Microsoft®

Outlook 2007 Free Quick References!

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Outlook 2007 Screen Navigation Pane

Title Bar Messages Reading Pane
Menu Bar
Contains mail-related folders like your Inbox,
Standard Sent Items and Search Folders. Use the
Toolbar Favorite Folders at the top of the pane for easy
access to frequently-used mail folders.

Navigation
Pane Enables you to view and schedule
appointments, events, and meetings. View
To-Do Bar shared calendars and compare calendars by
viewing them side by side.

Navigation Use to store and keep track of addresses,

Pane Status Bar numbers, and e-mail addresses.
buttons

Use to organize to-do lists, track task progress,

Messages: Basic Tasks and delegate tasks.

Forward
Send & The Standard Toolbar Notes
Move to Reply to Categorize Address
New Receive Use like electronic Post-It® Notes to write down
Folder the Sender Message Book Help
Messages
information.

Folder List
Displays a list of all your Outlook folders in the
Reply to All Find a Toolbar
Print Delete Mark for Follow Up Create Rule Navigation pane.
Recipients Contact Options

 To Access the Inbox: Click the Mail button in the Shortcuts

Navigation Pane.  To Create a New Message: Add shortcuts to folders and locations in
1. Click the New button or press Ctrl + N. Outlook for quick access.
 To Check for New Messages: Click the
2. Enter the e-mail addresses in the To box, or click
Send/Receive button on the Standard
the To button to use the address book. Keyboard Shortcuts
toolbar, or press F9.
3. Click the Cc button and select the e-
 Message Indicators: mail addresses for recipients to whom you want Save Ctrl + S
Message has not been read. to send a copy of the message. Print Ctrl + P
Message has been read. 4. Enter the subject of the message in the Subject Undo Ctrl + Z
File is attached to the message. box.
Message has high or low importance. Cut Ctrl + X
5. Enter the text of your message in the text box.
Copy Ctrl + C
 To Open a Message: Open the Inbox. Click a 6. Click the Send button.
message to preview or double-click to open it. Paste Ctrl + V
 To Attach a File: Create a new message, click the
 To Reply to the Message Sender: Click the Check Spelling F7
Attach File button in the Include group on the
message, click the Reply button, type your Ribbon in the Message window, select the file you Check for Mail F9
reply, and click the Send button. want to send, and click Insert. Save, Close, Alt + S
 To Reply to All Message Recipients: Click the and Send
 To Send a Blind Carbon Copy (Bcc): In the
message, click the Reply to All button, message window, click the Options tab on the Reply Ctrl + R
type your reply, and click the Send button. Ribbon and select Show Bcc in the Fields group. Reply to All Alt + L
Click the Bcc: button and select the e-mail Address Book Ctrl + Shift +
 To Forward a Message: Click the message, click
addresses for recipients to whom you want to send B
the Forward button, enter e-mail a blind copy of the message.
addresses in the To box, enter comments in the text Help F1
 To Open an Attachment: Double-click the Switch Between Alt + Tab
box, and click the Send button. attachment at the top of the message window. Applications
 To Delete a Message: Select the message and
press the Delete key. New Item Ctrl + N

© 2016 CustomGuide
For Personal Use Only
Contact Us at info@customguide.com for organizational use.
Message Window Features
In item windows like Quick Access Toolbar
the message window, Office Button
the Office Button and
the Ribbon replace the
File menu found in Ribbon
previous versions of
Outlook.

Messages: Advanced Tasks

 To Move an Item to a Different Folder: Select the item, click the Move
 To Flag a Message as a To-Do Item: Right-click the message, select to Folder button and select the destination folder.
Follow Up from the contextual menu, and select a flag. Or, click the flag Or, click and drag the item to a different folder in the Navigation Pane.
icon on the message. Or, select the message, click the Follow Up button
 To Create a Distribution List: Click the New button arrow on the
on the Standard toolbar and select a flag.
Standard toolbar and select Distribution List. Click Select Members in
 To Clear a Flagged Message: Right-click the message, select Follow Up the Members group on the Ribbon, select a name in the list, click the
from the contextual menu, and select Clear Flag. Members button and repeat for each name to be added. Click OK, then click
 To Categorize a Message by Color: Click the Quick Click icon on the Save & Close in the Actions group.
message. Or, right-click the message, select Categorize from the contextual  To Create a Signature: Select Tools from the menu bar and select
menu, and select a color category. Or, select the message, click the Options. Click the Mail Format tab, click the Signatures button, and create
Categorize button on the Standard toolbar, and select a flag. the new signature.
 To Recall a Message: Open the Sent Items folder. Double-click the  To Change a Message’s Options: In the message window, click the
message, click the Other Actions button in the Actions group on the Ribbon, Options tab on the Ribbon and click the More Options Dialog Box
and select Recall This Message. Choose to delete the message or replace Launcher. Here you can specify: the level of importance or sensitivity of the
the message with a new one in the dialog box and click OK. You can only message; if you want to add voting buttons to the message; where replies
recall a message if you are using MS Exchange Server and the recipient has should be sent to; if you want a read receipt; and if you want to encrypt the
not opened it. message or delay its delivery.
 To Resend a Message: Open the Sent Items folder. Double-click the  To Use the Rules Wizard:
message, click the Other Actions button in the Actions group on the Ribbon, 1. Make sure that you’re in the Inbox.
and select Resend This Message. Enter new recipients in the message 2. Click Tools on the menu bar, select Rules and Alerts, and click the New
window and click Send. Rule button.
 To Save a Message as a Draft: Click the Save button on the Quick Access 3. Select the type of rule you want to create and click Next.
Toolbar in the message window. The message appears in the Drafts folder. 4. Click the first piece of underlined text in the Step 2 box, which may be
people or distribution lists, specific words, etc.
5. Specify the criteria—a person’s name, a keyword, etc.—and click OK.

Calendar Contacts
The Standard Toolbar  To View Your Contacts: Click the Contacts button in the Navigation Pane.
New View Group
Appointment Delete Schedules Address Book Help  To Create a New Contact: Click the New button on the Standard
toolbar.
 To Edit a Contact: Double-click the contact.
Print Categorize Go to Today Find a Contact
 To Find a Contact: Type words to search for in the Search Contacts box.
 To View the Calendar: Click the Calendar button in the Navigation Pane.  To Delete a Contact: Select the contact and press the Delete key.
 To Change Views: Click View on the menu bar and select the desired view.  To Change Views: Select the desired view in the Current View section of
Or, click one of the Day, Week, or Month view buttons. the Contacts Navigation pane.

 To Schedule an Appointment: Click the New button or press Ctrl +

N. Tasks and To-Do Items
 To Schedule a Recurring Appointment: Click Actions on the menu bar  To View Your Tasks: Click the Tasks button in the Navigation Pane.
and select New Recurring Appointment from the menu.
 To Create a New Task: Click the New button, press Ctrl + N, or
 To Schedule a Meeting Request: Click the New button arrow on type a new task in the text box at the top of the window or in the “Type a new
the Standard toolbar and select Meeting Request. task” box in the To-Do Bar.
 To Schedule an All Day Event: Click Actions on the menu bar and select  To Complete a Task: In Simple List view, check the task’s check box.
New All Day Event from the menu.  To Delete a Task: Select the task and press the Delete key.
 To Plan a Tentative Meeting: Click Actions on the menu bar and select  To Create a Recurring Task: Double-click the task and click the
Plan a Meeting from the menu. Recurrence button in the Options group on the Ribbon.
 To Reschedule an Item: Double-click the meeting, appointment, or event,  To Assign a Task: Double-click the task, click the Assign Task button in
make your changes and click the Save & Close button in the Actions group the Manage Task group on the Ribbon, enter the person’s name in the To
on the Ribbon. box, and click Send.
© 2016 CustomGuide
For Personal Use Only
Contact Us at info@customguide.com for organizational use.
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