Page 1 Outlook 2010 One Wednesday, August 7, 9-11 am Agenda: Outlook Search Options Working with Attachments Creating a Signature Marking a Message as Read Flag an item for Follow-Up Reply, Reply All & Forward Messages Out of Office Assistant Creating/Renaming a Folder Cleaning Your Mailbox with AutoArchive Managing Contacts Contact Group (Distribution Lists) Customize the Calendar s Appearance Exploring the To-Do Bar Printing in Outlook (Print dialog box, printing attachments)
Page 2 Outlook Search Options Instant Search helps you quickly find items in Microsoft Outlook. The Instant Search pane is always available in all of your Outlook folders, such as Mail, Calendar, Tasks, and Contacts. Find an Outlook item 1. In the Navigation Pane, click the folder that you want to search. 2. In the Instant Search box, type your search text. Items that contain the text that you typed appear with the search text highlighted. To narrow your search, type more characters. 3. To widen your search to include all folders, at the end of the search results, click Try searching again. NOTES To return the insertion point to the Instant Search box, press CTRL+E. When you are finished with the search, you can clear the search by clicking Close Search next to the Instant Search box. Attachments are searched, but search results from attachments are not highlighted. Add more search criteria You can narrow your search by adding criteria. When you click or type in the Instant Search box, the Search Tools tab is created. In the Refine group, a number of criteria options help to make the search more specific. NOTE Search fields that you add are specific to where you are within Outlook, such as Mail, Calendar, Contacts, Tasks, Notes, Folder List, or Journal. The search fields are also specific to the Outlook e-mail profile that you are currently using. The search fields persist after you exit and restart Outlook. The search query does not persist.
Page 3 Reuse a recent search Your 10 most recent searches are saved and can be reused. Click in the Instant Search box, and on the Search Tools tab, in the Options group, click Recent Searches, and then click the search word or phrase that you want to use again. Working with Attachments Drag and Drop files, email items, or pictures into your message or calendar Restrictions o The 10MB size limit for attachments are to prevent server and network bottlenecks o Attachment file types certain file types such as.exe and.zip are restricted to prevent malware or virus infections. Create and add an email message signature You can create personalized signatures for your email messages that include text, images, your electronic business card, a logo, or even an image of your handwritten signature. Your signature can automatically be added to outgoing messages, or you can manually add the signature to only the messages that you choose. Create a signature 1. Open a new message. On the Message tab, in the Include group, click Signature, and then click Signatures.
Page 4 2. On the E-mail Signature tab, click New. 3. Type a name for the signature, and then click OK. 4. In the Edit signature box, type the text that you want to include in the signature. 5. To format the text, select the text, and then use the style and formatting buttons to select the options that you want. 6. To add elements besides text, click where you want the element to appear, and then do any of the following: OPTIONS HOW TO To add an electronic business card Click Business Card, and then click a contact in the Filed As list. Then click OK To add a hyperlink Click Insert Hyperlink, type in the information or browse to a hyperlink, click to select it, and then click OK To add a picture Click Picture, browse to a picture, click to select it, and then click OK. Common image file formats for pictures include.bmp,.gif,.jpg, and.png. 7. To finish creating the signature, click OK. NOTE The signature that you just created or modified won't appear in the open message; it must be inserted into the message. Add a signature to messages Signatures can be added automatically to all outgoing messages, or you can choose which messages include a signature. NOTE Each message can contain only one signature. Insert a signature automatically 1. On the Message tab, in the Include group, click Signature, and then click Signatures.
Page 5 2. Under Choose default signature, in the E-mail account list, click an email account with which you want to associate the signature. 3. In the New messages list, select the signature that you want to include. 4. If you want a signature to be included when you reply to or forward messages, in the Replies/forwards list, select the signature. Otherwise, click (none). Insert a signature manually In a new message, on the Message tab, in the Include group, click Signature, and then click the signature that you want. TIP To remove a signature from an open message, select the signature in the message body, and then press DELETE. Marking a Message as Read/Unread Select message and right click; select either Read or Unread Flag an item for follow up
Page 6 Applying a flag to a message or a contact in Microsoft Outlook gives you a visual reminder to follow up on it in some way. You can use flags with default dates, such as Today, Tomorrow, and Next Week, or customize your flags with specific dates. Flags for messages appear in your e-mail views, and flags for contacts appear in Contact table views. With a Quick Click flag, you can also assign flags to items with a single click. A flagged item also appears in the To-Do Bar, the Daily Task List in Calendar, and in the Tasks view. How do the flag dates on the Follow Up menu work? The following table describes how the dates work for the flags on the Follow Up menu, which is in the Tags group. However, you can customize the dates and set reminders for any flag. FLAG START DATE DUE DATE REMINDER Today Current date Current date One hour before the end time of today's work day Tomorrow Current date plus one day Current date plus one day Start time of current day plus one work day This Week Current date plus two days, but no later than the last work day of this week Last work day of this week Start time of current day plus two work days Next Week First work day of next week Last work day of next week Start time of the first work day of next week No Date No date No date None Custom Current date is displayed; choose a custom date if desired Current date is displayed; choose a custom date if desired Current date is displayed; choose a custom date if desired Add a flag to a message Flags create a visible reminder that an action is due. When a message is flagged, a flag appears for that message in the message list. Flagged items also appear in the To-Do Bar, in the Daily Task List in Calendar, and in the To-Do List in the Tasks view. In addition to flags, you can include a reminder that alerts you at a pre-determined time. As you hover over flagged messages in the Task List, the details that are associated with the flag appear, such as the due date, the type of follow up that is needed, or a when a reminder will appear.
Page 7 Do one of the following: In an open message, on the Home tab, in the Tags group, click Follow Up, and then click a flag. In a message list, such as your Inbox, click to the right of the item to set your default flag. For more default date options, right-click on the flag and select from the drop down list. If you want more options for the due date, you can add a flag with a custom date. In an open message, on the Home tab, in the Tags group, click Follow Up, and then click Custom. In a message list, such as your Inbox, right-click, and then select Custom. In the Start Date and Due Date boxes, select the dates that you want. NOTE Flagging an item does not assign a reminder to the item. You can add a reminder by right-clicking the flagged item and selecting Add Reminder. Add a flag to a contact Flags can also be applied to contacts. A flag on a contact gives a visible reminder to take an action related to the contact, such as calling or contacting someone. Flagged contacts appear in the To-Do Bar, Daily Task List in Calendar, and in the Tasks view. Do one of the following: In an open contact, on the Contact tab, in the Tags group, click Follow Up, and then click a flag. In Contacts, click on the contact you want to flag. Then, on the Home tab, in the Tags group, click Follow Up, and then click a flag. Or simply right click on the contact and select the Follow Up item you want. Add a flag with a reminder If you want to be reminded to take action on a flagged item, you can add a reminder. For example, you can add a reminder for a message so that you remember to reply by a certain time, or you can add a reminder for a contact to remember to return a telephone call. 1. Do one of the following: In an open message, on the Home tab, in the Tags group, click Follow Up. In Contacts, click on the contact you want to flag. Then, on the Home tab, in the Tags group, click Follow Up. TIP You can also add a flag with a reminder to an item in a table view. In your Inbox or in a list of contacts, select an item, and then click Follow Up in the Tags group. 2. On the Follow Up menu, click Add Reminder. 3. In the Reminder list, click the arrow, and then select the date when you want to be reminded.
Page 8 4. Then, select the time of day to be reminded. TIP you can also select other information for the item in the Start date, Due date, and Flag to boxes. In the Flag to list, you can select other text, such as Review or Reply to all, to reinforce what the reminder is for. This text appears in the InfoBar in the message. You can also type your own text into the Flag to box. 5. To change the default reminder sound, click the speaker icon, and then browse to a sound file. If the Play this sound check box is cleared, select it. Add a flag for recipients If you want to encourage people to reply to a message or you want to request other actions from them, you can send them a flagged message. You can add text that is specific to your request. You can choose from several options in a list or type your own text. The default text is Follow Up. 1. In a new message, on the Message tab, in the Tags group, click Follow Up. 2. On the Follow Up menu, click Custom then click Flag for Recipients. 3. In the Flag to list, select an action, or type your own text. What you select or type here appears in the InfoBar in the message that the recipient receives. 4. If you do not want to send a reminder with the message, clear the Reminder box. 5. If you want to send a reminder with the message, in the Flag for Recipients section, select a date and time from the lists. If you do not want to send a reminder, clear the Reminder box. Reply, Reply All & Forward Messages How to use the Out of Office Assistant How to turn on Automatic Replies (Out of Office) or the Out of Office Assistant 1. Click the File tab, and then click the Info tab in the menu.
Page 9 2. Click Automatic Replies (Out of Office). 3. In the Automatic Replies dialog box, select the Send Automatic Replies check box. 4. If you want to specify a set time and date range, select the Only send during this time range check box. Then set the Start time, and then set the End time. 5. In the Inside my organization tab, type the message that you want to send within your organization, and in the Outside my organization tab, type the message that you want to send outside your organization. 6. Click OK. 7. If you selected the Only send during this time range option in step 4, the Automatic Replies (Out of Office) feature will continue to run until the date and time set for the End Time in step 5 is reached. Otherwise, the Automatic Replies (Out of Office) will continue to run until you repeat step 1 and select the Do not send automatic replies option. Create a New Folder in Outlook 2010
Page 10 By creating a folder for each group of mail, you can classify the mail data in a way you want. Outlook 2010 lets you easily create folders for redirecting specified type of mails to it. For creating a new folder, switch to Folder tab and click New Folder. This will bring up Create New Folder dialog, enter an appropriate name of the folder, and choose which sort of items Folder will contain from Folder contains options. Mail and Post Items is the default and the one most commonly used. Now select the location in which you need to create a new folder. Click OK. The folder is now created under the specified account folder.
Page 11 Now you can create a new rule for the folder to re-direct specific type of mail. Cleaning your Mailbox Automatically move or delete older items with AutoArchive Your Microsoft Outlook mailbox grows as you create and receive items. To manage the space in your mailbox or on the mail server you are using, you can move old items that are important, but rarely used, to an archive location. This storage process occurs automatically with AutoArchive, but you can customize most of the default settings. Review or change the default AutoArchive settings AutoArchive moves items from their original location in Outlook to an archive file folder when they expire, that is, when they pass their aging period. You can also set options for items to be deleted when they expire. Items are stored in their archived locations unless you change one or more AutoArchive settings, or choose to have the items automatically deleted when they expire. If the setting is to Delete expired items, those items are not archived but are deleted permanently. Items can be automatically deleted only before they are moved to their archive location. Items that are already archived can only be deleted manually. FOLDER AGING PERIOD Inbox and Drafts 6 months Sent Items and Deleted Items 2 months Outbox 3 months Calendar 6 months Tasks 6 months Notes 6 months Journal 6 months Contacts Do not expire
Page 12 ITEM TYPE WHEN THE AGING PERIOD STARTS E-mail message The received date/time or when you last changed and saved the message, whichever is later. Meeting, event, or appointment The date when you last changed and saved the item, whichever is later. Recurring items are not AutoArchived. Task The completion date or when you last changed and saved the task. Tasks that are not marked complete are not AutoArchived. Tasks assigned to other people are archived only if marked complete. Note When you last changed and saved the note. Journal entry The date the Journal entry was created or when you last changed and saved the entry. Contact Contacts are not archived by default. However, you can manually archive them. The first time that you run Outlook, AutoArchive is turned on by default and runs every 14 days. You can change how often AutoArchive runs, specify the Outlook data file (.pst) used to store archived items, and choose when items in your Outlook folders are subject to being archived. 1. Click the File tab. 2. Click Options. 3. Click Advanced. 4. Under AutoArchive, click AutoArchive Settings. 5. Select the Run AutoArchive every n days check box, and then specify how often to run AutoArchive. 6. Select any other options that you want. You can choose to have old items deleted automatically at AutoArchive. If you change the archive file listed under Move old items to, this new file will be used each time that AutoArchive runs. Set the default folder options first, and then customize individual folder settings. Otherwise, you may unintentionally change the default settings. Change the AutoArchive settings for an individual folder 1. In the folder list in the Navigation Pane, right-click the folder that you want to change, and then click Properties on the shortcut menu. On the AutoArchive tab, select the options that you want. Managing Contacts
Page 13 The Contacts folder in Outlook is where you can organize and save information about the people and organizations that you communicate with. Contacts can be as basic as a name and email address, or include additional detailed information such as street address, multiple phone numbers, a picture, birthdays, and any other information that relates to the contact. Create a contact 1. In Contacts, on the Home tab, in the New group, click New Contact. Keyboard shortcut To create a contact from any folder in Outlook, press CTRL+SHIFT+C. 2. Enter a name and any other information that you want to include for the contact. 3. Do one of the following: To finish entering contacts On the Contact tab, in the Actions group, click Save & Close. To save this contact and start another Click Save & New. To save and enter another contact from the same company or address Click the down arrow next to Save & New, and then click Contact from the Same Company. NOTES To enter multiple entries for a field, such as more than one phone number or email address, click the down arrow next to the field. To add a photo of your contact, click the photo icon, or on the Contact tab, in the Options group, click Picture, and then click Add Picture. Create a contact based on an existing contact When you want to create multiple contacts that share common information, such a company name and address, you can copy an existing contact, and then change the contact copy to include the unique information for the additional contact. 1. In Contacts, right-click the contact that you want to duplicate, and then click Copy. Keyboard shortcut To duplicate a contact, press CTRL+C to copy, and then press CTRL+V to create the duplicate contact. 2. Double-click the new contact to open it, and then edit the information.
Page 14 Create a contact based on the sender of an email message that you receive You can quickly create an Outlook contact for someone who has sent you an email message. 1. Open or preview the email message that contains the name that you want to add to your contact list. Right-click the name of the person that you want, then click Add to Contacts. Create a contact from an Electronic Business Card Other Outlook users might include an Electronic Business Card in an email message. When you save an Electronic Business Card, the information that is contained in the card is used to create an Outlook contact. 1. In an open message, right-click the Electronic Business Card or the attached.vcf file in the message header, and then click Add to Contacts. 2. Edit the information as needed. 3. On the Contact tab, in the Actions group, click Save & Close. If you already have a contact who has the same name, do one of the following: Click Add the new contact. This results in two contacts for the same name. Click Update the information. In the list of duplicate contacts, double-click the contact that you want to update with the Electronic Business Card information. Print Contacts In Contacts, you can print a single contact or pages of contacts displayed as cards or in phone lists. Several choices are available in the Print dialog box, and you can also customize those styles. Print one contact 1. In Contacts, in the Navigation Pane, click the contacts folder that contains the contact that you want to print. 2. Double-click the contact to open it. 3. Click the File tab. 4. Click Print.
Page 15 Print all your contacts 1. In Contacts, in the Navigation Pane, click the contacts folder that you want to print. 2. Click the File tab. 3. Click Print. Create and edit a Contact Group (formerly distribution lists) A Contact Group, known in previous Outlook versions as a distribution list, is a grouping of email addresses collected under one name. A message sent to a Contact Group goes to all recipients that are listed in the group. You can include Contact Groups in messages, task requests, meeting requests, and in other Contact Groups. There is no maximum number of names that you can include in a Contact Group. Create a Contact Group Create a Contact Group with new names or names in the Address Book 1. In Contacts, on the Home tab, in the New group, click New Contact Group. 2. In the Name box, type a name for the Contact Group. 3. On the Contact Group tab, in the Members group, click Add Members, and then click From Outlook Contacts, From Address Book or New Email Contact. 4. If you are adding a new email contact, enter the information for the person in the Add New Member dialog box.
Page 16 If you are adding a member from Outlook Contacts or an Address Book, do the following: 1. In the Address Book drop-down list, click the address book that contains the email addresses that you want to include in your Contact Group. 2. In the list of names, click the names that you want, and then click Members. You can add names from different address books to the same Contact Group. 5. Do this for each person whom you want to add to the Contact Group, and then click OK. The Contact Group is saved in your Contacts folder under the name that you give it. Create a Contact Group by copying names from an email message 1. In the message that you want to copy the names from, click the names in the To or Cc box. 2. Right-click your selection, and then click Copy. 3. In Mail, on the Home tab, in the New group, click New Items, then click More Items, and then click Contact Group. 4. In the Name box, type a name for the Contact Group. 5. On the Contact Group tab, in the Members group, click Add Members, and then click either From Outlook Contacts or From Address Book. 6. At the bottom of the Select Members dialog box, in the Members box, right-click, and then click Paste. NOTE A member doesn t have to be in your Address Book to be added to the Contact Group. The member's name and email address are included when you copy and paste from the original email message. Add a Contact Group received from someone When you receive a message that includes a Contact Group that you want to use, you can save it to your Contacts. 1. Open the message that contains the Contact Group. 2. In the To or Cc box, right-click the Contact Group, and then click Add to Outlook Contacts. Add or delete a name in a Contact Group 1. In Contacts, open the Contact Group. NOTE In list views, Contact Groups are marked with the Contact Group icon. 2. Do one or more of the following: Add an address from an address book or a contacts folder
Page 17 1. On the Contact Group tab, in the Members group, click Add Members, and then click From Outlook Contacts or From Address Book. 2. In the Address Book drop-down list, click the address book that contains the email addresses that you want in your Contact Group. 3. Browse for the name that you want, or type it in the Search box. 4. In the Name list, click the name, and then click Members. Do this for each person whom you want to add to the Contact Group, and then click OK. Add an address that is not in a contacts folder or an address book 1. On the Contact Group tab, in the Members group, click Add Members, and then click New E-mail Contact. 2. Type the information for the email address, and then click OK. Remove a name In the list of names, click the name that you want to remove, and then on the Contact Group tab, in the Members group, click Remove Member. Change the appearance of your calendar Change the time scale By default, the calendar grid shows a time interval of 30 minutes. You can increase or decrease this interval. In Calendar, on the View tab, in the Arrangement group, click Time Scale, and then click the grid interval that you want to show in the calendar. Change the displayed time range
Page 18 In Calendar, on the Home tab, in the Arrange group, click Day, Work Week, Month, or Schedule View. To change the amount of information that appears in the month view, click the bottom half of the Month button, and then click a detail level. Show Low Detail Only holidays appear on a blank calendar. Show Medium Detail Holidays and color bars appear that indicate days on which you have calendar items. Show High Detail Time and header information, including category colors for calendar items appear. Change the background color 1. On the View tab, in the Color group, click Color. 2. Click the color that you want. To change the default background color for all calendars: 1. Click the File tab. 2. Click Options. 3. Click Calendar. 4. Under Display Options, click Default calendar color, click the color that you want, and then select the Use this color on all calendars check box. Change the font 1. On the View tab, in the Current View group, click View Settings, and then click Other Settings. 2. Use the buttons to choose the fonts and sizes that you want to use. To change the font in the Date Navigator in the Navigation Pane, do the following: 1. Click the File tab. 2. Click Options. 3. Click Calendar.
Page 19 4. Under Display Options, under Date Navigator font, click Font, and then click the size and font that you want to use. Turn bold on or off for dates 1. In Calendar, on the View tab, in the Current View group, click View Settings, and then click Other Settings. 2. Under General settings, clear or select the check box for Bolded dates in Date Navigator represent days containing items. Set work week options 1. Click the File tab. 2. Click Options. 3. Click Calendar. 4. Under Work Time, do any of the following: To set your work days, select the check boxes next to the days of the week that you want. To set the first day of the week, in the First day of week box, click the day that you want. To set the first week of the year, in the First week of year box, click the option that you want. To set the beginning and end of your work day, enter times in the Start time box and the End time box. Change the size or contents of the To-Do Bar You can customize the To-Do Bar to occupy a larger or smaller part of your screen, or to change how much information appears. Change the size of the To-Do Bar Point to the edge of the To-Do Bar. When the pointer becomes a, drag to resize. To minimize the To-Do bar, on the View tab, in the Layout group, click To-Do Bar, and then click Minimized. To restore the To-Do Bar to the size it was when last turned off or minimized, on the View tab, in the Layout group, click To-Do Bar, and then click Normal. Change the information shown in the To-Do Bar
Page 20 The To-Do Bar consists of three parts the Date Navigator, the Appointments section, and the Task List. You can resize or hide each part. To hide any part of the To-Do Bar, do one of the following: In any Outlook folder, on the View tab, in the Layout group, click To-Do Bar and then click Date Navigator, Appointments, or Task List. A check mark indicates the part is turned on. Click to remove the check mark and hide the part, or click again to restore the check mark and turn the part back on. In any Outlook folder, on the View tab, in the Layout group, click To-Do Bar and then click Options. In the To-Do Bar Options dialog box, select the check box for each part that you want to show, or clear the check boxes for each part that you want to hide. The Date Navigator Multiple calendars can be arranged horizontally in one row by increasing the width of the To-Do Bar. To show more calendars arranged vertically, change the number of calendar rows that appear in the To-Do Bar. Do one of the following: Show more calendars arranged horizontally By default, one calendar is shown in the Date Navigator. You can change the number of calendars displayed by modifying the size of the To-Do Bar window: Point to the edge of the To-Do Bar. When the pointer changes to, drag left or right to increase or decrease the width of the To-Do Bar. When you release the mouse button, the number of calendars increases or decreases to fill the available space. Show more calendars arranged vertically By default, only one row of calendar months is shown in the Date Navigator. In the To-Do Bar Contents dialog box, you can specify the number of calendars shown vertically: 1. In any Outlook folder, on the View tab, in the Layout group, click To-Do Bar and then click Options. 2. Under Show Date Navigator, in the Number of month rows text box, type a number from 0 to 9. The more rows of months that appear in the Date Navigator increases the size of the Date Navigator area. Appointments To view more appointments in the Appointments section, hide or reduce the size of the other To-Do Bar parts. To change the number of appointments shown in the To-Do Bar, do the following:
Page 21 Point to the bar between the Appointments section and the Task List. When the pointer changes, drag up or down to increase or decrease the size of the Appointments section. When you release the mouse button, the number of appointments increases or decreases to fill the available space. To change the information that is shown in the Appointments section, do the following: 1. In any Outlook folder, on the View tab, in the Layout group, click To-Do Bar, and then click Options. 2. Under Show Appointments, select or clear the check boxes of the options that you want. Clear the Show Appointments check box to hide the Appointments section. The Task List To view more tasks in the Task List, turn off or reduce the size of the other To-Do Bar parts. To directly change the number of tasks shown, do the following: Point to the bar between the Appointments section and the Task List. When the pointer changes, drag up or down to increase or reduce the size of the Task List section. When you release the mouse button, the number of appointments increases or decreases to fill the available space. Print an e-mail message, contact, calendar item, or task You can print individual items, such as e-mail messages, contacts, or calendar items, or larger views, such as calendars, address books, or content lists of Mail folders. A printed email message contains the body of the message, together with a title and the header fields, such as the From, Sent, and Subject fields. There are some font and formatting options available for the title (generally your name or computer name at the top of the page) and header fields. You can print all pages of a particular message, or specify individual pages or sets to be printed. The procedure for printing is the same in Mail, Calendar, or any other folders in Microsoft Outlook all printing settings and functions are found in the Backstage view. Click the File tab to open the Backstage view. A print preview view is automatically provided to help you choose the settings and options that you want. 1. Click an item or folder in Outlook that you want to print. 2. Click the File tab. 3. Click Print. Do one of the following:
Page 22 Click Print. Select the styles and options that you want. Under Settings, click the style that you want. A preview is shown in the Preview Pane, unless you are printing multiple items. In this case, you are prompted to click Preview in the Preview Pane. When you are ready to print, click Print. To change the font, heading or other settings of the style that you want, under Printer, click Print Options, and then on the Print dialog box, under Print style, click Define Styles. In the Define Print Styles dialog box, click Edit or double click a style. In the Page Setup dialog box, you can update the font, heading or other settings. On the Print dialog box, click Print. If you want to specify individual pages or sets of pages to be printed, under Printer, click Print Options, and then on the Print dialog box, under Print range, click the options that you want. Click Print. Print an email attachment The recommended way to open and print an email attachment is to save the document to your documents folder or desktop. This provides your anti-virus program the opportunity to scan the attachment for any viruses. Proceed to open your document and print accordingly.