OUTLOOK 2010 QUICK GUIDE. Version 1.7

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1 OUTLOOK 2010 QUICK GUIDE Version 1.7

2 Table of Contents THE NAVIGATION PANE... 5 Mail... 5 Calendar... 5 Contacts... 5 Tasks... 5 Notes... 5 Folder List... 5 Shortcuts Create a new message... 5 Forward or reply to an message... 6 Add an attachment to an message... 6 How to insert the BCC -field?... 7 Out of Office-Assistant... 7 Signature... 8 Adding Signatures to messages (permanent) CALENDAR Create an appointment Schedule a meeting Cancel a meeting Accept a meeting request Set a reminder For messages, contacts, and tasks How to add holidays to the Calendar? Calendar Views Create a contact TASKS Create a task Set a reminder Create a note PERMISSIONS IHS Calendar Sharing Policy Calendar Permissions

3 Calendar Permission Levels Read Write Delete Items Folder DELEGATE ACCESS On your mailbox On your calendar Three types of delegates To delegate access ADDRESS BOOK Creating Address Book Entries Finding people in the Address Book Using Contact Groups SHORTCUTS

4 1 Ribbon 2 Navigation Pane 3 Reading Pane 4 To do Bar 5 Zoom 6 Quick Access Toolbar 7 Close Button

5 THE NAVIGATION PANE Mail Mail contains mail-related folders like your Inbox, Sent Items, and Search Folders. Use the Favorites section at the top of the pane for easy access to frequently used folders. Calendar The calendar lets you view and schedule appointments, events, and meetings. View shared calendars and compare calendars by viewing them side-by-side. Contacts In Contacts you can store addresses, phone numbers and -addresses. Tasks With Tasks you organize To-Do-lists. You can delegate tasks to others and track a tasks progress. Notes Use them like electronic Post-Its to write down information. Folder List Lists all your Outlook folders. Shortcuts Here you may add shortcuts to folders and locations in Outlook. Create a new message To create a new , go to the Home tab, switch to the New group and click New (like in the picture below). Keyboard shortcut: CTRL + SHIFT + M 5

6 Sending an requires a valid -address in the To -field. There are two ways how to insert a name or a valid -address: Way 1: Type in the field a valid -address (if you know the address) Way 2: Click onto the To -field and the IHS contacts will open. There you only have to Double- Click on the name for sending an -message. If there is more than one recipient you can type more addresses into the field separated with a semicolon (;). Chapter 2.4. describes how to insert the Bcc field. Forward or reply to an message To forward or reply to an -message, go to the Home or Message tab, switch to the Respond group, click Reply, Reply All, or Forward. Note: The name of the tab depends on whether the message is selected in the message list or opened in its own window. To remove a name from the To and Cc lines, click the name and then press Delete. To add a recipient, click in the To, Cc or Bcc box and enter the recipient. Add an attachment to an message Files can be attached to an message. Also, other Outlook items, such as messages, contacts, or tasks may be included with messages you send. Step 1: Create a message, or for an existing message, click Reply, Reply All, or Forward. Step 2: In the message window, go to the Message tab switch to the Include group and click Attach File. 6

7 How to insert the BCC -field? If you want to insert the BCC -field in an you have to click on the Option Tab and then on BCC. Now the Header of the you will send will look like this: Out of Office-Assistant The Out of Office-Assistant lets you automatically generate replies to incoming messages when you aren t in the office. For using the assistant go onto the File Tab and click onto Automatic Replies. In the Automatic Replies dialog box click Send Automatic Replies. 7

8 Choose Only send during this time range and then use the Start Time drop-down list to specify the starting date and time when you will be out of office. Use the End Time drop-down list to specify the date and time that you will return to the office. Click the Inside My Organization box, and then type your Out of Office reply. Click Outside My Organization tab, and then specify the message you want sent to people outside your organization. When you are satisfied with both messages, click OK. If you forgot to activate the Out of Office Assistant through Outlook 2010, you can do so in OWA. Signature For creating your signature go on the File Tab and click Options. Then select the Mail page. 8

9 Click Signatures to open the Signatures and Stationery dialog box, and then, on the Signature tab, click New. In the New Signature dialog box, specify a name and then click OK. In the Signatures and Stationery dialog box, click the signature that you just created in the step before. In the Edit Signature area, type the text that you want to include in the signature (recommended: Copy&Paste the signature text from the IHS-Signature Templates in U:\alle\IHS- Signature). You may also use the toolbar to format the text. When you have finished with the signature, click Save. 9

10 Adding Signatures to messages (permanent) In the Choose Default Signature area, select an account in the drop-down list. Select a signature in the New Message drop-down list and one in the Replies/Forwards drop-down list. CALENDAR Create an appointment Appointments are activities you schedule in your calendar and that do not involve inviting other people or reserving resources. To create an appointment, go to your calendar (select it in the navigation pane), and click New Appointment (Home tab, group New). Alternatively, you may select a time block in your calendar grid, and then click New Appointment. Keyboard shortcut: CTRL + SHIFT + A 10

11 Schedule a meeting A meeting is an appointment that requires the presence of other people. Responses to meeting requests appear as messages in your Inbox. Go to your calendar. On the Home tab switch to the New group, click New Meeting. Keyboard shortcut: CTRL + SHIFT + Q In the Meeting window, enter the Subject and the location of the meeting and specify the date and time when the meeting will be held. Now click on the Invite Attendees in the Attendees group. In the To field enter the usernames of the persons you want to invite to the meeting. Click Send when you re finished. Cancel a meeting If you need to cancel a meeting for any reason, open the Calendar, right-click on the meeting and select Cancel Meeting. 11

12 All attendees will receive an notification telling them that the meeting has been cancelled. Accept a meeting request When you receive a meeting request you will see the following message in your Inbox. Open the message with a double-click and you will see a preview of the calendar, showing the meeting request and all adjacent and conflicting calendar items. 12

13 As shown in the picture above you can either Accept, Tentative, Decline, Propose New Time or only Respond to this request. When you choose to accept, tentatively accept, or decline a meeting request, there are three options: Send the response right now (which sends the default response) Edit the response before sending (which allows you to send a custom response) Do not send a response You may also propose a new meeting time for a meeting invitation you have received. Click Propose New Time, and then choose Tentative And Propose New Time or Decline And Propose New Time, depending on whether you want to accept or decline the invitation. Set a reminder Open an appointment or meeting item. Go to the Appointment or Meeting tab. In the Options group you ll find a Reminder drop-down list where you can specify when the alarm should go off. To disable a reminder select None. 13

14 For messages, contacts, and tasks Go on the Home tab, in the Tags group, click Follow Up, and then click Add Reminder. Hint: You can quickly flag messages as to-do items by using reminders. Right-click the Flag Status column in the message list. Or if you have the message open, on the Message tab, in the Tracking group, click Follow Up, and then click Add Reminder. How to add holidays to the Calendar? For adding holidays to your calendar, go to File Options. Now you have to change into the Calendar Tab and click onto the Add Holidays button. 14

15 Now you can select the State from which you want to import the holidays. Calendar Views There are four different types of calendar views. 15

16 You can select Day, Work Week (only Monday to Friday), Week and Month. If you have selected and opened shared calendars the views are also available. In this picture we have selected three different calendars in the view Day. If you want to overlay the calendars you only have to click the arrow beneath the name of the shared calendar. Now all three calendars are in Overlay Mode. The different colors show you the owner of the appointment. 16

17 If you want to create a meeting request and you want to view in advance whether the attendees have the time for it, click onto Schedule View. This timetable will show you the Free / Busy information of all the people selected. Create a contact A contact basically consists of a name and an address. Additionally it may include additional information such as a street address, multiple phone numbers, a picture, birthday, and any other information that relates to it. To create a new contact, go to Contacts (Contacts folder in the Navigation Pane), and click New Contact (Home tab, group New). Keyboard shortcut: CTRL + SHIFT + C 17

18 TASKS Create a task Many people keep a list of things to do - on paper, in a spreadsheet, or with a combination of paper and electronic methods. In Microsoft Outlook you can combine various lists into one, get reminders and track a tasks progress. Go to Tasks in your Navigation Pane. On the Home tab switch to the New group and click New Task. Set a reminder Keyboard shortcut: CTRL + SHIFT + K Open a task item. Tick the Reminder checkbox and specify the date and time when the reminder should go off. To disable the Reminder untick the Reminder checkbox. Create a note Notes are the electronic equivalent of paper sticky notes. Use notes to jot down questions, ideas, reminders and anything you would write down on paper. Go to Notes in your Navigation Pane and click New Note in the New group on the Home tab. Keyboard shortcut: CTRL + SHIFT + N 18

19 PERMISSIONS IHS Calendar Sharing Policy The IHS Calendar Sharing Policy has the following setting: 1. By default, nobody may view a calendar without the owner s permission. 2. Private appointments cannot be viewed by anyone but the owner. 3. Appointments of added calendars will show information about Free / Busy state. The owner may extend/limit/withdraw these permissions at any time. IHS-IT will NOT change any individual calendar permissions settings without explicit consent of the owner, communicated to IHS-IT by the owner her-/himself in written form. Thus only the owner of the calendar can allow access to their calendar or calendar details, or ask IHS-IT to change the permissions! Everybody may change the setting on their own (like in 6.2. Calendar Permissions). If you invited an outstanding person (of IHS) there are no changes on the permissions to make (Free / Busy information of the non-ihs-person is not available.) Calendar Permissions Select the calendar you wish to set sharing permissions for, and right-click it to bring up the menu shown below. Choose Properties and then click on the Permissions tab. This will open the Calendar Properties dialog. 19

20 The area marked red details the exact level of access that an individual user will have, with the options selected in the Permission Level pull-down. As you can see, Default (everyone else) is set to None. To grant permissions to another user click on the Add button. By default, this brings up the Global Address List (GAL), but there are additional search options as well. To add Jane User type in her full name in the field marked red. Once the user is found click Add and then OK. Calendar Permission Levels Below are the explanations of the specific permission levels you can give to individuals with access to your calendar. Read Read refers to what a person can see in your calendar. None - Users cannot see any of your appointments, including neither if you are free or busy. This can only be set for all users (the name, "Default"), not for individuals; your calendar cannot be opened in the schedule assistant. Free/Busy time - Individuals can see if you have an appointment at a certain time, but cannot see the location nor the subject of the appointment. 20

21 Free/Busy time, subject, location - Individuals can see your appointments, including their subject/title, and location. Full Details - Individuals can view all information about an appointment. Write This set of permissions refers to whether or not one can create events in your calendar, and modify these entries. You can select more than one option at a time. Create items - Individuals can create appointments and meeting requests on your calendar. Create subfolders - Not Applicable Edit Own - Individuals can modify/change any items they created in your calendar, such as appointment time, subject, etc. Edit All - Same as above, plus the permission to edit all entries created by yourself and other users. Delete Items None - Individuals cannot remove entries in your calendar, regardless whether or not they created it. Own - Individuals can delete any entry they created. All - Individuals are allowed to delete all entries, even those you have created. Folder Folder Visible - This option will automatically be selected if you are a "Contributor" or are granted a higher permission level. It allows one to open an entire calendar including the ability to see the details of meetings. This is required in order to view the calendar. DELEGATE ACCESS On your mailbox WARNING: The settings described in the following will reveal your privacy! If you re receiving business mail as well as private mail you should leave the following settings at their defaults! Please keep in mind that you cannot be forced to give delegate access to your mailbox. Don t hesitate to contact the Employee s Council if you are in doubt about your rights! In the folder list, right-click on a mailbox or folder name and select Properties. 21

22 In the Properties dialog select the Permissions tab. Click Add... Select the username of the person you want to give delegate access click OK. You need to grant at least the Reviewer permission in the Permission Level drop-down box. 22

23 Click OK. The delegate can now add your mailbox to his/her folder list. Note: You can set different permission levels for individual folders in your mailbox, using the method described above. On your calendar In Outlook 2010, you can set up Delegate Access to your Calendar allowing people you choose to see, edit, or send items on your behalf including creating and responding to meeting requests. Three types of delegates Create, read, modify and delete your Calendar items. Editor When you make someone an editor, you may also decide to have that person receive meeting related s that are sent to you. An editor can create meetings and accept or decline meeting requests on your behalf. You may allow a delegate with editor access to view items that you have marked as private (private items can only be viewed by the editor). Create and read your Calendar items. Author An Author can create new meetings in your calendar but is unable to modify existing calendar items or to change anything else. 23

24 An Author is less powerful than an Editor. You may allow a delegate with author access to view items that you have marked as private (private items can only be viewed by the author). Read items only. Reviewer A reviewer can view your Calendar but cannot make any changes to it. You may allow a delegate with reviewer access to view items that you have marked as private (private items can only be viewed by the reviewer). To delegate access To delegate access to someone, switch to your calendar. Go to the File tab and click the Account Settings button (located under Account Information). From the drop-down list, select Delegate Access. In the Delegates window, click on the Add button. 24

25 The Global Address List will open. Find the person to whom you would like to give delegate access, double-click the persons entry to select it click OK. This brings up the Delegate Permissions window. Open the drop-down menu next to calendar. You will be presented with the three mail options (Editor, Author, Reviewer) described in the table above. The fourth option None means that the delegate will not be able to access the calendar feature of your account. To have a delegate receiving copies of meeting-related messages that are sent to you, please tick the checkbox Delegate receives copies of meeting-related messages sent to me. If the checkbox is already ticked and you do not want to delegates to receive copies of meeting-related messages, untick the checkbox. Please note the two checkboxes at the very bottom of the dialog. 25

26 Automatically send a message to delegate summarizing these permissions Delegate can see my private items ADDRESS BOOK The Global Address List presents the list of mailboxes on the server as well as other address items created, including distribution groups and external addresses. User cannot create address information in the GAL. Other Address Books 26

27 Creating Address Book Entries To create a contact quickly while you are composing a message, type the -address in the To, Cc or Bcc field, and then press TAB. Right-click the -address and select Add To Outlook Contacts. You can also create new contacts, contact groups and other types of entries for your address book from any navigation pane. To do this, select the drop-down arrow to the New Items button on the Home Tab and choose the type Contact. Finding people in the Address Book Follow the steps to locate an address in any address book: 1. Click the Address Book button to open the address book 2. In the Address Book drop-down list, select the address book you want to search in. 27

28 3. Click Advanced Find to display the Find dialog box 4. Decide on which criteria you want to search and enter data in the fields to define the search. 5. Click OK to perform the search. Using Contact Groups If you often send messages to groups of people, adding all their addresses to a message one at a time can be real chore, particularly if you are sending the message to many recipients. Therefore you can create contact groups. 1. Open the Address Book 28

29 2. Choose File, New Entry or right-click in any area of the address list field and click New Entry. 3. From the drop-down list, select the address book in which you want to store the distribution list. 4. In the Select the entry type list, select New Contact Group, and then click OK to display the Contact Group dialog box. 5. In the Name box, specify a name for the group. 6. Click Add Members if the contact already exists, choose From Outlook Contacts to add addresses. Or choose From Address Book to add from other location in the Address Book. 29

30 7. If the contact does not exist, click Add Members on the ribbon and choose New Contact to open the Add New Member dialog box. Enter the person s name and address. 30

31 8. Click Save & Close. SHORTCUTS Save Preview and Print Undo Cut Copy Paste Check Spelling Check for Mail Save, Close and Send Reply Reply to All Address Book Search Ctrl + S Ctrl + P Ctrl + Z Ctrl + Y Ctrl + C Ctrl + V F7 F9 Alt + S Ctrl + R Alt + L Ctrl + Shift + B Ctrl + E ANY OTHER QUESTIONS? send an to 31

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