Contents
An Introduction to Outlook 2007
The Outlook 2007 Interface
How to Set Up Outlook Mail
How to Check for New Email
How to Read Your Email
How to Prioritize Email
How to Organize Your Email
How to Manage Email Security
How to Create Outgoing Email
How to Send and Reply to Emails
How to Use the Outlook Calendar
How to Use Contacts in Outlook
How to Manage Tasks in Outlook
How to Create Notes in Outlook
How to Use the Outlook Journal
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How to Use the Outlook Calendar
Outlook’s Calendar feature lets you plan out your schedule of meetings, appointments, and events and then share your Calendar with coworkers or anyone else you choose. You can add any of these to your own Calendar by opening up the Calendar feature—click on the Calendar button 
in the lower left corner of the Navigation pane.
in the lower left corner of the Navigation pane. The Four Types of Calendar Entries
Outlook Calendar enables you to plan:
- Appointments: Single-occurrence items with an identifiable start and end time. Appointments can occur on one day or can span several days.
- Recurring appointments: Appointments that occur at regular intervals, such as every Monday at 9:00 a.m., the first Thursday of the month at 1:30 p.m., and so on.
- Events: All-day calendar items, such as trade shows or holidays, that have no specific start or end time.
- Meetings: Items to which other people are invited.
How to Create a New Appointment
To create an appointment, select the Day view from the Day–Week–Month menu at the top of the Calendar’s Information pane, click the starting time slot in the Day view of the Calendar, and type in a description of the appointment. After you’ve typed your description, hit Enter to confirm your appointment. Next, double-click on the appointment in the Calendar to open up an appointment editing window, in which you can add more specifics, such as an end time, a reminder, or a Color Category (explained below). The appointment editing window includes a ribbon that works just like the Ribbon you use when creating emails.
Alternatively, you can skip straight to the appointment editing window from any Outlook screen by clicking on the tiny arrow in the New Email button 
on the Outlook toolbar and selecting New Appointment.
on the Outlook toolbar and selecting New Appointment.How to Categorize Appointments by Color
Outlook 2007 lets you categorize appointments by color to make it easy to see which types of upcoming appointments you have. For instance, you might apply a certain color to doctor and dentist appointments, and use a different color for work-related appointments. To apply a Color Category:
- Click to highlight the appointment in your Calendar.
- Click the Categorize button
in the Outlook toolbar. - Choose an existing color or create your own.
How to Change Appointment Time Increments
By default, Outlook displays times and schedules appointments in 30-minute increments. To use a different default increment, right-click the time schedule (the vertical display of time increments at the left side) in the Day or Week view, and choose from 5- to 60-minute increments.
How to Move Appointments within Your Calendar
In the Calendar feature, the Navigation pane includes an at-a-glance view of the next few months of calendar dates. To move an appointment to a new date, drag and drop it from the Information pane to the new date—Outlook will move the appointment to the same time on the new date.
How to Make Appointments Private
To make any appointment private (meaning that only you can see it and read its contents), right-click on the appointment and choose Private. Private appointments will show a lock symbol 
next to the appointment’s title in the Calendar.
next to the appointment’s title in the Calendar.How to Create a Recurring Appointment
To create a recurring appointment, such as a weekly meeting, create an appointment as you would normally and then double-click on the appointment to edit it. Once you’re in the appointment editing window, click the Recurrence icon 
in the ribbon. In the Appointment Recurrence dialog box that pops up, you can select the frequency of recurrence (daily, weekly, etc.) and other related options.
in the ribbon. In the Appointment Recurrence dialog box that pops up, you can select the frequency of recurrence (daily, weekly, etc.) and other related options. How to Create an Event
To create an event, select the Day view and then click on the event’s date in the Navigation pane. Near the top of the Information pane you’ll see a blue box just below the day of the week. Click on that box and type in a description of the event. Alternatively, you can create an appointment as you would normally and then check All Day Event in the appointment editing window. Once you’ve created an event, its date will be surrounded by a colored box in the at-a-glance calendar in the Navigation pane.
How to Create Meetings
Follow these steps to create meetings in Outlook Calendar:
- Click Actions > Plan a Meeting in the Outlook toolbar.
- Click the Click Here to Add a Name row. Alternatively, you can click the Add Others button and choose Add From Address Book to pick names from your Contacts.
- Mark each attendee as Required
or Optional 
by clicking on the icon in front of each attendee’s name. - Enter the desired meeting start and end date and time in the Meeting Start Time and Meeting End Time boxes.
- If you’re using Outlook on your company’s Microsoft Exchange Server, you’ll be able to see which attendees are available and which are not. Click the AutoPick Next button to find the next time all slated attendees are available to meet.
- When you have found an acceptable time, click Make Meeting to open a meeting invitation email message. Enter the subject, location, and other meeting details, and click Send to invite the attendees.
How to Track Meeting Responses
To track the status of attendee responses to a meeting request, open the meeting in Calendar and click the Tracking icon 
in the Show group in the ribbon’s Meeting tab.
in the Show group in the ribbon’s Meeting tab.How to Share Your Outlook Calendar
Outlook 2007 lets you share your calendar with others on your local network or with anyone worldwide by using Internet Calendars.
How to Share Your Calendar on Your Local Network
If you’re using Microsoft Exchange Server at work, you can let coworkers open your calendar by assigning them a permission level, ranging from Reviewer (in which they can only see calendar items) to Owner (in which they have total control of your calendar). To grant permissions to others:
- Click on Share My Calendar in the Navigation Pane of the Calendar feature.
- On the Permissions tab of the Properties dialog box that opens, click Add to add users, then pick a permission level from the list for each user you add.
- After adding users and choosing permissions, click OK.
How to Share Your Calendar on the Internet
Outlook 2007’s new Internet Calendars option lets you publish your Calendar online at Office Online (office.microsoft.com) to let anyone—or only viewers you’ve approved—see it. You can also send a snapshot of your Calendar to anyone via email.
- To publish your Calendar online: Choose Publish My Calendar in Calendar’s Navigation pane. Outlook will then guide you through the process, including prompting you to create a free (and required) Office Online account.
- To email a Calendar Snapshot: Choose Send a Calendar via Email in Calendar’s Navigation pane. A dialog box will open in which you can select various options before sending your calendar. Recipients with Outlook 2007 can open their complete calendar in Outlook. Others will just receive a graphical snapshot of your calendar in the body of the email.
| Acknowledgments & Disclaimer |
