OUTLOOK 2010 BCC AND FROM FIELDS SETTINGS

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1 OUTLOOK SETTINGS There are a variety of options that can be set for an in Outlook Here are a few of the popular options that can be set on s from the s Options tab: Show BCC or From Fields Voting Buttons Request read and/or delivery receipts BCC AND FROM FIELDS By default, the BCC and From fields are not visible when sending an . The BCC field is for Blind Carbon Copy. If you use the BCC field, no one else receiving the will see that the person/people in the BCC field has received a copy. The From field is useful for a delegate to send a message on behalf of someone else, or from a shared mailbox. Delegate access or shared mailboxes would need setting up prior to sending an . In the example below, the is being sent from the ISS training shared mailbox, rather than an individual person s mailbox. The is to the ISS Service Desk and is copying in Demo ICTFocus to receive the message as well. The ISS Service Desk will be unaware Demo ICTFocus has received the as well. Page 1 of 20

2 WHAT ARE SIGNATURES? Signatures are a good way of professionally identifying yourself in messages. The contents of a signature is up to you, however, many signatures contain contact details and include your name, job title and sometimes other details such as department, telephone number or address. Signatures can be set to occur automatically at the bottom of new mail messages and/or replies/forwarded mail. TO CREATE A SIGNATURE: 1. From the Home tab, click New 2. From the Message tab, click Signature button 3. Click Signatures option 4. Click New button 5. Name your signature (give it a memorable name) and click OK 6. Type your signature and format it accordingly in the Edit Signature section (bottom half of the signatures box) New Signature Button Option to have signature automatically appear. Type your signature in here 7. Click Save button see signature name appear in top box 8. Click OK to exit from the signature screen Page 2 of 20

3 SETTING SIGNATURE TO AUTOMATICALLY APPEAR ON S You can create as many signatures as you require. To change to a different signature to appear automatically on messages sent: 1. From the Home tab, click New button 2. From the Message tab, click Signature button 3. Click Signatures option 4. To apply a signature to all new messages: Change the New Messages drop down option to the required signature 5. To apply a signature to all replies and forwarded messages: Change the Replies/Forwards drop down box to the signature you wish to use by default for all replies and forwards 6. Click OK button to exit signature screen ADD A SIGNATURE TO A MESSAGE You may not always wish to have your signature on every new mail message sent. You can create your signature as shown above, and then insert it as and when required. 1. Create the message you wish to send 2. Click Signature button 3. Click the required signature from options 4. See the signature appear in the message Page 3 of 20

4 WHAT ARE QUICK PARTS? Quick parts enable a user to reuse parts of text, pictures or other content again and again. It can save time typing and is quick to use. Note: If you use quick parts in Word and Outlook, you will need to set them up in each program. TO CREATE A QUICK PART 1. Highlight the text (and other content) in an Message that you would like to save as a quick part 2. From the Insert tab, click Quick Parts, then click Save Selection to Quick Part Gallery option 3. Enter in a suitable name for quick part 4. Click OK TO INSERT A QUICK PART 1. Click in the message where the quick part should appear 2. From the Insert tab click Quick Parts 3. Select required quick part from the list Shortcut: A shortcut to stage 2 3 is to type the name of the quick part in your message and press F3 function key. Page 4 of 20

5 CREATING RULES These days there are numerous s flying around. They can mount up and become difficult to manage. This is especially true for people who subscribe to mailing lists. Outlook provides a rules feature that can help you manage large amounts of s. You can make rules perform a variety of tasks for example, move messages from someone to a particular folder, move messages containing a specific phrase in the subject line to the junk folder etc. EXAMPLE 1: CREATE A SUBFOLDER AND MOVE S FROM A PARTICULAR PERSON INTO THE NEW SUB FOLDER To create a subfolder in the inbox: 1. From the Navigation pane, right click on the Inbox and click New Folder 2. Type in the name of the subfolder 3. Click for it to be located in the Inbox 4. Click OK Create Rule: 1. From the Home tab, click the Rules button 2. Click Manage Rules and Alerts option 3. Click New Rule 4. Complete Step 1: Choose a Template e.g. chose Move messages from someone to a folder 5. Complete Step 2: Edit Rule Description a. Click on people or public group and select the particular person from the list then click OK b. Click specified to specify the subfolder where you want the s transferred. Click OK 6. Click Next button 7. I could then add some conditions to this rule, but I do not want to - Click the Next button Page 5 of 20

6 8. I could then add some more conditions to this rule by saying what I want to do with the message - I don t want to add any other conditions, click the Next button 9. Tick if there are any exceptions to the rule you are creating click the Next button 10. Final Stage a. In Step 1: Specify a name for the rule, then click Run this run now on messages already in inbox b. Click Finish button see new rule appear in list and rule runs. Click OK to return to the main screen EXAMPLE 2: ISS DETECTED SPAM RULE Moves with ISS Detected Spam in the subject directly into the Junk folder. 1. From the Home tab, click the Rules button 2. Click Manage Rules and Alerts option 3. Click New Rule... button - this loads the Rules Wizard screen 4. In Step 1, select Move messages with specific words in the subject to a folder 5. In Step 2: a. click on specific words link and type in ISS-Detected SPAM in the pop up window b. Then click the Add button - see the words appear in the search list c. Click OK, this returns you to the rules wizard screen Page 6 of 20

7 d. Click specified link e. Click on the Junk folder and click OK 6. Click the Next button 4 times (until you cannot click Next anymore!) 7. Choose options required e.g. if you wish to run the rule now on existing messages or if you want to turn rule on now, so it will work on future ISS Detected Spam messages 8. Click the Finish button FORWARDING INCOMING MAIL TO OTHER ADDRESSES There are many other options in Outlook rules that you could use. One such rule is forwarding all your incoming mail to an alternative address such as a Google mail or Hotmail. These external providers are beyond our control for keeping information secure and ISS do not recommend your work is transferred to them (some people have s containing restricted and personal information). If you do forward your mail to another address, it is your responsibility. Page 7 of 20

8 OVERVIEW OF THE CALENDAR The calendar is a diary/schedule with a reminder feature. Appointments can be entered and the calendar will remind the user nearer the time of the appointment with a popup message and a bleep sound. Navigation Pane Calendar can do the following: Record appointments and remind the user nearer the appointment time. View a task list (to do list) which can be divided into projects. A user can invite other people to appointments and the Calendar will them an invitation to attend. If the invitee accepts the appointment, it will automatically be added to their calendar. And... A user can permit other people to have access to their calendar. A user can view other people s calendars with their permission. You can use this feature for information or to actually add appointments to other people s calendars with their permission. Items and rooms can be given calendar accounts and can be invited to appointments. Calendar then checks to see if the item/room is available. When items/rooms are given calendar accounts they are called resources. Resource accounts can have read permission granted to all so that everyone can know what is going on concerning that resource. GETTING STARTED WITH CALENDAR To start Calendar: 1. From the navigation pane, click on the Calendar 2. See the calendar displayed in the main window To start Calendar in a (separate) new window: 1. From the navigation pane, right click on Calendar 2. Select Open in New Window option Page 8 of 20

9 USING CALENDAR VIEWS You can view your calendar in several different ways: 1. Daily View From the Calendar s Home tab, click Day 2. Work Week view shows Monday to Friday - From the Calendar s Home tab, click Work Week 3. Weekly View From the Calendar s Home tab, click Week 4. Monthly View From the Calendar s Home tab, click Month Click here for Day View Click here for Weekly View An Appointment 5. Multiple Day View - If you wish to see multiple days on your day view, you need to: a) Click into Day view b) On your mini calendar (in top left hand corner of screen) drag a highlight across a few of the days see multiple day view appear Highlight the days you required to be displayed in main window. Page 9 of 20

10 CALENDAR GROUPS NEW FEATURE IN OUTLOOK 2010 Calendar groups enable the user to view multiple calendars quickly and easily. You can create your own groups of calendars - such as work colleagues or teams so you can quickly access the calendars you need. Create a new calendar group 1. From the Home tab (Calendar view), click Calendar Groups 2. Click Create New Calendar Group 3. Type a name for the group 4. Click OK Page 10 of 20

11 MAKING AN APPOINTMENT 1. From the Home tab, click New Appointment 2. Type in the Subject of the appointment 3. Type in the Location of the appointment 4. Adjust Start and End Dates as necessary 5. Adjust Start and End Times as necessary 6. Click Save & Close ON DAY OR WEEK VIEW: 1. In the Calendar, click into the Day required 2. Click onto a time 3. Type in details of Appointment CHANGE APPOINTMENT To change the appointment time: 1. Double click on the appointment 2. Adjust dates/times as required 3. Click Save & Close MOVING AN APPOINTMENT 1. Click the appointment to select it 2. Click and hold the edge of the appointment and drag the appointment up or down as required 3. Release button Page 11 of 20

12 EXTENDING AND SHRINKING APPOINTMENT 1. Ensure you are in the Calendar s Day or Week view 2. Click the appointment to select it 3. Click and hold the edge of the appointment a. drag the bar up to shrink the time for appointment or b. drag the bar down to extend appointment time 4. Release button DELETING AN APPOINTMENT 1. Click on the appointment to delete 2. Press Delete key on keyboard (or click DELETE from Appointments tab). NAVIGATING THROUGH THE CALENDAR To switch views click Day or Week or Month near the top of the screen To move to a different month or week - click the forward/back arrows by the date on the main screen area To move back to today s date From the Home tab, click Today CREATING REPEAT (RECURRING) APPOINTMENTS If you want to enter an appointment that reoccurs at the same time each week for a number of weeks (or any other repetitive timings) you can: 1. Double click on the appointment in the calendar 2. Click on the Recurrence button (you can also access this button when making new appointments) 3. Set up an occurrence pattern e.g. weekly on Wednesdays. The default for the appointment is weekly, but you can change this by editing the recurrence pattern. 4. Click OK Page 12 of 20

13 REMOVE AN OCCURRENCE 1. Double click on the appointment in the calendar 2. Click on the Recurrence button (you can also access this button when making new appointments) 3. Click Remove Reccurrence button MAKING A PRIVATE APPOINTMENT To make an appointment on the calendar private so others cannot see the details of it (especially if the calendar is shared): 1. Make an appointment as required 2. From the options group in the appointment, click the Private button 3. Click the Save & Close button Click to mark appointment as PRIVATE CALENDAR REMINDERS When an appointment is created the default is for a reminder to be set, 15 minutes before the appointment is due to occur. The reminder time can be altered in the appointment or removed. When an appointment is close, the calendar will play a short beep sound and pop up a reminder message of the appointment. This reminder can be rescheduled, e.g. 5 minutes before the event is due to start or it can be dismissed. You can ask the calendar to remind you again or dismiss the reminder. SETTING THE REMINDER When creating or editing an appointment: 1. Click the reminder drop down 2. Select how long before the appointment the reminder should occur Page 13 of 20

14 MEETINGS IN CALENDARS When arranging or scheduling a meeting it is good practice to include a reason for the meeting. For example, you could include a list of objectives or the meeting agenda. It is possible to insert a document, but it does take up lots of space, so use sparingly. Instead, you could add a pathway link to a folder or document or SharePoint meeting space to reduce the size of the meeting request that you send. ARRANGING A MEETING Calendar can be used to arrange meetings. It will check to see if people (or rooms) are available and mail out invitations. When your colleagues all use calendar this becomes a very powerful tool and can save a lot of administrative time arranging meetings. 1. In Calendar view 2. From the Home tab, click New Meeting button 3. Type the subject of the meeting in the Subject text box 4. Type in the location of the meeting in the Location text box 5. Enter a Start time and End time for the proposed meeting (or tick All day event) 6. Enter any details to the message box if required 7. From the Event tab, click Invite Attendees button 8. Click the To... button to invite attendees 9. Search for the name of the attendee and click to select 10. Click Required if the person is required to attend or Optional if the person s attendance to the meeting is optional see the person s name appear in the relevant text box 11. Repeat steps 6 to 7 until all people have been invited 12. Click OK 13. Click Send to send out invites Page 14 of 20

15 SCHEDULING A MEETING If people use their calendar for all their appointments it is useful to see when they are free for meetings before inviting them. The Scheduling section of the Meeting Appointment enables you to see if a person is available (free), busy, out of office or possibly busy (tentative). This information is shown graphically as you scroll through the days in different colours (like a bar chart). There is a line for each person invited to the meeting, showing each person s availability. The top line of the scheduler shows the free time that is common across all attendees. Busy is shown in a blue colour, tentative is shown as blue and white stripes. If the person is out of office the colour will be purple and if they are available it will be white. Everyone can see the availability of people in this way. It will not let you see what the appointment is (unless the user shares their calendar with you). There is an option in the calendar that will enable you to share your calendar with other people if you wish to. SCHEDULING A MEETING AND MEETING REQUESTS To schedule a meeting you need to know who should attend the meeting and ideally, the time you d like the meeting to take place. Even if you do not know the time of the meeting, you can use the scheduler to find a time when every invitee is available. 1. Create a meeting and insert the invitees into the To: field 2. In the appointment adjust the date, start time and end time accordingly (if known) 3. Click the Scheduling button from the meeting request see a schedule table appear Page 15 of 20

16 4. If the time is not appropriate, you can look through the scheduler to find a suitable time 5. Click the time you wish to arrange the meeting see the Start and End time change in the lower part of the window 6. To enter any more details that are required on the meeting click Appointment button to return to the appointment message 7. Click the Send button to send out invites ACCEPTING A MEETING REQUEST When someone is invited to a meeting they will receive an invite. If the user has preview enabled on their mailbox, they will see the message invite, without having to double click to open it. New in Outlook 2010 is the meeting preview it shows a snapshot in the invite of the meeting in the users calendar so the user can see at a glance if they are busy or not. 1. Click on the message in the list, if you have a preview bar you can accept/decline the meeting request from the preview. Otherwise, double click the message to open it 2. When selecting Accept, Tentative or Decline the user has the option to send the response immediately or edit the message in the response - choose the relevant option 3. If the user edits the response, click Send to send the response Page 16 of 20

17 CONVERTING AN APPOINTMENT INTO A MEETING REQUEST 1. Open the appointment you wish to convert 2. Click Invite Attendees button from the Appointment tab, see the To: section appear 3. In the To: section, enter the address/addresses of the people you wish to invite 4. Click the Send button to send the invite CANCELLING A MEETING REQUEST 1. Open the meeting appointment you wish to cancel 2. From the Meeting tab, click the Cancel Meeting button 3. Click Send Cancellation Creating quick appointments in your Calendar based on an message To create an appointment from an drag an from the mailbox to the calendar (in the navigation pane). This will show the as an appointment (it saves time writing notes about the appointment as the whole message is displayed). You can change the time and location accordingly. Page 17 of 20

18 KEEPING YOUR MAILBOX TIDY In no time at all a mailbox can become quite full of items. Most people use some way of organising their s so they can work more efficiently. Some people delete messages they no longer require to keep the mail box tidy. This is not always possible as a user may need to keep some s they receive. One way of organising is to create sub folders within your inbox and move relevant messages into the relevant sub folder. However, all these subfolders are part of your inbox and will be counted in your mailbox quota. Ideally, you will need to organise your s logically and not fill up your mailbox quota. MAILBOX CLEANUP This feature is useful to keep track of the size of the users mailbox and allows the user to run auto archive when required. Auto archiving will create some more space in your mailbox once old mail items have been transferred to the archived folders. To view options available in Mailbox Cleanup, from the File tab, click the Cleanup Tools button, then click the Mailbox Cleanup option DELETING MESSAGES 1. Click on a message 2. Click either the Delete on the toolbar or press the Delete key on your keyboard. This will delete the selected and move it to the DELETED ITEMS. Page 18 of 20

19 RECOVERING (S) FROM DELETED ITEMS When you delete an item from Outlook it will move to your deleted items folder. If you accidentally delete an item, you can bring it back from the Deleted items. To do this: 1. Click the Deleted Items folder 2. Locate the (if multiple s are needed select all required by holding down CTRL key and clicking on the required s) 3. From the Home tab, click the MOVE button then Choose folder and click the preferred folder EMPTYING DELETED ITEMS To create some space on your mailbox quota it is a good idea to clear out your deleted items folder every so often. Do this by: 1. Right click on the deleted Items folder 2. Select Empty Folder option RECOVERING S AFTER EMPTYING THE DELETED ITEMS If you have emptied your deleted items, you can still retrieve your s from the dumpster store within a set period of time (approx. 14 days). The dumpster holds as much space as your mailbox so even if you delete your entire mailbox, you should be able to restore it within the time period. The s are restored to your deleted items folder from which you can move the items into the required folder. 1. Click the Deleted Items folder 2. From the Folder tab, click the Recover Deleted Items button 3. Select the items you wish to recover (click select all to recover all items) 4. Click Recover Items button from toolbar 5. Wait for items to be recovered Page 19 of 20

20 JUNK MAIL There are many Junk messages circulating around the internet. Outlook has a Junk feature that tries to filter through your to identify the Junk messages, and then moves the messages to a Junk folder. This is quite successful, however, occasionally some Junk s appear in the Inbox and some genuine s that you may need, automatically appear in the Junk folder. TO ADD AN MESSAGE TO THE JUNK FOLDER 1. Right Click on the message you wish to mark as Junk 2. Click Junk option 3. Click Block Sender (this option will send the current to the junk folder and all future s from this address) 4. Click OK (if a message appears telling you it is moving the to the junk folder ) 5. See has moved to Junk folder EMPTYING JUNK To empty your junk folder (this frees up some space in your quota): 1. Right Click on the Junk folder in the folders list 2. Click Empty Folder option NOT JUNK OPTION Sometimes, a genuine gets moved to the Junk folder perhaps due to the contents looking like spam or containing offensive wording. To set the as Not Junk and move it back to the Inbox : 1. Click on the in the Junk folder 2. Click Not Junk button see message appear with a tick next to the option Always trust from that particular address 3. See message has moved back to inbox Page 20 of 20