MICROSOFT OUTLOOK 2010

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1 MICROSOFT OUTLOOK 2010 Welcome to Microsoft Outlook 2010! The Ribbon Your new control center. What is new in Outlook 2010? How can Outlook 2010 help me organize and communicate more efficiently. We will identify the commonly used features in Outlook Identify new features that will allow you to be more efficient in communication and organization. TABS There are six tabs across the top to represent core tasks you do in Outlook. Index: Introduction and Ribbon. 1 Quick Access/Backstage.. 2 Tips and Home Tab (Create Signature) 3 Respond (Create Meeting).. 4 Quick Steps.. 5 Quick Steps (Cont) and Move Move (Create Rule), Categorize, Follow-up... 7 Folder Tab and View Tab. 8 Layout and Calendar Ribbon... 9 Creating New Appointments 10 Tips for Outlook Commands - A command is a button, box to enter info or a menu. Groups Within each tab is a group that shows related items together. Education Services 1

2 FILE TAB Quick Access Toolbar Use the drop down arrow at the end of the toolbar and click on the items you want to add. File Tab Backstage View The backstage is the behind the scenes features that allow you to manage the features of your Outlook. Two of the features you may use from this tab are : Automatic Replies to inform others you are out of the office Mailbox Cleanup allows you to clean up s and delete them. NOTE: Do not ARCHIVE s. Education Services 2

3 HOME TAB TIPS FOR OUTLOOK 2010 Click on the folder icon to create notes to remind you to do tasks (like sticky notes. 1 HOME TAB The tab that allows you send s, file and tag s. CREATE SIGNATURE 2 NEW Create new Add Signatures to your mail 1. Click on New 2. Click on Signature 3. Click on Signatures 4. Click on New and create your signature 5. Click OK at the bottom 3 4 Education Services 3

4 HOME TAB RESPOND Meeting This feature allows you to immediately set up a meeting directly from an . Open your Click on Meeting It automatically pulls up a response and you can set the time for the meeting Check both of your calendars for convenient time for all attendees. You can add attendees by typing their names in the TO or use the Scheduling Assistant to look at several calendars Education Services 4

5 HOME TAB Ribbon Home Tab Quick Steps Let s begin with the Home Tab for your . You can create s, delete and reply from this tab. A new feature is the Quick Steps. This feature allows you to move mail to folders and file your s. 2 1 Creating a New Quick Step 1. Name the Quick Step Ex. s from Mrs. Lund 2. Choose an Action Move to folder, Color code, etc. 3. You can Choose an Action to your Click on Create New You can now click on your and then just click on your quick step to automatically move your . Education Services 5

6 HOME TAB MOVE Creating Rules Allows you to be able to move s to folders, move mail that is not urgent to a folder to read at a later date (ex. ASCD Briefs can be moved to a folder for reading later in order to help clean out your inbox). The Manage Quick Steps allows you to see the actions of your Quick Steps, edit or change them or delete. Education Services 6

7 HOME TAB Categorize Allows you to color code your s You can chose the conditions of moving the from the following choices: From Subject Contains Sent to Follow-Up You can flag s for follow-up that day, next week, etc. The will be flagged in your inbox and also under your calendar to remind you to follow-up based on the date you specified. You then choose the action to take with the Display in New Item Play a certain sound Move to a certain folder Advanced Options allows you to customize how the is moved Education Services 7

8 FOLDER TAB Manage your folders FOLDER/VIEW TAB View Tab Allows you to customize how you view your mail New Folder - Create New Folders New Search Folder Allows you to search for an by clicking on choices Clicking on the Show as Conversation groups conversations together. You have choices about how to set the group by: Showing the name of the sender above subject Recover Deleted Items You can recover deleted items for up to TEN days after deleted. Expand the conversation (example below) Indent a continued conversation Education Services 8

9 VIEW TAB/CALENDAR HOME TAB Arrangement Change the order of your CALENDAR RIBBON You have the same options as , but the Ribbon now pertains to the calendar. HOME TAB Create Appointments, Groups, and Permissions You can sort how mailbox is arranged by date, importance, etc. Add Columns Allows you to add more ways to sort your mailbox Layout You can change the way you view your folders, , calendar and to-do lists Arrange Allows you to view your calendar by Day, Work Week, Week, Month and Schedule View. Schedule View Allows you to put in names of attendees and view their calendars to see availability. Calendar Permissions Allows you to add people who can view your calendar and see your schedule. Education Services 9

10 CALENDAR HOME TAB New Appointment Click on New Appointment You can create an appointment for your calendar OR Click on Invite Attendees and type in their names and check their calendar on the right for availability. Scheduling Assistant will also allow you to view the schedules, availability and suggested times in the lower right hand corner Education Services 10

11 TIPS FOR 2010 Outlook TIPS AND HINTS The viewing pane in the lower right hand corner allows you to zoom and make the screen larger or to change the way you view your mail/calendar. Click on the arrow in the upper right hand corner allows you minimize the ribbon. Clicking ONCE on an attachment in the allows you to open the attachment in the reading pane. Education Services 11

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