INTERMEDIATE OUTLOOK OFFICE 2010

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1 INTERMEDIATE OUTLOOK OFFICE 2010

2 Quick Parts... 3 Turn on/off new message pop up window4 How to Insert a Hyperlink for use in an Voting Options in Calendar... 8 How to create an Archive Folder Create a Rule Creating an Signature To Change/Edit your Signature New Contact Group (Distribution List) Jon Woodward Lifelong Learning dept Tel

3 Quick Parts Quick Parts is a feature that s found in Outlook and Word If you use blocks of text, links or images repeatedly in your s, then Quick Parts can save you a lot of typing. Here s how: Open a new window. Type in or insert the commonly used content. Highlight the text and click on the Insert tab. Select Quick Parts from the Text area of the Insert ribbon. Select Save Selection to Quick Part Gallery. You can give it a new descriptive name or abbreviation and put it in a category. 3 Jon Woodward Lifelong Learning dept Tel

4 Use the block of content in any new or word document by clicking on the Insert tab and selecting Quick Parts. A small preview window opens up for you to choose between the saved quick parts. Useful tip: if you type you re your descriptive name or abbreviation and press F3 on the keyboard the details appear automatically NOTE: Earlier Outlook versions (up to Outlook 2007) have a built-in AutoText feature allowing you to quickly insert text snippets into s that you are composing in Outlook. With Outlook 2010, the AutoText feature was renamed to QuickParts. You can only access it while you compose an Outlook , from the Outlook INSERT ribbon menu: QuickParts works similar to the old AutoText Outlook feature: - you can insert auto text blocks from the QuickParts ribbon menu; - you can make text selections in your and save them as auto texts in QuickParts; - you can create categories for your auto texts: Turn on/off new message pop up window Desktop Alert is a notification that appears on your desktop when you receive a new message, meeting request, or task request. By default, Desktop Alerts are turned on. 4 Jon Woodward Lifelong Learning dept Tel

5 To turn on or off Desktop Alerts, do the following: 1. Click the File tab. 2. Click Options. 3. Click Mail 4. Under Message arrival, select or clear the Display a Desktop Alert check box. Note To suppress other notifications such as playing sounds, changing the mouse pointer, or displaying an envelope icon in the taskbar, clear the respective check boxes for those functions. 5 Jon Woodward Lifelong Learning dept Tel

6 How to Insert a Hyperlink for use in an To reduce the amount of memory needed when sending attachments in an ; it might be useful to use a hyperlink to enable colleagues to access files held in a share drive or to a website. To create the link, right mouse click and from the drop down box, access Hyperlink 6 Jon Woodward Lifelong Learning dept Tel

7 Select appropriate share drive from drop down list Select appropriate folder and file and then select OK Link available 7 Jon Woodward Lifelong Learning dept Tel

8 Voting Options in Calendar Collecting responses from a group of people is something very common in an office environment. Whether you are trying to ask what day is best for a meeting, or taking a vote on who s they want as a team leader, what you need is a poll. What you might not realize is that if you are using Outlook 2010 at work, you ve got everything you need to send out a poll through . Compose a new in Outlook, click the Options tab and select Use Voting Buttons. Here you can choose the defaults or create your own answers to the poll question. If you select Custom you can type in the answers you want to appear in the Use voting buttons field, separated by a semicolon. 8 Jon Woodward Lifelong Learning dept Tel

9 Now you have the custom answers listed. That is all there is to it! Now send off your message. When the recipient opens the there will be a message advising them to respond by using the vote button which includes the custom responses. 9 Jon Woodward Lifelong Learning dept Tel

10 After the recipient has made their choice a box will pop up verifying the poll response and an option to add additional information in the . Open up the that has been sent that is now in the Inbox, you will see how they have responded To view the totals of the poll, you can open up the original message in your Sent Items folder, and then click on the Tracking button (in the Show section of the ribbon). You ll see a list of totals underneath the ribbon, and then a list below that of all the responses. 10 Jon Woodward Lifelong Learning dept Tel

11 How to create an Archive Folder Create a folder for your archived s on your P drive Open Microsoft Outlook. Click on the File tab select Account Settings and select Account Settings Select the Data Files tab and then select Add You then need to navigate to a location where you would like the archive to be saved. Navigate to the appropriate drive by selecting this drop down box and selecting the drive you would like the archive to be saved to. (Locate your folder - Preferably, you would want to save the file to your Personal drive, so that it will get backed up with the server backups and you will also have access to it at any computer. 11 Jon Woodward Lifelong Learning dept Tel

12 Once you have navigated to an appropriate location; You can change the File name of the archive file, so change the name of the archive to reflect what it is. (For example My Saved Mail ) You we also need to change the Name of the archive to reflect what it is. (Don t make it the same as File name) Click OK The process is now complete; your archive should now be created and displayed in your Outlook Mail Folders as shown below. Then you can simple drag the s to the archived folder 12 Jon Woodward Lifelong Learning dept Tel

13 Create a Rule Scenario Rules help you manage your by applying a set of rules that you can define. For example, you can automatically forward to a colleague all messages sent by Steve Smith when you receive them. However we are going to forward the global s we get, directly to an appropriate folder within Outlook. Setting up the folder 1. The most practical place for you new folder to be located is within Inbox 2. Right click on Inbox and select New Folder 3. Type an appropriate name for your folder 4. Click OK 13 Jon Woodward Lifelong Learning dept Tel

14 5. The new folder will appear under the heading Inbox Creating your Rule 1. Right click on an appropriately named 2. Click on Rules 3. Them Create Rule 14 Jon Woodward Lifelong Learning dept Tel

15 In the Create Rule pop up box click in the check box(s) of the appropriate conditions you want applied to the rule e.g. global-grh 4. Make sure the correct condition(s) are selected by clicking on the correct tick box 5. Click in the check box(s) for moving to correct folder Then click on Select Folder 5. Click on Highlight the sub folder 6. Click OK 7. Click on Advanced Options 15 Jon Woodward Lifelong Learning dept Tel

16 8. Notice that the rule you selected now appear in this Which Condition part of the Rules Wizard 9. Check that the rule is correct Click on Next 10. NOTE: This is the point when you could forward the s to someone else. 11. On this part of the wizard, you have to decide what you want to do with the message. You could delete, reply or forward. But this one is also going to the specified folder 16 Jon Woodward Lifelong Learning dept Tel

17 12. If the rule is not correct for the message you can change by using the appropriate tick box, otherwise click on Next 13. In this dialogue box you can mark any exceptions to your rule. For example perhaps you still want to see the globals (from GRH) that are marked with importance or sensitivity in your Inbox. If you did you would click the appropriate boxes. 14. The rule description has now been updated if you choose an exception i.e. sensitivity you may get another box. Choose the correct option and press OK 15. Click on Next 17 Jon Woodward Lifelong Learning dept Tel

18 16. Type an appropriate name for this rule e.g. Global-grh 17. Click in the Run this rule now. tick box to insert a tick 18. Ensure the Turn on this rule check box is ticked 19. Click Finish 20. Click on the new sub folder to see the s 18 Jon Woodward Lifelong Learning dept Tel

19 Creating an Signature Select the File tab, select Options Click on Mail Click on Signatures box 19 Jon Woodward Lifelong Learning dept Tel

20 Click on New in the Signatures and Stationary window Enter the name for your signature. And click on OK Fill in your details that you want to be seen on the . To set up your new s with these details click on the correct signature on the New Messages drop down list Click OK 20 Jon Woodward Lifelong Learning dept Tel

21 In the Outlook Options window, click OK When you next open a new , your signature will be seen. 21 Jon Woodward Lifelong Learning dept Tel

22 To Change/Edit your Signature Follow the steps above (File tab, Options, Mail and Signatures). Make changes to Signature and press OK New Contact Group (Distribution List) Click on Contacts Select New Contact Group and a window opens 22 Jon Woodward Lifelong Learning dept Tel

23 Enter a name for your list and click on Add Members button (then click on From Address Book) Select members for your list By typing last name in Search box and selecting correct name and click on Members When the all the names have been selected click on OK 23 Jon Woodward Lifelong Learning dept Tel

24 Your list appears. To add more members later, click on Add Members again and repeat the process. To delete a name from your list, select name and Click on the Remove Member button When the New Contact Group is completed press Save and Close 24 Jon Woodward Lifelong Learning dept Tel

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