New Section. Delete Section Ignore. on. conversation. Deletee Deletes the folder. Respond Section Reply, message. Quick Steps Section.

Transcription

1 Outlook 2010 Mail Home Tab New Section Creating new mail messages, appointments, meetings, contacts, etc. Delete Section Ignore and Clean Up used when conversations are turned on. o Ignore allows you to automatically delete future s related to the conversation. o Clean Up removes redundant messages Junk Allows you to identify junk mail and block the sender. Deletee Deletes the from your inbox orr folder and moves it to the Deleted Items folder. Respond Section Reply, Reply All, Forward Meeting Replies to an message with a Meeting request More Allows you to forward the message ass an attachment or to forward it as a text message. Quick Steps Section Manage existing quick steps Createe new quick steps Move Section Allows you to move messages to folders. Can Copy messagess to another folder. This keeps a copy of the in the inbox and in the folder specified. Allows you to move a Conversation to a particular folder. Tags Section Unread/Read Marks messages as Read or Unread Allows you to add a Category to a message.

2 o To customize your categories, click on the down arrow and select All Categories. o Using categories will allow you to quickly sort and search. Follow Up Adds a flag to your message and adds it to your Tasks/To Do List. o Using a flag will allow you to assign a due date to the . o It adds the to your Task/To Do list o You can set a reminder for the . o Can mark complete when finished. Find Section Search for Contacts Quickly bring up the Address Book Quick Filter Options to help find or organize your

3 Send / Receive Tab Send & Receive Section This section is used by people who work offline and then need to send their s through synchronization. Download Section Show Progress shows the progress of send/receive Cancel All cancels the pending send/receivee

4 Folder Tab New Section New Folder Can create a new folder. You will be prompted to select a location for the new folder. New Search Folders These folders willl search your mailbox and display messages matching whatever criteria you select. Many of the options are predefined but you can customize as needed. Actions Section You will need to have a folder selected for many of these options to be displayed. Rename folder This option will allow you to renamee the selected folder. Copy folder This option allows you to copy the folder to a new location. Move folder You may move the selected folder to a new location. Delete folder Deletes the selected folder. It will alsoo delete all the items in the folder. Clean Up Section Mark All As Read This icon will mark all messages in the selected folder as Read. Run Rules Now This option will run all your rules against the messages in the your mailbox. Clean Up Folder Removes redundant conversation messages from the selected folder. Delete All Deletes all items in the selected folder. Recover Deleted Items Recovers deleted items from the selected folder. This only works if the deleted items were deleted within 14 days. Favorites Section Show in Favorites The selected folder will be addedd to your Favorites. Your Favorites are shown in the top part of the left pane. Properties Section

5 Auto Archive Settings This option allows you to configure the Auto Archive settings. You will only use this if you plan to Archive your . Folder Permissions You can configure permissions for your folders. If you have given others permissions to your , you may want to restrict what they can do with your folders. Folder Properties This shows you all the settings for the selected folder.

6 View Tab Current View Section Change View Click the icon to modify how the messages are displayed in your viewing pane. View Settings You can change the columns that youu see, how messages are grouped, the order they are sorted and other options. Reset View This will reset your view to the default options. Conversations Section Show as Conversations Check or uncheck this box to use Conversations Conversation Settings You can configure how you want to organize your Conversations. Arrangement Section This section allows you to change the order of the displayed messages. You can sort by Date, Sender, Category, Flag, and many more. Click the down arrow to see all the options. Reverse Sort allows you to change orderr of the displayed items. Add Columns You can add or remove columns in your view. You can also change the order of the columns. Expand/Collap pse This allows you to expand or collapse groups showing in your view. Layout Section Navigation Pane Click the down arrow to see the options. o You can minimize or turn off your navigationn pane. o You can turn your Favorites on or off. o Options This allows you to add/remove the items shown in your navigation pane. You can also change the order in which they are displayed. Reading Pane These options allow you to change how you see your reading pane. You can also turn it off. To Do Bar This pane is located on the right side of your Outlook window. Click the down arrow to see the options.

7 People Pane Section People Pane This pane is used to configure Outlook to work with social networks. Window Section Reminders Window The reminders window will be displayed when you click on this icon. Open in New Window A new Outlook window will be displayed when you click on this icon. Close All Items This will close all your additional Outlook windows.

8 File Tab Save As This option will save the message thatt you have highlighted in your viewing pane. Save Attachments If the highlighted message has attachments, this option will be available. You will be prompted to choose a location to save the attachments. Info Section Account Settings o Account Settings - You can add other accounts that you have permissions to use. If you would like to use this option, contact Information Systemss for assistance. o Delegate Access You can give another userr permission to your . o Download Address Book You can download a copy of the Global Address Book. o Manage Mobile Notifications You can set your account to text your mobile phone when you receive new messages. o Prepare for Offline Use This option will allow you to use Outlook when you are not connected to the network. Note: This will download yourr s to your computer. Automatic Replies This option will set up the out off office rule. Cleanup Tools o Manage Cleanup This option will help you identify messages that you may want to delete. o Empty Deleted Items Folder This option empties your trash. o Archive This option moves old to an archive. Thiss requires some setup. Manage Rules and Alerts This option allows you to setup rules for your mailbox. Open Section Open Calendar This option will open saved calendar files Open Outlook Data File This option will open savedd Outlook mailbox files. Import This option allows you to import various types of files. Itt can be used for business cards or RSS Feeds.

9 Other User s Folders You can open a folder shared by another user. Print Section This is your print preview. Choose your printer from the drop down list. Use print options to change printer properties or to specify what you want to print. Options Section This section allows you to set the defaults for your Outlook mailbox. These options impact all sent and received messages. Holidays You can add the holidays to your calendar. Click Calendar Click Add Holidays button.

10 New Mail Message e Message Tab Clipboard Section Used to paste text or format text using the Format Painter. Basic Text Section All formatting tools are found in this section. Bullets and Numbering icons are found in this section. You can click the arrow in the lower right corner of the section forr all font options. Names Section Address Book This icon will bring up your address book. Check Names - When you type names in the TO: or CC: sections, Outlook will try to find a match. If a match is found, the name is underlined. If not, then you can type the name (or part of the name) and click Check Names. Outlook checks this against the global address list and underlines the name if it is a valid name. Include Section Attach File Use this icon to attach a file to a message. You will be prompted to browse and select the file. Attach Item You can attach a business card, calendar or another message. Signature You can add your signature to an orr you can create a signature block. You are allowed to have multiple signatures to choose from. Tags Section Follow Up You can flag this message with a follow up date. You can also add a reminder. High Importance This adds a red! to the . When the recipient receives the , it will be marked with the!.

11 Low Importance This adds a blue to the . When the recipient receives the , it will be marked with the. Zoom Section This icon allows you to zoom in on an message.

12 Insert Tab Include Section This section includes the same items as your Include Section on the Message tab. Tables Section You can insert a table or an Excel spreadsheet into thee body of your . Note when you insert an Excel spreadsheet, you will have the Excel toolbars available when working in the spreadsheet. When you click away from the spreadsheet, you will have the Outlook toolbars available. Illustrations Section This section allows you to add pictures, clip art, shapes, smart art, charts and screen shots into the body of your . Screen shots o The first option is to include a screen shot of any open window. o Screen Clipping You must have the window that you want to clip from open under your Outlook new mail message window. The windoww will become grayed out.. Using your mouse, select the part of the screen that you want to include in your . Links Section Hyperlink Add a hyperlink to a web page, picture, file, etc. to the body of your message. Bookmark Create a bookmark to a specific point of the message. Text Section Text Box Insert a text box to the body of the message.

13 Quick Parts You can create quick parts to save you typing or steps on inserting commonly used text or pictures. o Select the text/picture that you want to keep as a quick step. o Click on Quick Parts o Click Save to Quick Part Gallery o When you want to use the quick part again, you will see it as an option in your Quick Parts Autotext. Word Art This allows you to insert Word Art into the body of the message. Drop Cap You will need to select the text before the option will be available. Date and Time Inserts the date and time. You will be prompted to select the format. Object Allows you to insert an embedded object into the body of your message. Symbols Section Equation This allows you to insert an equation into the body of your message. When using equations, you will get an Equation design tab on the ribbon with many functions available. Symbol This will insert the selected symbol into the body of the message. Horizontal Line This option will insert a line into your .

14 Options Tab Themes Section Themes This provides a theme for colors, fonts and effects. Colors, Fonts, Effects, Page Color These options allow you to customize your message. Show Fields Section BCC Click this icon to seee the BCC field option. Permissions Section You can set permission on this message that will restrict the recipient from forwarding it. Note You need to install Information Rights Management to use this feature. Contact Information Systems if you are interested in using thiss feature. Tracking Section Use Voting Buttons This prompts the recipient to vote on the message. You can give them the options of Yes/No or Yes/No/Maybe. After the recipientt votes, you will receive an messagee with their vote. Request a Delivery Receipt If you check this option, you will receive an when you is delivered to the recipient s mailbox. Request a Read Receipt If you check this option, you will receivee an when the recipient reads your . Note: The recipient may choose not to send the read receipt. More Options Section Save Sent Item To You can choose to save your sent item to the default location (Sent Items) or you can choose a different folder. Delay Delivery You can set options to send the on a different day. Direct Replies To You can select different addresses to receive the replies.

15 Format Text Tab All sections on this tab should be familiar to you. They are the same formatting options you have available in Word and other Office products.

16 Review Tab Proofing Research Section This section contains Spell Check, Thesaurus and Word Count options. The icon will open a pane on the right side of the screen that allows you to search the internet. Language Section You can set the language for your and for proofing. You can also use the translationn button to change your text to a different language.

17 Sent Mail Message es Message Tab All of the above for sections on this tab are the same as the Outlook Home tab exceptt for the Editing section. Refer details. Editing Section Translate Allows you to translate the text to a different language. Find You can search within the . Related This feature will search for other messages in this conversation or from this sender. Select Allows you to select text or objects in the body of the message.

18 File Tab Info Section Set Permissions - You can set permissions for this sent . Move Item to a Different Folder You can move thiss sent messagee to a different folder. It also shows the current location of the message. Message Delivery Report This shows the date and time the message was delivered to the recipient. It does not show the time it was opened. When you use this option, you will be prompted to log in to the Outlook Web Application. Message Resend and Recalll You can recall this message if it hass not been read yet. You can also resend an updated message Properties Displays the size and options for this message. All other sections on the File tab are similar to the Outlook File tab. See above for details.

19 Calendar Home Tab New Section New Appointment This icon opens a new appointment. This is posted on your calendar. Options you can choose: o Show your time as Busy or Free. o Set a reminder. o Make this a recurring appointment. o Mark the appointment as Private. This blockss others from seeing the subject line. o Mark the appointment as an All Day Event. This makes the appointment show in the top part of your calendar. New Meeting This icon opens a new Meeting. Options you can choose: o Use the Scheduling Assistant to busy search the recipient ss calendar for available times. o Use the Rooms button to search for an available conference room. o Use the Cancel Invitation to cancel previously-scheduled meetings. o Set the response options. New Items Allows you to create other types of messages from the calendar view. Go To Section Today This icon will move you to today on the calendar. Next 7 Days This option will display the next 7 days in the calendar view. Arrange Section This section gives you several options for viewing your calendar. Manage Calendars Section

20 Open Calendar o This option allows you to open other Calendars. You must have permissions to open the calendar. o Create a new blank calendar. You can have multiple calendars. When other users busy search you, they only see the appointments on your primary calendar. Calendar Groups You can group multiple calendars together. Overlay Calendars When you display multiple calendars, you can overlay the calendars. Click on the arrow next to the calendar name and you will see the calendars overlap. Each calendar will be assigned a different color. Share Section Calendar This option allows you to your calendar. Share Calendar You can give permissions to other users to access your calendar. Publish Online You can publish your calendar to share it on the internet. Calendar Permissions This option allows you to see who has permissions to your calendar. Send / Receive Tab This tab has the same options as the Outlook Send/Receive tab. See above for details. Folder Tab This tab has the same options as the Calendar Home tab.

21 View Tab Current View Section Change View Allows you to change how you view your calendar. View Settings Allows you to change how you view your calendar using advanced settings. Reset View Resets your view to the default view. Arrangement Section In this section, you can change how your calendar is displayed. Time Scale This option will change the time increments shown in your calendar. Color Section This option changes the color of your background. Layout Section This section customizes what you see in your calendar view. People Pane Section This section is the same as the Outlook People Pane. See above for details. Window Section This section is the same as the Outlook Window Section. See above for details.

22 Calendar Tools Meeting Tab Attendees Section Add or Remove Attendees This option allows you to add or remove attendees for the selected meeting. Contact Attendees This option allows you to send ann to alll the attendees. Tracking This will display a list of all the attendees and it will indicate if they have accepted the meeting request.

23 Contacts Home Tab New Section This section allows you to create new contacts or new contact groups. Delete Section Use this icon to delete contacts. Communicate Section Createe an to the selected contact. Meeting Create a meeting with the selected contact.. More Allows you to schedule a task or call the selected contact. Current View Section This section allows you to change how you view yourr contacts. Actions Section Move You can move the selected contact to a different folder. Mail Merge You can create a form letter to send to a group of contacts. Share Section This section allows you to forward or share your contacts to others. Tags Section Categorize You can add a category to your contact. Follow up You can add a flag to a contact along with a reminder. Tasks

24 Home Tab New Section This section allows you to create a new task, orr other item. Delete Section Use this icon to delete tasks. Respond Section Some tasks are messages. This section allows you to respond to or forward the . Manage Task Section Mark Complete When a task is finished, you can mark it complete. You can either leave it in your task list or you can move it to a folder. Remove from List This will remove the task from the list. If it iss saved in a folder, you can still find it in that folder. Follow Up Section Use this flag to set the timeframe for the due date or follow up date. Current View Section This section allows you to choose how you see your tasks. You can display them in many different arrangements. Actions Section This section allows you to move your task or copy it to One Note. Tags Section

25 Categorize This option allows you to assign a category to the task. Private You can mark the task as Private. Priority You can mark the task with high or low priority.

26 Notes Home Tab New Section Allows you to createe notes or other new messages. Current View Section Allows you to change how you view your notes. Tags You can mark your notes with a category. Note: You can drag your notes to your desktop.