An Introduction to Outlook 2010

1. An Introduction to Outlook 2010 From the Center for Professional Development and the Technology Resource Center

2. Relevant SkillPort Courses: In SkillPort: Catalog > Course Curricula > English > Desktop Curricula > Microsoft Office 2010 > Microsoft Office 2010: Beginning Outlook 2010 • 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

3. The Interface Explained SkillPort course: Getting Started with Outlook 2010

4. Navigation The 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.

5. Mail Area • By 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

6. Mail Area At 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.

7. Mail Area In 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 mail column Mail reading pane

8. Mail Area To 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. Calendar Pane Task Pane

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

10. Calendar Area The 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

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

12. Contacts Area In 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

13. Contacts Area The 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. Calendar Pane Task Pane

14. Task Area In 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

15. Task Area In 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

16. Task Area To 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. Calendar Pane Task Pane

17. Basic Mail Area Features SkillPort course: Managing conversations and organizing email in Outlook 2010

18. Create a New E-mail To 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.

19. Inbound Mail To 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 mail column Reading pane

20. Viewing Mail You 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

21. Viewing Conversations You 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.

22. Creating Folders and Moving Mail Create 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.

23. Color Categorizing You 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.

24. Categorizing by Flags Flagging 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

25. Attachments, Signatures, Auto Replies and Mail Delivery Options SkillPort course: Managing Attachments, Graphics, Signatures and Auto Replies in Outlook 2010

26. Viewing Attachments Attachments 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.

27. Sending Attachments Use 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

28. Your Email Signature To 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

29. Your Email Signature From 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.

30. Insert Images Use 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.

31. Delivery Options Use 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.

32. 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.

33. Auto Replies versus Rules Auto 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.

34. 1 2 3 Auto Replies To 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.

35. Auto Replies You 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.

36. Auto Replies You 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.

37. Auto Replies A 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.

38. Rules Rules 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.

39. Rules To 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.

40. Rules For 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.

41. Rules Using 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.

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

43. Calendar In 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.

44. Appointments In 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.

45. Events Events 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

46. Meetings A 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.

47. Meetings In 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.

48. Busy Search In 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.

49. Changing a meeting You 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 Meeting Change 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.

50. Accepting Meetings You 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.