OUTLOOK HOW DO I? Click on a Link to take you to that Section OUTLOOK - GENERAL... 2 GENERAL How Do I Navigate the 2010 Outlook Screen?... 2 GENERAL: How Do I Change the Reading Pane View?... 7 GENERAL: How do I Change the To-Do-Bar View?... 8 OUTLOOK - EMAIL... 9 EMAIL: How do I Send an Email?... 9 EMAIL: How Do I use the Auto-Complete and the Global Address List?... 10 EMAIL: How Do I Search the Address Book by Last Name?... 11 EMAIL: How Do I Organize Emails with Folders?... 12 EMAIL: How Do I Share a Folder?... 13 EMAIL: How Do I Open a Folder that has been Shared?... 17 EMAIL: How Do I Create a Signature?... 18 EMAIL: How Do I Insert a Signature?... 19 EMAIL: How Do I Create a Rule?... 19 OUTLOOK - CALENDAR... 24 CALENDAR: How Do I Access the Outlook Calendar?... 24 CALENDAR: How Do I Add an Appointment to the Calendar?... 24 CALENDAR: How Do I Add a Meeting Request?... 26 CALENDAR: How do I Share my Calendar?... 28 CALENDAR: How do I Share a Resource's Calendar?... 29 CALENDAR: How do I Open a Resource's Shared Calendar?... 30 OUTLOOK - CONTACTS... 31 CONTACTS: How Do Import GroupWise Frequent Contacts into Outlook?... 31 Page 1 of 31
OUTLOOK - GENERAL GENERAL How Do I Navigate the 2010 Outlook Screen? Quick Access Toolbar: This toolbar gives access to common commands, no matter which tab you re using on the Ribbon. By default, it shows the Check Inbox and Undo commands. Add or remove command icons by clicking on the down-arrow and selecting or de-selecting desired itmes. Page 2 of 31
Ribbon: The Ribbon contains all the commands you will need to perform common actions in Outlook. It has multiple tabs, each with several groups of commands. The commands on the Ribbon will change depending on which view you select in Outlook. To Minimize and Maximize the Ribbon: The Ribbon is designed to respond to your current task, but you can choose to minimize the Ribbon if you find that it takes up too much screen space. Click the arrow in the upper-right corner of the Ribbon to minimize the ribbon. To maximize the Ribbon, click the arrow again. Page 3 of 31
Navigation Pane: Every View uses the Navigation Pane to Display Navigational Options. View Tabs: Move between different views including Mail, Calendar, Contacts, Tasks and Notes. Mail view is the default. View Pane: The CONTENT for the selected View. Page 4 of 31
View Options: Allows you to switch between Normal View and Reading View. Reading View will minimize the Navigation Pane, the Ribbon and the To-Do Bar. To-Do Bar: A summary of your daily calendar appointments and tasks will appear. Page 5 of 31
File Tab: BackStage View: The Backstage view gives various options for managing accounts, saving and printing items (like an email message or calendar) and more. The Options in the Backstage view will change depending on which view you have selected Page 6 of 31
GENERAL: How Do I Change the Navigation Pane View? Navigation Pane: The Navigation Pane is comprised of four main items: Mail: Contains mail related folders like inbox and sent items folder. Use the Favorites section at the top of the pane for easy access to frequently used folders Calendar: View and schedule appointment, events and meetings, and compare calendars side by side. Tasks: Organize to-do lists, track task progress and delegate tasks. Contacts: Store addresses, phone numbers, and e-mail addresses. The default view of the Navigation pane is set to Normal (located on left side of screen). You also have the option to minimize or turn off the Navigation Pane. Click the View Tab. Click Navigation Pane in the lay out section of the Ribbon. Click Normal, Minimized or Off. From this drop-down you can also choose whether you want the favorites folders to show. GENERAL: How Do I Change the Reading Pane View? The default location of the Reading Pane is to the Left of the screen. You can change the view of your Reading Pane on the screen, moving it to the right or bottom of the screen. You can also turn it on and off. Click the View Tab. Click Reading Pane in the Layout section of the Ribbon. Click Right, Bottom or Off. Page 7 of 31
GENERAL: How do I Change the To-Do-Bar View? The To-Do Bar provides a Date Navigator, Appointments and Task List. You can select which features of the To-Do Bar are visible and choose between Normal and Minimized views. You can also turn the To-Do Bar off. Click View Tab. Click To-Do Bar in the Layout section of the Ribbon. Click Normal, Minimized or Off. Click Date Navigator, Appointments or Task List to toggle their visibility. Page 8 of 31
OUTLOOK - EMAIL EMAIL: How do I Send an Email? Click the Home Tab if necessary. Click New E-mail in the New section of the Ribbon. The new e-mail window will open. Type the address of the recipient in the To... field. Type an address in the Cc field if you wish to send a copy of the message to a third party. Type a subject matter in the Subject field. Type your message in the large text box. Click Send. Page 9 of 31
EMAIL: How Do I use the Auto-Complete and the Global Address List? Auto-Complete: Outlook has an auto-complete feature that attempts to predict what e-mail address you re typing based on the addresses you ve e-mailed in the past. Auto-complete appears as soon as you start typing an address in the To field. The e-mail displayed will be Outlook s best guess at what address you are typing. It will refine as you input more characters. Hit enter on your keyboard when the correct address is displayed and auto-complete will fill in the remaining characters. Global Address List: The Global Address List is a contact list of all LCPS employees. It can help you find contact information and e-mail addresses, and can be accessed from the new e-mail window. Type an identifying piece of information, such as a last name, into the To field. You do not need to enter a full name, for example entering Jorg will bring up Jorgensen and Jorgenson. On your keyboard, hold the Ctrl key down and hit the K key. The Check Names window will open. This window lists all matches from both your personal contacts and the Global Address List. Click the record for the person you want to message. Click OK. An e-mail address for the person you want to message will appear in the To field. Page 10 of 31
EMAIL: How Do I Search the Address Book by Last Name? Open the Address Book. In the upper-left corner of the Address Book window, change the selection to More columns. You can now search on Title, Last Name, and Department by typing your search term in the Search: field and hitting Enter or Go. You can also click on the Advanced Find link to search by Title, Last Name etc.. Page 11 of 31
EMAIL: How Do I Organize Emails with Folders? Folders provide a useful way to manage your messages. They appear in the navigation pane. You can create folders in any structure that suits your needs. Right click on the folder that will house your new folder. Click New Folder in the drop down menu. The Create New Folder window will open. Type the name of your new folder in the Name field. Click in the Select where to place this folder field if you wish to change where your folder will be located. Click OK. The new folder will appear in the location you indicated. You can drag and drop messages directly to this or any folder. Page 12 of 31
EMAIL: How Do I Share a Folder? In the list of mail folders on the left hand side Right click on your Mailbox and choose Folder Permissions Page 13 of 31
This will open the Mailbox properties window. Make sure you are on the Permissions tab and then click on Add... Page 14 of 31
Type the name of the person you want to share your Mailbox with in the Search box. Double-click on their name so it appears in the Add line and then click OK This should take you back to Mailbox window. Select the person you wish to give permission to from the list at the top. Where it says Permission Level - choose Reviewer from the drop-down box. Page 15 of 31
Click on Apply. You then need to repeat this process with the actual folder you wish to share. If the folder you wish to share is a sub folder of another folder - you will need to give your colleague permission access to every folder between the Mailbox and the folder they need access to. Page 16 of 31
EMAIL: How Do I Open a Folder that has been Shared? To open a shared folder: Click on the File tab and then click Account Settings and Account Settings from the list that appears. Select your Email Account by clicking and highlighting it and then click on Change. Click More Settings On the window that appears, click on the Advanced tab, under Mailboxes, click Add Type in the full name of the person's Mailbox you wish to open (not their username) and click Apply and then OK Click Next, and then click Finish and Close Scroll to the bottom of your Mail Folders list - you should see your Colleague's Mailbox The folder or folders they have given you permission to view should be under the heading Page 17 of 31
EMAIL: How Do I Create a Signature? Outlook 2010 allows you to create custom signatures for your messages. You may create multiple signatures to apply to messages as you see fit. Your first signature is automatically applied as your default signature and will appear on your outgoing messages. Click the Home Tab if necessary. Click New E-mail in the New section of the Ribbon. The new e-mail window will open. Click Signature in the New E-Mail menu. Click Signatures in the drop down menu. The Signatures and Stationary window will open. Click New to create a new signature. Type the name of your signature in the New Signature window that appears. Click OK. Type your desired signature in the text box below. Click Save to save your signature. Add additional signatures or Click OK to exit. Page 18 of 31
EMAIL: How Do I Insert a Signature? If you have created more than one signature, you can select which one you wish to use while composing a new message. Open the New E-Mail window. Click Signature in the New E-Mail ribbon. A list of the signatures you have created will appear in the drop down menu. Click on the signature you wish to use. The signature will appear in at the bottom of your message. EMAIL: How Do I Create a Rule? Click on Rules in the Ribbon. Click Manage Rules & Alerts in the drop down menu. Click New Rule. This opens the Rules Wizard window. Select the type of rule you wish to create in the Step 1: Select a template menu. Page 19 of 31
In this example, select Move messages from someone to a folder and Click Next. Click the check box next to the condition(s) you wish to trigger the rule. In this example, click from people or public group. Click the people or public group link in Step 2: Edit the rule description to open the Global Address List and select a person or group to whom the rule applies. Page 20 of 31
Click the specified link in Step 2: Edit the rule description to open a list of your folders. Select the folder to which you want to move incoming messages and click OK. Your selections will appear in the Step 2 window. Verify that they are correct and Click Next. Click what action you want Outlook to take with the messages. In this case, click move it to the specified folder and click Next. Page 21 of 31
Select any exceptions you wish to apply to the rule. In this example we are not adding any exceptions. Click Next. Page 22 of 31
Click Run this rule now on messages already in Inbox to have Outlook apply the filter to messages already in your inbox. Click Finish to complete the wizard and apply your new rule. Page 23 of 31
OUTLOOK - CALENDAR CALENDAR: How Do I Access the Outlook Calendar? Click on Calendar in the Navigation Pane. The calendar will appear in the Outlook Screen. CALENDAR: How Do I Add an Appointment to the Calendar? There are two ways to add an appointment to your calendar: Click New Appointment in the Ribbon. OR Double click an area on your calendar. The Appointment window will open. Type a subject for your appointment in the Subject field. Type a location for your appointment in the Location field. Set a start and end date and time for your appointment. Type a note for your appointment in the large text box. Click in the Reminder field in the ribbon to set a reminder for your appointment. Reminders can be scheduled for five minutes to two weeks before the appointment. Page 24 of 31
Click Save & Close in the ribbon. Your appointment will appear in your calendar. Page 25 of 31
CALENDAR: How Do I Add a Meeting Request? Meetings differ from appointments in that a meeting allows you to invite attendees and reserve rooms and resources. When you create a meeting request, invited users will receive an e-mail invitation to which they can respond. You will receive notification when users accept, decline or propose a new time for the meeting. There are two ways to access the New Meeting window. Invite users to the meeting by following the same steps as adding addresses to a mail message; autocomplete attempts to predict what e-mail address you re typing based on the addresses you ve e-mailed in the past, while The Global Address List provides a university-wide contact list of NU employees In the Mail view, Click on New Items in the Ribbon. Click Meeting in the drop down menu. OR In the Calendar view, Click New Meeting in the Ribbon. The New Meeting window will open. Type a subject for your meeting in the Subject field. Type a location for your meeting in the Location field. Page 26 of 31
Type a note about your meeting in the large text box. Click in the To text box and begin typing the name or address of an attendee. Auto-complete will suggest a recipient. Hit Enter on the keyboard to accept a suggestion. Type the name of an attendee in the To field. Hit Ctrl-K on your keyboard and select the attendee you want from the list that appears. Click OK. Selected attendees will appear in the To field. Select a date and time for the meeting. Click Send to send the invitation. Attendees receive an e-mail invitation to the meeting, and you will be notified if they accept or decline. Page 27 of 31
CALENDAR: How do I Share my Calendar? To share your calendar, or to share a custom calendar that you have created in Outlook 2010, go to the Calendar View. Then click on the checkbox beside the calendar you want to share. Then click on the Share Calendar button located on the Ribbon. A Sharing Invitation window will appear. In the To field, Address the email to the person that you want to share your calendar with. By default it will only grant that person Read-only rights. If you want to grant them rights to add, edit, and delete events on your calendar, check the box for Recipient can add, edit, and delete items in this calendar. Then click send. When the recipient receives the calendar sharing invitation, they only need to click on the Open this Calendar button in order to view that calendar and add it to their Shared Calendars view in Outlook 2010. Page 28 of 31
CALENDAR: How do I Share a Resource's Calendar? Click the "Calendar" View in Outlook. Click on the Open a Shared Calendar..." option. Enter the name of the resource (calendar) or select it from the Global Address List by clicking "Name..." and click OK. Check the checkbox next to the calendar as it appears under the "Other Calendars" section. Right-click on the calendar and select "Properties". Click on the "Permissions" tab. Click Add. Add the users and/or distribution lists for whom you'd like to grant access to the calendar. With the user or distribution list highlighted on the "Calendar Properties" window, grant the appropriate "Permission Level". Click OK. Page 29 of 31
CALENDAR: How do I Open a Resource's Shared Calendar? Login to Outlook as a user who was granted permissions to a calendar. Click the "Calendar" View in Outlook. Click on the "Open a Shared Calendar..." option. Enter the name of the resource (calendar) or select it from the Global Address List by clicking "Name..." and click OK. Check the checkbox next to the calendar as it appears under the "Other Calendars" section. Page 30 of 31
OUTLOOK - CONTACTS CONTACTS: How Do Import GroupWise Frequent Contacts into Outlook? Step 1: Export GroupWise Frequent Contacts Address Book and Save as CSV File. Open GroupWise Right click on the desired address book Select Export Change location of where to save file to Desktop In File name give it a name that you will recognize/remember.i.e, GW Frequent Contacts Address Book Change Save as type to Comma Separated (*.csv) Then click Save Step 2: Import the Saved CSV file into your Outlook Personal Address Book: Open Outlook 2010. Click the File menu. Click Open, and then click Import. The Import and Export Wizard opens. Click Import from another program or file, and then click Next. Click Personal Address Book, and then click Next. Click Browse, locate the Personal Address Book that you want to import, and then click OK. Click Next. Click Finish to import the Personal Address Book. Page 31 of 31