Starting Outlook 2007

KENYATTA UNIVERSITY
DIRECTORATE OF I.C.T
CORPORATE E-MAIL CONFIGURATION ON MS. OUTLOOK 2007
TRAINING MANUAL 2011
Table of Contents
Starting Outlook 2007...................................................................................................................................... 2
Windows XP ................................................................................................................................................................. 2 Windows 7(seven) ........................................................................................................................................................ 3
Configuring E-Mail Accounts on Outlook 2007............................................................................................ 4

First -Time User ............................................................................................................................................................ 4 Alternative Configuration (manual) .............................................................................................................................. 9
Configuring Address Book on Outlook 2007............................................................................................... 11 Composing an E-mail Message ..................................................................................................................... 15

Inserting a Signature ................................................................................................................................................... 16 Create a signature ................................................................................................................................................... 16 Attaching a File to a Message ..................................................................................................................................... 17
Configuring the Calendar ............................................................................................................................. 18 Viewing the Calendar .................................................................................................................................... 18

Display the Calendar ............................................................................................................................................... 18 Scheduling Appointments and Events ........................................................................................................................ 19 Schedule an appointment ....................................................................................................................................... 19
Configuring Tasks.......................................................................................................................................... 20
Adding a Task .............................................................................................................................................................. 20 Add a task ................................................................................................................................................................ 20 Create a to-do item ................................................................................................................................................. 21 Updating a Task ....................................................................................................................................................... 22
Directorate of I.C.T MS Outlook2007 Manual
Page 1
Starting Outlook 2007

In order to use a program, you must startor launch first.
Windows XP
1. Click the Windows Start button. The Start menu appears. 2. Select All Programs. The programs and menus listed here will depend on the programs installed on your computer. 3. Select Microsoft Office. 4. Select Microsoft Office Outlook 2007. The Outlook program screen appears.
Note: A desktop icon will be available.
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Windows 7(seven)
1. Click the Windows Start button. The Start menu appears. 2. Select All Programs. The programs and menus listed here will depend on the programs installed on your computer. 3. Select Microsoft Office Folder. 4. Select Microsoft Office Outlook 2007. The Outlook program screen appears.
Page 3
Configuring E-Mail Accounts on Outlook 2007

First -Time User
As a first time user, the Microsoft Outlook Program will in the first instance start with a Startup wizard to guide you through the process of configuring Outlook. Once the Startup Configuration Wizard starts
1. Click the Next button at the bottom of the dialog box This will take you to the Accounts Configuration dialog box 2. This dialog box will prompt you to decide whether to set up an email account using Ms. Outlook Select Yes to continue 3. Click Next button to move to the next stage
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4. If previous selection is correct, the setup will take you to the add new E-mail account dialog box. Here the automatic account set up option will prompt you to enter your Names and E-mail account details. ***Note: we are setting up the accounts manually so dont enter any details on the dialog boxes.
5. Select Manually configure server settings or additional server types This will disable the automatic setup 6. Click Next button to continue 7. A new dialog box will open prompting you to choose your desired E-mail service Select Internet E-mail option 8. Click Next button.
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If the above procedures are followed correctly, it should open a dialog box prompting you to Add a New E-mail Account This box is divided into 4(four) sections: User Information Here you are prompted to enter your Names (full names or department name) and your Email address. (Ensure that you enter your full E-mail address. i.e. test@ku.ac.ke)
Server Information In this section, the program prompts you to enter information about the E-mail server that you are using. Account Type: Select IMAP option from the drop down list Incoming mail server: Type the Universitys incoming mail server. i.e. barua.ku.ac.ke Outgoing mail server: Type the Universitys outgoing mail server. i.e. barua.ku.ac.ke
Logon Information Here the program again prompts you to enter your E-mail logon information. User Name: Ensure you enter your full corporate E-mail address. E.g. director-ICT@ku.ac.ke Password: Enter your secret password for your E-mail address.
***Ensure you check the Remember password check-box
9. Click Next to continue
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10. If all procedures are followed correctly, it should bring you a congratulatory page signaling successful configuration. Click the Finish button to complete the configuration
***Restart the Microsoft outlook program to refresh user settings
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On successful restart of the program, a window similar to the image below will be displayed.
Page 8
Alternative Configuration (manual)

This method involves setting up the E-mail accounts manually without help of the Outlook wizard. Once you open Microsoft outlook program: 1. On the menu bar, click Tools option 2. Select Accounts Settings option from the drop down menu. This will open the E-mail accounts setup box, where you can add, change, remove, or repair E-mail accounts.
3. Click on the E-Mail tab 4. Select New option to create a new E-mail account connection. This will open another dialog box named Add New EMail Account
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***Once it opens, follow procedures 4(four) through 10(ten) of the previous topic (First time user)
Page 10
Configuring Address Book on Outlook 2007

Address books are a vital part of Microsoft outlook as they are integrated and configured with the mail server to provide an organizations users with addresses of their counterparts and departments. In this section we look at the step-by-step procedures of configuring the address book option in Microsoft outlook. Once you open Ms. Outlook:
1. On the menu bar, click Tools option 2. Select Accounts Settings option from the drop down menu. This will open the E-mail accounts setup box, where you can add, change, remove, or repair E-mail accounts.
3. Click on the Address Books tab at the far end of the tabs menu. 4. Select New option to create a new Address Book This will open another dialog box named Add New E-Mail Account with options for the Address Book type.
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5. Select the Internet Directory Service(LDAP) option 6. Click Next This option takes you to the Directory Service (LDAP) settings dialog box which contains: Server Information Server Name: Enter the K.U server I.P Address: 192.168.3.3
Logon Information: Select the check box named, this server requires me to log in Username: test@ku.ac.ke Password: 123456
7. Select More Settings button This option opens the Microsoft LDAP Directory dialog box 8. In the Connection tab under display Name, change the value to KU Contacts 9. Click the Search tab
In the server settings section, change the maximum No. of entries from 100 to 999
10. In the Search Base section, select the custom option and enter: dc=ku,dc=ac,dc=ke 11. Click Apply
Directorate of I.C.T MS Outlook2007 Manual Page 12
12. Click Ok 13. Click Next The program will bring you a congratulatory message signaling completion of the address book configuration 14. Click Finish
***Close all windows and Restart MS Outlook to refresh the address book settings.
Page 13
To check if address Book configuration is correct: 1. Start MS Outlook 2. Click on the Tools option in the menu bar 3. Select Address book option This will open a dialog box named Address Book contacts 4. Under address Book option, click the dropdown arrow to reveal the contacts you created. i.e. KU Contacts 5. Ensure you select the more columns option and under the Search option, type the group or individual you desire. 6. Click Go I.e. typing the word chairman and clicking go will display all the chairmen of various departments in Kenyatta University as displayed in the figure.
Page 14
Composing an E-mail Message

This lesson explains how to perform the most basic e-mail task of all: how to compose an e-mail message. 1. Click the Inbox folder in the Navigation Pane. The contents of your Inbox appear. 2. Click the New Mail Message button on the Standard toolbar. An Untitled Message window appears.
Other Ways to Create a New Message: Select File New from the menu and select Mail Message from the submenu. Or, press <Ctrl> + <N>.
3. Type the recipients e-mail address in the To, Cc and/or Bcc field(s). (See Table 2-1: Ways to Address an E-mail Message for a description of each field.)
If you want to send the message to more than one person, simply place a semicolon ( ; ) between each recipients Tip: If you dont know the recipients e-mail address, but he or she is in your Address Book, click the To button to select the address from your Address Book. 4. Type the subject of the e-mail in the Subject field. 5. Click inside the body area of the message window and type your message.
Page 15
Inserting a Signature
A signature is boilerplate text or a file that can be attached to an e-mail message. Your signature appears at the bottom of any new messages you compose and can include such things as: Your name, title, and organization Your phone and fax number Your address A link to your Web page
Create a signature
1. In the main Outlook window, select Tools Options from the menu. The Options dialog box appears. 2. Click the Mail Signatures. Format tab and click
The Signatures and Stationery dialog box appears. Here you can create new signatures and manage existing ones. 3. Click New, enter a name for the signature, and click OK. 4. In the Edit signature field, type the text that you want to appear in the signature. Then, format the signature as desired. 5. Insert pictures or hyperlinks, if desired. 6. Click OK, and then click OK again to save the signature. The next time you create a new message, your signature will appear. Tip: You can create more than one signature Microsoft Outlook.
Page 16
Attaching a File to a Message

One of the most useful features of e-mail is the ability to attach one or more files to a message. You can attach pictures, documents, PDFs and more in Outlook. 1. In the Message window, click the Insert tab on the Ribbon. 2. Click the Attach File button in the Include group. The Insert File dialog box appears. 3. Navigate to and select the file you want to insert, then click Insert. The selected file is attached to the message. Other Ways to Attach a File: In the Message window, click the Message tab on the Ribbon and click the Attach File button in the
Include group. ATTATCHMENT
Page 17
Configuring the Calendar

Viewing the Calendar
There are three main Calendar views in Microsoft Outlook: Day, Week and Month view. This lesson will talk about each of these views, and how to navigate within them. Display the Calendar First, we need to display the Calendar. Click the Calendar button in the Navigation pane. The Calendar appears. Day view Day view gives you an hour-by-hour breakdown of your daily schedule. Click the Day button in the Calendar.
Other Ways to Switch to Day View: Click View on the menu bar and select Day from the menu. Or, press <Ctrl> + <Alt> + <1>.
Week view Week view has two display choices: Work Week and Full Week. Work Week view displays your schedule Monday through Friday, while Full Week view displays the full seven-day work week. 1. Click the Week button in the Calendar. 2. Click the Show work week or Show full week option. Other Ways to Switch to Week View: Click View on the menu bar and select Week or Work Week from the menu. Or, press: <Ctrl> + <Alt> + <2> or <Ctrl> + <Alt> + <3>. Month view Month view is the default view in the Calendar. Month view shows your schedule for the entire month. Click the Month button in the Calendar.
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Tip: To view more or less information in Month view, use the Details buttons at the top of the Calendar. Other Ways to Switch to Month View: Click View on the menu bar and select Month from the menu. Or, press <Ctrl> + <Alt> + <4>.
Scheduling Appointments and Events

Outlooks Calendar is great for keeping track of your appointments and events. Schedule an appointment An appointment is any scheduled activity that takes place within a one-day time period. When you schedule an appointment, the Calendar blocks off the specified time span. For example, from 10 a.m. to noon. 1. Click the New Appointment button on the Standard toolbar. An UntitledAppointment window appears. 2. Type a description of the appointment in the Subjectfield (for example, Lunch with Julie). 3. (Optional) Enter the appointments location in the Location field. 4. Specify the date of the appointment and its start and end time. You can use the Start and End time list arrows to select a date and time, or you can enter the date and time manually. 5. Enter any additional information about the appointment, if desired. 6. Click the Save & Close button in the Actions group. The Appointment window closes and the appointment appears in your calendar. Other Ways to Create an Appointment: Press <Ctrl> + <Shift> + <A>. Or, click in the Calendar where you want to insert an appointment and type the appointments description.
Page 19
Configuring Tasks
Adding a Task
Recording your tasks makes them easier to remember and manage. Outlook tasks provide a good way to organize what you need to get done. In Outlook 2007, you can create a task item that you can track until completion, or you can create a to-do item, which is an e-mail message or contact that has been flagged for follow-up. All these items appear in the To-Do List. In this lesson, well look at how to add a task or create a to-do item from a message or contact. Add a task 1. Click the Tasks button in the Navigation Pane. The To-Do List appears in Tasks. Tip: To view a list of tasks onlyinstead of all to-do itemsselect the Tasks folder in the My Tasks area of the Navigation Pane. The Tasks list appears. 2. Click the New button on the Standard toolbar. A Task item window appears. Table 7-1: Task Item Window Fields provides an overview of the fields that are available in this window. 3. Enter a subject and other information about the task. The table to the right provides an overview of the fields available in the task item window. You can add detail about the task in the text area. 4. Enter task details in the text area. Tip: Click the Details button in the Show group on the Ribbon to access the Details page. Here you can enter secondary information about the task. 5. Click the Save & Close button in the Actions group on the Ribbon.
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Other Ways to Add a Task: Double-click in an open area of the Tasks list or the To-Do List to display a Task item window. Or, click in the Click here to add a new Task text box in the Tasks list or the ToDo List and type a subject for the task. Or, double-click in the Tasks area of the Calendar. Or, click in the Type a new task box in the To-Do Bar and enter a task subject.
Create a to-do item A to-do item is any Outlook item, such as a task, e-mail, or contact that has been flagged for follow-up. Tasks are automatically flagged as to-do items when you create them, while you must flag e-mails and contact yourself. Right-click an e-mail message or contact, point to Follow-up, and select a follow-up flag.
The item is marked for follow-up, and will appear in Tasks. You can select follow-up flags of varying time periods, such as Today, Tomorrow, or This Week. Other Ways to Create a To-Do Item: In the Inbox, click an e-mails flag icon. Or, add a task (a task is automatically flagged as a to-do item).
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Updating a Task Once youve created a task, you can edit or update it to show your progress. You can even send a progress report to others. Update a task 1. Click the Tasks button in the Navigation pane. The To-Do List appears. 2. Double-click the task that you want to update. Here in the Task item window you can make changes to the task. You can do things like change the start or due date, select a new status or priority, or update the % Complete. 3. Enter updated percentage of completion information, or other information, as desired. Tip: Remember, you can only enter start and completion dates and percentage of completion information in Task itemsnot in e-mail messages or contacts flagged as to-do items. 4. Click the Save & Close button in the Actions group on the Ribbon.
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Send a status report You can send an e-mail to inform someone else of the progress youre making on a task. 1. Click the Tasks button in the Navigation pane. The To-Do List appears. 2. Double-click the task you want to work with. The Task item window appears. 3. Click the Send Status Report button in the Manage Task group on the Ribbon. An e-mail message appears that contains a report about the task item. It includes the start and due dates, current status, % Complete, the Date completed (if it has been completed), and the number of hours spent on the task. 4. Enter a recipient in the To box, type a message, and click the Send button. The message is sent.
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Starting Outlook 2007

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KENYATTA UNIVERSITY

CORPORATE E-MAIL CONFIGURATION ON MS. OUTLOOK 2007

TRAINING MANUAL 2011

Configuring E-Mail Accounts on Outlook 2007............................................................................................ 4

Configuring Address Book on Outlook 2007............................................................................................... 11 Composing an E-mail Message ..................................................................................................................... 15

Directorate of I.C.T MS Outlook2007 Manual