Outlook 2010 Essentials Power Point Slides Corporate Training Materials

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1 Evaluation Copy Only Not For Training Outlook 2010 Essentials Power Point Slides Corporate Training Materials

2 Module One: Getting Started Welcome to the Microsoft Outlook2010 Essentials workshop. Outlook is a powerful application. However, it does much more than that to help you stay organized. With contacts, calendars, and tasks, Outlook can help you manage every aspect of your life. The five essential entrepreneurial skills for success are concentration, discrimination, organization, innovation, and communication. Michael Faraday

3 Workshop Objectives Open and close Outlook Use the Outlook Interface, including the new Backstage view Set up an account View the Inbox Send and Receive messages View messages Use Quick Steps Reply to or forward messages Delete Ignore Create and send a new message Address a new message Create the body of an message Attach files to messages Mark an item as Read or Unread Create folders and use them to organize messages Understand and handle Junk Mail Create Rules for handling messages Use Categories Flag items for follow-up Search for items Understand appointments and the calendar Understand tasks and the To-Do List Create and organize contacts

4 Module Two: Opening and Closing Outlook Quick Tip: Most new computers have a shortcut for Outlook already pinned to the Start Menu. In this module, you will learn to open and close Outlook. You will also explore the Outlook interface, learn to set up an account, and view your Inbox.

5 Opening Outlook Use the following procedure to open Outlook. 1. Select START (or press the Windows key on the keyboard) to open the Start menu. Highlight Microsoft Office Outlook to open it.

6 Understanding the Interface Reading Pane Inbox Calendar and Task Pane Navigation Pane

7 Mail Message Ribbon: Appointment Ribbon: Contact Ribbon: Task Ribbon:

8 Using Backstage View

9 Setting up an Account

10

11 Viewing Your Inbox Options for arranging messages Expand and collapse the list of messages by clicking on the plus and minus icons next to the date or other heading.

12 Conversations Conversations are marked with a small arrow to the left of the sender s name. Click on the arrow to open the conversation. Options for Conversations:

13 Closing Outlook Use the following procedure to close Outlook from the Backstage View. Select the FILE tab on the Ribbon. Select EXIT from the menu on the left.

14 Module Three: Working with Diamonds are forever. comes close. June Kronholz Outlook provides some powerful tools for working with . You can send and receive messages. You can reply to and forward messages. When you are finished, you can delete messages. You can even ignore . This module will serve as an introduction to working with .

15 Sending and Receiving Mail The Send/Receive tab on the Outlook Home Page Ribbon: To change the amount of time in between automatic send/receive actions, use the following procedure: 1. Select the drop down arrow next to Send/Receive Groups button. 2. Select DEFINE SEND/RECEIVE GROUPS. Outlook displays the SEND/RECEIVE GROUPS window. 3. Use the arrows to change the number of minutes next to SCHEDULE AN AUTOMATIC SEND/RECEIVE EVERY MINUTES.

16 Viewing an

17 Replying To or Forwarding an Shown here is the Respond group of the Message tab on the ribbon when a received message is open.

18 Deleting an View the Delete group of the Message tab on the ribbon when a received message is open. Also view the Delete tool on the Outlook Home Page Toolbar.

19 Ignoring Use the following procedure to ignore a message. Select Ignore (from the Home page Ribbon, from the Message Ribbon, or from the context menu when you right-click on a message). Select Ignore Conversation to move the message to the Deleted Items bin.

20 Using Quick Steps 1. Select CREATE NEW from the Quick Steps group on the Ribbon. 2. Select the PERMANENTLY DELETE MESSAGE option from the CHOOSE AN ACTION drop down list.

21 Module Four: Creating a New This module addresses creating a new message, including addressing it and creating the body. It also explains how to attach a file and send the message. Quick Tip: You can use the keyboard shortcut Ctrl + N to create a new item based on the current Outlook view. When reading mail, press Ctrl + N to create a new message.

22 Creating an Click the New tool to start a new Mail Message.

23 Addressing an The Address Book list allows you to select from your contacts or contact folders

24 This is how to enter text into the body of the message. Creating the Body

25 Attaching a File Select ATTACH FILE from the INCLUDE group of the MESSAGE tab on the ribbon of a new message. Outlook opens the INSERT FILE window. Choose the file to attach and select OPEN. Outlook includes the file with the message.

26 Sending the Message

27 Module Five: Managing Quick Tip: The new Backstage view includes a new Print interface. Now that you understand the basics of , let s take a look at the tools Outlook provides for organizing and using your messages.

28 Marking an Item as Read or Unread The unread message is boldface, and the envelope next to it is closed, see below: Use one of the following options to mark a message as read or unread. With the message open, the Mark as Unread option is on the Message Tab of the ribbon. This option toggles between unread and read. When you right click on a message, the context menu provides either Mark as Read or Mark as Unread on the menu, depending on the current state of the message you selected.

29 Printing a Message

30 Creating Folders 1. Click on the New Folder tool. Or right click on the Inbox folder of the Navigation pane and select New Folder from the context menu. Outlook displays the Create New Folder window. 2. Enter the Name 3. Highlight the location where you want the folder to be stored. 4. Select OK.

31 Moving Messages to Folders 1. Highlight the message you want to move in the Inbox. 2. Drag it to the desired folder in the Navigation pane.

32 You can access the Move command from the Inbox Ribbon, the Message Ribbon, or the rightclick context menu. Select the folder where you want to move the message from the list.

33 1. When using the Move command, one of the options is Other Folder. Select Other Folder to open the Move Item To dialog box. 2. Highlight the location where you want to move the message. 3. Select OK.

34 Renaming, Moving, and Deleting Folders Use the following procedure to Rename a folder. 1. Right click on the folder in the Navigation Pane. Outlook displays the Context menu. 2. Select Rename Folder from the context menu. Outlook highlights the name. 3. Enter the text for the next name and press Enter.

35 Use the following procedure to move a folder: 1. Highlight the folder in the Navigation pane and drag it to the new location. Use the following procedure to delete the folder. 1. Highlight the folder in the Navigation pane and right click. Outlook displays the context menu. 2. Select Delete Folder from the Context menu. Outlook displays a warning message. Select YES to delete the folder.

36 Module Six: Managing Junk Mail This module will address how to control these features so that you only have to look at the messages you want, and you make sure to see all the messages you want. The death of junk e- mail will come from a social reason,... One of two things will happen: No one will check their boxes, or junkers will know no one is reading their . Either way, the message is not being delivered. Eric Arnum

37 About the Junk Mail Filter Use the following procedure to open the Junk Options window: 1. Select the JUNK tool from the Ribbon. 2. Select JUNK OPTIONS.

38 Enabling Junk Mail Filtering No automatic filtering This level only moves messages from blocked senders to the Junk folder. Low This level moves the most obvious junk to the Junk folder, based on factors like the address or domain of the sender and the time sent. High This level moves more to the Junk folder. It may incorrectly move some legitimate messages as well. Safe Lists Only This level moves every message that is not on your safe senders list to the Junk folder.

39 Modifying Safe and Blocked Senders Lists Use the following procedure to add an e- mail address to the Safe Senders list. 1. Select ADD. Outlook opens the ADD ADDRESS OR DOMAIN window. 2. Enter the address or domain name. 3. Select OK.

40 Marking a Message as Junk or Not Junk Use the following procedure to mark a message as Not Junk: 1. From the Junk Folder, highlight the message that is not junk. 2. Select the Junk tool from the Ribbon and select NOT JUNK. Outlook displays a Mark as Not Junk window. 3. Check the box to add the address to the Safe Senders List. 4. Select OK.

41 Module Seven: Outlook s Organization Tools Outlook includes several tools to help you organize your messages, as well as the other Outlook items we ll discuss in later modules. In this module, we will look at rules, categories, flags, and favorite folders. The trouble with organizing a thing is that pretty soon folks get to paying more attention to the organization than to what they're organized for. Laura Ingalls Wilder

42 Creating a Basic Rule

43 Creating an Advanced Rule 1. Select MANAGE RULES AND ALERTS from the RULES tool on the Ribbon. Outlook opens the Rules and Alerts window. 2. Select New Rule from the top of the Rules tab.

44 Outlook displays the Rules Wizard. 3. Select which rule template to use from either the: Stay Organized Stay Up to Date or Start from a blank rule sections (top section of window). 4. Click the highlighted section(s) to edit the rule details (bottom section of window). For example, using the rule selected in the above illustration, you would: a. First select the people or distribution list link.

45 b. Outlook opens the RULE ADDRESS window, which lists your contacts. c. Highlight a contact and select FROM. d. Select OK. e. Then select the specified link from the bottom section of the Rules Wizard window. f. Outlook opens the Rules and Alerts Choose a Folder window. g. Highlight the folder and select OK.

46 5. When you have selected all of the details for the rule, select Next. 6. Indicate the conditions for when to invoke the rule. Edit the descriptions by clicking the link next to the condition in the Wizard. When you have finished, select Next.

47 8. Indicate the exceptions for when to invoke the rule. Edit the descriptions by clicking the link next to the exception in the Wizard. When you have finished, select Next. 7. Indicate the actions to apply to messages that meet the conditions of the rule. Edit the descriptions by clicking the link next to the action in the Wizard. When you have finished, select Next.

48 9. On the Finish Rule Setup screen, enter a name for the rule. 10. Select the Setup rule options. Turn on this rule is checked by default. To run the rule on any messages in your Inbox, check the box next to Run this rule now on messages already in Inbox. Make sure the rule description is correct. 11. Select FINISH.

49 Using Categories 1. Change the Name. 2. Select the associated Color. 3. Assign a Shortcut Key, if desired. 4. Select Yes.

50 Flagging an Item for Follow-Up Use the following procedure to flag a message for follow up. Right click on the flag icon next to the message you want to flag. Select a flag from the list.

51 Viewing Favorite Folders Expand or collapse the Favorite group by clicking on the arrow next to the heading. Shown below is how to drag an folder from the Personal Folders area to the Favorites group.

52 Module Eight: Searching for Items Outlook provides several tools to help you search for items. You can use standard or customized search folders to collect all messages (or other items) stored across different folders within Outlook. You can also quickly search for items within the current folder using Instant or Advanced Search. In this module, we ll also look at searching for contacts. All of the information is right there in front of you (on the screen). Before you had to search around for it. Bill Elliott

53 Setting Up and Using Search Folders Use the following procedure to set up a custom search: 1.Right-click on the Search Folder in the Navigation pane. 2.Select New Search Folder from the context menu.

54 Outlook displays the New Search Folder window. 3. Select one of the search folder templates in the top section of the window or select Create a Custom Search Folder. 4. Depending on your selection, you may need to enter the criteria in the bottom section of the window. Follow the instructions on the screen, and use the Choose button to open additional windows. 5. Select whether to search the Personal Folders or the Archive Folders. 6. Select OK. Outlook creates the search folder and immediately includes any messages that meet the selected criteria.

55 Using Instant Search 1. Click in the Search field at the top of the folder pane. Outlook highlights the search area, as well as the selected folder on the Navigation pane. 2. Enter the text to include in the search. 3. You can read, reply, delete, or move the items just like from any other folder. 4. Click the X in the Search field to clear the search.

56 Using Advanced Search View the Search tab on the Ribbon. Use the following procedure to search for messages from a certain sender as an example of an advanced search. 1. Select the From tool from the Ribbon. 2. Enter the Sender s name to replace the highlighted text Sender Name.

57 Using Contact Search Use the following procedure to perform a quick search for a contact. 1. Start typing the contact s name in the Search for Contact field in the Find group on the Ribbon. Outlook displays the Choose Contacts dialog box. 2. Highlight the name and select OK. Outlook opens the Contact screen for that contact.

58 Module Nine: An Introduction to the Calendar Outlook provides a calendar to help manage your appointments. In this module, we ll look at creating and editing appointments, as well as managing reminders and changing the view of your calendar. The best thing about the future is that it comes one day at a time. Abraham Lincoln

59 Getting Started Select Calendar in the Navigation Pane to open the Calendar view. Open the Calendar view from the Navigation pane. Notice the Previous and Next arrows in the Calendar pane.

60 Creating an Appointment 1. Open a new appointment either by selecting the New Appointment tool from the Ribbon, or by using Ctrl + N in the Calendar view. You can also use Ctrl + Shift + A from a view other than the Calendar view from the Outlook Home Page. Outlook opens a new appointment.

61 2. Complete the Subject. This information will appear on the calendar view. 3. Enter the location, if applicable. 4. Select the Start and End date. When you click on the down arrow next to the date, a mini-calendar is displayed to help you choose the date. Use the previous and next arrows to change months. Click the date to select it. Or you can simply enter the date.

62 5. Select the Start and End time: when you click on the down arrow next to the time, a list of times in 30 minute increments is displayed to help you choose the time. - Use the scroll bar to scroll down. - Highlight the time to select it. - Or you can simply enter a time. - If the event lasts all day, you can check the ALL DAY EVENT box instead of selecting a time.

63 Select Recurrence from the Options group on the ribbon. Outlook opens the Appointment Recurrence window. Ensure the Appointment (Start, End and duration) times are correct. Select whether the recurrence pattern is daily, weekly, monthly, or yearly. Enter the recurrence information based on the pattern you selected. Enter the Range of recurrence (start and end dates). Select OK. 7. If desired, include text in the body of the appointment. You can also include pictures or attach files using the Insert tab of the ribbon. 8. Select Save & Close from the appointment Ribbon to save the appointment.

64 Changing Your Calendar View Select Day to view the current day s appointments. Use the next or previous arrows to switch days.

65 Select Week to view the current week s appointments. Select Show full week to include the weekend or Show work week to hide the weekend. Use the next or previous arrows to change weeks.

66 Select Month to view the current month s appointments. Use the next or previous arrows to change months.

67 Editing an Appointment Once you have saved an appointment, you can see the details on the calendar. Double-click on the appointment to open it. With the appointment open, you can edit any of the details the same as when originally creating the appointment.

68 Managing Reminders Outlook opens the Reminder window at the time specified when you set up an appointment. Highlight the desired appointment. Then you can either: Select a time increment to receive another reminder. Select Open Item to see the appointment details, including any attachments. Select Dismiss to close the Reminder for that item. If it is the only item in the Reminder window, the window closes.

69 Module Ten: An Introduction to Tasks Outlook can help you stay on top of your To-Do list with tasks. In this module, we ll look at creating and editing tasks, as well as updating task status and changing the view of your tasks. One of the secrets of getting more done is to make a TO DO List every day, keep it visible, and use it as a guide to action as you go through the day. Jean de La Fontaine

70 Getting Started You can show your task list in this bar to keep your to do list visible while you are reading mail. Select Tasks in the Navigation Pane to open the To-Do List. The To-Do List pane can be expanded, collapsed, arranged, and searched in the same ways as the Inbox.

71 Creating a New Task 1. Open a new task either by selecting the New Task tool on the Ribbon, or by pressing Ctrl + N while in the To-Do List view. You can also use Ctrl + Shift + K from a view other than the To-Do List view from the Outlook Home Page. Outlook opens a new task. 2. Complete the Subject. This information will appear on the To- Do bar.

72 Select the Start and Due date. When you click on the down arrow next to the date, a mini-calendar is displayed to help you choose the date. Use the previous and next arrows to change months. Click the date to select it. Or you can simply enter the date. Select the Status. When you click on the down arrow next to the Status, a list of options is displayed to help you choose the status. Highlight the status to select it. If desired, you can set a recurrence pattern. Select Recurrence from the Recurrence group on the Ribbon.

73 Outlook opens the Task Recurrence window. Select whether the recurrence pattern is daily, weekly, monthly, or yearly. Enter the recurrence information based on the pattern you selected. Enter the Range of recurrence (start and end dates). Select OK. If desired, include text in the body of the task. You can also include pictures or attach files using the Insert tab of the ribbon. Select Save & Close from the task Ribbon to save the task.

74 Editing a Task Once you have saved a task, you can see the subject on the To-Do Bar. Double-click on the task to open it. With the task open, you can edit any of the details the same as when originally creating the task.

75 Updating Task Status The status of a task helps you keep track of items that are in-progress and items that are complete. To quickly mark an item complete, simply right-click on the flag next to the task. Select Mark Complete from the Context menu.

76 Basic Task Views Tasks can also be shown in a format more like a spreadsheet, which can be filtered and sorted in a variety of ways. The Change View tool on the Ribbon provides a number of different ways to view tasks.

77 1. Select Detailed from the Change View tool on the Ribbon. 2. Click in the field at the top to add a new task. 3. Enter the Task Subject. Press Tab to go to the next field. 4. Select the Status and press Tab. 5. Select the Due Date and press Tab. 6. Press Tab to skip the Modified field. Outlook uses this field to track tasks that have been modified. 7. Select the Date Completed, if applicable, and press Tab. 8. Press Enter when you have finished entering task details.

78 Module Eleven: An Introduction to Contacts Outlook can help you manage your contacts. Contacts can help simplify sending messages. It is also a great place to store phone numbers and mailing addresses, as well as other information about a contact. Quick Tip: You can add a contact by right clicking on the address when that person sends you an e- mail message.

79 Getting Started Open the Contact view from the Navigation pane by selecting Contacts. The Contacts Pane displays the selected folder of contacts. The letter tabs on the right side of the Contacts pane. These are used to navigate to that letter in the alphabet in a long listing of contacts.

80 Creating a New Contact 1. Create a new contact either by choosing the New Contact tool from the Ribbon, or by using Ctrl + N in the Contact view. You can also use Ctrl + Shift + C from a view other than the Contact view from the Outlook Home Page.

81 Organizing Contacts 1. Right click in the Navigation pane and select New Folder. Outlook displays the Create New Folder window. 2. Enter the Name for the Folder. 3. Highlight the folder where you want to store the new Contacts folder. 4. Select OK.

82 Use the following procedure to create a new group to organize folders. 1. Right Click on the My Contacts group in the Navigation pane and select New Folder Group. Outlook adds a new group. 2. Enter the Name of the new group and press Enter. The arrow to the left of the Group allows you to expand or collapse the group folder.

83 Basic Contact Views Outlook provides a number of different ways to view your contacts. The Current View tool includes a gallery of different view options. Use the Current View gallery in the Ribbon to choose a different view.

84 Module Twelve: Wrapping Up Words from the Wise Send robust messages, taking advantage of text formatting and insertion tools. Outlook s tools can help you filter out the messages you don t want to read. Apply rules to your messages to apply different actions to your messages. Stay organized by creating folders to store your Outlook items. Stay on track with your projects by using flags and tasks. Keep in touch by using Outlook to manage your contacts. Wisdom is knowing what to do next; Skill is knowing how to do it, and Virtue is doing it. David Starr Jordan