Outlook 2007 Advanced

Outlook 2007 Introduction
Outlook 2007
Advanced
Table of Contents
Organising your Inbox .......................................................................................................................... 4
Organise by Folder ........................................................................................................................... 4
Organise by Colour ........................................................................................................................... 4
Organise by View.............................................................................................................................. 5
Checking the Size of Folders ............................................................................................................... 6
Field Chooser ........................................................................................................................................ 7
Adding Fields .................................................................................................................................... 7
Removing Fields ............................................................................................................................... 8
Archiving Messages ............................................................................................................................. 8
Archiving Items ................................................................................................................................. 8
Retrieving Archived Items ................................................................................................................. 9
AutoArchive ........................................................................................................................................... 9
AutoArchive Message Options .......................................................................................................10
Outlook Data Files (PSTs) ..................................................................................................................11
Creating Data Files .........................................................................................................................11
Opening and Closing Data Files (PSTs) ...........................................................................................14
Managing Data Files (PSTs) ...............................................................................................................15
Data File Deleted Items ..................................................................................................................15
Compacting Data Files ...................................................................................................................15
Checking the size of a Data File .....................................................................................................16
Recovering Data Files (PSTs) ............................................................................................................17
Creating Rules .....................................................................................................................................19
Organising Rules ............................................................................................................................21
Importing and Exporting Rules .........................................................................................................21
Exporting Rules ..............................................................................................................................21
Importing Rules...............................................................................................................................22
Customising Views .............................................................................................................................22
Creating Views ....................................................................................................................................23
The Trust Centre .................................................................................................................................27
Adding Email Accounts ......................................................................................................................28
Exchange Server Information ............................................................................................................30
Working Offline ...................................................................................................................................31
Offline Setup ...................................................................................................................................31
Send and Receive Settings ................................................................................................................32
Making Folders Available Offline ....................................................................................................32
Send and Receive Groups..................................................................................................................33
Synchronising your Mailbox ..............................................................................................................35
Downloading the Address Book ........................................................................................................36
Downloading Message Headers ........................................................................................................37
Processing Message Headers ...........................................................................................................37
Cached Exchange Mode .....................................................................................................................38
Synchronising with a PDA .................................................................................................................40
© Hewlett-Packard 2007 Page 1 of 91

Tips for Mobile Working .....................................................................................................................43

Offline Working ...............................................................................................................................43
Laptop Security ...............................................................................................................................43
Group Schedules ................................................................................................................................44
Creating a Group Schedule ............................................................................................................44
Viewing a Group Schedule .............................................................................................................45
Making Meetings.............................................................................................................................46
Calendar Web Pages ...........................................................................................................................47
Setting Folder Permissions................................................................................................................48
Setting Permission ..........................................................................................................................48
Accessing Shared Folders ..............................................................................................................50
Delegating your Mailbox.....................................................................................................................51
Marking Items as Private ................................................................................................................52
Opening a Delegated Mailbox ............................................................................................................52
Time Saver .....................................................................................................................................53
Multiple Calendars and Contact Lists ...............................................................................................54
Creating New Calendars and Contact Lists ...................................................................................54
Opening Multiple Calendars and Contact Lists ..............................................................................54
Public Folders .....................................................................................................................................55
Viewing Public Folders ...................................................................................................................55
Posting to Public Folders ................................................................................................................56
Importing and Exporting Data ...........................................................................................................57
Importing Data into Outlook ............................................................................................................57
Exporting Data from Outlook ..........................................................................................................58
Viewing RSS Feeds .............................................................................................................................61
Sharing RSS Feeds .............................................................................................................................63
Sending RSS Feeds .......................................................................................................................63
Receiving RSS Feeds ....................................................................................................................64
Sharing Junk Mail Settings ................................................................................................................64
Sharing Distribution Lists ..................................................................................................................66
Sending a Distribution List ..............................................................................................................66
Adding a List to your Contacts ........................................................................................................67
Viewing Messenger Status of Contacts ............................................................................................67
Messenger Setup............................................................................................................................67
Setting Messenger Information for Contacts ..................................................................................68
Viewing Messenger Status .............................................................................................................68
Email Templates ..................................................................................................................................69
Creating Templates ........................................................................................................................69
Using Templates .............................................................................................................................70
Introduction to Forms .........................................................................................................................71
Showing the Developer Ribbon ......................................................................................................71
Creating a Form Folder ..................................................................................................................72
Customising Forms ............................................................................................................................72
Editing Fields and Labels ...................................................................................................................75
Removing Fields .............................................................................................................................75

Creating New Fields ............................................................................................................................76

Adding Fields ..................................................................................................................................76
Creating New Fields .......................................................................................................................77
Setting the Form Tab Order ...............................................................................................................78
Setting Properties ...............................................................................................................................80
Form Actions .......................................................................................................................................81
About Actions..................................................................................................................................81
Disabling Default Actions ................................................................................................................81
Adding Actions ................................................................................................................................82
Viewing and Publishing Forms ..........................................................................................................82
Viewing a Form ...............................................................................................................................82
Publishing a Form ...........................................................................................................................83
Using Custom Forms ..........................................................................................................................84
The Control Toolbox ...........................................................................................................................85
Arranging Items on a Form ................................................................................................................87
Selecting Items ...............................................................................................................................87
Moving Items ..................................................................................................................................87
Resizing Items ................................................................................................................................87
Aligning Items .................................................................................................................................88
Validating Fields ..................................................................................................................................89
Default Forms for Folders ..................................................................................................................89
Managing Forms .................................................................................................................................90

Organising your Inbox

Organise by Folder
To quickly move messages into folders:
 Show the Organise pane by choosing Tools, Organize

 In the Inbox or other mail folder, select any messages you wish to move
 Click on the drop-down arrow of the Move message box and choose the folder to move the
selected messages into
 Click on Move
If the folder you wish to move to is not listed, choose Other Folder. You can then choose any existing folder, or
click on New to create a new folder to move the message(s) into.
Organise by Colour
Colour can be used to organise messages in your inbox - you can colour messages sent by and to specific
people.

 In the Inbox or other mail folder, click once on any message sent by the person you wish to colour
 Click on Using Colors
 Ensure the correct name is displayed after the From drop-down list
 Click on the drop-down arrow of the colour box and choose the colour to use
 Click on Apply Color

To colour messages sent to specific users, follow the same steps in the Sent Items folder.
Organise by View
To quickly organise messages by view:

 Click on Using Views
 Choose the view you wish to apply
The following views are available:
View Description
Messages A list of all read and unread messages, showing the sender, subject and
date/time that the message was received
Messages with AutoPreview A list of all read and unread messages, including the first three lines of any
unread messages
Last Seven Days Only messages that were received within the last week are displayed
Unread messages in this folder Only messages that have not yet been read are displayed
Sent To All messages are displayed, including the names of all message recipients
Message Timeline This shows all messages as icons arranged on a timeline according the
date on which they were received
Outlook Data File Messages are grouped by the Outlook Data File they are stored in
Documents Messages are grouped by their download status for offline working

Checking the Size of Folders

You can check the size of any folder in Outlook to see how that folder impacts the overall size of your
mailbox. If a folder shows a large size, you can housekeep the folder by removing messages no longer
needed.
To show the size of a folder:
 Right-click over a folder in Mail Folders pane, Favourite Folders pane or folder list
 Choose Properties
 Click on the Folder Size button
 Click on Close to close the folder size window

 Click on OK to close the properties window
Folder sizes show in kilobytes (KB). Remove the last 3 digits to show the approximate size of the folder in
megabytes (MB).

Field Chooser
The Field Chooser gives a list of all fields that can be displayed in the Inbox. Fields can be dragged from
the Chooser to the appropriate position amongst the current Inbox headings.
Adding Fields
 Right-click over any field heading on screen
 Choose Field Chooser from the menu displayed
You can only use the Field Chooser to change the fields displayed if the reading pane is switched off, or
positioned along the bottom of the screen.
A list of available fields is displayed:
 Choose the required category

of fields from the drop-down list
at the top of the Field Chooser.
Choose All Mail Fields to see
all fields related to mail
messages
 Click on the field you wish to
show from the list displayed
 Drag the selected field to the
required position of the Inbox
field headings
 Click on the close button in the
top-right corner of the Field
Chooser to hide the box when
complete

Removing Fields
Fields can be removed from the view by clicking on the field no longer required and dragging the field down
off the heading line.
Archiving Messages
If you do not wish to delete messages, but do not need to access them regularly, you can archive these
messages to free up space in your mailbox. Archived messages are stored in data files (also known as
personal folders or PSTs) that can be opened in Outlook when necessary.
Archiving Items
Manual archiving can be carried out in the following way:
 Choosing File, Archive

 Choose the folders to be archived - the folder you were in when choosing the Archive command is
selected by default
 In the Archive Items Older Than box, choose the date by which messages should be archived
 Change the name and/or location of the Archive File as required - this is the file that will store the
archived messages and can be kept on a local or network drive
 Click on OK
Stop a single item in a folder from being archived by opening the item and choosing Properties from the Office
button. Check the Do not archive this item box, then click on OK.

Retrieving Archived Items
When an archive file is opened, it will appear as a folder in the Folder List. Items can be read or moved
from the archive as required.
 Choose File, Open and Outlook Data File

 Click on the drop-down arrow in the Look In box and select the drive and folder in which the
archive file is stored
 Select the name of the file from the list displayed and choose OK
AutoArchive
The AutoArchive command will move all messages older than 6 months to a data file (also known as a
personal folder or PST) every 14 days.
To change this setting:
 Choose Tools, Options

 Click on the Other tab, then on the
AutoArchive button
 Choose the interval at which to archive,
in days
 In the Move Old Items To box, click on
Browse to find the folder in which you
wish archived items to be stored
 Click on OK
 Click on OK again to return to the Inbox

To disable AutoArchive, choose Tools, Options and the Other tab. Click on the AutoArchive button and
uncheck the Run AutoArchive Every box. Click on OK.
After enabling AutoArchive, the properties of each folder must be set to specify whether the folder should
be archived.
 Right-click on the folder and choose Properties

 Choose the AutoArchive tab
 To use the default AutoArchive settings, click on the Archive items in this folder using the default
settings box
 To set new options for the selected folder only, click on Archive this folder using these settings
and choose the date by which to archive messages. Choose to move items to the default Archive
folder, move them to a different folder or delete the items
 Click on OK
You can use AutoArchive to automatically delete messages in your Sent Items folder after a set amount of time
e.g. every 3 months.
AutoArchive Message Options
To stop individual messages from being archived:
 Open the message, then click on the Office button and choose Properties
 Click on the AutoArchive
 Check the Do not AutoArchive this Item box
 Click on OK

Outlook Data Files (PSTs)

Data files are also known as personal folders and have the .PST extension. Data files are used to store
messages and other Outlook items on any local or network drive. While data files are useful for moving old
messages out of your mailbox to reduce its size, you should keep the following points in mind when using
data files:
 Data files should never grow over 300 MB in size, as they are prone to corruption as they get
larger
 If your data files are saved on your C: drive, they will not be backed up automatically. Be sure to
implement a backup strategy to make sure that you do not lose valuable data if your hard drive
fails
Creating Data Files
To create a data file:
 Choose File, New and Outlook Data File

 Click on OK to create a new Outlook 2007 data file (PST)
 Choose the drive and folder to store your data file on

 In the File Name box, type a name for the data file
 Click on OK

A dialog box will show after the personal folder has been created. This controls how the personal folder will
be displayed in Outlook:
 In the Name box, type the name you would like it to show on the Outlook folder list when the data
file is open
 Avoid setting a password on the data file as this will stop the file from being recovered if the
password is forgotten
 Click on OK
The data file will be created. It will open automatically and show on the folder list.

You can now move items into the data file by dragging them from your mailbox. You can also create subfolders
within the data file.

Opening and Closing Data Files (PSTs)

Once you have created a data file and moved messages into it, it does not need to be open at all times.
You can close the folder if you no longer need to work on the items in it on a daily basis.
To close a data file:
 Right-click over the name of the data file in the navigation pane
 Choose the Close command
To open a data file again if you need to access the items stored inside it:
 Choose File, Open, Outlook Data File

 Choose the drive and folder the data file was stored in
 Click on the name of the data file (PST) file
 Click on OK
Once the data file is open, you can use the Find button on the Standard Toolbar to search for specific
messages within the folder.

Managing Data Files (PSTs)

Data File Deleted Items
All data files contain a Deleted Items folder which cannot be removed. All items deleted from the data file
will be moved into this Deleted Items folder rather than the standard Deleted Items in your mailbox.
The Deleted Items folder can be emptied as follows:
 Expand the data file in the navigation pane, so that its Deleted Items folder is visible.
 Right-click over the Deleted Items folder
 Choose Empty Deleted Items Folder
 Click on Yes to confirm the action
Compacting Data Files
When you delete an item from a data file, the space that the item used to take up will not be made available
again automatically. You will need to compact your data files periodically to free up all unused space in the
folder.
To compact a data file:
 Open the data file using the File,

Open, Outlook Data File command
 Right-click over the folder name in the
navigation pane and choose
Properties
 Click on the Advanced button
 Click on the Compact Now button

 Click on OK to return to the Properties dialog box

 Click on OK to return to the Inbox
Checking the size of a Data File
Open the data file in Outlook to check the size of the folder:
 Right-click over the folder name in the navigation pane and choose Properties
 Click on the Folder Size button to view the size of the data file
 Click on Close then Cancel to return to the Inbox

Recovering Data Files (PSTs)

If your data file becomes corrupt or damaaged, you will not be able to open it in Outlook and access the
messages or other items stored in the file. You may be able to recover the PST using the Inbox Repair Tool
that is installed with Office 2007.
To recover a damaged data file, first close Outlook 2007, then:
 Click on the Start menu of Windows Vista and choose the Run command at the bottom of the
right-hand pane
 Type c:\program files\microsoft office\office12\scanpst.exe into the Open box

 Click on OK
The Inbox Repair Tool will open.
 Locate the data file (PST) you wish to fix by clicking on the Browse button
 Choose the drive and folder that the file is stored in, then select the file in the window. Click on
Open
 Click on Start

 The file will be checked and you will be informed of any errors found:
 Click on Repair to attempt to repair the data file
 You will be informed when the repair is complete - click on OK to close the Inbox Repair Tool

Creating Rules
The Rules and Alerts dialog box allows you to create more complex rules than the Create Rules button
on the Standard Toolbar.
 Choose Tools, Rules and Alerts
 Click on the New button

 To create a blank rule from scratch, choose Check messages when they arrive and click on Next
 Choose the conditions to check when each message arrives e.g. is the message from the sender
of the selected message, or is the message flagged for action
Check the rule description at the bottom of the dialog box to see if any further information is required - click
on the link to more information to add this.
In the following example we've chosen to run the rule when messages from people or distribution lists are
received. Click on the people or distribution list link in the lower pane to choose who messages should
be from in order for the rule to run.

 Click on Next when all conditions have been set

 Choose the action to be performed e.g. move or delete the message
Again, check the description in the lower pane and click on any links to specify exact conditions.
In the following example we've chosen to mark the message as important. Click on the importance link to
choose the importance to assign.
 Click on Next and add any exceptions to the rule i.e. when you do not want the rule to be applied.
You may choose as many exceptions as required
 Click on Next and enter a name for the rule - this will allow you to edit or apply the rule at a later
stage
 If you wish to run the rule on messages already in your Inbox, click on the Run this rule now
option
 Ensure the Turn on this rule box is checked if you wish to start using the rule immediately
 Click on Finish
Use the Manage Alerts tab to manage Sharepoint alerts e.g. to control when you are notified of updates to the
Sharepoint site.

Organising Rules
You can use the Rules and Alerts dialog box to organise the order in which rules will run. You can also use
this dialog box to create rules via the Wizard, or delete and rename rules.

 All rules will be listed - select the rule you wish to organise
 Click on the Move Up or Move Down buttons on the toolbar to change the order in which the
selected rule is run on messages as they arrive in your Inbox
 To stop a rule from running, uncheck the tick box at the beginning of that rule
 To remove a rule permanently, select the rule and click on the Delete button
 For further options, click on the Change Rule button and choose the required command e.g.
Rename Rule
You can add or remove key actions from the selected rule by clicking on the Change Rule button on the rule
toolbar. Click on the action you wish to add or remove.
Importing and Exporting Rules

Once your rules are created, you can export them so that other Outlook users may import them into their
own systems.
Exporting Rules
To export your Outlook rules so that they can be shared with others:

 Ensure the E-mail Rules tab is selected

 Click on the Options button in the menu of the dialog box

 Click on Export Rules
 Ensure the correct drive and folder are selected - if these are not correct, click in the Save In box
and select the drive and/or folder
 Enter a File name for the exported rules file and click on Save
 Click on OK twice to return to the Inbox
Importing Rules
To import a rules file into Outlook:

 Ensure the E-mail Rules tab is selected
 Click on Options at the bottom of the dialog box
 Click on Import Rules
 Ensure the correct drive and folder are selected - if these are not correct, click in the Look In box
and select the drive and/or folder
 Choose the name of the rules file and click on Open
 Click on OK twice to return to Outlook - all new rules will be available for use immediately
Customising Views
 All Outlook components can be viewed in a variety of ways to ensure you can see only the
information required. A view is a combination of the following definitions:
Category Description
Fields Only the required columns are displayed, all others are hidden
Sort order Data is sorted in order of a specific column, in either ascending or descending order
Grouping Data can be grouped by a specific column or combination of columns
Filtering Only data that matches specific criteria can be displayed, all other data can be hidden
 A new view can be created that is based on the settings currently being used.
 Show the Advanced toolbar by choosing View, Toolbars and Advanced
 Click in the Current View box on the Advanced Toolbar

 Type a name for the new view

 Press [Enter]
 Click on OK to confirm the new view
Creating Views
All Outlook components can be viewed in a variety of ways to ensure you can see only the information
required.
To create a new view from scratch:
 Choose View, Current View, Define Views

 Click on New
 Enter a name for the view and choose the type of view you wish to create. Choose when the new
view can be used e.g. in all mail folders or this folder only
 Click on OK
The View Summary dialog box will be displayed from which the view can be defined.
Option Description
Fields Allows you to choose the field that will display in the view

Option Description
Group By Allows data to be grouped by a specific column or combination of columns
Sort Allows data to be sorted in order of a specific column, in either ascending or

descending order
Filter Allows only the data that matches specific criteria to be displayed, with all other
data hidden
Other Settings Allows you to choose the style of column headings, data and gridlines
Automatic Allows you to format specific records in different ways

Formatting
Format Columns Allows you to set the label text to appear at the top of the column, and how text is
aligned in the column
To define the view:
 Click on the Fields button and choose the fields to be displayed in the view. Choose a new field
and click on the Add button, or select an existing field and click on Remove to hide it in the view.
Use the Move Up and Move Down buttons to change the order of fields, then click on OK
 Click on the Group By button and choose the fields you wish to group data by - you can group by
up to four columns and specify the order in which each group will be sorted. Uncheck the
Automatically Group box, then choose the fields to group by. Click on OK when grouping has
been set

 Click on the Sort button and choose how you wish to sort fields by if no grouping has been
applied. Click on OK when complete
 Click on the Filter button and set any criteria to be matched before an item is displayed. Any
items that do not match this criteria will be hidden

 Click on Other Settings and change the column and row fonts as required. Choose where to
place the Reading Pane and which mail settings you wish to view e.g. show the Quick Flag
column. Click on OK when all settings have been selected
 Click on the Automatic Formatting button and set a different font style for each listed option e.g.
unread messages or completed tasks. Click on OK when complete

 Click on OK when all elements of the view have been defined

 Click on Apply to close the view dialog box and apply the new settings
A custom view can be changed at any time by choosing View, Current View and Define Views. Click on the
view in the list displayed, then on Modify.
The Trust Centre

All Outlook security and privacy settings are now in one place - the Trust Centre. The following options can
be set in the Trust Centre:
Setting Description
Trusted Trusted publishers are people or organisations that have created extensions such as
Publishers macros, ActivX controls and add-ins. As trusted publishers, their extensions will
contain digital signatures and certificates and can run on your PC without any
prompts.
Add-ins An add-in is a program that adds functionality to your Office 2007 application. Popular
add-ins include Adobe PDF functionality and Snag-IT for collecting screenshots. All
add-ins that you are currently using will be listed in the Trust Centre.
Privacy Options These are general security settings such as whether you wish to look for content on
Microsoft Office Online when using help, or wish to sign up to Microsoft's Customer
Experience programme.
E-mail Security The E-mail Security section of the Trust Centre allows you to set encryption options to
protect the privacy of your messages, and control other settings such as whether
scripts are allowed in shared folders, and whether all messages should be opened as
plain text.
Attachment This section allows you to turn attachment previewing on and off. This feature lets you
Handling view an attachment quickly in a message without the need to open the file first. You
can also add properties to attachments to allow recipients to reply with changes.
Automatic This controls the way images and other content is displayed in messages you receive.
Download

Macro Security This controls the way in which you are allowed to access macros in Outlook. The
default setting blocks all unsigned macros while prompting you to accept macros that
contain digital signatures.
Programmatic Programmatic access informs you of suspicious activities on your computer if you do
Access not have antivirus software installed.
To change any settings in the trust centre:
 Choose Tools, Trust Centre

 Choose the section you wish to change on the left-hand side
 Make any changes to the right-hand side of the screen
 Click on OK
Adding Email Accounts

Outlook 2007 lets you manage multiple email accounts within your Outlook session e.g. you could work in
your Exchange email account as well as a Hotmail account. You will receive messages from both accounts,
and can send messages from either.
To add a new email account:
 Choose Tools, Account Settings

 Ensure the Email tab is selected, then click on New
 Ensure the Microsoft Exchange, POP3, IMAP or HTTP option is selected and click on Next
 Enter your full name in the Your Name box
 Enter your the email address for the additional account in the E-Mail Address box
 Enter and retype your Password for the additional account

 Click on Next
 The new email account will be configured - click on Finish when complete
 Click on Close to return to the Inbox
Your new account will show as a new main folder in the folder list.

Exchange Server Information

To see the Exchange Server you are currently connected to:

 Ensure the Email tab is selected
 Select the Microsoft Exchange Server option in the list of names, then click on Change
 Note your server name
 Click on Cancel

Working Offline
You can use Outlook without a network connection to create, address and compose your email messages.
When you send the message, it will be stored in your Outbox until a network connection is made.
To start Outlook in offline mode:
 Launch Outlook as normal

 Choose to Work Offline
The Outlook icon in the task bar tray will show that you are working offline:
 Create any new messages as normal, addressing and sending these as you would while
connected to the network
 When all messages have been created, exit Outlook as normal
 When you are connected to the network, launch Outlook and click on the Connect button to work
online
As you are now connected to the network, any new mail will be delivered to your Inbox. All messages in your
Outbox will be sent without any further prompts.
Offline Setup
If you are not given the choice to work online or offline when
starting Outlook, you can set this as follows:

 Ensure the Email tab is selected, then click on Change
 Click on More Settings
 Under When Starting, choose to Manually control
connection state and check the box to Choose the
connection type when starting
 Click on OK
 Click on Next, then on Finish

Send and Receive Settings

When working online and offline, you can control
how often Outlook checks for new messages on
the server. You can also set Outlook to check for
new messages when you close the application.
 Choose Tools, Send/Receive, Send/Receive

Settings then Define Send/Receive Groups
or press [Ctrl Alt S]
 In the Settings for group All Accounts area,
choose how Outlook should send and
receive messages when you are online
 In the When Outlook is Offline area, choose
how often a send/receive should be
performed when working offline
 Click on Close
Making Folders Available Offline
When you are connected to the network, all composed messages will be sent immediately. Similarly, any
received messages will show in your Inbox automatically. When not connected to the network, all sent
messages are placed in the Outbox until a connection is established. Once connected, you can send all
messages from your Outbox, and show any new messages in your Inbox.
Standard Outlook folders such as the Inbox and Calendar are set for offline use by default. This means that
you will be able to view the content of these folders when you are not connected to the network. However,
if you have created any folders of your own, ensure these are set for offline use as follows:
 Choose Tools, Send/Receive, Send/Receive Settings then Define Send/Receive Groups or press
[Ctrl Alt S]
 Click on the Edit button
 Check the box to Include the selected account in this group

 Ensure all folders you wish to use offline are checked
 Click on OK
By default, the Calendar, Contacts, Deleted Items, Inbox, Outbox, Sent Items and Tasks folders are selected to
be available offline.
Send and Receive Groups

 You can create different send and receive groups so that different settings are used when you are
working offline or online in various circumstances.
 To create a new send/receive group:
 Choose Tools, Send/Receive, Send/Receive
Settings then Define Send/Receive Groups or
press [Ctrl Alt S]
 Click on the New button
 Enter a name for the new group then click on
OK
 Check the box to Include the selected
account in this group
 Ensure all folders you wish to use in the new group are checked

 For each folder, choose whether to download headers only or the entire message. You can also
choose to download the header only if the message is larger than a specific size - useful for a
dial-up connection
 Click on OK
 With the group name selected in the top of the window, choose how to send and receive from the
group when online and offline
 Click on Close
When working offline, you can update all folders in a specific group only by choosing Tools, Send/Receive and
the name of your group.

Synchronising your Mailbox

When you have a network connection, you can synchronise your folders so that you can have offline
access to all messages in the folders you have set for offline use. Any new messages you have created will
be sent from your Outbox.
Synchronisation must take place when you are connected to the network.
Choose one of the following options:
 Choose Tools, Send/Receive, Send/Receive All or press [F9] to synchronise all folders set for
offline access
 Choose Tools, Send/Receive, Send All to send all messages in your Outbox without downloading
any new mail
 Choose Tools, Send/Receive and
a group name to send/receive all
items in the folders set in that
group only
The dialog box to the right will display

while your folders are synchronised:

Downloading the Address Book

The Global Address List (GAL) contains all email addresses in your company, and is needed to address
the messages you create. You will need to download this to be able to address messages offline.
You will need to be connected to the network in order to download the address book:
 Choose Tools, Send/Receive, Download Address Book

 Ensure Full Details is selected to download all address information from the GAL including
additional information such as phone numbers of employees
 Click on OK
If you wish to download any additions or changes to the address book when you synchronise your mail,
you can set Outlook to do this as follows:
 Choose Tools, Send/Receive, Send/Receive Settings then Define Send/Receive Groups or press
[Ctrl Alt S]
 Choose the group you wish to change, then click on the Edit button
 Check the Download Offline Address Book box
 Click on Address Book Settings and choose whether to download Full Details or No Details (see
note below)
 Click on OK, then OK to return to the Inbox
Choose Full Details only if you have a good connection speed. If not, choose No Details to download only the
names and email addresses from the GAL

Downloading Message Headers

Rather than downloading all new Outlook messages when you connect to the network, you can set Outlook
to only download the header of each message - the subject, sender, importance, size and whether it has an
attachment or not.
Once these headers appear in your Inbox, you can choose which you wish to download, which to delete
and which to leave on the server until a later time.
To download message headers choose Tools, Send/Receive and Download Headers in this Folder.
If you are not currently connected to the network, you will have the chance to connect now. Once
connected, all message headers will be downloaded to your Inbox.
If you double-click on a message header to attempt to open it, you will be informed that the message has
not been downloaded. You can click on Yes to mark it for download.
Processing Message Headers

If you have chosen to download message headers, you can right-click on each message and choose to
download the message in full.
 Right click over a message

 To download the message to the computer you are using, choose Mark to Download Message(s)
 To de-select a file for downloading, choose Unmark Selected Headers
 If you want to remove the message without downloading it, choose Delete
Once you have marked all messages, you can download them as follows:
 To download the messages in the current folder only, choose Tools, Send/Receive and Process
Marked Headers in this Folder
 To download all marked headers choose Tools, Send/Receive and Process All Marked Headers
Cached Exchange Mode

With cached exchange mode, a copy of your mailbox is stored on your computer. This copy provides quick
access to your data and is frequently synchronised with the mail server. If you work offline, whether by
choice or due to a connection problem, your data will still be available to you.
 If a connection from your computer to the Exchange server isn't available, Outlook switches to
Trying to connect or Disconnected mode
 If the connection is restored, Outlook automatically switches back to Connected mode
Any changes you make while a connection to the server isn't available will be synchronized automatically when
a connection is restored.
If you are connected to the network in the office, you will have access to all items including attachments.
The status bar will show that you are connected to the Exchange Server. If you disconnect from the
network, your status will change accordingly.

Status Bar Status
You are connected to the network and will receive all

incoming mail in full
You are connected to the network over a slow

connection and will only receive headers of new
messages
You are offline and will not receive new mail until
reconnected to the network
To enable cached exchange mode:

 Ensure the Microsoft Exchange Server account is selected, then click on Change
 Check the Use Cached Exchange Mode option
 Click on OK
 Click on Next and Finish to return to the Inbox
You will need to exit Outlook and restart it to begin working in cached exchange mode.

Synchronising with a PDA

 PDA stands for Personal Digital Assistant - a small, mobile device that provides computing and
information storage and retrieval. PDAs are often used for storing calendar and address book
information in a potable form.
 The Sync Centre and Windows Mobile Centre are used to synchronise your PDA with Outlook
2007.
 With your device connected, double-click on the Sync Centre icon in the task bar tray
 Your device will be listed in the Sync Centre. Double-click on your device to open the Mobile
Centre.
 The Mobile Centre will open with options for your device showing:

 Click on Mobile Device Settings to view settings for synchronising with Outlook:
 Click on Change Content Sync Settings to choose the items you wish to synchronise on your
device:
 Check each item you wish to synchronise, clicking on Sync Settings for more options for each.
Click on the Save button when complete

To synchronise your device, click on the Synchronise button in the lower left corner of the Mobile Centre
window.
The status of the synchronisation will be shown - click on the Stop button to cancel the synchronisation if
required.
You can also synchronise your device by right-clicking over the Sync Centre button on the task bar tray:

Tips for Mobile Working

Offline Working
Keep the following best practices in mind when using Outlook over a remote connection:
 Keep your email under control - you can waste valuable connection time looking for messages
that are not filed correctly
 Create a suitable hierarchy of folders, making only the essential folders available offline
 Try to perform housekeeping at least once a week. Do this while offline, then connect only to
synchronise your folders
 When you connect to the network, scan your Inbox for urgent messages that need to be dealt with
immediately. All non-urgent messages can be read and responded to when you are offline
 Remember synchronisation is slow. Give yourself plenty of time to synchronise your folders,
especially if you have not done this for some time
Laptop Security
If you use a laptop, keep the following security tips in mind:
 Never carry your laptop in an obvious laptop bag or carrying case as these are immediate flags
for would-be thieves
 Never leave your laptop unattended, even for a moment
 Try not to leave your laptop in a vehicle, if you must, ensure it's in the trunk or covered up - not in
plain view
 Lock your laptop in your office or work area during off-hours, or put the laptop in a locked closet or
cabinet
 Always handle your laptop carefully. Dropping or bumping the laptop repeatedly can affect the
hard drive and damage sectors. Any data stored on damaged sectors could be lost permanently
 Be sure to secure all other products associated with your laptop - batteries, cables, external
drives, etc.
Be certain to back up all important data daily. Remember the hardest thing to replace when a laptop is stolen is
the lost data.

Group Schedules
Creating a Group Schedule
Group schedules allow you to see the availability of a number of people in one single step - allowing you to
quickly schedule meetings with these users. You can have multiple schedules to include different
combinations of people.
To create a group schedule:
 Click on the Calendar icon on the navigation pane

 Click on the Schedules button on the Standard Toolbar
 Click on New
 Type a name for the new schedule and click on OK
 Click on the Add Others button to start adding members to the group. Choose to Add from the
Address Book
 Select each name to be added to the group, clicking on To after each

 Click on OK when all names have been added

 Click on Save and Close when complete
Viewing a Group Schedule
To view a group schedule once it's been created:
 Click on the Calendar icon on the navigation pane

 Click on the Schedules button on the Standard Toolbar
 Choose the schedule you wish to view, then click on Open
You will see all group member names, along with their free/busy time:

Making Meetings
Once a group has been set up, you can send a meeting request or email message to all or selected
members of the group.
 Open the group schedule as described above

 To send the meeting request or email to specific members only, click on the first member on the
left of the schedule. Hold [Ctrl] and click on each additional member you wish to correspond with
 Click on the Make Meeting button
 Choose the required option from the drop-down list. Use New Meeting to schedule a meeting with
selected members, or New Meeting with All to schedule a meeting with all members of the group
 A new email message or meeting window will be displayed. Complete and send as normal
The calendar's of your group members may change while your schedule is open. To ensure you are
showing the latest details, click on the Options button and choose Refresh Free/Busy.

Calendar Web Pages

It is possible to create an HTML version of your calendar that can be displayed on a web page for online
collaboration. You can specify the date range to show in the calendar, as well as the amount of detail to
show.
 Click on the Calendar button on the navigation pane

 Choose File, Save as Web Page
 Enter the first date to show in the Start Date box, and the last date in the End Date box
 Tick the Include Appointment Details box to show full calendar details, including text typed in the
body of all appointments
 Type a name for the calendar in the Calendar Title box - this will show at the top of the calendar
 In the File Name box, enter the full path of the folder or web server to save the calendar on
 Click on Save
Calendar web example:

Setting Folder Permissions

Setting Permission
As well as delegating all or part of your mailbox to a colleague, you can share a public or private folder by
giving a colleague permissions.
To assign permission on a folder:
 Right-click over the folder you wish to share and choose Change Sharing Permissions
 Click on the Add button to add a new user

 Type the name of the person you wish to give access to, or select their name from the Global
Address list displayed
 Click on Add, then on OK
 Choose the permissions you wish the user to have (see table below), then click on OK

The following permissions can be assigned:
Permission Level Allows the user to...
Owner Create, read, modify, and delete items in the folder

Create subfolders
Change permission levels of other users
Publishing Editor Create, read, modify, and delete items in the folder
Create subfolders
Editor Create, read, modify, and delete items in the folder
Publishing Author Create, read, modify, and delete items in the folder
Create subfolders
Modify and delete items they create
Author Create, read, modify, and delete items in the folder

Nonediting Author Create items in the folder

Reviewer Read items
Contributor Create items

Accessing Shared Folders
To access a folder you have permission to view:

 Ensure the Email tab is selected
 Select the Microsoft Exchange Server option in the list of names, then click on Change
 Click on the More Settings button

 Click on the Advanced tab
 Click on the Add button in the Mailboxes section
 Enter the name of the user whose folders you wish to access, then click on OK
 Click on OK
 Click on Next then Finish to complete the changes to the mailbox

The new mailbox will be listed in your folder list. Click on the + symbol in front of the mailbox to expand it and
show all folders you have permission to view.
Delegating your Mailbox

Delegating your mailbox allows other users to access the components of your mailbox you grant them
access to. If granted, they can access your folders, modify items in your folders, send messages on your
behalf and receive replies to messages you send.
To delegate another user to access your mailbox:
 Choose Tools, Options and click on the Delegates tab
 Click on Add to view the global address list

 Add each user you wish to delegate and click on OK when complete
After clicking on Add, set the delegate permissions for each user:

 For each Outlook component, choose the permission you wish to assign to the delegates
 Check the Automatically Send a Message box if you wish to advise the delegate of their
permissions via email
 If you want delegates to be able to view your items that are marked private, check this box
 Click on OK when complete
Marking Items as Private
Once you have delegated your mailbox, you can hide any Outlook item that you do not want to be visible to
your delegates.
 Open the calendar, contact or task you wish to hide from delegates
 Click on the Private button on the main ribbon
 Click on Save and Close
Opening a Delegated Mailbox

To open a folder that you have been granted permission to by another user:
 Choose File, Open, Other User's Folder

 Type the name of the user whose folder you wish to open, or click on Name and select the user
from the directory displayed
 Choose the folder you wish to open and click on OK
The folder will be opened as a new Outlook window, and can be closed as normal when complete.
If you do not have permission to view the mailbox you are attempting to access, a message will display:

 Click on Yes to send an email request to the person, asking them to delegate their mailbox to you
 Click on No to cancel and take no further action
Time Saver
If you have been delegated access to a calendar, contact list or task list, you can open this quickly using
the link on the navigation pane in each of these views.
 Click on the Open a Shared Calendar, Open Shared Contacts or Open Shared Tasks link in the
navigation pane
 Type the name of the person whose calendar, contact list or task list you wish to view, or click on
Name to select the name from a list
 Click on OK to open the shared item

Multiple Calendars and Contact Lists

Creating New Calendars and Contact Lists
Rather than keeping all of your appointments or contacts in a single calendar or contact list, you can create
and view multiple calendars and contact lists. You could create a separate container for each project you
work on, or have a separate calendar and contact list for work and personal items.
To create a new calendar:
 Click on the Calendar button on the navigation pan

 Choose File, New, Folder or press [Ctrl Shift E]
 Type a name for the new calendar in the Name box
 Click on the drop-down arrow of the Folder Contains box and choose Calendar Items or Contact
Items as required
 Click on OK
Opening Multiple Calendars and Contact Lists
Each calendar or contact list you create will be listed in the navigation pane. View another calendar by
checking its box. Each calendar or contact list will have a different background colour to allow you to see
which is which.
Hide a calendar or contact list by clicking on the check box for that item again.

You can open a calendar or contact list in a separate Outlook window by right-clicking over the item name
in the navigation pane:
Public Folders
Viewing Public Folders
Public folders are folders that all users on the network can access - provided they are given permission by
the mail administrator or owner of the public folder. Public folders should be used to store messages that
may be of interest to all users, and can also be used to store files that all users may need to access.
To access public folders in Outlook:
 Click on the Folder List icon in the navigation pane
 In the folder list, click on the + symbol in front of Public

Folders
 Click on the + symbol in front of All Public Folders
 Click on the public folder you wish to view

When a public folder is selected, all messages, posts and files in that folder will display on the right-hand
side of the screen.
Posting to Public Folders
Public folders can be used to store message threads, in the same way as bulletin boards.
 Open the public folder you wish to start the message thread in
 Click on the Post button on the Standard Toolbar to create a new message
 Type all message text

 Click on the Post button on the ribbon to add the message to the public folder
To reply to a post, double-click on the post to open it. Click on the Post Reply button on the message toolbar to
reply to the message.
To copy a file into a public folder e.g. a Word document or Excel spreadsheet:
 Open your Documents or Computer and locate the file you wish to add to the public folder
 Choose Edit, Copy
 Return to the Outlook public folder and choose Edit, Paste to add the file

To open a file in a public folder, open the required public folder and double-click on the file.
Importing and Exporting Data

Importing Data into Outlook
If you already have a contact list or calendar e.g. in Excel, it is possible to import this into Outlook without
the need to retype any information. If importing from Excel, it is a good idea to name the range that
contains the data before attempting to import it:
 Open the Excel worksheet and select the data you wish to import into Outlook
 Click in the name box which is located directly above the column headings
 Type a name for the range - this should not contain spaces – and press [Return]
 Save the worksheet in Excel 2003 format by choosing File, Save As and Excel 93-2003
Workbook. Enter a name for the file and click on Save
To import the data into Excel:
 Choose File, Import and Export

 Ensure the option to Import from another program or file is selected and click on Next
 Choose the format you wish to import e.g. Microsoft Excel and click on Next
 Choose the file you wish to import and indicate how duplicate contacts should be handled

 Click on Next and choose the folder of Outlook you wish to import the items into e.g. Contacts
 Click on Next and ensure all details of the import operation are correct
 If the columns of the Excel file do not have the same names as the standard Outlook fields, the
information in these columns will not be imported. To specify which data should be imported into
each Outlook field, click on the Map Custom Fields button
 When all fields are mapped, click on OK

 Click on Finish to import the data
Exporting Data from Outlook
You can export data from Outlook into many formats such as Excel, Access and text file format. Data is
exported from Outlook as follows:
 Choose File, Import and Export

 Choose to Export to a File and click on Next


 Choose the format you wish to export to e.g. Microsoft Excel and click on Next
 Choose the Outlook folder you wish to export e.g. Contacts, then click on Next
 Enter the path of the file you wish to export data into - if the file exists, any data will be overwritten
 Click on Next
 Ensure all details for the export are correct, then click on Finish
If you attempt to export recurring appointments to a format that does not support them e.g. Excel, you will be
asked whether you wish to create individual appointments from the recurrences. Click on OK to confirm this.

Viewing RSS Feeds

RSS stands for Really Simple Syndication and is a way for content providers to make their information
available over the Internet. Outlook 2007 contains an RSS Feeds folder which can be used to obtain
content from different services without the need to visit each individual web site for the information.
RSS feeds are written in the XML markup language. Headers or summaries are presented to you in
Outlook, and you can decide which to open and read, and which to ignore.
RSS feeds are usually text based but can contain links to obtain further information.
In order to add an RSS Feed to Outlook, you need to find the address or URL (uniform resource locator) of
the feed. These can be found on numerous websites on the Internet and are indicated by a number of
different icons.
Example Icon and link
BBC.co.uk/news
Lastminute.com
CNET.com
To add a RSS feed to Outlook:
 In Internet Explorer, locate the RSS icon you wish to subscribe to and right-click over the icon
 Choose Copy Shortcut

 Return to Outlook and right-click over the RSS Feeds folder in navigation pane
 Choose Add a New RSS Feed
 Press [Ctrl V] to paste the copied shortcut into this dialog box
 Click on Add
 You will be asked to confirm the adding of the feed - click on Yes
Each item in the RSS feed will show

as a new message in the folder. You
can open, delete and forward these
feed messages as required.

Sharing RSS Feeds

Sending RSS Feeds
If you have accessed a RSS feed in Outlook, you can share it with colleagues so that they can also
subscribe without knowing the full URL.
To share a RSS feed:
 Right-click over any entry in the RSS feed

 Choose Share This Feed from the shortcut menu displayed
 A new message containing the RSS feed will be created. Address the message as normal
 Click on Send to send the message and feed

Receiving RSS Feeds
If you are sent an RSS Feed, it will appear as a normal message in your Inbox, with the subject giving the
name of the feed.
 Double-click on the message to open it

 To save the feed to your own RSS Feeds folder, click on the Add this RSS Feed button
 You will be asked to confirm the adding of the feed - click on Yes
Sharing Junk Mail Settings

If you receive a large volume of junk mail, you can set safe and blocked senders. Email received from safe
senders will never be considered junk mail and will be delivered to your Inbox as normal. Email received
from blocked senders will always be considered junk mail and will be moved to the Junk Mail folder
automatically.
You can add the sender of a message to the blocked or safe list as follows:
 Right-click over a message from the sender you wish to add to a junk mail list
 Choose Junk Mail from the menu displayed
 Choose the required option to Add Sender to Blocked Senders List or Add Sender to Safe
Senders List

Once you have your junk lists set up, you can export the names to a text file so that you can import the list
onto another PC if this is required in the future. This is effectively making a back-up of your junk mail lists,
and can also be used to share your junk mail settings with colleagues.
To export your list:

 On the Preferences tab, click on the Junk Email button
 Choose the relevant tab e.g. Safe Senders

 Click on the Export to File button
 Type a name for the exported file, then click on Save

 Click on OK to return to the Options dialog box
 Click on OK again to return to the Inbox
You can import a saved or shared Junk Mail list by choosing Tools, Options and the Junk Email button. Click
on the Import from File button on the relevant tab.

Sharing Distribution Lists

Sending a Distribution List
If you have created a personal distribution list, you can share the list with colleagues by sending it to them
in an email message.
To send a distribution list:
 Create a new mail message as normal, using the New Mail button on the toolbar
 Address the message to everyone you wish to share the distribution list with
 Click in the message body
 Click on the Attach Item button in the Include group of the Message ribbon
 Choose the Contacts folder from the top half of the window, as this is where distribution lists are
stored
 In the list of contacts in the bottom half of the window, select the distribution list you wish to share
 Click on OK
The distribution list will be added to the message as an attachment. Send the message as normal.

Adding a List to your Contacts
If you are sent a distribution list, you can add it to your own contact list as follows:
 Open the message containing the distribution list

 Click on the distribution list attachment
 Drag the attachment over the Contacts icon on the navigation pane
 Close the message as normal
Viewing Messenger Status of Contacts

If your contacts have access to Microsoft’s MSN Messenger, you will be able to see when they are online
and be able to send them instant messages without leaving Outlook.
Messenger Setup
To ensure Outlook is set to integrate with Messenger:

 Click on the Other tab
 Ensure the option to Display online status next to a person name is selected
 Click on OK

Setting Messenger Information for Contacts
To be able to send messages to contacts, and see their Messenger status, you need to specify their
Messenger ID or email address:
 Click on the Contacts button on the Navigation Pane

 Double-click on the contact you wish to collaborate with using Messenger
 Click in the IM Address field and enter their Messenger email address
 Click on Save and Close
Viewing Messenger Status
Whenever you open a message from a colleague that has a Messenger address set, you will be able to
see their status:
An orange icon indicates the person is offline and cannot be contacted by instant message:
A green icon indicates the person is online and can be contacted by instant message:
 Right-click over the name of the person to contact

 Choose Reply with Instant Message

A new Messenger window will open, type your message and click on Send, then continue your
conversation as normal.
Email Templates
If you send the same text in email messages on a regular basis, you can create a template that can be re-
used without the need to re-type any text. Templates can be stored in any location - including a shared
drive if the template will be used by a number of people.
Creating Templates
To create a new template:
 Create a new mail message as normal, using the New Mail button on the toolbar
 If the message will always be addressed to the same people, click in the To and Cc boxes and
enter these names
 If the message subject will always be the same, click in the Subject line and type the subject text
 Click in the main body of the message and type the standard text
 Add any file attachments that will always be sent
 When the message has been created, click on the Office button and choose Save As

 Type a name for the template in the File Name box

 Click in the Save as Type box and choose Outlook Template (*.oft)
 The standard Templates folder will be selected by default - if you wish to save the template in a
shared folder, choose the required folder from the Save In box
 Click on Save
 Close the message as normal, clicking on No if prompted to save the message again
Using Templates
When a template is used to create a new message, the standard text of the message can be changed as
required.
 Choose File, New and Choose Form

 Click on the drop-down arrow of the Look In box and choose User Templates in File System
 If you stored your template in a folder other than the default, click on the Browse button and
locate the file
 Choose the template you wish to use and click on Open

Introduction to Forms
Almost everything you do in Outlook takes place via a form. When you create a new mail message, the
Message form is used, and when you create a new contact, the Contact form is used.
Each form contains many fields into which you enter your information - To and Subject are examples of
fields on the message form, while Full Name, Company and Job Title are examples of fields on the
Contact form.
New forms are created by customising the existing Outlook forms. If you need to create a form that will be
emailed to others, for example, your new form would be based on the existing Message form. If you are
creating a form to be used in a public folder, use the Post form as the basis of the new form.
With the exception of Notes all of Outlook’s forms can be customised.
Showing the Developer Ribbon
In order to create and customise forms in Outlook, you need to enable the advanced settings by showing
the Developer ribbon. To do this:
 Create a new message, appointment, contact or task

 Click on the Office button
 Click on the Editor Options button
 Ensure the Popular option is selected on the left-hand side of the window
 Check the box to Show the Developer Tab in the Ribbon
 Click on OK

Creating a Form Folder
The type of folder in which a form is stored influences the form settings. As such, it's a good idea to create
a new folder for your form before you begin.
To create a new folder:
 Choose File, Folder, New Folder or press [Ctrl Shift E]

 Type a name for the folder
 From the Folder Contains box, choose the type of item you are creating e.g. Mail and Post Items
for forms based on the message or post form, or Contact Items for forms based on the default
Contact form
 Click on OK
Customising Forms
The easiest way to create a new Outlook form is to base it on an existing form. There are a number of
advantages to customising the existing Outlook forms:
 You can restrict the way in which users can interact with the form e.g. stop recipients from
replying to a message by removing the Reply feature
 You can add information to a form that will always be typed, saving time for the user
 You can rename fields to make them more relevant to your work e.g. in the Contact form you may
wish to rename the Web Page Address field to Database Entry and use the field to add a link to
your corporate database entry for that customer
 You can add extra fields e.g. in the Contact form you could add a Skype address field
To open a form for customisation:
 In the folder list, select the folder that contains the type of form you wish to customise. If you wish
to customise the Appointment form, for example, select a calendar folder
 Choose Tools, Forms, Design a Form
 Choose the type of form you wish to base your new form on e.g. Appointment or Contact
 Click on Open


The form will open in Design mode, with the developer ribbon displayed.
You can now add fields, change properties and make other changes described in the topics of this task.
You can also design a form that is already open:
 Click on the Developer ribbon

 Click on the Design this Form button

Editing Fields and Labels

You can rename the fields on a form by editing the label associated with that field. To edit a label:
 In Design Mode, click once on the label you wish to change

 Click again on the label to show the cursor
 Edit the text as required
 Click away from the label when complete
If you want one of the characters of the name to be underlined, so that the field can be accessed using [Alt]
and the underlined letter:
 Right-click over the label you wish to change and choose Properties from the shortcut menu
 Click in the Caption box and position the cursor in front of the letter you wish to underline
 Type &
 Click on OK
Removing Fields
You can remove any fields from a form, if you do not wish to enter that information when using the form.
For example, you could remove unnecessary fields from the Contact form to create a new Quick Contact
form containing basic contact information only.
 In Design Mode, click once on the field you wish to remove

 If you wish to remove the label at the same time, hold [Shift] and click on the label next to the field
 Press [Delete]

The field will be deleted. If you wish to remove a field from the form without deleting it permanently, you can
hide the field and associated label.
 In Design Mode, click once on the field you wish to remove

 Right-click over the selection and choose Properties from the shortcut menu
 Click in the Visible box to remove the check
 Click on OK
 Repeat the above steps for the label associated for the field
Creating New Fields

Adding Fields
You can add fields to a custom form that do not appear by default. For example, you may want to add the
Importance field to a custom Contact form, or add a Due Date field to a message form so that recipients
can see their deadline at a glance.
The field chooser is used to add fields to a form.
 In Design Mode, click on the Field Chooser button on the Developer Ribbon
 Choose the required category of fields from the drop-down list at the top of the Field Chooser.
Choose All Mail Fields to see all fields related to mail messages
 Click on the field you wish to show from the list displayed
 Drag the selected field to the required position on the form
 Click on the close button in the top-right corner of the Field Chooser to hide the box when
complete

Creating New Fields
You can create a new field for new information as follows:
 In Design Mode, click on the Field Chooser button on the Developer Ribbon
 Click on the New button at the bottom of the field chooser
 Type a Name for the new field

 Specify the type of field by choosing the content it will hold e.g. text, number, date/time
 If you have selected a Type other than Text, click on the drop-down arrow of the Format field and
choose the format you wish the field to be displayed in
 Click on OK

The field will be added to the Field Chooser, in the User Defined Fields category.
 Click on the field you have created

 Drag the selected field to the required position on the form
 Click on the close button in the top-right corner of the Field Chooser to hide the box when
complete
Once you have added a new field, it's a good idea to give the field a meaningful name that you can use to
identify the new field at a later stage e.g. when setting actions or tab order. To name a field or label:
 Right-clicking over the field or label and choose Properties from the shortcut menu displayed
 Enter a Name for the item
 Click on OK
It's a good idea to name fields and their labels in a similar way, so that it's always easy to work with them
together. The Action text box could be named Action, for example, with its label named Action_Label.
Setting the Form Tab Order

If you have added fields to your form and removed default fields, you may need to check the tab order of
the form. This is the order in which the user will move from field to field when they press the [Tab] key. It's
important that the next field is selected when [Tab] is pressed, to avoid the user getting lost and leaving
fields blank.
To set the tab order of the form:
 In Design Mode, click on the Tab Order button in the Arrange group of the Developer ribbon

The tab order dialog box shows the order in which fields will be activated on the form.
 Select the field you wish to move in this order. To move a field and it's label, click on the field,
then hold [Ctrl] and click on the label
 Click on the Move Up or Move Down button to reposition the field(s)
 Click on OK when all fields are positioned correctly
If you don't want a specific field to be activated while the user tabs around the form, you can remove it from
the tab order as follows:
 Right-click over the field you wish to exclude

 Choose Advanced Properties
 Scroll down the list of properties to the Tab Stop setting
 Double-click on the value of the property, set at -1 True by default, When double-clicked, this will
change to 0 False
 Click on OK

Setting Properties
All fields and labels on a form can be customised by changing their properties.
For example:
Object Properties that can be set
Label Size, colour, text alignment, mouse pointer when positioned over the label
Text Box Size, text and background colour, maximum length allowed in the box, whether multiple
lines of text can be entered
Button Colour, whether an OK or Cancel button
To set advanced properties:
 In Design Mode, click on the Advanced Properties button in the Tools group of the Developer
Ribbon
 Click on the field you wish to change - the properties for that field will show
 Scroll up and down the list to locate the property you

wish to change, then click on the property
 If the property has a choice of settings, click on the
drop-down arrow at the top of the property list to view
the choices for that property, then choose the setting
you wish to use
 If the property requires a value, type the value in the
box at the top of the list
 Click on Apply

If the property only has a choice of two values e.g. true or false, you can double-click on the property line to
toggle between these two values.
Form Actions
About Actions
The Actions page of the form lists the user actions which the form supports. A message form, for example,
supports the following actions:
Action Description
Reply Allows the user to reply to the sender of the message
Reply to All Allows the user to reply to the sender of the message, as well as all other recipients
in the To and Cc fields
Forward Allows the user to forward the message to another user
Reply to Folder Allows the user to post a reply to the message e.g. in a public folder
You can disable actions already assigned to a form, and can add new actions so that the user can perform
these actions when the form is opened.
The following shows the ribbon of a message received. The original message was created using a form
that disabled the Reply, Reply to All and Forward actions. Three new actions were added to the form.
Disabling Default Actions
To disable any default form action:
 In Design Mode, click on the Actions tab

 Double-click on the action you wish to disable
 Uncheck the Enabled box
 Click on OK

Adding Actions
To add a new action:
 In Design Mode, click on the Actions tab

 Click on the New button at the bottom of the screen
 Type a name for the new action and ensure the Enabled box is checked
 Choose the form that the action will create by clicking on the drop-down arrow of the Form Name
box and choosing Forms
 Change the Look In box to Standard Forms Library to use one of Outlook's default forms, or to
Personal Forms Library to use a custom form
 Choose the form you wish to create for this action, then click on Open
 Click in the Subject Prefix box and type any text you wish to appear in front of the subject of the
new item created from the action
 Click on OK
Viewing and Publishing Forms

Viewing a Form
As you are creating your form, it's a good idea to view the form periodically to ensure it looks as you want it
to. Viewing a form will show it out of Design Mode, with all fields, etc. showing as they would in normal use.
To view a form, click on the Run This Form button on the Developer Ribbon.
The form will open in a new window. Close the window as normal to return to Design Mode.

Publishing a Form
In order to be able to use a form to create new Outlook items, the form must be published. This is the
equivalent of saving the form for re-use.
You can publish your form in a number of different places, depending on how you need to access the form.
Published In Description
Personal Forms The form is stored within your own mailbox and can only be accessed by you
Library
Organizational Forms The form is stored on the mail server and can be accessed by anyone with
Library access to the Exchange server. You may need to get permission to be able to
publish forms in this library
Public Folder The form is stored in the public folder and can be accessed by anyone that has
permission to access the public folder
To publish a form:
 In Design Mode, click on the Publish button on the Developer ribbon

 Choose Publish Form
 Click on the drop-down arrow of the Look In box and choose where you wish to publish the form
 Enter a name for the form. This will be displayed in the library to identify the form, and will also be
used to name the main ribbon of the form
 Click on OK

 Click on the Office button and choose Close to close the form
 When prompted to save changes, click on No as the form has already been published and saved
Using Custom Forms

Once a custom form has been created, you can use it to create a new Outlook item as follows:
 Choose File, New and Choose Form

 Click on the drop-down arrow of the Look In box and choose the folder that you published the
form into e.g. Personal Form Library if you have created a form for only yourself to use
 Choose the form you wish to use
 Click on Open

The Control Toolbox

You can add new fields, labels and other items to your form using the Control Toolbox, which contains the
following buttons:
Button Description
Select objects
Add field label
Add textbox field
Add combo box or drop-down list
Add list box
Add check box
Add radio button
Add toggle buttons
Add frame to group radio buttons
Add command button
Add tab strip
Add multiple pages
Add scroll bar
Add spinners (increase and decrease arrows)
Add image
To create a new field:
 Click on the Text Box button on the toolbox

 Position the mouse where the top-left corner of the new field should appear, then click and drag to
the bottom-right corner. Release the mouse button to add the field to the form

 Right-click over the new field and choose Properties

 In the Name box, type a new name for the field - this will not show as the label, but will be how the
field can be referenced in the future
 Click on OK
To add a new label for the field:
 Click on the Label button on the control toolbox

 Click where you want the label to appear
 Drag the mouse across the default Label1 text
 Type the label text, then click away from the label, on a blank area of the form
If the label isn't positioned correctly, click on the label and drag it to a new position on the form.

Arranging Items on a Form

Selecting Items
Before formatting or moving a control, it must be selected in one of the following ways:
 To select an individual item, simply click on the item

 To select multiple items that are not located next to each other, click on the first item then hold
[Shift] while clicking on each additional item
 To select multiple items that are located next to each other, click above and to the left of the first
item. Drag a rectangle shape over the items, releasing the mouse button when the rectangle
touches each item you wish to select
This selection:
Will select these items:
Moving Items
Form items can be moved around the form as follows:
 Select the item and drag it to a new location on the form

 To move a text box and label, click on either object and drag to a new location - both objects will
move together
Resizing Items
An individual item can be resized as follows:
 Select the item

 Point to one of the black handles around the object
 When the mouse pointer changes to a double-headed arrow, click and drag the object to the
required size

It is also possible to resize an item by making it the same size as another item on the form:
 Select the item that is the size you want both to be

 Hold [Ctrl] and click on the item you wish to resize
 Click on the Size button in the Arrange group of the Developer ribbon
 Choose Make Same Size
 Choose Width, Height or Both
Aligning Items
It is possible to align items with each other so that they appear in line on the form.
 Select the objects you wish to align

 Click on the Align button in the Arrange group of the Developer ribbon
 Choose to align Left, Right or Middle

Validating Fields
You can validate fields on an Outlook form, to specify that a field cannot be left blank.
To specify that a value is required for the field:
 In Design View, right-click over the field and choose Properties

 Click on the Validation tab
 Check the box to specify A value is required for this field
 Click on OK
Default Forms for Folders

You can set which form is used when a new item is created in a folder.
 On the folder list, right-click over the folder you wish to set the default form for
 Choose Properties from the shortcut menu displayed
 Ensure the General tab is selected
 Click on the drop-down arrow of the When posting to this folder box and choose Forms
 Click on the drop-down arrow of the Look In box and choose the folder that you published the
form into e.g. Personal Form Library if you have created a form for only yourself to use

 Choose the form you wish to use

 Click on Open
To use the default form of a folder, choose that folder on the Folder List and click on the drop-down arrow of the
New button on the Standard Toolbar. Choose Post in this Folder.
Managing Forms
As forms are published rather than saved, they cannot be located in the folder list. If you need to make a
change to a form e.g. rename or delete the form, this is done via the Form Manager.
 Right-click over any folder in your mailbox

 Choose Properties from the shortcut menu displayed
 Click on the Forms tab
 Click on the Manage button

 To list your forms, click on the Set button
 Ensure the correct Forms Library is selected and click on OK

Your forms will be listed.
 Click on a form and choose Delete to remove the form

 Click on a form and choose Properties to change the name of the form and add comments to
assist with future development
 Click on Close to return to the folder properties window

 Click on OK to return to the Inbox

Outlook 2007 Advanced

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Outlook 2007 Introduction

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Tips for Mobile Working .....................................................................................................................43

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Creating New Fields ............................................................................................................................76

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Organising your Inbox

To quickly move messages into folders:

 Show the Organise pane by choosing Tools, Organize

 Show the Organise pane by choosing Tools, Organize

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To quickly organise messages by view:

 Show the Organise pane by choosing Tools, Organize

The following views are available:

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Checking the Size of Folders

To show the size of a folder:

 Click on the Folder Size button

 Click on Close to close the folder size window

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A list of available fields is displayed:

 Choose the required category

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Manual archiving can be carried out in the following way:

 Choosing File, Archive

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Retrieving Archived Items

 Choose File, Open and Outlook Data File

To change this setting:

 Choose Tools, Options

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 Right-click on the folder and choose Properties

AutoArchive Message Options

To stop individual messages from being archived:

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Outlook Data Files (PSTs)

Creating Data Files

To create a data file:

 Choose File, New and Outlook Data File

 Choose the drive and folder to store your data file on

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Opening and Closing Data Files (PSTs)

To close a data file:

 Choose File, Open, Outlook Data File

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Managing Data Files (PSTs)

The Deleted Items folder can be emptied as follows:

Compacting Data Files

To compact a data file:

 Open the data file using the File,

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 Click on OK to return to the Properties dialog box

Checking the size of a Data File

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Recovering Data Files (PSTs)

To recover a damaged data file, first close Outlook 2007, then:

 Type c:\program files\microsoft office\office12\scanpst.exe into the Open box

The Inbox Repair Tool will open.

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 Choose Tools, Rules and Alerts

 Click on the New button