An An Introduction Introduction

to to Outlook 2010Outlook 2010From the Center for Professional Development and the Technology Resource

Center

Relevant SkillPort Courses:

• Getting Started with Outlook 2010• Managing Conversations and Organizing Email in Outlook 2010

• Managing Attachments, Graphics, Signatures and Auto Replies in Outlook 2010

• Using the Calendar for Appointments, Events, and Meetings in Outlook 2010

• Managing Meetings and Customizing the Calendar in Outlook 2010

• Working with Contacts in Outlook 2010• Using the Tasks, Notes and Journal Features in Outlook 2010

In SkillPort: Catalog > Course Curricula > English > Desktop Curricula > Microsoft Office 2010 > Microsoft Office 2010: Beginning Outlook 2010

The Interface The Interface ExplainedExplained

SkillPort course: Getting Started with Outlook 2010

NavigationThe Ribbon: Similar to other Microsoft Office products the Outlook email client has the ribbon navigation at the top of the interface. The tabs on the ribbon provide access to specific functions associated with each tab group.

Mail AreaBy default the mailbox opens in Mail mode.

Below and to the left of the ribbon is the Mailbox navigation pane. ‘Favorites’ provides quick filtering of mail items for inbox items, unread mail, sent mail and deleted items. Below ‘Favorites’ is the title to your personal mailbox and access to your mailbox folders and areas.

Mailbox navigation

pane

Mail AreaAt the very bottom of the pane is area access within the mailbox including Mail, Calendar, Contacts and Tasks. Clicking on each of these selections changes the ribbon and navigation pane to functions and tools associated with that area. This navigation is consistent throughout the mailbox areas.

Mail AreaIn the Mailbox to the right of the navigation pane is the inbound mail column. Here you will see incoming mail items categorized by your selection of filtering. The selection shown is Today and Older.

To the right of the inbound mail column is the mail reading pane. When you select a mail item you will view the item in this pane.

Inbound mailcolumn

Mail readingpane

Mail AreaTo the far right in the Mailbox is a small monthly calendar pane to review and look up dates.

Below it a task pane displays tasks on your calendar.

CalendarPane

TaskPane

Calendar AreaIn the calendar area the ribbon provides access to calendar functions like appointments, meetings, different views of the calendar and other calendar functions.

Calendar AreaThe calendar navigation pane provides access to a small monthly calendar to review and look up dates. Below the calendar is My Calendars which provides you access to all of the calendars you have created or that have been shared with you. Outlook allows you to create more than one calendar in your mailbox.

Calendar navigation

pane

Calendar AreaThe calendar reading pane provides views of your calendar that can be changed by making selections in the Arrange group of the ribbon.

Calendar readingpane

Contacts AreaIn the contacts area the ribbon provides access to contact functions like new contact, new contact group, and share contacts.

The contact navigation pane provides access to My Contacts. Click on contacts to view all contacts.

Contacts navigation

pane

Contacts AreaThe Contacts area, similar to the Mailbox area, has a small monthly calendar pane to review and look up dates and a task pane that displays tasks on your calendar.

CalendarPane

TaskPane

Task AreaIn the task area the ribbon provides access to create new tasks, to categorize tasks, to prioritize tasks, and more.

The Task navigation pane provides access to To-Do lists and Tasks. Click on either to view all items To-Do or to filter tasks.

Tasks navigation

pane

Task AreaIn the task area to the right of the navigation pane is the task list column categorized by Today and Later. Flags can be set to prioritize tasks in the list.

To the right of the task list column is the task reading pane. When you select a task you will view the item in this pane.

Task list column

Task reading pane

Task AreaTo the far right of the viewing pane is a small monthly calendar pane to review and look up dates and a task pane that displays tasks on your calendar.

CalendarPane

TaskPane

Basic Mail Basic Mail Area FeaturesArea Features

SkillPort course: Managing conversations and organizing email in Outlook 2010

Create a New E-mailTo create a new email select New E-mail from the New group on the Home tab.

Use the To: button to access the address book and select recipients.

Complete your subject and message then click Send to execute the email.

Inbound MailTo read an email, select it from the inbound mail column and it will open in the reading pane to the right.

Delete, Reply, Reply All and Forward email using the Delete and Respond groups.

Inbound mailcolumn

Readingpane

Viewing MailYou can change your view of the inbound mail column by using the View tab in the Mail area.

Inbound mail can be arranged by Date, From, To, Categories, or Flags.

Click the selection in the Arrangement group under the View tab to change to inbound mail column.

Inbound mail column

Viewing ConversationsYou can view mail by conversations. Use the View tab and check ‘Show as Conversations’ in the conversation group.

Use Conversation Settings to select how the conversation is displayed.

Creating Folders and Moving MailCreate a folder by right-clicking on the inbox and select New Folder.

You can move email into folders you have created for organization.

Select the email to move, from the inbound mail column, then select the Move button in the move group. Folders you have created with be listed alphabetically.

Color CategorizingYou can organize emails by designating a color category for emails of a specific subject or issue.

This provides a quick visual tool for filtering emails.

Categorizing by FlagsFlagging emails provides a way to create reminders for responding to emails and flagged emails appear in your daily to-do list at the right side of the mail interface.

To flag an email, right click on the flag in the inbound mail column and select when to respond. Select a reminder from the dropdown list to set a reminder. This can also be done by selecting the Follow Up button in the Tags group.

Inbound mail column

Attachments, Attachments, Signatures, Signatures, Auto Replies Auto Replies

and and Mail Delivery Mail Delivery

OptionsOptionsSkillPort course: Managing Attachments, Graphics, Signatures and

Auto Replies in Outlook 2010

Viewing AttachmentsAttachments are indicated by a paper-clip symbol in your inbound mail list.

Double -click on the attachment in the reading pane to open the attachment tools dialog box.

You can choose to Open, Print, Save As or Save All Attachments if there is more than one.

Sending AttachmentsUse the Insert tab in the New E-mail dialog box for attachments.

Use Attach File to browse to a file. Use Outlook Item to attach other emails in your mailbox. Use the Business Card selection to attach contacts information. Use Calendar to attach views of your calendar from one day to one month. Use Signature to select a different signature from the one set as the default.

E-mail dialog box

Your Email SignatureTo create your email signature, select New E-mail from the Home tab in the Mail area.

In the E-mail dialog box click Signature and select Signatures from the dropdown menu.

Outlook lets you create multiple signatures so that you can have a different signature for specific audiences.

E-mail dialog box

Your Email SignatureFrom the Signatures and Stationary dialog box select New. Give the signature a name. You may want different signature for your internal and external correspondence. Example: John Smith_internal and John Smith_external. Then use the edit signature textbox to create the text of the named signature.

Use the Choose default signature area to select your default signature.

Insert ImagesUse the Insert tab in the New E-mail dialog box for inserting images and hyperlinks.

Click on the Picture button in the Illustrations group to browse and insert an image.

Click on the Hyperlink button to insert a hyperlink into your email.

Delivery OptionsUse the Options tab in the New E-mail dialog box for delayed delivery and priority settings.

Select Delay Delivery from the More Options group. Use the Settings area to set priority: high, normal or low.

Use the Delivery Options area to set delayed delivery of emails.

Blind Copy (BCC)If you do not see the blind copy option on your email dialog box you can add it.

Select the Options tab on the new email dialog box and click the BCC button. This will add the blind copy field to the email.

Auto Replies versus RulesAuto replies are used to respond to incoming mail or appointments when you are out of the office or unavailable over time. When you will be out of the office an auto reply will be used to notify incoming mail clients.

Rules manage how incoming mail items are handled such as moving them to a folder.

Auto RepliesTo create an auto reply select the FILE tab (1). Select Info (2) and click on the Automatic Replies button (3). The auto replies dialog box will display. Select the Send Automatic Replies radio button.

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Auto RepliesYou can choose to check Only send during this time range to set a specific range for auto replies to take effect.

Auto replies allows you to tailor a different message to your internal and external audience.

Auto RepliesYou must select the Auto-reply checkbox on the Outside My Organization to send auto replies to external audiences. Select Anyone outside my organization. Click OK when complete. Note that the Out of Office will turn orange on the FILE tab and a Turn Off button appears to use to disable the auto-reply.

Auto RepliesA yellow banner will appear just below the ribbon indicating that Automatic Replies is active within the Outlook interface.

You can turn it off by clicking the Turn Off button on the banner.

RulesRules manage how incoming mail items are handled such as moving them to a folder.

There are two types of rules in Outlook. Server-side rules run all the time as they are on the cloud hosted server. Client-side rules only run when Outlook is open on your local Office computer desktop.

RulesTo create a simple rule to move incoming email to a specific folder, at the Create Rule dialog box check subject and enter the specific terms in the subject you are looking for.

Check Sent to me only. Check move item to folder and click Select Folder to browse and select the appropriate folder. Then click OK.

RulesFor creating more granular and advanced rules select Advanced Options.

Be aware that many advance rules are client-side only and will only run when your Outlook is open at your Office desktop.

RulesUsing advanced options you will be notified when you finish creating a rule that it is a client-side rule.

It is best to avoid creating client-side rules as they cannot be changed, or turned off with the Outlook Web version.

Calendars and Calendars and AppointmentsAppointments

SkillPort course: Using the Calendar for Appointments, Events, and Meetings in Outlook 2010

CalendarIn Outlook there are three types of calendar events. Appointments, Meetings and Events.

Appointments are activities that you schedule in your calendar that do not involve inviting other people or reserving resources. Type an appointment directly into the calendar date at the correct time or use New Appointment from Home tab in Calendar View.

AppointmentsIn the New Appointment dialog box, set the appointment to show as Free, Tentative, Busy, or Out of Office. Use Recurrence to setup as a recurring appointment. You can include a reminder time. Private can hide details of appointment no matter who has shared (proxy) access to view your calendar.

When complete click Save and Close.

EventsEvents are items that are all day and can be over several days.

Create an event two ways: click in the calendar header to create an event or Home tab > New Items and select All Day Event.

Calendar Header

MeetingsA meeting is an appointment that includes other people and can include resources such as conference rooms. Responses to your meeting requests appear in your Inbox.

To create a meeting, select New Meeting from the Home tab New group.

MeetingsIn the meeting dialog box click the TO: button to select attendees from the address book.

Enter the subject in the meeting dialog box. Use the ROOMS button to select room resources for the meeting.

Do a busy search of all attendees by clicking on Scheduling Assistant.

Propose New Time is a new feature in Outlook. You can turn this feature off each time you create a meeting.

Busy SearchIn the Scheduling Assistant the meeting time is indicated by a green line for start time and a red line for stop time. Each individuals availability will display on the schedule. Suggested times (right) show no conflicts for the time you selected at the bottom of the dialog box. Attendance status can be viewed for any meeting in the Scheduling Assistant.

Deactivate the checkbox next to attendees name to remove them from list. Use time slots at bottom of scheduling assistant to change date and time for the meeting. Click Send when you are ready to execute the meeting appointment.

Changing a meetingYou can change a meeting by double-clicking on the meeting in the calendar view. Adjust the meeting time, date, etc. Click Send Update.

Change an Appointment to a MeetingChange an appointment to a meeting by double-clicking the appointment in the calendar view. Then select scheduling assistance to add attendees and room location. The appointment will automatically be changed to a meeting.

Accepting MeetingsYou can respond to a meeting as: Accept, Tentative, Decline, Propose New Time and Respond.

You can accept in three ways: Choose to Edit the Response before Sending – add your message to the response. Choose Send the Response Now – accept without adding a personal response. Do not Send a Response – will add the meeting to your calendar but will not notify meeting organizer of your attendance status.

How to Globally DisablePropose New TimeYou can disable Propose New Time until you feel comfortable to use it.

Go to the FILE tab and select Options. On the Options left navigation select Calendar. Under Calendar Options uncheck Allow attendees to propose new times for meetings.

Then click OK.

Propose New Time You can tentatively accept or decline a meeting and propose a new time for the meeting.

Use the schedule grid, AutoPick or Meeting Start and Ends time to propose a new time. AutoPick will search for the next meeting time that all attendees are available and allows you to propose it as a new meeting time. Click the Propose Time button. Click the Send button at the meeting mail request. The meeting organizer can choose to accept or decline the proposed meeting time.

Accepting Proposed New TimeWhen you accept a new proposed meeting time a Send Update email will automatically allow you to email all meeting attendees of the update. All attendees will be required to respond to the update to let you know their attendance status. To decline a new time proposal open the proposed new time email and simply reply. Use delete to remove the proposed new time request.

Creating Additional CalendarsYou can create more than one calendar in Outlook 2010. By default you begin with one calendar.

The college strongly encourages all employees to indicate their availability throughout their work day in their default calendar.

This will insure that meetings can be scheduled based on actual availability.

Creating Additional CalendarsYou can create more than one calendar in Outlook 2010. By default you begin with one calendar.

To create additional calendars click Open Calendar in the Manage Calendars group. Select Create New Blank Calendar from the dropdown menu.

Enter a name for the calendar. We will create a Personal calendar in this example. Click OK.

Viewing Multiple CalendarsThe new calendar ‘Personal’ appears in your My Calendars list.

To delete a calendar, right click on the name of the calendar and select delete.

You can view multiple calendars at one time by checking the checkbox next to the calendars.

Multiple Tab CalendarsYou can collapse several calendars into a tabbed calendar.

Use the arrow at the left side of each calendar tab displayed to collapse viewable calendars into a tabbed overlay calendar.

Use the X to close calendars.

Sharing CalendarsOpen the selected calendar you want to share. If you have several open the one you want to share needs to be the active (forefront) calendar.Select Share Calendar from the Share group on the Home tab.

Use the To: button to select a recipient. Check whether you want to request permission to view recipient’s calendar or to allow the recipient to view your calendar. Availability only will show items as free, busy, tentative, out of office.

Creating Calendar GroupsIf you have permission to view your department members calendars you can create a Calendar group to contain those members.

Select Calendar Groups, and name the group (1) . Then select the members from the Global address list (2). All the calendars will be displayed as one calendar with each individual’s calendar displayed horizontally (3).

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Creating and Creating and Sharing Sharing ContactsContacts

SkillPort course: Working with Contacts in Outlook 2010

Creating ContactsOpen the Contacts area of the mailbox.

Select New Contact and complete the information in the contact dialog box. Click Save and close to complete the new contact.

The contact will appear as a business card in the contact reading pane.

Adding Contacts from emailYou can also add contacts from incoming email.

Right click on the From: email client name and select Add to Outlook clients from the dropdown menu.

Sharing ContactsYou can share your contacts or contact groups with others.

To share a contact group (personal address books in GroupWise), select the named contact group from My Contacts.

Then click Share Contacts and select the recipient for To: and check the permissions check box if you want the recipient to add, edit and delete.