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1 Produced by: Flinders University Centre for Educational ICT Introduction to Outlook 2010

2 Contents Microsoft Online Services Sign-in to Outlook/Exchange... 2 Key Features... 3 Outlook Screen... 4 To-Do Bar... 5 Searching... 5 Adjusting the message view... 6 Viewing messages in Groups... 6 Options... 7 Some common changes in Outlook... 7 Creating a Signature... 8 Creating an Getting Replies sent to another address Attachments What Types of Files Are Sent As Attachments? Inserting a File attachment Attaching other Outlook items Viewing and opening attachments Contacts Adding a Contact from the Global Address List Adding a Contact from an Creating a Contact Group Calendar Creating an Appointment using Click to Add Creating an Appointment or Event with Detail Appointment Options Creating Recurring Appointments Changing an Appointment Scheduling Meetings The Scheduling Assistant Tracking Meeting Responses Responding to a Meeting request Cancelling a Meeting Using Filters/Rules Creating a New Rule Deleting a Rule The Rules Wizard Vacation Message Flinders University Centre for Educational ICT 1

3 Microsoft Online Services Sign-in to Outlook/Exchange To Access the Microsoft Exchange/ Outlook you will need to login to the Online Services. 1. Open the Microsoft Online Services application. Start Microsoft Online Services - Login 2. Enter your User name (eg and Password. If you are using a shared computer remove all ticks 3. Click Sign in 4. After a short time the window will change to allow you to select Microsoft Outlook Note: The first time you log in it will ask you to configure your computer. Please close all Internet Explorer windows and Outlook. Once setup is completed it will take some time to download your s and folders depending on how much you have. Flinders University Centre for Educational ICT 2

4 Key Features Microsoft Outlook is both a personal information manager and electronic messaging system rolled into one. Outlook can be used to keep track of your diary, hold the contact details of your staff and department, schedule meetings, send messages, and generally keep track of things you have to do. To do this, Outlook provides you with five main tools. These are Mail, Calendar, Contacts, Tasks, and Notes. These tools work together, as well as independently to provide you with a useful package. The Mail tool allows you to manage your . The Calendar tool provides you with an electronic diary which can also be used to schedule and plan meetings with other people connected to your computer system or over the Internet. The Contacts tool allows you to manage business and personal contacts by recording the names, addresses, telephone numbers, and s. The Tasks tool provides you with a To-Do list. You can also use it to prioritise tasks and to delegate them to others and track how many of them have been completed. The Notes tool allows you to type memory jogging notes into your computer so that you can refer to them again later. There are several other subsidiary tools in Outlook that you may find useful. These include the Journal, which allows you to locate files and other documents that have been used on your computer and Outlook Today, which allows you to see what messages you have, what you need to do, plus other important information in one handy screen. Flinders University Centre for Educational ICT 3

5 Outlook Screen Outlook can do so many different things for you and as a consequence its screen is probably the most interesting of all. No two Outlook screens will ever appear alike because of how Outlook works, what data it receives, and what functions a person prefers to use regularly. Nevertheless, your screen will have many of the key features that are shown below The Ribbon Bar provide commands for performing operations on your data in Outlook. These commands are grouped into categories. 2. Navigation pane provides a quick way of switching between the various Outlook features such as Mail, Calendar and Contacts 3. The Message view displays the messages that are in the current folder. You can only view one folder at a time and the one you are looking at is the current folder. A folder is made current by clicking on its name in the Navigation pane. All of the messages for the folder will be displayed in the Message view. These messages can be arranged in a specific order and even listed in specific groupings. Messages that have not yet been read appear in bold. 4. The Reading pane displays the contents of the message currently highlighted in the Message view. The Reading pane allows you to read the contents of messages without having to open them in their own specific window. The Reading pane can be located either Right or Bottom of the Message view pane. 5. To-Do bar integrates your follow-up messages, tasks and appointments in one central location. Flinders University Centre for Educational ICT 4

6 To-Do Bar The To-Do Bar integrates your tasks, s flagged for follow-up, forthcoming appointments and calendar information in one central place on the screen. It can also include tasks from MS Project or SharePoint. The To-Do Bar consolidates in one view all of your priorities so that you can easily manage and track them. If you Right click on the top of the To-Do Bar and select Options you can increase or decrease the amount of information in the window Searching Instant Search helps you to quickly find items in Outlook. The Instant Search pane is available at the top of the Mail, Calendar, Contacts, Tasks, Notes and Folder List. You can do custom searches by selecting the folder you want to search or by clicking the All Mail Items button in the Search ribbon for a complete mailbox search. You can refine a search by using the Refine options to search by more advanced criteria such as who the item may be From, Subject or Attachment, and so on. By expanding the search you can start to see how useful and powerful the Instant Search feature can be. Flinders University Centre for Educational ICT 5

7 Adjusting the message view You can customise both the Inbox screen and the various panes that can appear in the Inbox to suit your own personal preferences. All of the panes, and their options, together form a specific view of your messages. Below is a view with the Reading Pane at the bottom. This is done by going to View - Reading Pane - Bottom Viewing messages in Groups Outlook allows you to arrange your messages by sender, date received, subject, and more. Once the messages have been arranged they are then organised into groups. When messages are grouped you can expand or collapse the groupings by clicking on the arrow of the group. Flinders University Centre for Educational ICT 6

8 Options To access the Options window go to File - Options. Some common changes in Outlook Reminders Mail - Message arrival - remove ticks from play sound and change cursor Use commas between addresses Mail - Send messages - place a tick in Commas can be used to separate multiple message recipients Calendar, change options Calendar - remove Default reminder tick Calendar - change working week options Calendar - Add Holidays - select Australia Contacts, change display option Contact - Change Default File As order to First Last Create a Signature Mail - Signatures Reading Pane, change mark as read time Mail - Reading Pane - place tick in top box and change the time to what you require Flinders University Centre for Educational ICT 7

9 Creating a Signature Even though the computer will automatically add your user name to the message, it is still deemed to be good practice to have a signature on your messages. You can be formal or informal with the details in the signature. Some people also use this as a marketing or advertising opportunity and provide additional text or graphics. 1. Click on File - Options - Mail then select Signatures. 2. Click on NEW and type in the name of your signature eg your name, work or personal 3. Then type your signature in the Edit Signature box at the bottom. Format the text how you like and web links if needed. 4. Click Save once is created 5. In the Choose default signature box, select the account and then select the signature in the New message dropdown list. You can setup signatures for different accounts or multiple signatures for the same account. Flinders University Centre for Educational ICT 8

10 Creating an When you are working within a message, you can use the ribbon at the top of the message to manage the contents and formatting of your message The ribbon bar contains tabs that can be used to manage, control and format an . The Message tab (as shown in the example above) can be used to format the message, insert items, set follow-ups, and flag the importance of a message. The Insert tab contains tools that enable you to insert items such as attachments, tables, illustrations, text boxes, WordArt, equations, symbols and lines. The Options tab contains tools that can be used to manage your message, such as, showing BCC, determine whether you want to use voting buttons, tracking features, direct replies to and more. The Format Text tab shows what format the is created in (HTML or Plain text), contains all of the formatting commands for your mail message, whereas the Message tab only contains basic formatting command tools. 2. The message header is where you can address your mail message and enter the subject. It can also display information about the message in an Info Bar, such as whether or not it has been sent, if there are any actions that have been specified by the author, and so on. By clicking on the TO button a search list will appear. The University has a Global list (Flinders AL) which contains all the people who are on the Flinders Exchange. By double clicking a name it will automatically go in the TO field. To place in the other fields select the name then click CC or BCC. The Address book field has a dropped down to select your personal contacts Flinders University Centre for Educational ICT 9

11 Getting Replies sent to another address When you create an message, you can nominate someone else to whom the replies to your should be sent. This may be useful if you want to initiate a message but are then going away on a holiday. Or perhaps you are a project leader and you want to delegate work to be done via , but you need someone else to manage the responses and progress. 1. Click on New to create a new 2. Create the as normal 3. Select the Options Tab the Direct Replies To button A Message Options window will open 4. In the Delivery option section change the to the person you want to receive the replies. This can be done by typing it in or clicking on Select Names and selecting it from your address book by highlighting the name and clicking the Reply To box at the bottom. Remember to remove your name. 5. Once selected click OK and then Close. You are now ready to send the . Flinders University Centre for Educational ICT 10

12 Attachments Attachments are files or other Outlook information (known as items) that can be sent as part of an message. For example, you can attach files such as Word documents or Excel spreadsheets, as well as Outlook items, such as other messages, appointments or contacts. What Types of Files Are Sent As Attachments? Virtually any type of computer file can be sent as an attachment. Commonly, these files are ones created with a word processing application (letters, proposals, reports, etc), spreadsheet files (budgets, travelling expenses, sales proposals), picture and movie files, presentation files, and the like. Outlook itself does not do anything with these files except act as a carrier from one computer to another. When attachments are sent it is obviously necessary for the person receiving the attachment to have the appropriate software to be able to open the attachment file. Inserting a File attachment File Attachments are usually files containing additional information for the recipient. For example, you may want to send a photograph, a report created in Word, an expense sheet created in Excel or a presentation created in PowerPoint. File attachments don t just have to be from other Microsoft programs - you can attach files created in most programs. Tip: A quick way to insert an attachment into a message is to drag it into the text area of the new . To add an attachment to a message: 1. Click on Attach File in the Include group on the Message tab 2. Navigate to the desired folder 3. Click on the file 4. Click on [Insert] Tip: Outlook blocks potentially unsafe attachments, such as.exe files, that might contain viruses. If you attach such a file to a message, you will be asked whether or not you want to send a potentially unsafe attachment. If you answer No, you can then remove the attachment. Flinders University Centre for Educational ICT 11

13 Attaching other Outlook items As well as file attachments, you can also attach other Outlook items in an message. For example, you may wish to insert a task or journal entry that is relevant to the content of the , or you may wish to insert the contents of another message or someone s contact details. To add an item attachment to a message: 1. Click on Attach Item in the Include group on the Message tab 2. Navigate to the desired folder 3. Click on the item and select Insert as and Attachment or Text only if you want it in the body of the 4. Click on [OK] Viewing and opening attachments Messages containing an attachment are easy to identify they appear with a paper clip symbol next to the sender s name in the message list, such as the Inbox. Using the Reading pane you can see the attachments or you can view them once the message has been opened in its own window. To open an attachment, you can double click on it or Right click and save it to your computer. Flinders University Centre for Educational ICT 12

14 Contacts The Contacts screen in Outlook provides information about people and organisations that you deal with. The listing can be displayed in a variety of ways and allows you to capture a wide range of information such as names, addresses, telephone numbers, addresses, etc. Not only can you manage your contacts in Outlook but you can also link the data with other programs too To change the Contacts view, select Current View display options from dropdown list. In the example above contacts are displayed as electronic business cards. You can also list them in a card format or a list. 2. My contacts window shows a list of address books including shared accounts. 3. A Contact is displayed normally in an alphabetical listing. You can double-click on a contact here to see more details about the contact. 4. The Contacts Navigation area consists of a number of alphabetical buttons. These buttons are used to display the contacts in alphabetical groupings. For example, if you click on the letter E, the window will move down to the names starting with E. Flinders University Centre for Educational ICT 13

15 Contacts are simply an electronic address or business card book. You can store details such as their name, telephone numbers, address, and much more. You can add a new contact by clicking on the New button in the ribbon bar and typing the information directly into a contact form as shown below. The Contact Form The contact form captures the details for a contact. The window comprises five pages which are displayed by clicking on the five tools in the Show group on the ribbon. Each page of the form is used for quite specific functions as detailed below. General This area is used to record more common, general details such as name and address information. You can even insert a picture of the contact here and write some general comments in the large white box. Details This area is used for more specific information such as birthday, name of spouse, specialised contact information, and more. This is used for details that would probably not be necessary for day-to-day contact. Activities, Certificates and All Fields are specialised areas and rarely used. Adding a Contact from the Global Address List 1. Open up the Address book by going to Home tab - Address Book (right end) 2. Search for the name you want to add and Right Click on it. 3. Select Add to Contacts 4. This will open up the New Contact window. Add any extra information 5. Click Save & Close Flinders University Centre for Educational ICT 14

16 Adding a Contact from an If you receive an from someone who is not currently in your contacts listing you can have Outlook use the details to create a new contact form for this person. Additional information, such as the name details, will also be placed in the form. You can then edit the form to add whatever additional information you may need. 1. To do this you need to hover on the address in the body of the and select the More option icon then Add to Outlook Contacts. The new contact form will pop up. You can now edit any details in the form. Once finished click Save and Close button. Creating a Contact Group If you are dealing with the same group of contacts on a regular basis, you can group the contacts together into a Contact group. A group list is simply a collection of contact addresses. When sending messages, you only need to enter the group name in the BCC box and the message will be sent to all members in the list. 1. Click on the home button and select New Contact Group. 2. Type in the name of your list 3. Select Add Members and select either a. Outlook Contact (your personal contacts) b. Address Book (Flinders Address List) c. New (manually enter details) 4. Search for a name and double click on the names you want to add. 5. Click Save and Close. To create a Group from an excel list. Select all the addresses in the excel list (don't include headers). Create the group as above and select From Address book. Paste the addresses into the Members box at the bottom. Select Ok. If an address is not found it will ask for a suggestion or place the address as the name and address. Flinders University Centre for Educational ICT 15

17 Calendar Outlook Calendar is a scheduling tool that helps you manage appointments, events and meetings with other people. Appointments, events and meetings are collectively referred to in Outlook as activities. In Calendar, an appointment is an activity that you enter into your diary, such as weekly meetings on Monday mornings or a lunch date with friends. An event is similar to an appointment except that it lasts for one entire day (24hrs). eg birthdays. Meetings are appointments or events that you invite people too The Ribbon bar Home Tab has all the common functions like, creating appointments, change the calendar view from single day to working week (5 days), a full week, or a month. 2. The Monthly Calendar allows you to quickly navigate to a specific day simply by clicking on the date in the Monthly Calendar. When you click on a date the view you're currently in will move to that day. If you want see more months, move the divider bar down between the calendar and the list of calendars. 3. The Calendar selection allows you to choose which calendars to display in the pane to the right of the screen. In the example above there is one calendar on display. Outlook allows you to display multiple calendars at the same time by placing a tick in the other calendars you want to view.. Using a Specific Calendar Unless you specify otherwise Outlook will make your appointments and events in your personal Calendar. If you have shared calendars through Exchange or internet calendars, you can specify which calendar to work with. By ticking the box next to the calendar you will be able to view it and add meetings. 4. The Calendar view is where your calendar or shared calendars are displayed. You can see the different views and display multiple calendars. Flinders University Centre for Educational ICT 16

18 Creating an Appointment using Click to Add 1. Select the day you want to add the appointment. Hover over the start timeslot to display the Click to add appointment box. 2. Click on the Click to add box then type your description. 3. To make the time longer hover over the bottom border of the appointment until a double arrow appears then click and drag down to required time. Creating an Appointment or Event with Detail If you want to specify more detailed information as you create an appointment, you can do so by creating it using the Appointment window. In addition to giving an appointment a subject and a start and end time, you can also set a specific reminder time, appoint a location, plus use various tools to help manage the appointment you are creating. An event is an activity that occupies a full day or more. It is treated differently to an appointment or meeting in that it appears in the banner area at the top of the calendar rather than against a particular time slot. Events are normally created for activities of longer duration such as holidays, reminders etc. Click New Appointment on the Home tab or double click the calendar on the time you want the meeting to start at. This will open the Appointments window. Flinders University Centre for Educational ICT 17

19 Appointment Options Once the Appointment is created you have some options of how the appointment looks and acts. 1. Make the time Free, Tentative, Buy or Out of Office. 2. Set a reminder time 3. Mark Private 4. Set Categories/ colour code. To rename Category select All Categories Creating Recurring Appointments Some appointments in your life happen on a recurring basis. For example, you may have a weekly admin meeting at the same time every week, or perhaps you have a one-hour training session on Monday afternoons for the next five weeks. These activities need to be entered only once in Outlook as a recurring appointment. This icon indicates a recurring appointment Changing an Appointment Unfortunately, in the real world appointments (and other activities for that matter) aren t always set in concrete. Factors often intervene making it necessary to reschedule them. In Outlook Calendar, you can reschedule an appointment in a number of ways. One way is to open the appointment and make changes to the start and/or end times and dates as required or by dragging appointments to a new location in the calendar screen. Tip: If you use the mouse to drag a particular recurring appointment to another timeslot, you will update the time/date for that particular appointment only not for all recurring appointments in the series. Flinders University Centre for Educational ICT 18

20 Scheduling Meetings Meetings are more complex to schedule than appointments or events as they normally require the participation of other members. While the concept is similar to that of scheduling an appointment, the main difference is that you invite people to the meeting. The Calendar will automatically communicate with the participants using and advise them of the meeting details. The participants themselves can reply to you through to advise you of their attendance. 1. To create a meeting click on New Meeting. 2. Add the people you want at the meeting by clicking the To button and selecting them from the Flinders AL address book. To remove invited people just delete their address from the To box and resend the invitation. 3. Once all people are invited and meeting details are entered click the Send button. Flinders University Centre for Educational ICT 19

21 The Scheduling Assistant Using Outlook via the Exchange Server, you will be able to view the availability of other people and resources within Flinders. You can do this using the Scheduling Assistant. You can only access this feature when you create a Meeting. Once you have added the participants you then click on the Scheduling Assistant button. This will display all the participants' calendars and show their free periods. At the bottom of the screen is a description of what the colours indicate. On the right side is a window showing other times when all participants are available. Tracking Meeting Responses When you have organised a meeting it is relatively simple to keep track of who has accepted and who has declined your meeting request. When you open the meeting up in your calendar you will have a Tracking button. Click this and you will see the people proposed for the meeting and if they have responded via . Flinders University Centre for Educational ICT 20

22 Responding to a Meeting request When someone sends you a meeting request an invitation to the meeting arrives in the form of an message. Outlook treats a meeting invitation in a special way and allows you to respond to the meeting. These options can be found in the buttons that appears at the top of the meeting request. Using the tools in the reading pane or on the ribbon if you open the , you can accept the meeting request, decline it, tentatively accept it, propose a different time, and even check the Calendar for your own availability. Reading Pane Buttons Appointment window Ribbon Bar Accept: Allows you to accept the meeting as proposed. The meeting will automatically be added to your calendar. You will be given the opportunity to send an immediate response to the meeting organiser, edit the message to send, or accept the meeting without responding to the organiser. Tentative: Allows you to tentatively accept the meeting as proposed. The meeting will be added to your calendar Decline: Allows you to decline the meeting invitation. Propose New Time: Allows you to propose a new time for the meeting if the current time is not suitable. When you choose this option a dialog box showing all meeting participants will appear. The current calendar details for these people will display allowing you to see what free time they have for the meeting. When you propose a new time, a message will be sent informing the organiser that, although you have tentatively accepted the meeting, you want to propose a new time. You can change the default message to say that you want to propose a new time, and that you are accepting or declining the meeting. Calendar: Allows you to see how the proposed meeting fits in with your schedule. When you click on this tool the Calendar screen will display showing the day of the meeting and the meeting details. Cancelling a Meeting Meetings don't always proceed as planned and sometimes they need to be completely cancelled. When a meeting is cancelled Outlook will send cancellation messages to prospective attendees and remove the meeting from your calendar and update the meeting in the attendees calendars marking them as Cancelled. To cancel an Appointment open your calendar to the appointment that you proposed and click the Cancel Meeting button then send the cancellation message. Flinders University Centre for Educational ICT 21

23 Using Filters/Rules A rule is an action that is performed automatically on an incoming or outgoing message that meets all of the conditions that you specified when creating the rule. Rules do not affect messages that have been read, only unread messages. Rules are access by going to Home Tab > Rules. Then Select Create Rule or Manage Rules & Alerts Creating a New Rule 1. Select the you want to make the rule from. 2. Select Rules > Create Rule. This will open a window. 3. In the When I get , place a tick in the option you want to use. EG From person 4. In the Do the following, place a tick in the Move the item to folder then click on the specified folder link. This will show you a list of your mail boxes. Select a mail box or create a new one. 5. Once you and filled out these 2 areas you can then click OK. If you want more options select the Advanced Options box. This will open the Rules Wizard where you can choose from more options. 6. Next you can test the rule by placing a tick in the Run this rule and select OK The will now be moved to the selected folder Flinders University Centre for Educational ICT 22

24 Deleting a Rule If a rule is temporarily not required, you can easily turn it off by clearing its checkbox in the Rules and Alerts dialog box. But, if you have created a rule that you don't required again, you can delete it permanently, again using the Rules and Alerts dialog box. The Rules Wizard One of the easiest ways in which you can create a rule is by using the Rules Wizard. The wizard contains predefined templates for creating the most commonly used rules, or from a blank rule template in which case you specify your own conditions, actions and exceptions. Rules tend to be grouped into one of two major groups - organisation and notification. As a result of this the Rules Wizard divides its templates accordingly. Stay Organised: These rules help you to file messages to the appropriate folder and to follow up on messages Stay Up to Date: These rules notify you when you receive a specific type of message Start from a blank rule: This does the same as the other options but you create every step of the rule. A rule you can setup from here is the Accept & Decline meeting notifications. When someone replies to a meeting request you can set it to go to a folder instead of your Inbox. 1. On the Home Tab select Rules then Manage Rules & Alerts 2. Select New Rule 3. Select Apply rule on messages I receive 4. In the next window scroll to the bottom of Step 1and select uses the form name form 5. In Step 2, click on the blue link form name. In the choose form window click the drop down list and select Application Forms 6. Add Accept Meeting response and Decline Meeting response, then Close 7. Click Next 8. Select move it to the specified folder in Step 1 9. In Step 2, click on the blue link specified and select what folder you want the s to go to. 10. Click Finish Flinders University Centre for Educational ICT 23

25 Vacation Message 1. Select File > Info > Automatic Replies. 2. In the Automatic Replies dialog box, click Send automatic replies. 3. Set a date and time that you want the message system to start and finish. 4. In the Inside My Organization text box, type the message that you want to send while you are out of the office. 5. Copy the message and select Outside My Organization and paste the message here as well. 6. Click OK This message will be saved for future times and only need to be edited or replaced each time you activate the automatic replies option. Flinders University Centre for Educational ICT 24

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