OUTLOOK 2010Advanced User Guide to Outlook

and all its features.

Ribbon Bar

Quick Access Tool Bar: Quickly find your most used commands on the customizable Quick Access Tool Bar

Quick Steps: Execute several actions with just one click

Backstage View: Click the File tab for easy access to vital functions such as Print and Save As.

The Ribbon: Displays the features associated with an item and organizes the features on context sensitive jobs

Using the File TabInfo: Manage account settings, create automatic replies to e-mails, clean up your mailbox, and create Rules and Alerts

Print: Preview and print e-mail without ever leaving the File Tab

Options: Customize the Ribbon, Quick Access Toolbar, and more

Outlook Options

Take advantage of all the custom options of Outlook by clicking File then clicking on Options

Outlook Options Cont.Mail Tab

Click Mail tab to customize how email is sent and received

Turn Spell Check on or off

Message arrival notifications: Play a sound or have a desktop alert

Customize your replies

and forwarded

emails

Outlook Options Cont.Mail Tab

Choose how and when sent email messages are saved

Track messages and meeting requests by turning on or off read receipts

Outlook Options Cont.Advanced Tab

Keep your mailbox clean by emptying deleted items when exiting

Turn reminders on or off or play

a sound

Click the Advanced tab for more options

To-Do Bar: Presents Outlook’s calendar and scheduling features in a consolidated view

Expand and Collapse Views: You can hide the Navigation plane and Calendar by clicking these arrows

Configure Buttons: Reposition and add or delete Section Buttons or customize the Navigation Pane options

Section Button: Provide quick navigation between the various sections of Outlook

Navigation Pane: Organizes your e-mail by folders and conversations. Right-click a folder to Move, Rename, or create a New Folder

E-Mail Main View

Expand and Collapse: Click either button to expand or collapse your Navigational Pane

E-Mail: Allows you to drag and drop e-mail into folders or your calendar. Right-click to Print, Assign Categories, and more.

E-Mail Main View Cont.

Working with E-Mail Messages

Creating an Email1. From the Home tab, click

New E-mail button2. Enter the recipients e-mail

address OR navigate to it in your address book using the To…button

3. Separate multiple names with semicolons

4. To attach a file to an e-mail, click the Attach File button

5. Complete your e-mail and click Send

Press “Review” tab for spell checker and Thesaurus

E-Mail Messages Cont.Spell Checker, Language Preference and Thesaurus

Take advantage of Outlooks Research and Thesaurus by highlighting a word and clicking ResearchCheck Spelling

prior to sending e-mail

Change Language preference or translate

Creating a Signature1. From the Home tab, click the New E-mail button.2. On the Message tab, in the Include group, click the

Signature button.3. Click Signatures.

1. In the E-mail Signature tab, click the New button and enter a signature name, such as “Work”.

2. In the Edit Signature window, enter your name and the information you want to include in your signature: your phone number, job title, and e-mail address

3. Click OK. Your signature is now included when you create new e-mails.

Organizing Your E-MailArrange By

With Arrange By, you decide how folders are organized, whether it’s by the sender’s name, the type of company announcement, or the date received.

Click a folder you want to organize

Right Click the Arrange by bar

Click Arrange By

Choose how you want your message arranged

Organizing Your E-Mail Cont.

Flagging Messages

Right Click

1. Select the e-mail you want to flag and right-click the flag outline at the end of the e-mail title.

2. In the dropdown menu click the flag that applies to your message. You can also set a custom flag by clicking Custom and entering your personalized information in the dialog box.

Organizing Your E-Mail Cont.

Categorizing Use Categories to mark all of the e-mails, contacts, and messages that are related to a project. Then you can use Arrange By to find and display those items together

On the Home tab, in the Tags group, click the Categorize and All Categories button to set up your categories.

Edit, Rename, Delete, and select the categorize you want to personalize

Organizing Your E-Mail Cont.

Creating FoldersCreate folders for announcements, personal correspondence, meetings, or whatever suits your style best

Click the Folder tabClick New Folder

Create New Folder dialog box will appear

Give the folder a name

Choose the location of the folder then click OK

Choose the Folder Contains drop down to create folders for Notes, Journals, Contacts, Tasks, and Calendars

Applying Rules to E-MailCreate rules to automatically sort mail, set up and Out Of Office reply, and much more. For example, you can use Rules to automatically move messages received from a colleague to corresponding folder.

With “no” emails highlighted from the Home tab click Rules

Click Manage Rules and Alerts e-mail rules box will appear

Click New Rule, the Rules Wizard box will appear

Highlight an option how to handle email

Click the specified folder hyperlink then click Next, follow on screen instructions

Manage Your TasksTasks are shown in the center pane

Select how tasks are displayed

Tasks can be assigned a color coded category

Flags prioritize tasks

The To-Do list shows a list of pending tasks

Click Tasks to get started

Manage Your Tasks Cont.Creating a Task

Click Tasks

New Task

1. Type a subject for your task

2. Set start and end dates for your task

3. Choose additional actions from the Ribbon, such as categorizing the task or setting a Follow Up

4. When you’ve completed the task form, click the Save & Close button

5. Drag the task into the calendar to schedule time for it

Manage Your Tasks Cont.Customize Task

Assign a task

E-Mail status reports to keep colleagues updated

Set up a recurring task for a project you do on a regular basis

Mark your task to indicate it needs follow-up

Assign a task a category for easier tracking

Manage Your Tasks Cont.Delegating a Task

1. Click “Assign Task2. Complete the Fields and include a message to explain the taskClick either

place to Start a new Task

Click To Button to find the person your assigning the task too

Click Send

Working With CalendarsClick View

Add color to visually display how your time is allocated

Select a view

Change view of tasks and appointments

Reschedule appointment by dragging it to free calendar space

Double-click free space to open a new event window

Sharing Calendar

Click Share Calendar

1. In the “To” field type the name of people you want to share with.

2. Allow recipient to view your Calendar or Request permission to view recipient’s Calendar

3. Click Send