Outlook 2010 Tips & Tricks

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1 University of Texas at Brownsville & Texas Southmost College Information Technology Services User Support Services Help Desk 882-HELP (4357) Outlook 2010 Tips & Tricks 1

2 OUTLOOK 2010 TIPS & TRICKS Outlook is a powerful application that can help you organize your correspondence, work, contacts, etc. This guide is designed to provide you the basic skills you need to use Outlook to effectively manage your , to-do-lists, calendar, and notes to self. Outlook is very versatile and easy to use. Often there are many ways to accomplish a particular task allowing you to navigate as you prefer. An effort has been made to provide the easiest or most familiar way to do each task. This guide is designed to be an e-book so you can quickly navigate to the section you need. Note that you can quickly jump to an item in the Table of Contents by clicking on it, there is a link back to the table of contents at the bottom of each page, and there is an alphabetical index at the end of the document. Outlook training seminars are held on occasion. To request one-on-one or small group training, visit this site - Microsoft Outlook Workshops. 2

3 TABLE OF CONTENTS Just click on an item to jump to that section. Alphabetical Index The New Look & New Lingo... 6 Main Outlook 2010 Screen... 6 Customizing the Main Outlook Layout... 7 To-Do Bar... 7 Layout Defaults... 7 Customizing the Navigation Pane Buttons... 8 Mail - Home Tab in Detail... 9 Printing, Save and Save As Buttons (Bring Them Back!) Customizing the Quick Access Toolbar Quick Steps Create a Quick Step Create a New .. The Basics Add an Attachment Additional Help Addressing your Change Your Default Address Book Addressee Automatic Suggestion Feature Delete a Suggested Address Personal Contacts List Add Names to Your Personal Contacts List Create a Distribution List (Mail Group) Modify a Contact or Distribution List Delete a Contact or Distribution List Share Your Personal Contacts Send a Sharing Invitation or Request Share and Assign Permissions - at the Same Time Beyond the Basics (Some Additional Features) Request a Delivery Receipt Send Voting Buttons Check on Your Vote Responses Have Replies to Your Sent to Someone Else Schedule the Delivery of Your Message Format and Appearance Change the Default Sending Format (HTML or Plain Text) Add a Web Link to the Body of your Message Create a Signature to Automatically Sign Your s OOOOOOPS! Recall a Sent Message View an Header Manage Your Inbox Indicators Actions Open an Printing an Send a Reply to the Originator

4 Send a Reply to Originator and All Recipients Forward an Create a New Folder Rename a Folder File an Categorize an Follow-Up Flags Move an Item to Another Folder Mark an as Junk Mark an as Unread Favorite Folders Search Folders Status/Reminder Messages Create a Custom Category Easy Ways to Jazz Up Your Inbox Color-Code Specific s Using Conditional Formatting Rules To Modify or Delete a Rule/Condition Rules Customize the Destination of Your Incoming Modify or Delete Existing Rules Find / Search for an Quick Search Change Default Search Behavior Quick Search - Customized! Advanced Find Find Related Messages Junk Mail Folder Blocking a Sender UN-Blocking a Sender Junk-Mail Filter Background Images Out of Office Assistant Calendar Getting Around in the Calendar Window Create a New Calendar Entry / Meeting Notice Mark an Entry as PRIVATE Add an Attachment View Attendee s Availability Modify a Meeting Accept (or Reject) a Meeting Invitation Share Your Calendar Send a Sharing Invitation or Request Share and Assign Specific Permissions - at the Same Time Free/Busy Time Configuration To Do Lists (Tasks) Create a New Task Add an Attachment Manage Your Tasks (To-Do List) View Settings

5 Additional View Settings Create a New Folder to Organize by Subject Open Shared Tasks Share Your Tasks Send a Sharing Invitation or Request Apply Detailed Sharing Permissions Notes Take a Note Create a New Note Share Your Notes Apply Detailed Sharing Permissions Open SharePoint Calendar, Contacts or Shared Documents within Outlook Copying Items Archiving Your Mailbox Cleanup Quick Cleanup Large Mail Search Folder Check Your Mailbox Size and Available Space Webmail Alphabetical Index

6 The New Look & New Lingo (Mail View) Main Outlook 2010 Screen Quick Access Toolbar Click here to modify the displayed sort order. Ribbon Column Headings # of unread s - To Do Bar Navigation Pane Navigation Pane Buttons - Navigation Pane - Mail View Calendar View Contacts View Tasks View - Reading Pane The that you click on appears here. Contains calendar, follow-ups, and tasks due. - Status Bar - Notes (like Post-It notes) View folders Shortcuts/ Links Exchange server connection status Viewing size 6

7 Customizing the Main Outlook Layout You can turn on and off your reading pane, status bar, to-do bar, etc.. To-Do Bar A feature that offers helpful reminders of meetings, tasks, notes, follow-ups that are due or soon due.. Layout Defaults - Below are the layout defaults. If desired, experiment with the selections to find what works for you. Settings are available from the ribbon, View tab, Layout group. 7

8 Customizing the Navigation Pane Buttons You may customize the navigation pane buttons in the lower left corner of the screen as desired. Click on the tiny down arrow (circled in red below) and experiment with the options. Click on Show More Buttons or Show Fewer Buttons to add or reduce the number of horizontal navigation pane buttons that are displayed (Mail, Calendar, Contacts, Tasks, etc.). Click on Navigation Pane Options... to change the sort order of the horizontal navigation pane buttons. Click on the last option, Add or Remove Buttons, to select the tiny shortcut buttons that appear in the lower right corner of the navigation pane. 8

9 Mail - Home Tab in Detail Quick Access Toolbar Help Create NEW item Select new item type Delete options Response options Quick Steps Move options Flags and categories Search options The options on the Send/Receive, Folder, and View tab are not normally needed. In lieu of using the Send/Receive tab to check for new mail, just press the F5 key. Before experimenting with any changes on the View tab, make a note of the current settings. 9

10 Printing, Save and Save As Buttons (Bring Them Back!) Where have the print and save buttons gone? There are still there under the File tab (see image below). You can bring them back up to the top-left of your window by customizing the Quick Access Toolbar (see instructions at the bottom of this page). Note that when accessing the Print option, a print preview is on the right pane. Print options are available under the Printer section. Customizing the Quick Access Toolbar To regain the look and feel of having the print, page setup and save buttons readily available at all times, you can customize the quick access toolbar as desired. To access the Quick Access Toolbar setup, click on the tiny down arrow and select More Commands. 10

11 At the resulting window, use the drop down and select All Commands. Use the scroll bar and select the items you desire such as Print and Page Setup. When done, click on OK. Do this twice - for the main Outlook window and again for the new message window. To do so for the new message window, open a new message and follow the steps above. Do not add the Quick Print menu item. The Quick Print menu item sends your document to the default printer without allowing you to select certain pages or a different printer. You do not need to add Print Preview because this is now built into the Print command. When you activate the print command, a preview is included in the right pane. 11

12 Quick Steps A new Outlook feature is Quick Steps which are shortcuts to commonly performed tasks. There are a few premade quicksteps that you can start using. If you frequently find yourself doing a certain task, create a quick step. Some of the tasks that quick steps can be used to automate are move, forward, categorize, flag, create meeting notices, etc. The sample below shows you how to create a quick step to move items to a different folder. Create a Quick Step Click on the tiny down arrow in the lower right corner of the Quick Steps group (ribbon, Home tab). Click on the New button and select a quick steps template. Enter a name for your new quick step in the Name field and select a folder. Click on Finish. 12

13 Create a New .. The Basics (From the Main Outlook Window Mail View) From the ribbon, Home tab, click on the New icon. Enter the name of your addressee(s) in the To field (see the next page for additional addressing help). Enter the subject of the in the Subject field. Enter the text in the Text field. Add an Attachment: click on from the Include group, browse to the file you want to attach and double-click on it. Note: CC Carbon Copy is used to let someone else know about a message even though they are not the primary person the message was intended for. BCC Blind Carbon Copy recipients will also receive the message, but the people on the To and CC lists will not see the names of anyone on the Blind Carbon Copy list. To add a recipient to the BCC field, use the address book feature by clicking on (see next page for more info on using the Address Book). To mark your as important, click on the Tags group To send your , click on. in To permanently view the BCC field in all new messages, open a new , and from the Options tab, click on Bcc in the Show Fields group. Quick Access Toolbar Tabs Groups R I B B O N wing the Rul To expand a group, click on the tiny arrow in the Viewing the Ruler - Click on the tiny icon. This turns the ruler on and off like a light switch. R U L E R lower right corner. 13

14 Additional Help Addressing your (From the Main Outlook Window Mail View) Type the address or name (first last) in the To field. Text Field Or, using the address book 1. Click on the button. 3. Enter first & last name, then click on the button to the right. 2. Choose an address list Global Address List for all users Contacts for your list of contacts. Note: You can right-click on a name and add it your personal Contacts Address list. 4. Select a recipient by clicking on a name and then click on the appropriate button When done, click on the button If there is a duplicate name, use the horizontal scroll bar and scroll to the right to view the departmental information and actual addresses. With large address lists like UTB s, you may have to call the recipient to confirm their address. 14

15 Change Your Default Address Book By default, the Global Address List displays when you click on the button to address an . This can be permanently changed to your Personal Address List. From any view (Mail, Calendar, etc.) ensure you are on the Home tab, Click on Address Book in the Find group. From the resulting Address Book window, click on Tools, Options Select Start with contact folder and click on OK. 15

16 Addressee Automatic Suggestion Feature Outlook has a name resolution feature which remembers your previous addressees and then offers suggestions when you address future s. When you begin typing an address in the, a list of suggestions start appearing based on the keystrokes that you have entered. Note below that when tes is typed in the field, two suggestions are offered. Delete a Suggested Address Occasionally, a contact will change their address resulting in the need to correct the suggestion list so you don t accidently send an to the old address. To delete an address from the suggestion list, type enough of the address in the field so that the address you wish to delete is highlighted, then just press your delete key on your keyboard. Now type in the new address (or select it from an address list.) and send your . When addressing future s to this person, their new address will now be included in the suggestion list. The address must be highlighted in the suggestion list in order to properly delete it. Therefore, you must type as many characters as necessary in the field to have it be highlighted as the preferred choice. Then, press the delete key on your keyboard. 16

17 Personal Contacts List (From the Main Outlook Window Contacts View) Add Names to Your Personal Contacts List You can select names from the Global Address List (see page 14) by right-clicking on the name and choose Add to Contacts. Or you can manually add a name to your personal Contacts list: Go to the Contacts View (Click on the Contacts navigation pane button in the lower left corner). From the Home tab, click on. Fill in the desired fields of information. The field can be filled in using the Global Address List by clicking on and selecting the Global Address List via the drop down menu (top right of window). A picture may be associated with a contact by clicking on file and double-click on it.. Browse to the picture You can categorize your contact by clicking on categories can be selected. (ribbon, Options group). Multiple When done, click on (ribbon, actions group). Change the sort order of your contacts by selecting the desired view from the ribbon, Current View group. Click on the down arrow to expand the sort options. 17

18 Create a Distribution List (Mail Group) (From the Main Outlook Window Contacts View) If you frequently send s or meeting notices to a group of people, you will save time by creating a distribution list. To create a distribution list, go to your Contacts (bottom left of Outlook window), then from the Ribbon, click on New Contact Group in the New group Enter a name in the Name field for your new distribution group Select your members Click on to add members from the Global Address List or your Personal Contacts List. To add a member manually, click on Add Members and select New Contact. Type the name and address. Then, click on. 3 4 Save. 18

19 Modify a Contact or Distribution List To modify an existing contact or distribution list, go to your Contacts (bottom left of Outlook window), double click on the contact or group you wish to modify and make the desired changes. When finished, click on Save and Close (ribbon, Contact Group tab, Actions group). Delete a Contact or Distribution List To delete an existing contact or distribution list, go to your Contacts (bottom left of Outlook window), click on the contact or group you wish to delete and click on Delete (ribbon, Home tab, Delete group). 19

20 Share Your Personal Contacts (From the Main Outlook Window Contacts View) There is more than one way to share your contacts Send a Sharing Invitation or Request (for viewing permissions only) To allow someone to view your contacts or request permission to view someone else s contacts, click on Share Contacts (ribbon, Home tab, Share group). 1. Enter User s name or click on the button to find the name. 3. Click on the button. 2. Click on either or both check boxes as appropriate. 20

21 Share and Assign Permissions - at the Same Time If you wish to assign specific permissions, the easiest way to share your contacts is to access the traditional interface which allows you to share your contacts and apply sharing permission at the same time. To access the sharing and permissions interface click on Folder Permissions (ribbon, Folder tab, Properties group). 1. Add a user. 2. Make sure the user is selected in the top section, and then set specific permissions. 3. Click on OK. 21

22 Beyond the Basics (Some Additional Features) When sending a new , you can select some advanced options. Some of the popular options are described below. Options are accessed by clicking on the Options tab in the ribbon Request a Delivery Receipt and/or a read Receipt for Your . Send Voting Buttons (accept/reject; yes/no; or yes/no/maybe) so the recipient can quickly answer. If you need custom voting buttons, select Custom and enter your own responses separated by semicolons. You may type your own vote responses - SEPARATED BY SEMICOLONS. Then, click on. 22

23 To check on your vote responses, locate and open your original message in your Sent Folder. Click on the Tracking icon (Message tab, Show group). C Check on Your Vote Responses Quick summary of responses. If desired, you may highlight all the rows and copy and paste them into Excel for further manipulation. 3 Have Replies to Your Sent to Someone Else: In the Have replies sent to field type in the name or click to use an Address List. 4 Schedule the Delivery of Your Message for a particular date and time. 23

24 Format and Appearance You can change the default appearance of your new s and your replies and forwards. From the ribbon, File tab, click on. Click on Mail (2 nd option on the left). Click on Stationery and Fonts. Under New mail messages or Replies and Forward, click on. Change the font features When done, click on. Change the font color 24

25 Change the Default Sending Format (HTML or Plain Text): Outlook s default sending format is html. You may occasionally be notified by a recipient that your mail was not readable. This may occur if the recipient s mail server does not accept html. To change the format of an outgoing to a universally accepted format, click on Plain Text (ribbon, Format Text tab). If desired, you may change the format of all outgoing s to plain text. From the ribbon, File tab, click on. Click on Mail (2 nd option on the left). Under the Compose messages section, use the dropdown box to select Plain Text and click on OK at the bottom. Note that the plain text format does not allow photos or links. Add a Web Link to the Body of your Message To start, your cursor must be in the body/text of your . From the Ribbon, Insert tab, Links Group, click on Hyperlink 1. Enter text to be displayed. 2. Enter web site address. 3. Click on the button. 25

26 Create a Signature to Automatically Sign Your s 1. Visit the Creative Services templates webpage and save the signature template PowerPoint file to your desktop. (You may have to log in using your Scorpion username and password.) (All UTB/TSC employees must use the official signature format.) 2. Open the file and change the text to reflect your own data (name, title, department, phone, fax, , building, and room number). 3. Click on the File tab (ribbon), and click on Save As. 4. On the left side, click on Desktop (so it will be saved to your Desktop). Set the Save as type" field to JPEG File Interchange Format (*.jpg) and click on the Save button. (If asked, select Current Slide Only. ) 5. Open Outlook. 6. From the ribbon, File tab, click on. Click on Mail (2 nd option on the left). 7. Underneath the Compose messages section, click on the Signatures button 8. Click in the Edit Signature area (at the bottom) and delete any text present and all spaces. (See image below.) 9. Click on the picture icon (second icon from the end, tiny picture of mountains and sun). 10. Browse to your desktop and select your signature JPEG file that you saved earlier. 11. If desired, add a hyperlink to your department s website. To do so, click on the image of your signature, and then click on the hyperlink icon (the last icon, tiny picture of a world with a chain). In the Address field, paste your website address and click on OK. 12. Click on OK. 13. Send a test to yourself to ensure that it looks correct. Note that you can adjust the New messages and Replies/forwards fields to control when the signature will be applied. (See left side of the image below.) 26

27 OOOOOOPS! Recall a Sent Message If you need to recall a sent message, you can do so as long as it has not yet been opened by the recipient. To do this: Go to your Sent Items folder Open the that you wish to recall by double-clicking on the message (this will not work in the viewing pane). From the Ribbon, Message tab, Actions group, click on Other Actions and select Recall This Message. You are then prompted to delete unread copies or delete unread copies and replace with a new message. Make your choice and click on the button. 27

28 View an Header There may be an occasion when you want to view an header. The header contains information about the sender, route and receiver. To view an header: Double-click on an to open it in a separate window. Click on Actions (ribbon, Message tab, Move group) Select Message Header If you frequently view headers, add the Message Options command to your quick access toolbar. See the Customizing the Quick Access Toolbar section for help. 28

29 Manage Your Inbox (From the Main Outlook Window Mail View) Indicators: Unopened . Urgent Meeting Invitation Opened Attachment Actions: Most actions can be performed via the ribbon or by right-clicking on the and selecting the desired action. Open an Click the folder and click on the you want to read it will appear in the Reading Pane (on the right). Double click on it to open in a separate window.. Printing an Click on the and then click on on the toolbar. If you do not have the printer icon see section Customize the Quick Access Toolbar. Alternatively, access the print function from the File tab (ribbon). Send a Reply to the Originator: Click on the button, type your reply in the text field, and click the button. Send a Reply to Originator and All Recipients: Click on the reply in the text field, and click the button. button, type your Forward an to Someone Else: Click on the button, enter the address in the To field or click on to use the address book, enter any additional comments in the text field and click on the button. Create a New Folder to Better Organize Your Click on New Folder (from ribbon, Folder tab, New group). (Leave Mailbox Your Name selected in the bottom section.) Enter a name for the new folder and click on the OK button. Rename a Folder just right click on the folder and select Rename Folder. Rename folder File an in Another Folder: Right-click on the , click on the button, and select the folder that you want to file it in. 29

30 Other Ways to Keep Track of Your Inbox: Right clicking on an displays the following menu items. Categorize an An can be categorized which can be used to change the sort order of your inbox. (See Create a Custom Category.) Follow-Up Flags You can select a Follow-Up flag. Flag for follow up or as completed. Select to mark with a date and time.. Mark an as Unread. Move an Item to Another Folder Mark an as Junk Also, you can mark the as junk mail and Block the sender via the resulting pop-up menu. Many action items have sub menus which are accessed by moving your mouse over an item. For example, move your mouse over Follow Up and the following sub menu appears: Mark an as Unread Mark an as Unread. Submenu 30

31 Change the Sort Order of Your Inbox: To change the sort order of your inbox, from the Main Outlook window, just click on the column heading that you wish to sort by - or - click on Arranged By and choose an option from the resulting drop down menu. Favorite Folders: If you find that you have too many folders to find things easily, you can add your most frequently accessed folders to the Favorite Folders section. To accomplish this, just click on a folder keep the mouse button held down - and drag it up to the Favorite Folders pane. The folder remains in its original location but now a shortcut also appears in the Favorite Folders pane. To remove a folder from the Favorite Folders pane, just right-click on it and select Remove from Favorite Folders. You can also manage your Favorites folders from the Favorites group (ribbon, Folder tab). Click on a folder and click on Show in Favorites. Clicking on Show in Favorites again, removes the folder from the Favorites section. 31

32 Recover a Missing Unread Mail folder Missing Unread Mail Folder By default your Unread Mail folder is located under the Favorites section (top of folder list on left side). If it disappears, you can restore it. First check to see if it is listed under Search Folders on the left side (towards the bottom of your folders list). If it s there, just click on it drag it back up to your Favorites section. If the Unread Mail folder is not listed under Search Folders, you will need to recreate it. To do this, click on New Search Folder (ribbon, Folder tab, New group), click on Unread Mail and click on the OK button. The Unread Mail folder will now be listed under your Search Folders in the left pane. Now, just click on it and drag it back up to your Favorites section. Search Folders If you frequently search your based on specific criteria, it may be very beneficial to create a search folder which will allow you to view the same search results by simply clicking on the search folder. To create a search folder, click on New Search Folder (ribbon, Folder tab, New group). Select a template from the resulting popup window and click on the OK button (use the scroll down bar to review the templates to find the best match for your search criteria). Depending on which template you choose, you will need to enter the search criteria as prompted at the bottom of the popup window and click on OK. To modify a search folder, click on the folder and click on Customize This Search Folder (ribbon, Folder tab, New group). Check out the Large Mail search folder which helps you manage your mailbox size. 32

33 Toooo Many s? View by Collapsed Groups: If you have soooo many s in each group that it takes toooo long to find an , simply collapse the viewing groups. You may expand or collapse your groups by simply right-clicking on one of your group headings and selecting Collapse All Groups or Expand All Groups. 1. Right-Click here Select Collapse All Groups - or - Expand All Groups here... If desired, you may change the default from expanded to collapsed so that groups are always collapsed until you click on the group header. To do so, click on View Settings (ribbon, View tab, Current View group). Click on the Group By... button (the second button on the left side). From the drop down box in the lower right corner, select All collapsed or if preferred, As last viewed. Status/Reminder Messages. If you have replied to a message or set a follow-up flag, a reminder note is displayed when you view your 33

34 Create a Custom Category s and contacts can be categorized. For example, if you are a supervisor, you may want to create two categories one for personnel full time and one for personnel part time. Then, when viewing your contacts by category, you will have a nice group/section for each. To create a category: Click on Categorize (Home tab, Tags group) and select All Categories 1. Click on. 2. Enter a name in the Name field Select a Color Select a Shortcut Key (if desired) Click on 34

35 Easy Ways to Jazz Up Your Inbox (From the Main Outlook Window Mail View) Color-Code Specific s Using Conditional Formatting Rules The method to color code s has changed a bit with This feature allows you to assign a special color and font based on a particular address or certain word(s) in the subject line, etc. Click on View Settings (ribbon, View tab, Current View group) Click on the Conditional Formatting button (on the left side toward the bottom). Click on the Add button (on right side). Add a name such as s from Click on the font button and on the resulting screen select the font and color you desire and click on the OK button. Once you click on OK you will be back at the Conditional Formatting window. Click on the Condition button (bottom left). 35

36 At the Filter window indicate when the special font/color is to be applied. As applicable, enter word(s) in the Search for the Word(s) field, an address in the From field, and/or an address (of recipient) in the Sent To field. You can limit it further by using the Where I am: selection. Use the More Choices tab to be even more specific by limiting the rule to certain conditions such as only s are have not been read, those that have attachments, of a certain importance, etc. The Advanced tab can be used to further limit/customize the rule. When done, click on OK, OK, and OK again. To Modify or Delete a Rule/Condition Rules that you have created may be modified or deleted as desired. You cannot modify or delete the six built-in rules. Click on View Settings (ribbon, View tab, Current View group) Click on the Conditional Formatting button (on the left side toward the bottom). On the resulting screen, the rules that you have created are listed at the bottom (after the six built-in rules). If you have a lot of rules, you may need to scroll down. To delete a rule, select it and click on the Delete button. To modify a rule, select it and click on the Condition button. Once modifications, are made click on the OK button until you have exited the rule interface. 36

37 Rules Customize the Destination of Your Incoming Have your incoming messages go directly to a certain folder based on sender, subject, etc. (bypassing the inbox). This is accomplished with a rule. This is easy to setup because Outlook contains several rule templates to assist you. This guide will walk you through one as a sample. Click on the Rules icon and select Manage Rules and Alerts (ribbon, Home tab, Move group). The Rules and Alerts window will appear: Click on New Rule Any existing rules will appear here Click on and the Rules Wizard window will appear. Click on the desired template, and click on 37

38 After clicking on, a Rules Wizard window will appear to guide you through setting up the variables required for the selected template. For example, the window to the right appears when the Move messages from someone to a folder template is selected 1. Select condition(s) 2. Click on each underlined item in the Step 2 window to edit the rule description variables. Note: Step 2 must be completed for each condition selected in Step 1. After completing Step 2, click on to edit the rule description variables for the next condition. When done, click on. 38

39 Modify or Delete Existing Rules Click on the Rules icon and select Manage Rules and Alerts (ribbon, Home tab, Move group). The Rules and Alerts window will appear: Any existing rules will appear here Select a rule and click on Delete or Change Rule as desired. For help on changing a rule see the steps for creating a rule (previous page). 39

40 Find / Search for an (From the Main Outlook Window Mail View) Quick Search Since Microsoft Office 2007, Outlook as a new Quick Search feature. Just start typing a word or two in the Quick Search field and the results start appearing as soon as you start typing! Note! To make the Search tab appear, you must click in the Quick Search field. The Quick Search feature searches in the current folder. After the search results are rendered, you can click on Try searching again in all Mail Items to search in all folders. This option appears at the bottom of your search results so you may need to scroll down. You may also change the scope of your search by using the options available from the ribbon, Search tab, Scope group. (To make the Search tab appear, you must click in the Quick Search field.) Other options available from the ribbon s Search tab include by attachment, Unread, Sent To, by flag, etc. Use the Recent Searches icon to reuse recent search parameters. Also, see the advanced options under the Search Tools icon in the Options group. 40

41 Change Default Search Behavior To change the default search behavior, click on Search Tools and select Search Options... (Click in quick search field to make the Search tab appear Search tab, Options group.) To always search all folders, select All folders. Be aware that this may produce lengthy search results. To always search all folders. Quick Search - Customized! You may add additional parameters to limit your quick searches. Click in the Quick Search field (to activate the Search tab) and click on (ribbon, Search tab, Refine group). From the resulting drop down list, select the desired field(s). For example, if you select the From field, the Quick Search box will now contain the From field. To remove a special search field, just click on the X to the right of the field. 41

42 Advanced Find Alternatively, you may use the traditional Advanced Find feature. The Advanced Find feature allows you to search in specific folders, from a particular sender, etc. Click on Search Tools and select Advanced Find (Click in quick search field to make the Search tab appear Search tab, Options group.) Click on, select the folders you wish to search in, click on Search subfolders if appropriate, then click on. Enter word(s) to search for. Use the drop-down arrow to select subject field only or subject field and message body as appropriate. Enter a name in the or fields if desired. (Click on the or Click on. button to use the Address Lists ) 42

43 Find Related Messages If you lose track of the s going back and forth, you can select one of the s in the chain and locate the other related messages. To do so, right-click on the and select Find Related Messages in This Conversation. If desired, you can also choose Messages from Sender to find all messages from that particular sender. Right Click You may also locate related messages from within an by clicking on the area right above the From field and selecting Find related messages. Click right above the From field and select Find related messages. 43

44 Junk Mail Folder Outlook s junk mail filter is a complex set of rules that analyzes mail based on content, sender s address, subject, attachments, etc. There is no filter that can guarantee 100% accuracy. Items in your junk mail folder are not lost they are just redirected to the junk mail folder which indicates that the is likely junk mail (spam or phishing attempt). It is important to occasionally skim through your junk mail folder to ensure that a valid mail item was not misclassified as junk. Blocking a Sender If a junk-mail item ends up in your inbox, just right-click on it, select Junk Block Sender. UN-Blocking a Sender If a legitimate mail item is found in the junk folder, you can easily redirect it to your inbox and tell Outlook to route future items from this sender to your inbox. Right-click on the , select Junk Not Junk. Then, answer the prompt that follows.. Right-click on an . UN-Block all future s from a sender (mail will go directly to your Inbox) Block all future s from a sender (mail will go directly to the Junk folder) Junk Mail options are also accessible from the Delete group (ribbon, Home tab). 44

45 Junk-Mail Filter Although not recommended, you can turn off your junk mail filter. To turn off the junkmail filter: Click on Junk (ribbon, Home tab, Delete group), select Junk Options Select Tools from the menu bar, then select Options On the Preferences tab, click on the button Select the first selection, No automatic filtering. and click on the button. 45

46 Background Images Note, adding a background image (picture) is discouraged. Doing so greatly increases the size of each message and quickly depletes your mail quota and the recipient s mail quota. Out of Office Assistant Going away? Outlook can automatically notify others that you are out of the office. To configure your Out of Office Assistant, click on the File tab Info Automatic Replies. Once you select Out of Office Assistant, you will see: Turn OFF the Out of Office Assistant Or Turn ON the Out of Office Assistant Enter the Start and End times. The End time is important so you don t have to remember to turn it off when you return. When you have finished setting up the Out of Office Assistant, click on OK You may setup a rule for example, you may create a rule to forward all your mail to someone else while you are away. 46

47 If you clicked on the Rules button, the following will appear. Adding a Rule to customize the Out of Office Assistant is OPTIONAL You can click on Add Rule and set specific conditions 3. When done setting up your rule, click on OK 1. Specify which incoming messages the rule will apply to. If the From.. field is left blank, the rule will apply to all incoming messages! 2. Specify what action(s) to be performed. In this example, all s received will be forwarded to Donna Ceglar. Once you click on OK, you will see that your new rule is listed on the resulting screen. You can delete or edit the rule as desired. Click on OK OK. 47

48 Calendar Outlook has a wonderful calendar to help you keep track of your busy schedule. Also, you can create meeting notices to invite/notify coworkers of a meeting. When a change must be made to the time, location, or attendees, Outlook updates all invitees. This helps put an end to the -tag when arranging a meeting. Go to the Calendar View (from the Main Outlook Window, click on the Calendar navigation pane button in the lower left corner). Getting Around in the Calendar Window New calendar item or meeting View by day - week - month Horizontal timeline for today Open someone else s calendar all or a portion of your calendar Share your calendar Search for a calendar entry To go to a particular day, just click on it. Browse backwards & forwards through the months. Select to view other calendars that you have permission to see. Click on the title & you will receive a pop-up selection of the last 3 months and the next 3 months. (Move your mouse up or down to select a month.) 48

49 Create a New Calendar Entry / Meeting Notice To create a new entry double click inside the day or click on New Appointment or New Meeting icon (ribbon, Home tab, New group). The resulting window will appear: Turns your new entry into a meeting Display time in calendar as? Set up a recurring entry Mark entry as PRIVATE denies viewing rights to others. - or - Type the subject Type the location Use drop-down button to set a reminder alarm Type any desired notes. To set the meeting time you must uncheck All day event Categorize as? 49

50 Mark an Entry as PRIVATE Add an Attachment To add an attachment to your calendar entry click on Attach File (ribbon, Insert tab, Include group) Fill in all desired fields. If the new entry is just an event/appointment and not a meeting, click on Save & Close (ribbon, Appointment tab, Actions group). Or, click on Invite attendees to schedule a meeting. Add attendees just as you would addressees to an Add attendees just as you would addressees to an Type the subject Type the location Type any desired notes. Scheduling Assistance Check Recipient s Availability If you need to check the attendee s schedule before setting the time for the meeting, use the Scheduling Assistant which is detailed on the following page. 50

51 View Attendee s Availability.. Use the following method to add attendees and check their availability at the same time. Click on Scheduling Assistant and the following window will appear: (click on and use your personal or Global Address book to find your attendees.) THIS METHOD ALLOWS YOU TO CHECK THE AVAILABILITY OF THE RECIPIENT S CALENDAR VIA COLOR CODES.. You may also utilize the Suggested times section (bottom right of your window) if you prefer a text list. If others cannot see your schedule or you are unable to view someone else s schedule, see the Free/Busy time configuration section. When using the address book, users can be selected as Required, Optional, or as a Resource. 51

52 Modify a Meeting Often meetings arrangements have to be changed and re-changed. You may need to change the meeting time, place, or just add more info. Outlook will work behind the scene to coordinate changes to your meeting. To modify your meeting notice: Double Click on the meeting (to open it) Make your changes Click on the Send Update button To remove or add an attendee: Double Click on the meeting (to open it) In the To field, delete or add invitees as desired. Click on the Send Update button If your changes only affect the attendees, you will receive the prompt below. Choose the desired update type and click on 52

53 Accept (or Reject) a Meeting Invitation (From the Main Outlook Window Calendar View) Meeting invitations are received in your mail inbox and are indicated by the icon. Upon opening an invitation you will see: Rep l y b u t t o n s Delete Yes Maybe No Propose a different time Reply just to sender, Reply to all sender and all invitees, Forward meeting notice to someone else, or Forward as an attachment. When accepting a message, you can choose to send a note with your response. Type any desired text to be included with your response and click on the Send button. 53

54 Or. If you click on Propose New Time, the following window will appear: Select a new time in the graphical window (use the horizontal scroll bar if necessary) Or Use the start and end time field to propose a new time. You may click and drag the red and green vertical lines to the left or right in lieu of typing the start and ending times. (Green is starting time and red is ending time.) When you move one of the lines, you will see that the meeting time automatically adjusts. 54

55 Share Your Calendar Send a Sharing Invitation or Request To allow someone to view or modify your calendar, click on Share Calendar (from your calendar, Home tab, Share group). The following invitation will appear: 1. Enter recipient s address or click on the [To ] button to find the name. 3. Click on the Send button. Type any notes that you would like to include. 2. By default the recipient added will only be able to view your calendar. Only check this box if you want to grant the recipient add, edit, and delete rights to your calendar. 55

56 Share and Assign Specific Permissions - at the Same Time If you want to assign specific permissions, utilize the traditional interface which allows you to share your calendar and apply sharing permission at the same time. Click on Calendar Permissions (from your calendar, Home tab, Share group). The following interface will appear: 1. Add user 2. Make sure the user is selected in the top section, and then set specific permissions. 3. Click on OK 56

57 Free/Busy Time Configuration Free Busy Time By default users can utilize the Scheduling Assistant within the new appointment and new meeting interfaces to see when their coworkers are available for meetings. This puts an end to the ing and calling to multiple parties just to setup a meeting. See the View Attendee s Availability section for more information. The default settings are shown below. By default, the Default user can only see if you are available or busy not the specifics of your meetings. The Default user is associated with coworkers that you have not already shared your calendar with. If desired, you may grant others the right to view the subject and location of your meetings as well by clicking on the Default user and selecting the read permission of Free/Busy time, subject, location. Even if this permission is given, calendar items marked private will appear as Private Appointment to others. If coworkers state that they cannot see your schedule, check your calendar permissions and ensure that the Default user has the Read Free/Busy time permission. This will allow them to see if you re available. The Free/Busy time permission in combination with the Scheduling Assistant saves a lot of time and improves scheduling success. Access the Calendar Permission from the ribbon, Home tab, Share group. Default permissions allow co-workers to see when you re available for a meeting. If desired, you may also configure how much of your Free/Busy time to publish and how often it is updated. 57

58 To Do Lists (Tasks) (From the Main Outlook Window Tasks View) Outlook includes a Tasks feature to help you keep track of all of your work. The Tasks feature keeps track of your pending and completed work. Go to the Tasks View (from the Main Outlook Window, click on the Tasks navigation pane button in the lower left corner). Create a New Task To create a new task click on tab, New Group). and the following window will appear (ribbon, Home Save Delete this task Mark as Complete Assign task to someone Send a status report (msg) to someone Have task reoccur If desired, annotate percent complete. Type desired notes here Set a reminder alarm Set start and due dates Set a priority Select a status 58

59 Add an Attachment To add an attachment to your task entry click on (ribbon, Insert tab, Include Group). Enter as much or as little details in the body/text of the task as needed and click on (ribbon, Task tab, Actions group). 59

60 Manage Your Tasks (To-Do List) From the Main Tasks window you can right-click on a task and select the desired option. Click on a column title to sort accordingly.. Right-Click on a task and select a desired option Search View Settings You can view your tasks by category, details, simple list, priority, active status, completed, today s tasks, this week s tasks, overdue, assigned to, etc. To experiment with the different views, click on Change View (ribbon, View tab, Current View group). 60

61 Additional View Settings Column Settings Pane Layout Settings Create a New Folder to Organize by Subject To create a new folder, click on New Folder (ribbon, Folder tab, New group). Open Shared Tasks To open someone else s tasks that they have shared with you, click on Open Shared Tasks (ribbon, Folder tab, Share group). 61

62 Share Your Tasks (From the Main Outlook Window Tasks View) Send a Sharing Invitation or Request To allow someone to view your tasks or send a request to view someone else s tasks; click on Tasks (bottom right), click on Mailbox Your Name and then click on Share Tasks (ribbon, Folder tab, Share group). 1. Enter User s address or click on the [To ] button to find the name. 2. Click on either or both check boxes as appropriate. Type any notes that you would like to include. 3. Click on the Send button. 62

63 Apply Detailed Sharing Permissions To apply detailed sharing permissions, click on Folder Permissions (ribbon, Folder tab, Properties group). 1. Add a user. 2. Make sure the user is selected in the top section, and then set specific permissions. 3. Click on OK. 63

64 Notes Take a Note (From the Main Outlook Window Any View) Outlook has a quick note to self feature to end the clutter of the Post-It Notes on your desk. Notes are accessed from the Main Outlook window any view (Mail, Calendar, Contacts, or Tasks). To access your Notes, click on the icon (bottom left of screen) Create a New Note: Click on, and the following screen will appear: 1. Create a new Note 2. Type a new note in the yellow note screen that pops up. When done, click on the (top right corner of the yellow note). To manage your existing Notes, just right-click on a note and choose the desired option. You can forward a note to someone. 64

65 Share Your Notes (From the Main Outlook Window Notes View) There is more than one way to share your notes Sending a Sharing Invitation or Request for Access (for viewing permissions only) If you just want to allow someone to view your notes or send a request to view someone else s notes; click on Share Notes (ribbon, Folder tab, Share group). 1. Enter User s name or click on the [To ] button to find the name. 2. Click on either or both check boxes as appropriate. Type any notes that you would like to include. 3. Click on the Send button. 65

66 Apply Detailed Sharing Permissions To apply detailed sharing permissions, click on Folder Permissions (ribbon, Folder tab, Properties group). 1. Add a user. 2. Make sure the user is selected in the top section, and then set specific permissions. 3. Click on OK. 66

67 Open SharePoint Calendar, Contacts or Shared Documents within Outlook 1. Go to the SharePoint site. (log in with your credentials...) 2. Click on the desired calendar, contacts, or shared documents link on the left side. 3. Click on the Actions menu item, and select Connect to Outlook. 4. Click on Yes to allow the action. If prompted to log in again, please do so. 5. Now, open Microsoft Outlook. SharePoint Calendars will be listed under the Other Calendars section on the left side. To view the calendar Click on the checkbox next to it and it will appear in the pane to the right next to your own calendar. Add new items and modify existing items just as you would for your own calendar. SharePoint Contacts lists will be listed under the Other Contacts section within the Outlook Contacts view. (Having everyone in the department keep their contact information up to date on a SharePoint site and connecting the contacts list to Outlook is a great way to ensure everyone has current contact information). 67

68 SharePoint document libraries will appear at the bottom of your folders list on the left side under a section titled SharePoint Lists. Copying Items - If you have contributor rights to the SharePoint calendar or contacts list, items can be copied from Outlook to Sharepoint. From within Outlook, go to your personal calendar or contacts, select the item(s) (use the Ctrl key to select multiple items), type Ctrl+C to copy the item(s), go to the Sharepoint calendar or contacts, and then type Ctrl+V to paste. 68

69 Archiving Your Archiving is not recommended. The archived items (messages, calendar items, etc.) will no longer be available from Webmail or another computer. They will only be available on the computer where the archiving occurred. Additionally, it is recommended that auto archiving be turned off to prevent data access problems and even data loss in the event of a local hard drive failure. Auto archiving should be turned off on all computers where Outlook is used to access your UTB (work and home). Mailbox Cleanup You can reduce the size of your mailbox by doing the following: - Delete unneeded s. - Review and then delete the items in your Junk folder. - Save any large attachments to your hard drive or network drive for safekeeping and then delete the s. - Review and then delete the items in your Deleted Items folder. Until you delete the items in your Deleted Items folder, they still apply towards your allotted quota. To delete all of the items in your Deleted Items folder at one time, do the following: Right click on Deleted Items and select Empty Folder. - Do NOT use a background for your s. This will quickly use up your allotted quota and that of your recipients. 69

70 Quick Cleanup Outlook 2010 has some new features to help you quickly cleanup your . Click on a folder and select an action from the Cleanup group (ribbon, Folder tab). Mark all s as read Run a particular rule Delete redundant s Delete ALL! UNdelete Additional cleanup actions are available from the Delete group (ribbon, Home tab). Delete redundant s Mark as junk and block or unblock a sender Delete message and all FUTURE messages in the conversation ( chain) Large Mail Search Folder Another great cleanup tool is the Large Mail search folder which is located under your Search Folders on the left. Click on the Large Mail folder and you will see the following categories which can be collapsed and expanded as needed to review your s. This allows you to quickly find the s that are taking up the most space in your mailbox and delete them if not needed. 70

71 Check Your Mailbox Size and Available Space From the ribbon, click on File tab Info. Your mailbox size and amount of available space is shown under the Mailbox Cleanup section. 71

72 Webmail You can access your UTB while at home or away as long as you have a computer with an internet connection. 1. Go to webmail.utb.edu DC Enter your UTB id and password on the authentication box that appears. 72

73 Webmail has a very similar look and feel as Outlook. of the same features that Outlook does. Additionally, Webmail offers most Create a new Click here to modify the sort order. Print Check for new mail Reply to just the sender Reply to sender & all recipients # of unread s Log Out Navigation Pane Delete Move or Copy Forward Options such as Signatures & Out-Of Office Assistant Navigation Pane Buttons Mail View Calendar View Contacts View Tasks View - Reading Pane The that you click on appears here. 73

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