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1 IT Services Microsoft Outlook QUICK START GUIDE Contents What is Outlook?...2 Quick Guide to Create a new message...2 Forward or reply to an message...2 Creating new folders...3 Housekeeping...4 Add an attachment to an message...4 Open or save an message attachment...4 Create columns for sending out a bilingual message...4 Add an signature to messages...5 Out of Office Reply Notice...6 How to Search Your Mail...6 Recovering Deleted s...7 Mail Rules (filters)...8 Assign a colour category to an message...9 Edit a sent message Create and edit a Contact Group Create a Contact Group Mailmerge from a Shared Mailbox Create Tasks and to-do items Create a task Create a task from an Outlook item Create a task in the Daily Task List in Calendar Outlook Web App Templates FAQs

2 What is Outlook? Microsoft Outlook 2010 is an , calendaring, contacts and task management tool to help you manage your , turning messages into tasks or appointments and keeping track of contact information. [Quick Tip: When you open Outlook you may want to have your and calendar open in two separate windows to do this just right click on Calendar in the bottom left of your screen and click on Open in New Window] Quick Guide to Create a new message Outlook 2010 enables you to communicate with one or more recipients with a rich set of features and customisations. In Mail, on the Home tab, in the New group, click New . Keyboard shortcut To create an message, press CTRL+SHIFT+M. In the Subject box, type the subject of the message. Enter the recipients' addresses or names in the To, Cc, or Bcc box. Separate multiple recipients with a semicolon. [Quick Tip: try entering the recipients name then ctrl:k this should find the name or bring up a list to choose from] To select recipients' names from a list in the Address Book, click To, Cc, or Bcc, this opens the Offline Global Address list, select More Columns and then type in the name(s) that you want. I don't see the Bcc box. How do I turn it on? To display the Bcc box for this and all future messages, on the Options tab, in the Show Fields group, click Bcc. After you have composed the message, click Send. Forward or reply to an message On the Home or Message tab, in the Respond group, click Reply, Reply All, or Forward 2

3 NOTE The name of the tab depends on whether the message is selected in the message list or opened in its own window. To remove a name from the To and Cc lines, click the name and then press DELETE. To add a recipient, click in the To, Cc or Bcc box and enter the recipient. Compose your message. Click Send. Creating new folders The best way to store messages that you need to preserve are in separate folders within your Mail program. This will mean that you can access them quickly and easily when required without slowing the performance when you are logging into your mail and accessing your inbox. To create a new folder Right click on your address on the left of your mail screen Select New Folder Ensure that the name of the folder relates to the contents to make it easier to find messages later on. Click OK Your new folder(s) will appear underneath your Inbox, Draft, Template and Sent folders in alphabetical order in the folder pane to the left of the window. Place messages into the folder by dragging them over the folder, then the folder highlights release the mouse button and the message will be moved. 3

4 Housekeeping Quite often when your is slow, it is not the fault of the IT Systems. If you have a large Inbox or Sent Mail folder, this will slow your substantially. To improve the performance of your mail try the following: Create a 'pending' folder and move any messages that you are not going to deal with immediately from your Inbox into this until you have time to file them into properly named folders Keeping your Sent folder clear of messages will help in sending your mail faster. If you need to keep any sent messages, create another folder called Sent month, then file the messages you wish to keep into this folder in the same way you manage your Inbox. Add an attachment to an message Create a message, or for an existing message, click Reply, Reply All, or Forward. In the message window, on the Message tab, in the Include group, click Attach File. Browse to and click the file that you want to attach, and then click Insert. Open or save an message attachment You can open an attachment from the Reading Pane (Reading Pane: A window in Outlook where you can preview an item without opening it) To display the item in the Reading Pane, click once on the item, or from an open message. After opening and viewing an attachment, you may choose to save it to a disk drive. If a message has more than one attachment, you can save multiple attachments as a group or one at a time. Open an attachment Double-click the attachment. Save an attachment 1. Click the attachment in the Reading Pane or the open message. 2. On the Attachments tab, in the Actions group, click Save As. You can also right-click the attachment, and then click Save As. Create columns for sending out a bilingual message Create new message 1. Click where you want to insert a table. 4

5 2. On the Insert tab, in the Tables group, click Table, and then, under Insert Table, drag to select the number of rows and columns that you want, in this case choose one row and two columns the table tools design tab will then appear in the ribbon. 3. Enter the Welsh text in the left column and the English text in the right column. If you do not want to show the border lines they can be removed by selecting the table (hover over the top left hand corner to find the cross pointer icon then double click. In the table styles tab, click on the borders drop-down menu and select No Border. If the design tab ribbon does not appear, try clicking inside the table 4. To resize a column, rest the cursor on the inside border until it becomes a resize cursor then drag the boundary until the column is the width you want. Add an signature to messages You can create personalised signatures for your messages that include text and images. For a simple text signature follow the procedure below. Create a signature 1. Open a new message. On the Message tab, in the Include group, click Signature, and then click Signatures. 5

6 2. On the Signature tab, click New. Add a signature In a new message, on the Message tab, in the Include group, click Signature, and then click the signature that you want. Add the Corporate Signature Instructions on how to create a Bangor University Corporate Signature can be found on the following webpage: Out of Office Reply Notice Automatic Replies in Microsoft Outlook 2010/13 respond to the first message you receive from someone. Let people know you aren t in the office or your response might be delayed. Automatic Replies can include a referral to someone else who can respond in your absence. In Outlook Click File > Automatic Replies [If you don t see this command, you probably don t have an Exchange Server account] Select Send automatic replies. If you want, select the only send during this time range check box to schedule when your out of office replies are active. If you don t specify a start and end time, auto-replies are sent until you select the do not send automatic replies check box. On the Inside My Organization tab, type the response that you want to send to team-mates or colleagues while you are out of the office. On the Outside My Organization tab, select the Auto-reply to people outside my organization check box, and then type the response that you want to send while you are out of the office. Select whether you want replies sent to My contacts only or to Anyone outside my organization who sends you messages. NOTES Organization is usually defined as your company and includes people who have an Exchange Server account on your system. If you select My Contacts only, replies are sent only to contacts that exist in your Exchange Server Contacts folder. If the contact exists only in a folder that is a part of an Outlook Data File (.pst), then the auto-reply message isn t sent. How to Search Your Mail Click on/highlight the folder you wish to search. 6

7 In the Search box, type your search text and hit the Enter key on your keyboard. Messages that contain the text that you typed are displayed in the Search Results pane with the search text highlighted. To narrow your search, type more text in the search box. To widen your search, click Try searching again in All Mail Items at the end of the search results. Alternatively, in the Navigation Pane, under Mail Folders, select All Mail Items from the Search tab of the ribbon (only visible when your cursor is placed in the Search box), or press CTRL+ALT+A. Note: Searching "All Mail Items" is based on the folders that are selected for this search option. To change these options, visit the Search tab & look in the Scope section. For example, you will initially need to select All Outlook Items to include local folders in the search results. Examples of useful searches can be found on the Microsoft web site PLEASE NOTE: If you are using WindowsXP the search facility does not work the same as Windows7, therefore you will need to click in the search box, select Search Tools from the Search menu on the ribbon and use Advanced Find. Recovering Deleted s If you are looking to recover a message deleted from the Exchange server you should first look in the Deleted Items folder for that message. When you delete an message from any folder other than the Deleted Items folder that message is sent to the Deleted Items folder. Any message deleted from the Deleted Items folder is considered permanently deleted but can be restored within 14 days of its deletion following this procedure: 1. From the ribbon within your Mailbox, select the Folders tab. 2. Select Recover Deleted Items The pop-up window will display a list of all items deleted from the selected folder within the past 14 days. 7

8 4. Select the item(s) you wish to restore. You can shift-click or control-click to select multiple items, or use the Select All button. 5. Click the Recover Selected Items button. The selected s will be returned to their original folder. 6. Caution: the Purge Selected Items button will permanently remove any selected messages from Outlook. Mail Rules (filters) Mail rules are what we used to know as mail filters. They automatically check each message that you receive and run a pre-set rule that you can create. An example would be to file each message from a specific user to a subfolder. An advantage of Office365 rules is that they run on the server and not on your mail client. So it will be running the rules and sorting your messages before they are delivered to you and you can avoid a cluttered inbox for when e.g. you are on leave. Rules fall into one of two categories organization and notification. Rules don t operate on messages that have been read, only on those that are unread. The Rules Wizard includes templates for the most frequently used rules, which include the following: STAY ORGANIZED These rules help you file and follow up on messages. For example, you can create a rule for messages from a specific sender, such as Bobby Moore, with the word "sales" in the Subject line, to be flagged for follow-up, categorized as Sales, and moved to a folder named Bobby's Sales. STAY UP TO DATE These rules notify you in some way when you receive a particular message. For example, you can create a rule that automatically sends an alert to your mobile device when you receive a message from a family member. START FROM A BLANK RULE These are rules that you create without the aid of a rule template and that you can completely customize. How to create a rule Outlook includes rule templates for common scenarios. Use these rule templates, or create design your own custom rules. Use Outlook rule templates 8

9 Click the File tab. Click Manage Rules & Alerts. In the Rules and Alerts dialog box, on the Rules tab, click New Rule. Under Step 1: Select a template, select the template that you want from the Stay Organized or Stay Up to Date collection of templates. Under Step 2: Edit the rule description, click an underlined value. For example, if you click the people or public group link, the Address Book opens. Click Next. Under Step 1: Select condition(s), select the conditions that you want the messages to meet for the rule to apply. Under Step 2: Edit the rule description, click an underlined value for any condition that you added, and then specify the value. Click Next. Under Step 1: Select action(s), select the action that you want the rule to take when the specified conditions are met. Under Step 2: Edit the rule description, click an underlined value for any action that you added, and then specify the value. Click Next. Under Step 1: Select exception(s), select any exceptions to the rule, and then click Next. Under Step 2: Edit the rule description, click an underlined value for any exception that you added, and then specify the value. Click Next. Under Step 1: Specify a name for this rule, enter a name. Under Step 2: Setup rule options, select the check boxes for the options that you want. If you want to run this rule on messages that already are in the Inbox, select the Run this rule now on messages already in Inbox" check box. By default, the new rule is turned on. To turn off the rule, clear the Turn on this rule check box. To apply this rule to all accounts set up in Outlook, select the Create this rule on all accounts check box. Click Finish. More advanced features on creating rules can be found on the Microsoft website including creating a rule without a template: HA aspx Assign a colour category to an message Colour adds visibility to your Outlook items. Colour categories can be assigned to messages in Microsoft Outlook, which enables you to quickly identify them and associate them with related items. You can assign more than one colour category to messages. A colour category must be in the colour category list before you can assign it. If a colour category is not listed, you can create a new colour category and assign it to an item for the first time. You can also choose from several default colour categories and rename them to be more meaningful to you. To assign a colour category, do the following: For a message in your Inbox or any message list Right-click the message, point to Categorize, and then click a colour category. For an open message On the Message tab, in the Options group, click Categorize, and then click a colour category. 9

10 To see more categories or to create a category, click All Categories to open the Colour Categories dialog box. To assign a colour category from the Colour Categories dialog box, you must select the check box next to the colour category. The Colour Categories dialog box is also a quick way to assign multiple categories to an item. The first time that you assign a default colour category to an item, you'll be prompted to rename the category. At this time, you can also change the colour of the category and choose a keyboard shortcut. NOTES You can change the colour associated with a category at any time. Another way to open the Categorize menu and Colour Categories dialog box is by clicking Categorize on the ribbon, on the Tags tab. Only the 15 most recently used colour categories appear on the Categorize menu. To see the rest, click All Categories on the Categorize menu. Edit a sent message Double click on the message you want to edit or resend to a different user. Click on the Actions drop-down menu and select re-send this message You will now be able to edit the message and send. Create and edit a Contact Group A Contact Group, known in previous Outlook versions as a distribution list, is a grouping of addresses collected under one name. A message sent to a Contact Group goes to all recipients that are listed in the group. You can include Contact Groups in messages, task requests, meeting requests, and in other Contact Groups. There is no maximum number of names that you can include in a Contact Group. 10

11 Create a Contact Group Create a Contact Group with new names or names in the Address Book 1. In Contacts, on the Home tab, in the New group, click New Contact Group. 2. In the Name box, type a name for the Contact Group. 3. On the Contact Group tab, in the Members group, click Add Members, and then click From Outlook Contacts, From Address Book or New Contact. 4. If you are adding a new contact, enter the information for the person in the Add New Member dialog box. 5. If you are adding a member from Outlook Contacts or an Address Book, do the following: 6. In the Address Book drop-down list, click the address book that contains the addresses that you want to include in your Contact Group. 7. In the list of names, click the names that you want, and then click Members. You can add names from different address books to the same Contact Group. 8. Do this for each person whom you want to add to the Contact Group, and then click OK. 9. The Contact Group is saved in your Contacts folder under the name that you give it. Create a Contact Group by copying names from an message In the message that you want to copy the names from, click the names in the To or Cc box. Right-click your selection, and then click Copy. In Mail, on the Home tab, in the New group, click New Items, then click More Items, and then click Contact Group. In the Name box, type a name for the Contact Group. On the Contact Group tab, in the Members group, click Add Members, and then click either From Outlook Contacts or From Address Book. At the bottom of the Select Members dialog box, in the Members box, right-click, and then click Paste. NOTE A member doesn t have to be in your Address Book to be added to the Contact Group. The member's name and address are included when you copy and paste from the original message. For a guide on how to Add a Contact Group received from someone or how to add or delete a name in a Contact Group take a look at this page on the Microsoft website: 11

12 Mailmerge from a Shared Mailbox Often mass mailings will need to be carried out from a shared mailbox e.g. so that the replies are directed to the shared account. To do this you will need to be a delegate of the mailbox. If you are not a delegate of the mailbox the mailbox owner you will need to request that you are added via the helpdesk. Assuming you are a delegate you will need to create a profile for use with the shared mailbox. Open Control Panel from your Start menu Double Click Mail (32 bit) (you may need to click to view by small icons in the top right) Show Profiles Add Profile Name should be the name of the shared mailbox e.g. Staff Software Requests Your name: This will only become active when you enter the address. This needs to be the name of the shared mailbox that you wish to send from Address: primary alias of the shared mailbox e.g. Password: leave blank Click next Into the authentication box enter your personal username and password Once there are three ticks in the set up click Finish. The profile is now set up and ready for use. Before closing the Mail Profiles dialogue select Prompt for Profile to be used. If you only run a mail merge infrequently then this can be set back to Always Use this Profile and the Default profile once you have completed the mailmerge. Using the Shared Mailbox Profile Open Outlook and select the Profile that you have just created Authenticate using your username and password again Open Word and create the mailmerge as you would normally The s will be sent with the shared mailbox details in the From: address. - Any problems contact the helpdesk who will be able to assist! 12

13 Create Tasks and to-do items Many people keep a list of things to do on paper, in a spreadsheet, or with a combination of paper and electronic methods. In Microsoft Outlook you can combine various lists into one, get reminders and track task progress. Create a task In Tasks, on the Home tab, in the New group, click New Task. KEYBOARD SHORTCUT To create a new task, press CTRL+SHIFT+K. In the Subject box, type a name for the task. You can add more detail in the task body. On the Task tab, in the Actions group, click Save & Close. Create a task from an Outlook item You can create a task out of any Outlook item, such as message, contact, calendar item, or note. Do one of the following: Drag an message to the To-Do Bar 1. The To-Do Bar must be arranged by Start Date or Due date to use these procedures. 2. Drag the item to the task list section of the To-Do Bar. 3. When you see a red line with arrows at each end positioned where you want to put the task, release the mouse button. Drag an item to Tasks When you drag an item to Tasks in the Navigation Pane, you can use all the features of a task item. The contents of the item, except attachments, are copied to the body of the task. Even if the original item is later deleted, the task is still available, including the copied contents of the item Drag the item to the Tasks tab on the Navigation Pane. [Quick Tip: To add the item as an attachment to the task instead of pasting the text into the task body, right-click the item and drag it to the task list, and then click Copy Here as Task with Attachment] 13

14 Create a task in the Daily Task List in Calendar The Daily Task List appears only in the Outlook Calendar day and week views. 1. Rest your pointer in the Daily Task List under the day that you want. 2. Click Click to add task. 3. Type a subject for the task, and then press ENTER. By default, the start and due dates are set for the day under which you inserted the task. To change the start date or due date of the task, drag the task to the day that you want. To manually change the start or due date, right-click the task and then click Open. NOTE To turn on or off the Daily Task List, in Calendar, on the View tab, in the Layout group, click Daily Task List, and then select Normal, Minimized, or Off. Outlook Web App For a quick start guide on how to use the outlook web app follow this link: Templates A guide on how to create new templates and edit existing ones can be found on the IT Services website: FAQs The link below provides answers to frequently asked questions about Office 365 and Outlook

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