Outlook 2010. Mail, Calendar, Contacts, Notes & Tasks. User Guide

User Guide Outlook 2010 Mail, Calendar, Contacts, Notes & Tasks IT Training (818) 677-1700 training@csun.edu www.csun.edu/it/training CSUN IT Training YouTube Channel http://www.youtube.com/user/csuninfotech

Table of Contents Introduction... 1 Managing Your Exchange Mailbox... 1 Best Practice Using Microsoft Outlook Exchange... 1 Determining Mailbox Folder Size... 1 Getting Started... 2 Launching Outlook... 2 Outlook 2010 Window... 3 Navigation Pane... 4 Outlook 2010 Mail Folder... 6 Previewing Mail Messages... 6 Opening Mail Messages... 6 Creating Signatures... 6 Using the Global Address List (GAL)... 8 Creating a Mail Message...10 Adding Mail Attachments...12 Recalling Sent Messages...12 Auto Reply Using the Out of Office Assistant...13 Personal Outlook Address Book...16 Personal Folders in Outlook...18 Creating a Personal Folder (.pst file)...19 Accessing Junk Mail Options...22 Archiving Mail...23 Outlook 2010 Calendar...25 Outlook 2010 Calendar Window...25 Choosing a Calendar View...26 Viewing a Specific Date...26 Sizing the Calendar...26 Creating New Appointments...27 Creating a New Meeting Request...28 Recurring Appointments/Meetings...29 Outlook 2010 Mail, Calendar, Contacts, Notes & Tasks Page i

Assigning Categories...30 Rename &Customize Predefined Categories...32 Adding a New Category...33 Deleting a Category...33 Outlook Calendar Symbols...34 Sharing a Calendar Folder...35 Opening and Viewing a Shared Calendar...35 Modifying Shared Calendar Folder Permissions...36 Outlook 2010 Contacts Folder...38 Creating a New Contact...38 Creating a Secondary Contacts Folder...40 Sharing the Contacts Folder...42 Opening a Shared Contacts Folder...43 Removing Shared Contacts Folder Permissions Owners...44 Outlook 2010 Tasks Folder...45 Creating a New Task...45 Assigning a Task Request...46 Accepting or Declining a Task Request...47 Sharing a Task Folder...48 Opening Shared Tasks Folder...49 Modifying Shared Task Folder Permissions...50 Outlook 2010 Notes Folder...51 Creating a Note...51 Changing a Note s Category...52 Sharing the Notes Folder...53 Open Shared Notes Folder...54 Modifying a Shared Note Folder Permissions...54 Office Outlook Web (OWA)...54 Internet Explorer Security...54 Logging in to Outlook Web Access (OWA)...55 Using the OWA Mail Folder...58 Using the OWA Calendar Folder...59 Using OWA Contacts Folder...60 Outlook 2010 Mail, Calendar, Contacts, Notes & Tasks Page ii

Using OWA Tasks Folder...60 Outlook 2010 Folder Permission Levels...61 Training and Support...62 IT Training...62 Outlook 2010 Mail, Calendar, Contacts, Notes & Tasks Page iii

INTRODUCTION Microsoft Outlook is the official email and calendaring program for staff and faculty. There are many helpful features in Outlook Exchange 2010. This document covers the basic concepts of using the program and focuses on using Mail, Calendar, Contacts, Notes and Task Folders of Outlook 2010 Exchange to organize your workday. This includes creating items within the different folders of Outlook, sharing folders and assigning permissions for shared folders. MANAGING YOUR EXCHANGE MAILBOX Managing your mailbox is very important to help maximize campus resources and to ensure that the mailbox containing the Mail, Calendars, Contacts, Tasks and Notes Folders, does not exceed the 500mb quota limit. The Mail folder should be monitored daily as email, voice mail messages and attachments often use large amounts of space. Best Practice Using Microsoft Outlook Exchange Following best practices will help you: o Organize your mailbox by using a system that is meaningful to you o Move items from your Inbox to your organized folders DAILY o Empty Deleted Items and Junk E-Mail folders DAILY The items in the Mail, Calendar, Contacts, Tasks and Notes folders contribute to the 500mb quota provided with the Exchange Mailbox. Local folders that you set up are located on your hard drive and are not available via Outlook Web Access. Determining Mailbox Folder Size 1. To determine the space used in a mailbox, right-click the desired mailbox and select the Data File Properties option. Figure 1. Figure 1 Mailbox Shortcut Outlook 2010 Mail, Calendar, Contacts, Notes & Tasks Page 1

2. Select the Folder Size button. 3. The Folder Size window displays Total Size (including subfolders) and subfolder breakdown. Figure 2. Figure 2 Folder Size Window GETTING STARTED Launching Outlook 1. Select the Start button on the Taskbar at the bottom left corner of your Windows screen. 2. Select All Programs. 3. Select Microsoft Office. 4. Select Microsoft Outlook 2010. 5. Select the Mailbox Your Name to display the Mailbox Your Name Outlook Today window. Figure 1. Outlook 2010 Mail, Calendar, Contacts, Notes & Tasks Page 2

Figure 1 Microsoft Outlook Outlook Today View Outlook 2010 Window The Outlook window for the Mail, Calendar, Contacts, Tasks and Notes folders are similar in that they contain the Standard Toolbar, a Navigation Pane, and a Viewing Window. Each window provides different viewing options specific to the folder. Below is the Mail Folder - Inbox display window (see Figure 2) along with a close-up of The Ribbon and Tab options. Figure 3. Figure 2 Inbox Microsoft Outlook 2010 Outlook 2010 Mail, Calendar, Contacts, Notes & Tasks Page 3

1. The Ribbon Tools for use with Outlook 2010. The Ribbon is new to Outlook 2010. 2. Navigation Pane Shortcuts to Folder List and Outlook folders. 3. Viewing Pane Displays the contents of the selected folder. 4. Reading Pane Displays the contents of the selected item without opening a separate window. Figure 3 - The Ribbon NOTE: One major change for Outlook 2010 from Outlook 2007 is that the Microsoft Office button has been replaced by a File tab. Although different in look, the function of the tab is the same as the button. If you were using versions previous to 2007, this tab has the functions normally found in the File menu on the old style toolbar. Navigation Pane The Navigation Pane, located on the left side of the Outlook window, provides shortcut access to the folders in your mailbox. Selecting a folder displays its contents in the window above. Figure 3 displays the Mail folder. Outlook 2010 Mail, Calendar, Contacts, Notes & Tasks Page 4

Figure 3 Navigation Pane 1. Mail Folder: Mail is composed, sent, received and read. 2. Calendar Folder: Appointments and meetings are created and viewed. 3. Contacts Folder: Contains contact information not available in the Global Address List. 4. Tasks Folder: Tasks are created, sorted, tracked and assigned. 5. Notes Folder: Electronic post-able notes are created and viewed 6. Folder List: Displays the folder structure in a hierarchical format. 7. Shortcuts: Area to create and view additional shortcuts. Outlook 2010 Mail, Calendar, Contacts, Notes & Tasks Page 5

OUTLOOK 2010 MAIL FOLDER The Outlook 2010 Mail Folder contains the mail subfolders used to assist the user in organizing the contents of the Inbox. In addition to the Inbox and the default provision of subfolders, users can create additional subfolders for organizing email. The Deleted Items and the Junk E-mail folders should be emptied on a daily basis. Previewing Mail Messages 1. To preview a message, select the View tab. 2. Select the Reading Pane button; select the Right or Bottom option to place the preview to the right of bottom of the screen. Figure 1. 3. Highlight the message to preview. 4. Content displays in the Reading Pane. Figure 1 Reading Pane Selection Opening Mail Messages 1. To open a message in a separate window, double-click the message. 2. To close the message, select the Close icon in the upper-right corner of the message window. Creating Signatures Custom signatures display name, contact information or general information to the body of an email. You can create multiple signatures for different uses. To create a signature line: 1. From the File tab, select Options. The Outlook Options window displays. Figure 2. Outlook 2010 Mail, Calendar, Contacts, Notes & Tasks Page 6

Figure 2 Outlook Options Signature 2. From the left hand navigation pane, select Mail. 3. Select the Signatures button from Create or Modify signatures for messages line. The Signatures and Stationary window displays. Figure 2b. Figure 2b Signatures and Stationary Window 4. Select the New button. 5. In the New Signature dialog box,, enter the name for the new signature. Outlook 2010 Mail, Calendar, Contacts, Notes & Tasks Page 7

6. Select the OK button. The name now appears in the Select signature to edit box in the upper left corner. 7. In the Edit signature field, enter the text that you want to include in the signature. Use the format toolbar to format your signature. 8. To add elements besides text, place the cursor where you want the element to appear, click or select, and then do any of the following: Figure 3 Signature Elements (from MS.com) 9. To include your signature in all new messages, under the Choose default signature category select the down arrow in the New messages field and select the signature to include. 10. Select OK to complete the signature. Inserting a Signature Manually If you have created multiple signatures and want to choose a signature to go with your email, you can insert the selected signature when you open a new message. To do this: 1. In a new message, from the Message tab, in the Include group, select Signature. 2. Select the applicable signature name. NOTE: To remove a signature from a message, select the signature in the message body, and then select the Delete key on your keyboard. Using the Global Address List (GAL) What is the Global Address List (GAL)? The GAL is a list of CSUN Exchange users that is globally accessible by all Exchange users. The GAL is listed in the Address Book field when a new message window opens. 1. With a new message window open, on the Message tab, in the Names group, select Address Book. Outlook 2010 Mail, Calendar, Contacts, Notes & Tasks Page 8

Figure 5 Address Book 2. The Select Names: Global Address List window displays (Figure 6) where you can enter a name in the search field to find the person you are looking for. Figure 6 Global Address List 3. Select the name in the Name field and then select the To, CC, or Bcc button to include the selected name in the appropriate distribution. Information Technology can set up distribution groups (groups of email addresses) by department or project to improve productivity and communication. Users can also create their own distribution groups from the Contacts tab within Outlook.. Restrictions can be placed on distribution groups so only certain users are allowed to send to it. To view the members of a distribution group, right-click a group list, and select Properties. The Properties window displays the members. Outlook 2010 Mail, Calendar, Contacts, Notes & Tasks Page 9

Creating a Mail Message 1. From the Home tab, select the New E-mail command icon.figure 7. Figure 7 New E-mail Button 2. The Untitled Message (HTML) window displays. Figure 8. Figure 8 New Untitled Message (HTML) Window 3. In the message window, select the To or Cc button to add names from the GAL or other contact list. Separate names with a semi-colon. 4. In the Select Names: Global Address List window, enter and search for a name. Names are typically listed last name, first. 5. Once found, select the To - >, Cc - >, or Bcc - > button to place the address in the proper location. Figure 9. Outlook 2010 Mail, Calendar, Contacts, Notes & Tasks Page 10

Figure 9 Select Names: Global Address Window 6. Once all the email recipients are added, select the OK button.. 7. In the message body, enter your message. 8. Select the Send button to send the message. Figure 10. Figure 10 Send Button Outlook 2010 Mail, Calendar, Contacts, Notes & Tasks Page 11

Adding Mail Attachments 1. On the Message tab, in the Include group, select Attach File to add documents, spreadsheets, photos, etc. or, to attach an Outlook item such as a Business Card, Calendar or Outlook Item, select Attach Item. 2. Locate and select the file to attach. 3. Select Insert. 4. Complete the message and select the Send button. Figure 11 Message w/attachment Recalling Sent Messages There may be times where you send an email message and want to retrieve it. Exchange 2010 has an option to recall messages. However, there are several caveats: The recipient must be an Outlook Exchange user. Message must be unread. Copy of message may be saved on e-mail server. To Recall a Message: 1. Select the Sent Items folder. 2. Open the message you wish to recall. 3. With the message open, select Actions > Recall This Message. Figure 12. Outlook 2010 Mail, Calendar, Contacts, Notes & Tasks Page 12

Figure 12 Actions 4. Choose to either Delete unread copies of this message or Delete unread copies and replace with a new message. 5. Check or uncheck the Tell me if recall succeeds or fails for each recipient box as desired, Figure 13. Figure 13 Recall This Message Options 6. Select the OK button. 7. If you choose to replace the email, enter your new message and select Send. Auto Reply Using the Out of Office Assistant 1. From the File tab, select Automatic Replies. Figure 14. Outlook 2010 Mail, Calendar, Contacts, Notes & Tasks Page 13

Figure14 File > Automatic Replies Option 2. In the Automatic Replies window, Do not send automatic replies is the default setting. Figure 15. Figure 15 Automatic Replies Window #1 3. To send and automatic reply while you are away, select the Send automatic replies check box and then select the Only send during this time range: check box 4. The Start time: and End time: fields activate and allow you to specify the Start and End dates and times for your automatic reply. Figure 16. Outlook 2010 Mail, Calendar, Contacts, Notes & Tasks Page 14

Figure 16 Out of Office Assistant Activated 5. Automatically reply once for each sender with the following messages: allows you to create a response for incoming messages received from the following: a. Inside My Organization. Figure 17. Figure 17 Inside My Organization b. Outside My Organization. Figure 18. On the Outside My Organization (On) tab, select the Auto-reply to people outside of my organization check box, AND select My Contacts only (recommended) (Figure 18). Select OK to complete the change. Outlook 2010 Mail, Calendar, Contacts, Notes & Tasks Page 15

Figure 18 Outside My Organization Personal Outlook Address Book The Global Address List (GAL) is routinely updated based on University information. Users can create a personal Outlook address book to save information not available in the GAL. To create a personal address book: 1. In the Navigation Pane, right-click Mailbox your name and, select New Folder. Figure 19. Figure 19 New Folder Creating a Personal Address Book Outlook 2010 Mail, Calendar, Contacts, Notes & Tasks Page 16

2. The Create New Folder window displays. 3. In the Name field, enter the name for the folder. 4. From the Folder contains dropdown list, select Contact Items. 5. In the Select where to place the folder box, select where you want the folder located. Selecting Mailbox YOUR NAME makes the folder available when using OWA (webmail). Figure 20 Create New Folder 6. Select OK. 7. Find the folder in your mailbox. Double-click to open it. Follow to the instruction to add a new contact. Outlook 2010 Mail, Calendar, Contacts, Notes & Tasks Page 17

8. The new personal address book will be available in the Address Book section. Figure 21. Figure 21 Address Book Personal Folders in Outlook Personal folders provide many benefits such as: o Allowing you to create back-up copies of your folders on your hard drive. o Enabling you to move items to your hard drive to avoid exceeding your disk quota on the CSUN Exchange server. Choose which type of Personal Folder is right for you o Create a Personal Folder to transfer individual e-mail messages onto your local hard drive. o Create a Personal Folder to make a copy of your entire email account including messages, contacts, and calendar events. Saving individual items into a Personal Folder o Personal folders are stored locally; on your hard drive o Available only when using a specific computer o Not available when using OWA o Is no longer part of the Exchange environment; backups are recommended. Outlook 2010 Mail, Calendar, Contacts, Notes & Tasks Page 18

Creating a Personal Folder (.pst file) 1. Select the File tab. 2. Select the Account Settings button, and then Account Settings. Figure 22. Figure 22 Account Settings 3. The Account Settings window displays. 4. Under the Data File tab, select the Add button. Figure 23. Figure 25 Account Settings Window 5. The New Outlook Data File window displays. Figure 26. 6. Select Outlook data file (.pst) from the Types of storage list. 7. Select the OK button. Outlook 2010 Mail, Calendar, Contacts, Notes & Tasks Page 19

Figure 26 Types of storage 8. The Create or Open Outlook Data File window displays. Figure 27. Figure 27 Create or Open Outlook Data File Window 9. Select the location for the folder in the Save in field. 10. Type a descriptive name for your personal folder in the File name field. The name appears in the Navigation Pane. 11. Save as type should be Outlook Data File. 12. Select the OK button to complete the process. 13. The new personal folder appears in the Account Settings window. Figure 28. Outlook 2010 Mail, Calendar, Contacts, Notes & Tasks Page 20

Figure 28 Account Settings Window 14. Select the Close button. 15. The new personal folder appears in your list of Outlook folders in the Navigation Pane (Figure 29). Figure 29 New Personal Folder in the Navigation Pane 16. To add messages to the new folder, drag and drop messages into the folder. Outlook 2010 Mail, Calendar, Contacts, Notes & Tasks Page 21

Accessing Junk Mail Options The Junk E-mail Options work in conjunction with other filtering features to prevent delivery of unwanted mail messages. It uses updated spam lists to evaluate if a message should be treated as junk mail based on the following: By default, the filter is set to Low to catch the most obvious junk e-mail. Any message that is caught is moved to the Junk E-mail folder. Filtering is based on the content of the message in general and uses analysis of the structure of the message to determine the probability that it is junk e-mail. Uses the Safe Senders List so mail from known senders is not treated as junk e-mail. Users in the Contacts Folders are automatically trusted by default; messages from people in your Contacts folder will not be considered as junk e-mail. Addresses in the Blocked Senders List blocks specific e-mail addresses or domain names. Messages from within your organization are not treated as junk e-mail regardless of the content of the message. To access additional Junk E-mail Options: 1. From the Home menu, select Junk. 2. Select Junk E-Mail Options... Figure 30. 3. The Junk E-mail Options window displays. Figure 30 Junk E-Mail Options 4. Select the additional options for junk e-mail protection. 5. Select the OK button. Outlook 2010 Mail, Calendar, Contacts, Notes & Tasks Page 22

Figure 31 Junk E-Mail Options Window Archiving Mail 1. Select the File tab. 2. Select Cleanup Tools. 3. Select Archive. Figure 32. Outlook 2010 Mail, Calendar, Contacts, Notes & Tasks Page 23

Figure 32 Navigation 4. Select the Archive this folder and all subfolders option, and select the folder you want to archive. Any subfolder of the folder you select is included in this manual archive. 5. Enter a date under Archive items older than option. Figure 33 Archive Window Outlook 2010 Mail, Calendar, Contacts, Notes & Tasks Page 24

6. To select a location other than the default file or location, under Archive file, select Browse to specify a new file or location. Browse to find the file that you want, or enter the file name, then select the OK button. The destination file location appears in the Archive file box. 7. Select the Include items with Do not AutoArchive checked check box to include any items that might be individually marked to excludefrom automatic archiving. This option does not remove that exclusion from these items, but instead ignores the Do not AutoArchive check box for this archive only. Turning Archive Off Outlook has a manual archive option. To turn of the AutoArchive, follow the steps below: 1. Select the File tab. 2. Select Options. 3. On the Advanced tab, under AutoArchive, select AutoArchive Settings. 4. Deselect the Run AutoArchive every Xdays check box. OUTLOOK 2010 CALENDAR Outlook 2010 Calendar Window The Outlook 2010 Calendar Folder provides easy viewing of appointments, meetings and shared calendars. In addition, it provides easy access links to the Date Navigator, the Share My Calendars link, the Open a Shared Calendar link and to the Day, Week, Month viewing selections. Figure 1. Figure 1 Outlook 2010 Calendar Window Outlook 2010 Mail, Calendar, Contacts, Notes & Tasks Page 25

Choosing a Calendar View There are five different ways to view the calendar, making it easy to find and view availability, appointments and meetings. The options are: Day - Shows the events for one particular day. Work Week Only shows days in the work week. Week To select work week or full week, click Tools Options Calendar Options Month Shows the month view. Schedule View Useful when trying to view multiple calendars to schedule a meeting. Figure 2 Calendar Views Viewing a Specific Date 1. To view a specific date, select the date in the Date Navigator, located at the upper left of the window. Figure 3. 2. To move forward or back from the current month select the Left or Right arrow located on either side of Date Navigator month. Figure 3 Date Navigator Sizing the Calendar 1. Point the mouse to the right or left border of the calendar. 2. Select and hold the mouse button, drag and move the border as desired. Outlook 2010 Mail, Calendar, Contacts, Notes & Tasks Page 26

Creating New Appointments 1. Select the New Appointment icon on the toolbar. Figure 4. 2. The Untitled - Appointment window displays. Figure 5. Figure 4 New Appointment Figure 5 Appointment Window 3. Enter the Subject, Location,Start/End times. 4. Select the Reminder dropdown arrow to select a reminder time. 5. In the Text box, enter any pertinent information for the appointment. 6. Select Save & Close to add the appointment on the calendar. Outlook 2010 Mail, Calendar, Contacts, Notes & Tasks Page 27

Creating a New Meeting Request 1. Select New Meeting - New Meeting. Figure 6. Figure 6 New Meeting 2. The Untitled-Meeting window displays. Figure 7. Figure 7 Untitled - Meeting Window 3. Select the To button to view the Global Address List (GAL). 4. Using the GAL, select the desired recipients. 5. Select Required or Optional to add people, or select Resources to add a room or a piece of equipment. 6. Select the OK button. 7. Populate the Subject, Location, Start Time, End Time, and Reminder fields. Note important info in the message area. 8. To verify attendee availability, select the Scheduling Assistant button. Figure 8. Outlook 2010 Mail, Calendar, Contacts, Notes & Tasks Page 28

Figure 8 Scheduling Assistant 9. The Scheduling Assistant window displays, showing the availability of invited attendees based on the Show As option entered for each attendee. 10. Select a time when all the invitees are available, or scroll the Suggested Times: section to view attendee availability. 11. Select the Appointment button to return to the Meeting Request display window. 12. Select the Send button to send the meeting request. Recurring Appointments/Meetings 1. In the Options group, select Recurrence. Figure 9. Figure 9 Recurrence Button 2. In the Appointment Recurrence window, under Recurrence pattern, select the appropriate pattern. Figure 10. Outlook 2010 Mail, Calendar, Contacts, Notes & Tasks Page 29

Figure 10 Appointment Recurrence Window 3. Under Range of recurrence, select the appropriate range. 4. When finished, select the OK button. Assigning Categories For additional organization within Outlook 2010, use the labels and color coded Categories to help with quick visual organization of items. Calendar items, emails, contacts, tasks and notes can be categorized within Outlook. The example below categorizes an appointment within Outlook. 1. Create or select an existing appointment. From the Appointment tab, select the Categorize button. Figure 11. Figure 11 Categorize Button 2. From the Categorize dropdown menu, double-click to assign one or more categories. Figure 12. Categories can be customized with labels and additional colors. See the sections below for instructions. Outlook 2010 Mail, Calendar, Contacts, Notes & Tasks Page 30

Figure 12 Categorize Options 3. The appointment reflects the number of categories selected. Figure 13. Figure 13 Appointment with Two Categories Selected 4. To assign categories to an existing appointment, right-click the item, select Categorize and highlight the desired categories from the context menu. Figure 14. Outlook 2010 Mail, Calendar, Contacts, Notes & Tasks Page 31

Figure 14 Changing an Existing Appointment Category Rename &Customize Predefined Categories 1. From the Calendar, select an item to apply a category for organizing. 2. Select the Categorize button. 3. Select All Categories. 4. In the Color Categories display window, select the Category to rename, select Rename. Figure 15. 5. Type the new name 6. Select the OK button. Outlook 2010 Mail, Calendar, Contacts, Notes & Tasks Page 32

Figure 15 Color Categories Window Adding a New Category 1. From the Color Categories Select New. 2. In the Name field, enter a category name. 3. Select a Color & Shortcut Key. 4. Select the OK button. Figure 16. Figure 16 Add New Category Window Deleting a Category 1. From the Color Categories window, select the category to delete. 2. Select Delete. NOTE: Deleting a category will not delete it from any existing appointments which use that category. Outlook 2010 Mail, Calendar, Contacts, Notes & Tasks Page 33

Outlook Calendar Symbols In the Outlook calendar, symbols represent some of the features associated with meetings or appointments. The following table describes the symbols. Figure 17 Calendar Symbols Outlook 2010 Mail, Calendar, Contacts, Notes & Tasks Page 34

Sharing a Calendar Folder Outlook Exchange allows users to share their Calendar Folder with other Exchange users and provides several permission level options that can be assigned to individuals they have shared their calendars with. To share your calendar with another Exchange user: 1. On the Home tab, in the Share group, select Share Calendar. 2. Once the Sharing Invitation displays, in the To field, enter the users name. 3. Enter or select any other options that you want, just as if you were sending an e-mail message. The recipient receives an e-mail notification that you have shared your calendar. You can also request that the recipient share his or her Exchange Calendar. NOTE: If you want to share a calendar that you created that is not your default Calendar, in the Navigation Pane, right-click the calendar name, and then click Share calendar name. Opening and Viewing a Shared Calendar Up to 30 calendars can be viewed side-by-side in the Calendar viewing pane. Shared calendars must be opened before they can be viewed. 1. In the Navigation Pane, select the checkbox next to the calendar viewed. Figure 18. Figure 18 Navigation Pane Outlook 2010 Mail, Calendar, Contacts, Notes & Tasks Page 35

2. The calendars display in the viewing pane. Figure 19. Figure 19 Viewing Pane Modifying Shared Calendar Folder Permissions 1. Right-click the Calendar Folder to access its permissions. 2. Select Properties. Figure 20. Figure 20 Calendar Properties Outlook 2010 Mail, Calendar, Contacts, Notes & Tasks Page 36

3. In the Calendar Properties window, select the Permissions tab. Figure 21. Figure 21 Calendar Permissions 4. Select the name of the individual whose permissions you want to modify. 5. Modify the Permissions section as needed. 6. Select the OK button to save the changes. Outlook 2010 Mail, Calendar, Contacts, Notes & Tasks Page 37

OUTLOOK 2010 CONTACTS FOLDER The Contacts Folder is the address book containing information for people and businesses that are not CSUN Exchange users. The Contacts Folder provides for multiple email addresses, telephone numbers, addresses, etc. Figure 1. Figure 1 Contacts Folder Creating a New Contact 1. Select Contacts from the Navigation Pane. 2. Select the New Contact button. Figure 2. Outlook 2010 Mail, Calendar, Contacts, Notes & Tasks Page 38

Figure 2 New Contact Button 3. The Untitled Contact window displays. Figure 3. Figure 3 Untitled Contact Window 3. Enter additional information in the Picture box, the Business Card section and the Notes section. 4. Select the Save and Close button. 5. From the New contact display window, under the Contacts tab, Communicate group, there are several communications icons available; E-Mail, Meeting, etc. Figure 4. NOTE: While the GAL does not impact user quota, information added to the Contacts folder Outlook 2010 Mail, Calendar, Contacts, Notes & Tasks Page 39

will. It is recommended that only pertinent data be included. Figure 4 New Contact > Communicate Group Creating a Secondary Contacts Folder 1. From the Navigation Pane, select Contacts. Figure 5. 2. Under My Contacts right-click Contacts. 3. From the submenu select the New Folder option. Figure 5 Create Secondary Contacts Folder Outlook 2010 Mail, Calendar, Contacts, Notes & Tasks Page 40

4. The Create New Folder window displays. Figure 6. Figure 6 Create New Folder Window 5. In the Name: field, enter a name for the new contact folder. 6. In the Folder contains: field select Contact Items. 7. In the Select where to place the folder: choose where you would like the folder displayed. 8. Select the OK button. 9. Verify that the folder appears in the correct place. Figure 7. Figure 7 New Secondary Contact Folder Outlook 2010 Mail, Calendar, Contacts, Notes & Tasks Page 41

Sharing the Contacts Folder 1. From the Navigation Pane, right-click the Contacts folder you want to share. 2. Select Share - Share Contacts. Figure 8. Figure 8 Share Contacts 3. In the To field of the Sharing Invitation, select the addresses you want to send the share invite to. 4. Enter the appropriate message to the individual. 5. Select the Send button to send the invitation. 6. Select Yes to Share this My Contacts contacts folder with. 7. Select OK to the Your My Contacts contacts folder has been shared message. Outlook 2010 Mail, Calendar, Contacts, Notes & Tasks Page 42

Opening a Shared Contacts Folder 1. The user receives an email notification that someone has shared their Contacts folder with them. Figure 9 Invite Notification in Inbox 2. Open the email notification and select Open this Contacts folder. 3. The folder appears in the Contacts Folder Navigation Pane under the heading of My Contacts. Figure 10. Figure 10 Navigation Pane Outlook 2010 Mail, Calendar, Contacts, Notes & Tasks Page 43

Removing Shared Contacts Folder Permissions Owners 1. Select the Contacts Folder. 2. Right-click the folder you want to modify permissions and select Change Sharing Permissions Figure 11. Figure 11 Shared Contact Change Sharing Permissions 3. Under the Permissions tab, in the Folder Properties window, select the name to remove sharing permissions from. Figure 12. Figure 12 Contact Folder Properties 4. Select Remove. 5. Select OK to complete the process. Outlook 2010 Mail, Calendar, Contacts, Notes & Tasks Page 44

NOTE: Shared permissions can be temporarily suspended by changing the individual permissions to None. This allows you to reinstate permissions easier and faster. OUTLOOK 2010 TASKS FOLDER A task is a personal or work-related item you want to track through completion. A task can occur once or repeatedly. A recurring task can repeat at regular intervals or repeat until the date you mark the task complete. For example, sending status reports on the last Friday of every month, or performing a manual archive on month after the last archive. Creating a New Task 1. In the Navigation Pane, select Tasks. 2. Select the New Task button. Figure 1. Figure 1 New Task Button Outlook 2010 Mail, Calendar, Contacts, Notes & Tasks Page 45

3. The Untitled Task window displays. 4. Enter Subject, Start date, Due date, Status & Priority for the task. 5. Enter the appropriate task notes in the note area. 6. Select the Save and Close button. Assigning a Task Request 1. In the Navigation Pane select New Items. 2. Select Task Request (Figure 2) Figure 2 Task Request 3. The Untitled Task window displays. 4. In the To field, select a name from the GAL (Global Address List). (Figure 3. Figure 3 New Task Window Outlook 2010 Mail, Calendar, Contacts, Notes & Tasks Page 46

5. In the body of the task, enter instructions or information about the task. 6. To track the task, select or clear the Keep an updated copy of this task on my task list check box and the Send me a status report when this task is complete check box. 7. Select the Send button to assign the task. 8. The recipient receives a task email. Figure 4. Figure 4 Task Email Notification Accepting or Declining a Task Request 1. Open the Task Request email. 2. Select the Accept or Decline button. 3. The Accepting Task window displays. 4. Select either Edit the response before sending (enter your comment in the message, and then select Send), or Send the response now. Figure 5. 5. Select the OK button. Figure 5 Accepting Task Window Outlook 2010 Mail, Calendar, Contacts, Notes & Tasks Page 47

Sharing a Task Folder 1. Select the Tasks button in the Navigation Pane. 2. Under My Tasks, right-click the Tasks. 3. Select Share - Share Tasks. Figure 6. Figure 6 Share Tasks Menu Outlook 2010 Mail, Calendar, Contacts, Notes & Tasks Page 48

4. The Sharing Invitation window displays. Figure 7. Figure 7 Sharing Invitation Window 5. Enter the name in the To field or select the To field to display the Select Names: Global Address List window. 6. Check the Allow recipient to view your Tasks folder box. 7. Select Send. 8. Select the Yes button. Figure 8. Figure 8 Verify Share Task Message Opening Shared Tasks Folder 1. Select the Tasks button in the Navigation Pane. 2. Select Open Shared Tasks. 3. Select the Name button and select the person's name from the address book. 4. Select the OK button. 5. Select the appropriate Task Folder under Other Tasks. Outlook 2010 Mail, Calendar, Contacts, Notes & Tasks Page 49

Modifying Shared Task Folder Permissions 1. To set the permissions for a shared task folder, right-click the Tasks option. 2. Select Share - Folder Permissions. Figure 9 Folder Permissions 3. The Task Properties window displays. Figure 10. From the Task Properties window, on the Permissions tab, in the Name section, select the name to change Sharing permissions. Figure 10 Task Properties Outlook 2010 Mail, Calendar, Contacts, Notes & Tasks Page 50

4. In the Permission Level field use the dropdown arrow to select the appropriate permissions. 5. Select the OK button. OUTLOOK 2010 NOTES FOLDER Notes are the electronic equivalent of the paper sticky notes. Use Notes to jot down questions, ideas, reminders, and anything you would write on note paper. You can leave Notes open on the screen while you work. This is especially convenient when you're using Notes for storing bits of information you may need later, such as directions or text you want to reuse in other items or documents. Creating a Note 1. In the Navigation Pane, select Notes. 2. Select New Notes. Figure 1 New Notes Outlook 2010 Mail, Calendar, Contacts, Notes & Tasks Page 51

3. The note displays. Enter the text for the note. 4. To close the note, select the X in the upper-right corner of the Note window and then select Close. 5. The note displays on the desktop. NOTE: You can leave the note open while you work, however once Outlook closes, the notes close until Outlook is reopened. When you change the note, the changes are saved automatically. Changing a Note s Category 1. Right-click the note. 2. Select Categorize. Figure 2. 3. Select a new category for the available options. 4. The note displays the category change. Figure 2 Changing the Category Figure 3 Note with Category Outlook 2010 Mail, Calendar, Contacts, Notes & Tasks Page 52

Sharing the Notes Folder 1. Select Notes from the Navigation Pane. 2. Right-click the Notes folder. 3. Select Share Notes. Figure 4 Sharing a Note 4. In the Sharing Invitation, select the To field. 5. The Global Address List displays. 6. Enter the name of the person you want to share your notes with. 7. Select Allow recipient to view your Notes folder. 8. Select the Send button. 9. Select Yes to Share this Notes folder with Selected Name. Outlook 2010 Mail, Calendar, Contacts, Notes & Tasks Page 53

Open Shared Notes Folder 1. Select Notes from the Navigation Pane. 2. Select Open Shared Notes. 3. Select the Name button and select the name of the person who allowed you to see his/her notes. 4. Select the OK button. Modifying a Shared Note Folder Permissions 1. To set permissions for a shared note, under Notes, right-click the Notes folder. 2. Select Share Permissions. 3. The Notes Properties window displays. 4. Under the Permissions tab, in the Name section, select the name to change sharing permissions. 5. In the Permission Level field, use the dropdown arrow to select the appropriate permissions. 6. Select the OK button. OFFICE OUTLOOK WEB (OWA) Outlook Web Access (OWA) is used to access your Outlook Exchange mailbox from any Webenabled computer using a Web browser. Not all Outlook functionality is available using OWA, but the majority of functions are there. The recommended browser for accessing OWA is Internet Explorer. Using this browser ensures that you will have access to all of the features that OWA offers. Adding the CSUN website to your list of trusted websites, allows access to OWA from your browser. Internet Explorer Security 1. From Internet Explorer select the Tools menu followed by Internet Options. Select the Security tab. 2. Select Trusted Sites. 3. Select the Sites button. 4. The Internet Options window displays. Figure 1. Outlook 2010 Mail, Calendar, Contacts, Notes & Tasks Page 54

Figure 1 Internet Options- Trusted Sites 5. Enter the CSUN URL https://www.csun.edu in the Add this website to the zone field. 6. Select the Add button. 7. Select the Close button. LOGGING IN TO OUTLOOK WEB ACCESS (OWA) 1. From the CSUN home page located at: http://www.csun.edu 2. Select mynorthridge Portal. Figure 1. Outlook 2010 Mail, Calendar, Contacts, Notes & Tasks Page 55

Figure 1 mynorthridge Portal 3. Select the CSUN Faculty & Staff Email button. Figure 2 CSUN Faculty & Staff Email Button 4. The Office Outlook Web Access login window displays. Figure 3. Outlook 2010 Mail, Calendar, Contacts, Notes & Tasks Page 56

Figure 3 OWA Login Screen 5. In the Security section, make the appropriate selection. 6. Complete the User name and Password fields (use the same information you would use to access the CSUN Portal). 7. Select the Log On button. 8. The Office Outlook Web Access window displays. Figure 4. Figure 4 OWA Window Outlook 2010 Mail, Calendar, Contacts, Notes & Tasks Page 57

Using the OWA Mail Folder The OWA mail window looks and functions similar to the Outlook 2010 client. Notice that the Calendar, Tasks, Notes shortcuts look the same as the Outlook Client. 1. To create a new message, select the New button on the OWA toolbar. 2. The Untitled Message window displays. Figure 5. Figure 5 Untitled Message Window 3. Select the To button to access the address book. The Global Address List (GAL) is the default address list. 4. The default Global Address List is selected. 5. Enter a name in the Search field and select the Search icon. 6. Select the name and then select the To:, Cc: or Bcc: field to add the name. 7. Select the OK button. 8. The Untitled Message window displays with the names selected. 9. Complete the Subject line and text portion of the email. 10. To attach a file, select the Attach File icon. 11. The Attach Files Webpage Dialog window displays. 12. Select the Browse button. 13. The Choose File window displays. 14. Select the appropriate file. 15. Select the Attach button to attach the file to the email. Outlook 2010 Mail, Calendar, Contacts, Notes & Tasks Page 58

Using the OWA Calendar Folder The OWA Calendar Folder has several identical options as the Outlook 2010 client calendar. You can view and create appointments and meetings as well as utilize the scheduling assistant options the same way when using the client. 1. In the Navigation Pane, select Calendar to display the OWA calendar. Figure 6. Figure 6 OWA Calendar Window 2. The Calendar toolbar provides the same options available in the client. Figure 7. Figure 7 OWA Calendar Toolbar Outlook 2010 Mail, Calendar, Contacts, Notes & Tasks Page 59

Using OWA Contacts Folder The OWA Contacts toolbar (Figure 8) allows you to access your Contacts list to view, add and modify contacts. If you save your contacts in a Personal Address Book and not in Contacts, you will not be able to view them using OWA. These are saved to your C: drive of your computer and not the server. To print contact information the contact must be opened. To open a contact, double-click the contact name. Figure 8 OWA Contacts Toolbar Using OWA Tasks Folder The OWA Tasks Folder provides access to your Outlook Tasks folder. In the OWA version of the Tasks folder you can only assign a task to yourself and view any other tasks already created. Figure 9. Outlook 2010 Mail, Calendar, Contacts, Notes & Tasks Page 60

Figure 9 OWA Task Toolbar OUTLOOK 2010 FOLDER PERMISSION LEVELS These are the permission levels available in OWA. **Does not apply to delegates NOTE: With Author or Editor permissions, a delegate has send-on-behalf-of permission. Sent messages contain both the manager's and delegate's names. Message recipients see the manager's name in the Sent On Behalf Of box and the delegate's name in the From box. Outlook 2010 Mail, Calendar, Contacts, Notes & Tasks Page 61

TRAINING AND SUPPORT IT Training Contact Us: IT Training & Development Phone: (818) 677-1700 or x1700 (on campus) Email: training@csun.edu Troubleshooting and Support If you experience problems getting started with Office 2010, contact the Help Center at x1400 or helpcenter@csun.edu. Outlook 2010 Mail, Calendar, Contacts, Notes & Tasks Page 62

IT s technology training guides are the property of California State University, Northridge. They are intended for non-profit educational use only. Please do not use this material without citing the source Outlook 2010 Mail, Calendar, Contacts, Notes & Tasks 12/21/10