MICROSOFT OUTLOOK 2010 READ, ORGANIZE, SEND AND RESPONSE S

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1 MICROSOFT OUTLOOK 2010 READ, ORGANIZE, SEND AND RESPONSE S Last Edited:

2 Read s... 4 Find the inbox... 4 Change new incoming notification options... 5 Read Change the view of the Reading Pane... 7 Organize s... 7 Change the sort order of message list... 7 Mark incoming messages as read or unread... 8 Categorize incoming message... 9 Rename a category Place an message into two or more categories Flag incoming messages Follow-up an incoming message Mark complete flagged items Delete Message Manage incoming s with inbox folders Create additional inbox folders Add subfolders under an additional inbox folder Move incoming messages to additional inbox folder Rename additional inbox folders Delete additional inbox folders Search for messages Last Edited:

3 Send Compose a new message Change the signature Change the account sending out messages Add the Bcc field to create a blind copy Format Message Revise message before sending out Resend an sent message Response incoming messages Reply to Messages Forward Messages The following training document is using information from Microsoft Office Outlook 2010 Help Last Edited:

4 Read s Find the inbox Click on the Mail icon on the Navigation Bar Select a desired account on the Navigation Bar The numbers next to each inbox folder on the Navigation Bar indicates the number of unread messages in the folder Click Inbox folder for new incoming messages Click on Junk folder for checking if any important messages was throw into by Outlook junk mail filter mistake In the Item Pane, the read messages are indicated with open envelop icons while the unread messages are indicated with closed envelops and stand out with bolded text Last Edited:

5 Change new incoming notification options Go to File tab Options click on Mail Message arrival section Click on Desktop Alert Settings button Last Edited:

6 Read Click on the message in the Item Pane and the message body is shown in the Reading Pane To read the in detail, double click on the subject in the Item Pane Last Edited:

7 Change the view of the Reading Pane Go to View tab Layout group click on Reading Pane Choose a desired option from the list Organize s Change the sort order of message list By default, Outlook sorted message by date. To change the order of message list in the Item Pane, do the following: Change the view of the Reading Pane to the bottom Last Edited:

8 Do one of the following: Click on the heading of each column in the Item Pane to customize the message sorting Go to View tab Arrangement group and select a desired sort option in the Gallery Mark incoming messages as read or unread Outlook has a number of ways of organizing that will ensure that none message get left behind. Select an message in the Item Pane Do one of the following: Go to Home tab Tags group click on Unread/Read Right click on the message in the Item Pane and click Mark as Unread Last Edited:

9 Categorize incoming message Select an message in the Item Pane Do one of the following: Go to Home tab Tags group click on Categorize and select a desired category Right click on the message in the Item Pane click on Categorize select a desired category from the shortcut menu Last Edited:

10 Rename a category Click on All Categories from the shortcut menu In the Color Categories dialog box, under Name field, select a category name click Rename Last Edited:

11 Place an message into two or more categories Click on All Categories from the shortcut menu In the Color Categories window, under Name field, select desired category check boxes click OK Last Edited:

12 Flag incoming messages Follow-up an incoming message Do one of the following: Go to Home tab Tags group click on Follow Up and select a desired follow-up option from the list Right click on the message in the Item Pane, click on Follow Up and select a desired Follow Up option from the shortcut menu Right click on the flag icon appeared on the right side of the message and select a desired follow-up option Last Edited:

13 Mark complete flagged items Right click on the flag icon appeared on the right side of the message Click Mark Complete to change the red flag icon to the check mark Delete Message Do one of the following: Select message and press DELETE on keyboard Right click the message and then click Delete from shortcut menu Select message and click Delete button on the Home Tab in the Delete Group Last Edited:

14 Manage incoming s with inbox folders Outlook 2010 allows users creating additional inbox folders for to keep messages on file for a while Create additional inbox folders On the Navigation Bar, click on Mail icon Right click on Inbox folder icon on the Navigation Bar choose New Folder In the Create New Folder window, under Name field, enter the name of the additional Inbox folder in the blank click OK to confirm Last Edited:

15 The new additional inbox folder is created and appeared under the Inbox folder on the Navigation Bar Add subfolders under an additional inbox folder Under Inbox folder, select an additional inbox folder Drag and drop the folder into another desired additional inbox folder Last Edited:

16 Move incoming messages to additional inbox folder In the Item Pane, select an message Drag and drop it into a desired additional inbox folder/subfolder under Inbox folder on the Navigation Bar Rename additional inbox folders Select the additional folders or subfolders Right-click to display the menu list Click Rename to give the folder a new name Delete additional inbox folders Select the additional folders or subfolders Right-click to display the menu list Click Delete to remove the folder Last Edited:

17 Search for messages Do any of the following: Click on the Mail icon on the Navigation Bar Click the Search Inbox bar which is located on the top of the Items Pane Go to Search Tools tab Search tab and use search criteria options under the tab to narrow down the search result To search through any of the Outlook items, go to Search Tools tab Search tab Scope group click on All Outlook Items To go to recent searches, go to Search Tools tab Search tab Options group click on Recent Searches choose any recent searches in the list Last Edited:

18 Send Compose a new message Click on Mail icon on the Navigation Bar Go to Home tab New group click the New The message compose dialog box will display To enter the recipient s address, do one of the following: Enter the destination address or type the first letter of the contact name saved in the Address Book in the To field Last Edited:

19 Click on the To button and do the following: Click a down arrow under Address Book select Global Address List from the drop down list Select a desired contact click on button, Cc -> button or Bcc -> button to send to one or multiple recipients click OK Last Edited:

20 Enter the subject in the Subject filed Type body of message Click the Send button Change the signature In the message compose dialog box, go to Insert tab Include group click on the Signature Select the different desired signature from the list Last Edited:

21 Change the account sending out messages In the message compose dialog box, click on From Select the different desired account from the list Add the Bcc field to create a blind copy Click on the Mail icon on the Navigation Bar Go to Home tab New group click the New In the message compose dialog box, go to Options tab Show Fields group click on Bcc Enter destination addresses or contact names in the Bcc field Last Edited:

22 Format Message While creating a message, all formatting options are under the Format Text tab and some also available under the Message tab There are three type of formatting in Format group under Format Text tab HTML include things like colors, sizes and graphics Plain Text a good choice for reading on mobile devices such as cellphone Rich Text a cross between HTML and Plain Text The Format Text tab contains the following group The Clipboard group - Paste, Cut, Copy and Format Painter The Font group - font size, color, type, etc. The Paragraph group - bulleted lists, alignment, indent... The Styles group text styles The Editing group Find, Replace and Select option The Insert tab allows inserting graphic, tables. Revise message before sending out In the message compose dialog box, go to Review tab Proofing group Select proofing tool options Last Edited:

23 Resend an sent message Go to Sent Items folder on the Navigation Bar Double click on the to resend In the message window, go to Message tab Move group click on Actions and select Resend this Message Last Edited:

24 Response incoming messages Reply to Messages Double click the message In the message window, go to Message tab Respond group click Reply or Reply All Reply send the respond message only to the sender Reply all send the respond message not only to the sender but also to all the recipients of the original message A message window included the original message will open. Type the respond in the body Click the Send button Last Edited:

25 Forward Messages Double click the message In the message window, go to Message tab Respond group click Forward A message window included the original message will open Select recipients (ex: from the Global Address List) Type the respond in the body Click the Send button Last Edited: