Office 365 Employee San Jac Outlook 2010

Transcription

1 Office 365 Employee San Jac Outlook 2010 Interface Overview 1. Quick Access Toolbar contains shortcuts for the most commonly used tools. 2. File tab (Backstage View) contains tools to manage account and settings. 3. Ribbon contains groups of tools for use with Outlook 2010 such as New Message, Respond, Find, etc. 4. Messages move, flag, categorize, or delete messages within the message list. 5. Reading Pane displays the contents of the selected message. 6. Navigation Pane gives access to Inbox folders, sent and deleted items, and the ability to toggle to calendar and tasks. 7. To Do Bar summarizes upcoming tasks and appointments. Page 1

2 Mail Messages Create New Message 1. Click the New button in the New group of the Home tab on the Ribbon. 2. Address and type the message. To add an attachment, click Attach File on the Message tab. Please note: Total message size is limited to 25 MB including attachments. 3. Click Send when you are ready. Open or Save an Attachment 1. Select the with the attachment. 2. Double-click the attachment to open the file. 3. If you wish to save the file, right-click on the attachment s icon in the Reading Pane. 4. Select Save As and choose where to save the file. Preview an Attachment 1. Select the to open from your Inbox. 2. In the Reading pane, single-click the attachment, which will display the attachment in the Reading pane. If this does not work, right-click the attachment and click Preview. Page 2

3 Create and add a Signature 1. From the Home tab, click the New button. 2. On the Message tab, in the Include group, click the Signature button and select Signatures 3. In the Signature tab, click the New button and enter a signature name, such as My Signature. 4. In the Edit signature box, type the text you want to include in the signature. 5. When finished, click OK. 6. Repeat steps 3 and 4 to create additional signatures. You can also set default signatures for new messages, replies, or forwards. 7. When creating a new message or replying to an existing one, on the Message tab, click Signatures and select the signature you want. Page 3

4 Out of Office 1. In the File tab, click Automatic Replies. 2. Select Send automatic replies. 3. Select the Only send during this time range checkbox to schedule your out of office replies. If you do not specify a start and end time, auto-replies are sent until you Do not send automatic replies. 4. You can specify messages for Inside My Organization (San Jacinto College) and Outside My Organization. 5. Click OK when finished. Page 4

5 Calendar New Appointment 1. Go to your Calendar. 2. Click the New Appointment button in the New group on the Home tab. 3. Add the appointment details (time, location, etc.) 4. When finished, click Save & Close. New Meeting 1. On the Home tab, within the Calendar, click New Meeting or right-click a time block in your calendar grid, then click New Meeting Request. 2. Invite attendees using the To: field. 3. Click on the Scheduling Assistant button to view attendees availability. 4. Add the appointment details (time, locations, etc.) 5. When finished, click Send. Track Meeting Responses Meeting organizers can track accepted and declined responses. 1. Double-click on the Meeting/Appointment. 2. Click the Tracking button to view responses. Page 5

6 Manage Appointments Change drag the appointment to a new location on the calendar. Delete select the appointment on the calendar view and then press Delete. Edit double-click the appointment to open it. Amend the necessary changes needed and then click Send Update. Cancel double-click the appointment to open it. Click Cancel Meeting. Choose options for notifying attendees. Change Calendar Permissions 1. On the Home tab within the Share group, click Calendar Permissions. 2. To change the default view, select Default and then select the desired read level access. 3. To give others more detail or other permissions, click Add. 4. Select an individual from the Address book and click OK. You will be returned to the Permissions tab of your Calendar Properties and those individual(s) you just added will be selected. 5. Select the desired permissions and click OK. Page 6

7 Contacts Create a New Contact 1. Click on the People icon in the Navigation bar. 2. On the Home tab, within the New group, click New Contact. 4. On the Contact Group tab, in the Members group, click Add Members and then select From Outlook Contacts, From Address Book, or New Contact. 5. Find the individual you would like to add. 3. Enter your contacts details. 4. When finished, click Save & Close. Edit Contact 1. Double-click the contact name of the contact you wish to make changes to. 2. Edit and make changes. 3. When finished, click Save & Close. Contact Groups 1. Click on the People icon in the Navigation bar. 2. On the Home tab, within the New group, click New Contact Group. 6. Follow steps 4-5 for each individual whom you want to add to the Contact Group. 7. When finished, click Save & Close. Additional Online Documentation: 365/training-resources/ 3. Type in a name for the Contact group in the Name box. Tech Support Contact Information: x6137 or techsupport@sjcd.edu Page 7