Status Bar: Right click on the Status Bar to add or remove features.

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1 Outlook 2010 Quick Start Guide Getting Started File Tab: Click to access actions like Print, Save As, etc. Also to set Outlook options. Ribbon: Logically organizes Command Buttons onto Tabs and Groups to facilitate finding commands. New In 2010, you can customize the ribbon. Quick Access Toolbar: Add your mostused tool buttons to this customizable toolbar and make it your own. Quick Steps: Executes several actions with one click. Quick Steps can be customized. Hide Ribbon Button: Click the Hide Ribbon button to make more room for the display area. Help Button: Use the Help button to search for answers to many questions. Navigation Pane: Provides quick navigation to the selected folder s contents. Folder Buttons: Used to select the folder to be displayed in the Navigation Pane. Folder Contents Pane: Displays the contents of the folder selected in the Navigation Pane. Hint: You can drag-anddrop s from here to a Navigation Pane folder. Preview Pane: Displays a preview of the item selected in the Folder Contents Pane. To-Do Bar: Displays Calendar, Events, and Tasks in a consolidated view. Mailbox Button: Displays amount of free space left in your Outlook Mailbox. Configure Buttons: Reposition and add or delete Folder buttons or customize the Navigation Pane options. Status Bar: Right click on the Status Bar to add or remove features. View Buttons: Switch between Normal and Reading views. Reading view minimizes the Ribbon and Navigation Pane. Zoom Controls: Use to zoom the view in or out. The Ribbon The Ribbon organizes the tools you need in a logical system of Tabs, Groups, and Tool Buttons. The features, tools, and commands are selected from the Ribbon and display when you need them. New with 2010: A Customizable Ribbon: You can now customize the Ribbon to meet your personal needs. Change existing tabs or create your own tabs and populate them with the groups and tools you want. Keyboard Shortcuts Description Shortcut Keys Description Shortcut Keys Mail Folder Ctrl + 1 Forward Ctrl + F Calendar Folder Ctrl + 2 Send Alt + S Contacts Folder Ctrl + 3 New Ctrl + Shift + M Tasks Folder Ctrl + 4 New Appointment Ctrl + Shift + A Move to Folder Ctrl + Shift + V New Contact Ctrl + Shift + C Reply Ctrl + R Inbox Ctrl + Shift + I Reply All Ctrl + Shift + R Outbox Ctrl + Shift + O

2 Making the Ribbon Your Own Increase your efficiency. Personalize the Ribbon with your most frequently used commands. Add your own tab, add your own groups to your tab, and add favorite command buttons to the groups. You can also export and import customizations to share with others. To customize the Ribbon: 1. Click the File tab. 2. Click Options. The Outlook Options dialog box opens. 3. Click Customize Ribbon. 4. The Customize Ribbon window opens. The left pane contains a list of commands you can add to a group. Click Add to add a selected button from the left list or Remove to remove the selected button from the right list. Click New Tab to add a tab. The word Custom appears after the tab name. The right pane contains a list of current tabs, groups, and commands you can change, move, or remove. Click New Group to add a group to a tab. The new group appears under the selected tab. 5. Click OK when finished to save your customization. Expand tabs and groups to view the commands they contain. Click the Arrows to reorder selected items. Click Rename to name a new or existing tab or group. Click Reset to return to the default Ribbon settings. Click Import/Export to share your ribbon with others. Your Quick Access Toolbar The Quick Access Toolbar is yours. By default it contains just three tool buttons; Save, Undo, and Redo. You can personalize it quickly and easily. To personalize the Quick Access Toolbar: 1. Click the File tab. 2. Click Options. The Outlook Options dialog box opens. 3. Click Quick Access Toolbar. 4. The Customize the Quick Access Toolbar window opens. The left pane contains a list of command buttons you can add to the toolbar. Click Add to add a selected button in the left list to the right list or Remove to remove the selected button from the right list. Click the List arrow to see more button choices. Click Modify to change the icon or name for a selected button. 5. Click OK when finished to save your customization. The right pane contains a list of current command buttons and their order on the toolbar. Click the Arrows to reorder selected items. Click Reset to return to the default Ribbon settings. Click Import/Export to share your ribbon with others. Hint: Many tool buttons, i.e. Save, Save As, Quick Print, etc., can be used in all MS Office applications. Increase efficiency by setting them up the same in each application. The Outlook Window s Status Bar At the bottom of Outlook s window is the Status Bar. Understanding the Status Bar, its features, and the options it provides will make you more productive and make Outlook easier to use. The Status Bar Displays the available of storage space in your virtual mailbox. Displays the number of items in the selected folder. Right click on the status bar to access the Customize Status Bar menu. Click a View button to switch from Normal to Page Layout or Page Break Preview views. Click the Zoom button to access the Zoom dialog box. Use the Zoom Slider to zoom in or out on the worksheet. Click the plus or minus buttons to zoom in or out in 10% increments.

3 Using the File Tab Clicking the File tab opens the Backstage view where frequently used functions personalization options are found. Saving and the Info Button Click Save As to save a selected . Click Info to: Modify Account Settings or add an account. Setup the Out of Office Assistant. Check your Mailbox size and do Cleanup. Create and manage Rules and Alerts. Click Save Attachments to save attachments to your computer. Thumbnail preview of the selected . The Outlook Options Menu Using Outlook Options you can set many preferences to configure Outlook the way you want it to work. You can set preferences for all the folders; Mail, Contacts, Calendar, and more. To use the Outlook Options menu: 1.From the ribbon, select the File tab. 2.In the Quick Launch bar on the left, select Options. This opens the Outlook Options window. 3.The window opens with the General button selected in the Quick Launch bar. Selecting an item s button opens a different Options Pane on the right. Options Pane. The Open Button The Open button provides options to: Just click the option you want. Open Calendar Files (.ics,.vcs) in Outlook. Open Outlook Data Files (.pst). Import/Export files, settings, and RSS Feeds into or from Outlook. Get Access to an Outlook folder of another person. The Print Button Preview and print Outlook items without leaving the File tab. Click the Print button to send the item to the selected printer. Settings will change based on the Outlook Folder selected. Here the Calendar folder was selected prior to clicking on the File tab and so Settings displays Calendar Styles. Select the Printer and set Printer Options. Print Preview of the item as it will appear when printed. Quick Launch bar. Following are some items to get you started: Mail Button Click the Signatures button to create signature blocks to use in s and set one of the signatures to be your default. Calendar Button Use the Calendar options section to set your default reminder time. Contacts Button Use the Names and filing section to set default Full Name and File as order. Tasks Button Use the Task options section to set Default reminder time, and to manage tasks you have assigned to others or that have been assigned to you. Advanced Button The Advanced button contains many beneficial options. For example: In the Outlook Panes section customize the Navigation, Reading, and To-Do Bar Panes. Click the AutoArchive Settings button in the AutoArchive section to turn on AutoArchive and change the way individual folders archive.

4 Working with Working with Folders Outlook Mail comes with some pre-programmed folders, for example, the Inbox, Drafts, Sent Items, and Deleted Items folders. Outlook existing folders Your Mailbox folder User created folders If you receive many s, your Inbox folder will quickly fill and become harder to manage. Organize your by creating new folders in existing folders, setting up a filing system for your . You can also create new folders within folders you created. To create a new folder: 1. Select the folder you want to create a new folder in by right clicking on it. 2. In the menu that opens, select New Folder. 3. This opens the Create New Folder window where you can: a. Enter the folder name. b. Change the content type. c. Change the folder into which the new folder will be created. d. Click on OK when finished. 4. Begin using the new folder. The Expand icon now displays to the left of the parent folder. Click it to expand or open the folder displaying its contents. The Expand button changes to the Collapse icon. Clicking it will collapse or close the folder. To Move or Copy an to a Folder: 1.In the Folder Contents Pane, Right Click on the to be moved and hold the mouse button down. 2.Drag the to the destination folder in the Navigation Pane. Tip: Hovering over a folder will open the folder to display its contents. 3.When the destination folder is highlighted, release the right mouse button. 4.From the small menu, select Move or Copy to move or copy the to the selected folder. Creating an 1. Select the Folder 2. On the Home tab - New group, select New Enter recipient addresses or click the To button to open the directory and use it to select recipients. Note: Recipients must be separated by a semi-colon. 4. If desired, enter recipients in the Cc (carbon copy) field. 5. Optional: Recipients can also be entered in the Bcc field (blind carbon copy - other recipients won t see people who are entered here). To turn it on select The Options tab and in the Show Fields group, click the Bcc button. 6. Enter a brief subject in the Subject field. 7. Enter the text for the message. 8. Click the Send button to send the . Attaching a File to an 1. Create the that will contain the attached file. 2. Click the Attach File button on the Message tab Include group. 3. Browse to and select the file to attach. 4. Click the Insert button. 5. Click the Send button when finished. Reply to, Reply All, or Forward an With Reply, you are replying to the sender of the . Reply All means your reply goes to the sender and all recipients. Forward means you re sending the on to another recipient(s). 1. Open the to be replied to or forwarded. 2. From the Message tab Respond group, select Reply, Reply All, or Forward. 3. A new opens with the original in the body. Enter the address(es) of the recipient(s). 4. Enter text in the body as needed. 5. Click Send. Hint: To receive a copy of the for your files, enter your address in the Bcc field. Previewing an Attachment You can preview many attachments in the Preview Pane without opening the or the attachment. 1. Click on the in the Folder Contents pane (a single click). 2. In the Preview Pane, SINGLE click (a double click will open the attachment) on the attachment s file name. If there is a preview reader for the attachment a preview of the attachment displays.

5 Overlaying Multiple Calendars Working with Calendars Using Outlook s Calendar, you can quickly and easily manage your calendar, meetings, appointments, and tasks. Select a Calendar View Add Color to visually display how your time is allocated. Display or hide the To-Do pane and Navigation pane. Change view of Task and Appointments. Compare your co-workers calendars with your own. Move or Copy an event by Right Clicking and dragging it to a free calendar space. Double click a free space to open a New Event file. Scheduling an Appointment 1. In the Calendar Folder s Navigation Pane, navigate to and click on the date of the appointment. 2. In the Folder Content pane, double click on the date. If in the Day view, double click on the blank, time field. A New Appointment file opens. 3. In Subject, enter the Appointment Name or Description. 4. Enter the Location of the appointment. 5. Enter the Start Time and date. 6. Enter the End Time and date. 7. If this is an all-day or several days event, check the All day event checkbox. This allows only setting the Start and End dates. 8. Optional: In the Options group you can set a reminder for the appointment. 9. Click the Save & Close button when finished. Creating an Additional Calendar You may want to have a separate calendar for personal events, a project, etc. To add more Calendars to your Calendar folder, do the following: 1. Open the Calendar folder to view the Calendar Navigation Pane. 2. Under My Calendars, right click on Calendar. 3. From the menu, select New Calendar. 4. The Create New Folder dialog box opens. Enter a Name for the calendar. 5. Click OK. Once you ve created multiple calendars, you can view them together side-by-side or overlay them so that events from both calendars are displayed on one. 1. In the Calendar Navigation Pane, check the calendars you want to display. 2. The selected calendars will display side-by-side in the Folder Contents pane. 3. Click the View in Overlay Mode button on the calendar(s) tab you want to overlay. 4. To return to the side-by-side view, click the Overlay Mode button again. Working with Tasks Tasks provides tools to manage your To-Do list, prioritize your projects, and set reminders for your important tasks. Click to create New Task Tasks are shown in the Folder Contents pane Tasks Folder Change how Tasks are displayed Preview pane displays detail of selected task. Creating a New Task 1. In the Navigation pane, select the Tasks folder. 2. Select New Task from the Home tab, New group. 3. This opens a new Tasks file labeled Untitled. 4. Enter the Subject or name of the Task. 5. Set the Start and Due dates. 6. Set a Reminder Date and Time if desired. 7. Choose other actions as needed, such as Recurrence or Categorize. 8. When finished, click Save & Close. Tip: Drag the Task into the calendar to schedule time for it.

6 Working with Contacts The Contacts folder provides tools to manage and organize information needed to maintain contact with professional and personal contacts. You can collect phone numbers, addresses, and much more. Create Contacts and Groups (Distribution Lists). Add New Contact folders under your Contacts folder. Double click on a contact to open the Contact File. Change how you View your contacts Use Search to find a contact or search for a contact by last initial. The Contact File 1. Open a New Contact File by clicking on Contacts folder button and on the Home tab, Items group, and then New Contact 2. In the Name section, enter contact name, job title, etc. 3. In the Internet section, enter addresses (up to 3) and Web Page address. 4. In the Phone section, enter Phone numbers (up to 4). 5. In the Addresses section, enter Addresses (up to 3). 6. A Business Card is created as contact information is entered. 7. Enter Notes as desired such as birthday, family information, etc. 8. Click Save & Close when finished. 9. Optional: Click on Business Card to customize the contact s business card (see next column). 10. Optional: Click Categorize to group Contacts by categories. Creating a Distribution List If you consistently send s to the same group of contacts, you don t need to manually enter each contact with every . Save time by putting them in a Distribution List. 1. On the Home tab, New group, click on New Contact Group. 2. Enter a Name for the Distribution List. 3. In the Members group, click Add Members. 4. When all contacts are added, click Save & Close. Working with Contact Business Cards Contact Business Cards are a way to organize and share contact information. When a contact is created, Outlook automatically creates a business card for the contact. Tip: Create a contact file for yourself, edit your Business Card, and then use it in place of a signature block. To Edit a Business Card 1. In the Contacts folder, find the contact and double click on the contact s name. This opens the contact s Contact File. 2. On the Contact File ribbon, select Business Card from the Options group. This opens the Edit Business Card window. The window is divided into 4 sections: A. Business Card: Previews changes as they are made. B. Fields: Select the fields to be displayed on card, order them, and insert Blank Lines for spacing. C. Card Design: Change the Image, Image Layout, Image Area (size), Image Alignment, and the card s Background color. D. Edit: Here you can edit the text of a field. Note: Text font can t be changed. 3. Click OK to save changes. Click Reset Card to revert back to the default card. To Send a Business Card Send a card to someone and you send them the contact s file. 1. Open a new and select the Insert tab, then Business Card from the Include group. 2. A list displays of recent contacts. If the contact you need is not listed, select Other Business Cards. 3. From the Insert Business Card dialog box, find and select your contact by clicking on their name then on OK. 4. The contact s business card is inserted into the The contact s file is inserted as an attachment. It will display as a.vcf file. To Save a Received Business Card 1. Open the message. 2. Right click on the attached Contact File (<contact name>.vcf). 3. On the right click menu, select Add to Contacts. 4. This opens the contact s Contact File. Edit or add to the contact data as needed. 5. Click Save & Close when finished. Tip: Quickly add a contact from a received . Open the , right click on the name or address, and from the menu, select Add to Contacts.

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