Advanced User Guide to Outlook and all its features.
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Transcript of Advanced User Guide to Outlook and all its features.
![Page 1: Advanced User Guide to Outlook and all its features.](https://reader030.fdocuments.in/reader030/viewer/2022012319/56649e295503460f94b16be4/html5/thumbnails/1.jpg)
OUTLOOK 2010Advanced User Guide to Outlook
and all its features.
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Ribbon Bar
Quick Access Tool Bar: Quickly find your most used commands on the customizable Quick Access Tool Bar
Quick Steps: Execute several actions with just one click
Backstage View: Click the File tab for easy access to vital functions such as Print and Save As.
The Ribbon: Displays the features associated with an item and organizes the features on context sensitive jobs
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Using the File TabInfo: Manage account settings, create automatic replies to e-mails, clean up your mailbox, and create Rules and Alerts
Print: Preview and print e-mail without ever leaving the File Tab
Options: Customize the Ribbon, Quick Access Toolbar, and more
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Outlook Options
Take advantage of all the custom options of Outlook by clicking File then clicking on Options
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Outlook Options Cont.Mail Tab
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
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Outlook Options Cont.Mail Tab
Choose how and when sent email messages are saved
Track messages and meeting requests by turning on or off read receipts
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Outlook Options Cont.Advanced Tab
Keep your mailbox clean by emptying deleted items when exiting
Turn reminders on or off or play
a sound
Click the Advanced tab for more options
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To-Do Bar: Presents Outlook’s calendar and scheduling features in a consolidated view
Expand and Collapse Views: You can hide the Navigation plane and Calendar by clicking these arrows
Configure Buttons: Reposition and add or delete Section Buttons or customize the Navigation Pane options
Section Button: Provide quick navigation between the various sections of Outlook
Navigation Pane: Organizes your e-mail by folders and conversations. Right-click a folder to Move, Rename, or create a New Folder
E-Mail Main View
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Expand and Collapse: Click either button to expand or collapse your Navigational Pane
E-Mail: Allows you to drag and drop e-mail into folders or your calendar. Right-click to Print, Assign Categories, and more.
E-Mail Main View Cont.
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Working with E-Mail Messages
Creating an Email1. From the Home tab, click
New E-mail button2. 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
Press “Review” tab for spell checker and Thesaurus
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E-Mail Messages Cont.Spell Checker, Language Preference and Thesaurus
Take advantage of Outlooks Research and Thesaurus by highlighting a word and clicking ResearchCheck Spelling
prior to sending e-mail
Change Language preference or translate
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Creating a Signature1. From the Home tab, click the New E-mail button.2. On the Message tab, in the Include group, click the
Signature button.3. Click Signatures.
1. In the E-mail Signature tab, click the New button and enter a signature name, such as “Work”.
2. 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
3. Click OK. Your signature is now included when you create new e-mails.
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Organizing Your E-MailArrange By
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 a folder you want to organize
Right Click the Arrange by bar
Click Arrange By
Choose how you want your message arranged
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Organizing Your E-Mail Cont.
Flagging Messages
Right Click
1. Select the e-mail you want to flag and right-click the flag outline at the end of the e-mail title.
2. 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.
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Organizing Your E-Mail Cont.
Categorizing 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
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Organizing Your E-Mail Cont.
Creating FoldersCreate folders for announcements, personal correspondence, meetings, or whatever suits your style best
Click the Folder tabClick New Folder
Create New Folder dialog box will appear
Give the folder a name
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
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Applying Rules to E-MailCreate 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 e-mail 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
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Manage Your TasksTasks are shown in the center pane
Select how tasks are displayed
Tasks can be assigned a color coded category
Flags prioritize tasks
The To-Do list shows a list of pending tasks
Click Tasks to get started
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Manage Your Tasks Cont.Creating a Task
Click Tasks
New Task
1. Type a subject for your task
2. Set start and end dates for your task
3. Choose additional actions from the Ribbon, such as categorizing the task or setting a Follow Up
4. When you’ve completed the task form, click the Save & Close button
5. Drag the task into the calendar to schedule time for it
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Manage Your Tasks Cont.Customize Task
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
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Manage Your Tasks Cont.Delegating a Task
1. Click “Assign Task2. Complete the Fields and include a message to explain the taskClick either
place to Start a new Task
Click To Button to find the person your assigning the task too
Click Send
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Working With CalendarsClick View
Add color to visually display how your time is allocated
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
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Sharing Calendar
Click Share Calendar
1. In the “To” field type the name of people you want to share with.
2. Allow recipient to view your Calendar or Request permission to view recipient’s Calendar
3. Click Send
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