Quick Guide to Outlook (2010)

Transcription

1 Quick Guide to Outlook (2010) IT Documentation Team, October 2012 (Reviewed July 2015) What s new in Outlook 2010? The Ribbon The Ribbon, first introduced in Outlook 2007, now replaces the former menus running across the top of the main Outlook window. It is organised into Tabs which contain related Groups of Tools. You can customise tabs via Outlook Options. File tab Tabs Minimise/Expand Ribbon Help Groups Tool icons Arrow button more options Hover your mouse over a Tool icon to see a tip about what it does. If you see a small arrow button at the bottom right of a group of tools, click on it to see More options. The Quick Access Toolbar The QAT appears at the top left of the window, regardless of which tab you click on. By default, it contains Send/Receive and Undo. Customise this area to include Tools you use frequently, from any tab. Use the drop-down arrow to choose Tools from list. You can also right-click on any tool from the Ribbon and select Add to Quick Access Toolbar. Office Backstage View Click on the File tab to access tools for tasks such as setting automatic replies, using rules and alerts, and saving and printing items. This is Office Backstage View. About Outlook Options Any changes you make to Outlook Options are specific to the PC you are working on, not the item you are working with at the time you make the changes. This includes the way items are displayed, proofed, saved and so on. 1. Click on the File tab 2. From the list on the left, click Options 3. Navigate the Options menu to customise your settings as required Click on the File tab to access Office Backstage view. To return to your Inbox, click on Home. Use Office Backstage View to view your account information, Mailbox quota and Outlook Options. If you change the Outlook Options on the classroom PCs, your settings are not saved.

2 Conversation Management You can now opt to view s by conversation, so that messages with the same subject are streamlined under a single heading. This makes it easier to track and clean up conversations across folders and allows you to remove duplicate copies of the same message. Show Conversations 1. In Mail, click on the View tab 2. In the Conversations group, tick Show as Conversations 3. Select whether you wish to group by conversations in All folders, or This folder 4. Conversations are identified by a multiple item icon 5. To show/hide a conversation, click on the arrow beside the icon Conversations include messages from different folders e.g. your Sent Items. This allows you to see your own replies as part of the conversation. Clean Up Conversations 1. Click on the conversation you wish to clean up 2. Click on the Home tab 3. In the Delete group, click Clean Up and select Clean Up Conversation 4. If prompted, click Clean Up, and OK 5. Redundant messages are removed from the selected conversation Clean up removes duplicate messages that are created when the original content is included within a reply. In a conversation between several people, these can soon accumulate. Avoid clicking the Ignore conversation command on the Home tab, this will move the conversation and future related messages into the Deleted Items folder. You might miss something important. Improved Quick Steps Quick Steps are one-click buttons for automating your most frequent Mail actions, e.g. create a new message to your team without having to retype addresses. You ll find Quick Steps in a gallery on the Home tab. Customise any of the default quick steps (right-click, edit) or create a new quick step of your own! 1. In Mail, on the Home tab, Quick Steps group, click Create New 2. Type a meaningful Name for your quick step, e.g. Joe Bloggs 3. Click on the lightning icon to pick your own symbol (optional) 4. What would you like your quick step to do? Select from the Action drop-down list, e.g. New Message 5. Complete extra details if prompted, e.g. enter address for Joe Bloggs 6. Add additional actions if you require and click Finish 7. You should see your new quick step in the gallery, click on it to perform the action you assigned Edit or delete a quick step by right-clicking on its entry in the gallery. 2

3 Meeting Reply When reading an , you can invite all of the recipients of that message to a meeting by clicking Meeting from the Home tab, Respond group. Use the Scheduling Assistant to help you to find the best time for your meeting. Improved Searches In Outlook 2010 you can narrow down your Instant Search results by subject, sender, category and so on. 1. Type your keyword in the Instant Search box 2. The Search Tools Search tab will appear in the Ribbon 3. Click icons in the Refine group to narrow your search You can also use the new Find a Contact search box to search through your contacts without leaving Mail view. It is located in the Find group, on the Home tab. Outlook Social Connector The new Outlook Social Connector (OSC) allows quick access to contact information. You may notice that the sender s name is listed at the bottom of s you receive. Click here to expand the People Pane, where you can view s and attachments from this person, as well as meetings you have attended together. Collapse the People Pane by clicking the arrow at the right. Subject Reminder If you try to Send an without including a Subject, Outlook 2010 will ask you to confirm that this was your intention. Click Don t Send to go back and add a subject for your message. It is good etiquette to include a meaningful subject line. Don t leave this blank. Improved Spell Check The Spelling & Grammar tool is now even more useful as it checks more areas including your subject line. Before sending your message, remember to click on the Review tab in the message window, Proofing group, Spelling & Grammar. Always proof your s before sending to avoid embarrassing mistakes. 3

4 Mini Translator Use the Mini Translator to select a word or phrase and see a pop-up translation in a selected language. 1. Type your text and click on the Review tab 2. In the Language group, click Translate 3. Click Mini Translator so that its icon turns orange 4. Click Choose Translation Language to set up your language options 5. Select the text you want to translate and hover the cursor over the bottom right of your selection to view a pop-up translation Switch off the Mini Translator by clicking on it again, so its icon returns to blue. Calendar Quick View Meeting requests now include a snapshot of your Calendar to help you spot any appointment clashes. Always respond to meeting requests, even if you must decline. When sending meeting requests, remember to use the Scheduling Assistant for a better idea of when people are free/busy. Calendar Schedule View The new Schedule View is a useful layout for viewing multiple calendars, e.g. shared calendars, in horizontal layers. In Calendar view, click on the Home tab, Arrange group, Schedule View icon. Calendar Groups If you frequently use a set of calendars, e.g. for members of your team, you can set up a calendar group to open and view the whole set with one click of the mouse. 1. In Calendar view, click on the Home tab, Manage Calendars group, Calendar Groups icon 2. Type a name for your calendar group and click OK 3. Use the Address Book to add the names of your team members and click OK 4. To view your new calendar group, tick the checkbox in the Navigation Pane To delete a calendar group, right-click on it in the Navigation Pane and select Delete Group. You can change the way you view your calendar(s) using options from the Home tab, Arrange group. 4

5 Customise To-Do Bar The To-Do Bar is placed vertically at the right of the window in the Mail, Contacts and Tasks views. Click on the To-Do Bar to expand and collapse it. Right-click on the To-Do Bar to customise how you view your upcoming appointments and tasks. Suggested Contacts The new Suggested Contacts feature automatically stores contact details for people that you who are not already saved in your contacts. Click Contacts, then under My Contacts select Suggested Contacts. This list may become quite long. You can switch off this feature by clicking on the File tab, then Options. Click Contacts and under Suggested contacts untick the checkbox for Automatically create Outlook contacts for recipients that do not belong to an Outlook Address Book and click OK. Paste Live Preview Paste Live Preview allows you to check how a pasted object or text item will appear in your , before you click on a Paste option. 1. Copy the object or text you would like to paste 2. Click the location where you would like to paste to 3. On the Home tab, Clipboard group, click on the Paste arrow 4. Hover your mouse over the available Paste Options to see a Live Preview Resize Image Attachments If you attach a large image to an , you can reduce the size before sending, by clicking on the File tab and selecting the radio button to Resize large images when I send this message. Large messages may be rejected by your recipients mail server. Try to reduce the size of your messages where possible. Insert Screenshots Use the new Screenshot tool to capture and insert a screenshot of an entire program window, or use the Screen Clipping option to select and insert part of a window, into your . You ll find it under the Insert tab in the Images group, when typing a message. 5

6 Artistic Effects Click on any picture in your Outlook item and you will see the contextual Picture Tools Format tab appear on the Ribbon. Click on Format. The new Artistic Effects options are located in the Adjust group. Click on the Artistic Effects button to see a drop-down list of options, and hover over each option for a Live Preview. Remove Background This is another Outlook 2010 picture feature. First, click on a picture. You ll find Remove Background under the Picture Tools Format tab, in the Adjust group. New SmartArt Picture Layouts A new Picture Layout option allows you to use your images with a selection of SmartArt templates and layouts. Other useful features Looking for the Out of Office Assistant? The Out of Office Assistant is now located within Office Backstage View. Click on the File tab and then select Automatic Replies to switch automatic replies on or off. Looking for Rules and Alerts? If you use rules and alerts to manage your Mail items, they are now located within Office Backstage View. Click on the File tab and then select Manage Rules & Alerts to create or edit Rules and Alerts. The Status Bar The Status Bar is at the bottom of the document window. Customise the status bar to contain information you require, such as Quota and Reminders. Right-click on the Status Bar to add and remove information using a tick list. 6

7 The Zoom Slider Use the Zoom Slider at the right of the Status Bar to zoom in and view detail, or zoom out for an overview. Item Views You can change the way your Outlook items are displayed on screen via the View tab. The options displayed under the View tab are different for Mail, Calendar, Contacts and Tasks. There are also shortcuts to available view options at the bottom right of the Outlook 2010 window. Further information and help Use MyIT to log calls with the IT Service Desk: For IT training materials, see 7