Outlook Computer Training Solutions Student Guide Version Revision Date Course Length

Transcription

1 Outlook Computer Training Solutions Version 0.3 Revision Date Course Length 2013-Mar hours

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3 Table of Contents Quick Reference... 3 Outlook 2010 Main Window... 3 Icons in the Guide... 3 Overview of the Ribbon... 4 Quick Access Toolbar... 4 Address Book... 6 Mailbox Limits... 6 Sending and Receiving Creating Messages... 7 Reply, Reply to All, or Forward Messages... 7 Message Options... 7 Message Options... 8 Follow up Flags... 8 Work with Attachments... 9 Managing Messages Delete Messages Resend and Recall Messages Creating Signatures Automatic Replies (Out of Office) Organizing the Mailbox Create a Folder Search Messages Working with Conversation View Working with Contacts Creating Contacts Adding Contacts from an Sending an from Contacts Creating Contact Groups Sharing Contacts Opening Shared Contacts Removing Shared Contacts Access Options Archive Items Manually Logging into Outlook Web App Working with Web App Options Sharing Items in Outlook Assigning Delegate Access Computer Training Solutions

4 Exercises Exercise Exercise Exercise Appendix Taking an Online Outlook Course in the Manitoba ehealth LMS Computer Training Solutions

5 QUICK REFERENCE Outlook 2010 Main Window Quick Access Toolbar Commands shown here always are visible. Add your favourites. Backstage View Click the File tab to enter Backstage View, where you set signatures, set automatic replies, and manage rules and alerts. Like Tools> Options Ribbon Tabs Click on any tab to display its buttons and commands Ribbon Groups Each ribbon tab contains groups, and each group contains a set of related commands. Hide the Ribbon Click this icon or press CTRL+F1 to hide or show ribbon. To-Do Bar This resizable bar displays the Date Navigator, appointments, and Task List. Help Click File, then Help. Under Support click Getting Started. Icons in the Guide This icon identifies a warning. The consequences of doing or not doing a certain action. This icon identifies a tip or a shortcut. Computer Training Solutions 3 of 26

6 Overview of the Ribbon The ribbon is the rectangular region across the top of the window. It puts the options you need in plain view. The ribbon has three basic components: Tabs There are eight of them across the top. Each represents an activity area. Groups Each tab has several groups that show related items together. Commands A command can be a button, drop-down list, or a box to enter information. The small arrow, called the Dialog Box Launcher available for the commands in that group., in the lower-right corner of a group points to more detailed options Location Commands File Ribbon Home Ribbon Send/Receive Ribbon Folder Ribbon View Ribbon Quick Access Toolbar Quick Access Toolbar The Quick Access Toolbar is the small row of icons in the upper left, above the ribbon. It contains some commands that you use over and over every day such as; Reply, Print, and Send/Receive. Computer Training Solutions 4 of 26

7 You can add your favorite commands to it so that they are available no matter which tab you are on. Add Commands to Quick Access Toolbar 1. On the ribbon, click the appropriate tab or group to display the command that you want to add to the Quick Access Toolbar. 2. Right-click the command, and then click Add to Quick Access Toolbar on the shortcut menu. Change the order of the commands on the Quick Access Toolbar 1. Right-click the Quick Access Toolbar, and then click Customize the Quick Access Toolbar on the shortcut menu. 2. Under Customize Quick Access Toolbar, click the command you want to move, and then click the Move Up or Move Down arrow. Move the Quick Access Toolbar The Quick Access Toolbar can be located in one of two places; Upper-left corner next to the Outlook icon ribbon., or below the 1. Click the arrow on the Quick Access Toolbar. 2. From the list, click Show Below the Ribbon or Show Above the Ribbon. Computer Training Solutions 5 of 26

8 Address Book The Outlook 2010 Address Book is available from the Home Ribbon as well as from a new mail message or appointment window. The Address book provides access to the Global addresses, Contacts, and Contact Groups, both global and personal. Global Address List Displays names for all network users. Contacts Displays personal contact names that the user has created. All Groups Displays all personal and network distribution groups. All Users Displays all user names only, not groups. Mailbox Limits The default mailbox limit is 200 MB. If the mailbox goes over the limit, then messages will not be sent or received. Cleaning it out on a regular basis is a good idea: Delete unwanted s Archive important s Save attachments to the network Remove attached files that are saved Link attachments, wherever possible How to Check Folder Size 1. Rick-click folder in Navigation Pane. 2. Select Properties. 3. Click Folder Size button. Computer Training Solutions 6 of 26

9 SENDING AND RECEIVING Creating Messages To create a new mail message: 1. Click Home > New . The Untitled Message window opens. 2. Click in the To field and type in the address of the recipient. OR Click the Address Book icon to choose from the Address Book. If you are sending to more than one recipient then type a semicolon (;) between addresses. 3. Click in the Subject field and type in the subject of Click in the message text box and type in message. 5. Click Send. Reply, Reply to All, or Forward Messages 1. Open the message that is to be responded to. 2. The message opens in a separate window. 3. Click the message that is to be responded to. 4. Click Reply, Reply to All, or Forward. Message Options 1. Create and address a new message as desired. 2. Click Options ribbon within the new message window. 3. Select the desired options. 4. Click Send. Computer Training Solutions 7 of 26

10 Message Options Option Group Themes Show Fields Permission Tracking More Options Description Change the color, font, and effects of the message Add Bcc to your message Restrict Forwarding of message Voting buttons are used to take a poll on a decision that needs to be made. Options are provided such as, Approve - Reject, Yes -No and Yes No Maybe. The chosen voting button icons appear at the top of the recipient s . Delivery and Read receipts Save sent message to a different folder Delay delivery Have replies sent to someone else Follow up Flags Follow up flags are used as reminders to follow up on s. Once the message has been followed up on, the flag can be marked as complete, as indicated by a check mark ( ). 6. Right click the message you want to mark with a follow up flag. A shortcut menu appears 7. Select the type of flag that you need. 8. The message will now display a colored flag in the message list. Adding follow up reminders 1. Right-click on the message that is to have a reminder set. 2. Select Add Reminder from the Follow up menu. 3. Select the date for the reminder. 4. Click Ok. Computer Training Solutions 8 of 26

11 Work with Attachments Attach a file to a message 1. Create and address a new message as desired. 2. Click Attach File on the Insert ribbon. 3. Select the desired file. 4. Click Insert on the open dialog box. 5. Compose the message as normal. 6. Click Send. Open attached files within a message 1. Open the message with the attachment. 2. Double-click the attachment icon. 3. The attachment will open in a separate window. Save an attached file 1. Open the message that contains the attached file to be saved. 2. Right-click the attachment. A shortcut menu appears 3. Select Save As. 4. Select the appropriate location to save the file from the Save In list. Removing attached files 1. Open the message that contains the attached file to be removed 2. Right-click the attachment 3. Select Remove Attachment Computer Training Solutions 9 of 26

12 MANAGING MESSAGES Delete Messages To delete a mail message: 1. Highlight the message to delete. 2. Click Delete button on the Home ribbon or Delete on your keyboard. Resend and Recall Messages Resend a message from Sent folder 1. Select the Sent Items folder, from the Navigation Pane. 2. Open the message that is to be resent. 3. Click Action from the Message ribbon. (The Action menu opens) 9. Select Resend this Message. 10. The message opens in a separate window. 11. Make the necessary changes. 12. Click Send. Computer Training Solutions 10 of 26

13 Recall a sent message 1. Select the Sent Items folder, from the Navigation Pane. 2. Open the message that is to be recalled. 3. Click Action from the Message ribbon. 4. Select Recall this message. (The message recall dialog box appears) 13. Select the desired option. 14. Click OK. Option Delete unread copies of this message Delete unread copies and replace with a new message Tell me if the recall succeeds or fails for each recipient Description Deletes the message from the Inbox of any recipient that has not read the message or moved it to another folder. Deletes and replaces the message from the Inbox of any recipient that has not read the message or moved it to another folder. For each recipient on the message, Outlook sends a reply to the Sender s Inbox identifying the status of the recall. Computer Training Solutions 11 of 26

14 Creating Signatures 1. Open the File tab. 2. Select Options. 3. Select Mail. 4. Click Signatures. The Signatures and Stationary dialog box opens 5. Click New. 6. Type a name for your new signature. 7. Click Ok. 8. In the Edit Signature box type in your signature and format as desired. 9. Under Choose default signature select signature for New Messages and Replies/Forwards. 10. Click Ok. Computer Training Solutions 12 of 26

15 Automatic Replies (Out of Office) 1. Select File ribbon 2. Click Automatic Replies 3. The Automatic Replies dialog box opens 4. Select Send automatic replies 5. Enter start time and end time to specify when the automatic replies are sent. Note: If you don t set a time period, you ll be reminded you have automatic replies turned on each time you sign in to your mailbox 6. Type the desired Autoreply text for each sender inside the organization and/or outside of the organization 7. Click OK. As soon Ok is selected the Automatic Replies is active. When a sender sends an to you they will get your Autoreply . Computer Training Solutions 13 of 26

16 ORGANIZING THE MAILBOX Create a Folder There are two types of folders that you can create within Outlook 2010; a regular mail folder and a personal (.pst) mail folder. A regular mail folder is housed on the network mail server and takes up space in your mailbox which means it counts towards your mailbox size limit. A personal (.pst) folder is housed on a separate server and does not count towards your mailbox size limit. Create a regular mail folder 1. Right-click on the folder that the new folder is to be created below. 2. Select New Folder. (The Create New Folder dialog box appears.) 3. Type the name for the folder in the Name text box. 4. Click OK Create a personal (.pst) folder 1. From the Home ribbon click New Items 2. Select More Items 3. Click Outlook Data File 4. When the Create or Open Outlook Data File dialog box appears go to the location where the file is to be located and save it. Computer Training Solutions 14 of 26

17 Search Messages 1. From the Navigation Pane click the folder that you want to search. 2. Click in the Instant Search box The Search Tools ribbon opens 3. In the Instant Search box type in search text 4. From the ribbon choose how you want to search; i.e. current folders or all subfolders. 5. Click magnifying glass to begin search 6. Click Close Search to return to your folder. Computer Training Solutions 15 of 26

18 Working with Conversation View Messages can be organized by date and arranged by Conversation. When Conversations are turned on, messages that share the same subject appear as Conversations that can be viewed expanded or collapsed. Conversations are identified in the message list by an envelope icon showing multiple items. The messages within each Conversation are sorted with the newest message on top. When a new message is received, the whole Conversation moves to the top of your message list. When you click a Conversation header in the message list, the Conversation shows with the newest message on top. Turn on or off Conversation View 1. Click View tab. 2. In the Conversations group, select or clear the Show as Conversations check box. 3. Click All Folders or This Folder from the dialog box. Computer Training Solutions 16 of 26

19 WORKING WITH CONTACTS Creating Contacts 1. Select Contacts, from the Navigation Pane. 2. Click New Contact. 3. Fill in the details on the contact card. 4. Click Save and Close Adding Contacts from an 1. Open the that the contact is to be added from. 2. Right-click the name from the message header. 3. Click Add to Outlook Contacts. 4. Click Save and Close. Computer Training Solutions 17 of 26

20 Sending an from Contacts 1. Within Contacts, right-click on the contact card to send an to that contact. 2. Click Create. 3. Select . Creating Contact Groups Contact Groups replace distribution lists in Outlook It is a grouping of addresses collected under one name. 1. In Contacts click on the Home tab. 2. Click New Contact Group from the New Group. A new contact group window opens 4. Type the name of the Contact Group in the Name text box. 5. Click Add Members and select them from the Address Book. 6. Click Save and Close. Computer Training Solutions 18 of 26

21 Sharing Contacts 1. Click Contacts from the Navigation Pane. 2. Click Share Contacts from the Home tab. 3. Address the Sharing Invitation. 4. Click Send. Opening Shared Contacts 1. Select Open Shared Contacts from the Home tab. 2. Select the name of the user with whom you share contacts. 3. Click Ok. Removing Shared Contacts Access At any time you can change or revoke someone s access permissions to your contacts folder 1. Ensure that Contacts view is displayed. 2. Select Folder Permissions from the Properties group. 3. Select the name of the user who is to have rights removed/changed. 4. Make the necessary permission changes or Click Remove. 5. Click Ok. Computer Training Solutions 19 of 26

22 OPTIONS Archive Items Manually To reduce the size of your mailbox, archive older items. Archived items are moved to a separate Outlook Data File (.pst). 1. Select File tab 2. Click Cleanup Tools. 3. Click Archive 4. Click the Archive this folder and all subfolders option 5. Click the folder you want to archive. 6. Under Archive items older than, enter a date and location under Archive file. 7. Select the Include items with Do not AutoArchive checked check box to include any items that might be individually marked to be excluded. 8. Click Ok. Logging into Outlook Web App 1. Type the following link into the Internet Explorer Address Bar: 2. Type in the username and password that is used to log into the network. Outlook window opens Computer Training Solutions 20 of 26

23 Working with Web App Options 1. Click Options from the Navigation Bar 2. Set the desired Options; then click a. Automatic Replies b. Signature c. Calendar Options d. Reminder Options e. Change Password Sharing Items in Outlook The items in Outlook main folders (such as Inbox, Calendar, Contacts, Tasks) can be viewed by others once shared access has been set up. There are two ways that this can be accomplished: Sharing or Assigning Delegate Access Sharing Inbox 1. Right-click the mail folder that you want to share 2. Select Properties Inbox Properties window opens 3. Click Add to open the Address Book to find the person you are sharing with. 4. Select Permission Level Computer Training Solutions 21 of 26

24 5. Click Ok Permission Levels Role Read items and Files Create Items and Files Modify Items and Files Delete Items and Files Create Subfolders None no no no no no no Owner yes yes yes yes yes yes Publishing Editor yes yes yes yes yes no Editor yes yes yes yes no no Publishing Author yes yes your own only Author yes yes your own only Non-editing Author your own only your own only yes yes no your own only Reviewer yes no no no no no Contributor no yes no no no no Custom specified by owner yes no no Change Folder Permission Levels no no no Assigning Delegate Access In the following example, both Calendar and Contacts folders are being shared with different permissions. 1. Select File tab and click Account Settings. 2. Select Delegate Access. Computer Training Solutions 22 of 26

25 3. Click Add to search for the person to give Delegate Access to. 4. Select permission level. 5. Click Ok. Role DELEGATE ACCESS - PERMISSION LEVEL ROLES Read items and Files Create Items and Files Modify Items and Files Reviewer yes no no no Author yes yes your own only Editor yes yes yes yes Delete Items and Files your own only The permissions apply ONLY to the main folder listed above. Subfolders will need to be individually shared. Option Delegate receives copies of meeting related messages sent to me Automatically send a message to delegate summarizing these permissions Delegate can see my private items DELEGATE PERMISSIONS CHECK BOX OPTIONS Description Delegate receives all copies of meeting requests and responses sent to owner. Delegate receives an outlining the exact permissions granted to them. Delegate can view any item they have permissions to see that the owner marked as private. Computer Training Solutions 23 of 26

26 EXERCISES Exercise 1 1. Create a new mail message and address it to the student your mail partner. Use the following: Subject: Age Project Text: Attached is the Ageing Spreadsheet for your review. Attach File: Ageing 2. Create a new mail message and address it to your partner. Use the following: Subject: Text: Expiration Date: Coffee Club If you wish to contribute to the coffee fund, please do so by Friday. 2 days 3. Create a new mail message and address it to your partner. Use the following: Subject: Text: Priority: Salary Review Meeting The time of the meeting has been changed to 1:00 PM. High 4. Read all new messages in your Inbox. 5. Reply to the message "Salary Review Meeting" with the following: Text: Since I have a conflict at 1:00 PM, I will arrive late at the meeting. 6. Forward the message "Coffee Club" to the student two numbers higher than you and add the following message: Text: Did you send in your money yet? Exercise 2 1. Create a new mail group and name it Coffee Club and add all students in class. 2. Add yourself and your mailing partner to the new group. 3. Send a new message the Coffee Club group, inviting them to coffee tomorrow at 10:00 AM in the cafeteria. Computer Training Solutions 24 of 26

27 Exercise 3 1. Create a new folder called Committee Notes. 2. Create another folder called Coffee Club. 3. Rename the Coffee Club folder to Java Club. 4. Move any 2 messages from your Inbox to the Java Club folder. 5. Move 1 message from the Java Club folder to the Committee Notes folder. Computer Training Solutions 25 of 26

28 APPENDIX Taking an Online Outlook Course in the Manitoba ehealth LMS Microsoft Outlook 2010 online courses are available in the ehealth Learning Management System (LMS). To register: 1. Go to 1. Type your User Name and Password and click Enter. 2. Select the Courses/Registration tab. The Catalogue List appears. 3. Click ehealth Business Software. Note: Your list may differ from the one shown above. The List of Subjects appears. 4. Click Outlook The Course List appears. 5. Click the course that you want to take. The Course Information page appears. 6. Click the Register button. This message appears. 7. Click OK. The Registration page appears, confirming your registration in the course. To start the course, select the Learning Plan tab and click the Launch button next to the Course Name. Once you complete the course, it will move to the Learning History tab. You may still view the course from this tab by clicking the Launch button. Computer Training Solutions 26 of 26