Outlook 2010 FAQ Fayetteville Public Schools K-12 Instructional Technology Fayetteville, Arkansas

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1 Contents What s New in Outlook 2010?... 2 Why does the menu toolbar look different?... 2 What is Conversation View?... 2 How do I change Conversation View settings?... 2 What are Mail Tips?... 2 Where do I change/view Mail Tips settings?... 3 Creating a Local Archive (.pst file)... 3 How Do I Create an Outlook Data File for Archiving Mail onto My Local Computer?... 3 Backing up Your Local Archive (.pst file)... 4 How do I backup my Local Archive?... 4 Composing and Organizing How can I put multiple recipients in the To: Box?... 4 How do I use the Check Names feature to auto complete recipient names?... 4 How Do I Create New Folders to Organize My ?... 5 How Do I Flag Messages for Reminders?... 5 How Do I Create a Task from an ?... 5 How do I add/modify an automatic signature file to my messages?... 6 Printing... 6 How Do I Print Messages?... 6 What is Quick Print?... 7 Working with the Calendar... 8 How do I change permissions for my Calendar?... 8 How do I open a Shared Calendar?... 8 How do I create Appointments for My Calendar?... 9 How do I create an event in my calendar AND allow people to schedule with me?... 9 How do I invite others to meetings? What is the Scheduling Assistant? How do I set up a recurring meeting? Page 1 of 11

2 What s New in Outlook 2010? Why does the menu toolbar look different? The Enhanced Ribbon replaces the traditional menu system and is designed to help you find the right command quickly. What is Conversation View? Conversation view improves tracking and managing related messages. You can see the complete course of the conversation, including your responses, find the most recent responses, and more easily determine the message most important to you..conversations appear as one line item to save space, helps to better organize mail. This is similar to Gmail, where the motto is search, don t file Collapsed View: Expanded View: How do I change Conversation View settings? To modify Conversations settings, go to the View Tab What are Mail Tips? Mail Tips is a new feature that provides you with information about your message and recipients. Mail Tips show you information such as Auto-reply messages, invalid recipient address, messages too large, recipient mailbox full, quotas are about to be exceeded, etc Page 2 of 11

3 Where do I change/view Mail Tips settings? To view/change Mail Tips settings, go to: File\Options\Mail\Mail Tips Options Creating a Local Archive (.pst file) How Do I Create an Outlook Data File for Archiving Mail onto My Local Computer? 1. Open Outlook. 2. Go to the Ribbon and select the Home tab 3. In the New group, select New Items 4. When the menu appears, select More Items followed by Outlook data file Page 3 of 11

4 5. When the Create or Open Outlook Data File window appears, click My Computer and choose Local Disk (C:) as shown below 6. Go to the File name textbox and type desired name for the file. Example: lastname_ .pst Click OK. Backing up Your Local Archive (.pst file) How do I backup my Local Archive? 1. Locate your newly created.pst file in the (C:) drive 2. Insert a thump, jump, or other external hard drive into your computer USB port 3. Copy (NOT Move) your lastname_ .pst file to your external drive. Composing and Organizing How can I put multiple recipients in the To: Box? Use semicolon ; to separate recipients How do I use the Check Names feature to auto complete recipient names? Enter a portion of the address, first name or last name of recipient and select the Check Names icon or (Ctrl + K). This will search the FPS Global Address List and your personal contacts folder and provide autosuggestions Page 4 of 11

5 How Do I Create New Folders to Organize My ? To create a new folder on the server, right-click on your address on the left-hand pane as shown and choose New Folder How Do I Flag Messages for Reminders? To add a reminder or follow up for an , right-click on the clear flag and select Add Reminder How Do I Create a Task from an ? To Create a Task from an , right-click on the clear flag and choose a Flag option. Click the Tasks View and the flagged will display as a task. Page 5 of 11

6 How do I add/modify an automatic signature file to my messages? To add or modify an automatic signature file, go to the File Tab and choose Options Mail \ Signatures (As shown below) Printing How Do I Print Messages? Click File to display the Backstage View then choose Print Page 6 of 11

7 NOTE: To print attachments AND message, be sure to click Print Options and select Print attached files as shown below. What is Quick Print? Quick Print allows you to print the s only (without attachments). NOTE: This method of printing does not allow previewing of what you are about to print, setting of print options, and will only print the message (with no attachments). To use this feature, simply right-click on any message and choose Quick Print Page 7 of 11

8 Working with the Calendar How do I change permissions for my Calendar? To change calendar permissions, go to File\Options\Calendar Click the Free/Busy Options button. How do I open a Shared Calendar? By default, calendars are shared with free/busy information. To open a shared calendar, click Open Calendar from the ribbon and select Open Shared Calendar Page 8 of 11

9 How do I create Appointments for My Calendar? To create a new appointment in your calendar, first click the Calendar View. Select the Home tab and click New Appointment in the New Group. When finished adding appointment details, click Save & Close icon in the Appointment Window. How do I create an event in my calendar AND allow people to schedule with me? To show an event in your calendar AND allow people to schedule with you during that event, choose Free in the Show As: drop down menu when creating the event. Page 9 of 11

10 How do I invite others to meetings? Select the Home tab and click New Meeting in the New Group What is the Scheduling Assistant? The Scheduling Assistant provides a free/busy grid, which shows the availability of proposed attendees, and suggested times for meetings if there are conflicts. Page 10 of 11

11 How do I set up a recurring meeting? To set up a recurring meeting, click Recurrence in the Options group. The Appointment Recurrence window will display to set recurrence criteria. Page 11 of 11

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