Microsoft Outlook 2010

1. Microsoft Outlook 2010 A Brief Tutorial for WVC SASS 2013

2. Creating and populating your calendar • Sharing your calendar • Proposing meetings • Managing your to-do list with the task manager • Managing your email and using categories • Setting up Out of Office messages • Creating and sharing contacts What we will cover today

3. On the Home tab, select Open Calendar • Choose Create New Blank Calendar • Give your new calendar a name OR • Right click in the calendar panel at left • Select new calendar • Right clicking on a calendar gives you access to changing colors, deleting it when obsolete, renaming and other fun options. Creating A Calendar

4. Create a meeting by clicking start time and holding while dragging down to the end of the time desired. • Type in name of meeting, with whom, location, etc. • Use the note area for details like notes regarding topic, contact info, directions. • Give yourself travel time Populating Your Calendar

5. On Home tab, choose Share Calendar • Request or invite a share • On Home tab, choose Calendar Permissions • Review permissions • Read only • Editing • Add and delete sharing permissions • NOTE: Only works on your calendars Sharing Your Calendar

6. View others’ calendars • Choose the shared calendars to compare • Select a mutually open time • Invite attendees • Review responses • Changing proposed meeting date/time • Adding attendees • Attachments and messages Proposing Meetings

7. Allows you to track one-time and reoccurring tasks • Provides automatic reminders • Allows you to keep a log of tasks accomplished • TO-DO……. • Demo creating a task • Review tasks accomplished Task Manager

8. Reading pane views • E-mail folders – IS server vs. your hard drive • Creating new folders on hard drive • Right-click My Personal Folder • Select New Folder and type name • Drag and drop e-mail to the folders created in My Personal Folder • How to tell when you are reaching email limit • Go to File/Mailbox Clean-up • View available space • Click on Cleanup Tools/Mailbox Cleanup… to find old or large files • Control your destiny! • Dangers of emptying deleted files and auto-archiving in Mailbox Cleanup • Instead… manually sort, delete or archive e-mail Managing email

9. Using Categories • Name and select a category • Click on Categorize/All Categories/New • Give the category a name • To assign a category to an e-mail, right click in Category column and select category • Using flags for e-mail • Right click in Flag column to select • Left click on flag to replace with checkmark • Sorting, Filtering, and Searching Categories and Flags

10. For instance, you might want to send out a reminder a day or two before an event • Create an e-mail as usual • Click on the Options tab • Click on Delay Delivery • Check the button next to “Do Not Deliver Before” • Enter the delivery date and time • Click on Close • The e-mail will remain in your Outbox until it is sent • WARNING! Do not open the e-mail before it is sent as there seems to be a glitch in the program and the e-mail may not be sent on time. Sending a Delayed E-mail

11. Go to Automatic Reply • Choose the File Tab • Select Automatic Replies (out of office) • Compose your message(s) • For internal email • For external email • Select the dates to start and stop the automatic reply Out of Office Automatic Reply

12. Before…delegate and enjoy! • Go to File/Account Settings/Delegate Access • During…check e-mail online (only if you must) • WVC Website/Faculty-Staff/Web Mail Access • FirstName.LastName/logon password • After… • Relieve delegate (or not!) • Use sorting and filtering to prioritize and simplify catching up on e-mail Before, during and after vacation

13. Sign the roster to receive email copy of this presentation • Feel free to call us with questions (Brenda x2668 or Tanya x2021) • We hope to see you at the next SASS peer-training event on January 17. Future topics will be Class Scheduling, Contracts, and Omni Update. • We love feedback and suggestions! Questions?