Outlook Computer Training Centre /3751/3752

Transcription

1 Outlook 2010 Computer Training Centre /3751/3752

2 Contents Outlook Launching Outlook Method One... 1 Alternative method... 1 Taskbar Outlook Icon... 1 Outlook 2010 Inbox Overview... 2 Inbox Overview Continued What is displayed on screen?... 3 Short Cuts... 3 To Do Bar... 4 View Options Views... 5 Calendar Views... 5 Task Views... 6 Outlook Basics... 6 Reading an Sending an Replying to an Forwarding an Attachments... 9 Attaching a File... 9 Deleting an Attachment from an Deleting an Deleting Multiple s Emptying the Deleted Items Folder Orginiasing Message Folders Creating a new folder Move s to a subfolder Auto signature Create a signature Insert Signature/Replace default signature in an open message Edit Existing Signature Other Options Bcc Field Address Book Global Address Book Outlook Address Book UCC Computer Training Centre i

3 Contacts Folder Creating a Contact Deleting a Contact Creating a Contact Group (Mailing List) Sending an to a distribution list or Contact Outlook Calendar Calendar Views Changing the View Notes on Calendar View Creating an Appointment Creating a Meeting One Note Searching Search Tools Tab Sorting UCC Computer Training Centre ii

4 Outlook 2010 Microsoft Outlook is a well-tuned application for Microsoft Windows. It takes full advantage of the Windows interface for sharing information between programs, as well as for using Windows printer, fonts and other resources. The program runs equally well under Windows XP service pack 3, as it does on Windows 7. Outlook combines your inbox with a calendar, contacts and task lists. Inbox For sending and receiving Calendar For keeping track of meetings and appointments Contacts For storing contact details such as addresses and phone numbers Tasks For keeping track of work that needs to be done, or s that need to be followed up on. Notes For jotting down quick notes and ideas In this manual we will look at the basics of using Outlook 2010 and highlight some ways in which it differs from previous versions. Launching Outlook 2010 Method One Click on the Start Button Single click on the Outlook Menu Button if visible in the menu Alternative method In the text field labelled Search programs and files type in Outlook The Outlook Menu Button should now be visible in the menu Single click on the Outlook Menu Button to launch the application Outlook Menu Button Taskbar Outlook Icon If there is an Outlook Icon on the task bar to the right of the Start Button you can single click on this to launch Outlook The Start Button Task bar Icon UCC Computer Training Centre 1

5 Outlook 2010 Inbox Overview The Ribbon Microsoft Help Folder List Message Area To - Do Bar Upcoming appointments and tasks will display here Outlook Areas UCC Computer Training Centre 2

6 Inbox Overview Continued What is displayed on screen? Outlook Areas Located on the left hand side of the window the Outlook Areas pane displays a list of items. The items displayed in the central area of the outlook view depend upon which outlook area is currently selected. In the image shown over leaf all the Folders connected to the account are displayed. Other outlook areas include Calendar, Contacts, Tasks, and Notes. Selecting the Folder List area will result in all items being displayed in the Navigation Pane. To move between the different areas click on the area name with the mouse. Short Cuts Clicking on the Calendar button will display your default calendar. When your Calendar is displayed you will not be able to see your folders To return to your inbox click on the Mail button in the navigation pane. The folder list view displays a list of all of your outlooks content The button here is the Short Cut button if you have a lot of folders in Outlook you can use this area to create a list of shortcuts so that it is easier to find the folders. Click on Shortcut button Right click on Shortcuts Select New Shortcut From the Add to Navigation window that displays select the folder you want to add Click OK Click to display a different Outlook Area UCC Computer Training Centre 3

7 To Do Bar Located on the right hand side of the screen the To Do Bar is the tool that organises the various tasks you need to act on, displaying tasks from the Tasks list, messages flagged for follow-up and upcoming appointments in the calendar. The To Do Bar can be minimise or maximised using this arrow The minimised toolbar will appear as a narrow strip down along the right hand side of the Outlook Window. Clicking anywhere on the strip will momentarily display the entire object Create a Task using the To-Do Bar New Tasks can be created using the To Do Bar Just type the task in to the Type New Task area. Hit the Enter Key on the key board To add detailed information to the task, double click on the task to open it. o Due date, percentage complete and other information can be added here Click Save and Close to update the task UCC Computer Training Centre 4

8 View Options There are a number of different ways in which you can arrange the Outlook Window. There is no one correct way. Over time we all develop a preferred way of looking at our s. The various view options are located on the View tab on the Ribbon Bar. Views Change View Messages, Messages with Auto-Preview, Last seven days Arrange By From, Subject, Size etc. Expand/Collapse Groups allows you to expend/collapse all folders displayed in the navigation pane in one action Navigation Pane Normal, Minimised or Turned Off To-Do-Bar Normal, Minimised, Turned off. Also you can choose what the To Do Bar displays. Reading Pane Turned on or Off, displays the selected Calendar Views Open the calendar area by clicking on the appropriate button on the Outlook Areas pane Home tab displays a number of View options: Day, Work Week, Week, Month Click through these options to see the different results Additional Calendar View Options Additional calendar view options can be found in the View tab of the Calendar area Navigation Bar, To Do Bar and Reading Pane work as before Change View options when selected will display the calendar information in various ways. UCC Computer Training Centre 5

9 Task Views Open the Task Area by clicking on the appropriate button in the Outlook Areas pane. The Change View Button on the home tab will display a list of available views, with the current view highlighted. Select any of the various options to display the different views. Outlook Basics Reading an Messages will arrive into your inbox To see your messages make sure that you are in the Mail Area of Outlook. o In the Outlook Areas Pane the Mail folder should be selected o Or if you are in the folder list your inbox should be selected. Double Click on the you want to open. A new window displaying the message will open. Print Options in File tab Reply Delete Reply to all Forward Mark as Unread Close Message Sender Sent to Attached File Message Body UCC Computer Training Centre 6

10 Sending an It is easy to create a new message with Outlook. Outlook allows you to attach files to s, these are known as attachments. There are also options for tracking your s, formatting them, and even delaying delivery of them. Ensure that you are in your inbox Click on the New button on the Home tab A window will open displaying a blank Click the To button to open address book To Field type the address here if known Type message here Click to Send Message If you know the address you can type it directly into the To: field. If you do not know the address but know it is in the Address Book Click on the To: button The Global Address book will open. Here in UCC it will display the names of all UCC staff Type part of the required recipients surname into the search facility In the displayed results click on the required name Click the To: button to add the recipient to the UCC Computer Training Centre 7

11 Further recipients can be added if required. Return to the search area and type in the name of the next recipients. Click on the name Click on To: Click OK once all required recipients have been added to the message. This returns you to the message window. Click in to the Subject Field and type the subject of your message Click in to the message body area and type to create the main body of the message. Assuming that only text is required for this click on send. Note: Any Names you add to the Bcc (blind carbon copy) field will not be visible to other recipients of the message; Names you place in the CC (carbon copy) field will be visible. CC field is used when you feel a person should know about the contents of the , but that the person does not have to deal directly with its contents. Replying to an Double Click to Open the you wish to reply to. Click on the Reply Button A new Message Window will open Type up your reply Click on the Send Button when ready Note: If an was sent to multiple recipients you can use the Reply to All Button to send your reply to each of the original recipients. Forwarding an Located to the right of the Reply and Reply to All buttons the Forward button allows you to pass an you received on to a new person. Click the Forward Button Type in the address of the new recipient into the To: field (or select them from the address book as discribed above) Click on Send as before UCC Computer Training Centre 8

12 Attachments Attachments are files or items that can be sent as part of an message. Examples would include images, word documents or PDF files. Attaching a File Open a new Type in the addresses and the subject as before On the Message Tab in the Include Group there is the Attach File Button Click on the Attach File Button A window titled Insert File will open Navigate to the location of the file you wish to attach the current location will be displayed in the top of the window Click on the required file Click Insert The file is now attached to the E- Mail. An icon should be visible below the subject line. Locations Note: More than one file can be attached to an . However there is a limited to the total size of s that can be sent outside of UCC. The current limit is 8MB. Deleting an Attachment from an If you have attached the incorrect file to your you can easily remove it as follows. Click on the file name in the Attached field of the message. Hit the delete key on the key board The attachment is now removed from the message. UCC Computer Training Centre 9

13 Deleting an It is important not to let the number of s in your in box mount up as your account has a finite size (500MB). In order to prevent issues arriving due to mailbox size, occasionally it will be necessary to delete old or large s. Insure the Inbox is open Click on the to be deleted from the inbox Click on the Delete key on the Toolbar Deleting Multiple s Insure the Inbox is open To delete multiple s hold down the Ctrl Key on the keyboard select each of the s to be deleted Click on the Delete Key on the Toolbar Emptying the Deleted Items Folder The Deleted Items Folder in Outlook counts toward the total size of the mailbox. As stated earlier the mailbox has to be within a certain size. It is therefore important to empty the deleted items folder as it stores all deleted s. In the Folder list area on the left of the screen Right click on the Deleted Items Folder Select Empty Folder from the menu that displays A dialog box will display asking if you are sure you want to permanently deleted all the E- Mails in the folder Click Yes UCC Computer Training Centre 10

14 Orginiasing Message Folders By creating new mail folders you can group messages related to each other. For example, you can group messages by topic, project, contact, or other categories that make sense to you. You can even create a folder for all the messages from your manager or that include tasks that you have to complete. Creating a new folder Right click on your inbox folder (located on the left hand side of your outlook screen) From the menu that diplays select New Folder A window titled Create New Folder will appear o Tye in a Name for the folder o Click OK o As we right clicked on the Inbox the newly created folder is a subfolder of the inbox. Move s to a subfolder Click to select the to be moved In to the Home tab go to the Move group Click the Move button o From the menu that displayes select the folder you want to move the to Note: There are a number of ways of creating folders and moving s to them. The Folder tab also contains a new folder button. Message can also be put in to new folders using drag and drop or the method discribed above. UCC Computer Training Centre 11

15 Auto signature Outlook allows you to have a number of signatures created for use in your messages. Here is one way of setting them up. Create a signature 1. Open a new message. On the Message tab, in the Include group, click Signature, and then click Signatures. 2. On the Signature tab, click New. 3. Type a name for the signature, and then click OK. 4. In the Edit signature box, type the text that you want to include in the signature. 5. To format the text, select the text, and then use the style and formatting buttons to select the options that you want. 7. To have this signature appear on all future messages set it as a default signature for new messages. A separate signature can be created and used for replies. 8. To finish creating the signature, click the Ok button located on the bottom right of the window. Note The signature that you just created or modified won't appear in the currently open message; it must be inserted into the message. UCC Computer Training Centre 12

16 Insert Signature/Replace default signature in an open message 1. Open a new message. On the Message tab, in the Include group, click Signature, 2. In the menu displayed a list of available signatures will be listed, click the name of the signature to be used Edit Existing Signature Open a new message Click on the Signature button Select Signatures... from the menu Select the signature to edit from the list on the left hand side of the window that opens. Make the necessary edits Click Save and OK Other Options Within new messages there are a number of tabs. The Message tab contains all of the options we have looked at so far. The image below shows us the Options tab. We will look at this more closely now. Bcc Field If you add a recipient's name to the blind carbon copy Bcc box in an message, a copy of the message is sent to the recipient, but the recipient's name is not visible to the other recipients of the message. When you are composing a message, in the Bcc box, add one or more recipient names. If the Bcc box is not visible when you create a message, you can add it. In the message, click on the Options Tab In the Show Fields Group click on Bcc button. To Bcc someone click on the Bcc button and select the name from the address book Note After you turn on the Bcc box, it appears every time that you create a message. It can be turned off by deselecting the Bcc button in the options tab in a new message. UCC Computer Training Centre 13

17 Address Book Global Address Book This Address book contains all staff and distribution list addresses in UCC. In can be access from your Inbox or in an open message. Outlook Address Book This address book is automatically created by outlook from the information in your contacts folder. When you create or update contacts this address book is also updated. To Access the Address Book return to your inbox Click on the Address Book button on the Toolbar in UCC this may default to the Global Address Book. To view / search your own address book ensure that it is selected Use the Search facility to find the relevant people Ensure you are searching in the correct place, Global Address book or Contacts Select the a contact o Double click to view contact details o To send an to the selected contact click on the file menu and select new message. o To send a message to more than one contact at a time hold down the CTRL key and select all the required recipients from the address book. o Select new message from the file menu All selected contacts should be displayed in the To: Field. Contacts Folder The Contacts Folder is used to store the names, s and other contact details of business associates, colleagues and friends. The Contact folder can be accessed as a list in the Address Book, or by navigation to the contacts area of Outlook. Creating a Contact Display the contacts area of Outlook by clicking on the Contact Folder option in the Navigation Pane on the left hand side of the screen. Click on the New Contact button A contact window will open UCC Computer Training Centre 14

18 Fill in the details as required minimum of name and address recommended. Save and Close when finished Note: Save & New will save and close the current contact window and open a new blank one for you. Useful if you need to create a number of new contacts at the one time. Deleting a Contact Display the Contacts Area of Outlook Select the contact to be deleted Click the delete button on the Toolbar Or Hit the delete key of the Keyboard. Creating a Contact Group (Mailing List) A Distribution list is a special type of contact containing a list of address. The address can be typed in individually or selected from your existing contacts and address books. Display the Contacts Area of Outlook On the Home tab o Click on the New Contact Group button A new window will open. UCC Computer Training Centre 15

19 In the Name box, type a name for the Contact Group. On the Contact Group tab, in the Members group, click Add Members, o Click From Outlook Contacts, From Address Book or New Contact. If you are adding a new contact, enter the information for the person in the Add New Member dialog box. o To create an individual contact for this person as well ensure the add to contacts tick box is checked If you are adding a member from Outlook Contacts or an Address Book, do the following: In the Address Book drop-down list, click the address book that contains the addresses that you want to include in your Contact Group. In the list of names, click the names that you want, and then click Members. Note: You can add names from different address books to the same Contact Group. UCC Computer Training Centre 16

20 Sending an to a distribution list or Contact Navigate to the Contacts area of Outlook Locate the required contact or distribution list Right Click on the contact From the menu that displays click Create From the sub menu select A new message window will display with the contact s address in the To: field. Type up and send the as normal. Note: From this menu you can also forward a contact to another person, categorise the contact (e.g. colour code it) or even delete it Outlook Calendar You use the Outlook Calendar to arrange appointments, meetings and events. To display the Calendar folder click on the Calendar button on the Navigation Pane Calendar Views The Calendar can be viewed in a number of ways: Day View Week Work Week Month There is no right or wrong way to view the Calendar, one or other of the views will suit you but you will only discover which by practicing with them all. It is possible to combine the view of your calendar with other aspects of Outlook such as your tasks. Changing the View Click in the Calendar Area The view displayed will be the last one used by you the user The Month view is selected currently To change the view to Week or Day click on the appropriate button Note: The Calendar view can also be changed by using the view tab. Options here include displaying or hiding the Task List and To Do Bar. An example of a Month view with To Do Bar displayed is shown over leaf. UCC Computer Training Centre 17

21 Basic View Options To Do Bar UCC Computer Training Centre 18

22 Notes on Calendar View Upcoming months are displayed in the top of the To Do Bar The dates displayed in the main Calendar window are highlighted in the To Do Bar To-days date will always have a box around it. Days on which appointments are scheduled will be shown in bold on the To Do Bar calendar. In the week and day views you will be able to see your tasks in the lower section of the Calendar area. This area is populated by any tasks you create and any messages you may have flagged. Creating an Appointment Click in to the Calendar Area of Outlook On the home tab click on the New Appointment Button A Blank Appointment Window will open Type in a Subject and Location for the Appointment Set a start and end time Type in any additional information in the lower area of the window Click Save and Close when ready Save and close the appointment Enter a subject and location Mark as private Set a date and time Note: If you share your calendar with others it is useful to note that appointments can be marked as private. This prevents others seeing the details of an appointment even though they ll be able to see that one exists. UCC Computer Training Centre 19

23 Creating a Meeting Meetings are just appoints to which we invite others. Start by creating a new appointment in the way outlined earlier Set the start and end time as normal Subject and location as before Click on the button labelled Invite Attendees (The view of the Appointment Window will change slightly a Send and a To button are now visible and the appointment Tab now reads Invited Event Select your recipients using the To: button as if sending an Alternatively you can type in an address directly Click Send when all the Meeting Information has been included. Note: Relevant files can be attached to Meeting Requests before they are sent in the same way as they can be added to appointments. One Note OneNote is an idea processor, a notebook, and an information organizer. It is integrated with Outlook and the other office applications. It enables you to create and keep a type of ideas and work file. The One note buttons that you come across in outlook will send the object to One Note. It does not affect the state of the object within Outlook. One Note will open in a separate window. For instructions on how to use OneNote see the Getting Started with OneNote tab or search Microsoft.com UCC Computer Training Centre 20

24 UCC Computer Training Centre 21 Outlook 2010

25 Searching The search capability in Outlook is located across the top of the Inbox. Click in to the Search Inbox field and type in the appropriate Key Word Click the Magnifying Glass Icon Search results will display in the area below the search Search Tools Tab Additional searching option can be found here Include all subfolders Search Tool includes and Advanced Find Sorting The heading on your Inbox can be used to sort your messages. Click on a heading to sort by the heading. Sorting by Size for example can be useful if your mail box is over its size limit. Sorting by received can help you group all s from one sender. UCC Computer Training Centre 22