Organising your inbox

Transcription

1 Outlook 2010 Tips

2 Table of Contents Organising your inbox... 1 Categories... 1 Applying a Category to an Customising Categories... 1 Quick Steps... 2 Default Quick Steps... 2 To configure or change existing Quick Steps, do the following:... 3 Creating a Rule to organise messages... 4 Attach Items... 7 Attach a Calendar Range... 7 Attach a Contact... 7 Tracking, Delivery and Voting Options... 8 Deliver/Read Receipts Tracking... 8 Track all messages that you send... 8 Include voting buttons in a message... 9 Replying Using Voting Buttons... 9 Delayed Delivery Flagging a Message Flag an outgoing message Clearing a Flag Delete a name from the Auto-Complete list To remove all names from your Auto-Complete list, do the following: Turn on or off Auto-Complete List name suggestions

3 Organising your inbox Categories s, tasks, and appointments can call be categorised. Categorised items can be easily sorted or search using the category selected. Category options can be access via a right click on the category field or through the Categorise option in the Edit Menu. New Appoints can be categorise when created using the Categorise button Applying a Category to an Select the to be categorised. o If the category field is not listed in your current view o Click on the View tab o In the Arrangement Group click Add columns o From the window that displays choose Categories o Click Add Click OK Right Click on the Category field If the required category exists select it from the list Customising Categories Right click on the Category Field Click on the All Categories option in the drop down menu The Colour Categories window will open Rename a Category From the Colour Categories window select the category name to change Click on the Rename button Type the name required Click Ok Creating a new Category From the Colour Categories window click the new button Type a name for the Category Select a colour from the drop down list Click Ok Set Quick Click Category Sets a default category Right Click on the category field Select Set Quick Click Choose Category Click OK Single clicks on the Category field on an will now set the category to the Quick Click option. Outlook 2010 Tips 1

4 Quick Steps Quick Steps is a new feature in Microsoft Outlook 2010 that applies multiple actions at once to e- mail messages. This helps you to quickly manage your mailbox. For example, if you frequently move messages to a specific folder, you can use a Quick Step to move the message in one click. Or, if you forward messages to your manager or peers, a one-click Quick Step can simplify the task. The Quick Steps included with Outlook 2010 can be customized. You also can create your own to make a Quick Steps gallery of mail actions you take most often. Default Quick Steps You can customize any of the default Quick Steps. When you use some Quick Steps for the first time, you are prompted to configure them. For example, if you want a Quick Step to move messages to a certain folder, you must specify the folder before you can use the Quick Step. Default Quick Steps in Outlook 2010 include the following: Quick Step Move to: Action Moves the selected message to a mail folder you specify and marks the message as read. To Manager Team E- mail Done Reply & Delete Create New Forwards the message to your manager. If your organization uses Microsoft Exchange Server, your manager's name is detected in the Global Address List and inserted in the "To" box, or you can specify the recipient. Forwards the message to others in your team. If your organization uses Microsoft Exchange Server, your team members names are detected in the Global Address List and inserted in the "To" box. Moves the message to a specified mail folder, marks the message complete, and then marks it as read. Opens a reply to the selected message, and then deletes the original message. Create your own Quick Step to execute any sequence of commands, name it, and then apply an icon to help you identify it. Outlook 2010 Tips 2

5 To configure or change existing Quick Steps, do the following: 1. In Mail, on the Home tab, in the Quick Steps group, click the More arrow at the side of the Quick Steps box, and then click Manage Quick Steps. 2. In the Quick Step box, click the Quick Step that you want to change, and then click Edit. 3. If you want to change the icon for a Quick Step, click the icon next to the Name box, 1. select an icon from the window that displays 4. Under Actions, change or add the actions that you want this Quick Step to do. 5. If you want, in the Shortcut key box, click a keyboard shortcut you would like to assign to that Quick Step. 6. Click OK. Outlook 2010 Tips 3

6 Creating a Rule to organise messages Click the File tab. Ensure Info is highlighted Click Manage Rules & Alerts. The Rules and Alert dialog box will open On the Rules tab, click New Rule. Under Start from a blank rule, click either Check messages when they arrive Click Next. Outlook 2010 Tips 4

7 The condition for the rule now has to be defined, there are numerous options available o Common conditions: With specific words in subject this can be used to create a SPAM rule. SPAM messages within UCC normally have **SPAM?** in the message subject Sent to people or public group can be used to isolate as sender from the Outlook Address book including all exchange users For this example we will go with Sent to people or public group Check the box beside this option In the lower part of the window the rule is being built. Click on the blue link people or public group A Rule Address Window will open this is essentially the global address book. Use the search field to locate the All Exchange Users distribution list Select the address Click To-> Click OK The previous window will now be displayed Click Next We now have to decide what to do with the messages Select move it to a specified folder Click on the blue specified in the lower half of the Rules Windows like before Outlook 2010 Tips 5

8 Choose a folder window opens Select an existing folder or create a new one Click OK Click Next There are no exceptions Click Next again Name the rule Ensure turn on this rule is checked Click Finish All feature message sent to the All Exchange User list will now be sent to the folder you specified. Outlook 2010 Tips 6

9 Attach Items The Attach Items Button allows you to attach any object currently in your Outlook Account. For example you could attach a contact and it to a colleague, or perhaps a copy of a section of your calendar. Attach a Calendar Range Open a new message Click Attach Item From the menu the displayed select Calendar The Send Calendar via window opens Specify the range to send and click OK Continue with the as normal Attach a Contact Open a new Message Click Attach Item From the menu select Outlook Item In the Look in pane Select Contacts In the Items pane select the contact to send Select to send as an attachment or as text Click OK Continue with the as usual Outlook 2010 Tips 7

10 Tracking, Delivery and Voting Options You can add tracking to messages to follow action that results from an message. This includes the following: Delivery and read receipts - Get notifications when a message is delivered or read. Voting - Take a simple yes or no poll or add custom voting buttons. Results are tracked and counted. Deliver/Read Receipts Tracking A delivery receipt tells you that an message was delivered to the recipient's mailbox, but not whether the recipient has seen it or read it. A read receipt tells you that a message was opened. In both cases, you receive a message notification in your Inbox. In the open message, on the Options tab, in the Tracking group, select the Request a delivery receipt or the Request a read receipt check box. Note: The message recipient might decline to send a read receipt. In addition, the recipient's program might not support read receipts. Track all messages that you send 1. Click the File tab. 2. Click Options. 3. Click Mail. 4. Scroll down to Tracking, select the Delivery receipt confirming the message was delivered to the recipient's server or Read receipt confirming the recipient viewed the message check box. Note: In this Options window you can decide how to handle read requests that you receive. Always send a response Never send a response Ask me before sending - recommended Tip: As a best practice, consider tracking only single messages of importance instead of all messages. Recipients who occasionally receive a notification that a read receipt is requested on your message are more likely to send a read receipt than if they are prompted every time they receive a message from you. Outlook 2010 Tips 8

11 Include voting buttons in a message 1. Create a new message, or open a message that you want to reply to or forward. 2. On the Options tab, in the Tracking group, click Use Voting Buttons. 3. Click one of the following: Yes; No When you want only a definite yes or a no, this is the best choice. Yes; No; Maybe This voting option offers recipients a third option. Custom Click this command to create your own custom voting button names. For example, you can ask your colleagues to choose among restaurants for a lunch meeting. 1. When the Properties dialog box appears, under Voting and Tracking options, select the Use voting buttons check box. 2. Use the default button options, or delete the default options and then type the text that you want, and use semicolons to separate the button names. 3. Click Close when ready Replying Using Voting Buttons From time to time you may receive an E- Mail containing a voting option. Here is how you will recognise such as and how to respond. Open the received as normal If voting buttons have been used to the left of the Reply button you will see a button labelled Vote in the Respond group Clicking on this button will display a drop down list of the options available. Click on your answer Outlook 2010 Tips 9

12 A dialog box will display asking if you went to send your response now or if you want to edit it and then send. If you have a point to make or something to add choose the edit option. A new window will open allowing you to type a message back to the sender. o Click send when ready Respond now will automatically respond to the sender informing them of your chosen option. Delayed Delivery You can delay the delivery of an message or you can use rules to delay the delivery of all messages by having them held in the Outbox for a specified time after you click Send. 1. In the message, on the Options tab, in the More Options group, click Delay Delivery. 2. Properties window opens 3. Under Delivery options, select the Do not deliver before check box, and then click the delivery date and time that you want. After you click Send, the message remains in the Outbox folder until the delivery time. Outlook 2010 Tips 10

13 Flagging a Message You can flag a message to remind yourself to follow up on an issue, or you can flag an outgoing message with a request for someone. You can also set a reminder for the message. When the recipient receives a message with a flag, a comment on the purpose of the flag appears at the top of the message. If you set a reminder this date will also appear. Flag an outgoing message Compose the new message Click on the Flag Button in the Tag group on the Message Tab If you wish to remind yourself about this message click on the appropriate flag. The Custom option will allow you to put any date on the reminder Flag for Recipients attaches a reminder to the message that the recipient will receive at the specified date/time Clearing a Flag Within an open message, on the Message tab, in the Tag group, click on the Follow Up button In the menu that displays click Clear Flag or Mark Complete This will remove the flag and any reminder associated with it. OR From your inbox if a message is showing a flag icon, right click on the flag Click on Clear Flag from the menu that displays. Outlook 2010 Tips 11

14 Delete a name from the Auto-Complete list The Auto-Complete List is a feature which displays suggestions for names and addresses as you begin to type them in the To, Cc, and Bcc boxes. These suggestions are possible matches from a list of names and addresses from the messages that you have sent. There might be entries that you want to remove, such as entries that are no longer current or accurate. To remove unwanted names, do the following: 1. Select the unwanted name or address by using the UP ARROW or DOWN ARROW key. 2. Click or press DELETE. To remove all names from your Auto-Complete list, do the following: 1. Click the File tab. 2. Click Options. 3. Click Mail. 4. Under Send messages, click Empty Auto-Complete List. Turn on or off Auto-Complete List name suggestions. By default, this feature is turned on in Outlook. To turn on or off Auto-Complete List name suggestions, do the following: 1. Click the File tab. 2. Click Options. 3. Click Mail. 4. Under Send messages, select or clear the Use Auto-Complete List to suggest names when typing in the To, Cc and Bcc lines check box. Outlook 2010 Tips 12