Microsoft Outlook 2010

1. Microsoft Outlook 2010 Instructor: Julie Thorngren juthorngren@wsd.net

2. Outlook 2010 *Offers business and personal e-mail * More than 500 million Microsoft Office users worldwide.

3. File/ Help/ Getting Started (in your Outlook e-mail) For tutorials, go to:

4. 2GB of storage • 14 months retention policy • Public Folders • Sub Folders • Personal Folder sharing • School Account folder sharing • Calendar sharing • Address Book & Contacts File Storage & Sharing:

5. What are some basic tasks in Outlook 2010??

6. Create a new e-mail message Electronic Mail – the Microsoft Way! In Mail, on the Home tab, in the New group, click New E-mail.

7. Create a New E-mail Message cont. Enter the recipients' e-mail addresses or names in the To, Cc or Bcc (Options tab/ BCC) box In the Subject box, always type a subject in every message Recipients in the Cc (carbon copy) and Bcc (blind carbon copy) boxes also get the message; however, the names of the recipients in the Bcc box aren't visible to other recipients.). Separate multiple recipients with a semicolon.

8. Forward or Reply to an E-mail Message ·On the Home or Message tab, in the Respond group, click Reply, Reply All, or Forward. ·To remove a name from the To and Cc lines, click the name and then press DELETE. To add a recipient, click in the To, Cc or Bcc box and enter the recipient.

9. Add an Attachment to an E-mail Message ·Create a message, or for an existing message, click Reply,Reply All, or Forward. ·In the message window, on the Message tab, in the Include group, click Attach File. ·Browse to and click the file that you want to attach, and then click Insert. ·Tip: When composing a message, you can also attach files by using the commands on the Insert tab in the Include group, or drag files from folders on your computer and drop them on the message window.

10. Attach an Outlook Item to a Message ·You can attach Outlook items. Items include e-mail messages, appointments, contacts, tasks, journal entries, notes, posted items, and documents such as other email messages, tasks, contacts or calendar items, to a message. This is the easiest way to forward multiple items or messages. ·Create a message, or for an existing message, click Reply, Reply All, or Forward. ·In the message window, on the Message tab, in the Include group, click Attach Item.

11. Open or Save an E-mail Message Attachment ·You can open an attachment from the Reading Pane Reading Pane: A window in Outlook where you can preview an item without opening it. To display the item in the Reading Pane, click the item. ·Or you can open the attachment from an open message.

12. Open/Save an Attachment Open an attachment: ·Double-click the attachment Save an attachment: 1. Click the attachment in the Reading Pane or the open message. 2. On the Attachments tab, in the Actionsgroup, click Save As. You can also right- click the attachment, and then click Save As.

13. To switch between simple Date arrangement and Date(Conversations) arrangement: • On the View tab of the ribbon, in the Conversations group, click Show as Conversations to either select or clear the check box and then indicate whether you want to apply the change to all folders or only to the current folder Change Arrangement of Folder

14. Click a conversation that you want to clean up. • On the Home tab of the ribbon, in the Delete group, click Clean UP and then, on the drop down menu, click one of the options. Clean up & Clear out Redundant Messages

15. Create a Contact Contacts can be as simple as a name and e-mail 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. ·In Contacts, on the Home tab, in the New group, click New Contact.

16. Address Book -An Address Book is a perfect place to store names, e-mail addresses, phone numbers, etc. -To select recipients' names from a list in the Address Book, click To, Cc, or Bcc and then click the names you want. (You would have had to previously added them in your contact information.) After you have composed the message, click Send.

17. Add an E-mail Signature to Messages ·You can create personalized signatures for your e-mail messages that include text, images, your Electronic Business Card, a logo, or even an image of your handwritten signature.

18. Create a Signature 1. Open a new message. On the Message tab, in the Include group, click Signature, and then click Signatures. 2. On the E-mail Signature tab, click New.

19. Create a Signature cont. 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.

20. 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.

21. 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.

22. For the e-mails that are junk mail, you can block the sender’s e-mail. • Click on the e-mail, Home Tab/ Junk/ Block Sender Junk Mail/ Block Sender

23. Click the conversation that you want to ignore and then, on the Home tab of the ribbon, in the Delete group, click Ignore. Use Ignore to Delete All Messages in a Conversation

24. While viewing the folder where you expect to find the item, click in the Search box. • Use the options on the Search tab to broaden or narrow the focus of your search. Search

25. You have the option of minimizing or maximizing the ribbon Minimize or Maximize the Ribbon

26. On the ribbon, right-click the command, button, or feature that you want to add to the Quick Access Toolbar, and then on the shortcut menu, click Add to Quick Access Toolbar. Quick Access Bar

27. Create a Calendar Appointment Appointments are activities that you schedule in your calendar that do not involve inviting other people or reserving resources. By designating each appointment as busy, free, tentative, or out of office, other Outlook users know your availability.

28. Create an Appointment cont. ·In Calendar, on the Home tab, in the New group, click New Appointment. Alternately, you can right-click a time block in your calendar grid and click New Appointment.

29. Create an Appointment cont. 2. In the Subject box, type a description. 3. In the Location box, type the location. 4. Enter the start and end times. Tip: You can type specific words and phrases in the Start time and End time boxes instead of dates. For example: You can type Today, Tomorrow, New Year’s Day, Two Weeks from Tomorrow, etc.

30. Create an Appointment cont. 5. To show others your availability during this time, on the Appointment tab, in the Options group, click the Show As box and then click Free, Tentative, Busyor Out of Office. 6. To make the appointment recurring, on the Appointmenttab, in the Options group, click Recurrence . Click the frequency (Daily, Weekly, Monthly, Yearly) with which the appointment recurs, and then select options for the frequency. Click OK. Note: Adding a recurrence to an appointment changes the Appointment tab to say Recurring Appointment.

31. Create an Appointment cont. 7. By default, a reminder appears 15 minutes before the appointment start time. To change when the reminder appears, on the Appointment tab, in the Options group, click the Reminder box arrow and then click the new reminder time. To turn the reminder off, click None. 8. On the Appointment tab, in the Actions group, click Save & Close. Tip: Double-click any blank area on the calendar grid to create a new appointment.

32. Scheduling Meetings With Other People A meeting is an appointment that includes other people and can include resources such as what room to meet in. Responses to your meeting requests appear in your Inbox. ·In Calendar, on the Home tab, in the New group, click New Meeting.

33. Create a Task Many people keep a list of things to do — on paper, in a spreadsheet, or with a combination of paper and electronic methods. In Microsoft Outlook you can combine various lists into one, get reminders and track task progress. ·In Tasks, on the Home tab, in the New group, click New Task.

34. Create a Note Notes are the electronic equivalent of paper sticky notes. Use notes to jot down questions, ideas, reminders, and anything you would write on paper. ·In Notes, in the New group, and click New Note.

35. 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. Click the File tab to open the Backstage view. 1. Click an item or folder in Outlook that you want to print. 2. Click the File tab. 3. Click Print.

36. Let’s see how much you remember.Click below for a practice quiz.http://office.microsoft.com/en-us/outlook-help/make-the-switch-to-outlook-2010-RZ101809884.aspx?section=8