Transcript Crash Course: Microsoft Outlook

 Presenter notes
 This Microsoft Outlook 2010 presentation is a
prepackaged solution designed to help attendees
maximize the e-mail application.
 You may use the presentation as-is or customize it.
 You may wish to remove this slide.
Tips for maximizing Microsoft Outlook 2010
Using categories
 Microsoft Outlook 2010 provides categories to
help track, find, sort, filter, and group items.
 Categories can be a keyword
or phrase.
 Customize Outlook 2010’s
Master Category List by clicking the Home tab
and choosing All Categories from the
Categorize dropdown in the Tags group.
 There are multiple ways to assign a category.
Creating customized views
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The Outlook 2010 interface is easily
customized.
Use the Navigation Pane’s shortcuts for quick
access to various Outlook 2010 components.
The Reading Pane displays additional
information for highlighted items.
Choose from predefined views by selecting
an item from the Arrange By dropdown in the
Arrangement group on the View tab.
Address Books and distribution lists
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Use Contacts to organize information on business
associates.
Use contact groups to simplify sending messages to
numerous recipients.
Personal Address Books are only stored on
the local drive, whereas Contacts
are stored on a network server.
Managing Contacts
 A number of predefined views
exist for reviewing Contact
information.
 Items such as meeting requests,
journal entries, and tasks can be
linked to Contacts.
 Sharing Contacts with
colleagues saves time and
helps eliminate data
entry errors.
Filtering messages
 Use rules to sort messages.
 Use the Junk Mail Filter to
reduce clutter.
 Control the Junk Mail Filter.
 Use the Safe Senders and
Safe Recipients lists to
eliminate messages
mistakenly marked as spam.
Creating Rules and Alerts
 Rules and Alerts allow
automatic actions to be
taken on messages.
 Use Rules and Alerts,
found in the Move group,
to create new or edit
existing Rules.
 Outlook provides
extensive criteria to use
in creating a rule.
Automatic responses
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Outlook 2010 supports various automated
response options, which save time.
Use discretion when creating automated
responses.
Rules and Alerts offer another method of
responding to specific messages.
The Out of Office Assistant alerts colleagues to
special circumstances.
Security
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E-mail is inherently insecure.
Digital IDs let you digitally
encrypt Outlook 2010
messages.
Senders and recipients must
possess each other’s Digital IDs
to trade encrypted e-mail.
Working with Tasks
 Outlook 2010’s Tasks
component helps
manage your to-do
list.
 Several predefined
Tasks views exist.
 Tasks can be
assigned to other
people.
Faxing
 Send and receive faxes within Outlook 2010:
 Windows Fax Services or a third-party fax service
must be installed.
 Enable faxing in Outlook 2010 by including the
recipient’s fax number in the Business Fax field of
his or her Contact record.
Using Outlook 2010 templates
 Templates save you time and energy by eliminating
the need to retype information.
 Templates have the .oft file extension.
 Creating and using new templates is
straightforward.
Using Outlook 2010 forms
 Like templates, forms
save time.
 Forms enable
consistent data
submission.
 Creating and using
forms is
straightforward.
 Forms must be
published before
others can use them.
Managing folders
 Using folders simplifies
managing messages and
other Outlook 2010
information.
 Right-click Personal
Folders and choose New
Folder to add a new folder.
 Folders are easily moved.
 Less is more: try avoiding
more than two layers of
sub-folders.
Using Delegates
 Use Delegates to let others view and manage
your Outlook 2010 information.
 To delegate Outlook 2010 management, click
the File tab, click Account Settings, and then
click Delegate Access.
 Share Outlook 2010 contacts folders.
Archiving e-mail
 Use Outlook 2010’s Archive
folders to store older
messages.
 Archive folders store
messages as text or HTML on
your system.
 Back up archive folders
regularly.
 Configure Outlook 2010 to
archive e-mail regularly.
Offline folders
 Offline folders let you access Outlook 2010
information off-site.
 Offline Folders have an .ost file extension.
 Be sure to synchronize folders when returning
to the office.
Outlook Web Access
 You can use almost any
Internet-enabled PC to access
Outlook.
 All you need is the
organization’s Outlook Web
Access URL and a standard
Web browser.
 Outlook Web Access boasts
many features.
 Use care when accessing
Outlook Web Access.
New and enhanced features
 Outlook 2010 makes the switch to a full
Ribbon.
 Quick Steps turn common tasks into a
click.
 Contact groups offer greater functionality.
 Follow conversations with a click.
 Calendar preview in meetings.
Final thoughts
 Are there any questions?
 Don’t forget your copy of the Microsoft Outlook
2010 Quick Reference Handout.
 Thanks for attending.