Introduction to Microsoft Outlook 2010

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1 Introduction to Microsoft Outlook Web Page:

2 Introduction to Microsoft Outlook hour In this workshop we will investigate the new Microsoft Outlook 2010 Fluent user interface. Topics include working with s and appointments, and tips for more efficient use. Worksheets: Outlook... 1 Outlook Interface... 1 Messages (E mails)... 2 Reading s... 2 Create New Reply or Forward... 2 Adding Attachments... 3 Saving attachments... 3 Signatures... 3 Saving/Filing s... 4 Appointments... 4 Create Appointments... 5 Create Shared Appointments (Meetings)... 6 Reminders... 6 Contacts... 7 Create Contacts... 7 Distribution List (Groups)... 8 Tasks... 8 Notes... 8 Annette Lindsey Training Specialist Academic Health Center Training Updated 8/21/2011 C3 012A Communicore (352) PO Box Gainesville, FL

3 Outlook Microsoft Outlook is a powerful organization tool used to manage s, calendars, tasks, and contacts. Outlook Interface Navigation Pane Inbox Reading Pane To Do Bar Navigation Pane In this Mail view, the Navigation Pane contains a customizable Favorites area for the most needed folders, as well as a list of all the folders. To add a folder to the Favorites area, rightclick and choose Add to Favorites. At the bottom of the pane you will find buttons to navigate to the different areas of Outlook, such as the calendar and contacts. This pane can be collapsed by pushing the < button in the upper right corner of the pane. Inbox This area displays the messages that have been sent to you. Unread messages are bolded. Reading Pane The reading pane gives you a preview of the selected message. This can be moved to across the bottom or turned off from the View Tab. At the bottom of the Reading Pane is a People Pane. This may show more information about the sender. This can be modified on the View Tab. To Do Bar This area shows a calendar of today with a list of upcoming appointments and tasks. This can be turned off from the View Tab. This pane can be collapsed by pushing the > button in the upper left corner of the pane. Page 1

4 Messages (E mails) Most of us will use Outlook primarily for e mails. When we open Outlook it will connect with the server and load all of our incoming messages. New message s will appear bolded and a count of the number of unread s will be displayed in parentheses next to their folder. Reading s You can double click on any part of the in the list and it will open the message. If your reading pane is turned on, you will see a preview of the selected . As soon as an is previewed it is marked READ. If you don t want this to happen you can turn off the Reading pane from the View tab, or change the options so that it delays the Mark items as read. These options are found under File Tab, Options, Mail, Reading Pane Create New While in the Mail view you can click on the New Mail button on the Home Tab. If you are in another view, choose the New Items dropdown button and choose E mail Message, or use the keyboard shortcut Ctrl Shift M. Reply or Forward Whether you are in an open message, looking at it in the Reading Pane, or have simply selected it from the list of s, you can choose Reply, Reply All, or Forward from the Respond Group on the Home Tab. You can also use these keyboard shortcuts for a selected or open Ctrl R Reply Ctrl Shift R Reply All Ctrl F Forward Page 2

5 Adding Attachments To attach a file to an before it is sent, click on the Attach File button in the Include Group on the Home Tab or the Insert Tab. The Insert File window will look a little different depending on your version of windows, but the concept is the same. You can select multiple files from the same folder by using your Shift or Ctrl keys while clicking on the file names. Saving attachments When an is sent with an attachment, you will see a little paperclip with the on the list. Open the and click on the link to the attachment. Outlook doesn t have a document viewer. To see an attachment you will need to Open or Save the file. Be careful of choosing open, the file will be saved to a temporary location, and any changes you make will be lost when you close the file. Open is a good choice if you are only going to look at the file. It s far safer to save and then open, or Save As as soon as you have opened the file. Signatures The Signature button is in the Include Group on the Home Tab or the Insert Tab. A signature can be as simple as your name, and as elaborate as a business card with a confidentiality statement. It represents how you want to close your . You can create multiple signatures, and set the defaults of when you want to use each kind (i.e. new s, replied s). Page 3

6 Saving/Filing s The folder list in the Navigation Pane is a great way to organize your s. New folders can be created in the Mail view from the Folder Tab, or by right clicking on a folder in the Navigation Pane. The Create New Folder window lets you name the folder and decide where to place the folder. It will go inside the folder you select. For example, if you would like to create a Cabinet folder in the Inbox, then Inbox should be chosen on the select where to place the folder list. If you want it to be on the same level as the inbox, choose the username at the top of the list. Folders can be moved after they are created. A little triangle will appear in front of folders that have subfolders. Clicking on the triangle will expand the list of folders. To file an Drag it from the inbox to the destination folder. Right click on an and choose Move From the Home Tab, in the Move Group, choose Move If you put an in the wrong folder, you can undo the move by clicking the undo button or pressing Ctrl Z on the keyboard. Appointments To view your scheduled appointments click on the little calendar icon at the bottom of the Navigation Pane or use the keyboard shortcut Ctrl 2. The date navigator (little calendar) on the left highlights "Today" by surrounding it with a thin orange line, in this case, August 17, To change to a new day you can click any date in the date navigator, or use the navigation buttons along the top of the calendar. If the Navigation Pane has room, it may display more than one monthly calendar. Page 4

7 Create Appointments While in the Calendar view you can click on the New Appointment button on the Home Tab. If you are in another view, choose the New Items dropdown button and choose Appointment, or use the keyboard shortcut Ctrl Shift A. You can also double click on a time in the calendar and a new Appointment window will open for that date/time, or simply choose time on a calendar and start typing. Once an appointment is created, it will show on your calendar. To edit or view the details double click on the appointment. The Options and Tags Groups on your Appointment Tab allow you to change how the appointment will appear on your calendar. Show As Choose from Free, Tentative, Busy, and Out of Office. These choices will show visually on the left side of the appointments and the choices will help plan meetings in the Scheduling Assistant. Categorize Apply custom categories which will color code your calendar items, these can be customized to your preferences. Recurrence Set the appointment recur over a pattern of dates, notice the symbol in the bottom left corner. Private Blocks the subject and content of the appointment from shared calendar viewers notice the symbol in the bottom left corner. Page 5

8 Create Shared Appointments (Meetings) An appointment becomes a meeting as soon as you Invite another person. From the Appointment tab, choose Invite Attendees. Appointments will automatically appear on their calendars as soon as you send the meeting, and they recipient will receive an allowing them to accept or reject your invitation. Outlook changes the header to allow for more options, adding a To line for the invitees and a Rooms button to search for available locations. Click Cancel Invitation to change the Meeting back into a singular Appointment. Reminders Reminders are automatically set to 15 minutes. The default can be changed in the Outlook Options, under the File Tab, but they can also be adjusted for each appointment. Reminders are sent while Outlook is open. If you close Outlook, you will not be reminded of your appointments until you next open the application. Page 6

9 Contacts To view the contacts click on the little business card icon at the bottom of the Navigation Pane or use the keyboard shortcut Ctrl 3. Create Contacts While in the Contacts view you can click on the New Contact button on the Home Tab. If you are in another view, choose the New Items dropdown button and choose Contact, or use the keyboard shortcut Ctrl Shift C. You can also right click on a name in the heading of an and choose Add to Contacts. This is probably the most efficient way to add a contact. From this window you can add in as much information as you would like to track for this contact. See more about: link at the bottom of the window allows you to take a peek at their upcoming appointments/meeting. The Page 7

10 Distribution List (Groups) A distribution list is a Group of contacts you would like to on a regular basis. In outlook this is called a Contact Group; to create one choose New Contact Group on the Home tab. Click on the Add Members or Remove Member buttons on the Contact Group Tab to modify your list. To send an to a group, begin typing the name of the group and Outlook should offer it to you on a list where you can then tab or double click on the option. If the auto fill doesn t work you can click on the To... button and choose the group from your contacts. Tasks Tasks are a great way to keep a To Do list. You will find your list of tasks on the To Do Bar, at the bottom of the Day and Week view calendars and in the Task view. To open the task view, click on the clipboard with a red check or press Ctrl 4 on the keyboard. Tasks can be set to reoccur or to have no due date. Past due tasks will turn red in your list of Tasks, and completed ones will turn gray with a strike through line. The To Do Bar, on the right pane, will mimic your To Do List. Completed tasks will not show on the To Do List. Notes Notes are like electronic post it notes. They allow you to put a little note to yourself on the screen. You can move them around and resize them. Outlook will put the date and time the note was created along the bottom of its window. If you close a note, you can reopen it from the Notes view. To open the notes view click on the little yellow sticky notes icon, or press Ctrl 5. Page 8

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