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1 OFFICE OF INFORMATION TECHNOLOGY Academic Technology Unit Microsoft Outlook 2010 Basics Workbook

2 CONTENTS Introduction... 3 Outlook at a glance... 3 Configure Outlook 2010 on-campus... 3 Creating Folders... 4 Sorting s... 4 Changing the View... 4 Highlighting s using Color... 4 Create Calendar Items from Inbox messages... 5 Calendar: ing your Calendar... 5 Calendar: Schedule a Meeting... 5 Calendar: Sharing and Viewing... 6 Paste a.pdf file into a message... 6 Flag messages and add a reminder Signature... 7 Out of Office Reply... 7 Create a basic Rule... 8 Contacts: Sharing... 8 Open Another Mailbox... 8 Distribution Lists Archiving... 9 Outlook Links We Like... 9 Page 2 of 9 OUTLOOK 2010 BASICS

3 Introduction Microsoft Outlook 2010 is an Management System, which runs securely in the cloud. It is capable of handling such tasks as calendaring, scheduling and contact information with ease. This document provides some basic skills that will be useful. Outlook at a glance Configure Outlook 2010 on-campus Login to the computer on-campus with the username and password assigned to you Open MS Outlook The Outlook 2010 Startup Wizard starts. Click Next Click Yes to configure an account. Click Next At the Auto Account setup window, verify your full name and address. Make changes to the address, if needed Click Next Automatic configuration begins Click Finish when done Page 3 of 9 OUTLOOK 2010 BASICS

4 Creating Folders Useful for organizing s. Right-click in the Navigation Pane Click New Folder Type a name for the new folder Select where to place the folder Click OK The new folder will be accessible in the location you chose Drag messages to the new folder or create a Rule to automatically move messages there Sorting s Sorting s by descending date order is the most convenient option: Click once on Arrange By (shown below) Click Date s can also be sorted by From, Subject, Size or any other option in your current view. Try clicking on the other items to get an idea of how this works Changing the View There are different Views that change the way s are displayed in the Inbox and other folders Click the View tab on the Ribbon Click Change View Messages. With Messages highlighted, all messages are shown. If you would only like to see all unread messages, click Unread Messages in this folder Highlighting s using Color To make certain s stand out in color create a conditional formatting rule Click the View tab on the ribbon Click View Settings Click Conditional Formatting Page 4 of 9 OUTLOOK 2010 BASICS

5 Click the Add button Type in a Name for this rule Click the Font button then choose an appropriate font and color setting Click OK Click Condition and choose one or more conditions that suit this rule. For example, click on From to activate this rule when a certain person s you Click OK three times when done Create Calendar Items from Inbox messages Useful for quickly scheduling appointments Drag a message from the Content Area to the Calendar folder A new appointment should immediately open Properly configure the Calendar item set Date, a Reminder, include the Location and a Label Click Save and Close and the item will be copied to your Calendar Calendar: ing your Calendar Send your schedule via . You can limit what you send. Open the Calendar Click Calendar on the Ribbon Choose the Date Range Choose the level of Detail Select the checkbox to Show Time Within My Working Hours Only if you want to limit the calendar to your usual work hours. Click OK A message will open with your calendar in the body. Enter an address in the To field Add any text, if needed Click Send. Calendar: Schedule a Meeting Set up recurring or one time meetings Click the down arrow next to New Items on the Mail Ribbon, then click Meeting Page 5 of 9 OUTLOOK 2010 BASICS

6 Another useful way to setup a Meeting is to highlight an in the Content Area then click Meetings from the Ribbon. This will setup the meeting with all the message s recipients. Click the To button to address the meeting Type a Subject and Location Set the start and end dates and times Set a Reminder if needed Click the Scheduling Assistant button on the ribbon. You will be able to see if the attendees have a conflicting schedule on their calendars and make any adjustments to your meeting time. Scroll through the dates section to confirm scheduling. Click Send when done Calendar: Sharing and Viewing Share your Calendar with colleagues Click Calendar Click Share Calendar in the Ribbon Click To to add the user(s) who you will grant access to your calendar Check the box at Request permission to view recipient s Calendar if you would like to view that person s calendar as well At Details choose the level of detail you want to share Click Send when done to send the sharing invitation After the recipient accepts the sharing invitation, the Calendar will be accessible under Calendar. Paste a.pdf file into a message Useful when sharing information Locate the.pdf file on your pc. Do not open it! Right-click the file s icon and click COPY Now open a New Message in MS Outlook Click once in the message body Click the arrow under the Paste button in the message Ribbon, then click Paste Special In Paste Special, choose Paste Link: and highlight File in the As box. The Result below should indicate Inserts the contents of the clipboard as a picture Click OK Page 6 of 9 OUTLOOK 2010 BASICS

7 Flag messages and add a reminder Useful and simple way to be reminded of important tasks/events At the Inbox, right-click a message s flag icon (to the right of message) then click Add Reminder Choose the Flag to status Check Reminder then set it s date and time Click OK when done Signature Create one or more signatures to use in outgoing s Click on File Options Mail Click the Signatures button on the right frame At the Signature tab, click New Type a name for the signature, click OK Type the signature text and edit the text to suit in the Edit Signature box below. Remember, too much editing results in a signature that may be unreadable on some mail clients. The simpler the better. Click Save when done Highlight the signature s name you want to use for new messages. Under Choose Default Signature, choose the signature just named at New messages. Click OK twice when done Out of Office Reply Set an out of office reply when you want others to know you are not available Click on File Automatic Replies (Out of Office) Choose the Send automatic replies radio button Optionally check the box at Only send during this time range and set the start and end time Write an appropriate reply in the box below at Inside My Organization and optionally at Outside my Organization You also have more options to add a rule which would apply to certain messages and reply with a specific template by clicking the Rules button at the bottom Click OK when done Page 7 of 9 OUTLOOK 2010 BASICS

8 Create a basic Rule Useful tool for sorting messages from a particular sender, with a particular subject or a number of other criteria In the Content Area, right-click a message to create a rule on Click Rules Click Create Rule Choose your options Click Ok At the Success dialog box, check the box at Run this rule now on messages already in the current folder Click OK twice Contacts: Sharing Share Contacts the same way you share a Calendar You can also share contacts by forwarding one or many contacts via . Open your Contacts, right-click one of them and click the Forward button. To send a few more, hold down the Ctrl key on the keyboard while you click on the ones to send. Open Another Mailbox If you have full access to another mailbox, such as a resource mailbox, you can use Outlook Web App (online version) to open that mailbox. To use this feature, you must already be signed in using your own account. In Microsoft Outlook, click on File. Under Account Settings, click the link to access the account on the web. You may need to login at the Bobcat login page. When you are logged in to the Outlook Web App, click your name in the upper-right corner of the window Next, click Open Other Mailbox Under Select Mailbox, enter the name or alias of the mailbox you want to open and click Open. If more than one match is found, a list of possible matches will be displayed. Click the name of the mailbox you want to open. The mailbox opens in a new window. Note: If you do not have permission to open the mailbox, the new window displays the following message, "You don't have permission to open this mailbox." To obtain full access to a mailbox other than your own, contact the OIT Help Desk Distribution Lists. Now called Contact Groups, click here to see how to create, update and use them. Page 8 of 9 OUTLOOK 2010 BASICS

9 Archiving All users have a 25 GB limit. However, it is recommended to archive only important s to your computer. When you archive s to your computer, they are saved in a.pst file. If this file is not backed up regularly you can lose all archived messages. Right-click the Inbox folder (or any other folder that you want to archive s from) and click on Properties Click the AutoArchive tab Choose Archive this folder using these settings: Clean out items older than x months. x can be 1, 6 or even 9 months. You get to decide. You can choose to either Permanently delete old items or Move old items to. The latter option automatically creates an archive file in My Documents\Outlook Files Click OK when done To open the.pst file in MS Outlook: File Open Open Outlook Data File Browse to the My Documents\Outlook Files folder then double-click on the MyArchive file The MyArchive folder will open in your Outlook Folder List. Click the + sign next to the name to expand the folder. Once open, you can just drag items to this folder using the computer s mouse. Outlook Links We Like 1. You can t miss this: Check out this video from the Microsoft pros on how to unclutter your Inbox with tools like Search, Conversations, Ignore and Quick Steps. 2. Outlook Tips from the pros at Microsoft IF YOU HAVE ANY QUESTIONS OR SUGGESTIONS ON THIS TOPIC, FEEL FREE TO CONTACT US. Page 9 of 9 OUTLOOK 2010 BASICS

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