• Introduction to Microsoft Outlook

• Date: November 15, 2013• Time: 10:00 AM to 11:00 AM• Location: Serra 156A Computer Lab• Instructor: Amber Stokes

•

Learning Objectives

• Navigate the “Ribbon” and Outlook e-mail Interface • Create and use e-mail signatures • Attach files to your e-mail• Create contacts and distribution lists in your Address Book • Create simple appointments and meetings on your Calendar• Color code Categories for your different appointments • Search your e-mail folders more effectively• Use filters and rules to manage your e-mail better

Introduction to Outlook 20102

Introduction to Outlook 2010

The Ribbon

3

Introduction to Outlook 2010

Tabs, Groups, Commands

Tabs: The Ribbon is made up of different tabs, each related to specific kinds of work you do in Excel.

Groups: Each tab has several groups that show related items together.

Commands: A command is a button or a menu.

4

Outlook 2007 vs. 2010

• Outlook 2007 Office Button • Outlook 2010 File Tab

Introduction to Outlook 2010 5

Outlook Help

Introduction to Outlook 2010

Button pops up help window.

6

Parts of your Outlook screen

Introduction to Outlook 2010 7

Ribbon

Nav

igat

ion

bar

Taskbar

Preview pane

Using Signatures

Introduction to Outlook 20108

Creating a signature

Introduction to Outlook 2010 9

Writing an e-mail with Attachments

Introduction to Outlook 201010

Writing an e-mail with Attachments

Introduction to Outlook 201011

• Your attachments show up in the Attached box, where you can click and Delete to remove them, if necessary.

• You will see the file size next to the attached file’s name.

• You can attach multiple files but make sure you’re not sending too many large files in a single e-mail.

Adding Contacts to your Address Book

Introduction to Outlook 201012

Adding Contacts to your Address Book

Introduction to Outlook 201013

Creating a Distribution List

Introduction to Outlook 201014

Creating a Distribution List

Introduction to Outlook 201015

Shows up in your Contacts list as a Group, not a person

Using your Outlook Calendar

Introduction to Outlook 201016

• Appointments• Meetings• View Categories• Reminders• Shared Calendars

Adding an appointment to your calendar

Introduction to Outlook 201017

Adding a meetingto your calendar

Introduction to Outlook 201018

Adding a meetingfrom your e-mail directly

Introduction to Outlook 201019

Using color coded Categories

Introduction to Outlook 201020

• Tables• Pictures/graphics• Special characters• Header/footer• Footnotes

You can assign a category from multiple locations.

Setting up color coded Categories

Introduction to Outlook 201021

• New category• Rename existing• Shortcut key• Meaningful names• You can have

overlapping categories

Using Reminders

Introduction to Outlook 201022

• You can set the reminder for any interval from 5 min to 2 weeks

• You can customize the sound Outlook makes for each reminder

Searching your Outlook account

Introduction to Outlook 201023

• You can search one folder or All Mail Items

• Use quotes to look for any “particular phrase”

• You can search by who sent you e-mail (From), subject, or if e-mail has attachments

• Return count is always at the bottom of the screen

• Also known as filtering

Using File Folders in Outlook

Introduction to Outlook 201024

• Click on the Folder tab to see different Folder commands• When you create New Folder, make sure you’ve selected

your Mailbox first instead of the Inbox • Search Folder – dynamically filled with the results of a

particular search query (e.g. all e-mails requiring followup)

Setting up Rules in Outlook

Introduction to Outlook 201025

• Rules allow you to tell Outlook to do the same set of commands for a given situation, e.g.• Move all e-mails

from X to folder Y• Create an alert

when X e-mails you

• Divert group e-mails to folder Y

What kind of rules can I implement?

• Alert you to e-mails from your boss, dean, co-workers or even family members

• Divert any non-critical e-mails (or e-mails with a particular keyword in the subject) to a folder that you can read later

• Send an alert when high importance e-mails are received• Automatically archive, delete, forward or reply to certain types

of messages• Categorize all sorts of incoming e-mail for you

Introduction to Outlook 2010 26

Organizing Tasks and your To-Do list

• Build tasks from e-mails, calendar items, or from scratch

• Assign due dates, or follow-up dates

• Assign high, normal or low priority importance

• Set reminders before a task is due

Introduction to Outlook 2010 27