MICROSOFT OUTLOOK 2010 READ, ORGANIZE, SEND AND RESPONSE E-MAILS Last Edited: 2012-07-09 1
Read Emails... 4 Find the inbox... 4 Change new incoming e-mail notification options... 5 Read email... 6 Change the view of the Reading Pane... 7 Organize Emails... 7 Change the sort order of e-mail message list... 7 Mark incoming messages as read or unread... 8 Categorize incoming email message... 9 Rename a category... 10 Place an email message into two or more categories... 11 Flag incoming e-mail messages... 12 Follow-up an incoming email message... 12 Mark complete flagged items... 13 Delete Message... 13 Manage incoming emails with inbox folders... 14 Create additional inbox folders... 14 Add subfolders under an additional inbox folder... 15 Move incoming e-mail messages to additional inbox folder... 16 Rename additional inbox folders... 16 Delete additional inbox folders... 16 Search for messages... 17 Last Edited: 2012-07-09 2
Send Email... 18 Compose a new email message... 18 Change the email signature... 20 Change the e-mail account sending out e-mail messages... 21 Add the Bcc field to create a blind copy... 21 Format Message... 22 Revise message before sending out... 22 Resend an sent e-mail message... 23 Response incoming email messages... 24 Reply to Messages... 24 Forward Messages... 25 The following training document is using information from Microsoft Office Outlook 2010 Help Last Edited: 2012-07-09 3
Read Emails Find the inbox Click on the Mail icon on the Navigation Bar Select a desired e-mail account on the Navigation Bar The numbers next to each inbox folder on the Navigation Bar indicates the number of unread messages in the folder Click Inbox folder for new incoming e-mail messages Click on Junk E-mail folder for checking if any important messages was throw into by Outlook junk mail filter mistake In the Item Pane, the read e-mail messages are indicated with open envelop icons while the unread e-mail messages are indicated with closed envelops and stand out with bolded text Last Edited: 2012-07-09 4
Change new incoming e-mail notification options Go to File tab Options click on Mail Message arrival section Click on Desktop Alert Settings button Last Edited: 2012-07-09 5
Read email Click on the e-mail message in the Item Pane and the e-mail message body is shown in the Reading Pane To read the e-mail in detail, double click on the email subject in the Item Pane Last Edited: 2012-07-09 6
Change the view of the Reading Pane Go to View tab Layout group click on Reading Pane Choose a desired option from the list Organize Emails Change the sort order of e-mail message list By default, Outlook sorted e-mail message by date. To change the order of e-mail message list in the Item Pane, do the following: Change the view of the Reading Pane to the bottom Last Edited: 2012-07-09 7
Do one of the following: Click on the heading of each column in the Item Pane to customize the e-mail message sorting Go to View tab Arrangement group and select a desired sort option in the Gallery Mark incoming messages as read or unread Outlook has a number of ways of organizing e-mail that will ensure that none message get left behind. Select an e-mail message in the Item Pane Do one of the following: Go to Home tab Tags group click on Unread/Read Right click on the email message in the Item Pane and click Mark as Unread Last Edited: 2012-07-09 8
Categorize incoming email message Select an e-mail message in the Item Pane Do one of the following: Go to Home tab Tags group click on Categorize and select a desired category Right click on the e-mail message in the Item Pane click on Categorize select a desired category from the shortcut menu Last Edited: 2012-07-09 9
Rename a category Click on All Categories from the shortcut menu In the Color Categories dialog box, under Name field, select a category name click Rename Last Edited: 2012-07-09 10
Place an email message into two or more categories Click on All Categories from the shortcut menu In the Color Categories window, under Name field, select desired category check boxes click OK Last Edited: 2012-07-09 11
Flag incoming e-mail messages Follow-up an incoming email message Do one of the following: Go to Home tab Tags group click on Follow Up and select a desired follow-up option from the list Right click on the e-mail message in the Item Pane, click on Follow Up and select a desired Follow Up option from the shortcut menu Right click on the flag icon appeared on the right side of the email message and select a desired follow-up option Last Edited: 2012-07-09 12
Mark complete flagged items Right click on the flag icon appeared on the right side of the email message Click Mark Complete to change the red flag icon to the check mark Delete Message Do one of the following: Select message and press DELETE on keyboard Right click the message and then click Delete from shortcut menu Select message and click Delete button on the Home Tab in the Delete Group Last Edited: 2012-07-09 13
Manage incoming emails with inbox folders Outlook 2010 allows users creating additional inbox folders for e-mail to keep e-mail messages on file for a while Create additional inbox folders On the Navigation Bar, click on Mail icon Right click on Inbox folder icon on the Navigation Bar choose New Folder In the Create New Folder window, under Name field, enter the name of the additional Inbox folder in the blank click OK to confirm Last Edited: 2012-07-09 14
The new additional inbox folder is created and appeared under the Inbox folder on the Navigation Bar Add subfolders under an additional inbox folder Under Inbox folder, select an additional inbox folder Drag and drop the folder into another desired additional inbox folder Last Edited: 2012-07-09 15
Move incoming e-mail messages to additional inbox folder In the Item Pane, select an email message Drag and drop it into a desired additional inbox folder/subfolder under Inbox folder on the Navigation Bar Rename additional inbox folders Select the additional folders or subfolders Right-click to display the menu list Click Rename to give the folder a new name Delete additional inbox folders Select the additional folders or subfolders Right-click to display the menu list Click Delete to remove the folder Last Edited: 2012-07-09 16
Search for messages Do any of the following: Click on the Mail icon on the Navigation Bar Click the Search Inbox bar which is located on the top of the Items Pane Go to Search Tools tab Search tab and use search criteria options under the tab to narrow down the search result To search through any of the Outlook items, go to Search Tools tab Search tab Scope group click on All Outlook Items To go to recent searches, go to Search Tools tab Search tab Options group click on Recent Searches choose any recent searches in the list Last Edited: 2012-07-09 17
Send Email Compose a new email message Click on Mail icon on the Navigation Bar Go to Home tab New group click the New E-mail The message compose dialog box will display To enter the recipient s email address, do one of the following: Enter the destination e-mail address or type the first letter of the contact name saved in the Address Book in the To field Last Edited: 2012-07-09 18
Click on the To button and do the following: Click a down arrow under Address Book select Global Address List from the drop down list Select a desired contact click on button, Cc -> button or Bcc -> button to send email to one or multiple recipients click OK Last Edited: 2012-07-09 19
Enter the subject in the Subject filed Type body of message Click the Send button Change the email signature In the message compose dialog box, go to Insert tab Include group click on the Signature Select the different desired signature from the list Last Edited: 2012-07-09 20
Change the e-mail account sending out e-mail messages In the message compose dialog box, click on From Select the different desired e-mail account from the list Add the Bcc field to create a blind copy Click on the Mail icon on the Navigation Bar Go to Home tab New group click the New E-mail In the message compose dialog box, go to Options tab Show Fields group click on Bcc Enter destination e-mail addresses or contact names in the Bcc field Last Edited: 2012-07-09 21
Format Message While creating a message, all formatting options are under the Format Text tab and some also available under the Message tab There are three type of formatting e-mail in Format group under Format Text tab HTML include things like colors, sizes and graphics Plain Text a good choice for reading e-mail on mobile devices such as cellphone Rich Text a cross between HTML and Plain Text The Format Text tab contains the following group The Clipboard group - Paste, Cut, Copy and Format Painter The Font group - font size, color, type, etc. The Paragraph group - bulleted lists, alignment, indent... The Styles group text styles The Editing group Find, Replace and Select option The Insert tab allows inserting graphic, tables. Revise message before sending out In the message compose dialog box, go to Review tab Proofing group Select proofing tool options Last Edited: 2012-07-09 22
Resend an sent e-mail message Go to Sent Items folder on the Navigation Bar Double click on the e-mail to resend In the message window, go to Message tab Move group click on Actions and select Resend this Message Last Edited: 2012-07-09 23
Response incoming email messages Reply to Messages Double click the e-mail message In the email message window, go to Message tab Respond group click Reply or Reply All Reply send the respond message only to the sender Reply all send the respond message not only to the sender but also to all the recipients of the original message A message window included the original e-mail message will open. Type the respond in the e-mail body Click the Send button Last Edited: 2012-07-09 24
Forward Messages Double click the e-mail message In the email message window, go to Message tab Respond group click Forward A message window included the original e-mail message will open Select recipients (ex: from the Global Address List) Type the respond in the e-mail body Click the Send button Last Edited: 2012-07-09 25