outlook 2010 – email - learnflex · pdf fileoutlook 2010-email student guide computer...

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Revision Date 2013-Mar-05

Course Length 3.5 hours

OOuuttllooookk 22001100--EEmmaaiill SSttuuddeenntt GGuuiiddee

Computer Training Solutions

Table of Contents Quick Reference .................................................................................................................. 3

Outlook 2010 Main Window ................................................................................................................................... 3 Icons in the Guide ................................................................................................................................................ 3 Overview of the Ribbon ......................................................................................................................................... 4 Quick Access Toolbar ............................................................................................................................................ 4 Address Book ....................................................................................................................................................... 6 Mailbox Limits ...................................................................................................................................................... 6

Sending and Receiving Email .............................................................................................. 7 Creating Messages ................................................................................................................................................ 7 Reply, Reply to All, or Forward Messages ................................................................................................................ 7 Message Options .................................................................................................................................................. 7 Message Options .................................................................................................................................................. 8 Follow up Flags .................................................................................................................................................... 8 Work with Attachments ......................................................................................................................................... 9

Managing Messages .......................................................................................................... 10 Delete Messages ................................................................................................................................................ 10 Resend and Recall Messages ............................................................................................................................... 10

Creating Signatures .......................................................................................................... 12

Automatic Replies (Out of Office) ......................................................................................................................... 13

Organizing the Mailbox ..................................................................................................... 14 Create a Folder .................................................................................................................................................. 14 Search Messages ................................................................................................................................................ 15 Working with Conversation View .......................................................................................................................... 16

Working with Contacts ...................................................................................................... 17 Creating Contacts ............................................................................................................................................... 17 Adding Contacts from an Email ............................................................................................................................ 17 Sending an Email from Contacts .......................................................................................................................... 18 Creating Contact Groups ..................................................................................................................................... 18

Sharing Contacts ............................................................................................................... 19

Opening Shared Contacts .................................................................................................................................... 19 Removing Shared Contacts Access ....................................................................................................................... 19

Email Options .................................................................................................................... 20

Archive Items Manually ....................................................................................................................................... 20 Logging into Outlook Web App ............................................................................................................................ 20 Working with Web App Options ........................................................................................................................... 21 Sharing Items in Outlook ..................................................................................................................................... 21 Assigning Delegate Access .................................................................................................................................. 22


Computer Training Solutions

Exercises ........................................................................................................................... 24

Exercise 1 .......................................................................................................................................................... 24 Exercise 2 .......................................................................................................................................................... 24 Exercise 3 .......................................................................................................................................................... 25

Appendix ........................................................................................................................... 26

Taking an Online Outlook Course in the Manitoba eHealth LMS .............................................................................. 26


Computer Training Solutions 3 of 26

QUICK REFERENCE

Outlook 2010 Main Window

Icons in the Guide

This icon identifies a warning. The consequences of doing or not doing a certain action.

This icon identifies a tip or a shortcut.

Quick Access Toolbar Commands shown here always are visible. Add your favourites.

Ribbon Tabs Click on any tab to display its buttons and commands

Ribbon Groups Each ribbon tab contains groups, and each group contains a set of related commands.

Backstage View Click the File tab to enter Backstage View, where you set signatures, set automatic replies, and manage rules and alerts. Like 2003 - Tools> Options

Hide the Ribbon Click this icon or press CTRL+F1 to hide or show ribbon.

To-Do Bar This resizable bar displays the Date Navigator, appointments, and Task List.

Help Click File, then Help. Under Support click Getting Started.



Overview of the Ribbon The ribbon is the rectangular region across the top of the window. It puts the options you need in plain view. The ribbon has three basic components:

Tabs – There are eight of them across the top. Each represents an activity area. Groups – Each tab has several groups that show related items together. Commands – A command can be a button, drop-down list, or a box to enter information.

The small arrow, called the Dialog Box Launcher , in the lower-right corner of a group points to more detailed options available for the commands in that group.

Location Commands

File Ribbon

Home Ribbon

Send/Receive Ribbon

Folder Ribbon

View Ribbon

Quick Access Toolbar

Quick Access Toolbar The Quick Access Toolbar is the small row of icons in the upper left, above the ribbon. It contains some commands that you use over and over every day such as; Reply, Print, and Send/Receive.



You can add your favorite commands to it so that they are available no matter which tab you are on. Add Commands to Quick Access Toolbar

1. On the ribbon, click the appropriate tab or group to display the command that you want to add to the Quick Access

Toolbar.

2. Right-click the command, and then click Add to Quick Access Toolbar on the shortcut menu.

Change the order of the commands on the Quick Access Toolbar 1. Right-click the Quick Access Toolbar, and then click Customize the Quick Access Toolbar on the shortcut

menu.

2. Under Customize Quick Access Toolbar, click the command you want to move, and then click the Move Up or

Move Down arrow.

Move the Quick Access Toolbar

The Quick Access Toolbar can be located in one of two places; Upper-left corner next to the Outlook icon , or below the ribbon.

1. Click the arrow on the Quick Access Toolbar.

2. From the list, click Show Below the Ribbon or Show Above the Ribbon.



Address Book The Outlook 2010 Address Book is available from the Home Ribbon as well as from a new mail message or appointment window. The Address book provides access to the Global addresses, Contacts, and Contact Groups, both global and personal.

Global Address List – Displays names for all network users.

Contacts – Displays personal contact names that the user has created.

All Groups – Displays all personal and network distribution groups.

All Users – Displays all user names only, not groups.

Mailbox Limits The default mailbox limit is 200 MB. If the mailbox goes over the limit, then messages will not be sent or received. Cleaning it out on a regular basis is a good idea:

Delete unwanted emails

Archive important emails

Save attachments to the network

Remove attached files that are saved

Link attachments, wherever possible

How to Check Folder Size

1. Rick-click folder in Navigation Pane.

2. Select Properties.

3. Click Folder Size button.



SENDING AND RECEIVING EMAIL

Creating Messages To create a new mail message:

1. Click Home > New Email.

The Untitled – Message window opens.

2. Click in the To field and type in the address of the email recipient.

OR Click the Address Book icon to choose from the Address Book.

If you are sending to more than one recipient then type a semicolon (;) between email addresses. 3. Click in the Subject field and type in the subject of email.

4. Click in the message text box and type in message.

5. Click Send.

Reply, Reply to All, or Forward Messages 1. Open the message that is to be responded to.

2. The email message opens in a separate window.

3. Click the message that is to be responded to.

4. Click Reply, Reply to All, or Forward.

Message Options 1. Create and address a new message as desired.

2. Click Options ribbon within the new message window.

3. Select the desired options.

4. Click Send.



Message Options

Option Group Description

Themes Change the color, font, and effects of the message

Show Fields Add Bcc to your message

Permission Restrict Forwarding of message

Tracking Voting buttons are used to take a poll on a decision that needs to be made. Options are provided such as, Approve - Reject, Yes -No and Yes – No – Maybe. The chosen voting button icons appear at the top of the recipient’s email. Delivery and Read receipts

More Options Save sent message to a different folder Delay delivery Have replies sent to someone else

Follow up Flags Follow up flags are used as reminders to follow up on emails. Once the message has been followed up on, the flag can be marked as complete, as indicated by a check mark (√).

6. Right click the message you want to mark with a follow up flag.

A shortcut menu appears

7. Select the type of flag that you need.

8. The message will now display a colored flag in the message list.

Adding follow up reminders

1. Right-click on the message that is to have a reminder set.

2. Select Add Reminder from the Follow up menu.

3. Select the date for the reminder.

4. Click Ok.



Work with Attachments Attach a file to a message

1. Create and address a new message as desired.

2. Click Attach File on the Insert ribbon.

3. Select the desired file.

4. Click Insert on the open dialog box.

5. Compose the message as normal.

6. Click Send.

Open attached files within a message 1. Open the message with the attachment.

2. Double-click the attachment icon.

3. The attachment will open in a separate window.

Save an attached file 1. Open the message that contains the attached file to be saved.

2. Right-click the attachment.

A shortcut menu appears

3. Select Save As.

4. Select the appropriate location to save the file from the Save In list.

Removing attached files

1. Open the message that contains the attached file to be removed

2. Right-click the attachment

3. Select Remove Attachment



MANAGING MESSAGES

Delete Messages To delete a mail message:

1. Highlight the message to delete.

2. Click Delete button on the Home ribbon or Delete on your keyboard.

Resend and Recall Messages Resend a message from Sent folder

1. Select the Sent Items folder, from the Navigation Pane.

2. Open the message that is to be resent.

3. Click Action from the Message ribbon.

(The Action menu opens)

9. Select Resend this Message.

10. The message opens in a separate window.

11. Make the necessary changes.

12. Click Send.



Recall a sent message

1. Select the Sent Items folder, from the Navigation Pane.

2. Open the message that is to be recalled.

3. Click Action from the Message ribbon.

4. Select Recall this message.

(The message recall dialog box appears)

13. Select the desired option.

14. Click OK.

Option Description

Delete unread copies of this message

Deletes the message from the Inbox of any recipient that has not read the message or moved it to another folder.

Delete unread copies and replace with a new message

Deletes and replaces the message from the Inbox of any recipient that has not read the message or moved it to another folder.

Tell me if the recall succeeds or fails for each recipient

For each recipient on the email message, Outlook sends a reply email to the Sender’s Inbox identifying the status of the recall.



Creating Signatures

1. Open the File tab.

2. Select Options.

3. Select Mail.

4. Click Signatures.

The Signatures and Stationary dialog box opens

5. Click New.

6. Type a name for your new signature.

7. Click Ok.

8. In the Edit Signature box type in your signature and

format as desired.

9. Under Choose default signature select signature for

New Messages and Replies/Forwards.

10. Click Ok.



Automatic Replies (Out of Office) 1. Select File ribbon

2. Click Automatic Replies

3. The Automatic Replies dialog

box opens

4. Select Send automatic

replies

5. Enter start time and end time

to specify when the automatic

replies are sent.

Note: If you don’t set a time

period, you’ll be reminded you

have automatic replies turned

on each time you sign in to

your mailbox

6. Type the desired Autoreply text for each sender inside the organization and/or outside of the organization

7. Click OK.

As soon Ok is selected the Automatic Replies is active. When a sender sends an email to you they will get your Autoreply email.



ORGANIZING THE MAILBOX

Create a Folder There are two types of folders that you can create within Outlook 2010; a regular mail folder and a personal (.pst) mail folder. A regular mail folder is housed on the network mail server and takes up space in your mailbox which means it counts towards your mailbox size limit. A personal (.pst) folder is housed on a separate server and does not count towards your mailbox size limit. Create a regular mail folder 1. Right-click on the folder that the new folder is to be created below.

2. Select New Folder.

(The Create New Folder dialog box appears.)

3. Type the name for the folder in the Name text box.

4. Click OK

Create a personal (.pst) folder 1. From the Home ribbon click New Items

2. Select More Items

3. Click Outlook Data File

4. When the Create or Open Outlook Data File dialog box appears go to the location where the file is to be

located and save it.



Search Messages 1. From the Navigation Pane click the folder that you want to search.

2. Click in the Instant Search box

The Search Tools ribbon opens

3. In the Instant Search box type in search text

4. From the ribbon choose how you want to search; i.e. current folders or all subfolders.

5. Click magnifying glass to begin search

6. Click Close Search to return to your folder.



Working with Conversation View Messages can be organized by date and arranged by Conversation. When Conversations are turned on, messages that share the same subject appear as Conversations that can be viewed expanded or collapsed. Conversations are identified in the message list by an envelope icon showing multiple items. The messages within each Conversation are sorted with the newest message on top. When a new message is received, the whole Conversation moves to the top of your message list. When you click a Conversation header in the message list, the Conversation shows with the newest message on top.

Turn on or off Conversation View

1. Click View tab.

2. In the Conversations group, select or clear the Show as Conversations check box.

3. Click All Folders or This Folder from the dialog box.



WORKING WITH CONTACTS

Creating Contacts 1. Select Contacts, from the Navigation Pane.

2. Click New Contact.

3. Fill in the details on the contact card.

4. Click Save and Close

Adding Contacts from an Email 1. Open the email that the contact is to be added from.

2. Right-click the name from the message header.

3. Click Add to Outlook Contacts.

4. Click Save and Close.



Sending an Email from Contacts 1. Within Contacts, right-click on the contact card to send an email to that contact.

2. Click Create.

3. Select Email.

Creating Contact Groups Contact Groups replace distribution lists in Outlook 2010. It is a grouping of email addresses collected under one name.

1. In Contacts click on the Home tab.

2. Click New Contact Group from the New Group.

A new contact group window opens

4. Type the name of the Contact Group in the Name text box.

5. Click Add Members and select them from the Address Book.

6. Click Save and Close.



Sharing Contacts

1. Click Contacts from the Navigation Pane.

2. Click Share Contacts from the Home tab.

3. Address the Sharing Invitation.

4. Click Send.

Opening Shared Contacts 1. Select Open Shared Contacts from the Home tab.

2. Select the name of the user with whom you share contacts.

3. Click Ok.

Removing Shared Contacts Access At any time you can change or revoke someone’s access permissions to your contacts folder 1. Ensure that Contacts view is displayed.

2. Select Folder Permissions from the Properties group.

3. Select the name of the user who is to have rights removed/changed.

4. Make the necessary permission changes or Click Remove.

5. Click Ok.



EMAIL OPTIONS

Archive Items Manually To reduce the size of your mailbox, archive older items. Archived items are moved to a separate Outlook Data File (.pst). 1. Select File tab

2. Click Cleanup Tools.

3. Click Archive

4. Click the Archive this folder and all subfolders option

5. Click the folder you want to archive.

6. Under Archive items older than, enter a date and location under Archive file.

7. Select the Include items with “Do not AutoArchive” checked check box to

include any items that might be individually marked to be excluded.

8. Click Ok.

Logging into Outlook Web App 1. Type the following link into the Internet Explorer Address Bar: https://webmail.manitoba-ehealth.ca

2. Type in the username and password that is used to log into the network. Outlook email window opens



Working with Web App Options 1. Click Options from the Navigation Bar

2. Set the desired Options; then click

a. Automatic Replies

b. E-Mail Signature

c. Calendar Options

d. Reminder Options

e. Change Password

Sharing Items in Outlook The items in Outlook main folders (such as Inbox, Calendar, Contacts, Tasks) can be viewed by others once shared access has been set up. There are two ways that this can be accomplished: Sharing or Assigning Delegate Access Sharing Inbox 1. Right-click the mail folder that you want to share

2. Select Properties

Inbox Properties window opens

3. Click Add to open the Address Book to find the person you are sharing with.

4. Select Permission Level



5. Click Ok

Permission Levels

Role Read items and Files

Create Items and Files

Modify Items and Files

Delete Items and Files

Create Subfolders

Change Folder Permission Levels

None no no no no no no Owner yes yes yes yes yes yes

Publishing Editor

yes yes yes yes yes no

Editor yes yes yes yes no no

Publishing Author

yes yes your own only

your own only

yes no

Author yes yes your own only

your own only

no no

Non-editing Author

yes yes no your own only

no no

Reviewer yes no no no no no Contributor no yes no no no no

Custom specified by owner

Assigning Delegate Access In the following example, both Calendar and Contacts folders are being shared with different permissions. 1. Select File tab and click Account Settings. 2. Select Delegate Access.



3. Click Add to search for the person to give Delegate Access to.

4. Select permission level.

5. Click Ok.

DELEGATE ACCESS - PERMISSION LEVEL ROLES Role Read

items and Files

Create Items and Files

Modify Items and Files

Delete Items and Files

Reviewer yes no no no Author yes yes your own

only your own only

Editor yes yes yes yes

The permissions apply ONLY to the main folder listed above. Subfolders will need to be individually shared.

DELEGATE PERMISSIONS – CHECK BOX OPTIONS Option Description

Delegate receives copies of meeting related messages sent to me

Delegate receives all copies of meeting requests and responses sent to owner.

Automatically send a message to delegate summarizing these permissions

Delegate receives an email outlining the exact permissions granted to them.

Delegate can see my private items

Delegate can view any item they have permissions to see that the owner marked as private.



EXERCISES

Exercise 1

1. Create a new mail message and address it to the student your mail partner. Use the following:

Subject: Age Project

Text: Attached is the Ageing Spreadsheet for your review.

Attach File: Ageing

2. Create a new mail message and address it to your email partner. Use the following: Subject: Coffee Club Text: If you wish to contribute to the coffee fund, please do so by Friday. Expiration Date: 2 days

3. Create a new mail message and address it to your email partner. Use the following: Subject: Salary Review Meeting Text: The time of the meeting has been changed to 1:00 PM. Priority: High

4. Read all new messages in your Inbox.

5. Reply to the message "Salary Review Meeting" with the following: Text: Since I have a conflict at 1:00 PM, I will arrive late at the meeting.

6. Forward the message "Coffee Club" to the student two numbers higher than you and add the following message:

Text: Did you send in your money yet?

Exercise 2 1. Create a new mail group and name it Coffee Club and add all students in class.

2. Add yourself and your mailing partner to the new group.

3. Send a new message the Coffee Club group, inviting them to coffee tomorrow at 10:00 AM in the cafeteria.



Exercise 3 1. Create a new folder called Committee Notes.

2. Create another folder called Coffee Club.

3. Rename the Coffee Club folder to Java Club.

4. Move any 2 messages from your Inbox to the Java Club folder.

5. Move 1 message from the Java Club folder to the Committee Notes folder.



APPENDIX

Taking an Online Outlook Course in the Manitoba eHealth LMS

Microsoft Outlook 2010 online courses are available in the eHealth Learning Management System (LMS). To register:

1. Go to https://manitoba-ehealth.learnflex.net

1. Type your User Name and Password and click Enter.

2. Select the Courses/Registration tab. The Catalogue List appears.

3. Click eHealth – Business Software.

Note: Your list may differ from the one shown above.

The List of Subjects appears.

4. Click Outlook 2010. The Course List appears.

5. Click the course that you want to take. The Course Information page appears.

6. Click the Register button. This message appears.

7. Click OK. The Registration page appears, confirming your registration in the course.

To start the course, select the Learning Plan tab and click the Launch button next to the Course Name.

Once you complete the course, it will move to the Learning History tab. You may still view the course from this tab by clicking the Launch button.

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