Transcript Outlook 2010 - Matanuska-Susitna Borough School District

Advanced User Guide to Outlook and
all its features.
Quick Access Tool Bar: Quickly find
your most used commands on the
customizable Quick Access Tool Bar
Backstage View: Click the File
tab for easy access to vital
functions such as Print and
Save As.
Quick Steps: Execute several
actions with just one click
The Ribbon: Displays the
features associated with an
item and organizes the
features on context sensitive
jobs
Info: Manage
account settings,
create automatic
replies to e-mails,
clean up your
mailbox, and
create Rules and
Alerts
Options: Customize
the Ribbon, Quick
Access Toolbar, and
more
Print: Preview and
print e-mail without
ever leaving the File
Tab
Take advantage of all
the custom options of
Outlook by clicking File
then clicking on Options
Click Mail tab to
customize how email is
sent and received
Turn Spell Check on or
off
Message arrival
notifications: Play a sound
or have a desktop alert
Customize your
replies and
forwarded emails
Choose how and when
sent email messages
are saved
Track messages and
meeting requests by
turning on or off read
receipts
Click the
Advanced tab for
more options
Turn
reminders on
or off or play a
sound
Keep your mailbox
clean by emptying
deleted items when
exiting
Expand and Collapse Views:
You can hide the Navigation
plane and Calendar by
clicking these arrows
Navigation Pane:
Organizes your email by folders and
conversations. Rightclick a folder to
Move, Rename, or
create a New Folder
Section Button:
Provide quick
navigation between
the various sections
of Outlook
Configure Buttons:
Reposition and add
or delete Section
Buttons or customize
the Navigation Pane
options
To-Do Bar:
Presents Outlook’s
calendar and
scheduling features
in a consolidated
view
E-Mail: Allows you to drag
and drop e-mail into folders
or your calendar. Right-click
to Print, Assign Categories,
and more.
Expand and Collapse:
Click either button to
expand or collapse
your Navigational
Pane
Press “Review” tab for spell
checker and Thesaurus
Creating an Email
1. From the Home tab, click New Email button
2. Enter the recipients e-mail address
OR navigate to it in your address
book using the To…button
3. Separate multiple names with
semicolons
4. To attach a file to an e-mail, click
the Attach File button
5. Complete your e-mail and click
Send
Change Language preference or
translate
Take advantage of
Outlooks Research
and Thesaurus by
highlighting a word
and clicking Research
Check Spelling
prior to sending email
1.
2.
3.
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In the E-mail Signature tab, click the New button and enter a
signature name, such as “Work”.
In the Edit Signature window, enter your name and the
information you want to include in your signature: your phone
number, job title, and e-mail address
Click OK. Your signature is now included when you create new
e-mails.
From the Home tab, click the New E-mail button.
On the Message tab, in the Include group, click the Signature
button.
Click Signatures.
With Arrange By, you decide
how folders are organized,
whether it’s by the sender’s
name, the type of company
announcement, or the date
received.
Click Arrange By
Click a folder you want
to organize
Right Click the
Arrange by bar
Choose how you want
your message arranged
1.
Right Click
2.
Select the e-mail you
want to flag and rightclick the flag outline at
the end of the e-mail
title.
In the dropdown menu
click the flag that applies
to your message. You
can also set a custom
flag by clicking Custom
and entering your
personalized
information in the dialog
box.
Use Categories to mark all of the e-mails,
contacts, and messages that are related to a
project. Then you can use Arrange By to find
and display those items together
On the Home tab, in the Tags group, click the
Categorize and All Categories button to set up
your categories.
Edit, Rename, Delete, and select the categorize
you want to personalize
Create folders for announcements,
personal correspondence, meetings,
or whatever suits your style best
Click New Folder
Click the Folder tab
Give the folder a name
Create New Folder
dialog box will appear
Choose the location of
the folder then click OK
Choose the Folder
Contains drop down
to create folders for
Notes, Journals,
Contacts, Tasks, and
Calendars
Create rules to automatically sort
mail, set up and Out Of Office reply,
and much more. For example, you
can use Rules to automatically move
messages received from a colleague
to corresponding folder.
With “no” emails highlighted from
the Home tab click Rules
Click Manage Rules and Alerts email rules box will appear
Click New Rule, the
Rules Wizard box will
appear
Highlight an option
how to handle email
Click the specified folder
hyperlink then click Next,
follow on screen instructions
Tasks are shown
in the center pane
Select how tasks are displayed
Tasks can be assigned a
color coded category
Flags prioritize tasks
Click Tasks to
get started
The To-Do list
shows a list of
pending tasks
New Task
1.
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5.
Click Tasks
Type a subject for
your task
Set start and end
dates for your task
Choose additional
actions from the
Ribbon, such as
categorizing the task
or setting a Follow
Up
When you’ve
completed the task
form, click the Save
& Close button
Drag the task into the
calendar to schedule
time for it
Assign a task
E-Mail status reports to
keep colleagues updated
Set up a recurring
task for a project
you do on a
regular basis
Mark your task to
indicate it needs
follow-up
Assign a task a
category for easier
tracking
Click either place
to Start a new
Task
Click To Button to find the
person your assigning the
task too
Click Send
1. Click “Assign Task
2. Complete the Fields
and include a message
to explain the task
Select a view
Change view of tasks
and appointments
Reschedule appointment
by dragging it to free
calendar space
Double-click free
space to open a new
event window
Click View
Add color to visually display
how your time is allocated
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2.
3.
In the “To” field type the
name of people you want
to share with.
Allow recipient to view
your Calendar or Request
permission to view
recipient’s Calendar
Click Send
Click Share Calendar