Outlook 2010 Level 2

Outlook 2010 Level 2

Table of Contents MS Outlook 2010 Level 2... 1 Personalize Your E-mail... 1 Setting the Default Font for E-mails... 1 Selecting a Default Stationary... 3 Selecting a Default Theme... 4 Creating Signatures... 5 Creating and Editing Business Cards... 6 Create an Electronic Business Card... 6 Edit the Electronic Business Card.... 7 Add the Business Card to an E-mail... 9 AutoArchive Basics... 12 How to turn on AutoArchive... 12 Find / Change AutoArchive Default Settings... 13 The AutoArchive Dialog Box Explained:... 14 Changing AutoArchive Settings for Individual Folders... 16 Explanation of (Folder Name) Properties Dialog Box:... 17 Setting Calendar Options... 19 Set Workdays and Times... 19 Setting Permissions... 20 Changing the time format... 22 Setting E-mail Options... 23 Message Handling Options... 24 Message Arrival Options... 24 Save Messages Options... 26 Tracking Options... 27 Automatic Replies (Out of Office)... 28 Working With Contacts... 30 Using Categories... 30 Create or Edit Categories:... 30 Assigning a Contact to a Category... 33 Create Contact Group (Distribution List)... 34 Appendix A... 36 MS Outlook 2010: Level 2 Page i

Changing the Way Outlook Displays Time... 36 Windows 7: Changing Time Format... 36 Outlook 2010: Level 2 Page ii

MS Outlook 2010 Level 2 This course is designed for the Outlook 2010 user who has been using Outlook as a communication tool and has a good understanding of Outlook basics. In this course you will learn: how personalize your e-mail advanced AutoArchive features setting calendar and e-mail options working with your contact address list. Personalize Your E-mail Using the tools found in Outlook 2010 you can enhance the look and feel of your e-mail messages. Choose your favorite font, stationary, or theme or a combination of all three to make your messages stand out. You can also create a distinctive Signature block or a Business Card for your messages. Setting the Default Font for E-mails By default, Outlook 2010 uses Calibri as the e-mail font. To change the default font to your favorite, do the following: From the Outlook Ribbon click the File tab. Then select Options at the bottom of the list. MS Outlook 2010: Level 2 Page 1

The Outlook Options window opens. 1. Select the Mail button. 2. Select the Stationary and Fonts button. The Signature and Stationary dialog box opens. 1. Select the Personal Stationary tab. 2. From the New mail messages section, click the Font button. Note: To change the default Font for replys and forwards, click the Font button in the Replying and forwarding messages section. The Font dialog box opens. Along with choosing a Font, Font Style, Size, Color, and Effects can also be set. Changes can be previewed in the Preview pane as you make them. When finished, click OK 3 times to save your changes. Outlook 2010: Level 2 Page 2

Selecting a Default Stationary Outlook stationary is a collection of pre-made stationary templates that you can quickly apply to all outgoing e-mail. They provide background colors and/or illustrations for a new message. Unlike Themes, they don t change your font styles and settings. Note: Custom stationary cannot be created in Outlook. To choose a stationary: Open the Signatures and Stationary dialog box as described above. 1. Select the Personal Stationary tab. 2. Click on the Theme button. This opens the Theme or Stationary dialog box. 1. Stationary are identified by the word Stationary in parenthesis after the stationary name. 2. Select a stationary. 3. Preview it in the pane on the left. 4. Click OK to save your selection Outlook 2010: Level 2 Page 3

Selecting a Default Theme Themes go beyond Stationary by setting more than just the new message background. They also set The Font, including size, color, effects, etc. They also set Heading styles, types of symbols used for Bullets, Line styles and colors, etc. When you chose a theme a sample of the Theme elements is displayed on the right. To set a Theme for all new messages do this: Open the Signatures and Stationary dialog box as described above. 1. Select the Personal Stationary tab. 2. Click on the Theme button. This opens the Theme or Stationary dialog box. Themes are identified by their name only. Select a Theme on the left and its style elements will be previewed on the right. Click OK to save your selection Outlook 2010: Level 2 Page 4

Creating Signatures A Signature is a standard closing at the end of an e-mail message. You can create as many signatures as you need. You can also configure Outlook to automatically add a signature to outgoing messages, or you can manually add a signature whenever it's needed. To Create a Signature, do the following: Open the Stationary and Signatures dialog box as described in Setting the Default Font for E-mails section. 1. Select the E-mail Signature tab. 2. Click the New button. The New Signature dialog box opens. 3. Enter a name for the signature. 4. Click OK to save. The new signature name will appear in the Select signature to edit list. 5. The Signature can now be created in the Edit signature area using the available font and formatting tools. 6. Click Save to save the signature and keep working. 7. Click OK to save the signature and exit the dialog box. Hint: Create the signature first in Word and then copy and paste it into here. Outlook 2010: Level 2 Page 5

Creating and Editing Business Cards Outlook 2010 automatically creates an Electronic Business Card for each contact created in your contacts folder. An Electronic Business Card is another view of a contact that captures specific information from the contact and allows you to share that information with other people in a highly recognizable form. To create a new card or make changes to an existing card, follow the steps below: Note: To create and edit your own business card you must be entered as a contact in your Contacts folder Create an Electronic Business Card Open a new Contact window by selecting the Contacts button and then clicking the New button This opens the Contact window. 1. Enter the contact information. 2. As the information is entered a business card is created for the Contact. Note: All business cards look the same initially. Outlook 2010: Level 2 Page 6

Edit the Electronic Business Card. You may want to make your business card unique. To edit a card, including your own, do the following: Select the contact whose business card is to be edited from your Contact list. Open the Contact s file by double clicking on their name or Right clicking on their name and selecting Open. On the Contact s file, select the Contact tab and in the Options group click on the Business Card button. This opens the Edit Business Card dialog box. Using this dialog box any contact s card, including your own, can be edited. To learn how, see the next page. Outlook 2010: Level 2 Page 7

Edit Business Card Dialog Box Business Card Preview Card Design Area Text Editing Area Fields Area The Edit Business Card dialog box is divided into 4 areas: Business Card Preview As edit changes are made to the card they are instantly displayed here. Fields Area The fields from the Contact file are listed here along with blank lines. Fields can be added using the Add button. Fields can be removed by selecting the field and clicking the Remove button. Fields can also be moved up or down. Select the field to be moved and use the Arrow buttons. Move Blank Lines between fields to create spacing. Text Editing Area Provides formatting controls for lines of text in the Fields list. Select a line and then use the controls to change the Font Size, Color, etc. The text can also be edited. A label, such as Business Address, can be added to a line. Click on the line and use the Label control to enter the label and set its position and color. Outlook 2010: Level 2 Page 8

Card Design Area The 5 controls in this area allow adding and manipulating an image and changing background color. The controls are explained below: Layout: Click the drop down arrow to change where the image will be located on the card, make it a background image, or to remove it entirely. Image: Image Area Image Align Background Click the Change button to navigate to an image you want on the card. Use the up and down arrow buttons to change the size of the image. Click the drop down arrow to select a location for the image on the card. Clicking this button opens a color palette. Use the palette to select a background color for the card. When you finish, click OK. Note: If you click the Reset button the card goes back to its default design. Add the Business Card to an E-mail Business Cards can be added manually or automatically to e-mails. Instructions for both follow. To manually add business cards to an e-mail do the following: Open a new e-mail message. 1. From the Message tab, Insert group, click the Attach Item button. 2. From the drop down, hover the mouse pointer over Business Card. 3. From the menu, select a business card or click on Other Business Cards Outlook 2010: Level 2 Page 9

This opens the Insert Business Card dialog box. Select a contact to add their business card to the message and click OK. Note: Hold down the Ctrl key to select more than one contact. To automatically add your business card to every new e-mail message do this: From the Outlook Menu Bar 1. click Tools 2. select Options 3. In Options, click the Mail Format tab 4. Click the Signatures button. This opens the Signatures and Stationary dialog box. 1. Click on New. 2. Enter the name of the new signature, such as MyBusinessCard. 3. Click OK Outlook 2010: Level 2 Page 10

Your new signature, MyBusinessCard is added to the list of signatures. 1. Make sure it s selected. 2. From the Edit signature area, click the Business Card button. This opens the Insert Business Card dialog box. 1. Find your business card in the list. 2. Click OK. You card will appear in the Edit Signature display area. To set it as the default signature for all new e-mail messages: 1. In the Choose default signature area select Microsoft Exchange. 2. In the New messages drop down menu select the name of your business card. 3. Click OK Note: You can also add the business card to replies and forwards by adding it to the Replies/forwards field. Outlook 2010: Level 2 Page 11

AutoArchive Basics AutoArchive helps manage your mailbox space on the Exchange Server by automatically moving items to an archive location, usually the computer s hard drive. AutoArchive performs one or both of the following actions for items in a folder, depending on the AutoArchive settings. Outlook moves the items from your Mailbox on the Server to an archive file. Outlook permanently deletes the expired items. Expired items or those that have reached a set number of days or months old. This section discusses the following AutoArchive features: How to turn on AutoArchive. Find / Change AutoArchive settings. o The AutoArchive dialog box explained. Changing the Auto Archive settings for individual folders. o The Folder Properties dialog box explained. How to turn on AutoArchive In Outlook 2010, AutoArchive is turned off by default. To turn on AutoArchive do the following: To turn on AutoArchive, 1. click on the File tab 2. then click on the Options button When the Outlook Options window opens, 1. select the Advanced button, 2. then click the AutoArchive Settings button in the AutoArchive section. Outlook 2010: Level 2 Page 12

The AutoArchive dialog box. You ll notice everything is grayed out. To turn on AutoArchive, 1. Check the box next to Run AutoArchive every. This turns AutoArchive on. 2. The options and features of the dialog box are now active. These are the default AutoArchive settings and can be changed. Find / Change AutoArchive Default Settings To access the Default AutoArchive Settings do the following: To find / change the Default AutoArchive Settings: 1. click on the File tab 2. then click on the Options button When the Outlook Options window opens, 1. select the Advanced button, 2. then click the AutoArchive Settings button in the AutoArchive section. This opens the AutoArchive dialog box. It contains the default AutoArchive settings for all folders. See the next page for an explanation of the AutoArchive settings and to how to change them. Outlook 2010: Level 2 Page 13

The AutoArchive Dialog Box Explained: Use the AutoArchive dialog box to change overall default settings. These settings are applied when AutoArchive is turned on. 1 2 Run AutoArchive every: Choose how often AutoArchive runs. Hint: Archiving many items at the same time might slow down the computer's performance. Choose a period of time that shortens the AutoArchive process. Consider how many e-mails typically are received during a given time and adjust the timeframe accordingly. Prompt before AutoArchive runs: Choose this option for Outlook to display a reminder message before AutoArchive runs. When the message pops up at an inconvenient time, click No to cancel that AutoArchive session. Delete expired items (e-mail folders only): This option is not selected by default. If chosen, e-mail messages are deleted when their aging period has expired. The default period for Inbox and Draft folder items is six months and three months for the Sent Items folder. These periods can be changed using the Clean out items older than option (#5). 3 Archive or delete old items: Choose this option if Outlook is to archive items or delete them when they expire. Choose additional settings to apply to both archiving and deletion. 4 5 Show archive folder in folder list: Select this to have the Archive folder listed with other folders in Outlook s Navigation Pane. In the main Archive folder, subfolders can be opened and archived items viewed. This provides verification that the correct items were archived, and needed items can be dragged back to a working folder. Clean out items older than: Choose which items are archived by how old they are in a certain number of days, weeks, or months. Periods of one day up to 60 months can be configured. "Clean" means to archive or store items. It does not mean "deleted" unless that setting has been selected elsewhere. Outlook 2010: Level 2 Page 14

6 7 8 Move old items to: Archived e-mails are stored by default in the archive.pst file. The default location for this file is different for computers running Windows XP and Windows 7 operating systems. Another destination for the archive.pst file can be set by browsing to and setting a different location. E-mails are moved to this location once they reach the set parameters. Default Destinations: Microsoft Windows XP: C:\Documents and Settings\(Your Username)\Local Settings\Application Data\Microsoft\Outlook\Archive.pst Windows 7: C:\Users\(YourUserName)\AppData\Local\Microsoft\Outlook\Archive.pst Permanently delete items: This option immediately deletes the expired items instead of moving them to the default location, such as the archive location or the Deleted Items folder. Caution: Only use this if no e-mails are to be stored anywhere. Apply these settings to all folders now: This option immediately runs AutoArchive on all folders using the default settings. Note: To specify different settings for any folder, see the Changing AutoArchive Settings for Individual Folders. Changes made to specific folders apply only to those folders. 9 When finished, click OK to save your settings and close the AutoArchive dialog box. Outlook 2010: Level 2 Page 15

Changing AutoArchive Settings for Individual Folders AutoArchive settings can be set for individual folders, including Inbox, Sent Items, Deleted Items, and user created folders. This allows the contents of individual folders: to not be archived. to be archived using the default settings. to be archived differently than default: o to be archived when reaching a certain age. o to be archived to different locations. o to be permanently deleted. NOTE: The Contacts folder can t be archived. To change an individual folder s AutoArchive settings, do the following: 1. Right click on the folder whose archive settings are to be changed. 2. From the drop-down menu select Properties. This opens the (folder name) Properties dialog box. Select the AutoArchive tab. Make the changes to the AutoArchive settings. Click OK to save the AutoArchive settings for this folder. For an explanation of the AutoArchive tab and changing the settings for the selected folder, see the next page. Outlook 2010: Level 2 Page 16

Explanation of (Folder Name) Properties Dialog Box: 1 2 Do not archive items in this folder - Selecting this button turns off AutoArchive for this folder. Archive items in this folder using the default settings: - This sets this folder to archive at default settings. 3 Default Archive Settings button - Click this button to access the AutoArchive dialog box and view or change the default settings. (See The AutoArchive dialog box explained: section). 4 5 Archive this folder using these settings: Choose this option to set this folder to archive differently from the default settings. Clean out items older than Use this option to change how old (when they expire) items are to be when archived. Set the Number and then choose Days, Weeks, or Months. Periods of one day up to 60 months can be configured. "Clean" means to archive or store items. It does not mean "deleted" unless that setting has been selected elsewhere. Outlook 2010: Level 2 Page 17

6 7 8 9 10 Move old items to default archive folder: Select this option to move items to the default AutoArchive location. This location is found in the AutoArchive dialog box and can be changed. (See Find/Change AutoArchive Default Settings section). Move old items to: Select this option if the contents of this folder are to be archived at location different than the default location. Location Field and Browse button: Use this field or button to set the Location where items from this folder are to be archived. Enter the location in the field or use the Browse button to navigate to the location. Items from the folder are moved to this location once they reach the set period of time for maturity. Permanently delete old items: This option immediately deletes the expired items in the folder instead of moving them to an archive folder. Caution: Only use this option if folder contents are not to be archived. Click the OK button to save your settings for this folder and close the dialog box. Click Apply to save changes and keep the dialog box open. Outlook 2010: Level 2 Page 18

Setting Calendar Options The Calendar Options dialog box provides tools to set your calendar to: set your work week and times. set how your calendared events are seen by others using permissions. Changing the time format will also be discussed. Set Workdays and Times To set workdays and times do the following: Open the Calendar Options window. 1. Select the File tab on the Ribbon. 2. Select Options. This opens the Outlook Options page. 3. Click on the Calendar button. The Calendar Options page opens. In the Calendar Work time section: 1. Set Work Start time and End Time. 2. Set Work week using the appropriate day check boxes. 3. Set First day of week and First day of year. Outlook 2010: Level 2 Page 19

Setting Permissions At SLCC we are using the Microsoft Exchange Server system. This allows Outlook to share information between users. Calendar Permissions option gives you the ability to choose who can see your calendar and what they are able to see. By default, all users on the SLCC Server Exchange System can see one another s Free/Busy time. For example, if someone is setting up a meeting and inviting you they are able to see date and times when you have an event scheduled but no details. You can give other users permission to see those details on your calendar and even make changes. To set Calendar Permissions, do the following: Open the Outlook Option page and select the Calendar button as described above. In the Calendar options section, click on the Free/busy Options button. This opens the Calendar Properties dialog box with the Permissions tab selected. Using this dialog box you can Add or Remove people who have permission to see your calendar. See the next page for instructions on how to use this dialog box. By default there should be three Names and their Permissions level displayed; Default, Anonymous, and <your name. Default This is the SLCCI Domain (faculty and staff). Everyone on the domain can see your Free/Busy periods on your calendar. They are unable to see any details. This Permission Level is called Free/Busy time. Anonymous This is anyone else that has access to your calendar. They don t have permission to view your calendar. The Permission Level is None. <Your Name> This is your name and it gives you the Permission Level of Owner meaning you have all permissions on the calendar. Outlook 2010: Level 2 Page 20

The Calendar Properties dialog box 1. Add button 2. Remove button 3. Properties button 4. Permissions Section Opens the Global Address List. You can select the people you want to give special calendar access permission. Select a name in the Permissions list and click this button to remove the name. Select a name and then click this button to view its properties. This section allows you to change the permission options for the Permission Levels Outlook 2010: Level 2 Page 21

5. Permission Level Field 6. Read options 7. Other Free/Busy button 8. Write options 9. Delete Items options 10. Other options Select a name from and then click in the field to choose a Permission Level from the list. These Permissions Levels have pre-set Read, Write, Delete Items and Other options. If necessary, use the Read, Write, Delete Items, and Other sections to change the options for the selected Permission Level. Choosing one of four Read options for the selected Permission Level, determines the level of detail the selected person able to read in a calendar event. Opens the Free/Busy Options dialog box. Use this to set: Number of calendar months to display to others. How often (in minutes) your calendar information is updated on the server. Choose one or more of the four Write options to give the selected person permission to write to and edit your calendar. Use these three Delete Items options to give the selected person no delete permission, ability to delete events they entered on your calendar, or full delete permission. Use the Other options to set who is a Folder owner, Folder contact, and if the Folder is visible to them. 11. Click OK to save your changes. Changing the time format The Calendar uses the time format that is selected for your computer. To change the Calendar s time format you must change the time format on your computer. Go to Appendix A of this manual for instructions. Outlook 2010: Level 2 Page 22

Setting E-mail Options Creating an e-mail message is the most frequent task performed in Outlook. This task also offers the most options and configurations of any Outlook feature. This section will discuss some of the option categories without going into depth on each option within a category. Also, some of the options have been discussed previously and links will be provided to those discussions. To access the E-mail Options do the following: Open the Mail Options settings page. 1. Select the File tab from the Ribbon. 2. Select Options. 3. Click on the Mail button. This opens the Outlook Options page to the Mail Options settings. Outlook 2010: Level 2 Page 23

Message Handling Options The Message Handling options include the following: Message Arrival provides you with options that let you adjust how you are notified of the arrival of a new message. Save Options provides save options for unsent and sent messages. Tracking Options provide you with receipt messages when a sent message is received by the recipient, when it is read (opened) by the recipient, and how you respond to requests for read receipts. Message Arrival Options As described above, access the Mail options on the Outlook Options page. Message Arrival Options Set how you are notified when a new email message arrives. Each option is explained below: Play a sound Briefly change the mouse pointer Checking this option causes asound to pal;y on the computer s speakers when a new e-mail arrives. This sound can be changed by opening the Control Panel > Hardware and Sound > Sound > Change System Sounds. When checked your mouse pointer will briefly change to reflect reciept of a new email message. Outlook 2010: Level 2 Page 24

Show an envelope icon in the taskbar When checked an envelope icon will display in the Windows Taskbar when a new email is received. Display a Desktop alert This option displays a semi-transparent alert window when receiving a new email. Click on the Desktop Alert setting button to: 1. Adjust how long the alert is displayed. 2. Set the transparency of the alert. 3. Click preview to see an example of the alert and click on the alert to move it where you want it to appear. Outlook 2010: Level 2 Page 25

Save Messages Options Save messages provides options for how messages are saved before and after sending. These options include: Automatically save items that have not been sent and where they are saved Where replies are saved Save forwarded messages. Save copies of sent items Use Unicode format Automatically Save items that have not been sent after this many minutes. Save to this folder: Use the counter to set saving from 1 to 99 minutes. Setting the counter to 0 turns off the save option. Use the Save to this folder list to choose where draft messages are stored when saved. When replying to a message that is not in the Inbox, save the reply in the same folder. Save forwarded messages Save copies of messages in the Sent Items folder. Use Unicode format If left unchecked, the reply will be saved in the Sent Items folder. When checked, messages you forward will be saved in the Sent Items folder. This is checked by default. A copy of all messages you send are saved in the Sent Items folder Beginning with Office 2003, Microsoft changed the formatting for messages from Ansi to Unicode. It is recommended that the Unicode formatting be used. Outlook 2010: Level 2 Page 26

Tracking Options Tracking Options provides confirmations to be sent back to you when: An email message is received by the recipient s server. The recipient has read (opened) the email message. How your Outlook application handles requests for read receipts How meeting requests are handled. For all Messages sent, request: Delivery receipt confirming the message was delivered to the recipient s e-mail server Selecting this option here will cause all your outgoing email messages to request a delivery receipt from the server. This is not seen by the recipient. Read receipt confirming the recipient viewed the message. Selecting this option will cause all your outgoing email messages to request a read receipt which, depending on how a recipient has their options set, will make them respond to a Request for read receipt alert message. Note: This can be irritating if they receive many emails from someone requesting read receipts for every email. Instead, it is recommended to request read receipts on individual, highly important emails. Note: When the recipient opens an e-mail requiring a Read Receipt, they must respond to a message. If they respond Yes, you will receive a message that your e-mail was read and when. Your message was read on Tuesday, May 11, 2010 10:35:56 AM (GMT-07:00) Mountain Time (US & Canada). Outlook 2010: Level 2 Page 27

Automatic Replies (Out of Office) In previous versions of Outlook, the Automatic Replies feature was called Out of Office Assistant. When turned on, Automatic Replies automatically sends an email reply to people who email you when you re not in the office, on vacation, etc. You can set it to reply only to people within your organization or people outside your organization or both. To set up Automatic Replies: 1. Select the File tab 2. Click on Info. 3. Then click on the Automatic Replies button. This opens the Automatic Replies dialog box. 1. By the default, the Automatic Replies feature is turned off. Select the Send automatic replies option button to turn it on. Outlook 2010: Level 2 Page 28

2. To specify a time period for automatic replies to be sent, check Only send during this time range:. Then set the Start time: and End time: to the dates and times for auto-replies to be sent. 3. Under Auto-reply once for each sender with the following messages: there are two tabs. On the Inside My Organization tab, enter the message to go out to SLCC co-workers who send you an e-mail during the specified time. 4. If you want auto-replies sent to people outside SLCC, click on the Outside My Organization tab. 1. Check Auto-reply to people outside my organization to turn this feature on. Select My Contacts only button to send auto-replies only to senders who are in your Outlook Contacts folder. 2. Note: This is the recommended setting. Select Anyone outside my organization to send auto replies to every sender you receive an e-mail from. 3. Enter the message to be sent to senders from outside SLCC. 4. Click the OK button to exit the Out of Office dialog box and save your changes. Outlook 2010: Level 2 Page 29

Working With Contacts Using Categories Categories provide the capability to easily group associated items in Outlook. Outlook comes with a default set of categories but you can create your own. Categories are also assigned a color, providing a visual reference to what group an item belongs. Assigning a category to contacts allows you to quickly track and organize them. You can also assign more than one category to a contact. Create or Edit Categories: Open the Contacts folder and: On the Home tab (1), Tags group, click on Categorize (2). This opens the Categories List. To Create a new category or Edit an existing category, select All Categories (3). This opens the Color Categories dialog box. See next page Outlook 2010: Level 2 Page 30

The Color Categories dialog box allows you to create new categories, edit existing categories, and delete categories. To Create a New Category: 1. Click the New button. 2. In the Add New Category dialog box, enter the Name of the New Category. 3. Specify a Color for the new category. 4. Select a Shortcut Key if desired. 5. Click OK. Your new category is added to the list. Outlook 2010: Level 2 Page 31

To Edit or Delete a Category 1. Select the category to Edit or Delete. 2. Click the Rename button to edit the category name. 3. Use the Color: drop down to select a different color for the category. 4. Click the Delete button to delete the category. 5. Click OK to save your changes. Note: There is no recovery for a deleted category. Outlook 2010: Level 2 Page 32

Assigning a Contact to a Category Now that you have your categories set up, you can assign your contacts a category. As you add new contacts, they also can be assigned to a category. A contact can also be assigned multiple categories. To Assign a Contact to a Category: Open the Contacts folder. Select a Contact to categorize by double clicking on their name. This opens their Contact file. On the Ribbon 1. select the Contact tab, Options group then 2. click the Categorize button. This opens the Category List. 3. Select the desired Category by clicking on its name. 4. The Category will appear as a colored bar, with the category name in it, at the top of the Contact form. 5. Click Save & Close from the Contact tab, Action group. Outlook 2010: Level 2 Page 33

Create Contact Group (Distribution List) A contact group provides an easy way to send e-mail messages to a group of people. A message sent to a contact group goes to all recipients listed in the contact group. You can include contact groups in messages, task requests, meeting requests, and even in other contact groups. Note: You can create a contact group in the SLCC Global Address List. However, this can take some time as it has to go through an approval process. You may consider adding those SLCC contacts for the contact group to your personal contacts folder. Then assign them to a specific category and creating your own contact group. To Create a Contact Group: With the Contacts folder open: 1. Click on the New Contact Group button on the Home tab, New group. The Untitled Contact group window opens. 2. In the Name field enter the name for the list. The name will appear in the dialog box title. 3. Click on the Members button on the Contact Group tab s Members group. 4. From the drop down list, select the location of the contacts you are using to create the group. Note: Outlook Contacts will open your Outlook contacts. Address Book will open the SLCC Global Address directory. New E-mail Contact allows you to create a new contact to add to the group. Outlook 2010: Level 2 Page 34

5. When you have selected all the contacts for the group: 6. In the Contact group window, click on Save & Close. Your new contact group is saved in your Contacts folder. Note: Contact groups can be assigned to a Category. Outlook 2010: Level 2 Page 35

Appendix A Changing the Way Outlook Displays Time Outlook uses the Time format (display) set on the Windows Operating System. If you want to change the time format, for example from a 12 hour clock (1:00 PM) to a 24 clock (13:00), you must change the time format on your computer s operating system. Appendix A explains changing the time format on your computer which also changes the time format in Outlook. Instructions are for the Windows 7 Operating System. Windows 7: Changing Time Format To change the computer s time format: 1. Click the Start button. 2. Select Control Panel from the list on the left. In the Control Panel click on Clock, Language, and Region. In the Region and Language section, click on Change the date, time, or number format. Outlook 2010: Level 2 Page 36

This opens the Region and Language dialog box. 1. Select the Formats tab. In the Date and time formats section, you can: 2. choose formatting for both Short date and Long date, 3. choose formatting for both Short time and Long time 4. As you select a date or time format, you can see an example of it in the Examples section. 5. Click OK when finished to save the time formatting and exit. Your date and time formats in Outlook should now reflect thee changes. Outlook 2010: Level 2 Page 37