What s New in Microsoft Outlook 2010

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1 EXPANDED RIBBON... Page 1 MORE ROOM TO MANAGE YOUR ACCOUNT... Page 1 SEE MORE OF YOUR MESSAGES WITH CONVERSATIONS... Page 1 To turn off or on conversation... Page 2 PROCESS AND FILE YOUR MESSAGES FASTER... Page 2 Meeting Reply... Page 2 Instant Search improvements... Page 2 REDUCE THE NOISE IN YOUR INBOX... Page 3 Ignore Conversation... Page 4 Clean up Conversations... Page 4 WORK SMARTER AND MORE EFFICIENTLY WITH MESSAGES... Page 5 MailTips... Page 5 Forgotten subjects... Page 5 To Delete a name from the Auto-Complete list... Page 5 Roaming signatures... Page 6 Resize attached photos and files... Page 6 Include screen shot... Page 7 More spell checking... Page 7 Expanded delivery information... Page 7 GET THE CALENDAR BIG PICTURE... Page 7 Calendar Groups... Page 7 Schedule View... Page 9 Quick View... Page 9 STAY ON TOP OF YOUR TASKS... Page 9 SAVE YOUR INFORMATION... Page 9 ADDITIONAL IMPROVEMENTS... Page 10 View zoom control... Page 10 Quota Thermometer... Page 10 Navigation Pane... Page 10

2 Microsoft Outlook 2010 includes new features and capabilities to help you stay connected with people and better manage your time and information. EXPANDED RIBBON First introduced in Microsoft Office Outlook 2007, the ribbon is part of the Microsoft Office Fluent user interface. It is designed to help you quickly find the commands that you need to complete a task. Commands are organized in logical groups that are collected together under tabs. In Microsoft Outlook 2010, the ribbon has replaced the former menus in the main Outlook window. As in other Microsoft Office 2010 applications, the Ribbon can be customized to include custom tabs that you can personalize to better match your work style. MORE ROOM TO MANAGE YOUR ACCOUNT Just as in the other Microsoft Office 2010 applications, many Outlook settings that are not directly related to creating or managing Outlook items, such as print commands and account management options, are now in the Microsoft Office Backstage view. Click File to manage your accounts, set up rules and Automatic Replies, and find other behind-the-scenes options. SEE MORE OF YOUR MESSAGES WITH CONVERSATIONS The Conversation View, new in Outlook 2010, is the default view when you open your Inbox to work with your messages. This view improves tracking and managing related messages, regardless of the folder that contains the messages. You can see the complete course of the conversation, including your responses, find the most recent responses, and more easily determine the message most important to you. You can also easily categorize or ignore a complete conversation. You might know a Conversation by the term thread. A Conversation is the complete chain of messages from the first message through all responses. The messages of a Conversation have the same subject. For example, when you send a message to someone and then they reply a Conversation results. In many Conversations, there might be many replies back and forth, or even multiple people all replying to parts of the Conversation. Conversations are identified in the message list by an icon showing multiple items. The message list is the middle part of the main Outlook window that displays the contents of the selected folder. The messages within each Conversation are sorted with the newest message on top. When a new message is received, the entire Conversation moves to the top of your message list. When you click on a Conversation header in the message list, the Conversation shows in the Reading Pane with the newest message on top. Any Conversation that includes unread messages has a bold subject and the count of the unread messages appears adjacent to the subject. When you click to expand the Conversation, any unread message has a bold heading. Expanded Conversations provide a visual relationship between messages, including any responses and related messages from other folders. When a message gets two or more responses, the Conversation can split into multiple related but separate Conversations. The latest message in each split appears when you click on the Conversation. Click one of the split Conversations to show the messages from that split in the Reading Pane, with the latest message on top. Rev Page 1

3 To turn off or on conversation 1. On the View tab, in the Conversations group, select or clear the Show as Conversations check box. 2. Click All Folders or This folder. For more information see Introduction to Conversation View by visiting: =2&CTT=5&origin=HA PROCESS AND FILE YOUR MESSAGES FASTER Quick Steps Turn commands and procedures that you use most often into one click. You can customize the default Quick Steps, and create your own buttons that combine your frequent actions. The Quick Steps gallery includes buttons for one-click file and flag, sending messages to your team, and other popular commands. To read more about how to Automate common or repetitive tasks with Quick Steps visit: =2&CTT=5&origin=HA Meeting Reply Scheduling a meeting is as easy as replying to the message. When you receive an message or a task request, you can create a meeting request (schedule a meeting) as a response by one click with the new Meeting Reply command. All the messages recipients are added to a new a meeting request in one click. The meeting request invites everyone who is on the To line in the original message as Required Attendees, and everyone on the Cc line as Optional Attendees. 1. Do one of the following: In the message list, click the message, and then on the Home tab, in the Respond group, click Meeting. In an open message, on the Message tab, in the Respond group, click Meeting. 2. Enter the location and start and end times as you do in any meeting request. You can also add or remove attendees, use Scheduling Assistant to find the best meeting time, or add attachments. The header and body of the original message are included in the body of the meeting request. If your message list is arranged by conversation, the meeting request created with Meeting is associated with the same conversation as the original message. The meeting request appears in the expanded conversation. When you click Meeting on a conversation that is not expanded and contains multiple branches, the meeting request applies to the most recent message in the selected branch. The Meeting command is not available when you click a conversation header. Instant Search improvements Outlook 2007 introduced Instant Search. In Outlook 2010 it is easier to narrow your search results by using criteria such as sender, subject keywords, and other information such as the presence of attachments. The Search Tools contextual tab includes a set of filters that efficiently focus your search to isolate the items that you want. Rev Page 2

4 REDUCE THE NOISE IN YOUR INBOX Ignore Conversation If a conversation is no longer relevant to you, you can prevent additional responses from appearing in your Inbox. The Ignore command moves the whole Conversation and any future messages that arrive in the Conversation to the Deleted Items folder. To ignore conversations: 1. In the message list, click the conversation or any message within the conversation that you want to ignore. 2. On the Home tab, in the Delete group, click Ignore. If you are working from an open message, on the Message tab, in the Delete group, click Ignore. 3. Click Ignore Conversation. NOTE The Ignore Conversation command in step 3 appears in the Ignore Conversation dialog box. This dialog box doesn t appear if you previously selected the Don t show this message again check box. To stop ignoring and recover a conversation, do the following: NOTE You can only recover an ignored conversation if it is still available in the Deleted Items folder. 1. In the Deleted Items folder, click the conversation that you want to recover, or any message within that conversation. By default, the Deleted Items folder is arranged by date. To change to Conversation view, click Arrange By, and then click Conversation. 2. On the Home tab, in the Delete group, click Ignore. 3. Click Stop Ignoring Conversation. The conversation is moved back to your Inbox. Future messages are delivered to your Inbox. NOTE The Stop Ignoring Conversation command in step 3 appears in the Stop Ignoring Conversation dialog box. This dialog box doesn t appear if you previously selected the Don t show this message again check box. Clean Up Conversations When a message contains all the previous messages in the Conversation, you can click Clean Up to eliminate the other redundant messages. As people reply to a Conversation, the response is at the top and the previous messages in the Conversation are below. Instead of reviewing each message, keep only the most recent that includes the whole Conversation. Conversation Clean Up evaluates the contents of each message in the Conversation. If a message is completely contained within one of the replies, the previous message is deleted. Consider the following example. Justin sends a message to Melissa and Andrew. Melissa replies to both Justin and Andrew and in her Outlook message body, all of Justin s original message is included. Now, Andrew sees Melissa s message and replies to both Justin and Melissa. Andrew s reply includes all of the previous messages in the Conversation. Conversation Clean Up can delete all of the messages except the last one from Andrew because within that message is a copy of all of the previous messages. Conversation Clean Up is most useful on Conversations with many responses back and forth especially with many recipients. Rev Page 3

5 1. On the Home tab, in the Delete group, click Clean Up. 2. Click one of the following: Clean Up Conversation The current Conversation is reviewed, and redundant messages are deleted. Clean Up Folder All Conversations in the selected folder are reviewed, and redundant messages are deleted. Clean Up Folder & Subfolders All Conversations in the selected folder and any folder that it contains are reviewed, and redundant messages are deleted. WORK SMARTER AND MORE EFFICIENTLY WITH MESSAGES MailTips Outlook 2010 includes MailTips, a feature supported by Microsoft Exchange Server 2010, which help you avoid common, but potentially costly or embarrassing mistakes. MailTips alerts can be triggered by actions including clicking Reply All to a large recipient list, sending sensitive information to someone outside your organization, or sending a message to someone who is out of office. To Turn MailTips on or off By default, MailTips are turned on. To turn them off or back on, do the following: 1. Click the File tab. 2. Click Options. 3. Click Mail. 4. Under MailTips, click MailTips options. The MailTips section does not appear if MailTips are not available for your account. 5. If you have more than one Exchange Server 2010 account in your Outlook profile, click the account in the Apply to this account list. 6. Under MailTips bar display option, click the option that you want. Forgotten subjects When you click Send on a message that does not have a subject, a message appears to confirm that no subject was intentional. Auto-Complete List improvements The Auto-Complete List is a feature which displays suggestions for names and addresses as you begin to type them in the To, Cc, and Bcc boxes. These suggestions are possible matches from a list of names and addresses from the messages that you have sent. It is easier to remove a name from the Auto-Complete List suggestions, and when you are using a Microsoft Exchange Server account, your Auto-Complete List is available from any computer that you use Outlook with your Exchange account. To Delete a name from the Auto-Complete list There might be entries that you want to remove, such as entries that are no longer current or accurate. To remove unwanted names, do the following: 1. Select the unwanted name or address by using the UP ARROW or DOWN ARROW key. 2. Click or press DELETE. Rev Page 4

6 To remove all names from your Auto-Complete list, do the following: 1. Click the File tab. 2. Click Options. 3. Click Mail. 4. Under Send messages, click Empty Auto-Complete List. Roaming signatures Custom signatures that you create for your messages are available to you from any computer that you use. Resize attached photos and files An option is available to resize large attached pictures. When you send a message that exceeds the message size limit for either your or the recipient's mail server, the message will be returned to you and not delivered. This is often called a "bounced" message. Optimizing the size of pictures and attachments for helps to avoid exceeding the maximum message size limits associated with most accounts. NOTE Messages increase in size while in transit through the Internet beyond the actual sum of the size of text, graphics, pictures, and attachments. Encoding of a message for transmission through the Internet leads to a size increase of approximately one-third. For example, if your Internet service provider (ISP) (ISP: A business that provides access to the Internet for such things as electronic mail, chat rooms, or use of the World Wide Web. Some ISPs are multinational, offering access in many locations, while others are limited to a specific region.) allows you to send messages up to 10 megabytes (MB) and you include a 9 MB attachment, you will probably exceed the maximum message size. In addition to a per-message size limit, many accounts include a mailbox or account storage limit. Large attachments can not only fill a recipient's mailbox but increase your own Outlook data file size and mailbox. By default, a copy of each message that you send is saved to the Sent Items folder in Outlook. There are two ways to reduce the size of pictures that you attach to messages in Outlook 2010: Reduce the picture dimensions Digital cameras can create very large images far in excess of the dimensions that most computer monitors can display full screen. Compressing the image to a smaller width and height can greatly reduce the file size. This option is available for pictures that are attached, but not displayed within the message body. Compress the picture resolution By decreasing the dots per inch (DPI), file size is reduced, but the quality of the image is also impacted. Displaying images on a computer monitor requires a lower DPI than images that are printed. If the recipient doesn t need higher quality resolutions, use a lower setting. This option is available for pictures that appear within the message body. In all cases, the original picture file saved on your computer hard disk or memory device is not modified. Only the copy of the picture being sent is reduced in size. Reducing the size of picture attached within Outlook When you add attachments in Outlook, you can reduce picture attachments on a per-message basis. When you choose to resize large images, any attached image is reduced to a maximum resolution of 1024x768 pixels NOTE If you embed the picture in the message body the picture appears in the message by using the Picture command in the Illustrations group, the image attachment resize feature is not available. 1. Create a new message in Outlook. 2. On the Insert tab, in the Include group, click Attach File. Rev Page 5

7 TIP You can also drag and drop a picture from Windows Explorer. The picture file will be attached to the message. 3. In the message window, click the File tab. 4. Under Image Attachments, click Resize large images when I send this message. 5. Click the Message tab to return to your message. 6. When you are finished composing your message, click Send. Include screen shot Sharing what you see on your screen is easy with the new Include screen shot command. Select all or any part of your computer screen and include a snapshot of it in a message. More spell checking Spell checking works in more places. This includes subject lines of messages, tasks, and meeting requests. Expanded delivery information When you use a Microsoft Exchange Server account, you can review detailed delivery information both for outgoing and incoming messages. GET THE CALENDAR BIG PICTURE Meeting Suggestions Introduced in Outlook 2007, Meeting Suggestions now appears when you create a meeting request. Schedules for attendees are analyzed and the best time is suggested, based on everyone's availability. Calendar Groups Quickly see the calendars of people you frequently work with. Select the members one time, then use the Calendar Group every time that you want view those same calendars. Calendar Groups can also include resources, such as conference rooms. This is a great way to find available conference rooms in your building. Create a calendar group: There are two ways that you can create a calendar group: Pick members from an Address Book or Contacts list Create a calendar group based on the calendars that you are viewing Rev Page 6

8 Pick members from an Address Book or Contacts list 1. In Calendar, on the Home tab, in the Manage Calendars group, click Calendar Groups, and then click Create New Calendar Group. 2. Type a name for the new calendar group, and then click OK. 3. Under Address Book, choose the Address Book or Contact list from which you want to pick members of your group. 4. Browse for names or type them in the Search box, click the name that you want and then click Group Members. Repeat this step for each calendar that you want to include in the group, and then click OK. Create a calendar group based on the calendars that you are viewing 1. In Calendar, on the Home tab, in the Manage Calendars group, click Calendar Groups, and then click Save as New Calendar Group. 2. Type a name for the new calendar group, and then click OK. NOTES The new calendar group opens beside any calendars or groups that were already open. To add other calendars to the view, select the check boxes of the calendars that you want in the Navigation Pane Add calendars to a calendar group To add a calendar to an existing calendar group, in the Navigation Pane, drag it to the calendar group that you want. If the calendar that you want to add is not in your Navigation Pane, do the following: 1. In Calendar, on the Home tab, in the Manage Calendars group, click Open Calendar, and then click the type of calendar that you want. 2. Browse for names or type them in the Search box, click the name that you want and then click Calendar. Repeat this step for each calendar that you want to include in the group, and then click OK. The added calendars appear in the Shared Calendars folder in the Navigation Pane. NOTE In Schedule View, you can click the Add a Calendar box at the bottom of the view and then enter the name that you want. The calendar is added to the Shared Calendars folder in the Navigation Pane. 3. In the Navigation Pane, drag the calendar from Shared Calendars to the calendar group that you want. NOTE You can move a member of any calendar group to a different group. In the Navigation Pane, drag the calendar to the calendar group that you want. View a calendar group In the Navigation Pane, select the calendar check box. Group calendars appear side by side or in horizontal Schedule View. To see the calendars in overlay mode, do the following: 1. On the Home tab, in the Arrange group, click Day, Work Week, Week or Month. The calendars are arranged side-by-side. 2. Click the View in Overlay Mode arrow on the tab on each calendar that you want to overlay. NOTES Any calendar in the Navigation Pane can be viewed together with any group, even if it is not a member of that group. You can also view multiple calendar groups together. Select the check box of any calendar or calendar group that you want to view. Rev Page 7

9 You can hide any calendar from the view by clearing its check box in the Navigation Pane, or by clicking Close Calendar on the calendar's tab. This only changes the calendars in the current view. It does not remove any calendar from a calendar group. To Delete a calendar group click Delete Group. In the Navigation Pane, right-click the calendar group that you want to delete, and then Schedule View Whether you use the new Calendar Groups, or manually select multiple calendars to review, the new Schedule View can help take some guesswork out arranging meetings. Individual, resource, or Calendar Group calendars appear in a horizontal view to quickly discover the best time to meet. Quick View When you receive a meeting request, Quick View helps you better understand how a meeting request affects your calendar. When creating or responding to a meeting request, a calendar snapshot appears in the meeting request. You can instantly review any conflicts or adjacent items on your calendar without ever leaving the meeting request. STAY ON TOP OF YOUR TASKS To-Do Bar The To-Do Bar has been improved based on customer requests. In Outlook 2010 there is better access to allday appointments and events. Additional improvements include visual indicators for conflicts and unanswered meeting requests, day separators, and convenient drag and drop resizing to see more of what you want when you want it. For more on how to change the size or contents of the To-Do Bar, visit: =2&CTT=5&origin=HA SAVE YOUR INFORMATION New data file name When you save Outlook information on your computer a data file is used. In previous versions of Outlook these files were named Personal Folders files (.pst) and Offline Folder files (.ost). They are now named Outlook Data File (.pst) and offline Outlook Data File (.ost). Rev Page 8

10 ADDITIONAL IMPROVEMENTS View zoom control Zoom in or out of your mail or calendar views with the new zoom slider control at the bottom of the window. Quota Thermometer In the new Backstage view, your account information includes a visual representation of how much space is left in your mailbox. Navigation Pane All commands and views that were previously in the Navigation Pane have moved to the Ribbon. The order of the folders was also changed to make it easier to find common default folders, specifically the Inbox and Deleted Items. Some headers and icons were removed to streamline the appearance of the Navigation Pane. Rev Page 9

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