MICROSOFT OUTLOOK 2010 WORK WITH ATTACHMENTS, SIGNATURES

Transcription

1 MICROSOFT OUTLOOK 2010 WORK WITH ATTACHMENTS, SIGNATURES AND TEMPLATES Last Edited:

2 Work with Attachments... 3 Attach Files... 3 Preview Attachment in Outlook... 4 Preview Attachment in its associated file program... 6 Save the Attachment in Outlook... 6 Work with signatures... 8 Create a new signature in Outlook... 8 Edit existing signatures... 9 Create Business Card signature... 9 Rename a signature Delete a signature Insert a signature to the message body Work with template AutoCorrect feature Quick Parts feature Create Quick Parts Insert Quick Parts in the message body Edit Quick Parts in the Quick Parts Gallery The following training document is using information from Microsoft Office Outlook 2010 Help Last Edited:

3 Work with Attachments Good attachment files are PDFs, pictures, Word, PowerPoint and Excel spreadsheet Avoid to send Program Files such as.exe extension because usually Outlook will block those files Attach Files Do any of the following: Create a new message Reply or forward an incoming message Under the Message Window, go to Message tab Include group click on Attach File navigate the location of the file select the file you want to attach to the click Insert Click Send to send the with the attachment Last Edited:

4 Preview Attachment in Outlook Double click the message that has the attachment indicated with the little paper clip sign next to it In the Message Window, right click on the attachment, choose Preview from the shortcut menu and click Preview file Last Edited:

5 After preview the message, click the Message Envelope icon once to go back to preview the message Last Edited:

6 Preview Attachment in its associated file program Double click the message that has the attachment indicated with the little paper clip sign next to it In the Message Window, right click on the attachment, choose Open from the shortcut menu The attachment will open in its associated file program such as Word, Excel, PowerPoint, PDF Reader.. Save the Attachment in Outlook Double click the message that has the attachment indicated with the little paper clip sign next to it Last Edited:

7 In the Message Window, right click on the attachment, choose either Save As or Save All Attachment from the shortcut menu The Save As dialog box will open, Select the location to save the file Click Save Last Edited:

8 Work with signatures Create a new signature in Outlook Go to File Tab Options In the Outlook Options dialog box, do the following: Click on Mail Under Compose messages section, click on Signatures The Signatures and Stationery dialog box is displayed Click on New to create a new signature Last Edited:

9 The New Signature dialog box is displayed, enter the name of the signature in the blank and click OK Enter the signature information in Text Box and use edit tools appeared under Edit signature section to format the signature click OK Edit existing signatures Select a signature name under Select signature to edit box in Signatures and Stationery dialog box Edit the signature by select format tools under the Edit signature section Create Business Card signature In the Signature and Stationery dialog box, click on New In the New Signature dialog box, enter the name for the signature such as Business Card Click on the Business Card button under the Edit signature section \ Last Edited:

10 Rename a signature Select a signature name under Select signature to edit box in Signatures and Stationery dialog box Click Rename to rename signature name In the Rename Signature, type the new name for the selected signature click OK Delete a signature Select a signature name under Select signature to edit box in Signatures and Stationery dialog box Click Delete to delete signature Last Edited:

11 Insert a signature to the message body Compose a new mail message If have multiple signatures set up, the first one will be the default signature To select a different signature, go to Include group click the down arrow under Signature, make the appropriate signature in the drop down list and it will be added to bottom of the . Work with template Two Outlook features allow to automate routine s are AutoCorrect and Quick Parts AutoCorrect will correct a word or two Quick Parts will insert a paragraph AutoCorrect feature Go to File tab Option In the Outlook Options dialog box, do the following: Click on Mail Under Compose messages section, click on Spelling and AutoCorrect button Last Edited:

12 The Editor Options dialog box is displayed Click on Proofing Under AutoCorrect options section, click on AutoCorrect Options button The AutoCorrect: English (U.S.) dialog box is displayed Click on AutoCorrect tab Select Replace text as you type Under Replace field, enter the shortcut text in the blank Under With field, enter the full text replacing the shortcut Click Add Click OK to confirm Click OK to close the dialog box Last Edited:

13 Quick Parts feature The Quick Part Gallery is a gallery where you can create, store, and find reusable pieces of content, including AutoText, document properties such as title and author, and fields. Create Quick Parts In the Message Window, enter the text or message in the body Text box Highlight the most frequently typing text Go to Insert tab Text group click Quick Parts, and choose Save Selection to Quick Parts Gallery In the Create New Building Block dialog box, do the following: Enter name of the Building Block under Name field Click OK to confirm Last Edited:

14 Insert Quick Parts in the message body Place the cursor in the body of the message compose window Go to Insert tab Text group click Quick Parts Select desired Building Blocks under Quick Parts Gallery to quickly insert in the message Edit Quick Parts in the Quick Parts Gallery Quick Parts only can be override not deleted Highlight the text Go to Insert tab Text group click Quick Parts, and choose Save Selection to Quick Parts Gallery Enter exact same name as it named before Click OK to confirm Last Edited: