2010 The Essentials Training User Guide Sue Pejic Training Coordinator Information Technology Services Email : spejic@swin.edu.au Mobile : 0419 891 113
Table of Contents What is Outlook?... 4 The Ribbon... 5 Restoring the Ribbon view... 5 Microsoft Office Backstage View... 6 Conversation View Improved... 7 Managing your emails... 9 Create a new e-mail message... 9 Create an email message... 9 Forward or reply to an e-mail message... 10 Email Attachments... 10 Add an attachment to an e-mail message... 10 Open or save an e-mail message attachment... 10 Add an e-mail signature to messages... 11 Create a signature... 11 Add a signature... 11 Managing your Folders... 12 Creating a New Folder... 12 Moving your emails across... 12 Granting Access to your Mailbox... 13 Managing your Calendar... 15 Create a calendar appointment... 15 Make an existing appointment recurring... 15 Create random occurrences... 16 Schedule a meeting with other people... 16 Room Finder... 17 Scheduling Assistant... 18 Use the Group Schedule View... 19 Delegate Permissions... 20 Selecting delegates... 20 Setting permissions... 21 2 Copyright Swinburne University of Technology March 20, 2012 - Version 2.0
Send Your Calendar to Other People... 21 Share Your Calendar with Other People... 22 Notes... 22 Change Sharing Permissions... 22 Stop the Sharing of Your Calendar... 23 See Another Person s Calendar... 24 Remove Another Person s Shared Calendar... 24 Set a reminder... 25 For appointments or meetings... 25 For e-mail messages, contacts, and tasks... 25 Create a contact... 26 Assigning Categories... 26 Organizing with Color Categories... 27 Organizing with Personal Distribution Lists... 28 Create a task... 29 Create a note... 29 Print an e-mail message, contact, calendar item, or task... 30 How to Turn On the Out of Office Assistant... 30 Creating Rules... 31 Create a rule from a template or from scratch... 31 Create a rule based on a message in a folder... 32 Create a rule based on a message you are composing... 32 Create a rule based on a name or subject... 32 How to Send Outlook 2010 Notifications to Mobile Phone... 33 3 Copyright Swinburne University of Technology March 20, 2012 - Version 2.0
What is Outlook? Microsoft Outlook 2010 offers premium business and personal e-mail management tools to more than 500 million Microsoft Office users worldwide. With the release of Outlook 2010, you get a richer set of experiences to meet your communication needs at work, home, and school. From a redesigned look to advanced e-mail organization, search, communication and social networking features, Outlook 2010 provides you with a world-class experience to stay productive and in touch with your personal and business networks. Although often used mainly as an e-mail application, it also includes a calendar, task manager, contact manager, note taking, a journal and web browsing. It can be used as a stand-alone application, or can work with Microsoft Exchange Server and Microsoft SharePoint Server for multiple users in an organization, such as shared mailboxes and calendars, Exchange public folders, SharePoint lists and meeting schedules. There are third-party add-on applications that integrate Outlook with devices such as BlackBerry mobile phones and with other software like Office & Skype internet communication. Developers can also create their own custom software that works with Outlook and Office components using Microsoft Visual Studio. In addition, Windows Mobile devices can synchronize almost all Outlook data to Outlook Mobile. 4 Copyright Swinburne University of Technology March 20, 2012 - Version 2.0
The Ribbon The Ribbon replaces the menu and toolbars at the top of the main Outlook window to give you a more customized work experience. It s designed to help you more easily find and use the full range of features that Outlook provides so that you can get more done in less time. Figure 1 - The Ribbon is now available across Outlook 2010. Locate the commands you need when you want them and where you want them. The improved Ribbon, now available across Outlook and the Office 2010 applications, makes it easy to uncover more commands so you can focus on the end product rather than how to get there. Customize or create your own tabs on the Ribbon to personalize the Outlook 2010 experience to your work style. The standard tabs you see on the Ribbon are organized to display commands relevant to a given task, so that you can find what you need more quickly. The Ribbon also provides contextual tabs to give you exactly the tools you need, when you need them Figure 2 - Update your Calendar and Task items without leaving your inbox. For example, click a Calendar or Task item on your To-Do Bar to display a contextual tab on the Ribbon that provides you tools for working with that item. Quick Tip: While you re checking out the Ribbon at the top of the screen, don t forget to look down. The status bar at the bottom of the Outlook window is now customizable. Just right-click to select the items you want to view, such as count of items in your inbox, unread items, mailbox quota, and more. There s even a new zoom slider on the right side of the status bar that lets you quickly increase or decrease the size of information displayed in the Reading Pane. Restoring the Ribbon view On the right hand side of the screen the up/down arrow restore the ribbon back to its original form. will be able to minimize the Ribbon as well as 5 Copyright Swinburne University of Technology March 20, 2012 - Version 2.0
Microsoft Office Backstage View On the left edge of the Ribbon you see the File tab. Just click that tab for an all-access pass that makes it easier than ever to manage your accounts and customize your Outlook experience. The new Backstage view replaces the traditional File menu from previous versions to provide a single location for all of your account management tasks. For example: When you first open Backstage view, you re on the Info tab, shown in Figure 3. From this one location, you can manage your account settings, such as add a new e-mail account, configure automatic replies for when you are out of the office, modify your archive options, and organize your rules and alerts. Figure 3 Manage your Outlook account in one convenient location in Backstage view. From the Open tab in Backstage view, you can import and export files, open Outlook data files, and save Outlook items in other formats. The Print tab provides a new print experience with a full page Print Preview right alongside the print options you need. Get application help and links to other online self-help resources, such as training tutorials. Also find information about the version you are running, activation, and licensing information on the Help tab. The Options tab offers extensive options for setting your preferences, including the ability to customize the Ribbon and Quick Access Toolbar. The Ribbon helps you create your content. Backstage view helps you manage it. Quick Tip: If your mailbox has a size limit, a new quota thermometer provides a visual representation of how much space is left in your mailbox, shown in Figure 3. 6 Copyright Swinburne University of Technology March 20, 2012 - Version 2.0
Conversation View Improved The improved Conversation View in Outlook 2010 helps you get straight to the relevant facts. It condenses multiple e-mails in a discussion, called a conversation thread, and displays them as single line item even if some messages in the conversation are located in other folders. Not only does this help reduce information overload, but it also helps improve the tracking and managing of related e- mails. And, new conversation management tools can help you save valuable inbox space. View only the relevant information. When you click on a conversation, Outlook shows you the latest message in the conversation. Expand to see earlier, redundant messages, or see individual contributors. Determine if there are multiple messages in the conversation at-a-glance. The message icon for a conversation with more than one message displays multiple envelopes. Store fewer e-mails. All redundant e-mails in the conversation can be quickly eliminated using Clean Up and unique messages will be preserved. Take yourself out of irrelevant conversations. Use Ignore and send the entire conversation, and future messages, to your Deleted Items folder. If you re an Exchange user, when you Ignore a conversation, future messages will be sent to your Deleted Items even if you access your e-mail on Outlook Web App or your smartphone. Quickly take action on the entire conversation in just a few clicks. Select the conversation subject and assign all messages in the thread to a category, mark them as read, move or copy them to another folder, and more. 7 Copyright Swinburne University of Technology March 20, 2012 - Version 2.0
Start harnessing the power of Conversation View! On the View tab, in the Conversations group, select Show as Conversations, as shown in Figure 5. Quick Tip: Your Conversation View preferences can be easily customized. Find options such as Show Messages from Other Folders, Show Senders Above the Subject, and more, on the View tab, in the Conversations group, under Conversation Settings. 8 Copyright Swinburne University of Technology March 20, 2012 - Version 2.0
Managing your emails Create a new e-mail message Outlook 2010 enables you to communicate with one or more recipients with a rich set of features and customizations. In Mail, on the Home tab, in the New group, click New E-mail. Keyboard shortcut To create an e-mail message, press CTRL+SHIFT+M. Create an email message 1. On the Home tab, in the New group, click New E-Mail. Keyboard shortcut To create an email message, press CTRL+SHIFT+M. 1. In the Subject box, type the subject of the message. 2. Enter the recipients' email addresses or names in the To, Cc, or Bcc box. Separate multiple recipients with a semicolon. To select recipients' names from a list in the Address Book, click To, Cc, or Bcc, and then click the names that you want. I don't see the Bcc box. How do I turn it on? After you have composed the message, click Send. 9 Copyright Swinburne University of Technology March 20, 2012 - Version 2.0
Forward or reply to an e-mail message On the Home or Message tab, in the Respond group, click Reply, Reply All, or Forward. NOTE The name of the tab depends on whether the message is selected in the message list or opened in its own window. To remove a name from the To and Cc lines, click the name and then press DELETE. To add a recipient, click in the To, Cc or Bcc box and enter the recipient. Email Attachments Add an attachment to an e-mail message Files can be attached to an e-mail message. Also, other Outlook items, such as messages, contacts, or tasks can be included with messages that you send. 1. Create a message, or for an existing message, click Reply, Reply All, or Forward. 2. In the message window, on the Message tab, in the Include group, click Attach File. Open or save an e-mail message attachment You can open an attachment from the Reading Pane, or from an open message. After opening and viewing an attachment, you may choose to save it to a disk drive. If a message has more than one attachment, you can save multiple attachments as a group or one at a time. Open an attachment Double-click the attachment. Save an attachment 1. Click the attachment in the Reading Pane or the open message. 2. On the Attachments tab, in the Actions group, click Save As. You can also right-click the attachment, and then click Save As. 10 Copyright Swinburne University of Technology March 20, 2012 - Version 2.0
Add an e-mail signature to messages You can create personalized signatures for your e-mail messages that include text, images, your Electronic Business Card, a logo, or even an image of your handwritten signature. Create a signature 1. Open a new message. On the Message tab, in the Include group, click Signature, and then click Signatures. 2. On the E-mail Signature tab, click New. Add a signature In a new message, on the Message tab, in the Include group, click Signature, and then click the signature that you want. Click the New button and type your Signature below in the edit box. 11 Copyright Swinburne University of Technology March 20, 2012 - Version 2.0
Managing your Folders Creating a New Folder To create a New Folder simply right mouse click on your Inbox Select New Folder from the drop down menu. Click OK When the Create New Folder window appears type in the name ( ie.. ITS ) of the folder you wish to create. The New Folder ITS will then appear below your Inbox folder. Moving your emails across To Move emails across into the New Folder simply click and drag the email across into the new folder. 12 Copyright Swinburne University of Technology March 20, 2012 - Version 2.0
Granting Access to your Mailbox If the delegate needs to regularly access parts of your mailbox, and would like your mailbox to appear in their folder list, you must grant them access to your mailbox by setting permissions. They will only see the folders and features you granted them access to in the Delegate Settings, however they won't have to manually open your folders through the File menu. By granting permission to your mailbox, you simply make it possible for them to add your mailbox to their folder list. To grant access to your mailbox or folder to a delegate: 1. In your folder list, right-click on your mailbox or folder name 2. Click Properties 3. Select the Permissions tab 4. Click Add... 5. Select the username of the delegate 6. Click OK 13 Copyright Swinburne University of Technology March 20, 2012 - Version 2.0
7. Select the delegate and in the Permission Level drop-down menu select Reviewer 8. Click OK 9. The delegate can now add your mailbox to their folder list. Note: You can also set different permission levels for individual folders in your mailbox using the above method on each folder. 14 Copyright Swinburne University of Technology March 20, 2012 - Version 2.0
Managing your Calendar Create a calendar appointment Appointments are activities that you schedule in your calendar that do not involve inviting other people or reserving resources. In Calendar, on the Home tab, in the New group, click New Appointment. Alternately, you can right-click a time block in your calendar grid, and then click New Appointment. Keyboard shortcut To create an appointment, press CTRL+SHIFT+A. Make an existing appointment recurring 1. Open the appointment that you want to set to recur. 2. On the Appointment tab, in the Options group, click Recurrence. 3. Click the frequency Daily, Weekly, Monthly, Yearly with which you want the appointment to recur, and then select the options for the frequency. 4. On the Recurring Appointment tab, in the Actions group, click Save & Close. Note that recurrence information is noted on the Meeting, Appointment or Event window 15 Copyright Swinburne University of Technology March 20, 2012 - Version 2.0
Create random occurrences Recurring Appointments / Meetings that don't fit a pattern An event with all the same elements (who-what-where) but not the same (when) is not recurring. A meeting on the second Tuesday cannot recur on the fourth Thursday. To create a random occurrence of the same meeting you need to do the following : 1. Create the meeting in your calendar first 2. Then copy by using the Ctrl + C 3. Then Paste the meeting through out the calendar using the Crtl + V Schedule a meeting with other people A meeting is an appointment that includes other people and can include resources such as conference rooms. Responses to your meeting requests appear in your Inbox. 1. In Calendar, on the Home tab, in the New group, click New Meeting. Keyboard shortcut To create a new meeting request from any folder in Outlook, press CTRL+SHIFT+Q. 2. In the Subject box, type a description. 3. In the Location box, type a description or location. If you use a Microsoft Exchange account, click Rooms to choose from available rooms. 4. In the Start time and End time lists, click the start and end time for the meeting. If you select the All day event check box, the event shows as a full 24-hour event, lasting from midnight to midnight. 16 Copyright Swinburne University of Technology March 20, 2012 - Version 2.0
NOTE If you want to schedule meetings based on an alternate time zone, on the Meeting tab, in the Options group, click Time Zones. 5. In the meeting request body, type any information that you want to share with the recipients. You can also attach files. Room Finder Assigning the right Rooms to a meeting To select the correct room with the appropriate equipment for the meeting. In New Meeting window do the following : 1. Click the Rooms button on the right hand side of the window 2. Click on the scroll bar and the bottom of the window and drag to the right of the screen to show the Description of each room. This will display whether the room has a whiteboard, projector or teleconferencing equipment. 17 Copyright Swinburne University of Technology March 20, 2012 - Version 2.0
Scheduling Assistant 6. On the Meeting tab, in the Show group, click Scheduling Assistant. The Scheduling Assistant helps you find the best time for your meeting. 7. Click Add Others, and then click Add from Address Book. 8. In the Select Attendees and Resources dialog box, in the Search box, enter the name of a person or resource to include at the meeting. If you are searching with the More Columns option, click Go. 9. Click the name from the results list, then click Required, Optional, or Resources, and then click OK. Required and Optional attendees appear in the To box on the Meeting tab, and Resources appear in the Location box. The free/busy grid shows the availability of attendees. A green vertical line represents the start of the meeting. A red vertical line represents the end of the meeting. The Room Finder pane contains suggested times for the best time for your meeting (when most attendees are available). To select a meeting time, click a time suggestion in the Room Finder pane in the Suggested times section, or pick a time on the free/busy grid. If the Room Finder pane doesn t appear, on the Meeting tab, in the Options group, click Room Finder. 10. To set up a recurring meeting, on the Meeting tab, in the Options group, click Recurrence. Choose the options for the recurrence pattern you want, and then click OK. When you add a recurrence pattern to a meeting request, the Meeting tab changes to Recurring Meeting. 18 Copyright Swinburne University of Technology March 20, 2012 - Version 2.0
Use the Group Schedule View You can view multiple calendars within the main window In Outlook 2010. You can also save frequently-used groups of calendars together. In Outlook 2010, you can also use the Team calendar view, which groups the calendars of your team members under a new tree view. To use the Group Schedule View feature to find an open time slot for your next team meeting: 1. In Outlook, select the Calendar view. Then Selecting the Attendee from the email Address Book list 19 Copyright Swinburne University of Technology March 20, 2012 - Version 2.0
Delegate Permissions Selecting delegates You can select multiple delegates to have access to your account, and individually set the level of access each delegate should have. To create a new delegate: 1. Click File tab Info Account Settings Delegate Access 2. Click Add... The Add Users dialog box will pop up 3. Select the username of the delegate(s) and click Add 20 Copyright Swinburne University of Technology March 20, 2012 - Version 2.0
Setting permissions Once you've selected a delegate, you need to set the level and type of permission that delegate should have. To set permissions: 1. Click File Info Account Settings Delegate Access. The Delegates dialog box will pop up 2. Select the delegate in question and click Permissions... 3. For each item (e.g. Calendar, Tasks, Inbox) select the level of permission you want to grant None: delegate cannot access this feature of your account Reviewer: delegate can read items Author: delegate can read and add items Editor: delegate can read, modify and add items 1. Click OK 2. Click OK again Note: Emails and other items sent by a delegate will be displayed as from the delegate on behalf of your name. For example, From: Joe Bloggs on behalf of Janet Smith. In order to have a delegate send an email as if they were you, full permissions must be set up by your User Support Team. Send Your Calendar to Other People You can send your calendar to others using the E-mail Calendar feature on the Home tab. To send your calendar to other people: 1. Select the Calendar view. 2. On the Home tab, in the Share group, click E-mail Calendar. 21 Copyright Swinburne University of Technology March 20, 2012 - Version 2.0
Share Your Calendar with Other People You can invite other people to see your calendar and control their access permissions to your shared calendar. You can also open another person s calendar when they have granted you permissions to their calendar. To share your calendar with other people: 1. In the Outlook 2010 navigation pane, click Calendar, and then on the Home tab, in the Share group, click Share Calendar. 2. In the Sharing invitation e-mail message, in the To box, type the name or names of the person or persons you would like to share your calendar with, or click To to choose a name or names from the address book. 3. Click Send, and then in the Share this Calendar message, click Yes. Notes If you do not want to share everything on your calendar, create a duplicate calendar and move your private items to the duplicate calendar. To request to view the calendar of the recipient of your e-mail message, select the Request permission to view recipient's Calendar check box on the sharing invitation e-mail message. Change Sharing Permissions You can change individual access levels to your calendar at any time. To change individual sharing permissions: 1. Under My Calendars, click to select the calendar that you are sharing, and then on the Home tab, in the Share group, click Calendar Permissions. 2. In the Calendar Properties dialog box, on the Permissions tab, click the user name of the person for whom you want to change permissions. 3. In the Permissions section, in the Permission Level list, click the permission level, and then click OK. The following table describes the different permission levels you can assign to your contacts when sharing your Outlook 2010 calendar. 22 Copyright Swinburne University of Technology March 20, 2012 - Version 2.0
Permission level Owner Publishing Editor Editor Publishing Author Author Abilities Create, read, modify, and delete all items in your calendar and create subfolders. Can also change permission levels for others. (This level is not available to delegates.) Create, read, modify, and delete all items and create subfolders. (This level is not available to delegates.) Create, read, modify, and delete all items. Create and read items, and modify and delete only items created by the user. (This level is not available to delegates.) Create and read items, and modify and delete only items created by the user. Nonediting Author Create, read, and delete own items, but cannot edit them. Reviewer Contributor Free/Busy time, subject, location Free/Busy time Read items only. Create items only. (This level is not available to delegates.) View Free/Busy times, the subject line, and location of your appointments. View Free/Busy times only. Stop the Sharing of Your Calendar 1. Under My Calendars, click to select the calendar that you are sharing, and then on the Home tab, in the Share group, click Calendar Permissions. 2. In the Calendar Properties dialog box, on the Permissions tab, click the user name of the person with whom you would like to stop sharing. 3. Click Remove, and then click OK. 23 Copyright Swinburne University of Technology March 20, 2012 - Version 2.0
See Another Person s Calendar After another person has given you permission to view his or her calendar, you must perform the following steps in order to view their calendar: 1. In the Outlook 2010 navigation pane, click Calendar. 2. On the Home tab, in the Manage Calendars group, click Open Calendar. 3. In the Open Calendar list, click Open Shared Calendar, and in the Name box, type the person s name, or click Name to choose it from the Address Book, and then click OK. The person s calendar appears side-by-side with your main calendar. A check box for this calendar also appears under Shared Calendars in the Calendar pane. Clear the check box to close the calendar. Remove Another Person s Shared Calendar Removing the shared calendar does not remove your permission to view the calendar. You can add the calendar again if you still have permissions to view the calendar. To remove another person s shared calendar from your Shared Calendars list: 1. In the Outlook 2010 navigation pane, click Calendar. 2. In the Calendar pane, under Shared Calendars, right-click the person s name. 3. Click Delete Calendar. 24 Copyright Swinburne University of Technology March 20, 2012 - Version 2.0
Set a reminder You can set or remove reminders for a variety of items, including e-mail messages, appointments, and contacts. For appointments or meetings In an open item, on the Appointment or Meeting tab, in the Options group, in the Reminder dropdown list, select the amount of time before the appointment or meeting when you want the reminder to appear. To turn a reminder off, select None. For e-mail messages, contacts, and tasks On the Home tab, in the Tags group, click Follow Up, and then click Add Reminder. You can quickly flag e-mail messages as to-do items by using reminders. Right-click the Flag Status column in the message list. Or if you have the message open, on the Message tab, in the Tracking group, click Follow Up, and then click Add Reminder. 25 Copyright Swinburne University of Technology March 20, 2012 - Version 2.0
Create a contact Contacts can be as simple as a name and e-mail address, or include additional detailed information such as street address, multiple phone numbers, a picture, birthdays, and any other information that relates to the contact. In Contacts, on the Home tab, in the New group, click New Contact. Keyboard shortcut To create a contact from any folder in Outlook, press CTRL+SHIFT+C. Assigning Categories So you ve got lots of contacts and want to begin managing them in Outlook where do you start? In this post, we ve provided some suggestions on how to create contacts and use color categories and personal distribution lists to manage them. First create a new contact by entering all the contact information you have for a particular individual. 26 Copyright Swinburne University of Technology March 20, 2012 - Version 2.0
Organizing with Color Categories If you want to organize your contacts for easier browsing, create a color category for each type of contact you manage and then apply a color category to your contacts as you would to e-mails You can view your contacts grouped by color category in Outlook by switching to the By Category view and on your Windows Mobile device by filtering by category If you want to e-mail everyone in a particular category, you can click on the category header and then click on the New Message to Contact to send an e-mail to everyone in the group. 27 Copyright Swinburne University of Technology March 20, 2012 - Version 2.0
Organizing with Personal Distribution Lists If you find you are frequently e-mailing the same group of people, you should consider creating personal distribution lists of your existing contacts. You can add existing contacts to the list by clicking Select Members. If you need to add new contacts, click Add New. You will be able to enter more information for a person if you create the contact before creating the personal distribution list. 28 Copyright Swinburne University of Technology March 20, 2012 - Version 2.0
Create a task Many people keep a list of things to do on paper, in a spreadsheet, or with a combination of paper and electronic methods. In Microsoft Outlook you can combine various lists into one, get reminders and track task progress. In Tasks, on the Home tab, in the New group, click New Task. Keyboard shortcut To create a new task, press CTRL+SHIFT+K. Create a note Notes are the electronic equivalent of paper sticky notes. Use notes to jot down questions, ideas, reminders, and anything you would write on paper. In Notes, in the New group, and click New Note. Keyboard shortcut To create a note, press CTRL+SHIFT+N. 29 Copyright Swinburne University of Technology March 20, 2012 - Version 2.0
Print an e-mail message, contact, calendar item, or task You can print individual items, such as e-mail messages, contacts, or calendar items, or larger views, such as calendars, address books, or content lists of Mail folders. The procedure for printing is the same in Mail, Calendar, or any other folders in Microsoft Outlook all printing settings and functions are found in the Backstage view. Click the File tab to open the Backstage view. 1. Click an item or folder in Outlook that you want to print. 2. Click the File tab. 3. Click Print. How to Turn On the Out of Office Assistant 1. Click the File tab, and then click the Info tab in the menu. 2. Click Automatic Replies (out of office). 3. In the Out of Office Assistant dialog box, select the Send Automatic Replies check box. 4. If you want to specify a set time and date range, select the Only send during this time range check box, set the Start time, and then set the End time. 5. In the Inside my organization tab, type the message that you want to send within your organization, and in the Outside my organization tab, type the message that you want to send outside your organization. 6. Click Apply. 30 Copyright Swinburne University of Technology March 20, 2012 - Version 2.0
Creating Rules Create a rule from a template or from scratch 1. In the Navigation Pane, click Mail. 2. On the Tools menu, click Rules and Alerts. 3. If you have more than one e-mail account, in the Apply changes to this folder list, click the Inbox you want. 4. Click New Rule. 5. Do one of the following: Use a template with pre-specified actions and conditions Create the rule by specifying your own conditions, actions, and exceptions NOTE This option is not available when you create a rule for a public folder. 1. Click Start from a blank rule, and then click Next. 2. Under Select when messages should be checked, select Check messages when they arrive or Check messages after sending, and then click Next. 1. Follow the rest of the instructions in the Rules Wizard. If you want to run this rule on messages already in one of your folders, select the Run this rule now on messages already in "folder" check box on the last page of the Rules Wizard. To have this rule apply to all your e-mail accounts and Inboxes, select the Create this rule on all accounts check box on the last page of the Rules Wizard. 31 Copyright Swinburne University of Technology March 20, 2012 - Version 2.0
Create a rule based on a message in a folder 1. Open the folder that contains the message. 2. Right-click the message you want to base a rule on. 3. Click Create Rule. 4. In the Create Rule dialog box, select the conditions and actions you want to apply. 5. To add more conditions, actions, or exceptions to the rule, click Advanced Options, and then follow the rest of the instructions in the Rules Wizard. Create a rule based on a message you are composing 1. Add a recipient or type a subject for the message. 2. Click Create Rule. 3. In the Create Rule dialog box, select the conditions and actions you want to apply. 4. To add more conditions, actions, or exceptions to the rule, click Advanced Options, and then follow the rest of the instructions in the Rules Wizard. Create a rule based on a name or subject 1. Open the message you want to base a rule on. 2. On the toolbar, click Create Rule. 3. In the Create Rule dialog box, select the conditions and actions you want to apply. 4. To add more conditions, actions, or exceptions to the rule, click Advanced Options, and then follow the rest of the instructions in the Rules Wizard. 32 Copyright Swinburne University of Technology March 20, 2012 - Version 2.0
How to Send Outlook 2010 Notifications to Mobile Phone Outlook 2010 has an option to sent Outlook notifications and reminder to your mobile phone using a service provider. Once you have configured it, you can get Outlook reminders and email notifications on your mobile phone, but please note that it will incur extra charges for sending SMS. You need to set up an account with Outlook Mobile Service Provider. You can select your provider from the list available here based on your country and operator. Open Outlook 2010 and go to options (File Tab-> Options) and select the Mobile option. Here you can send three types of notifications to your mobile phone- Calendar summary, Reminders and outlook items. Click on the mobile notification button and you need to enter the hosting provider details. 33 Copyright Swinburne University of Technology March 20, 2012 - Version 2.0
Enter the service provider URL, your user ID and password and click OK. Now you can configure which all notifications need to be sent to mobile as this will incur charges and you wouldn t want to sent all the junk mails also to your phone. There are various rules available to configure. It will bring you back to Outlook Options dialog, now click Mobile Options, here you can choose the format of Outlook item that will be send to the mobile. Under Multimedia Message choose the screen resolution of your mobile phone, and click OK to continue Now close the Outlook options and navigate to Home tab, from New Items click Text Message. Enter the desired recipient s mobile number, type the message and click Send. 34 Copyright Swinburne University of Technology March 20, 2012 - Version 2.0
Recipient will receive the text message on his mobile phone as shown in the screenshot below. 35 Copyright Swinburne University of Technology March 20, 2012 - Version 2.0