Using Outlook 2007 Email and Calendar

• Sending Email
• Receiving Email
• Scheduling Meetings in the Calendar

Sending Email

1. Launch Outlook.
2. From the File menu in the upper left menu, point to New then select Mail Message.

   

3. In the Untitled Message window, select the To button.

   

4. The Select Names window will appear. In the top left field, begin typing the name of the recipient (last name first). Outlook finds any names with the same spelling and will highlight the closest one.

   

   Make sure your desired recipient is highlighted in by a blue bar in the center area of the window, then select the To button at the bottom. The contact name is entered in the field as an underlined entry; select OK when done addressing to return to your message.
   
   NOTE: If you have multiple recipients or would like to use the Cc or Bcc fields, you may continue to search for names and select the appropriate To/Cc/Bcc button at the bottom of the window to add recipients.
5. Enter your desired text in the Subject field and in the body area of the email, then select Send.

   

6. In your list of folders on the left side of the main Outlook window, the message will first move to your Outbox. As soon as Outlook establishes connection with the Exchange Server (if connected to the network, this will typically be instantly), the message is sent and moves into your Sent Items folder.

   

Receiving Email

1. Select the Send/Receive button from Outlook's top menu bar, then Send/Receive All.



2. New and unread messages will appear in your Inbox in bold.
   • The folder list under the left-most Mail column will indicate new and unread messages by bolding the name of the folder, and displaying the number of unread messages to the right of the folder name.
   • The next column to the right will list the messages in the folder you that is selected in the Mail column. You can click on the Arranged By: column heading to change the way the messages are sorted - by Date, From, Subject, Attachments etc.
   • The email message that is selected in the middle column will show in the preview pane further to the right, or you can double-click on the email to open it in its own window.

   

Scheduling Meetings in the Calendar

You can use your CUMC IT Exchange account to schedule meetings, appointments or events with your colleagues.

The following example shows how to organize a meeting request called Team Project from 9 a.m. to 10 a.m. on Dec 18.

1. Select the Calendar link in the bottom left corner of the main Outlook window, or select Go - Calendar from the topmost menu bar.
2. In the left Calendar column, select your desired date from the small month view in the top left; it will become highlighted in orange (the current date is outlined in red). The area to the right will display the Day view by the hour (if not, select the Day button towards the top, rather than Week or Month).

   

3. From the Day view, double-click into the approximate start time for the meeting request. An Appointment window will open; type in the desired Subject name and adjust any Start or End times as needed - you may also adjust the date if an incorrect date was selected.

   

   Other useful options that can be selected here include:
   • Location - type in manually or select from the Location drop down menu. IMPORTANT: including the location does not automatically reserve any listed room for the meeting, you must still contact the individual or department managing the room to verify that it can be used.
   • All day event - check the box to the right of the Start and End times.
   • Reminder - select the desired reminder time to the right of the bell icon in the top middle of the Appointment window.
   • Recurrence - allows you to set Daily, Weekly, Monthly or Yearly repetitions of the Appointment.
4. To invite others to the meeting, select the Invite Attendees button/icon in the top left of the Appointment window, then select the To button and find the desired individuals as described in Step 4 of the Sending an Email instructions above.
   NOTE: The window's title will change from Appointment to Meeting once you have added others in the To field.
5. If you are inviting others that also have a CUMC Exchange account, you can use the Scheduling Assistant to see available times for each person and adjust the meeting time if necessary.
   IMPORTANT: Do not manually type names or email addresses directly in the To field rather than using the Select Names: Global Address List, or their schedule will not appear as described below.
   Select the Scheduling Assistant button towards the top left and review the chart that appears to the right of each individual's name:

   

   Times that have been blocked out as Busy on another's CUMC Exchange Calendar will appear in blue; Tentative times appear in striped light blue.
   
   The topmost bar in the chart shows the collective free and busy times for all Attendees. To change the desired meeting time simply slide the green and red brackets that indicate your meeting's start and end times to a different place in the chart. Use the scroll bar at the very bottom of the chart to view more times and dates if needed.
   
   Select the Appointment button at the top left of the window to return to the main Appointment view when done.
6. If desired, type more information about the meeting into the body of the Appointment window.
   
   You may also attach files such as Word documents, PDFs, spreadsheets and more to the meeting. These can be saved and/or opened by the other Attendees. Either drag a file from your computer into the body of the Appointment, or select Insert - Attach File from the top left menu of the Appointment window.
7. Select the Send button in the upper left corner to send the Meeting request to all of the Attendees.
   When the request has gone out, it will be saved in the Sent Items folder in your Mail view.
   When attendees accept and send their replies to your meeting request, the replies appear in your Inbox.

   

   You can track the responses from attendees at any time by double-clicking on the meeting entry in your Calendar and selecting the Meeting tab - Tracking button in the upper left corner of the meeting. Remember that the Tracking button only appears after the meeting invitation is sent out.

8. If you need to make any changes to the meeting after it is scheduled, double-click on the Meeting in your Calendar to open it and edit as you normally would. When you are done, select the Send button to notify any Attendees of the changes.

Tip: For more help on using the Calendar, try Microsoft Outlook help at:
http://office.microsoft.com/en-us/outlook/CH102499821033.aspx