Microsoft Outlook 2010 Hands On Guided Tour. Level 1

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1 Microsoft Outlook 2010 Hands On Guided Tour Level 1

2 Outlook 2010 Window Anatomy Level 1/Guide A, p.1 Welcome to Outlook 2010 at UMHS. This guide gives you a quick visual tour of the Outlook 2010 window. The Main Outlook Window The items marked below are some of the most commonly used portions of the main program window (Mail View). 1. The Title Bar 2. The Ribbon and Tabs 3. The Quick Access Toolbar 4. The Navigation Pane The Item List 6. The Reading Pane 7. The To Do Bar 8. The Status Bar At the bottom of the Navigation Pane several buttons that will take you to the different views of your Outlook account: Mail, Calendar, Contacts, Tasks (listed by default) Notes, Journal (hidden by default) Click and Drag the handle bar to show more or fewer of these View buttons. If you like to use keyboard shortcuts, you ll be happy to know that most all of the ones you use in Office will work within Outlook as well ; )

3 Outlook 2010 Window Anatomy Level 1/Guide A, p.2 Depending on which Outlook View is active (the Title Bar indicates which View is currently active,) the Ribbon changes to display tools that apply to the types of items shown in that particular view: Mail Ribbon Calendar Ribbon Contacts Ribbon Tasks/To Do Ribbon Notes Ribbon Ribbon Tabs remain the same regardless to the View selected, but the commands change depending on the active View.

4 Outlook 2010 Window Anatomy Main Folders, Archive and Favorites Level 1/Guide A, p.3 The Navigation Pane displays all the folders that divide your Inbox. The Favorites list is where you can add shortcuts to the folders and other items you use the most. Your main account folders are found under the portion of the list directly under your name: Inbox Drafts Sent Items Deleted Items Junk E mail Outbox RSS Feeds Search Folders Normal vs. Reading Window Mode You can temporarily tuck away the Ribbon, Navigation Pane and To Do Bars to simplify your view while you are scanning a large quantity of by toggling the Window Mode buttons, and even enlarge the font size for reading messages. Whenever you re using Outlook 2010, you can always get online help by clicking the Help button. More help is online at us/outlook help/basic tasks inoutlook 2010 HA aspx

5 Outlook 2010 Window Anatomy ** Bonus: Outlook Today View If you click directly on the folder with your name on it in the Navigation Pane, a dashboard style view of your Calendar appointments, Tasks, and number of Messages in your mailbox will be displayed: Level 1/Guide A, p.4 You can customize the appearance of your Outlook Today view by clicking the Customize Outlook Today link in the bottom right corner of the screen.

6 Receiving & Reading Messages Level 1/Guide B, p.1 This guide provides an overview of receiving and reading new messages, sending a simple reply to sender, and forwarding a message to a third party. Receiving and Reading New Mail Messages The Navigation Pane will show new unread mail with bolded folder names and the number of unread items listed in parentheses immediately to the right of the bolded folder names. New unread messages will also appear in the Item List with bold text and a closed envelope icon to the immediate left of each message. Desktop Alerts! You will also be notified that you ve received new by audible alert (if your PC has speakers, with volume on, and visual alerts in the lower right corner of your screen, near the clock in the System Tray. (Note: you can disable audible notifications see section called Message Notification ) Reading an Message To view the content of a message in the Reading Pane, simply point and click on an unread message with the Reading Pane activated (by default.) New Mail Alerts are turned on automatically, and not run as a separate program like with GroupWise, and they are much less intrusive while you re working.

7 Double click the message [left mouse button] to open message in its own window. Receiving & Reading Messages Level 1/Guide B, p.2 Replying to an Message To reply to a message: Click the Reply or Reply All button Forwarding an Message To forward a message to a third party: Click the Forward button Hint: Attachments will be sent when you choose to Forward a message they will not be included when you choose to Reply or Reply All.

8 Creating & Formatting Messages This guide provides an overview of creating and formatting an message to send. Level 1/Guide C, p.1 Creating a New Mail Message To create a new message: Be sure to click the Mail View button to display your Inbox. Click the New button on the Ribbon (**Bonus: you can also press CTRL + N on the keyboard.) Your new blank will appear on-screen, ready for you to create and format. Addressing Messages Outlook gets smarter the more you use the program. Each time you add someone to a message using an Address Book, Outlook remembers the names you ve used in the past and will suggest names and auto-complete them as you begin to type them in the To:, CC:, or BC: fields of subsequent s you create and send. To add a recipient from the Address Book, click the To: or CC: buttons to launch the Select Names dialog box. To locate the name of the recipient you d like to add: 1. Select the appropriate Address Book. 2. Scroll to find the name, OR 3. Begin typing in the last name of the recipient in the Search: field to quickly move down the list of names to locate your target recipient. 4. Click on the recipient name in the list. 5. Click the To -> button to add in the To: field. 6. Click OK. The recipient you selected will now appear in the To: field of the draft message you re creating.

9 Once you ve found and used a recipient name from the Address Book to send an , you can then send new s to that same recipient by simply beginning to type their name into the To:/CC: field. Outlook remembers the name and offers to finish it with a single click. Creating & Formatting Messages Level 1/Guide C, p.2 Whenever you ve typed in a name that Outlook does not offer to auto-complete it for you, you can confirm that the name is correct on the fly by clicking the Check Names button to verify that it is a valid address in the Address Book. Formatting Messages You can format the text of your message just as you do in Microsoft Word. Select the text to format first, and use the formatting tools on the Message Ribbon Tab, highlighted below. Add images and clipart using the Insert Ribbon Tab. More help is online at

10 Creating & Formatting Messages Attaching Files Level 1/Guide C, p.3 To send copies of document files, photos, and other Outlook items (including s, calendars, notes, etc.), to your recipient, click the Attach File or the Attach Item button. Browse to locate the file or item to attach and send. Double-click the file or item you want to attach, and it appears in the Attached field. You can also Drag & Drop files right into the message window to attach them before sending the message. Click and hold the file in the window or on the Desktop. Drag the file to hover over the message body of the message. Drop the file (release the mouse button) into the body of the message, and the file will appear in a new Attached field. Then just click the Send button. The message you wrote and formatted, plus a copy of the file/item you attached, will be sent to your recipient. You can attach other Outlook Items to an as well. Just click the Attach Item button you can include s, appointments, notes, tasks and more

11 Using Address Books & Groups Level 1/Guide D, p.1 This guide provided an overview of using Outlook Address Books and creating distribution groups. Finding Recipients in the Address Book To locate other Outlook users in the Address Book, click the Address Book button. The Address Book opens. All UMHS Outlook Users will be found in the Global Address List (highlighted below.) Locate and double click the name of the person to view more contact information details. You can scroll through the list of names, or search by typing in the name in the Search field. Locate and double click the name of the person to view more contact information details. Click the Add to Contacts button to copy this individual s contact information to your own Contacts Address Book. Click the Actions button to create a message to your selected contact (other Actions available as well.) You can also address an or appointment by beginning to type the contact s name and Outlook will attempt to recall it for you and offer to auto complete for you.

12 Using Address Books & Groups Level 1/Guide D, p.2 Creating an Distribution Group To create a new group: Click File > New Entry Click to select the New Contact Group option in the list. Under Put this entry in, click to select the Contacts Address Book in the dropdown list. (You cannot add, delete or change entries in the Global Address List this is a System List maintained by IT.) A new Untitled Contact Group window opens. 1. In the Name field, type the name you want to associate with this group. 2. Then click the Add Members button > From Address Book. 1 2 You cannot create groups in the Global Address List either a request to MCIT will be necessary to accomplish this.

13 Using Address Books & Groups 1. Click to select the name(s) in the appropriate Address Book (CTRL + click allows you to select several at once.) Level 1/Guide D, p.3 2. Click the Members button. 3. Click OK The names you ve selected are now listed at the bottom of the Contact Group window. Click the Save & Close button if you re done with the group. Back in your Contacts Address Book, you can find and use your new group in bold with a group icon next to it. Close your Address Book and return to the main Outlook Window. More help is online at us/outlook help/basic tasks inoutlook 2010 HA aspx

14 Organizing with Outlook Folders This guide provides an overview of creating, renaming and deleting folders, and organizing mail into folders. Outlook 2010 has several System Folders built in by default: Level 1/Guide E, p.1 Inbox (where all message items received appear until filed elsewhere or deleted) Drafts (where new you create is saved until you actually send it) Sent Items (where copies of items you ve sent are stored for your later reference) Deleted Items (where items are moved when deleted; can later restore items if necessary, until emptied; like Trash in GroupWise) Junk E mail (where items marked as spam are stored until emptied) Outbox (temporary holding folder where messages sent sit as they re being sent, or if they cannot be sent due to lack of network connection) Search Folders (set of special folders that save whatever search criteria you want to reuse at a later date) To Create a Folder in Your Inbox From within the Mail View, click the Folder Tab on the Ribbon. You can create your own folders to keep messages from certain folks, or related to particular projects, organized. Click the New Folder button. RSS Feeds* is a special System folder designed to display RSS feeds from your favorite websites [*advanced topic])

15 Organizing with Outlook Folders Level 1/Guide E, p.2 1. In the Name field, type in what you want to call the folder. 2. Choose the type of contents the folder will contain in the Folder contains dropdown list. 3. Click on item desired under Select where to place the folder. 4. Click the OK button The folder will appear under/within the location you designated.

16 Organizing with Outlook Folders To Move Items into Folders 1. Select one or more message items in the Item List 2. Click and Drag selected items to hover over the desired folder. As you hover over the folder, you will see it become highlighted 3. Release the mouse button and Drop the selected items into the highlighted folder. You will immediately notice the moved items disappear from the Item List. Drag & Drop! Click on the folder you just moved the items into and you will now find them displayed there. Level 1/Guide E, p.3 To Modify an Existing Folder The easiest way to access all the actions to modify a folder is to point to the folder and right click (single click of the right side mouse button). You can: Rename Folder Move or Copy Folder Delete Folder Show in Favorites Right-click! and more More help is online at us/outlook help/basic tasks inoutlook 2010 HA aspx

17 Sorting, Filtering & Finding Items This guide provides an overview of how to locate messages quickly by sorting an list. Level 1/Guide F, p.1 You can quickly locate a particular message or group of messages by using the sorting, filtering and searching functions within Outlook These functions are described in order below, Sort being the least powerful, to Search being the most powerful. To Sort the Item List Click the View Tab on the Ribbon. In the Arrangement Ribbon Group, click the desired sort field and click Reverse Sort button to toggle between ascending or descending sort order. These are all the pre-defined fields upon which you can sort the items in your current list view: Date From To Categories Flag: Start Date Flag: Due Date Size Subject Type Attachments Account Importance The sorted list will display grouped if Show in Groups is checked.

18 Sorting, Filtering & Finding Items Alternately, you can click the column headings within the message list to sort by column in ascending or descending order. To view more columns, in the Layout Ribbon group, click the Reading Pane button > Off. Level 1/Guide F, p.2 Click any column header to change the direction of the sort order triangle and toggle between ascending and descending sort order. To Apply a Simple Filter to the Item List On the Ribbon, click the Filter button to drop down a list of preconfigured filters you can apply to the current view. Click on any of the options on the list to apply the respective filter. Point to This Week to select a date parameter to filter by. Point to Categorized to select a category to filter by. If you can also click More Filters to customize criteria to use in your filter. Applying filters available through the Filter button are pre-defined shortcuts to activating the Search function. To create a Filter as part of a Custom View On the View Tab of the Ribbon, click the View Settings button. You can choose whether to have your Inbox list new mail items at the top or at the bottom, simply by clicking on the Received column heading until your desired sort order appears.

19 Sorting, Filtering & Finding Items In the Advanced View Settings Compact dialog box, click the Filter button (currently displayed as Off.) Level 1/Guide F, p.3 In the Filter dialog box, define your filtering criteria. In this simple example, we re searching for the name Goldman in both subject field and message body (dropdown menu). Then click OK. Back in the Advanced View Settings dialog box, you will see confirmation of your filtering criteria. Click OK.

20 Sorting, Filtering & Finding Items Your list of messages will be constrained now to just those that fit your assigned criteria. Notice in the example below the message that contains the text Mr. Goldman. Level 1/Guide F, p.4 Notice that the alert text Filter applied appears in the lower left corner of the status bar. To deactivate Filter, click Filter applied. Visual confirmation that you are not seeing all available items in the list due to an active filter. In the Filter dialog box, click the Clear All button, and then OK. Your full list of message is visible again.

21 Sorting, Filtering & Finding Items To Search for Messages Level 1/Guide F, p.5 At the top of the message list, click to place your cursor in the field with the magnifying glass called Search All Mail Items. (**Bonus: you can also press CTRL + E on the keyboard.) Notice as soon as your cursor enters the Search field, a special Ribbon and Tab appears called Search. This special Ribbon Tab allows you to control the depth and power of your search by specifying in the Scope Ribbon group whether to constrain your search to just the Current Folder, expanding to All Subfolders, or looking through All Outlook Items (broadest search.) You can customize your Search options by clicking the Search Tools button in the Options Ribbon Group, and modifying Advanced Find settings, or modifying Locations to Search. The +More button gives access to a list of several other fields on which to search/filter A list of your most recent searches is available by clicking the Recent Searches button in the same Options Ribbon Group like a redial for your last few searches. More help is at HA aspx

22 Sorting, Filtering & Finding Items Search Folders Level 1/Guide F, p.6 In addition to the default Unread Mail search folder that is already in your Navigation Pane, there are a number of other useful predefined search folders you have the option of creating. On the Ribbon, click the Folder Tab. Click the New Search Folder button. The New Search Folder dialog box opens, providing a full list of predefined queries you can use and re-use when associated with the new search folder you re creating. 1. Select a pre-defined search folder. 2. Depending on which search folder you choose to make, define your criteria under Customize Search Folder. 3. Choose where/which account to search through. When all is set to your satisfaction, click OK. There are a number of powerful, built-in Search Folders available to you by default. Just Right-Click Search Folders > New Search Folder

23 Archive Level 1/Guide G, p.1 Archiving allows you to save and protect the data contained in e mails so it can be accessed easily at a later date. Archive To move an item to your Archive: With your mouse pointer over the desired item(s), click and hold. Drag item(s) over the Archive folder. Once the Archive folder is highlighted, release (drop) the item(s) To view archived items, click on the Archive folder. From here, archived items respond like regular Inbox items While archived you are able to read, reply to, or forward items. You are also able to search for items within the Archive folder by using the Search field above the Items List. Multiple items can be moved at once by selecting one item than using the Shift key to select groups of items or the Ctrl (Control) key to select specified items. Then click, hold, drag and drop as you would a single item.

24 Deleted Items Level 1/Guide G, p.1 Deleting items from your inbox and folders that are no longer of use keeps your UMHS Outlook account easy to manage. Deleted Items To move an item to the Deleted Items folder: With your mouse pointer over the desired item(s), click and hold Drag item(s) over the either of the Deleted Items folder. Once the folder is highlighted, release (drop) the item(s) To view deleted items click on the Deleted Items folder. From here, deleted items respond like regular Inbox items. Outlook also allows you to read, reply to, or forward items that have been moved to the Deleted Items folder. You are also able to search for items within the Deleted Items folder by using the Search field above the Items List. To empty your Deleted Items folder, right click on the folder and click Empty. Warning: once items are emptied from Deleted Items, they are no longer recoverable.

25 Deleted Items Occasionally it becomes necessary for items to be retrieved from the Deleted Items folder. Retrieving Deleted Items To Retrieve Deleted Items: Level 1/Guide G, p.2 Identify the item you wish to move from your Deleted Items folder. Click and drag the item over the folder you wish to move it to. Once the folder is highlighted release (drop) the item. To confirm the item was moved correctly, click on the folder the item was moved to. Deleted Items can be moved (retrieved) to any folder available in your folders list. However, once items are emptied from the Deleted Items folder, they are no longer recoverable.

26 E mail Signatures Level 1/Guide H, p.1 An E mail Signature allows users to easily attach professional and contact information to various out going items. Creating Signatures To create a signature: From the menu tabs above the ribbon, click the File tab. From the File menu select Options. From the Options menu select Mail From the Mail Options menu click the Signatures button. The Signatures and Stationery window will open. Here you create, format, edit and assign your E mail Signature. Click the New button. Name the new signature. When finished click OK.

27 E mail Signatures Level 1/Guide H, p.2 Once the signature has been named it will appear in the Select Signature to Edit list. In the Edit Signature field, type how you wish your information to display. The type face, size, style, color and alignment can all be adjusted as needed. Electronic business cards, images, and hyperlinks can also be added to the signature. Type Face Text Size Type Style Color Text Alignment Electronic Business Cards Images Hyperlinks Once you have formatted the signature you can click OK to finish or assign it to specific types of out going items. Once an E mail Signature has been created it can be assigned as a default for specified types of out going items. These assignments can be modified, deleted or edited as needed. A default signature will automatically attach to the end of a message prior to the message being sent. Assigning Default Signatures To assign a default signature: Click the File tab. Select Options. Select Mail. Click the Signatures button. The Choose Default Signature options are on the upper right side of the Signatures and Stationery window. These options will allow you to select a default signature for new messages and replies or forwards from a listing of signatures you created. To assign a default signature for new out going messages use the drop down menu to select the desired signature. New Message drop down Signature selection list Some common information found in Signatures include, full preferred name, position/title, department, physical work address, work phone & fax (including area code), e mail address, and if available, department website URL.

28 E mail Signatures Level 1/Guide H, p.3 Assigning Default Signatures (continued) To assign a default signature for new out going messages use the drop down menu to select the desired signature. Replies/forwards drop down Signature selection list Once selected, the signature will remain until modified, deleted, or exchanged. If assigning default signatures to specified types of out going messages does not meet your signature needs, Outlook also allows users to attach a prepared signature within an e mail message prior to sending. Attaching Signatures To attach a signature to a message: Follow the instructions for completing an e mail message. Make sure the cursor is in the message area and at the end of the e mail content. In the Message Ribbon click Signature.

29 E mail Signatures Level 1/Guide H, p.4 Assigning Signatures (continued) Select the desired signature. Outlook will post the selected signature in the e mail. If adjustments are needed they can be made at this time. Click Send to finish. Having multiple signatures allow you to personalize your messages by using a bit of variation. Instead of a full professional signature, an internal reply could include your name and extension. Others have even added a quote of the week.

30 Desktop Alerts Level 1/Guide J, p.1 Outlook allows users to activate and adjust settings that will alert them once new items have arrived in the inbox. This feature remains active even if the user is currently working in other applications. Message Alert Settings To use this feature: Click the File tab. Select Options. Select Mail. Under the Message Arrival area decide from the following alert options: o Play a sound (audio alert) o Briefly change the mouse pointer (visual alert) o Show an Envelope icon in the taskbar (visual alert) o Display a Desktop Alert (visual alert, recommended) The Desktop Alert, if activated, will appear on the user s screen as a small pop up in the lower left corner. To adjust the Desktop Alert Settings: Click the Desktop Alert Settings button

31 Desktop Alerts Message Alert Settings (continued) Level 1/Guide J, p.2 Move the top slider to adjust the length of time the alert (pop up) will be visible. Move the bottom slider to adjust the transparency of the alert (pop up). Click Preview to determine if the adjustments made meet your needs. The alert will appear in the lower left corner of the screen according to the settings selected. Click OK to finish.

32 Automatic Replies Level 1/Guide k, p.1 Timely responses are important in any professional environment. However, when you re unable to respond because you are not on site, on vacation or even out sick, an automatic reply can inform the recipients of your unavailability and your estimated return or possibly provide alternative resources in your absence. Setting up an Automatic Reply To set up an Automatic Reply: 1. From the Menu bar above the Ribbon, click the File tab. 2. From the Account Information screen click on the Automatic Replies button. 3. The Automatic Replies Window will open. Select the Send Automatic Replies radio button. Once the radio button is selected the message box opens allowing you to create the reply that each sender will receive. Most Automatic Replies are related to specified dates and times. Outlook allows you to dictate when your account begins to automatically reply to messages and when to stop. To specify the start time and end time of your Automatic Replies: 1. Put a check mark inside of the Only send during this time range option. 2. Either type in the start date using the mm/dd/yy format or use the drop down arrow and select a date by clicking on it. Repeat for end date. 3. Use the drop down arrow to select a start time from the sliding menu. Repeat for end time. Auto replies commonly include the date range of unavailability and an alternate contact person and phone number for further assistance. See example on next page.

33 Automatic Replies Level 1/Guide k, p.2 Outlook allows for two versions of your automatic reply message. One is specifically for those senders that are internal (inside your organization). The other version is for the external senders (outside your organization). This allows you to tailor your automatic responses with details that might be important to internal senders without the worry of external senders also receiving them. Setting up an Automatic Reply (continued) To create the Automatic Reply message for internal senders: Click the Inside My Organization tab. Using the message area, type in the desired reply for internal senders. If needed the Type face, size, style, and color can be modified. Bullets, lists, and indents can also be added. Click OK when finished or also create an Auto reply for external senders. To create the Automatic Reply message for external senders: Click on the Outside My Organization tab. Put a check mark inside the Auto reply to people outside my organization option. Use the radio button to identify which type of external sender you will auto reply to. o My Contacts only o Anyone outside my organization Using the message area, type in the desired reply for internal senders. If needed the Type face, size, style, and color can be modified. Bullets, lists, and indents can also be added. Click OK when finished. Example Auto reply: I will be out of the office beginning Thursday, February 17 and returning Wednesday, February 23. If you need immediate assistance please contact Alexander Training at

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