Outlook 2010 Cheat Sheet. USC Marshall School of Business Academic Information Services. Table of Contents

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1 USC Marshall School of Business Academic Information Services Outlook 2010 Cheat Sheet Aside from a few new features such as Quick Steps and Conversation View, the biggest change in Outlook 2010 from previous versions is that Outlook 2010 now uses the tabbed navigation system. This guide is designed for users of previous versions of Outlook who wish to locate where familiar commands have been moved to. Table of Contents NAVIGATING OFFICE COMPOSING MAIL MANAGEMENT VIEWS CALENDARS COMPOSING APPOINTMENTS CALENDARS COMPOSING MEETINGS CALENDARS CHANGING VIEWS SHARING CALENDARS & CONTACTS TASK LISTS / TO DO LIST OPTIONS Marshall School of Business Outlook 2010 Cheatsheet.docx 6/2/10 Page 1 of 21

2 NAVIGATING OFFICE 2010 Tabbed Ribbons The old menu system and toolbar buttons have been combined into stationary tabs with buttons on them. Click a tab to view a different set of buttons. Double click a tab to hide all buttons. Double click a tab again to view the buttons. Click the File tab in the upper left to display this menu Special Tabs Selecting objects such as an appointment or meetings will cause new tabs to appear. These tabs contain buttons which pertain to the type of object you have selected. Quickly Browse Through Tabs If you hover your mouse within the ribbon area and spin your mouse wheel, you can quickly scroll through the tabs. Marshall School of Business Outlook 2010 Cheatsheet.docx 6/2/10 Page 2 of 21

3 Split Buttons Note that some buttons have two halves. The top part issues its most common use while the bottom part brings up a list of commands. Accessing More Options Some sections on the ribbon have a More arrow which will bring up window with more options. Most of these you have probably seen before. Right Click for Quick Commands If you right click an area or object in Excel, you will get a pop-up menu and usually a small formatting tool bar. The pop-up menu commands will change to reflect the area or type of object you right clicked. Keyboard Shortcuts Most shortcut keys still work (for example, Control + S saves). However if you used to navigate the menu by pressing the ALT key, the letters or numbers you have to press now will be a different sequence. Marshall School of Business Outlook 2010 Cheatsheet.docx 6/2/10 Page 3 of 21

4 The Quick Access Toolbar Aside from Quicklinks, this is the only customizable toolbar in Outlook. You can add and remove buttons from it and if desired, move its location to below the ribbon rather than above. Adding Buttons to the Quick Access Toolbar There are several methods of adding buttons to the Quick Access Toolbar: Right click any button on any tab and select Add to Quick Access Toolbar. Click the drop down arrow on its right and then click the command you wish to appear on the toolbar. Click it again to remove the command. To view all available buttons and organize the Quick Access Toolbar: a. Right click any button. b. Click Customize Quick Access Toolbar. c. Select an icon from the list then click the Add button. d. ganize the toolbar by using the up/down arrows. Remove Buttons to the Quick Access Toolbar 1. Right click the button to be removed. 2. Select Remove from Quick Access Toolbar. Move the Quick Access Toolbar Below the Ribbon This will give you room for more buttons without cutting off your file on the title bar. 1. Right click any button on the Quick Access Toolbar. 2. Select Show Quick Access Toolbar Below the Ribbon. Marshall School of Business Outlook 2010 Cheatsheet.docx 6/2/10 Page 4 of 21

5 COMPOSING COMPOSE TOPICS Location Functions are available in the lower left corner using either of these icons: or Open a New or click Forward or Reply on an existing Address Book Open a New or click Forward or Reply on an existing Attach File (Also under the Insert tab ) Open a New or click Forward or Reply on an existing BCC - Show BCC Field Open a New or click Forward or Reply on an existing Check Names Copy (Control + C) Cut (Control + X) Open a New or click Forward or Reply on an existing Open a New or click Forward or Reply on an existing Open a New or click Forward or Reply on an existing Delay Delivery Direct Replies To Find / Replace From within a new Open a New or click Forward or Reply on an existing Font Changes Bold, Italic, Underline, Face, etc. (Also under the tab.) Marshall School of Business Outlook 2010 Cheatsheet.docx 6/2/10 Page 5 of 21

6 COMPOSE TOPICS Forward (Control + F) Location Select or open the Open a New or click Forward or Reply on an existing From -Show From Field From within a new HTML / Rich Text / Plain Text (from within an ) HTML / Rich Text / Plain Text (by starting a new ) Importance - High/Low Open a New or click Forward or Reply on an existing New (Control + N) Page Color (HTML & Rich Text Only) From within a new Open a New or click Forward or Reply on an existing Paste (Control + V) Permissions Print Presents Options (Control + P) With the Open or Closed Print Quick Print (This sends closed directly to the printer without pausing for options.) Right Click the Closed Open a New or click Forward or Reply on an existing Read Receipt Marshall School of Business Outlook 2010 Cheatsheet.docx 6/2/10 Page 6 of 21

7 COMPOSE TOPICS Location Reply (Control + R) Select or open the Open a New or click Forward or Reply on an existing Signature - Insert (Also under the Insert tab ) Open a New or click Forward or Reply on an existing Spell Check (F7) INSERT: Business Cards Charts Clipart Files Horizontal Line Hyperlink Shapes Signatures SmartArt Tables Word Art These are all under the Insert tab from within a new message. Themes / Effects (HTML & Rich Text Only) From within a new Thesaurus (Shift + F7) Click a word Open a New or click Forward or Reply on an existing Voting Buttons Marshall School of Business Outlook 2010 Cheatsheet.docx 6/2/10 Page 7 of 21

8 - MAIL MANAGEMENT MAIL MANAGEMENT TOPICS Auto Archive Settings Select Folder to be Affected Right Click Folder Auto Reply / Out of Office Categorize (Automatic Replies) Select the (s) Right Click Copy / Move Folder Click Folder to be Copied or Moved Right Click Folder and Select Expand Folder to see Sub Folders Hold Control and drag to the folder Copy to Another Folder Select to be Copied Delete All s in a Folder. (This will move ALL s in the selected folder to your Deleted Items folder.) Right Click (s) to be copies Click the folder whose contents is to be deleted Delete Folder (Some such as Inbox cannot be Deleted.) Click Folder to be Deleted Right click Folder Marshall School of Business Outlook 2010 Cheatsheet.docx 6/2/10 Page 8 of 21

9 MAIL MANAGEMENT TOPICS Delete Selected s Permanently (You cannot undelete permanently deleted items) Delete Selected s to Deleted Items Folder (Retained for 180 days unless you empty deleted items.) Select the s to be deleted (Hold Control or Shift for multiple Selection) Hold down SHIFT and press Select the s to be deleted (Hold Control or Shift for multiple Selection) Empty Deleted Items (Note that items over 180 days old are automatically deleted by the system.) Right Click the Deleted Items Folder Find Related Messages Flag for Follow-up Click Deleted Items Folder Right click an Select the (s) Folder Permissions Right Click Right Click Folder Folder Properties Select Folder to be Affected Select Folder to be Affected Right Click Folder Junk Select the (s) Right Click Mark as Read (Control + U) Select the (s) Right click Marshall School of Business Outlook 2010 Cheatsheet.docx 6/2/10 Page 9 of 21

10 MAIL MANAGEMENT TOPICS Mark as Unread (Control + Q) Select the (s) Right Click Expand Folder to see Sub Folders Drag to the folder Move to Another Folder Select to be Copied New Folder (Control + Shift + E) Right Click (s) to be copies Click an Folder Rename Folder (Some such as Inbox cannot be renamed.) Restore Deleted Items (If you emptied your Deleted Items folder, this can restore items up until 30 days after deletion.) Click Folder to be Renamed Right Click Folder Click Deleted Items Folder Rules -New/Manage Click the folder to be searched Click any tab but File Click in the Search Box to make the Search tab appear. Search (Advanced) Marshall School of Business Outlook 2010 Cheatsheet.docx 6/2/10 Page 10 of 21

11 MAIL MANAGEMENT TOPICS Click the folder to be searched Click any tab but File Click in the Search Box Search (Simple) Send / Receive Signature Creation/Editing Mail Box Cleanup Tools Marshall School of Business Outlook 2010 Cheatsheet.docx 6/2/10 Page 11 of 21

12 VIEWS VIEWS _Groups - On/Off _Normal View (Compact) Auto Preview By Sender (Group by Sender) Filter Folder Note Lower Left Filter Folder Off Last Seven Days Preview (Shows partial text of unread messages) Reading Pane On/Off/Right/Bottom Reading Pane Options (Turning Off Mark Item as read when selection Changes ) Set to Bottom or Right Options Marshall School of Business Outlook 2010 Cheatsheet.docx 6/2/10 Page 12 of 21

13 VIEWS Show as Conversations Click Column Heading to Sort. Click twice to toggle between Ascending / Descending. Sort Unread Messages In Folder Add Column Reading View (Hides Folder & Task List) Located in Lower Right Corner: Located in Lower Right Corner: Normal View (Displays Folder & Task List) Located in Lower Left Corner Overall Outlook Views Marshall School of Business Outlook 2010 Cheatsheet.docx 6/2/10 Page 13 of 21

14 CALENDARS COMPOSING APPOINTMENTS COMPOSING APPOINTMENTS The Options below are only available from within the New Appointment Window: Format Text (Bold, Italic, Underline, etc.) Insert Attach File, Signature, Business Card, etc. Invite Attendees (Turns Appointment Into a Meeting) Scheduling (Shows people s Busy Times) Spell Check / Thesaurus Marshall School of Business Outlook 2010 Cheatsheet.docx 6/2/10 Page 14 of 21

15 CALENDARS COMPOSING MEETINGS COMPOSING MEETINGS The options in this section are only available if you first start a new meeting: Invite Attendees Send View Attendee s Schedules Cancel Meeting Invitation Meeting Color (Categories) Meeting Importance Private Meeting Marshall School of Business Outlook 2010 Cheatsheet.docx 6/2/10 Page 15 of 21

16 CALENDARS CHANGING VIEWS CALENDAR VIEWS Next 7 Days Day Work Week Week (7 Days) Month Schedule View (Horizontally) Go to Today Go to Specific Date (Control + G) Navigation Pane (On / Off / Minimized) To Do List (On / Off / Minimized) Change Time Scale Right click the time scale Calendar Color Appointment / Meeting Color (Categorize) Right click the closed calendar item Marshall School of Business Outlook 2010 Cheatsheet.docx 6/2/10 Page 16 of 21

17 SHARING CALENDARS & SHARING Share Your Calendar Change to Calendar View Open a Shared Calendar (You must have permission first) Change to Calendar View OR > View Your Calendar Permissions Delegate Access (This allows you to delegate access to your calendars, , etc.) Change to Calendar View Share a Folder Right click the Folder Marshall School of Business Outlook 2010 Cheatsheet.docx 6/2/10 Page 17 of 21

18 CONTACTS TOPIC Accessed by clicking or located in the lower left corner. Change View Delete Contact Distribution List Contact (From within New ) Contact (From within Contacts Folder) Click the Contact New Contact New Contact List Open Shared Contact Folder Share Contact Folder Click Folder to be Shared View Contacts Folder or Marshall School of Business Outlook 2010 Cheatsheet.docx 6/2/10 Page 18 of 21

19 TASK LISTS / TO DO LIST TOPIC 1. Click the or button located in the lower left corner of the navigation pane. You will see To-do List and Tasks. The To-Do List contains any which you have flagged. The Tasks list contains any tasks you have created or been assigned. Assign Task Change Views Delete Task ( Right Click) Flag Task ( Right Click) Importance Mark Complete ( Right Click) New Task Remove From List View Task List or ( Right Click) Marshall School of Business Outlook 2010 Cheatsheet.docx 6/2/10 Page 19 of 21

20 OPTIONS OPTIONS Location: Most options for changing how , calendars, etc. behave are under: Click a category in the left column to display its options in the right column. Some common options are listed below. AutoArchive Settings Calendar Reminder Time Calendar Working Hours Format (HTML, Text, Rich Text) Spellcheck / AutoCorrect Message Arrival Marshall School of Business Outlook 2010 Cheatsheet.docx 6/2/10 Page 20 of 21

21 Account Configuration Marshall School of Business Outlook 2010 Cheatsheet.docx 6/2/10 Page 21 of 21