COL E Cit Mailbox Heat Test Heat Test Attempt re Print et from e a Fri 10 12010 10 06 Ab i al Deleted Items Heat Test Attempt our e mail Fri L0f1 2010 10 06 SM bo Forward Items L Drafts Heat Test Attempt etfrom e Fri 10 1 2010 10 06 4M hae Heat Tes
15. wing o Archive all folders according to their AutoArchive settings o Archive this folder and all subfolders Archive all Folders according to their Guboarchive settings i Archive this Folder and all subfolders Contacts a Deleted Items LA Drafts L3 Inbox i Journal te Junk E mail bial Motes A Outbox RSS Feeds F Ij ent Items EI Archive items older than Tue Fi13 2010 T Include items with Do not duto4rchive checked Archive File C Users heattestAppDatalocaliMicrosoft Outk Browse cane Heat Test Attempt to create a Call Ticket from your e mail Heat Test Attempt to create a Call Ticket from your e mail Heat Test Attempt to create a Call Ticket from your e mail Heat Test Attempt to create a Call Ticket from your e mail Heat Test Attempt to create a Call Ticket from your e mail Heat Test Attempt to create a Call Ticket from your e mail Heat Test Attempt to create a Call Ticket from your e mail Heat Test Attempt to create a Call Ticket from your e mail Heat Test Attempt to create a Call Ticket from your e mail Fri LOS 2010 10 06 Am Fri 10 12010 10 06 4M Fri 1012010 10 06 4h Fri 1012010 10 06 4M Fri 1012010 10 06 AM Fri 1012010 10 06 4M Fri 1012010 10 06 4M Fri 1012010 10 06 4M Fri 1012010 10 06 4M Fri 1012010 10 06 4M Fri 1012010 10 06 4M Fri 1012010 10 06 Ah Fri 10 12010 10 06 4M Fri 1012010 10 06 4M Fri 1012010 10 06 4M Fri 1012010 10 06 4M Fri 1012010 10 06
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