Microsoft Outlook Basics

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1 Microsoft Outlook 2010 Basics

2 2 Microsoft Outlook 2010

3 Microsoft Outlook Table of Contents Getting Started with Microsoft Outlook Starting Microsoft Outlook... 7 Outlook 2010 Interface... 8 Using the Navigation Pane... 9 Customizing the Outlook Screen Sorting Mail Items Grouping Mail Items Modifying the Navigation Pane The To-Do Bar Working with Outlook Mail Reading a Mail Message Unread s Opening an Message in its own Window Reading Pane What is the Reading Pane Read a Mail Message in the Reading Pane Turn off the Reading Pane Turn on the Reading Pane Viewing and Opening Attachments Viewing an Attachment with Attachment Previewer Opening an Attachment Edit a Received Mail Message Print Messages Sending a Mail Message Name Completion Addressing the Mail Message with the Address Book Copying a Mail Message to a Recipient Sending an Attachment Adding Outlook Items to your Mail Message Replying to a Mail Message Replying to the Sender Only Replying to All Recipients... 32

4 4 Microsoft Outlook 2010 Forwarding a Mail Message Forwarding with Comments Forwarding as an Attachment Recalling or Resending a Mail Message Recalling a Mail Message Resending an Message Send Options Priority Levels Mark a Message for Follow-Up Set a Reminder for a Follow-up Mark a Follow-up as Completed Create a Follow-up Reminder for the Mail Recipient Deleting Messages Deleting a Mail Message Restoring a Deleted Message Deleting a Mail Message Permanently Restoring Permanently Deleted Mail Cleaning up the Outlook Folder Cleaning Up a Single Conversation Cleaning Up a Folder Cleaning Up a Folder and Subfolder Ignore a Conversation Draft Opening the Drafts Folder Saving a Message as a Draft Opening and Editing a Draft Sending a Draft Deleting a Draft Microsoft Outlook 2010 Calendar Viewing the Calendar Opening the Calendar Showing Official Holidays Calendar Views... 54

5 Microsoft Outlook Switching Views Working with the Month View Navigating the Dates Appointments Creating an Appointment Creating an All Day Event Creating a Private Appointment Deleting an Appointment Meeting Requests Creating a Meeting Accepting a Meeting Request Declining a Meeting Request Deleting a Meeting Deleting a Meeting You Organized Shared Calendars Sharing a Calendar Accessing a Shared Calendar Address Book and Contacts List Global Address Book Opening the Global Address Book Synching Microsoft Exchange Contacts to your Mobile Device Shared Contact Folders Sharing a Contact Folder Accessing a Shared Contacts Folder Finding Addresses for Sending Mail Basic Find Advanced Find Creating Contacts Distribution Lists Creating a Distribution List Removing Members from a Distribution List Signatures and Stationery Signatures... 86

6 6 Microsoft Outlook 2010 Creating a Signature Editing a Signature Delete a Signature Stationery Theme Creating Stationery for a Single Mail Message Applying a Stationery Theme to All of your Mail Messages Out of Office Reply Creating an Out of Office Rule Turning Off the Out of the Office Reply Delegation Why Delegate? Granting Rights Using the Delegate Feature Accessing a Folder Delegated to You Sending Mail from another Account Sharing a Folder Sharing a Folder Accessing a Shared Folder Accessing a Service Account Organizing Mail Folders... Error! Bookmark not defined. About Outlook Folders Creating a Personal Folder Moving Items to a Folder Favorites Folders Adding a Folder to Favorites Rearrange Favorites Folders Remove a Folder from Favorites Folders Deleting a Folder Searching for Mail Items Instant Search Advanced Search

7 Microsoft Outlook Getting Started with Microsoft Outlook 2010 Starting Microsoft Outlook You will use your Ulink Userid and password to enter your Outlook Mailbox Click on the Start button. Choose All Programs. Choose Microsoft Office. Click on Microsoft Outlook Outlook 2010 opens.

8 8 Microsoft Outlook 2010 Outlook 2010 Interface 1. Title Bar The title bar displays the account name. To the far right of the title bar, you have buttons to maximize, minimize, restore, or close the window. 2. Ribbon Each Ribbon contains has its own set of commands. The Home Ribbon has the most commonly used commands for each default folder. 3. Help Button Online and Offline Help files. 4. Navigation Pane This pane is the easiest way to get around in Outlook. It contains links to various folders so that you can easily view your contacts, mail, calendar appointments, and more. 5. Inbox This is where all your new mail will appear. And, no matter what folder you re in, you will see its items in this central pane. 6. Preview/Reading Pane View the contents of the selected item here. 7. To-Do Bar This feature is visible in all folders except the Calendar folder. It summarizes upcoming tasks and appointments. 8. Status Bar Displays item count for the current folder.

9 Microsoft Outlook Using the Navigation Pane The Navigation Pane allows you to move between folders through Outlook and provides tools for working with those folders. Let s focus on what the pane looks like in mail view. There are three parts to this pane. Top Favorite Folders Search folder Middle Personal folders Bottom Default folders

10 Customizing the Outlook Screen Sorting Mail Items You can sort the message list based on the 'Date', 'To', 'From', and 'Size' fields. 1. Click on the View Ribbon. 2. On the View Ribbon, click the Reverse Sort button. The Message List is sorted in descending order. 3. Click the From Field button on the View Ribbon. 4. The Message List is sorted based on the From field. Grouping Mail Items You can group mail items based on date, sender, or recipient. Turning on or off the Grouping Feature 1. Click on the View Ribbon. 2. Click the More button in the Arrangement section.

11 Microsoft Outlook 2010 Basics Check or uncheck the Show in Groups option. Changing Grouping Options 1. Click on the View Ribbon. 2. Click on the type of grouping in the Arrangement section. Modifying the Navigation Pane 1. On the View Ribbon, click the Navigation Pane button.

12 12 Microsoft Outlook 2010 Basics 2. Select the Minimize option. The Navigation Pane is minimized. 3. On the View Ribbon, click the Navigation Pane button. 4. Select Off option. The Navigation Pane is removed.

13 Microsoft Outlook 2010 Basics 13 The To-Do Bar The To Do' Bar allows you to see upcoming appointments or tasks. You can alter what appears on the 'To Do' pane. It appears to the right of the Message List. 1. Click on the View Ribbon. 2. Click on the To-Do Bar button on the View Ribbon.

14 14 Microsoft Outlook 2010 Basics 3. We will remove the calendar from the To-Do Bar by clicking on the Date Navigator option. The calendar is removed.

15 Working with Outlook Mail There are multiple ways of reading an in Microsoft Outlook Reading a Mail Message Unread s The number of unread messages in each folder appears as a number (in blue font) next to the folder. Opening an Message in its own Window 1. Click the Inbox folder. 2. Double-click the envelope button of the mail item.

16 16 Microsoft Outlook 2010 Basics The mail message opens in its own window. Reading Pane What is the Reading Pane The reading pane allows you to read and interact with a mail message without opening a new window. Read a Mail Message in the Reading Pane 1. Click the Inbox folder. 2. Click the mail message once. The text will appear in a Reading Pane window on the right.

17 Microsoft Outlook 2010 Basics 17 Turn off the Reading Pane 1. Click on the View menu. 2. Click on the Reading Pane button in the Layout section. 3. Choose Off. Turn on the Reading Pane 1. Click on the View menu. 2. Click on the Reading Pane button in the Layout section. 3. Choose Right or Bottom.

18 18 Microsoft Outlook 2010 Basics Viewing and Opening Attachments Viewing an Attachment with Attachment Previewer If you click this command, you will be asked to verify your choice. Like regular attachments, you should only preview files that you trust. 1. Select a mail message. 2. Right-click on the attachment. 3. Select Preview. Or 1. Select the mail message 2. Click on the attached file in the Reading Pane. 3. The article appears in the Preview window.

19 Microsoft Outlook 2010 Basics 19 Opening an Attachment You can also open an attachment in its native program. 1. Select a mail message. 2. Right-click on the attachment. 3. Select Open. Or 1. Select the mail message. 2. In the Reading Pane, right-click on the attachment. 3. Choose the Open option. The native program opens the attachment.

20 20 Microsoft Outlook 2010 Basics Edit a Received Mail Message If you like, you can add your own text to a message and save it back to the original folder. 1. Open the mail message. 2. Click the s dropdown button. 3. Select Edit Message. 4. Change the Subject and/or the Body of the mail message. 5. Click the Save button on the mail message.

21 Microsoft Outlook 2010 Basics 21 Print Messages You can print a message directly from the main Outlook screen. 1. Select the mail message you wish to print. 2. Click on the File menu. 3. Choose the Print option. The mail message prints. OR 1. Right-click on the mail message. 2. Choose the Print option. The mail message prints.

22 22 Microsoft Outlook 2010 Basics Sending a Mail Message 1. Click on the New button. 2. Click in the To field. 3. Type the recipient s address. 4. Click in the Subject field. 5. Type the subject. 6. Click in the Message field. 7. Type the message.

23 Microsoft Outlook 2010 Basics Click the Send button. The message is sent. Name Completion When you send a mail message to an address, it will be saved for future use. Use Name Completion 1. Create a new mail message. 2. Click in the To field. 3. Begin typing an address to which you have already sent mail.

24 24 Microsoft Outlook 2010 Basics 1. With the [Down Arrow] key select the appropriate address. 2. Complete the mail message as normal. Remove an Address from Name Completion If you no longer want an address to appear in the Name Completion list, you will need to remove it manually. 1. Create a new mail message. 2. Begin typing the address that you wish to remove. 3. Press the [Down Arrow] to highlight the address 4. Press the X to delete the address. 5. Close the mail message.

25 Microsoft Outlook 2010 Basics 25 Addressing the Mail Message with the Address Book You can also use the University of Louisville address book to address your mail message. 1. Create a new mail message. 2. Click on the Address Book button the Mail Message ribbon. 3. Click the Search field. 4. Type the person s last. 5. The list of people with that last name appears. 6. Select the recipient s name.

26 26 Microsoft Outlook 2010 Basics 7. Click the To button. 8. Click the OK button. The address is inserted in the To field. 9. Complete the rest of the mail message and click the Send button.

27 Microsoft Outlook 2010 Basics 27 Copying a Mail Message to a Recipient Microsoft Outlook 2010 allows you to carbon copy or blind copy additional recipients. Carbon Copy (Courtesy Copy) a Recipient 1. Create a new mail message. 2. Complete the To field. 3. Click in the CC field. 4. Using the Address Book select the recipient that you want to carbon copy. Or, type the recipient s address into the CC field. 5. Complete the rest of the mail message and click the Send button. Blind Copy a Recipient By default, the blind copy field does not appear in the mail message. 1. Create a new mail message. 2. Click the Options Ribbon. 3.

28 28 Microsoft Outlook 2010 Basics 1. Click in the BCC field. 2. Using the Address Book select the recipient that you want to carbon copy. Or, type the recipient s address into the BCC field. 3. Complete the rest of the mail message and click the Send button. Sending an Attachment Send One Attachment in a Mail Message 4. Create a new mail message. 5. Complete the To, Subject, CC, BC, and Message fields. 6. Click the Attach File button on the Mail Message Ribbon.

29 Microsoft Outlook 2010 Basics Choose the file. 8. Click the Insert button. 9. Click the Send button. Attach Multiple Files to a Mail Message 1. Create a new mail message. 2. Complete the To, Subject, CC, BC, and Message fields. 3. Click the Attach File button on the Mail Message Ribbon. 4. Choose the file. 5. Click the Insert button. 6. Continue steps 4 and 5 until all files are attached to the mail message. 7. Click the Send button.

30 30 Microsoft Outlook 2010 Basics Adding Outlook Items to your Mail Message You can attach additional items to a mail message, such as a calendar or task. In this example, we will add the current date s schedule to a mail message. 1. Create a new mail message. 2. Complete the To, Subject, and Body fields. 3. Click the Attach Item button. 4. Choose Calendar.

31 Microsoft Outlook 2010 Basics Choose the Date Range and Detail level. 6. Click the OK button. The calendar is added to the body of the mail message.

32 32 Microsoft Outlook 2010 Basics Replying to a Mail Message Replying to the Sender Only 1. Select a mail message. 2. Click the Reply button on the Home Ribbon. Or 1. Open the mail message. 2. Click the Reply button on the Message Ribbon. 3. Write the reply and click the Send button. Replying to All Recipients In addition to replying to the sender, you can also reply to all recipients. 1. Select a mail message. 2. Click the Reply All button.

33 Microsoft Outlook 2010 Basics 33 Or 1. Open the mail message. 2. Click the Reply All button on the Message ribbon. 3. Write your response and click the Send button. Forwarding a Mail Message You can forward a mail message to other addresses. Forwarding with Comments Sometimes, you will want to forward a mail message to someone else. This allows you to create a new message that contains not only the original message but also any attachments. 1. Select a mail message. 2. Click the Forward button on the Home Ribbon. Or 1. Open the mail message.

34 34 Microsoft Outlook 2010 Basics 2. Click the Forward button on the Message ribbon. 3. Complete the To field. 4. Add any remarks. 5. Click the Send button. Forwarding as an Attachment This feature allows you to forward the mail as an attachment. The forwarded mail message is not alterable. 1. Select the mail message. 2. Click the More button on the Home ribbon. 3. Select Forward as Attachment. Or 1. Open the mail message.

35 Microsoft Outlook 2010 Basics Click the More button on the Message ribbon. 3. Select Forward as Attachment. 4. Complete the To field. 5. Add any remarks. 6. Click the Send button. Recalling or Resending a Mail Message Recalling a Mail Message The recall feature allows you to delete an unread mail message from a recipient s inbox. The mail message needs to have been sent to an exuser.uofl.us address. 1. Navigate the Sent Items folder in the Navigation Pane on the left. 2. Locate the mail message you wish to recall. 3. Open the mail message. 4. Click on the File menu.

36 36 Microsoft Outlook 2010 Basics 5. Click the Info Ribbon. 6. Select Message Resend and Recall. 7. Choose Recall this Message. Resending an Message 1. Navigate the Sent Items folder in the Navigation Pane on the left. 2. Locate the mail message you wish to recall. 3. Open the mail message. 4. Click on the File menu. 5. Click the Info Ribbon.

37 Microsoft Outlook 2010 Basics Select Message Resend and Recall. 7. Choose Resend this Message. 8. Make the changes to the mail message. 9. Click the Send button. 10. Click the OK button. 11. Choose Delete unread copies of this message. 12. Keep the Tell me if recall succeeds or fails for each recipient option checked. 13. Click the OK button. Send Options Microsoft Outlook 2010 allows the sender to customize the mail message for specific situations.

38 38 Microsoft Outlook 2010 Basics Priority Levels You can set different priority levels for a mail message, such as high priority. 1. Create a new mail message. 2. Enter the To, Subject, and Body information. 3. Choose either High Importance or Low Importance. 4. Click the Send button. Mark a Message for Follow-Up If you want to remember to follow-up on a message that you have sent, use the Follow-up feature. 1. Create a new mail message and enter information into the To, Subject, and Body fields or open an existing sent mail item. 2. Click the Follow-up button.

39 Microsoft Outlook 2010 Basics Choose the Follow-up day. 4. Close the mail message and save the changes. Set a Reminder for a Follow-up 1. Create a new mail message and enter information into the To, Subject, and Body fields or open an existing sent mail item. 2. Click the Follow-up button. 3. Choose Add Reminder.

40 40 Microsoft Outlook 2010 Basics 4. Select the Start and/or Due date. 5. Set a Reminder date and time. 6. Click the OK button.

41 Microsoft Outlook 2010 Basics 41 Mark a Follow-up as Completed 14. Create a new mail message and enter information into the To, Subject, and Body fields or open an existing sent mail item. 15. Click the Follow-up button. 16. Select Mark Complete. Create a Follow-up Reminder for the Mail Recipient 1. Create the mail message. 2. Click the Follow-up button on the Message ribbon. 3. Choose Custom.

42 42 Microsoft Outlook 2010 Basics 4. Check Flag for Recipients. 5. Click the Flag to dropdown button. 6. Select the type of flag want to give to the recipient. 7. You also can set a reminder for the recipient. 8. Click the OK button. 9. Click the Send button.

43 Microsoft Outlook 2010 Basics 43 Deleting Messages If you no longer need a mail message, you can delete it from your account. The mail message will stay in your Deleted Items folder for seven days. Within these seven days you can restore the mail message from the deleted items folder. Deleting a Mail Message 1. Right-click on the mail message. 2. Select the Delete. Or 1. Select the mail message. 2. Click the Delete button on the Home ribbon. Or 1. Open the mail message. 2. Click the Delete button on the Message Ribbon.

44 44 Microsoft Outlook 2010 Basics Restoring a Deleted Message 1. Navigate to the Deleted Items folder. 2. Click and drag the mail message into its original folder or another folder. Or 1. Right-click on the mail message. 2. Choose the Move option. 3. Choose Other Folder.

45 Microsoft Outlook 2010 Basics Select a folder from the Move Items dialog box. 5. Click OK. Or 1. Select the mail message. 2. Click the Move dropdown button on the Home ribbon. 3. Choose Other Folders. 4. Select a folder. 5. Click OK.

46 46 Microsoft Outlook 2010 Basics Deleting a Mail Message Permanently 1. Click on the folder to which you want the mail message to return. 2. Right-click on the mail message. 3. Choose the Delete option. Or 1. Navigate to the Deleted Items folder. 2. Select the mail message. 3. Click the Delete button on the Home Ribbon. Restoring Permanently Deleted Mail If it has been less than 30 days, you can restore a permanently deleted mail item. 1. Navigate to the Deleted Items folder. 2. Click on the Folder Ribbon. 3. Click the Recover Deleted Items button.

47 Microsoft Outlook 2010 Basics Choose the mail item you wish to recover. 5. Click the Recover Selected Item button. 6. The item is sent back to the folder.

48 48 Microsoft Outlook 2010 Basics Cleaning up the Outlook Folder In Microsoft Outlook 2010, you can clean up conversations that have duplicated content. A duplicated conversation occurs when the recipient(s) respond to an message using the reply feature. The clean up feature deletes these duplicated s, leaving only the last copy of the conversation. You have three levels of conversation from which to choose: selected conversation, all conversations in a folder, and all conversation in a folder and subfolders. Cleaning Up a Single Conversation 1. Select an message that is in the conversation. 2. On the Home Ribbon, click the Clean Up button. 3. Select Clean Up Conversation. 4. Click the Clean Up button.

49 Microsoft Outlook 2010 Basics 49 Cleaning Up a Folder 1. Select an message that is in the conversation. 2. On the Home Ribbon, click the Clean Up button. 3. Select the Clean Up Folder option. 4. Click the Clean Up button. Cleaning Up a Folder and Subfolder 1. Select an message that is in the conversation. 2. On the Home Ribbon, click the Clean Up button. 3. Select the Clean Up Folders and Subfolders option. 4. Click the Clean Up button.

50 50 Microsoft Outlook 2010 Basics Ignore a Conversation At times, you may receive mail messages in a conversation that does not relate to you. If so, you can ignore the conversation. Ignoring the conversation deletes all in the conversation and sends future s to the Deleted Items folder. 1. Select an message that is in the conversation. 2. On the Home Ribbon, click the Ignore button. 3. Click the Ignore Conversation button.

51 Microsoft Outlook 2010 Basics 51 Draft There may be times when you need to save a message for later editing. Opening the Drafts Folder To view the contents of your Drafts folder, simply click it in the folder list. Click on the Drafts folder in the Navigation Pane. The number in green next to the folder indicates how many items are in it. Saving a Message as a Draft By default, Outlook saves messages to the Drafts folder every three minutes. 1. Click the Save button on the Quick Access toolbar or press the CTRL+S keys on the keyboard.

52 52 Microsoft Outlook 2010 Basics Opening and Editing a Draft Once a mail message is saved, you can later edit the mail message. 1. Click on the Drafts folder in the Navigation Pane. 2. Double-click on the mail message you wish to edit. 3. You can now edit the message as usual and send it. 4. Once you send it, it will be removed from the Drafts folder. Sending a Draft You can send a mail message without having to edit it again. 1. Click on the Drafts folder in the Navigation Pane. 2. Select the draft mail message you wish to send. 3. Drag the mail item to the Outbox folder. Or 1. Open the message and click the Send button. Deleting a Draft 1. Click on the Drafts folder in the Navigation Pane. 2. Right-click on the message you wish to delete. 3. Select the Delete option.

53 Microsoft Outlook 2010 Basics 53 Microsoft Outlook 2010 Calendar Viewing the Calendar Opening the Calendar 1. Click on the Calendar button in the Navigation Pane. Showing Official Holidays 1. Click on the File Tab. 2. Choose Options. 3. Select Holidays. 4. Click the Add Holidays button.

54 54 Microsoft Outlook 2010 Basics Calendar Views The calendar folder is much link other folders with the menu bar, toolbar, Navigation Pane, and central window. You can view the calendar by day, week, or month. View Description Image Day You to see the day s schedule by hour as well as the tasks View Description Image Work Week You to see appointments and tasks for the work week. The default work week is Monday through Friday

55 Microsoft Outlook 2010 Basics 55 Week You to see all appointments and tasks for a week (Sunday through Saturday). Month You see all appointments for a month. You alter the amount of detail for appointments.

56 56 Microsoft Outlook 2010 Basics Schedule Displays multiple calendars (such as proxy calendars) in a horizontal view. Switching Views 1. Click on the Calendar button in the Navigation Pane. 2. Click on the Day, Work Week, Week, Month, or Schedule View on the Home Ribbon.

57 Microsoft Outlook 2010 Basics 57 Working with the Month View 1. Click on the Calendar button in the Navigation Pane. 2. Click the Month dropdown button on the Home Ribbon. 3. Select the detail level that you want.

58 58 Microsoft Outlook 2010 Basics Month Calendar Views Detail View Low Detail Description Shows only all day appointments

59 Microsoft Outlook 2010 Basics 59 Detail View Medium Detail Description Shows all day event and lines where appointments less than a day. The thickness of the line depends on the length of the appointment

60 60 Microsoft Outlook 2010 Basics Detail View High Detail Description Shows appointment names. The number of appointments seen depends on the screen resolution of the computer and Outlook window size.

61 Microsoft Outlook 2010 Basics 61 Navigating the Dates Navigating to the Current Date 1. In the Calendar view, click on the Today button. 2. You see today s date in the Day view. Navigating to Next Week 1. In the Calendar view, click the Next 7 Days button. 2. You see the following week in the Week view.

62 62 Microsoft Outlook 2010 Basics Appointments Appointments are posted calendar events in which you are the only attendee. Creating an Appointment 1. Click on the Calendar button in the Navigation Pane. 2. Click the New Appointment button on the Home Ribbon. 3. Click in the Subject field and type the subject of the appointment. 4. Click in the Location field and type the location of the appointment. 5. Click the Start Date dropdown button.

63 Microsoft Outlook 2010 Basics Select the Start date. 7. Click the Start Time dropdown button. 8. Select the Start time. 9. If the appointment is longer than one day, click on the End date dropdown and select the End Date. 10. Select the End Time. 11. Click in the Body field of the appointment and type the details of the appointment. 12. Click the Save and Close button.

64 64 Microsoft Outlook 2010 Basics The appointment is posted. Creating an All Day Event At times, you will want to block an entire day in your calendar, for such events as out-of-town trainings or birthdays. 1. Click on the Calendar button in the Navigation Pane. 2. Click the New Appointment button on the Home Ribbon. 3. Click in the Subject field and type the subject of the appointment. 4. Click in the Location field and type the location of the appointment. 5. Click the Start Date dropdown button. 6. Select the Start Date. 7. Check the All day event checkbox. 8. Complete the appointment as normal and click the Save and Close button.

65 Microsoft Outlook 2010 Basics 65 The appointment appears in the date header on the calendar. Creating a Private Appointment If you have given proxy rights to others, you may have some appointments that you do not want others to see. 1. Click on the Calendar button in the Navigation Pane. 2. Create the appointment as normal. 3. Click the Mark Private button on the message s Home Ribbon. 4. Click the Save & Close button.

66 66 Microsoft Outlook 2010 Basics Deleting an Appointment 1. Locate the appointment on the calendar. 2. Right-click on the appointment. 3. Select the Delete option. Meeting Requests You can also create a meeting appointment. A meeting is an appointment that includes others and/or resources. Creating a Meeting 1. Click the New Item button. 2. Select Meeting. 3. Click in the To field and type the recipient(s) addresses Or 3. Click the To button.

67 Microsoft Outlook 2010 Basics Click in the Search field and type a portion of the recipient s name. 5. Select the recipient. 6. Click the Required button. 7. Repeat steps 4 to 6 until all potential attendees are selected. 8. Click the OK button. 9. Type the Subject and Message of the meeting. 10. You can type the location. Or 10. Click the Rooms button. 11. Click in the Search field and type a portion of the room name. 12. Select the room.

68 68 Microsoft Outlook 2010 Basics 13. Click the Rooms button at the bottom of the dialog box. 14. Click the OK button. 15. Type the start date or click the Start Date dropdown button and select the start date. 16. Type the start time or click the Start Time dropdown button and select the start time. 17. If needed, type the end date or click the End Date dropdown button and select the end date. 18. Click the End Time dropdown button and select the duration of the meeting. 19. Click the Scheduling Assistant button.

69 Microsoft Outlook 2010 Basics The Meeting Organizer is denoted by a black icon, the Required attendees are denoted by a red icon. 21. At the bottom right corner of the dialog box are suggested times. These times are when the organizer, resources, and required attendees are all free for the duration of the meeting. 22. Select a suggested time. 23. Click the Send button. The meeting is scheduled.

70 70 Microsoft Outlook 2010 Basics Accepting a Meeting Request 1. Select the meeting request. 2. In the Reading Pane, click the Accept button. 3. If you wish to send a custom response, select the Edit the Response before Sending option. 4. Click in the Message field. 5. Type your custom response. 6. Click the Send button. Or 2. If you wish to send standard acceptance response, select the Send the Response Now option. Or 2. If you do not want to send a response, select the Do Not Send a Response option.

71 Microsoft Outlook 2010 Basics 71 Declining a Meeting Request If you do not plan to attend a meeting or appointment that has been sent to you, you can decline the invitation. 1. Select the meeting request. 2. In the Reading Pane, click the Decline button. 3. If you wish to send a custom response, select the Edit Response before Sending option. 4. Click in the Message field. Type the custom response. 5. Click the Send button. Or 5. If you wish to send the standard decline response, select Send the Response Now.

72 72 Microsoft Outlook 2010 Basics Or 6. If you do not want to send any response when declining a meeting notice, select Do Not Send a Response. Deleting a Meeting 1. Locate the appointment on the calendar. 2. Right-click on the appointment. 3. Select the Delete option. 4. Select Yes or No to send a notice to the organizer. Deleting a Meeting You Organized 1. Locate the appointment on the calendar. 2. Right-click on the appointment. 3. Select the Cancel Meeting option. 4. Click the Send Cancellation button.

73 Microsoft Outlook 2010 Basics 73 Shared Calendars At times, you may want to share your calendar with other employees. Sharing a Calendar 1. Select the Calendar link in the Navigation Pane. 2. Right-click on the calendar you wish to share. 3. Choose the Share option. 4. Select Share Calendar. 5. Click in the To field. 6. Type the name or address of the recipient. 7. Click the Details dropdown button.

74 74 Microsoft Outlook 2010 Basics Accessing a Shared Calendar 1. You will receive an . Open the Click the Open this calendar button.

75 Microsoft Outlook 2010 Basics You now see the shared calendar.

76 76 Microsoft Outlook 2010 Basics Address Book and Contacts List Global Address Book As with Novell GroupWise, Microsoft Outlook 2010 has the University of Louisville s global address book. Opening the Global Address Book 1. On the Home Ribbon, click the Address Book button. 2. Click in the Search field. 3. Type the last name of the recipient. 4. Select the recipient name.

77 Microsoft Outlook 2010 Basics 77 Synching Microsoft Exchange Contacts to your Mobile Device In order to find Microsoft Exchange contacts on your mobile device needs to be synched to your Microsoft Exchange account contact lists. 1. In your Microsoft Outlook account on your computer, click on the Contacts button in lower left hand corner of your client. 2. In the Navigation Pane, select the address book that contains your mobile contacts 3. In the Contact List, select the first contact. 4. Hold down the [Shift] key and scroll down to end of the contact list. 5. Click the last contact. 6. Release the [Shift] key. 7. Drag and drop the selected contacts to the Contacts address book. 8. Immediately after placing contacts into your Contacts book in Outlook 2010, the addresses will begin syncing to your device. Shared Contact Folders At times, you may want to share a personal address book with another employee. Sharing a Contact Folder 1. In the Navigation Pane, click on the Contacts folder. 2. Select the contacts folder you wish to share. 3. Click the Share Contacts button on the Home Ribbon.

78 78 Microsoft Outlook 2010 Basics 4. Click in the To field. 5. Type the address of the person with whom you wish to share the book. 6. Click the Send button. 7. Click the Yes button to grant the permission rights. Accessing a Shared Contacts Folder 1. You will receive an Open the . Click the Open This Contacts Folder button.

79 Microsoft Outlook 2010 Basics 79 You will notice that the shared contacts folder is listed.

80 80 Microsoft Outlook 2010 Basics Finding Addresses for Sending Mail Basic Find 1. Create the new mail item. 2. Click the Address Book button. 3. Make sure the Name only is selected. 4. Click in the Search field. 5. Type the last name of the recipient. The contact appears. 6. Select the contact. 7. Click the To, CC, or BC button at the bottom of the dialog box. 8. Click the OK button.

81 Microsoft Outlook 2010 Basics The contact appears in the To, CC, or BC field. Advanced Find 1. Create the new mail item. 2. Click the Address Book button. 3. Click the Advanced Find link.

82 82 Microsoft Outlook 2010 Basics 4. Click in the First Name field. 5. Type the first name of the recipient. 6. Click in the Last Name field. 7. Type the last name of the recipient. 8. Click the OK button. 9. The recipient appears in the Select Names dialog box. 10. Select the contact. 11. Click the To, CC, or BC button at the bottom of the dialog box. 12. Click the OK button.

83 Microsoft Outlook 2010 Basics 83 Creating Contacts You are not limited to the University of Louisville Global Address addresses. You can add contacts to your personal contact folders. 1. Click on the Contacts folder in the Navigation Pane. 2. From the Navigation Pane choose a contact list. 3. From the Home Ribbon, click on the New Contact button. 4. Complete the contact dialog box. 5. Click the Save and Close button.

84 84 Microsoft Outlook 2010 Basics Distribution Lists You are not limited to the University of Louisville Global Address addresses. You can add contacts to your personal contact folders. Creating a Distribution List 1. Click the Address Book button. 2. Click the Address Book dropdown button. 3. Select the address book in which you want to save the contact. 4. Click on the File menu. 5. Select New Entry. 6. Choose New Contact Group. 7. Click the OK button. 8. Click in the Name field. 9. Type the name of the contact group. 10. Click the Add Members button. 11. Choose From Address Book. 12. Find a member's name. 13. Click the Members button. 14. Continue locating and adding members names until your list is complete. You will not be able to create contact groups with more than 90 members.

85 Microsoft Outlook 2010 Basics Click the OK button. 16. Click the Save and Close button. The contact group is saved. Removing Members from a Distribution List You can remove a member from a contact group as needed. 1. Select the address book. 2. Double-click on the contact group. 3. Select the member that needs to be removed. 4. Click the Remove Member button.

86 86 Microsoft Outlook 2010 Basics Signatures and Stationery Signatures Signatures are a great feature of Outlook. You can include a certain set of text and/or images with every that you send. You can also set different signatures up for different accounts from which you can choose. Creating a Signature 1. Click the New button. 2. Click the Signature dropdown button on the Message Ribbon. 3. Choose Signatures. 4. Click the New button. 5. Click in the New Signature field and type the name of the signature. 6. Click the OK button.

87 Microsoft Outlook 2010 Basics Select the signature you wish to edit. 8. Click in the Edit Signature area. 9. Type the signature, such as name and phone number. 10. Click the OK button. The first signature you create will be the default signature. You can change the default signature in the Default Signature area. 11. Click the Close button. Editing a Signature When necessary, you can edit a previously created signature. 1. Click the New button. 2. Click the Signature dropdown button. 3. Select the signature you want to edit. 4. Make the edits. 5. Click the OK button. 6. Click the Close button.

88 88 Microsoft Outlook 2010 Basics Delete a Signature If needed, you can delete a signature. 1. Click the New E-Items button. 2. Click the Signature dropdown button. 3. Select the signature you want to delete. 4. Click the Delete button. 5. Click the Yes button. 6. Click the Close button. The signature is deleted. Stationery Theme You can change the font and background of new messages to reflect your personality. Creating Stationery for a Single Mail Message 1. Click the New Items button.

89 Microsoft Outlook 2010 Basics Select Message Using. 3. Select More Stationery. 4. Choose a theme.

90 90 Microsoft Outlook 2010 Basics 5. Select the theme options desired. 6. Click the OK button. An message with the stationery theme is created. Applying a Stationery Theme to All of your Mail Messages 1. Click on the File Ribbon. 2. Choose Options. 3. Click the Mail option. 4. Click the Stationery and Fonts button. 5. Click on the Personal Stationery tab. 6. Click the Theme button.

91 Microsoft Outlook 2010 Basics Choose a theme. 8. Select the theme options desired. 9. Click the OK button. 10. Click the OK button on the Signatures and Stationery dialog box. 11. Click the OK button on the Options dialog box.

92 92 Microsoft Outlook 2010 Basics Out of Office Reply When you are out of the office, for example on vacation, you can use 'Automatic Replies' to respond whenever someone sends you an message. Creating an Out of Office Rule 1. Click on the File Ribbon. 2. Click the Automatic Replies button. 3. Choose the Send automatic replies radio button. 4. Check the Only send during this time range checkbox. 5. Click the Start date dropdown from the calendar. 6. Select the start date for the Out of Office reply. 7. Click the Start Time dropdown. 8. Select the start time.

93 Microsoft Outlook 2010 Basics Click the End date dropdown. 10. Select the end date. 11. Click the End Time dropdown button and select the end time. 12. On the Inside My Organization tab, click in the Reply field. 13. Type your response to those within the University of Louisville. 14. Click the Outside My Organization tab. 15. Click in the Outside My Organization response field. 16. Type your response to those who are not within the University of Louisville. 17. Select the My Contacts only radio button to limit your responses to only those within your address book. 18. Click the OK button. The Automatic Replies is turned on.

94 94 Microsoft Outlook 2010 Basics Turning Off the Out of the Office Reply 1. Click on the File ribbon. 2. Click the Turn off button in the Automatic Replies section. 3. The reply is turned off.

95 Microsoft Outlook 2010 Basics 95 Delegation Why Delegate? Delegation allows you to grant others rights to see specific folders and perform specific tasks. While it may seem better to simply add your account to your assistant s profile, it allows gives the assistant access to your complete Outlook account, as well as SharePoint sites. You can grant rights using the Delegate feature or folder by folder. Granting Rights Using the Delegate Feature The Delegate feature allows you to grant rights to main folders such as the Inbox, Tasks, and the Calendar. You cannot delegate rights to a personal folder Click on the File Ribbon. Click the Account Settings button. Choose Delegate Access.

96 96 Microsoft Outlook 2010 Basics 4. Click the Add button. 5. Click in the Search field and type the last name of the person. 6. Select the user Click the Add button. Click the OK button.

97 Microsoft Outlook 2010 Basics Select the appropriate rights. 10. Click the OK button.

98 98 Microsoft Outlook 2010 Basics Accessing a Folder Delegated to You 1. Click on the File tab. 2. Click the Open button. 3. Choose Other User s Folder. 4. Click in the Name field and type some or part of the user s name. 5. Press the [Enter] key. 6. Select the user from the Check Names list. 7. Click OK. 8. If needed select the folder. 9. Click the OK button.

99 Microsoft Outlook 2010 Basics 99 Sending Mail from another Account You may be granted rights to send mail from another account, such as a service account Create a new message. Click on the Options Ribbon. Click the From button on the Options Ribbon. 4. Click the From button in the message. 5. Select the account.

100 100 Microsoft Outlook 2010 Basics Sharing a Folder At times, you may want to share personal folders i with other users. A shared folder allows you to share all items in a particular folder. Sharing a Folder 1. First, you must set permissions for the account name. Right-click on the account name. 2. Choose Folder Permissions. Click the Add button. 3. Click in the Search field. 4. Type the last name of the user. 5. Click the Go button.

101 Microsoft Outlook 2010 Basics Select the userid of the person. 7. Click the Add button. 8. Click the OK button.

102 102 Microsoft Outlook 2010 Basics 9. Check the Folder visible option. 10. Click the OK button. 11. Right-click on the folder you wish to share. 12. Select the Properties option. 13. Click on the Permissions tab. 14. Click the Add button. 15. Click in the Search field. 16. Type the last name of the user. 17. Click the Go button. 18. Select the userid. 19. Click the Add button. 20. Click the OK button. 21. Click the Permission Level dropdown and select the appropriate permission. Or 22. Check the desired user's permissions for the folder. 23. Click the Apply button.

103 Microsoft Outlook 2010 Basics 103 Accessing a Shared Folder 1. Click on the File tab. 2. Click the Account Settings button. 3. Choose Account Settings. 4. Click the Change button.

104 104 Microsoft Outlook 2010 Basics 5. Click the More Settings button. 6. Click the Advanced tab. 7. Click the Add button.

105 Microsoft Outlook 2010 Basics Click in the Add Mailbox field. 9. Type the owner s last name. 10. Click the OK button. 11. Click the OK button. 12. Click the Next button. 13. Click the Finish button. 14. Click the Close button. You will now notice the owner's name in the Navigation Pane. 15. Click the triangle next to the owner's name. The folder appears.

106 106 Microsoft Outlook 2010 Basics Accessing a Service Account If you are an owner of a service account, you can add the account to your Outlook profile. 1. Click on the File tab. 2. Click the Add Account button. 3. Complete the information, including the service account s password. 4. Click the Next button. 5. Click the Finish button. 6. Click the OK button and restart Outlook. 7. If prompted for type the username in the following format: ad\username. 8. Type the account s password again. The account is added to your profile.

107 Microsoft Outlook 2010 Basics 107 Organizing and Managing Mail You can use various methods to organize your mail in Outlook from folders and categories to clean up conversations and ignore conversations. Folders About Outlook Folders You can see a list of folders in the Navigation Pane. Let s take a look at each mail folder. Inbox Drafts Sent Items Deleted Items Junk Outbox RSS Feeds Search Folders This is where new mail is received. Unsent messages can be saved here After a message is sent, a copy of it is stored here. This folder acts like the Recycle Bin in Windows. When you delete an Outlook item, it goes here first. To permanently delete items, click the Tools menu and click Empty Deleted Items Folder. marked as junk will land here. Messages you have created and sent are stored here while Outlook connects to the server. Live feeds are stored here. You can customize these folders to update based on search criteria.

108 108 Microsoft Outlook 2010 Basics Creating a Personal Folder You are not limited to the default folders. You can create folders as needed to sort and store mail messages. 1. Click on the Folder Ribbon. 2. Click the New Folder button. 3. Click in the Name field and type the name of the new folder. 4. Click the Folder Contains dropdown and select the type of items that the folder will contain.

109 Microsoft Outlook 2010 Basics Select where to place the folder. 6. Click the OK button. The folder has been created. Moving Items to a Folder Once we have created a folder, we can move mail items into it. 1. Select the you wish to move. 2. On the Home Ribbon, click the Move button.

110 110 Microsoft Outlook 2010 Basics 3. Select Other Folder. 4. Click the plus sign next to the cabinet. 5. Select the folder you wish to move the items into. 6. Click the OK button. You can also move an item into the folder by clicking and holding on the item and dragging it to the desired folder.

111 Microsoft Outlook 2010 Basics 111 Favorites Folders You can keep the most frequently used folders in the Navigation Pane at the top using 'Favorites' folders. Adding a Folder to Favorites 1. Select the folder in the Navigation Pane. 2. On the Folder Ribbon, click the Show in Favorites button. 3. The folder is added to the Favorites area. Or 1. Right-click on the folder.

112 112 Microsoft Outlook 2010 Basics 2. Select the option Show in Favorites. Or 1. Click and hold and the folder and drag it to the Favorites area. Rearrange Favorites Folders You can rearrange folders in the 'Favorites' area. 1. In the Favorites area, select the folder you wish to move. 2. Drag it to its new location. Remove a Folder from Favorites Folders 1. In the Favorites area, select the folder you wish to remove. 2. Click the Show in Favorites button on the Folder Ribbon. 3. Or

113 Microsoft Outlook 2010 Basics Right-click on the folder. 2. Select the Remove from Favorites option. Deleting a Folder 16. Right-click on the folder in the Navigation Pane. 17. Select Delete Folder.

114 114 Microsoft Outlook 2010 Basics Searching for Mail Items At times, you may need to search for a mail message. Microsoft Outlook provides different search methods. Instant Search If the Windows Search Engine is not already installed on your computer, you will need to install it before using the search feature in Outlook. If the feature is not installed, you will see this prompt when you open Outlook: Simply click the Yes button to go to the Microsoft Web site to download the component. You can also install the component from within Outlook. Simply open any mail folder and click the bar that says Click here to enable Instant Search.

115 Microsoft Outlook 2010 Basics Click in the Search field. 2. Type the search criteria. 3. Click the Search button. Mail items in the current folder that meet the criteria will be displayed.

116 116 Microsoft Outlook 2010 Basics Advanced Search You can use more specific criteria using the Advanced Search feature. 1. Click in the Search field. 2. On the Search Ribbon, click the Search Tools button. 3. Click on Search Options from the dropdown button. 4. Complete the necessary fields. Click the Find Now button.

117 Microsoft Outlook 2010 Basics All mail items that meet the criteria will be displayed at the bottom of the Advanced Find dialog box. 6. You can also search in additional locations. 7. Click the Browse button on the Advanced Search dialog box.

118 118 Microsoft Outlook 2010 Basics 8. Check the additional folders in which you wish to search. 9. Click the OK button. 10. Complete the fields as normal.

119 Microsoft Outlook 2010 Basics 119 Categories You can create and use categories to label the messages, such as messages from a colleague or about a project. Creating a Category 1. Select a mail message. 2. Click the Categories button on the Home Ribbon. 3. Select All Categories at the bottom of the dropdown list. 4. Choose New Category. 5. Type the name of the category into the Category name field and select a category color from the Color dropdown button. 6. Click the OK button. 7. Click the OK button.

120 120 Microsoft Outlook 2010 Basics Modifying a Category You cannot change the name of a category and color of a category. Changing the Name of a Category 1. Select a mail message. 2. Click on the Category button on the Home Ribbon. 3. Select the category you want to rename. 4. Click the Rename button. 5. Click OK. Changing the Color of a Category 1. Select a mail message. 2. Click on the Category button on the Home Ribbon. 3. Select the category. 4. Click the Color dropdown button. 5. Select a color. 6. Click OK. Applying a Category 1. Select the mail message you want to categorize. 2. Click the Categories button.

121 Microsoft Outlook 2010 Basics Select the category from the list. Or 4. Select All Categories. 5. Check the categories that you want to apply. 6. Click OK. Removing a Category 1. Select the mail item. 2. Click the Categories button. 3. Select the categories you want to move. The category or categories are removed.

122 122 Microsoft Outlook 2010 Basics

123 Microsoft Outlook 2010 Basics 123 Flagging a Mail Item for Follow up You can flag an item as urgent or for follow up. This will remind you to complete an action for that item. Flagging an Item for Follow up 1. Click the Flag button on the mail message. Set a Deadline Date for a Follow up Item 1. Right-click the Follow up flag. 2. Select the deadline date.

124 124 Microsoft Outlook 2010 Basics Mark a Follow up as Completed 1. Right-click the Follow up flag. 2. Select the Mark Complete. Remove a Follow up Flag 1. Right-click the Follow up flag. 2. Select the Clear Flag. Filtering Mail You can filter mail based on a category, categories, or follow-up flags. Creating a Filter for a Category 1. Click on the View Ribbon. 2. Click on the View Settings button.

125 Microsoft Outlook 2010 Basics Click the Filter button. 4. Click the More Choices tab. 5. Click the Categories dropdown and choose a category. 6. Click OK. Only items marked with the category show.

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