Introduction to Microsoft Outlook BeVerly J. Sims Computer Specialist

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1 Introduction to Microsoft Outlook 2010 BeVerly J. Sims Computer Specialist 1

2 Agenda How do I: Read a message Reply to a message Create a message Send a message Move messages to folders Create my signature Share my mailbox Send a message on behalf of someone How do I: Send out of office Auto- Replies Send attachments Create a calendar event Share my calendar View multiple calendars at one time Reserve a conference room & mobile lab 2

3 The Ribbon The Ribbon is displayed across the top of the screen when Outlook is opened. Microsoft Office 2010 display commands in a series of icons stored on different tabs. This combination of icons and tabs is known as the Ribbon interface. 3

4 1. The Ribbon contains multiple tabs, each with several groups of commands. These tabs can be used to compose an , schedule a meeting, or add a contact. 2. The commands on the Ribbon will change depending on which application you have selected: Mail, Calendar, Contacts, or Tasks. 4

5 To Minimize the Ribbon 1. Select the arrow in the upper-right corner of the Ribbon. 2. The Ribbon will be minimized. 5

6 To Maximize the Ribbon 1. To maximize the Ribbon, select the arrow again. 2. When the Ribbon is minimized, you can make it reappear by selecting a tab. However, the Ribbon will disappear again when not in use. 6

7 How do I Read a message The Outlook screen is divided into sections. Column #1 contains folders. Column #2 contains all messages in the highlighted folder. Column #3 displays a preview of the highlighted . If displayed, column #4 shows the calendar and tasks. Note: the View Tab will allow customization (display/hide) preview and location of preview. 7

8 8

9 1. Select a message to read and the content is displayed to the right. 9

10 How do I Reply to a message. 1. From the Home or Message tab, in the Respond group. 2. Select Reply, Reply All, or Forward. 10

11 How do I create a message 1. In Mail, on the Home tab, in the New group, select New Or to create an message, press CTRL+SHIFT+M. 11

12 3. The message screen is opened. Type the subject in the Subject box. 4. Enter the recipients' addresses or names in the To, Cc, or Bcc box. Separate multiple recipients with a semicolon. 5. To select recipients' names from a list in the Address Book, select To, Cc, or Bcc, and then select the names that you want. 12

13 6. After you have composed the message, select Send. 13

14 How do I add an attachment. 1. Create a message, or for an existing message, select Reply, Reply All, or Forward. 2. In the message window, on the Message tab, in the Include group, select Attach File. 3. Locate desired file. Select Insert to add file. 14

15 4. Selected file is attached. 15

16 How do I create my signature 1. Open a new message. On the Message tab, in the Include group, select Signature, and then select Signatures. 16

17 2. On the Signature tab, select New. 3. From the New Signature box, enter a signature and select OK. 17

18 4. Enter signature to appear for messages. And select the signature for all New Messages and/or Replies/forwards. 5. Select OK. 18

19 How do I send out of office Auto-Reply 1. Select the File tab at the upper left of your screen, Info is selected by default. Select Automatic Replies. 19

20 2. The Automatic Replies Window is displayed. The default is Do Not send automatic replies. 3. Select the radio button for Send automatic replies option. 20

21 4. Select Only send during this time range and select a start and end time for how long the auto message will apply. 5. Under Inside My Organization tab, compose the message in the text field. 21

22 6. To add more specific conditions select the Rules button. Add Rules. 7. When you have finished the message and selected the OK button, a warning message will be displayed. 22

23 8. Select Outside My Organization tab if you want people outside of the organization to receive an auto-reply. 9. Type a message (or copy and past from previous message). Select whether to send an auto reply to each person who sends you an message or only to people who are listed in your Contacts. Select OK. 23

24 How do I share my mailbox. 1. Select a delegate, set the level and type of permissions that delegate should have. 2. To set permissions: (a) Select File (b) Select Info (c) Select Account Settings (d) Select Delegate Access See the next slide 24

25 25

26 3. The Delegates dialog box will appear. 4. Select Add to locate desired delegate(s). 26

27 5. Highlight desired delegate and select OK. 27

28 6. The Delegate Permissions screen is displayed. 7. For each item (e.g. Calendar, Tasks, Inbox) select the level of permission you want to grant. 28

29 8. Level of permissions: None: delegate cannot access this feature of your account Reviewer: delegate can read items Author: delegate can read and add items Editor: delegate can read, modify and add items 9. Select the Automatically send a message to delegate summarizing these permissions to send a notification. 29

30 10. Select OK. 11. Select OK again. Note: s and other items sent by a delegate will be displayed as from the delegate on behalf of your name. For example, From: John Doe on behalf of Jane Smith. In order to have a delegate send an as if they were you (i.e. without 'John Doe on behalf of'), full permissions must be set up by your User Support Team. To grant Send On Behalf permissions, you need to add the user as a delegate for your mailbox in Outlook, and assign the delegate any level of access. 30

31 12. Once permissions have been set for a delegate, that delegate can access the items they have permission to see by selecting File Open Other User's Folder and selecting your name. 31

32 13. Enter the name of the other user. 14. Select OK. 32

33 How do I move messages to another folder To move an individual mail message: 1. Select Move from the Home menu, and then select Other Folder. Select desired folder to move in. 2. Alternatively you can drag & drop the message into the appropriate folder. 33

34 OR 1. Right select the message to move. 2. Select Move from the list, select Other Folder. 34

35 3. Select the folder to move to and select OK. 35

36 How do I send a message on behalf of someone else To grant Send On Behalf permissions, you need to add the user as a delegate for your mailbox in Outlook first (slide 24), and assign the delegate appropriate level of access. 1. Start a new mail message by selecting New. 2. If the From box is not visible: select the Options tab, select Show From to make the From field appear. 36

37 3. Select the From button and select the contact from your Global Address List. Select OK. 4. Type the rest of the as you would if you were sending it yourself. 5. Note that while you can select any name from the global address list, you can only send on behalf of those who have given you permission (slide 24). 37

38 How do I send from another address Select the From button and select Other Address to send from another account. 2. In the From box, enter the Other address. Select OK. 38

39 How do I Create a Calendar event 1. Select the Calendar tab in the lower left corner. 2. The calendar is displayed. Scroll through the calendar and select the day of the event. 39

40 3. In any calendar view, select New. 4. Select New Appointment. 40

41 5. If the event is NOT an all day event, select a Start Time and End Time. 41

42 6. If the event is an all day event, select the checkmark to mark the All day event box next to the start and end times. The times will turn gray, indicating that they are not relevant. 42

43 7. Complete the remaining fields as you would for an appointment. By default, if someone schedules a meeting for that day, the Scheduling Assistant will show you as free, but you can change this to show you as busy all day with the Show As drop-down list in the toolbar. 8. Select Save & Close in the toolbar when finished. 43

44 How do I create a recurring Calendar Events 1. Select the Recurrence button in the Appointment toolbar that appears in the New Appointment dialog box. 44

45 2. A new dialog box will appear. Complete the sections under Appointment Time, Recurrence Pattern and Range of Recurrence. 3. Select OK and enter the event details. 45

46 How do I share my Calendar 1. Select on the calendar view, then select Calendar Permissions from the top menu bar. 46

47 2. Select the Add to add the people to your calendar. 47

48 3. The address book will open. Select the person(s) you want to view your calendar and Add them. 4. Select OK. 48

49 5. Set the Permissions level by selecting the options below. Select OK. 49

50 How do I view multiple calendars at one time. 1. In Calendar, in the Navigation Pane, right select the name of the calendar to view. Select Open in New Window. 2. The calendar selected is opened. 50

51 To open a calendar in side-by-side view 1. In Calendar, in the Navigation Pane, select the check box of another calendar that you want to view. 2. The calendar selected opens next to the calendar that already appears. 51

52 If other calendars are not displayed 1. Right select Add Calendar and select desired calendar. Or 1. From Manage Calendars, select Open Calendar. Select desired calendar from list. 52

53 2. In the example below, IT Conference Room was selected. 3. Select OK. 53

54 How do I Overlay the calendars 1. In Calendar, in the Navigation Pane, select the check box of another calendar that you want to view. The calendar that you selected opens next to calendar that is already displayed. Each successive calendar opens next to the one most recently opened. 2. On the Calendar tab, select Overlay. 54

55 3. The calendar is displayed with the first one opened over the other calendar(s). 4. To add another calendar to the overlay, repeat Steps 1 and 2. 55

56 How do I reserve a Conference Room or Mobile Lab. 1. Open Outlook and select Calendar. 56

57 3. From the Ribbon, from the Home tab, select New Appointment from the New options. 4. The Appointment screen is opened. 57

58 5. Type the subject into the Subject field. 6. Set the correct start time and end time. 58

59 7. Select Scheduling Assistant. 59

60 8. Select Add Rooms button. 60

61 9. Select desired conference room from the list and select OK. 61

62 10. Select Send to save the appointment. 11. Select one of the three options below and select OK. 62

63 12. In the example, Save changes and send meeting option was selected. 13. Note IT Conference Room is listed below owner s name and the 1:00 PM-4:00 PM time is reserved. 63

64 How do I Add attendees 1. From the lower left of the Meeting screen, select Add Attendees. 64

65 2. From the Address Book, select attendee(s). 3. Attendees can be Optional or Required. 4. Select OK. 65

66 5. Note Attendees and Conference Room listed. 66

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