Outlook 2010 with Exchange- Email and Contacts Objective 1: Familiarize yourself with the Outlook window. Microsoft Office Outlook 2010 has a new user interface consisting of a ribbon band designed to help you quickly find commands. The commands are organized in logical groups that are collected together under tabs. The ribbon has replaced the former menus in the main Outlook window. Navigation Pane Quick Access Tool Tabs Ribbon To Do Bar Reading Pane Folder List Status Bar On the left side of the window, there is the Navigation Pane, and the Folders List. In the center of the window, there is a list of all of messages and a Reading Pane which shows the body of a message. When the Reading Pane is displayed, we can preview the message without opening it into a separate message window. On the right side of the window is the To Do Bar. The To Do Bar shows a modified version of what is on your calendar. Think of it as your day in a glance. To Display the Reading Pane 1. Click View Tab on the Ribbon. 2. Then point to Reading Pane. 3. Then select Right, Bottom, or Off. The division lines between the various areas are adjustable. Training 1 8/5/2011
To Move the Division Lines 1. Move the mouse cursor over the gray line until the cursor changes to a two-directional arrow. 2. Click and drag the division line. 3. Release the mouse button when the marker line is in the desired position. Reviewing the Ribbon Band File Tab Displays basic commands such as save, print, info, help and options in the Backstage View. Home Tab Displays commands to create and send messages, as well as quick access to other commands. Send/Receive Tab Displays commands for settings to send and receive your emails Folder Tab Displays commands that allow you to archive, mark items as read, create and modify your folders and run your mail rules. View Tab Displays the different views for each of your folders. The most notable introduction here is the Conversation view, which will attempt to group your mail into conversations. Objective 2: Understand what password to use with Outlook. Your computer (laptop or desktop) has been moved into the Active Directory domain. You must use the GPC password to login to your computer. Because Outlook talks to the Active Directory domain, the same password you used to login to your computer is your password for Outlook. In fact, as long as you are logged into your computer, you won t have to enter a password to check your email via Outlook. NOTE: If you check email using webmail (http://webmail.gpc.edu) you will have to enter the password. It is the GPC password. The GPC password is the password you also use to login to your computer. Training 2 8/5/2011
Objective 3: Selecting options for sending e-mail. Outlook Options Outlook options can be used to determine the format of messages that you send: rich text/ html, plain text, or Microsoft Word. Some options will also let you choose when Outlook checks to see if you have new messages or if you want to spell check all your messages automatically before you send them. Formatting Messages HTML or Rich Text-allows for special formatting of fonts, colors, hyperlinks, but unless the recipient has an e-mail editor that can display the formats, they won t see them. Plain Text-allows no formatting, but will allow others who may not have Outlook to view your messages. To Set Message Format 1. Click on File on the Ribbon then click Options. 2. Click Mail button from the pane list. 3. Under Compose messages click the downward arrow next to Compose messages in this format. 4. Choose your format. (We recommend HTML) 5. Then click OK. To Spell Check E-mail Messages 1. Click File Tab on the Ribbon then click Options. 2. Select Mail button from pane list. 3. Under Compose messages click the Always check spelling before sending check box or other desired options. 4. Click the Spelling and Auto Correction button. Training 3 8/5/2011
5. Select your spelling options. 6. Click OK when done. 7. Then click OK again. Objective 4: Reading, sending, replying to, and forwarding e-mails. To Read E-mail Messages 1. Double click on the message you wish to read. The email will open in its own window. 2. If you are in Reading Pane view Single click to read message. To Send a New E-mail 1. Click on the New Email button on the Ribbon. 2. Type in the email address of the recipient in the To box or click Address Book to locate recipient. 3. Enter an address in the CC box if you want someone to receive a copy 4. Type in a Subject in the Subject box. Subjects should be short and descriptive. 5. Click in the Body text box and type your message 6. Click on the Send button. Training 4 8/5/2011
To Forward or Reply to an E-mail 1. Double Click on a message to read the full message in a separate window. 2. After you have read your message, click the Forward or Reply button. 3. If you choose Reply, the To box will be automatically filled in. If you want to Forward the message to someone, specify a mail recipient in the TO box. 4. You may add/edit text in the body section of the message window. 5. Click Send when ready. NOTE: If you want your reply sent to everyone who received the original message, use the Reply to All button. Review messages by Conversations When Conversations is turned on, messages that share the same subject appear as Conversations that can be viewed expanded or collapsed. 1. On the View tab, in the Conversations group, select or clear the Show as Conversations check box. 2. Click All Folders or This folder. 3. To expand or open the conversation click on message header. Training 5 8/5/2011
Note: Conversations include messages from multiple folders. For example, by default, messages you send are saved in the Sent Items folder, but appear within the Conversation with messages you received when you expand the Conversation. The expanded Conversation includes visual threads that connect each message with those that preceded it in the Conversation. This helps you follow Conversations that have split. Objective 5: Add an auto signature to email messages. AutoSignature An AutoSignature allows you to create a signature that will automatically appear in your e-mail messages. Examples may include your name, title, e-mail address, and links to your web page. How you set up your AutoSignature depends on what you use for your e-mail editor. To Add an AutoSignature When Using Plain Text or HTML as Your Editor 1. Click the New Email button. 2. Select Signature from the Include grouping. 3. Click the New Button. 4. Type a name for the signature you will create. 5. Click OK. 6. Enter your signature information in the Edit signature box. 7. Then click OK. Training 6 8/5/2011
Objective 6: Attach files to messages and retrieve attached files. Attachments to Email Messages To Attach Files to Email Messages 1. Click the New Email button to create a new message. 2. Click the Insert File button on the Message ribbon. 3. In the Insert File box, find the location of the file you wish to attach. 4. Choose the file from the list displayed. 5. Click the Insert button to attach the file to the current message. To Preview an Attachment from Reading Pane 1. From the reading pane view click the attachment. Attachment will open in reading pane. 2. To open attachment within its own window, double click the attachment. Preview in Reading Pane Training 7 8/5/2011
Objective 7: Manage Messages. Saving a Draft Suppose you begin a message but do not have time to complete it. Instead of canceling the message and losing everything you have typed, you can save a draft of the message and send it at a later time. To Save a Draft 1. Create an e-mail message as you normally would. In the message window, click Save on the Quick Access toolbar. 2. Outlook will save this message in the Drafts folder located in your Folder list on the left side of the Outlook window. 3. You can then close the message. 4. To edit or send the message that is now stored in the drafts folder, you can click Drafts, and then double click on the message to open it. Make your changes, if necessary, and then send the message. Training 8 8/5/2011
Deleting and Archiving Messages from Outlook Messages will eventually need to be deleted from the Server. Otherwise, you can accumulate several hundred messages. You should develop a routine so that you regularly delete unnecessary messages. To Delete Messages 1. Click the message(s) to be deleted 2. Click the Delete button on the Ribbon and the message moves to the Deleted Items folder. 3. When ready, click Deleted Items under the Folders pane then right click on Deleted Items to empty folder. This will permanently delete the messages. 4. To empty Deleted Items automatically Click File then Options. Click Advanced button then select the empty deleted items folder when exiting Outlook. 5. Click OK. Ignore Messages You can keep unwanted conversations out of your Inbox by using the Ignore Conversation feature. Ignore Conversation removes all messages related to the conversation that you select, and moves future messages in the conversation directly to your Deleted Items folder. 1. From Inbox, click the conversation or any message within the conversation that you want to ignore. 2. On the Home tab, in the Delete group, click Ignore. 3. Click Ignore Conversation. 4. To stop ignoring a conversation, you can only recover an ignored conversation if it is still available in the Deleted Items folder. 5. Click Deleted Items from folder list; click the conversation that you want to recover, or any message within that conversation 6. On the Home tab, in the Delete group, click Ignore. 7. Click Stop Ignoring Conversation. The conversation is moved back to your Inbox. Future messages are delivered to your Inbox. Training 9 8/5/2011
Clean Up Redundant Messages Conversation Clean Up evaluates the contents of each message in the Conversation. If a message is completely contained within one of the replies, the previous message is deleted. 1. On the Home tab, in the Delete group, click Clean Up. 2. Click one of the following: Clean Up Conversation The current Conversation is reviewed, and redundant messages are deleted. Clean Up Folder All Conversations in the selected folder are reviewed, and redundant messages are deleted. Clean Up Folder & Subfolders All Conversations in the selected folder and any folder that it contains are reviewed, and redundant messages are deleted. Organizing Your E-mail Messages To Create a Folder 1. Click the Folder Tab on the Ribbon. 2. Select New Folder button, then enter a name for the folder in the Name box. 3. From the Folder contains drop down list, select the type of items that will be stored in this folder. Training 10 8/5/2011
4. Highlight where to place the folder. This means select the folder one level above where you want the new folder to line up. 5. Click OK. To Move a Folder 6. Right click the desired folder. Click Move folder from the shortcut menu. 7. Highlight new destination folder. 8. Click OK. Objective 8: Use Address Books to send messages. The Global Address List The Global Address List provides current information on all college personnel. It can be used to find e-mail addresses for college employees. To Find an Employee Email Address and Send a Message 1. Create a new message by clicking on the New Email button on the Ribbon. 2. Click the To: button. 3. From the Address Book drop down list be sure to select Global Address List. 4. In the search box, enter the employees name. 5. Highlight the appropriate name from the results list. 6. Click the To, Cc, or Bcc button. 7. Click OK. Training 11 8/5/2011
Address Book drop down list The Personal Address Book aka Contacts To Find an Email Address from your Personal Contacts and Send a Message 1. Create a new message by clicking on the New Email button on the Ribbon. 2. Click the To: button. 3. From the Address Book drop down list select Contacts. 5. Highlight the appropriate name from the results list. 6. Click the To, Cc, or Bcc button. 7. Click OK. To Add Entries to your Personal Address Book or Contacts 1. Click the Contacts button under Navigation Pane. 2. Click the New Contact button in the upper left. 3. Enter contact information then click Save & Close. Training 12 8/5/2011
Contacts Objective 9: Share Calendars, Tasks, Inbox, Contacts, Notes, or Journal. Microsoft Exchange coupled with Outlook 2010 allows you to share your calendar, tasks, inbox, contacts, etc with other people at the institution. You can delegate access to other employees so that they may review your calendar, inbox, etc. or you may go even further and give them rights to create and edit items. You cannot set up Outlook so that another person can send mail with your name in the From field on your own. If you want to allow someone to send a message so that it appears to come from you (meaning your name in the From field) you will have to put in a work order with the helpdesk: 678-891-3460 or servicedesk@gpc.edu Delegating access to your calendar, inbox, contacts, etc is a two step process. First, you must delegate access to another employee. Second, the employee you delegate to must accept and open your calendar, inbox, contacts, etc. Training 13 8/5/2011
Step1: To Delegate Access to your Calendar, Inbox, Contacts etc. 1. Click File Tab then click Account Settings. 2. Click the Delegate Access button. 3. Click the Add button. 4. Search for the person, highlight them, and then click Add. 5. Click OK. 6. From the Delegates Permissions window, select the appropriate permissions from the drop down list. 7. Check the Automatically send a message to delegate summarizing these permissions check box. 8. Click OK, and then click OK again. Training 14 8/5/2011
Step 2: 1. After receiving notification that you have permissions to another person s calendar, inbox, contacts, etc, click the File menu. 2. Click File Tab then select Open button. 3. Click Other User s Folder. 4. Click the Name button and search for the person who has given you access. Highlight their name and click OK. 5. Select the item you have been given access to from the Folder type dropdown list. For instance, if someone is sharing their calendar with you then select Calendar from the drop down list. 6. Click OK. This will open the other person s calendar, inbox, contacts, etc. Calendar, contacts, tasks, notes and journal will remain open for you to view all the time after you follow the steps above. The inbox will not. You can open it again through the File Tab. Training 15 8/5/2011
Objective 10: Set an Out of Office Message 1. Click File Tab on Ribbon then click Info button if necessary. 2. Click the Automatic Replies button. 3. Select the Send automatic replies button. 4. Select the Only send during this time range checkbox. 5. Enter dates for when the message should start and stop. 6. You can use the tabs to set separate Out of Office Messages for people who are at the college and those who are external to the college. Enter appropriate text on each tab. 7. Click OK. Training 16 8/5/2011