BASIC NAVIGATION & VIEWS...

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1 Content Overview VISUAL TOUR... 5 NEW FEATURES IN OUTLOOK BASIC NAVIGATION & VIEWS... 7 SETTING PREFERENCES... 7 Creating an Outlook Shortcut... 7 Choosing a Startup View... 7 CUSTOMIZING INBOX VIEW... 7 Sorting by Fields... 7 Adding Columns... 8 Changing Column Order and Size... 8 Reading Pane... 8 Auto Preview & Groups... 9 Add Journal to the Navigation Pane... 9 Expand the Navigation Pane View OUTLOOK TODAY VIEW View Outlook Today Customize Outlook View TO-DO BAR REVIEW PREFERENCES AND COMPOSING SETTING PREFERENCES Desktop Alert Adding Signatures Formatting Signatures Changing Your Auto Signature for Just One Changing Your Default Font, Style, Color and Background Spell Check COMPOSING Creating an Adding Attachments Read Receipts Saving an as a Draft Setting the Importance of an Flag an for Follow Up Preserving the Anonymity of Your Recipient REVIEW ORGANIZING AND TOOLS ORGANIZING S Adding Folders Moving Folders Adding Addresses to Contacts Creating Contact Groups Sending to Contract Groups Using Flags Categorizing s Marking as Read vs. Unread Viewing # of s Unread vs. Total Number of s ADDITIONAL TOOLS Out-of-Office Reply Find a Message Using Instant Search Outlook 2010 Basic Version

2 Advanced Searches Using Find feature for Related Messages REVIEW CONTACTS ADDING AND USING CONTACTS Adding Contacts Electronic Business Cards Adding Your Electronic Business Card to Your Signature Adding Contacts from the Same Company Printing Contacts Quickly ing a Contact Finding Contacts MANAGING CONTACTS Creating Folders Moving Contacts Between Folders Copying Contacts Between Folders Resolving Duplicate Contacts Attaching a File to a Contact CONTACT CATEGORIES Assigning Categories to Contacts Viewing Contacts by Category Flag a Contact for Follow Up REVIEW CALENDAR NAVIGATION Daily, Weekly, Monthly View Additional Navigation Between Views Select Nonconsecutive Dates to View SETTING APPOINTMENTS Scheduling an Appointment Categorize an Appointment Attach a Document to an Appointment Set a Recurring Appointment Copy an Appointment Move an Appointment Shortcut to Change Appointment Time Schedule Appointments with s SCHEDULING MEETINGS Planning a Meeting Sending Meeting Notifications Accepting an Invitation to a Meeting SHARING CALENDARS Sharing a Calendar Setting Calendar Sharing Permissions Opening a Calendar Overlaying Two Calendars Send a Calendar via REVIEW Outlook 2010 Basic Version 1.0 4

3 Visual Tour Outlook contains several navigation tools to access and open items. The left hand side of the screen is the Navigation Pane. At the base of the Navigation Pane are bars you can click to take you to each Outlook view such as , Calendar, Contacts, etc. Depending on which view you are in, you will see different ribbons that correspond to that area. Calendar: Contacts: If you hover your mouse over each button on the toolbar, it will display a Screen Tip. This is an identification of an item, via a popup description. The Screen Tips also display keyboard shortcuts for that command. 5 Outlook 2010 Basic Version

4 New features in Outlook 2010 Instant Search Provides a new fast way to find your information, no matter which folder it is in. To-Do Bar Integrates your tasks, messages flagged for follow up, upcoming appointments, and calendar information in one convenient place. Calendar s - You can send your calendar to anyone in an message. Quick Steps: One click solutions to repetitive steps in . Calendar overlays: View multiple calendars on top of one another, making it easier to compare your calendar, with a coworker's or team calendar, to find a free time to meet. Show as Conversations View s grouped together by conversation thread, regardless of the actual folder each is stored in. Calendar Groups Create groups for shared calendars so you can access multiple calendars with a single click. Task Pad integration on the Calendar: Integrates tasks on the calendar into the Daily Task List so that you see them displayed beneath your daily appointments and meetings. Schedule View: View multiple calendars in a Schedule format, to more easily find multiple availability across calendars. Electronic Business Cards: Create and share customized Electronic Business Cards and share your card either as an attachment or as part of your signature. Save as PDF or XPS : Export your file to PDF or XPS People Pane: Connect to social networks to view colleagues in Outlook. Displays Outlook interactions by contact. Clean Up Folder: Cleans up any folder by eliminating redundant e- mail messages in a chain. New Easy to Use Ribbon and Options Menu: The Ribbon is now utilized in all aspects of Outlook in the main interface and in each object such as an e- mail or calendar appointment. The new Options menu, under the File Tab, is easy to navigate and find needed items Outlook 2010 Basic Version 1.0 6

5 Section I Basic Navigation & Views Setting Preferences Creating an Outlook Shortcut You can create a short cut icon on your desktop so you can more quickly and easily launch Outlook. 1. Click on the Start button in the lower left-hand corner of the screen to open the Start menu 2. Find the icon from the menu list 3. While holding down the Ctrl key on your keyboard, click-and-drag the menu item to your desktop 4. Release the mouse button BEFORE you release the Ctrl key Choosing a Startup View Outlook can be customized to startup in a specific view like Calendar or Contacts. The default startup is generally Double-click on the icon on your desktop to open Outlook 2. Click on the File tab on the Ribbon, then select Options from the left hand list 3. Click on the Advanced options from the left hand list 4. In the Outlook start and exit section, click on the Browse button next to the Start Outlook in this folder: option 5. Select Calendar, then click OK, then click OK Customizing Inbox View Sorting by Fields You can quickly sort either ascending or descending by any of the field column headers. 1. To sort ascending by Sender, click on the From field header 2. To sort descending by Sender, click again on the From field header 3. To sort ascending by received date, click on the Received field header 7 Outlook 2010 Basic Version

6 Section IV Contacts Adding and Using Contacts Outlook Contacts works like an electronic rolodex that lets you store individual contact information. Adding Contacts 1. Click on the Contacts button on the lower part of the Navigation Pane to switch to the Contacts view. 2. Click on the New Contact button, on the Home tab which will bring up the Contact dialog box 3. In the Full Name field type your name 4. Press Tab then type: your company name in the Company: field 5. Press Tab then type: your title in the Job title: field 6. Click in the field and type your 7. Click in the Business field in the Phone numbers section and type your number 11. Click in the Addresses section and type your address 12. Click on the Save and Close button on the ribbon Tip: Additional contact fields are available. On the Contact tab, in the Show group, click the Details button. Electronic Business Cards Outlook 2010 features electronic business cards that are fully customizable and allow you to add your company logo or picture. 1. With your newly created contact open, on the Contact tab, in the Options group, click the Business Card button 2. In the Card Design section, change the Layout to Image Right 3. Click on the Background Color and choose a color 4. Click on the Change Image button 5. Select a picture from your computer files 6. Click OK 7. Save & Close your contact record 25 Outlook 2010 Basic Version

7 Adding Your Electronic Business Card to Your Signature Your electronic business card can be sent as part of your signature. 1. Click on the File tab, then Options 2. Select Mail from the list, and then click the Signatures button 3. Select your signature and in the Edit signature section, click the Business Card button 4. Select your contact card from the list 5. Click OK twice Adding Contacts from the Same Company Outlook gives you the ability to quickly add contacts that are from the same company, by auto-populating the same company information without having to retype it. 1. Double-click on the contact you just created for yourself, from the contact list, to open it 2. On the Contact tab, in the Actions group, click on the Save & New button s dropdown arrow and select Contact from the Same Company 3. In the Full Name field type the name of one of your coworkers 4. Press tab twice and type their title 5. Click on the field and type their address 6. Click on the Save and Close button Printing Contacts You can print your contacts in different formats including a format to put into your daily planner, or to have as a phone list, or even a format to let you record notes next to the contact. 1. Ensure you are in your Contacts folder 2. Click on the File tab, and then choose Print 3. View the different print styles in the Settings list; click on one to view it in the Print Preview window 4. Click Print to print the contact list Quickly ing a Contact 1. With a contact open, on the Contact tab, in the Communicate group, click the E- mail button 2. Type a subject in the subject line 3. Type a message in the body of the 4. Click the Send button 5. Click the Close button on your contact dialog box Tip: You can also a contact without having the Contact dialog box open first. From the Contacts list, select the contact you want to . On the Home tab, click the button Outlook 2010 Basic Version

8 Finding Contacts Outlook makes it easy for you to quickly locate a contact, in a large list of contacts, with a couple of different search options. Option 1 Click on the alphabet keys on the side bar to take you to the contact s alphabetic location Option 2 Type the contact s first or last name in the Instant Search box. If more than one contact exists with the same name, you will be prompted to choose the contact. 1. Type your first name in the search box 2. View the results 3. To clear the search results, click the Clear Search button (X) on the Search box Managing Contacts Outlook allows you to set parameters on how your contacts are organized and viewed for easier access. Creating Folders You can create multiple contact folders to organize your contacts. 1. Make sure you are in the Contacts view in the Navigation pane, by clicking on the Contacts bar 2. Right-click on the Contacts folder listed in the right hand side of your Navigation pane 3. Trace to and click on New Folder from the shortcut menu 4. Type the name: Company Contacts, then click the OK button Moving Contacts Between Folders You can easily move contacts from one contact folder to another. 1. Click on the Contacts contact list to make it viewable in the viewing pane 2. Click-and-drag the contact for your co-worker over to the Contacts labeled Company Contacts in the Navigation pane, then release your mouse button 3. Note that the contact is no longer listed in your Contacts folder 4. Click on the Company Contacts folder to ensure that it has moved there Copying Contacts Between Folders You can also move a copy of a contact to another contact folder, while keeping the original copy in its place. 1. Click on the Contacts folder in the navigation pane to make it the viewable folder 2. Press and hold the Ctrl key while clicking-and-dragging the contact for yourself into the Company Contacts folder 3. Note that the contact is still in your Contacts folder. Click on the Company Contacts to view that there is a copy there as well 27 Outlook 2010 Basic Version

9 Resolving Duplicate Contacts If you try to move, copy, or create a new contact into a Contact folder that already contains that contact, Outlook will prompt you to give it more details on what you would like to do. 1. Click on the Contacts folder in the navigation pane to make it the viewable folder 2. Press and hold the Ctrl key while clicking-and-dragging the contact for yourself into the Company Contacts folder 3. View the dialog box 4. Click the Cancel button Attaching a File to a Contact Outlook allows you to attach files to a contact. For example, if you wanted to attach someone s resume to their contact info, or maybe a company s profile to a specific company s contact, Outlook allows that file to be stored with the contact. 1. Click on the Company Contacts folder 2. Double-click on the contact for yourself, to open it 3. Click on the Insert tab and in the Include group, click the Attach File button 4. Locate a document and double-click on it 5. An icon for the attached file will appear in the Notes section of the contact dialog box 6. Save & Close the contact 7. Click on the Contacts folder 8. Double-click on your contact. Notice that there is no file attachment on this copy of the contact. All changes made to a contact do not automatically update in other copies of it, if those copies were made prior to the changes. Note: If you share any of your contacts with other people, make sure that any attachments you have stored with those contacts are acceptable for others to view (i.e. like a resume) as all contact information and attachments will be viewable by those you share contacts with Outlook 2010 Basic Version

10 Contact Categories Assigning Categories to Contacts Contacts can be assigned to Categories so that you can then search by a Category or organize by Category. 1. Double click on your contact to open it 2. On the Contact tab, in the Tags group, click the Categorize button 3. Click All Categories 4. Check the box next to the Orange Category and click Rename 5. Change the name of the category to Business 6. Click to check the box next to the new category then click OK 7. Click Save &Close Tip: You can assign multiple categories to a single contact. For example, you may very well have a contact who falls into a Personal category as well as a Past Client category. Viewing Contacts by Category You can organize your contact view so that all contacts are viewed by Category. 1. On the Home tab, in the Current View group, click by Category item in the gallery 2. Right-click on your coworker s contact and select Categories from the short cut menu 3. Select the category of Business 4. View how the coworker s contact has now been moved in the View pane to be listed under the Business category Flag a Contact for Follow Up You can flag a contact for follow up the same way you would flag an From the Contacts list in any view, click the contact 2. On the Home tab, in the Tags group, click the Follow Up button 3. Select Next Week 4. Notice that the contact you just flagged now appears on your To-Do Bar 5. Double-click the contact name from the To-Do Bar to open the contact record 6. Click Save & Close 29 Outlook 2010 Basic Version

11 Review 1. Create a new contact and enter a Name, Title, Company, Address, and, Phone for the contact. (page 25) 2. Create another contact at this same company and enter a new Name, Title and for the contact. (page 26) 3. Attach a file to one of the new contacts. (page 28) 4. Send an to yourself by using your contact card, with the following text: Thank you for the first draft of the Newsletter. I will look it over today and send you any needed edits by tomorrow. (page 26) 5. Create a contact folder titled Personal. (page 27) 6. Move one of the contacts into the Personal contact folder from another contact folder. (page 27) 7. Create a copy of another contact into the Personal contact folder. (page 27) 8. Rename the Yellow Category: Friends. (page 29) 9. Assign one of the contacts to this new category. (page 29) 10. View the contacts by category. (page 29) 11. Flag the contact you created in Step 1 for Follow up Next Week. (page 29) 2010 Outlook 2010 Basic Version