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Microsoft Outlook 2010 Fundamentals

Microsoft Outlook 2010 Fundamentals

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Published by OmniSkills, LLC
Microsoft Outlook 2010 finally has the Microsoft Office ribbon, which means it's all new. Get up to speed quickly with this extensively illustrated guide, which has clear step-by-step instructions for all the essential Outlook skills. Topics include: Outlook Concepts & Environment; Address Books & Contacts; Sending E-mail; Receiving E-mail; Tasks & To-Do's; and Calendar & Meetings. The unique "one idea per page" format makes these guides simple to use, and better than Outlook's help for quickly finding the right answer.
Microsoft Outlook 2010 finally has the Microsoft Office ribbon, which means it's all new. Get up to speed quickly with this extensively illustrated guide, which has clear step-by-step instructions for all the essential Outlook skills. Topics include: Outlook Concepts & Environment; Address Books & Contacts; Sending E-mail; Receiving E-mail; Tasks & To-Do's; and Calendar & Meetings. The unique "one idea per page" format makes these guides simple to use, and better than Outlook's help for quickly finding the right answer.

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Microsoft Uutlook 2010

Fundam¢ntals

A course for CuLlook users who wlll manaae Llme and lnformaLlon
bv creaLlna, modlfvlna, and manaalna e-mall messaaes, conLacLs,
appolnLmenLs and Lasks.








Copyiight 199S-2u1u 0mniSkills, LLC. All iights ieseiveu.
0mniSkills, LLC • Chailotte, Noith Caiolina, 0SA • www.omniskills.com


Microsoft Uutlook 2010 Fundam¢ntals
Autbor: Paul R¢ali {paul@omniskills.com)
Euition: 2u1u-u1 · Iuly 2u1u
All tiauemaiks aie the piopeity of theii iespective owneis.
C 199S-2u1u 0mniSkills, LLC. All Rights Reseiveu.
Repiouuction without the consent of 0mniSkills, LLC, is piohibiteu. Contact
0mniSkills to puichase copies oi an inexpensive iepiouuction license.
0mniSkills, LLC
Winston-Salem, Noith Caiolina, 0SA
piess@omniskills.com
www.omniskills.com

© 1993- 2010 OmniSkills, LLC Welcome & I nt r oduct ion
How to get the most out of your training
Take control of the training process so that you get the most out of it

Take ownership of your learning.
• Your trainer is your tour guide, but how much you learn is up to you.
Challenge yourself. Old dogs really can learn new tricks.
Relax.
• Training is a safe environment. This is a great opportunity to explore,
investigate, and learn. Relax and enjoy. And, it’s better than working.
Participate.
• Be on time. Be present. Be attentive. Play nice. Play along.
Ask questions.
• Only you know whether or not you understand. If you’re not clear on
something, your trainer can explain it another way.
Answer questions.
• Your trainer will ask you questions during the course. Try to answer,
even if you’re not sure. Good news: wrong answers are good, because
wrong answers lead to right answers.
Make connections.
• Try to connect the content to your needs. Look beyond the classroom to
what will happen when you are back at your desk. Your trainer will
help you apply the content to your situation, if you ask good questions.
Make mistakes.
• Good news: mistakes are good. Training is the place to make mistakes.
Mistakes help us learn. Every mistake makes us better.
Keep learning after you leave.
• To make training stick, you have to use your new skills. Soon. Look for
opportunities to try them out when you are back on the job.
• Within two days of the class, review your course manual. Don’t try to
read every word, but skim, refreshing your mind on the possibilities.
• After two weeks, and then two weeks after that, review the manual
again. You will discover topics and skills you forgot about, or weren’t
ready to use yet. Expect a few “aha” moments when you do this.
Pass it on.
• One of the best ways for you to learn is to help others learn. Help your
colleagues to apply these skills. When you help, you learn, too.
Have fun.
• Simple fact: learning is easier and better if you have a good time.
Objective
How to get
the most out
of your
training
experience
Welcome & I nt r oduct ion © 1993- 2010 OmniSkills, LLC
How to use this manual
Identify and use the conventions and information in an OmniSkills manual

Each page in an OmniSkills manual covers one idea, which is stated in the
page title. Each page has one learning objective, which is stated below the
title. No content ever wraps to the next page. Every page can stand alone.

OmniSkills manuals are designed to be useful after class, too. Explanatory
text is brief and to-the-point, with all procedures shown generically. That
is, you can perform these procedures on any data (or, more to the point,
your data) without having to extract the steps from an in-class example.

Arrow bullets, like this one, provide general explanations and background
information.
• Round bullets, like this one, provide additional information about the
item above it. Lists of options are often presented in this way.
Checkmark bullets, like this one, offer hints and tips that are not essential,
but might be nice to know.
A bomb introduces information that can help you avoid problems.

1 Procedures are indicated with numbered steps, like this one.
2 You should follow each step, selecting options where indicated.
• Round bullets are options for the current step.
Indented check bullets provide hints and tips for this step.
Indented bombs highlight potential problems with this step.

We have selected the best methods to perform certain actions, and often
show more than one, but not every method is shown.
Mouse actions will say “click” for the left mouse button, and “right-click”
for the right mouse button.
Buttons, and choices that are available when you click the drop-down
arrow on a button, are in a sans serif italic font, like this: Click OK.
Tabs, groups, menu choices, and other literals are in a sans serif regular
font, like this: On the Home tab, in the Alignment group…
Keyboard commands look like this: press ENTER. Key combinations are
joined with a plus sign, like this: ALT+TAB.
Dialog box areas and choices look like this: In the Border section, select a
Style and a Color.
Objective
One-idea-per-
page format
Use it after
you leave
What the
bullets mean
How steps
are indicated
How
commands
are written
Table of Contents
edit ion 2010- 01
Micr osoft Out look 2010 Table of Cont ent s - i
Concepts & Environment
Starting & quitting Outlook .............................................................................................................3
How to start Microsoft Outlook
How to quit Microsoft Outlook
Introducing Microsoft Outlook........................................................................................................4
What is Microsoft Outlook?
What does Outlook contain?
What are items?
How is Outlook used in a workgroup?
The Outlook window.......................................................................................................................5
What are the parts of Outlook window?
What’s new in Outlook 2007 & 2010: System & interface.............................................................6
System-wide changes
Interface changes
The Ribbon.......................................................................................................................................7
What is the Ribbon?
How is the Ribbon organized?
What are contextual tabs?
How to minimize the Ribbon
Working with the Ribbon’s tools.....................................................................................................8
What are ScreenTips?
How do tools work?
Using the Ribbon with the keyboard
The Quick Access toolbar................................................................................................................9
What is the Quick Access toolbar?
How to add buttons to a Quick Access toolbar
How to move the toolbar
Navigation Pane.............................................................................................................................10
What is the Navigation Pane?
How to show different panes
How to change the way the buttons are displayed
Changing the size of the Navigation Pane .....................................................................................11
How to change the size of the Navigation Pane
How to minimize the Navigation Pane
How to expand the Navigation Pane
How to close & reopen the Navigation Pane
Default folders ...............................................................................................................................12
What are folders?
How to go to a folder
What are the default folders?
Instant Search.................................................................................................................................13
What is Instant Search?
How to use Instant Search
How to add more search criteria
Reuse a recent search
Table of Contents
ii - Table of Cont ent s © 1993- 2010 OmniSkills, LLC
Address Books & Contacts
Address books................................................................................................................................17
What is the Address Book?
How to open the Address Book
Using the Address Book ................................................................................................................18
About working in the Address Book
How to open the Address Book & choose a list
How to find a person in an address list
How to send mail to a person in the address list
How to add or delete a person
Displaying the contacts folders......................................................................................................19
What are the contacts folders?
How to display the contacts folders
How to view a contacts folder in the folder list
Creating contacts: overview...........................................................................................................20
How to create a new contact item
Contact fields .................................................................................................................................21
Name fields
E-mail & Internet fields
Phone number fields
Address fields
Contact notes..................................................................................................................................22
About the Notes field
How to use the Notes field
Secondary contact fields ................................................................................................................23
How to use secondary contact fields
How to view related activities
Changing contact information........................................................................................................24
How to open a contact item
How to modify contact information
How to delete a contact
Creating contacts from e-mail messages........................................................................................25
About adding contacts from e-mail
How to add a contact from received e-mail
How to check for a contact before you add it to Contacts
Suggested Contacts ........................................................................................................................26
What are Suggested Contacts?
How to view Suggested Contacts
How to add a Suggested Contact to a contacts folder
How to delete one or all Suggested Contacts
How to find a Suggested Contact when composing a message
Contact views.................................................................................................................................27
What are contact views?
How to change contact views
What are the default contact views?
(contents for this topic continued on the next page)
Table of Contents
Micr osoft Out look 2010 Table of Cont ent s - iii
Address Books & Contacts (continued)
Card-style views.............................................................................................................................28
What are the card-style views?
How to use the card-style views
List-style views ..............................................................................................................................29
What are the list-style views?
How to add a field (column) to a list view
How to remove a field (column) from a list view
Sorting contacts..............................................................................................................................30
How to sort a contact list on one field
How to sort a contact list on multiple fields
How to reset a sort to the default
Grouping contacts ..........................................................................................................................31
What is grouping?
How to group a contact list
How to reset a view
Grouping with the Group By box ..................................................................................................32
What is the Group By box?
How to group contacts with the Group By box
Working with groupings ................................................................................................................33
How to expand groups
How to collapse groups
Finding contact items.....................................................................................................................34
How to navigate to an address card
How to find a contact item
How to find any address book item
Categories ......................................................................................................................................35
What is a category?
Where do categories show themselves?
Assigning categories to an item.....................................................................................................36
What categories are available?
How to assign an item to a category
How to remove a category from an item
Modifying categories .....................................................................................................................37
How to modify a category
How to create a new category
Creating Contact Groups................................................................................................................38
What is a Contact Group?
How to create a Contact Group
Using Contact Groups....................................................................................................................39
How to send e-mail to a Contact Group
How to schedule a meeting with members of a Contact Group
Table of Contents
iv - Table of Cont ent s © 1993- 2010 OmniSkills, LLC
Sending E-mail
Displaying the mail folders............................................................................................................43
What are the mail folders?
How to display the mail folders
What are the default mail folders?
Sending messages: overview.........................................................................................................44
How to compose & send a message
Creating a new e-mail message......................................................................................................45
How to create a new blank e-mail message
How to create a new e-mail message to a specific contact
Addressing a message by typing....................................................................................................46
About addressing by typing
How to address a message by typing
Addressing a message by selecting names.....................................................................................47
How to select names
Creating message from address lists..............................................................................................48
How to address a message from the Address Book
How to address a message from a contacts folder
Parts of an e-mail message.............................................................................................................49
What are the elements of an e-mail message?
Using the message elements effectively
Writing your message ....................................................................................................................50
The body of the e-mail
Illustration – using bullets & white space in e-mail
How to format text in a message....................................................................................................51
About formatting
Formatting e-mail message text
Illustration – plain text vs. formatted text
Attaching files to messages............................................................................................................52
Why attach data files to messages?
How to attach files to messages
Sending a file from its source application......................................................................................53
How to send an active document as an attached file
Sending a file from Windows ........................................................................................................54
How to attach a file from Windows Explorer
How to drag a file from Windows Explorer
Message importance & sensitivity.................................................................................................55
What is message importance?
How to set message importance
What is message sensitivity?
How to set message sensitivity
Receipts & other delivery options..................................................................................................56
What is a receipt?
How to request a receipt
Other delivery options
(contents for this topic continued on the next page)
Table of Contents
Micr osoft Out look 2010 Table of Cont ent s - v
Sending E-mail (continued)
Spelling & grammar.......................................................................................................................57
What are spelling & grammar checking?
Why check spelling?
What is proof-reading?
How to proofread
Common errors
Improving the message
Checking spelling as you type .......................................................................................................58
How to check spelling as you type
About as-you-type grammar checking
How to turn on (or off) as-you-type spelling & grammar check
Checking spelling...........................................................................................................................59
How to turn on automatic spell check
How to check spelling
Mistake prevention.........................................................................................................................60
Save as draft
Blank subject field
MailTips
Message formats ............................................................................................................................61
About message formats
How to choose the default e-mail format
How to choose the format for a message
Text formats...................................................................................................................................62
How to change the default text format
Formatting messages with stationery & themes ............................................................................63
What are stationery & themes?
How to select stationery or a theme
Signatures.......................................................................................................................................64
What is a signature?
How to create or change a signature
Business cards & vCards ...............................................................................................................65
What are business cards and vCards?
How to include a business card and/or vCard in a message
Out-of-Office messages .................................................................................................................66
What is an out-of-office message?
How to set an automatic out-of-office reply
When you return to the office…
Using the “Team E-mail” Quick Step............................................................................................67
What are Quick Steps?
What is the “Team E-mail” Quick Step?
How to set up the “Team E-mail” Quick Step
How to use the “Team E-mail” Quick Step
Table of Contents
vi - Table of Cont ent s © 1993- 2010 OmniSkills, LLC
Receiving E-mail
Receiving messages .......................................................................................................................71
Where does new mail arrive?
How does new mail arrive?
How to check for new mail right now
How to set how often Outlook checks for new mail
Notification settings.......................................................................................................................72
How do you know when you have e-mail?
How to change notification settings
Do you want to be notified at all?
Opening messages: overview.........................................................................................................73
How to open a message
The Reading Pane ..........................................................................................................................74
What is the Reading Pane?
How to open, close and position the Reading Pane
Illustration: Reading Pane at bottom and at right of the Items Pane
Previewing attachments .................................................................................................................75
How to preview an attached file without opening it
Attachments & viruses...................................................................................................................76
Attachments & viruses
How to avoid getting infected
Saving attached files ......................................................................................................................77
Why save attachments outside of Outlook?
How to save attachments without opening them
Opening, modifying & saving attachments ...................................................................................78
How to open an attached file
How to make changes to an attached file
How to return an edited file to the sender
Replying to the sender ...................................................................................................................79
How to reply to the sender
How to reply & request a meeting
Replying to the sender & all recipients..........................................................................................80
About replying to all
How to reply to the sender & everyone who received the message
How to reply & request a meeting
Forwarding messages.....................................................................................................................81
What is forwarding?
How to forward a message
Inbox views....................................................................................................................................82
How to use the default mail folder views
Working with columns...................................................................................................................83
About columns & changing columns
How to move, remove, resize, or sort a column
How to add columns
Grouping messages ........................................................................................................................84
How to group messages
Illustration: messages grouped by different fields
(contents for this topic continued on the next page)
Table of Contents
Micr osoft Out look 2010 Table of Cont ent s - vii
Receiving E-mail (continued)
Conversation view .........................................................................................................................85
What is Conversation view?
Using Conversation view
How to turn on Conversation view
Conversation actions......................................................................................................................86
How to take action on a Conversation
Using Quick Steps for reply & forward.........................................................................................87
What are Quick Steps?
How to use the “Reply & Delete” Quick Step
How to use the “To Manager” Quick Step
Managing E-mail
Mail storage strategies ...................................................................................................................91
What to keep? Where? For how long?
Method 1: Inbox = not yet done
Method 2: Inbox = not yet read
Long-term storage with folders
Keep only one copy
Handling messages: overview........................................................................................................92
About handling messages
How to handle messages
What happens after handling an open message .............................................................................93
What happens after you handle an open message?
How to choose what happens after you handle an open message
Deleting messages..........................................................................................................................94
How to delete an open message
How to delete one or more messages from a mail folder
What happens when you delete messages
How to empty the Deleted Items folder
How to empty the Deleted Items folder on exit (or not)
Creating folders..............................................................................................................................95
About folders
How to create a new folder
How to create a new folder “on the fly”
Reorganizing folders......................................................................................................................96
How to rename a folder
How to move a folder
How to remove a folder
Moving messages...........................................................................................................................97
How to move messages to a folder
Copying messages..........................................................................................................................98
Why copy messages?
How to copy messages
Cleaning up....................................................................................................................................99
What is Clean Up?
How to clean up a folder
How to clean out a folder
(contents for this topic continued on the next page)
Table of Contents
viii - Table of Cont ent s © 1993- 2010 OmniSkills, LLC
Managing E-mail (continued)
Follow-up flags ............................................................................................................................100
What is a follow-up flag?
What is the difference between a to-do item and a task item?
How does a follow-up flag do its reminding?
Flagging for follow up .................................................................................................................101
How to add a follow-up flag
Illustration: follow-up flags in the To-Do List
Printing messages.........................................................................................................................102
How to print a message
Junk e-mail...................................................................................................................................103
What is junk e-mail?
How does Outlook handle junk e-mail?
How to set junk e-mail options
Using the Junk E-mail folder .......................................................................................................104
About the Junk E-mail folder
How to mark a message as not junk
How to train the junk e-mail filter
How to empty the Junk E-mail folder
Using Quick Steps for managing mail .........................................................................................105
What are Quick Steps?
How to use the “Saved Mail” Quick Step
How to use the “Done” Quick Step
Tasks & To-Do’s
Tasks & to-do’s............................................................................................................................109
What are tasks and to-do’s?
Where are to-do’s?
Are task items still necessary?
To-Do Bar ....................................................................................................................................110
What is the To-Do Bar?
Where is the To-Do Bar?
Working with the To-Do Bar.......................................................................................................111
How to change the size of the To-Do Bar
How to use the To-Do Bar
Displaying the tasks folders.........................................................................................................112
What are the tasks folders?
How to view the Tasks folders
Creating tasks...............................................................................................................................113
How to quickly create a task
How to create a task using all fields
Task fields....................................................................................................................................114
Subject
Task dates
Status fields
Task owner
Notes
(contents for this topic continued on the next page)
Table of Contents
Micr osoft Out look 2010 Table of Cont ent s - ix
Tasks & To-Do’s (continued)
Task options.................................................................................................................................115
Options on the Task tab
Options on the Insert tab
Task details ..................................................................................................................................116
Why record task details?
How to record task details
Assigning tasks to others .............................................................................................................117
Why use Outlook to assign tasks?
How to assign a task to someone else
Receiving an assigned task ..........................................................................................................118
How to receive a task assignment
Working with assigned tasks .......................................................................................................119
How to update a task assigned to you
How to review a task you have assigned
Completing & deleting tasks........................................................................................................120
How to complete a task
How to delete a task
Recurring tasks.............................................................................................................................121
What is a recurring task?
How to create a recurring task
Task views ...................................................................................................................................122
What is a task view?
How to choose a task view
Illustration: active tasks arranged by due date
Working with columns.................................................................................................................123
About columns & changing columns
How to move, remove, resize, or sort a column
How to add columns
Grouping messages ......................................................................................................................124
How to group a task view by a field
Categories ....................................................................................................................................125
What is a category?
Where do categories show themselves?
Assigning categories to a task item..............................................................................................126
What categories are available?
How to assign an item to a category
How to remove a category from an item
Modifying categories ...................................................................................................................127
How to modify a category
How to create a new category
Table of Contents
x - Table of Cont ent s © 1993- 2010 OmniSkills, LLC
Calendar & Meetings
The Outlook calendar...................................................................................................................131
What is the Outlook calendar?
What group functions are available?
Displaying the calendar folders ...................................................................................................132
What are the Calendar folders?
How to view the calendar folders
How to view your main Calendar in the folder list
Appointment types.......................................................................................................................133
What is an appointment item?
What are the types of appointment items?
Appointment icons
Creating appointments: overview................................................................................................134
How to quickly create an appointment
How to create an appointment & specify options
Appointment fields.......................................................................................................................135
Subject
Location
Dates & times
Notes
Appointment options....................................................................................................................136
Appointment tab options
Reminder
How the appointment appears to others
Categorize
Recurrence
Reminders ....................................................................................................................................137
What is a reminder?
How to set the defaults for reminders
How to set an appointment reminder
How to respond to a reminder
Creating events.............................................................................................................................138
What is an event?
How to create an event
Changing appointments ...............................................................................................................139
How to open & edit an existing appointment
How to change the start or end time with the mouse
How to move or copy an appointment
Deleting appointments .................................................................................................................140
How to delete an existing appointment
Recurring appointments & events................................................................................................141
What is a recurring appointment?
How to create a recurring appointment or event
How to change a recurring appointment or event
Calendar views & arrangements ..................................................................................................142
What are the default calendar views?
How to select & arrange the calendar views
Viewing date ranges.....................................................................................................................143
How to view different dates & date ranges
(contents for this topic continued on the next page)
Table of Contents
Micr osoft Out look 2010 Table of Cont ent s - xi
Calendar & Meetings (continued)
Meetings.......................................................................................................................................144
What is a meeting?
How do meetings work?
Set up a meeting: overview..........................................................................................................145
How to create a meeting
Finding a meeting time ................................................................................................................146
Finding an available time for a meeting
How to find a time with the Scheduling Assistant
How to find a time with the Rooms Finder
Creating meetings from an e-mail message.................................................................................147
What is Meeting Reply?
How to create a meeting with Meeting Reply
Replying to meeting requests.......................................................................................................148
How to reply to a meeting request
Managing meetings you created ..................................................................................................149
How to track meeting responses
How to change or reschedule a meeting
How to cancel a meeting
Opening others’ calendars............................................................................................................150
How to open another person’s calendar
How to view shared calendars
Calendar Groups ..........................................................................................................................151
What are Calendar Groups?
How to create a Calendar Group
How to view shared calendars
Using a delegate...........................................................................................................................152
How to delegate permission to someone else



Table of Contents
xii - Table of Cont ent s © 1993- 2010 OmniSkills, LLC












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edit ion 2010- 01
Micr osoft Out look 2010 Concept s & Envir onment - 1
Microsoft Outlook 2010
Concepts & Environment
Starting & quitting Outlook........................................................................................................ 3
Introducing Microsoft Outlook .................................................................................................. 4
The Outlook window ................................................................................................................... 5
What’s new in Outlook 2007 & 2010: System & interface....................................................... 6
The Ribbon................................................................................................................................... 7
Working with the Ribbon’s tools................................................................................................ 8
The Quick Access toolbar............................................................................................................ 9
Navigation Pane ......................................................................................................................... 10
Changing the size of the Navigation Pane................................................................................ 11
Default folders ............................................................................................................................ 12
Instant Search ............................................................................................................................ 13

2 - Concept s & Envir onment © 1993- 2010 OmniSkills, LLC
NOTES THOUGHTS JOTTINGS LEARNINGS

Micr osoft Out look 2010 Concept s & Envir onment - 3
Starting & quitting Outlook
Launch and exit Microsoft Outlook

Windows is highly customizable, so these steps may be different on your
computer.
1 Choose Start > All Programs > Microsoft Office > Microsoft Outlook 2010.
OR
Double-click the Outlook shortcut icon on the Desktop, if available.
OR
Click the Microsoft Outlook button pinned to the taskbar, if available.
2 If prompted, select a profile and click OK.
3 If prompted, enter your password and click OK.
Outlook starts.


1 Click the Close button in Outlook’s upper right
corner.
OR
On the File tab, choose Exit.
2 If prompted, choose to save or discard changes to modified items.
3 If prompted, choose to empty, or not empty, the Deleted Items folder.
Objective
How to start
Microsoft
Outlook
How to quit
Microsoft
Outlook
4 - Concept s & Envir onment © 1993- 2010 OmniSkills, LLC
Introducing Microsoft Outlook
Understand and define Microsoft Outlook

Microsoft Outlook is a program that manages your e-mail, contacts,
calendar, and tasks.
According to Microsoft, “Microsoft Outlook 2010 offers premium business
and personal e-mail management tools. From a redesigned look to
advanced e-mail organization, search, communication and social
networking features, Outlook 2010 provides you with a world-class
experience to stay productive and in touch with your personal and business
networks.”

Component What you can do with it
Calendar Schedule personal and group appointments, meetings and
events.
Contacts Store business and personal contact information, such as
names, phone and fax numbers, e-mail and physical
addresses, web sites, etc.
Mail Send, receive, save and manage electronic mail.
RSS Feeds Subscribe to web sites, blogs, and news sources that use
Really Simple Syndication (RSS). Whenever new content is
published, Outlook receives a summary or the full article
automatically.
Notes Create and collect miscellaneous information, using an
electronic sticky-note format.
Tasks Create and track a list of to-do items, including tasks you
create for yourself, tasks you assign to others, and tasks that
others have assigned to you.

One way to think about Outlook is to consider its smallest aspect, items,
and the way they are stored and displayed, in folders. In Outlook, every
piece of data is an item stored in a folder.
Outlook creates and stores different types of items, including appointment
items (stored in the Calendar folder), contact items (stored in the Contacts
folder), task items (stored in the Tasks folder), e-mail messages (stored in
the Inbox and other mail folders), notes (stored in the Notes folder), and
RSS entries (stored in the RSS Feeds folder).

Outlook users in a network environment using Microsoft Exchange Server
have certain group-related features available. These include: an internal,
organization-wide address book; public folders; access to others’ calendars;
group calendars; scheduling meetings; and assigning tasks to others.
Objective
What is
Microsoft
Outlook?
What does
Outlook
contain?
What are
items?
How is
Outlook used
in a
workgroup?
Micr osoft Out look 2010 Concept s & Envir onment - 5
The Outlook window
Identify the Outlook window’s elements

The Quick Access toolbar, displayed by default on Outlook’s title bar,
provides one-click access to common commands.
The File tab opens the “Office Backstage” window, which provides access
to file-related functions, such as printing and saving, and program-related
functions, such as setting user and program preferences.
The Ribbon combines menus and toolbars into one system. In Outlook
2007, the Ribbon was added to Outlook item windows; in Outlook 2010,
the Ribbon has been added to the main Outlook window.
The Navigation Pane, on the left side of the window, displays Outlook’s
folders, such as Inbox, Tasks, Contacts, and Calendar, and allows you to
select the folders you wish to see.
Items are displayed in the Items Pane, to the right of the Navigation Bar.
The Reading Pane, on the right of or below the Items Pane, lets you read
the currently-selected item without opening it.
The Status Bar, at the bottom of the Outlook window, tells you how many
items are in the current view, if any filter is applied, how many reminders
are pending, and your network connection status. It also includes the Zoom
Slider, for zooming in on certain types of items.
The To-Do Bar, on the right side of the Outlook window, displays today’s
appointments and tasks, and a miniature month calendar.

Objective
What are the
parts of
Outlook
window?
6 - Concept s & Envir onment © 1993- 2010 OmniSkills, LLC
What’s new in Outlook 2007 & 2010: System & interface
Identify system-wide and interface changes in Outlook 2007 & 2010

Backstage view. Beginning with Outlook 2010, settings that are not
directly related to creating or managing Outlook items, such as print
commands, account management, and automatic replies, are found in the
Microsoft Office Backstage view. Click the File tab to go there.
Instant Search. Outlook 2007 introduced Instant Search. In Outlook 2010
it is easier to narrow your search results by using criteria such as sender,
subject keywords, and other information such as the presence of
attachments. The Search Tools contextual tab includes a set of filters that
efficiently focus your search to isolate the items that you want.
Quick Steps. Turn commands and procedures that you use most often into
one-click actions. Default Quick Steps are included, and you can create
your own.
Flagging for follow-up. Beginning with Outlook 2007, flags are available
throughout Outlook. Use a flag to quickly create a follow-up reminder for
any type of item: message, appointment, or task. Flagged items are tracked
in the To-Do Bar, and where they were created (that is, a mail folder,
calendar, or task list).
Color categories. New in 2007, color categories give you a quick, visual
way to customize items and to distinguish items from one another, making
it easy to locate items, whether they are mail messages, calendar entries, or
tasks. You can also search and sort by color categories to quickly and
visually identify what you are looking for.
Outlook Social Connector. New in 2010, the Outlook Social Connector
(OSC) connects you to the social and business networks you use, including
Microsoft SharePoint, Windows Live, and other popular third-party sites.
You can get more information and stay in touch with the people in your
network without leaving Outlook.
Quota Thermometer. In 2010’s Backstage view (File tab), your account
information includes a visual representation of how much space is left in
your mailbox, for corporate environments with quotas.

Ribbon. Introduced partially in Outlook 2007, the Ribbon – a combination
of menus and toolbars into one command system – is fully deployed in
Outlook 2010. In Outlook 2010, the Ribbon is customizable.
Quick Access toolbar. Outlook has one remaining toolbar, which by
default rests on the title bar. It can be moved to sit below the Ribbon, and
the buttons on it can be customized.
View zoom control. In Outlook 2010, zoom in or out of your mail or
calendar views with the new zoom slider control on the right side of the
status bar.
Objective
System-wide
changes
Interface
changes
Micr osoft Out look 2010 Concept s & Envir onment - 7
The Ribbon
Identify Outlook’s Ribbon

The Ribbon combines Outlook’s previous menu bar and toolbars into one
command system. The Ribbon was introduced in Outlook 2007, but for
item windows only. In Outlook 2010, the main window now also includes
the Ribbon.
Beginning in Outlook 2010, you can customize the Ribbon.

The Ribbon is divided into tabbed sections.

Each tabbed section is divided into groups of related commands.

Some groups (not all) have a dialog launcher that opens a traditional dialog
box containing more options.


Additional tabs appear in context, when you select certain objects, such as
an appointment item. These tabs appear to the right of the standard tabs.


1 Right-click the Ribbon.
2 Click Minimize the Ribbon.
The Ribbon is hidden, with the tabs still visible. When you click a tab, the
tools appear so that you can use them.
To restore the Ribbon, repeat this command.
Objective
What is the
Ribbon?
How is the
Ribbon
organized?
What are
contextual
tabs?
How to
minimize the
Ribbon
8 - Concept s & Envir onment © 1993- 2010 OmniSkills, LLC
Working with the Ribbon’s tools
Understand how the Ribbon’s different types of tools behave

Hover the mouse pointer over a tool
button to display a ScreenTip that tells
the button’s function.
Outlook 2010’s enhanced ScreenTips
show a description of the feature, and
not just the button’s name.
If ScreenTips do not display: on the File
tab, choose Options > General, and
select a “ScreenTip style.”

Button type For example
Command buttons issue commands or apply options
immediately when you click them. Examples: mark a
message as High Importance or Low Importance.

Toggles turn a condition on or off. Examples: Bold,
Italic and Underline.

Drop-downs are buttons, or a secondary option on some
buttons, that display a drop-down list of choices.
Examples: New Items, Clean Up, and Junk.

Galleries are drop-downs that let you see the options.
Example: Text Highlight Color. Most galleries
provide a live preview: when you hover the mouse
pointer over an option, Outlook displays how the option
will look if you choose it.


Press a keyboard shortcut, such as CTRL+S to save. These are shown in the
ScreenTips, and are the same as the shortcuts in previous versions.
Press and release the ALT key. The Ribbon shows the next key(s) you need
to press to issue a command.
Objective
What are
ScreenTips?
How do tools
work?
Using the
Ribbon with
the keyboard
Micr osoft Out look 2010 Concept s & Envir onment - 9
The Quick Access toolbar
Use, move, and customize the Quick Access toolbar

Outlook 2010 has a Quick Access toolbar in each of its windows, which
provide always-visible, one-click access to your favorite commands.
• In the main Outlook window, the toolbar has just two buttons on it,
Send/Receive All Folders and Undo.

• Each Outlook item window (mail message, calendar appointment, etc.)
has its own set of toolbar buttons. By default, those buttons are New,
Save, Undo, Redo, Previous, and Next.

You can customize any Quick Access toolbar by adding and removing
buttons, and by changing its location.

1 Click the Customize Quick Access
Toolbar button.
2 Select any of the commands on the
list to add that command button to
the toolbar.
OR
1 Click the Customize Quick Access
Toolbar botton.
2 Click More Commands.
3 In the dialog box, select a command
on the left side, and click Add >> to
add the command to the toolbar.
4 On the right side of the box,
rearrange the button order by
selecting a button and clicking the
Move Up or Move Down buttons.
5 Click OK when done.

1 Click the Customize Quick Access Toolbar button.
2 Click Show Below the Ribbon or Show Above the Ribbon.
Objective
What is the
Quick Access
toolbar?
How to add
buttons to a
Quick Access
toolbar
How to move
the toolbar
10 - Concept s & Envir onment © 1993- 2010 OmniSkills, LLC
Navigation Pane
Change and customize the Navigation Pane

The Navigation Pane, on the left side of the
Outlook window, displays every Outlook
component and folder.
The Navigation Pane is actually many panes in
one. There is one pane for each Outlook
component (mail, calendar, tasks, etc.), and one
all-inclusive folder list.
The Navigation Pane replaces the Outlook Bar
in Outlook 2002 and earlier versions.

By default, when you launch Outlook, the
Navigation Pane displays mail folders at the top,
and buttons for the other folders at the bottom.
To display a different Outlook component
(Calendar, Contacts, Tasks, etc.), click its button.
The button might be prominently displayed
below the current pane, or it might be
grouped at the very bottom of the pane.

To change how the buttons are displayed, drag the divider up or down. For
example, dragging the divider down changes large buttons to small.


To hide the buttons you do not use,
click Configure buttons >
Navigation Pane Options, then
select which buttons to display.

Objective
What is the
Navigation
Pane?
How to show
different
panes
How to
change the
way the
buttons are
displayed
Micr osoft Out look 2010 Concept s & Envir onment - 11
Changing the size of the Navigation Pane
Change the amount of screen space taken up by the Navigation Pane

1 Point to the boundary on the right side of the Navigation Pane.

2 Do one of the following.
• Drag the boundary to the right to make the Navigation Pane wider.
• Drag the boundary to the left to make the Navigation Pane narrower.

To minimize the Navigation Pane, click the Minimize the Navigation Pane
button in the pane’s upper right corner.


To restore the Navigation Pane,
click the Expand the Navigation
Pane button in the pane’s upper
right corner.

To close the Navigation Pane: on
the View tab, in the Layout group,
click Navigation Pane > Off.
To open a closed Navigation Pane:
on the View tab, in the Layout
group, click Navigation Pane >
Normal.
Objective
How to
change the
size of the
Navigation
Pane
How to
minimize the
Navigation
Pane
How to
expand the
Navigation
Pane
How to close
& reopen the
Navigation
Pane
12 - Concept s & Envir onment © 1993- 2010 OmniSkills, LLC
Default folders
Identify the default folders and how to navigate to them

Folders are containers for Outlook items.
Most folders can contain items only of a
certain type. For example, task folders can
contain only task items.
Outlook contains default folders, and you
can create your own.
You cannot delete any of the default
folders, even if you don’t use them.

1 If the folder is not visible, click the button
for the Outlook component of that type.
OR
Click Folder List to display all folders.

2 Click the folder name.

These folders… Contain…
Calendar Appointment items
Contacts Contact items and Contact Groups (distribution lists)
Deleted Items Items deleted from any folder
Drafts Mail messages written and saved but not yet sent
Inbox Received mail and manually-entered posts
Journal Automatically-entered transaction history, if enabled
Junk E-mail Collects e-mail messages Outlook identifies as junk, if enabled
Notes Catch-all sticky notes
Outbox Sent mail that has not yet been delivered to the mail server
RSS Feeds Information feeds from the Internet to which you subscribe, such as
news feeds, which use the Really Simple Syndication (RSS) method
Sent Items Sender’s copy of sent mail messages
Tasks Task items – things you have to do – and other Outlook items that
are flagged as to-do items; includes tasks you have assigned to
others, and tasks that others have assigned to you
Search Folders Filtered views of items contained in other mail folders
Suggested Contacts A list of every address you sent a message to, but which are not in
your Contacts list
Objective
What are
folders?
How to go to
a folder
What are the
default
folders?
Micr osoft Out look 2010 Concept s & Envir onment - 13
Instant Search
Use Instant Search to find any Outlook item

Instant Search helps you quickly find items in Outlook. The Instant
Search pane is always available in all of your Outlook folders, such as
Mail, Calendar, Tasks, and Contacts.

1 In the Navigation Pane, click the folder you want to search.
2 In the Instant Search box, type your search text.

Items that contain the text that you typed immediately appear, with the
search text highlighted. Attachments are searched, but results from
attachments are not highlighted.
3 To narrow your search, type more characters.
4 To widen your search to include all folders, at the end of the search results,
click Try searching again.
To return the cursor to the Instant Search box, press CTRL+E.
5 When finished, clear the search by clicking Close Search.

You can narrow your search by adding criteria.
1 Click in the Instant Search box.
2 On the Search Tools tab, in the Refine group, select criteria to make the
search more specific.

Search fields are specific to where you are within Outlook.

Your 10 most recent searches are saved and can be reused.
1 Click into the Instant Search box.
2 On the Search Tools tab, in the Options group, click
Recent Searches.
3 Click the search word or phrase that you want to use
again.
Objective
What is
Instant
Search?
How to use
Instant
Search
How to add
more search
criteria
Reuse a
recent search
14 - Concept s & Envir onment © 1993- 2010 OmniSkills, LLC
NOTES THOUGHTS JOTTINGS LEARNINGS



edit ion 2010- 01
Micr osoft Out look 2010 Addr ess Books & Cont act s - 15
Microsoft Outlook 2010
Address Books & Contacts
Address books ............................................................................................................................ 17
Using the Address Book ............................................................................................................ 18
Displaying the contacts folders ................................................................................................. 19
Creating contacts: overview...................................................................................................... 20
Contact fields.............................................................................................................................. 21
Contact notes .............................................................................................................................. 22
Secondary contact fields............................................................................................................ 23
Changing contact information.................................................................................................. 24
Creating contacts from e-mail messages.................................................................................. 25
Suggested Contacts .................................................................................................................... 26
Contact views.............................................................................................................................. 27
Card-style views ......................................................................................................................... 28
List-style views ........................................................................................................................... 29
Sorting contacts.......................................................................................................................... 30
Grouping contacts...................................................................................................................... 31
Grouping with the Group By box............................................................................................. 32
Working with groupings ........................................................................................................... 33
Finding contact items................................................................................................................. 34
Categories ................................................................................................................................... 35
Assigning categories to an item................................................................................................. 36
Modifying categories.................................................................................................................. 37
Creating Contact Groups.......................................................................................................... 38
Using Contact Groups ............................................................................................................... 39

16 - Addr ess Books & Cont act s © 1993- 2010 OmniSkills, LLC
NOTES THOUGHTS JOTTINGS LEARNINGS

Micr osoft Out look 2010 Addr ess Books & Cont act s - 17
Address books
Identify Outlook’s address books

Outlook’s Address Book is a collection of your available address lists.
You will usually have two address lists.
• The Global Address List (GAL) is created and maintained by the
e-mail administrator, and lists company people, their e-mail addresses,
job title, office location, and other organizational information.
• The Contacts folder is your own list of names, e-mail addresses, and
other information, about people outside the company.
You may have additional address books.
• Additional contact folders you have created.
• Public (shared) contact folders.
If your Outlook was upgraded from a version prior to 2007, you may have
had a Personal Address Book, a separate address book file with a .pab
extension. Outlook 2010 does not support the Personal Address Book, and
will have converted your entries to contacts in the Contacts folder.

1 On the Home tab, in the Find group, click Address
Book.
The Address Book opens.

One of your address lists is displayed. The name of the list is shown in the
Address Book box, and in the Address Book’s title bar.
2 To display a different address
book, click the Address Book
drop-down arrow.

Objective
What is the
Address
Book?
How to open
the Address
Book
18 - Addr ess Books & Cont act s © 1993- 2010 OmniSkills, LLC
Using the Address Book
Use the Address Book list to find people and send messages

The Address Book is a central place for all of your address lists. You can
work with any address list using the procedures below, although you may
wish to work directly in the Contacts folder when using that list.

1 On the Home tab, in the Find group, click Address
Book.
The Address Book opens, with one of
the address lists displayed.
2 To select a different list, click the
Address Book drop-down arrow.

1 Select an address list from the Address Book box.
2 Do one of the following.
• To find a person using their name as it is stored in the list, type the first
letters of the name in the Search box. Outlook scrolls immediately to
the matching item.
• To find a person using any part of their name, select “More columns,”
then type any part of the person’s name, and click Go.

3 Double-click the person’s name to open a window containing all of their
contact information.

1 Select a person in the Address Book.
2 Press CTRL+N.
OR
Choose File > New Message.

To add a person to an address list (for which
you have permission), choose File > New Entry, then select the list.
To delete a name from the current list (if you have the proper permission),
select the name and press CTRL+D, or choose File > Delete.
Objective
About
working in
the Address
Book
How to open
the Address
Book &
choose a list
How to find a
person in an
address list
How to send
mail to a
person in the
address list
How to add
or delete a
person
Micr osoft Out look 2010 Addr ess Books & Cont act s - 19
Displaying the contacts folders
Display the contacts folders in the Navigation Pane

The contacts folders contain your personal contact items (people,
organizations, and groups) that you wish to store, but which are not in the
Global Address List, your organization’s internal address book.
A contact item, which is one entry in a contacts folder, contains fields for
many types of information, including name, company name, job title,
postal and e-mail addresses, telephone and fax numbers, and personal data.
In addition to the main Contacts folder, you can have additional contact
folders. Outlook, for example, creates a Suggested Contacts folder to store
people you have e-mailed but who are not in your address lists. You can
also create additional contacts folders.

1 Click Contacts on the Navigation Pane.
OR
Press CTRL+3.
2 Select a contacts folder.


1 At the bottom of the Navigation Pane, click the Folder List button to
display all folders.

2 Click Contacts in the folder list.
OR
Click another contacts folder, such as
Suggested Contacts, or a contacts folder
you have created.

Objective
What are the
contacts
folders?
How to
display the
contacts
folders
How to view
a contacts
folder in the
folder list
20 - Addr ess Books & Cont act s © 1993- 2010 OmniSkills, LLC
Creating contacts: overview
Create contact items and enter general information

1 While displaying a contacts folder: on the Home
tab, in the New group, click New Contact.
OR
Double-click a blank area in the contacts list.
OR
Press CTRL+N.
OR
While in any folder, press CTRL+SHIFT+C.
OR
On the Home tab, in the New group, click New Items > Contact.
A blank contact form opens.
2 Enter the basic contact information: name, company name, job title, e-mail
addresses, phone numbers, IM (instant messaging) address, etc.

3 To add a photograph of the person: on the Contact tab, in the Options
group, click Picture > Add Picture.
4 To add additional information: on the Contact tab, in the Show group, click
Details.
5 On the Home tab, in the Actions group, click Save & Close when done.
Objective
How to create
a new
contact item
Micr osoft Out look 2010 Addr ess Books & Cont act s - 21
Contact fields
Identify the nuances of the data fields in a contact item

When you enter a contact’s Full Name, it appears to be one field, but
Outlook will parse it into
multiple fields (First,
Middle, Last, etc.). To
see the fields, click the
Full Name button.
File as determines how
the contact is listed alphabetically among all contacts. Click the drop-down
arrow to choose a different order for this contact. To change the default
from “Last, First” to “First, Last”, on the File tab, choose
Options > Contacts.
To add a picture of the person, click the picture field.

You can enter three e-mail addresses: E-mail, E-mail 2 and E-mail 3. To
display a different choice, click the drop-down arrow.
The Web page address is clickable, and will launch your web browser.
The IM address is used to determine the person’s online status (if they use
Windows Live Messenger or Microsoft Office Communicator).

By default, Outlook displays
four phone number fields:
Business, Home, Business
Fax, and Mobile.
There are 19 choices,
including Pager, Company,
and Assistant. To display a different field, click the drop-down arrow next
to any field.

By default, Outlook displays
the Business address.
There are two additional choices, Home and Other. To display a different
choice, click the drop-down arrow. If you enter multiple addresses, you can
check the box to show that “This is the mailing address” that should be
used should you need to actually send them something by postal mail.
The address box appears to be one field, but Outlook parses it into multiple
fields (Street, City, State, etc.). To see the fields, click the address type
button (that is, Business, Home, or Other).
Click Map It to use Microsoft’s bing service to display a map of the
contact’s address.
Objective
Name fields
E-mail &
Internet fields
Phone
number fields
Address
fields
22 - Addr ess Books & Cont act s © 1993- 2010 OmniSkills, LLC
Contact notes
Add rich notes to a contact

Outlook contact items contain a catch-all Notes field that you can use to
include information for which there is not a specific field. The Notes field
can contain text you type or paste from another source, connections to
other Outlook items, and attached data files and objects.
The Notes field behaves like a Microsoft Word document: you can format
text using many Word formatting features, including font changes, borders
and shading, and styles.

1 Open a contact item.
2 On the Contact tab,
in the Notes field, do
the following as
needed.
• Type text.
• Paste text from
the Windows Clipboard.
• Select text. Then, on the Format Text tab, apply formatting to the text
(change the font, add bullets, etc.).

• On the Insert tab, in the
Illustrations group, insert an
external picture or clip art, draw
shapes, add a SmartArt graphic or
chart.
• On the Insert tab, in the Include
group, attach an external file, an existing
Outlook item, an Outlook contact item
as a graphical business card, or a
signature.
• On the Insert tab, in the Table group, insert a table.
3 On the Home tab, in the Actions group, click Save & Close
when done.
Objective
About the
Notes field
How to use
the Notes
field
Micr osoft Out look 2010 Addr ess Books & Cont act s - 23
Secondary contact fields
Identify less-common contact fields

1 Open a contact.
2 On the Contact tab, in the Show group, click
Details.
3 Enter information as needed.

If you enter a date in the Birthday or Anniversary fields, Outlook
automatically creates an annual event on the calendar.
4 On the Home tab, in the Actions group, click Save & Close when done.

The activities list displays any items in your Outlook data store that are
related to the current contact, as determined by the contact’s e-mail
address.
1 Open a contact.
2 On the Contact tab, in the Show group, click
Activities.
Outlook searches the data file for related
items, and displays them in a list.

3 Double-click any related item to open it.
Objective
How to use
secondary
contact fields
How to view
related
activities
24 - Addr ess Books & Cont act s © 1993- 2010 OmniSkills, LLC
Changing contact information
Modify and delete contact items

In any contact view, double-click the contact item.
Select the contact, then press ENTER.
Select the contact, then press CTRL+O.
Right-click the contact, then choose Open from the shortcut menu.

1 Open a contact.
2 Edit and add information as needed.
3 On the Home tab, in the Actions group, click Save & Close to
save changes and close the form.
OR
1 In any contact view except Business Card, find the contact item to be
changed, but do not open it.
2 Click in a field to place the cursor there.
This method is limited to visible fields.
3 Edit the field as needed.
4 Click in a different field to save your
changes.

Deleted contacts are placed in the Deleted Items folder, and can be
retrieved from there if deleted accidentally.
1 Select the contact to delete.
2 On the Home tab, in the Delete group, click Delete.
OR
Press the DELETE key.
OR
Press CTRL+D.
OR
Right-click the contact and choose Delete from the shortcut menu.
OR
1 Open a contact.
2 On the Contact tab, in the Actions group, click
Delete.
OR
Press CTRL+D.
Objective
How to open
a contact
item
How to
modify
contact
information
How to delete
a contact
Micr osoft Out look 2010 Addr ess Books & Cont act s - 25
Creating contacts from e-mail messages
Add a contact from an incoming message

When you receive e-mail from someone outside your organization (that is,
someone who is not in the company address book), you can quickly add
them to your Contacts folder, or check to see if they are already there.

1 Open a received e-mail message.
2 In the message header, right-click the sender’s name (or any name in the
To or Cc boxes).
3 From the shortcut menu,
choose Add to Outlook
Contacts.
Outlook opens a new contact
item, with the e-mail address
(and, if understood, the
person’s name) entered.
4 Fill in any additional fields.
5 On the Home tab, in the Actions group, click Save & Close when done.
You will be prompted if the contact already exists, if Outlook is configured
to check for duplicate contacts (on the File tab, click Options > Contacts,
then select “Check for duplicates when saving new contacts”). You can
then choose to add the contact anyway, cancel the add, or merge the two
contacts.

1 Open a received e-mail message.
2 In the message header area, right-click the sender’s name (or any name in
the To or Cc boxes).
3 From the shortcut menu, choose Look up Outlook Contact.

If a contact with that e-mail address is found, Outlook will open the item.
If the contact is not found, Outlook will display a message: “Could not find
a contact with this e-mail address.”
Objective
About adding
contacts
from e-mail
How to add a
contact from
received
e-mail
How to check
for a contact
before you
add it to
Contacts
26 - Addr ess Books & Cont act s © 1993- 2010 OmniSkills, LLC
Suggested Contacts
Use Suggested Contacts to add names to the Contact folder or send e-mail

The Suggested Contacts folder automatically keeps track of everyone you
send a message to, but who isn’t in your Outlook contacts.
When you send a message, or reply to a message, any addresses in the the
To, Cc, or Bcc boxes that are not in your address books will be added to the
Suggested Contacts folder. You can add these contacts to one of your
contacts folders, or simply use them to find addresses if you need them.

1 In the Navigation Pane, click Contacts.
2 In the list of contact folders, click
Suggested Contacts.

1 View the Suggested Contacts folder (see above).
2 Select the contact that you want to move.
3 Drag the selected contact to the Contacts folder or other contacts folder.
OR
On the Home tab, in the Actions group, click Move > Contacts. (If
Contacts is not in the list, or if you are moving the contact to a different
contact folder, click Other Folder, select the destination folder, then click
OK.)

1 View the Suggested Contacts folder (see above).
2 Select a single contact.
OR
Select a single contact, then press CTRL+A to select all contacts.
3 On the Home tab, in the Delete group, click Delete.
OR
Press the DELETE key.

1 In a new message window, click the To, Cc, or Bcc button.
The Select Names dialog box opens.
2 In the Address Book list, choose “Suggested Contacts.”
3 Select a contact, and then click the To, Cc, or Bcc button.
4 Click OK to return to the message window.
The Suggested Contacts you selected are added to the To, Cc, or Bcc fields.
Objective
What are
Suggested
Contacts?
How to view
Suggested
Contacts
How to add a
Suggested
Contact to a
contacts
folder
How to delete
one or all
Suggested
Contacts
How to find a
Suggested
Contact when
composing a
message
Micr osoft Out look 2010 Addr ess Books & Cont act s - 27
Contact views
Identify and use different contact views

Contact views are different ways of displaying a contacts folder.
As with all Outlook views, a contact view can be sorted, grouped and
customized to display items and information in a useful way.

On the Home tab, in the Current
View group, select a view.

Business Cards (more or less)
resemble paper business cards, and
show only the most basic
information. Double-click a Business
Card to open it. Unlike all other
views, a Business Card cannot be
edited without opening it.
Cards display more contact
information than Business
Cards. Double-click a Card
to open it, or edit a visible
field by clicking into it.
Phone list view shows
contacts in an ungrouped
list, with the phone number
among the visible fields. Scroll to the right to see additional fields. Double-
click an item to open it, or click into a field to edit it.

List view displays contact information as a customizable list.

Objective
What are
contact
views?
How to
change
contact views
What are the
default
contact
views?
28 - Addr ess Books & Cont act s © 1993- 2010 OmniSkills, LLC
Card-style views
Use the two card-style views

The two card-style views – Card, and Business Card – display each
contact as a separate card. The Card view shows more detail than Business
Card view, and is more efficient: each Card takes up only as much space as
needed. Each Business Card takes up the same amount of space, regardless
of the information it contains.

Card views Business card views





To quickly go to a card, begin typing the name on the card. If the
card is filed as “Last Name, First Name,” type the last name. If it is
filed as “First Name, Last Name,” type the first name.
To quickly jump to the cards that begin with a certain letter, click
the letter on the alphabetic navigation bar on the right side of the
window.
To change the size of the columns, so that you can see more cards
(but less detail per card) or fewer cards (but more detail per card),
drag the gray column dividers.

Objective
What are the
card-style
views?
How to use
the card-style
views
Micr osoft Out look 2010 Addr ess Books & Cont act s - 29
List-style views
Use the two list-style views

The two list-style views display contact information as a customizable list.
The columns (fields) that are displayed can be changed.
Phone list view shows contacts in an ungrouped list.

List view groups the contacts by the categories you have assigned to them,
or by company, or by any of the fields they might have in common.


1 Display the contacts in any of
the list views.
2 Right-click a contact field on
the bar at the top of the list, and
select Field Chooser.
The Field Chooser box opens.
3 Drag a field from the Field Chooser
box to a place between existing column
headings.

1 Display the contacts in any of the list
views.
2 Drag the column heading away from the others and release it.
OR
Right-click the heading and choose Remove This Column.
Objective
What are the
list-style
views?
How to add a
field (column)
to a list view
How to
remove a
field (column)
from a list
view
30 - Addr ess Books & Cont act s © 1993- 2010 OmniSkills, LLC
Sorting contacts
Display contacts in a particular order in a list view

1 Display a contact view that uses a list format.
If the list has been sorted, an arrow appears in the column heading,
pointing upward if the sort is ascending, or downward if descending.

2 Click the column heading on which to sort.
3 Click again to sort in reverse order.

1 Display any contact view.
2 Right-click one of the field names at the top of the list, and select View
Settings from the shortcut menu.
OR
On the View tab, in the Current View group, click View Settings.
The Advanced View Settings box opens.
3 Click Sort.
The Sort box opens.
4 Select up to four fields
by which to sort, and
indicate Ascending or
Descending order for
each field.
5 Click OK, then OK.
The new sort order is
applied to the list, and is
saved as that view’s sort
order until you sort it a
different way.

1 Display the view to be reset.
2 On the View tab, in the Current View group, click Reset View.
3 Click Yes.
Objective
How to sort a
contact list
on one field
How to sort a
contact list
on multiple
fields
How to reset
a sort to the
default
Micr osoft Out look 2010 Addr ess Books & Cont act s - 31
Grouping contacts
Organize contacts by grouping them

Grouping organizes contact items by one or more fields they have in
common, such as a company name, city, or a category you have assigned to
them. You can group contacts on any field.

To group contacts, you must be using a list view, such as the phone list,
which shows field names on the top row.

1 Display a contact folder in list view.
2 On the View tab, in the
Arrangement group, click More.
3 Click Show in Groups.
4 Select a grouping.
• On the View tab, in the Arrangement
group, click Date, or Company, or
Categories, or Location. Grouping by
this method replaces any previously-
selected grouping.
• Right-click a field heading that you wish to group by, and choose
Group By This Field. Grouping by this method adds to any previously-
selected grouping.
• Use the Group By box (see next page).
The grouping is changed immediately, and remains in effect until you
change it.

1 Display the view to be reset.
2 On the View tab, in the Current View group, click Reset View.
Objective
What is
grouping?
How to group
a contact list
How to reset
a view
32 - Addr ess Books & Cont act s © 1993- 2010 OmniSkills, LLC
Grouping with the Group By box
Group a contact list with the Group By box

The Group By box is an area above a list that allows you to visually group
a list by one or more fields.

1 Display a contact folder in list view:
on the View tab, in the Current View
group, choose Change View > Phone
or Change View > List.
2 Right-click one of the field names at
the top of the list, and select Group by
Box from the shortcut menu.
The Group By box opens.

3 Drag a column heading to the grouping box at the top of the view.

4 Drag and arrange additional headings as necessary. To remove a grouping,
drag the heading out of the Group By box and release it.
OR
1 On the View tab, in the Current View group, click View Settings.
The Advanced View Settings box opens.
2 Click Group By.
3 Select up to four fields by which to group, and select Ascending or
Descending order for each.
4 Click OK, then OK.
Objective
What is the
Group By
box?
How to group
contacts with
the Group By
box
Micr osoft Out look 2010 Addr ess Books & Cont act s - 33
Working with groupings
Expand and collapse groupings

1 Display a contact list that has been grouped (see previous pages).

2 Do the following as needed.
• To expand a group, click
the open triangle to the
left of the group name.
• To expand one group:
select a group name. Then, on the View
tab, in the Arrangement group, click
Expand/Collapse > Expand This
Group.
• To expand all groups: on the View tab,
in the Arrangement group, click
Expand/Collapse > Expand All Groups.

1 Display a contact list that has been grouped (see previous pages).
2 Do the following as needed.
• To collapse a group, click
the closed triangle to the
left of the group name.
• To collapse one group: select a group
name. Then, on the View tab, in the
Arrangement group, click
Expand/Collapse > Collapse This
Group.
• To collapse all groups: on the View tab,
in the Arrangement group, click
Expand/Collapse > Collapse All
Groups.
Objective
How to
expand
groups
How to
collapse
groups
34 - Addr ess Books & Cont act s © 1993- 2010 OmniSkills, LLC
Finding contact items
Locate and navigate to specific contact items

1 Display an address card view.
2 Click any blank area to be sure no items are selected. (This is not
necessary in Business Card view.)
3 To quickly go to a card, begin typing the name on the card. If the
card is filed as “Last Name, First Name,” type the last name. If it is
filed as “First Name, Last Name,” type the first name.
OR
To jump to the cards that begin with a certain letter, click the letter
on the alphabetic navigation bar on the right side of the window.

1 Open any contact view.
2 Type a word (a name, or other information in the contact item you wish to
find) in the Search Contacts box at the top of the view.
The filtered results are
displayed immediately, with
the match highlighted if the matching field is visible.

3 To end the search and view the full list, click the Close Search (X) button.

Outlook will not search the Notes field using this method; to search in
Notes, use the method above.
1 On the Home tab, in the Find group, type a word (a
name, or other information in the contact item you wish
to find) in the Find a Contact box.
2 Press ENTER.
If Outlook finds only one matching contact, it opens the contact item.
3 If Outlook finds more
than one matching
contact, it displays a
list. Select the contact
you wish to open, then
click OK.
Objective
How to
navigate to
an address
card
How to find a
contact item
How to find
any address
book item
Micr osoft Out look 2010 Addr ess Books & Cont act s - 35
Categories
Use categories to organize related items

A category is a keyword or phrase with an associated color that you can
assign to Outlook items.
Categories allow you to easily identify and group related items. For
example, in any list view, you can sort or group by category.
You can assign more than one category to an item.
Categories can be used with any kind of Outlook item, but are most
commonly used with contacts and tasks.

In an open contact item, categories show at the top of the main contact
form (that is, while the Contact tab is selected).

In Card view, categories are
shown on the card.
In list views, the Categories
field is a default column.


Objective
What is a
category?
Where do
categories
show
themselves?
36 - Addr ess Books & Cont act s © 1993- 2010 OmniSkills, LLC
Assigning categories to an item
Assign one or more categories to Outlook items

Outlook provides six default categories, with generic names (e.g., Red
Category and Blue Category). The first time you assign a category to an
item, you are prompted to rename it. You can also add more categories.
Outlook 2010 recognizes categories created in version 2003 and prior, but
does not allow you to assign them to new items. To resolve this, create a
new category with the same name; the new category will replace the old.

1 Open a contact item.
OR
Select one or more contact items.
2 If you opened the item: on the Contact tab, in the Tags group,
click Categorize.
OR
If you selected the item without opening it: on the Home tab, in the Tags
group, click Categorize.
3 Select a category.
OR
Click All Categories to select more than one
category, or to create a new category.
4 If this is the first time you used this category, you
will be prompted to rename it. Optionally, but
recommended, enter a new name, then click Yes.

The category is assigned to the item, and is renamed.
5 Assign additional categories to the item, if needed.

1 Open the item.
2 Right-click the
category band, and
choose Clear.
OR
Click the Categorize button, and deselect the category.
Objective
What
categories
are
available?
How to
assign an
item to a
category
How to
remove a
category
from an item
Micr osoft Out look 2010 Addr ess Books & Cont act s - 37
Modifying categories
Rename, change the color, and assign a keyboard shortcut to categories

If you did not rename the category when you first assigned it, or if you
change your mind about the name of a category, you can rename it. You
can also change its color, and assign a keyboard shortcut.
1 In an open item: on the Contact tab, in the Tags
group, click Categorize > All Categories.
OR
On the Home tab, in the Tags group, click
Categorize > All Categories.
The Color Categories dialog box opens.
2 Select a category.
3 Do the following as needed.
• Click the Rename button, then type a new name
for the category.

• Select a different Color.
• Select a Shortcut Key, so that you can assign categories
with the keyboard.
4 Click OK when done.

1 On the Home tab, in the Tags group, click Categorize > All
Categories.
2 Click New.
The Add New Categories dialog box opens.
3 Enter a Name for the category, and select a Color. Optionally, select a
Shortcut Key.
4 Click OK, when done.
Objective
How to
modify a
category
How to create
a new
category
38 - Addr ess Books & Cont act s © 1993- 2010 OmniSkills, LLC
Creating Contact Groups
Define a Contact Group

A Contact Group (formerly “distribution list”) is a special contact item
that contains a group of e-mail addresses. When you address a message to
the group name, Outlook sends a copy to every address in the group.

1 In any contact view: on the Home tab, in the
New group, select New Contact Group.
A blank Contact Group opens.
2 Type a Name for the group.

Generally, the name should be short and easy to remember, so that you
can type it instead of having to look it up when addressing a message.
3 On the Contact Group tab, in the Members group,
click Add Members.
4 Select the source of the names: From Outlook
Contacts, From Address Book, or a New E-mail
Contact.
5 If you selected a contact list or address book: double-click a name to add it
to the Contact Group.
OR
Select a name and click the Members button.

OR
If you selected New E-mail Contact, a box opens where you can enter a
new contact. Fill in the details and click OK.
6 When all members are added, click OK.
7 On the Home tab, in the Actions group, click Save & Close.
Objective
What is a
Contact
Group?
How to create
a Contact
Group
Micr osoft Out look 2010 Addr ess Books & Cont act s - 39
Using Contact Groups
Send messages or schedule a meeting with all members of the group

1 Create a new mail message.
2 In an address field, type the name of the Contact Group.
OR
Click the To: button and select the Contact Group from the Address Book.
Contact Groups are displayed in bold.

3 Continue writing and sending the message as usual. A copy of the message
will be sent to each member of the list.

1 On the Navigation Pane, click Calendar.
2 On the Home tab, in the New group, click New Meeting.
A new blank meeting item opens.
3 In the To: field, type the name of the Contact Group.
OR
Click the To: button and select the Contact Group from the Address Book.
Add the group to the appropriate box (Required, etc.). Click OK when
done.
The meeting request is addressed to all group members.

Objective
How to send
e-mail to a
Contact
Group
How to
schedule a
meeting with
members of a
Contact
Group
40 - Addr ess Books & Cont act s © 1993- 2010 OmniSkills, LLC
NOTES THOUGHTS JOTTINGS LEARNINGS


edit ion 2010- 01
Micr osoft Out look 2010 Sending E- mail - 41
Microsoft Outlook 2010
Sending E-mail
Displaying the mail folders........................................................................................................ 43
Sending messages: overview...................................................................................................... 44
Creating a new e-mail message................................................................................................. 45
Addressing a message by typing............................................................................................... 46
Addressing a message by selecting names ............................................................................... 47
Creating message from address lists ........................................................................................ 48
Parts of an e-mail message ........................................................................................................ 49
Writing your message................................................................................................................ 50
How to format text in a message............................................................................................... 51
Attaching files to messages........................................................................................................ 52
Sending a file from its source application................................................................................ 53
Sending a file from Windows.................................................................................................... 54
Message importance & sensitivity............................................................................................ 55
Receipts & other delivery options ............................................................................................ 56
Spelling & grammar .................................................................................................................. 57
Checking spelling as you type ................................................................................................... 58
Checking spelling ....................................................................................................................... 59
Mistake prevention .................................................................................................................... 60
Message formats......................................................................................................................... 61
Text formats ............................................................................................................................... 62
Formatting messages with stationery & themes ..................................................................... 63
Signatures ................................................................................................................................... 64
Business cards & vCards........................................................................................................... 65
Out-of-Office messages.............................................................................................................. 66
Using the Team E-mail Quick Step.......................................................................................... 67

42 – Sending E- mail © 1993- 2010 OmniSkills, LLC
NOTES THOUGHTS JOTTINGS LEARNINGS

Micr osoft Out look 2010 Sending E- mail - 43
Displaying the mail folders
Display mail folders in the Navigation Pane

The mail folders contain the e-mail messages
you send and receive.
There are several folders that make up the
e-mail component of Outlook. These include
default (Outlook-created) folders such as
Inbox, Drafts, Sent Items, and Deleted Items,
as well as those you create to store mail
messages.

1 Click Mail on the Navigation Pane.
OR
Press CTRL+1.
OR
Press CTRL+SHIFT+I (displays the mail folders
and selects the Inbox).
OR
At the bottom of the Navigation
Pane, click the Folder List button to
display all folders.
2 If necessary, select a mail folder.

These folders… Contain…
Deleted Items items deleted from any folder
Drafts mail messages written and saved
(manually or automatically) but
not yet sent
Inbox incoming mail
Junk E-mail messages marked as junk, by
Outlook or by the user
Outbox sent mail that has not yet been
delivered to the mail server
RSS Feeds messages from subscribed feeds
that use the Really Simple
Syndication protocol
Sent Items sender’s copy of sent messages
Search Folders filtered views of items contained
in other mail folders

Folders shown in the Favorites group are the same as the folders in the
main group. Outlook automatically adds some folders to the Favorites
group; you can add or remove folders manually. To do so, right click a
folder and choose Show in Favorites or Remove from Favorites.
Objective
What are the
mail folders?
How to
display the
mail folders
What are the
default mail
folders?
44 – Sending E- mail © 1993- 2010 OmniSkills, LLC
Sending messages: overview
Create and send e-mail messages

1 Display any mail folder.
2 On the Home tab, in the New group, click New E-mail.
OR
Press CTRL+N.
3 In the To, Cc, and Bcc fields, type the names (if in an address book) or
e-mail addresses of the people who will receive the message. Separate
addresses with semicolons.

OR
To select names from an address book, click To, Cc or Bcc, or click the
Address Book button (on the Message tab, in the Names group) or press
CTRL+SHIFT+B.
The To field is for anyone to whom the message directly speaks.
The Cc field is for courtesy copies of the message.
The Bcc field is for blind courtesy copies. These recipients are not
revealed to other recipients. (To display the Bcc field: on the Options
tab, in the Show Fields group, click Bcc.)
4 Press TAB to move to the Subject field, and type a message description.

5 Press TAB to move to the message body area, or click into the body area,
and type the message. Apply formatting if desired.
6 Do the following as needed.
• On the Message or Insert tabs, in the Include group, click
Attach File to attach one or more data files.
• On the Message tab, in the Tags group, click High
Importance or Low Importance to tell the recipient
how urgent, or not urgent, the message is.
• Choose any of the other available message
options.
7 To send the message, click the Send button.
OR
Press ALT+S.
If you are not ready to send the message, close the message and save it. A
copy will be placed in your Drafts folder.
Objective
How to
compose &
send a
message
Micr osoft Out look 2010 Sending E- mail - 45
Creating a new e-mail message
Create a new e-mail message

From any mail folder:
• On the Home tab, in the New group, click New E-mail.
• Press CTRL+N.
From any non-mail folder:
• Press CTRL+SHIFT+M.
• On the Home tab, in the New Items group,
click New Items > E-mail Message.

1 Select a contact in any contacts folder.
2 Right-click the contact and choose Create >
E-mail from the shortcut menu.

OR
On the Home tab, in the Communicate group, click E-mail.
If the person has more than one e-mail address, Outlook will use all of
them in the To: field.
OR
1 On the Home tab, in the Find group, click Address
Book.
2 Select the address book to use from the Address Book list.
3 Select a name.
4 Choose File > New Message.
Objective
How to create
a new blank
e-mail
message
How to create
a new e-mail
message to a
specific
contact
46 – Sending E- mail © 1993- 2010 OmniSkills, LLC
Addressing a message by typing
Address a mail message by typing e-mail addresses or names

Some people type names or e-mail addresses in the address boxes. Some
people prefer to select names from an address book. You can choose the
method you prefer.
When you type a name or e-mail address, Outlook tries to help. While you
are typing, Outlook looks for matching addresses, but only from messages
you have sent, not from your address books. After you have completely
typed a name, Outlook will then search your address books for a match.

1 Create a new message.
2 In the message form, click into the To, Cc, or Bcc box.
3 Begin typing either the person’s name, or their actual e-mail address.
4 If multiple matches are found,
a drop-down list of choices is
displayed. If the address you
want is highlighted, press
ENTER to accept it.
OR
To select a different name, press your down-arrow key to highlight the
name and press ENTER, or click it.
OR
When you have typed enough letters that there is only one possible match,
Outlook finishes the entry. Press ENTER to accept the name.
OR
Ignore the names that Outlook found and continue typing the entire name
or address.
To remove a name from the drop-down list, arrow down to the name
and press the DELETE key, or click the X next to the address.
5 If you entered a name and not an e-mail address, Outlook will (eventually)
attempt to match it with your address books.
• If one match is found, Outlook accepts it without asking you.
• If multiple matches are found, Outlook underlines the name with a red
line. Right-click the name to choose from the found matches.
• If no match is found, the name is left plain in the address box.
To force Outlook to check the address book, press CTRL+K,
or, on the Message tab, in the Names group, click Check
Names.
Objective
About
addressing
by typing
How to
address a
message by
typing
Micr osoft Out look 2010 Sending E- mail - 47
Addressing a message by selecting names
Address a mail message by selecting from address book lists

1 Create a new message.
2 In the message form, click the To, Cc or Bcc button.
OR
Press CTRL+SHIFT+B.
OR
On the Message tab, in the Names group, click Address
Book.
The Select Names box opens.
3 Select the Address Book to use from the
drop-down list.
4 To locate a name, scroll through the list
with the scroll bar or up and down arrow keys.
OR
Type the beginning of the name in
the Search box.
OR
Select the More columns option, then enter any part of the name, and click
Go.
5 When you locate the name, add it to the To, Cc or Bcc field.
• Select a name, then click the To, Cc or Bcc button.

• Double-click a name, which adds the name to the To field, or to
whichever field was last used.
6 Repeat to add additional names.
To select multiple names at once, select one name, then hold the CTRL
key and click additional names.
7 When all addresses have been added, click OK to return to the message.
Objective
How to select
names
48 – Sending E- mail © 1993- 2010 OmniSkills, LLC
Creating message from address lists
Find a contact in an address list, and send a message from there

You do not have to begin writing an e-mail message by opening a new
message form. You can also begin from any address list.
1 On the Home tab, in the Find group, click Address
Book.
OR
Press CTRL+SHIFT+B.
The Address Book, which displays all available address books and contact
folders, opens.
2 Select the address book to use from the
Address Book drop-down list.
3 Select a name.
OR
Select multiple names by clicking one name, then holding the CTRL key
and clicking additional names.
4 Choose File > New Message.
OR
Press CTRL+N.
A new mail message opens, with the selected names in the To field.

1 Open the Contacts list, or any contacts folder.
2 Right-click a name and choose Create > E-mail from the shortcut menu
(works only when one contact is selected).

OR
Select one or more contacts, then: on the Home tab, in the Communicate
group, click E-mail.
A new mail message opens, with the selected names in the To field.

Objective
How to
address a
message
from the
Address
Book
How to
address a
message
from a
contacts
folder
Micr osoft Out look 2010 Sending E- mail - 49
Parts of an e-mail message
Identify the different parts of an e-mail message and use them effectively

Field Information
To The recipient(s); those who are the target and may need to take action
Cc Those who receive a courtesy copy, a form of FYI
Bcc Those who receive a courtesy copy, but whose names are not revealed
to other recipients (that is, a blind courtesy copy)
Subject What the message is about; the vehicle for getting the message read
Body The text of the message
Attachments Data files that are sent along with the message

The To, Cc, and Bcc fields contain the message recipients’ addresses. Each
user with access to e-mail, both inside a company and outside, has a unique
address.
• Send the message To the people who are being directly spoken to, and
those who have to take action.
• Cc those people who need to know about the message, but are not
being directly spoken to, and do not need to take action.
• Bcc names are hidden from the other recipients. This can have political
ramifications if used to be subversive. There are good uses of the Bcc,
such as suppressing a large list of names when sending a mass mailing.
The subject is a brief summary or introduction to the message.
• Many people who send e-mail treat the subject line as a throwaway,
and do not take advantage of its usefulness. Many even leave it blank.
• A good subject line is your marketing message. The recipient often
decides whether and when to open your message based on the subject.
• The subject also helps you recognize the message when the recipient
replies to you, or when you are looking for the message in your Sent
Items folder.
• A good subject line reveals the key aspects of the message: its
importance, its subject, and any action deadlines.
The message body contains the actual message.
• Text may be typed directly into the message body or copied from
another message, document or file.
• You can add formatting to make parts of your message stand out.
One or more data files may be attached to the message.
• Sharing data files is a primary collaboration tool.
• Your recipient can view an attached file if he or she has the same
application that was used to create it, or one that can convert it.
Objective
What are the
elements of
an e-mail
message?
Using the
message
elements
effectively
50 – Sending E- mail © 1993- 2010 OmniSkills, LLC
Writing your message
Write an effective e-mail message

You write your message in the body area of the message form. Writing an
e-mail message is a lot like using Microsoft Word. You type your message,
press ENTER to start new paragraphs, edit, proofread, and format if desired.
E-mail messages are most effective if you follow a few guidelines.
• Put your most important point at the beginning of the message.
• Each message should be about one topic.
• Be brief and to the point.
• State clearly what you want. If there is an action required, or a deadline
to be met, do not bury it in the message.
• Create white space by leaving blank lines between paragraphs.
• Use bulleted lists. Create the bullet by typing a dash ( - ) or a double
dash ( -- ), or by applying bullet formatting (on the Message tab, in the
Basic Text group, click Bullets).
• Do not type in all capital letters; it is considered shouting.
• Check your spelling and grammar, using the spell check command and
by proofreading.
• Do not send mail when you are angry or upset. You can always save
the message in the Drafts folder and revise it later, when a cooler head
prevails.

Subject: How to use the new in-class presentations
Greetings!
Here's some information about the new presentations. A sample is attached.
Objectives
-- The presentations are designed as a visual guide to the class. (It's an adult learning
thing - most people remember better if they see and hear information.)
Content
-- Each presentation is set up the same way, with slides for each element of the
introduction, one slide for each topic in the course, and a wrap-up slide.
Launching & using
-- To run a show without running PowerPoint, right-click the file & choose Show.
-- You can use ALT+TAB to switch from the show to another application.
Navigation
-- There is a navigation panel in the lower right of each slide.
- Click the green button to go to the next slide.
- Click the yellow button to go to the previous slide.
Objective
The body of
the e-mail
Illustration –
using bullets
& white
space in
e-mail
Micr osoft Out look 2010 Sending E- mail - 51
How to format text in a message
Apply formatting to an individual message

Text formatting is available for messages using the (default) HTML or
Rich Text formats. Formatting is not available with the plain text format.
The same kind of formatting used in the message body is also available in
other types of Outlook items, in the Notes fields.
When you send mail through the Internet – that is, outside your company
mail system – your formatting may be lost, and your message converted to
plain text.

1 In the message area, select the text to change.
2 Apply formatting using the tools found in one or more of these places.
• On the Message tab, in the
Basic Text group.
• In the Font dialog box: on the
Message tab, in the Basic Text
group, click the dialog launcher.
• On the Format Text tab, in the Font, Paragraph and Styles groups.
• Using shortcut keys, such as CTRL+B for bold and CTRL+I for italic.
• On the mini-toolbar: hover the mouse over the selected text until the
mini-toolbar appears.

To remove formatting from selected text, press CTRL+SPACEBAR.

Plain text:

Formatted text:

Objective
About
formatting
Formatting
e-mail
message text
Illustration –
plain text vs.
formatted
text
52 – Sending E- mail © 1993- 2010 OmniSkills, LLC
Attaching files to messages
Attach files created in other applications to messages

When we work, we collaborate. It is common to share data files with
someone else. You can attach any file to an outgoing e-mail message.
The attachment is a copy of the original. If changes are to be made by
others, be sure to keep track of which version is the latest. You may have
services, such as Microsoft SharePoint, that allows sharing of the original
document rather than a copy.
The recipient must have an application that can read the file in order to
open it.
In addition to data files, you can attach other items to messages, including
Outlook items, a graphical business card, a vCard, and a snapshot of your
Outlook calendar.

1 Create a new message and fill in the message form as usual.
2 On the Message tab, in the Include group, click Attach File.
3 Navigate to the drive and folder that contains the file to attach.

4 Select the file to attach.
OR
Select the first file to attach, hold the CTRL key and select additional files.
5 Click Insert to attach the selected file(s).
The attached documents are displayed above the message area.

6 Complete the message form and click Send.
Objective
Why attach
data files to
messages?
How to attach
files to
messages
Micr osoft Out look 2010 Sending E- mail - 53
Sending a file from its source application
Send a document as an attached file from within an application

Outlook does not have to be running to send from an application, although
the message may not be delivered until you next start Outlook.
1 Create and save a document in Microsoft
Word, Microsoft Excel or another MAPI-
compliant application.
2 In Microsoft Office 2010 applications: on
the File tab, choose Share > Send Using
E-mail.
In other applications, choose File >
Send To or an equivalent command.
3 Select a file format for the
attachment.
• Send as Attachment: the
document is attached to the
message in its current file
format.
• Send as Link: a link is sent to
the original document’s
shared location, such as a
Microsoft SharePoint site.
(Attachments are copies; use
this method if you wish to
provide access to the original
document.)
• Send as PDF: a copy of the
file is converted to PDF
format, then attached to the
message.
• Send as XPS: a copy of the file is converted to Microsoft’s little-used
XPS format (a PDF alternative), then attached to the message.
• Send as Internet Fax: a copy of the file is sent as a fax without using a
fax machine. A fax service provider is required.
A new Outlook message form opens, with the document attached.

4 Complete the message form, and click Send.
Objective
How to send
an active
document as
an attached
file
54 – Sending E- mail © 1993- 2010 OmniSkills, LLC
Sending a file from Windows
Send a file as an attachment from Windows Explorer

Outlook does not have to be running to send from Windows Explorer,
although the message may not be delivered until you next start Outlook.
1 Navigate to the
appropriate folder in
Windows Explorer.
2 Select one or more
files to attach.
3 Right-click the
selection and choose
Send To > Mail
Recipient.
A new Outlook
message form opens
with the selected
file(s) attached.

4 Complete the message form and click Send.

1 In Outlook, create a new message.
2 Switch to Windows Explorer, and select the file(s) you wish to attach.
3 Drag the messages to the Outlook message, and drop them on it.
The files are attached to the message.
Objective
How to attach
a file from
Windows
Explorer
How to drag
a file from
Windows
Explorer
Micr osoft Out look 2010 Sending E- mail - 55
Message importance & sensitivity
Change the message importance and sensitivity

Message importance indicates the urgency of the message.
• Normal is the default importance. Messages with normal importance
are not marked in any particular way.
• High importance indicates the message should be opened promptly.
• Low importance is a courtesy. It tells the recipient the message is not
pressing, and can be read at their leisure.
Symbols for High and
Low importance appear
in the Importance
column.
When you send mail
through the Internet
(that is, outside of your company e-mail system), your recipient’s e-mail
system will usually, but not always, preserve the message importance.

1 Create a message.
2 To indicate an urgent message: on the Message tab,
in the Tags group, click High Importance.
OR
To indicate a low priority message: on the Message
tab, in the Tags group, click Low Importance.

Message sensitivity indicates personal or confidential information.
• You can mark a message Personal or Confidential, to suggest to the
recipient how the message should be handled.
• When you mark a message Private, you are adding a small constraint:
“Private” messages cannot be modified by the recipient. But, they can
be forwarded, and the forwarded message can be modified.

1 On the Message tab, in the Tags group, click
the dialog launcher.
2 Select from the Sensitivity drop-down list.
3 Click Close to return to the message.
Objective
What is
message
importance?
How to set
message
importance
What is
message
sensitivity?
How to set
message
sensitivity
56 – Sending E- mail © 1993- 2010 OmniSkills, LLC
Receipts & other delivery options
Request receipts, change the reply address, and control the saving of your copy

A receipt is an automatic confirmation that a sender can request from an
e-mail server. Outlook supports two kinds of receipts.
• A read receipt, which is sent when the recipient opens the message.
• A delivery receipt, which is sent when the message arrives in the
recipient’s inbox. This is used far less often than the read receipt.
Receipts work for mail sent inside the company network. They will
sometimes work for messages sent through the Internet, but not always.

1 On the Options tab, in the Tracking group, do one or more of the following.
• Select Request a Read Receipt to
be notified when the message was
opened by the recipient.
• Select Request a Delivery Receipt
to be notified when the message
was delivered to the recipient’s inbox.
2 Send the message.
3 When the recipient (or the recipient’s delegate) receives or opens the
message, you will receive an e-mail confirmation message.
Some e-mail systems ask the recipient if they want to send a read receipt. If
the person is prompted and declines, you will not receive the notification.

1 On the Message tab, in the Tags group, click the dialog launcher.
2 In the Delivery options section, do the following as needed.

• You can choose to Have replies sent to a different address than the one
it came from.
• You can tell Outlook Do not deliver before the date and time you set. If
you are not in a Microsoft Exchange Server environment, Outlook must
remain open until the message is sent.
• You can tell Outlook that the message Expires after a set date and time.
After that, the message header remains visible in Outlook folders,
marked with a strikethrough, although it can still be opened.
3 Click Close to return to the message form.
Objective
What is a
receipt?
How to
request a
receipt
Other
delivery
options
Micr osoft Out look 2010 Sending E- mail - 57
Spelling & grammar
Understand spelling and grammar checks, and the importance of proofreading

Spell check is having Outlook compare each word in a message to a
dictionary of words, and then alert you when a word does not match an
entry in the dictionary.
Most proper names and abbreviations are not included in the internal
dictionary, so those words will appear to be misspelled. Commonly used
company, city, personal and product names may be added to the dictionary.
Grammar check analyzes sentences based on a list of grammar rules.
Grammar checking is unreliable, and the suggestions are often wrong.
Outlook uses the shared Microsoft Office spelling and grammar system. It
works the same as in the other applications, and uses the same dictionary.

Mistakes in grammar and spelling reflect poorly upon you.
When you check spelling, you let Outlook catch the obvious errors, but it
does not catch every error. Proofreading is also necessary.

Proofreading is critically reading what you have written, looking
specifically for errors in spelling, usage, grammar, and clarity.
Few e-mail messages need to be masterpieces, but every message benefits
from at least one additional “pass” with an eye toward removing mistakes
and improving the message.

Read your message again, slowly. While reading, look for errors and for
ways to improve the message.
Some proofreaders like to make one pass looking for errors, and a second
pass looking for content improvements.

Incorrect word substitution, such as by reversing letters, adding a letter, or
leaving off a letter (e.g., form vs. from, go vs. got, you vs. your).
Usage errors, when you chose the wrong form of a word (e.g., your vs.
you’re, its vs. it’s, there vs. their).
Poor sentences, such as awkward, incomplete or run-on sentences.

Check for clarity. Does your message say what you mean for it to say?
Check for conciseness. Does your message get to the point?
Check for correctness. Are your facts in order?
Check for tone. How will your message be perceived?
Objective
What are
spelling &
grammar
checking?
Why check
spelling?
What is
proof-
reading?
How to
proofread
Common
errors
Improving
the message
58 – Sending E- mail © 1993- 2010 OmniSkills, LLC
Checking spelling as you type
Check for misspelled words while typing

Outlook can check spelling as you enter text. Essentially, it follows along
behind as you type, waits for you to finish a word, then checks it against
the dictionary and the AutoCorrect list.
1 Type the text of a message.
As you type, words that are not in
your dictionary are immediately
marked with a wavy red underline.
2 Right-click a marked word.
Outlook displays a shortcut menu of
choices.
3 Do one of the following.
• Select the correct word from the
list.
• Choose Ignore to have Outlook
ignore only this one occurrence
of the word.
• Choose Ignore All to have Outlook ignore every occurrence of the word
in this message.
• Choose Add to Dictionary to add the word to your custom dictionary,
which is shared by all of Microsoft Office.

Sentences or phrases that seem to violate a grammar rule are marked with a
wavy green underline.
As with red-underlined words that are marked as possible misspellings, you
can right-click the green-underlined text to see a suggested correction.
Grammar checking is unreliable, and the suggested corrections are often
wrong.

1 On the File tab, choose Options > Mail.
2 In the Compose Messages section, click the Editor Options button.
3 Click Proofing.
4 In the When correcting spelling in Outlook section, do the following:
• Select (or deselect) “Check spelling as you type.”
• Select (or deselect) “Mark grammar errors as you type.”
5 Click OK, then OK.
Objective
How to check
spelling as
you type
About as-
you-type
grammar
checking
How to turn
on (or off) as-
you-type
spelling &
grammar
check
Micr osoft Out look 2010 Sending E- mail - 59
Checking spelling
Check spelling before you send a message

1 On the File tab, choose Options > Mail.
2 Select Always check spelling before sending.
3 Click OK.
When you click Send in a mail message, the spell check will run.

1 After writing your message, click Send (if Outlook is set to check
automatically; see above).
OR
On the Review tab, in the Proofing group, click Spelling &
Grammar.
OR
Press F7.
If one or more words is found that Outlook suspects is incorrect, the
Spelling and Grammar dialog box opens.
2 Choose from the options.
• Click Ignore
Once to ignore
the found word
this time only.
• Click Ignore All
to ignore all
occurrences of
the word in this
message.
• Select one of
the
Suggestions, or
type a
correction in the Not in Dictionary box, then click Change to correct
this one word, or click Change All to change all occurrences of the
word in this message.
• Click Add to Dictionary to place this word in your custom Office-wide
dictionary, so that this word is no longer considered to be misspelled.
• Click Cancel or Close to stop checking.
After you respond to each word, the checker will continue to the next
suspected word.
3 If prompted, click OK to the Spelling check is complete message.
Objective
How to turn
on automatic
spell check
How to check
spelling
60 – Sending E- mail © 1993- 2010 OmniSkills, LLC
Mistake prevention
Use Outlook features to keep you from making a mistake

We don’t always send messages right when we write them. Sometimes, the
message is not ready: perhaps you don’t have the time to finish it, or you
don’t have the information you need, or you are interrupted.
Sometimes, it is not wise to send the message right away.
• If you wrote the message while you were angry.
• If the message contains sensitive material.
• If the message might be misunderstood.
• If someone else needs to see the message first.
• If you’re not sure how the message will be interpreted.
To save a message without sending it yet, click the Save button on the
Quick Access toolbar, or close the message and save it when prompted.



A good subject line is as important as a good message, as it helps your
message stand out in a crowded inbox.
When you click Send on a
message that does not have a
subject, a message appears to
confirm that no subject was
intentional.

In a Microsoft Exchange
Server 2010
environment, MailTips
help to prevent you from
doing things you might
not wish to do, such as
replying to all when
there are a large number
of recipients.
Objective
Save as draft
Blank subject
field
MailTips
Micr osoft Out look 2010 Sending E- mail - 61
Message formats
Select a message format

Outlook lets you choose the format in which messages will be sent. This
choice affects the options available to you when you create messages.
You have three choices for the format of your outgoing e-mail messages.
• HTML (the default): extensive formatting is permitted, including the
use of web technologies such as Flash animations.
• Rich Text: some formatting is permitted.
• Plain text: no formatting is permitted.
When you reply to a message, Outlook chooses the format of the message
you received (that is, plain text, Rich Text, or HTML), but you can choose
a different format.

1 On the File tab, choose Options > Mail.
2 In the Compose messages section, select a format for composing messages:
“HTML,” “Rich Text,” or “Plain Text.”

3 If you choose “Rich Text,” also do this: in the Message format section,
select an action to be taken When sending messages in Rich Text format to
Internet recipients.

4 Click OK when done.

1 Open a new mail message, or reply to a received message.
2 On the Format Text tab, in the Format group, select a
message format.
Objective
About
message
formats
How to
choose the
default e-mail
format
How to
choose the
format for a
message
62 – Sending E- mail © 1993- 2010 OmniSkills, LLC
Text formats
Set the default message format

The default message text in Outlook 2010 is Calibri 11 point black. You
can select a different font, size and color for your message text.
1 On the File tab, choose Options > Mail.
2 In the Compose messages section, for the Compose messages in this format
option, select “HTML” or “Rich Text,” but not “Plain Text.”

3 Click Stationery and Fonts.

4 In the New mail messages section, click Font.

The Font dialog box opens.
5 Select font, size, color and effects for the text in new mail messages, then
click OK.
6 In the Replying or forwarding messages section, click Font.

The Font dialog box opens.
7 Select font, size, color and effects for the text that you type in messages
when you are replying or forwarding, then click OK.
8 Click OK and OK.
Objective
How to
change the
default text
format
Micr osoft Out look 2010 Sending E- mail - 63
Formatting messages with stationery & themes
Use Office themes or Outlook stationery to format e-mail messages

Stationery and themes allow you to easily add design elements to HTML-
formatted e-mail messages.
• Stationery includes background colors and patterns. Stationery is
exclusive to Outlook, and is not used by other Microsoft Office 2010
applications.
• Themes include backgrounds and a set of unified design elements such
as fonts, bullets, colors, and effects. Themes exist throughout Microsoft
Office 2010; you could use the same theme in your e-mail messages as
you do in PowerPoint presentations and Word documents.
Some network administrators dislike, and some disallow, stationery.
If your recipient’s system does not allow HTML-formatted e-mail,
stationery and theme graphics may be discarded or converted to
attachments.

1 On the File tab, choose Options > Mail.
2 Click Stationery and Fonts.

3 Click Theme.
4 Select a stationery or theme.
Each item in the list is a
theme, unless marked as stationery.
5 If you selected a theme, also select whether
to use Vivid Colors, Active Graphics, and a
Background Image.

6 Click OK.
7 In the Signatures and Stationery box,
select whether you will use the theme’s
font, or your default font.
8 Click OK and OK.

Objective
What are
stationery &
themes?
How to select
stationery or
a theme
64 – Sending E- mail © 1993- 2010 OmniSkills, LLC
Signatures
Place boilerplate information at the bottom of each message

A signature is information, such as your company name and contact
information, that is inserted at the bottom of messages you send.

1 On the File tab, click Options > Mail.
2 Click the Signatures button.

3 To create a new signature, click the New button.
When prompted, type a name for the signature, then click
OK.
OR
To change an existing signature, select the signature from the list.
4 Type the new signature or modify the existing signature in the Edit
signature box.

5 Optionally, select some or all of the text, then apply formatting using the
formatting buttons.
6 Optionally, do one or more of the following.
• Click the Picture button to insert a graphic, such as a company logo.
• Click the Insert Hyperlink button to insert a link to a web page or file.
• Click the Business Card button to insert your information as a
graphical business card (if you entered yourself as a contact in one of
your contacts folders).
7 Repeat to create or edit additional signatures.
8 Select which
signatures will be
included in messages
automatically, and
when.
9 Click OK and OK.
Objective
What is a
signature?
How to create
or change a
signature
Micr osoft Out look 2010 Sending E- mail - 65
Business cards & vCards
Place a graphical business card or a vCard at the bottom of each message

vCards and business cards allow you to share contact information with an
e-mail recipient. For example, you might send someone your card, or the
card of a colleague, rather than typing the information in the message.
A business card is a graphical image
of a person’s contact information, in
a form that resembles a paper
business card. The recipient could
then manually enter the information
into their address book.
A vCard is virtual card, saved as a
file with a .VCF extension, and sent as
a file attachment that the recipient can import into their address book.
vCard is the Internet standard for sending contact information, and is
supported by most e-mail systems.
Business cards and vCards are created from items in your contact folders.
To be able to create either type of card for yourself, enter yourself as a
contact.

1 In an e-mail message, place the cursor where the business card will appear.
2 On the Message tab, in the Include group, click
Attach Item > Business Card.
3 Select a recently-used name from the drop-down
list.
OR
Click Other Business Cards. Select a contact, then
click OK.
A business card is inserted in the
message body, and a vCard is
attached.
4 Optionally, to send only the
business card, delete the vCard
attachment.
OR
Optionally, to send only the vCard,
delete the business card.
Objective
What are
business
cards and
vCards?
How to
include a
business
card and/or
vCard in a
message
66 – Sending E- mail © 1993- 2010 OmniSkills, LLC
Out-of-Office messages
Send an automatic message when you are out of the office

When you are out of the office, you can have Outlook send one message to
anyone who e-mails you while you are out. This message will typically
include the dates you are gone, and other options for the sender, such as
whom to call in your absence.
Automatic out-of-office messages are available only if your organization is
using Microsoft Exchange Server.

1 On the File tab, click the Automatic Replies button.
The Automatic Replies box opens.
2 Select Send automatic replies.

3 Optionally, limit the time range when the automatic replies are sent.
(Typically, this coincides with the precise dates and times you are out of
the office or away from your e-mail.)
4 On the Inside My Organization tab, type the response you want to send to
people inside your organization who e-mail you while you are away.
5 On the Outside My Organization tab, enter settings for sending auto-replies
to people outside of your organization.
• To send auto-replies, select the Auto-reply to people outside my
organization check box. To not send auto-replies, deselect the Auto-
reply to people outside my organization check box.
• Select either My Contacts only or Anyone outside my organization to
specify the people to whom auto-replies are to be sent.
• Type the response you want to send to people outside your organization
who e-mail you while you are away.
6 If you need to apply any rules, click Rule.
A rule is an action Outlook performs for you when triggered. Rules
created here are triggered when the Out of Office action is triggered.
7 Click OK when done.

If you did not set an end time for the auto-replies, remember to turn off the
auto-alerts when you return to the office: on the File tab, click Automatic
Replies, and select Do not send automatic replies.
Objective
What is an
out-of-office
message?
How to set an
automatic
out-of-office
reply
When you
return to the
office…
Micr osoft Out look 2010 Sending E- mail - 67
Using the “Team E-mail” Quick Step
Set up and use the Quick Step for sending e-mail to a defined team

Quick Steps, a new feature in Outlook 2010, allows you to execute
multiple commands with one click. This is useful for any sequence you
perform commonly, such as replying to a message and deleting the
original. Default Quick Steps are included, and you can create your own.

The “Team E-mail” Quick Step lets you create a new mail message to your
team (or any pre-defined group) with one click.
The first time you use the “Team E-mail” Quick Step, you will set it up so
that it knows who is in the group. After that, one click gets it done.

1 On the Home tab, in the Quick Steps group, click Team E-mail.
The First Time Setup box opens.

2 Optionally, enter a new Name for this Quick Step.
3 Type names in the To field.
OR
Click the To button or the Address Book button to select from an address
list.
4 Optionally, click the Options button to select a shortcut key that will trigger
this Quick Step, or to add additional actions.
5 Click Save when done.

1 In a mail folder: on the Home
tab, in the Quick Steps group,
click Team E-mail.
The message opens, pre-
addressed to your team.
2 Write your message as usual.
Objective
What are
Quick Steps?
What is the
“Team E-
mail” Quick
Step?
How to set up
the “Team E-
mail” Quick
Step
How to use
the “Team E-
mail” Quick
Step
68 – Sending E- mail © 1993- 2010 OmniSkills, LLC
NOTES THOUGHTS JOTTINGS LEARNINGS


edit ion 2010- 01
Micr osoft Out look 2010 Receiving E- mail - 69
Microsoft Outlook 2010
Receiving E-mail
Receiving messages .................................................................................................................... 71
Notification settings ................................................................................................................... 72
Opening messages: overview..................................................................................................... 73
The Reading Pane ...................................................................................................................... 74
Previewing attachments............................................................................................................. 75
Attachments & viruses .............................................................................................................. 76
Saving attached files .................................................................................................................. 77
Opening, modifying & saving attachments ............................................................................. 78
Replying to the sender ............................................................................................................... 79
Replying to the sender & all recipients.................................................................................... 80
Forwarding messages................................................................................................................. 81
Inbox views ................................................................................................................................. 82
Working with columns .............................................................................................................. 83
Grouping messages .................................................................................................................... 84
Conversation view...................................................................................................................... 85
Conversation actions.................................................................................................................. 86
Using Quick Steps for reply & forward................................................................................... 87
70 - Receiving E- mail © 1993- 2010 OmniSkills, LLC
NOTES THOUGHTS JOTTINGS LEARNINGS


Micr osoft Out look 2010 Receiving E- mail - 71
Receiving messages
Receive new messages

All new messages arrive in your Inbox.
They stay there until you delete them or move them to a different folder.

On corporate systems, mail arrives automatically without Outlook having
to ask for it. In smaller systems, Outlook has to check for new mail. You
can control how often Outlook does this, and you can also ask Outlook to
check for mail at any time.

Click the Send/Receive All Folders button on the Quick Access toolbar.

Press F9.
On the Send/Receive tab, in the Send & Receive group,
click Send/Receive All Folders.

1 On the File tab, choose Options > Advanced.
2 In the Send and Receive section, select whether to have items sent from
your Outbox immediately after you click Send.

3 Click the Send/Receive button.
The Send/Receive Groups box opens.
4 Enter how often Outlook should check for mail when you are online (that
is, connected to your mail server), and when you are offline.

5 Click Close when done.
Objective
Where does
new mail
arrive?
How does
new mail
arrive?
How to check
for new mail
right now
How to set
how often
Outlook
checks for
new mail
72 - Receiving E- mail © 1993- 2010 OmniSkills, LLC
Notification settings
Control how Outlook notifies you when new mail arrives

Your notification settings determine what Outlook does when a new
message arrives in the Inbox.
By default, when a new message arrives in your mailbox, Outlook will do
four things.
• Play a sound.
• Briefly change the mouse pointer to a mail icon.
• Display an envelope in the taskbar (although, by default, most icons in
the notification area at the far right of the taskbar are hidden).
• Display a “Desktop Alert,” an opaque, pop-up notification box that
appears for a few seconds on top of whatever application you are using.
When it appears, click the box to open the message, click the big X to
delete it, click the small X to close it, click the drop-down arrow to see
a menu of choices, or ignore it and let it fade away.

Outlook must be running in order to notify you of new messages.

1 On the File tab, choose Options > Mail.
2 In the Message arrival section, select any or all of the four options.

3 Optionally, if you choose to display the Desktop Alert, click the Desktop
Alert Settings button to control how long the alerts will appear, and how
transparent they will be.
4 Click OK as many times as needed to close all the dialog boxes.

Non-urgent interruptions are a productivity killer. Consider what happens
when that translucent message alert pops up: you look at it, taking your
focus away from what you are doing. There is a a cost to your mental
energy and productivity when you do that. Consider turning off your
notifications, and checking your e-mail when it suits you.
Objective
How do you
know when
you have
e-mail?
How to
change
notification
settings
Do you want
to be notified
at all?
Micr osoft Out look 2010 Receiving E- mail - 73
Opening messages: overview
Open e-mail messages

1 Display the folder (such as Inbox) that contains the message.
2 In the Items Pane, double-click the message.
OR
Select the message and press ENTER.
The message opens in its own window.

3 To open an attached file, double-click the file’s icon.
OR
To see an attachment without opening it, click the attachment’s icon.

If a previewer is available, the attachment is shown in the message window
or in the Reading Pane..
File attachments can contain viruses. Do not open an attachment if you
do not know its origin, if you do not recognize the file extension, or if
the context of the message seems odd, even if you know the sender.
4 As necessary, do any of the following.
• Reply to the message.
• Forward the message.
• Print the message.
5 When you are finished with the message, do one of the following.
• Close it, to leave it in the Inbox.
• Go to another message with the Previous Item or Next Item
buttons (which also leaves the current message in the Inbox).
• Delete it, by clicking the Delete button.
• Move it out of the Inbox and into another folder.
Objective
How to open
a message
74 - Receiving E- mail © 1993- 2010 OmniSkills, LLC
The Reading Pane
Move or close the Reading Pane

The Reading Pane, on the right side or below the Items Pane, lets you read
the currently-selected item, and in some cases the message’s attachments,
without opening them.
To view a message in the Reading Pane, simply select the message in the
Items Pane (with the Reading Pane open, of course).

1 On the View tab, in the Layout group, click Reading
Pane.
2 Choose one of the following.
• Right, to open the pane on the right side of the
items pane.
• Bottom, to open the pane below the items pane.
• Off, to close the Reading Pane.



Objective
What is the
Reading
Pane?
How to open,
close and
position the
Reading
Pane
Illustration:
Reading
Pane at
bottom and
at right of the
Items Pane
Micr osoft Out look 2010 Receiving E- mail - 75
Previewing attachments
Preview attachments without opening them

Preview is not available for all file types.
1 Open the message that contains the attachment.
OR
Select the message in a mail folder.
2 Click the attachment’s icon.

If a viewer is available, the file is displayed in the message window (if the
message is open) or in the Reading Pane (if the message is closed).

3 Return to the message.
• On the Attachment Tools | Attachments contextual tab, in
the Message group, click Show Message.
• In the Reading Pane or the message, click the Message
icon.

Objective
How to
preview an
attached file
without
opening it
76 - Receiving E- mail © 1993- 2010 OmniSkills, LLC
Attachments & viruses
Prevent getting a virus from an e-mail attachment

Viruses, worms, and other maladies often travel as e-mail attachments.
Generally, receiving the bad-intentioned file is not enough to cause any
trouble, nor is opening the e-mail message itself. The bad actions begin
when the attachment is opened.
Sadly, this is not always true, but most of the time it holds: if you don’t
open the bad attachment, nothing will happen.

You can avoid setting off an attack by following these guidelines.
• Never open an attachment with the extension .com, .exe, .vbs or .bat.
(Most corporate e-mail systems, and Outlook itself, will prevent these
and other possibly-bad attachments from reaching you.)
• Do not open an attachment from a person or organization you do not
know.
• When you receive an unexpected attachment from someone you do
know, read the body of the message. If it seems odd, or unlike what the
sender might say, do not open the attachment. Contact the sender and
verify that he or she meant to send you the file.
• Keep your virus and malware detection software up to date. (Most
corporate environments handle this for you.)
• This is not an e-mail-related tip, but it’s still good advice: don’t
download any software that you do not entirely trust, including any
unusual toolbars.
• The bottom line: if you’re not sure, don’t download it, open it, or click
it.
Objective
Attachments
& viruses
How to avoid
getting
infected
Micr osoft Out look 2010 Receiving E- mail - 77
Saving attached files
Save attached data files to your hard drive or network drive

It is good data-management practice to save attached files outside of
Outlook, with your other data files. Just because an attachment arrived by
e-mail does not mean it should live forever inside of Outlook.
In addition to being good practice, there are other practical reasons why
you should save attachments with your other data files.
• In many organizations, your total mail storage space is limited. If you
save attachments (especially large attachments) outside of Outlook, and
delete the original messages that contained them, this can help keep
you within your space allotment.
• Unlike previous versions of Outlook, you cannot make changes to an
attached file while it is still attached to a message. When you save the
file outside of Outlook, you can change it as with any data file.

1 Open the message that contains the attached file(s) to save.
2 On the Message tab, in the Move group, click Actions > Other Actions >
Save All Attachments.
OR
Right-click the attachment and
choose Save As.
3 If the message has more than
one attachment, select one or
more files to save, then click
OK.
If there is only one attachment, or if you right-clicked a single
attachment, you will not be prompted.
4 Navigate to the drive and folder where you wish to save the attachment(s).
5 If only one file is being saved, you can type a new File name.
6 Click OK to save multiple attached files to the selected folder.
OR
Click Save if saving only one attached file.

To save disk space, you may wish to delete the attached file from the
message after you have saved a copy to disk. To remove an attachment,
right-click its icon and choose Remove Attachment. Save changes to the
message when prompted.
Objective
Why save
attachments
outside of
Outlook?
How to save
attachments
without
opening them
78 - Receiving E- mail © 1993- 2010 OmniSkills, LLC
Opening, modifying & saving attachments
Open, edit, and save attached files

To open an attached data file, you must have the same application that was
used to create the file or a similar application that can convert it.
1 Open the message that contains the attached file(s).
2 Double-click the
attachment’s icon.
OR
Right-click the icon and choose Open.
If the associated application is running, the document is opened in the
application window.
If the associated application is not running, it launches automatically and
opens the attached file.
3 View and print the document as needed.
To make changes to the document, see the procedure below.

Changes cannot be saved to the attached file within the message.
1 Open an attachment in an e-mail message (see above).
2 On the message bar at the top of the document, click Enable Editing to
make changes to the document.

3 Edit the attached file as necessary.
4 Save the document as a new file.
• Choose File > Save As within the application, then select a name and
location for the document.
• Close the document, click Save As when prompted, then select a name
and location for the document.


1 Reply to the original message.
2 Attach to the message the newly-edited file, which has been saved to your
hard drive or network drive.
Objective
How to open
an attached
file
How to make
changes to
an attached
file
How to return
an edited file
to the sender
Micr osoft Out look 2010 Receiving E- mail - 79
Replying to the sender
Reply to the person who sent you a message

1 Open the message you wish to reply to.
OR
Select the message.
2 On the Home tab (if the message is closed) or the Message tab
(if the message is open), in the Respond group, click Reply.
OR
Press CTRL+R.
A message form opens, with the sender’s address in the To field.
3 Add additional recipients if needed.
4 Type your reply in the message area.

The original message header and contents are displayed at the bottom
of the message area. You can leave this text as is, or edit it.
It is sometimes courteous or necessary to delete parts of the original
message, such as when responding point by point.
5 Click Send.
Attached files are not included when you send a reply. To return a copy of
an attached file, forward the message instead of replying, and readdress it.

1 Open the message you wish to reply to.
OR
Select the message.
2 On the Home tab (if the message is closed) or the Message tab (if the
message is open), in the Respond group, click Meeting.
A meeting request form opens, with the sender’s address in
the To field.
3 Continue as usual to create a meeting request.
Objective
How to reply
to the sender
How to reply
& request a
meeting
80 - Receiving E- mail © 1993- 2010 OmniSkills, LLC
Replying to the sender & all recipients
Reply to the person who sent you a message and all other recipients

Reply to All sends your reply to everyone who received the message,
including those who received the message as a Bcc and whose names are
hidden from you.
Use Reply to All selectively. Some messages are sent to dozens or even
hundreds of people, with the names concealed from the recipients. You
could inadvertently reply to the entire company with Reply to All.
In a Microsoft Exchange Server 2010 environment, the new MailTips
feature will alert you if you Reply to All and “All” is a large number.

1 Open the message you wish to reply to.
OR
Select the message.
2 On the Home tab (if the message is closed) or the Message tab (if
the message is open), in the Respond group, click Reply All.
OR
Press CTRL+SHIFT+R.
A message form opens, with addresses for the sender and all recipients of
the original message are entered in the To and Cc fields.
The message is also addressed to recipients who received a Bcc.
3 Add or remove recipients as needed.
4 Type your reply in the message area.
The original message header and contents are displayed at the bottom
of the message area. You can leave this text as is, or edit it.
It is sometimes courteous or necessary to delete parts of the original
message, such as when responding point by point.
5 Click Send.
Attached files are not included when you send a reply. To include a copy of
an attached file, forward the message instead of replying, and readdress it.

1 Open the message you wish to reply to.
OR
Select the message.
2 On the Home tab (if the message is closed) or the Message tab (if the
message is open), in the Respond group, click Meeting.
A meeting request form opens, with the sender’s address in
the To field, and all recipients included in the To or Cc fields.
3 Continue as usual to create a meeting request.
Objective
About
replying to all
How to reply
to the sender
& everyone
who received
the message
How to reply
& request a
meeting
Micr osoft Out look 2010 Receiving E- mail - 81
Forwarding messages
Forward a message to one or more people

Forwarding is sending an entire e-mail message – including any
attachments – to someone else.

1 Open the message that will be forwarded.
OR
Select the message.
2 On the Home tab (if the message is closed) or the Message tab
(if the message is open), in the Respond group, click
Forward.
OR
Press CTRL+F.
A message form opens. The original message header and contents are
displayed at the bottom of the message area.
3 Address the message by typing addresses or selecting from the Address
Book.
4 Type your comments in the message area, if necessary.

5 Edit the original message, if necessary.
6 Click Send.
The original message indicates when the message was forwarded.

Objective
What is
forwarding?
How to
forward a
message
82 - Receiving E- mail © 1993- 2010 OmniSkills, LLC
Inbox views
Display your Inbox (and other mail folders) using the default views

1 Select a mail folder.
2 On the View tab, in the Current View group,
click Change View.
3 Select a view.
• Compact: shows a compact version of the message information, by
using nested conversations. With the Reading Pane on the right, shows
the subject and the sender in two lines. With the Reading Pane on the
bottom or off, shows information in one line.


• Single: shows all information in a single line, but without nested
conversations. With the Reading Pane on the right, shows very little
usable information.

• Preview: shows a three-line preview for unread messages, and a single-
line for previously-read messages. Does not use the Reading Pane.


Objective
How to use
the default
mail folder
views
Micr osoft Out look 2010 Receiving E- mail - 83
Working with columns
Change which columns are displayed, and how they are displayed

Column headings correspond to fields, such as Subject and Date Received.
You can change which columns (fields) are displayed.
When you make any change to a column, you are redefining the current
view for that folder only. You are not prompted to save the changes, and
the changes are retained until you change them again.

1 Display the mail folder you wish to change, such as the Inbox.
2 Do one of the following.
• To move a column, drag the column heading to a new location.
• To remove a column, drag the column heading off the heading row.
• To change the width of a column, drag the right-edge of the column
heading.
• To sort by a column, click the column heading. Click the column
heading again to reverse the sort order (ascending or descending).


1 Display any mail folder, such as the Inbox.
2 Right-click a column heading and choose Field
Chooser.
The Field Chooser box opens.
3 Locate the field you want to add, and drag it from the box to the proper
position among the column headings.

4 Close the Field Chooser when done.
Objective
About
columns &
changing
columns
How to move,
remove,
resize, or sort
a column
How to add
columns
84 - Receiving E- mail © 1993- 2010 OmniSkills, LLC
Grouping messages
Group messages by different fields

When you make any change to a view, you are redefining the current view
for that folder only. You are not prompted to save the changes, and the
changes are retained until you change them again.
1 Display the mail folder view to be changed.
2 On the View tab, in the Arrangement group, select the field by which to
group the messages.

• To see additional options, click the scroll buttons, or click the More
button.


Messages grouped by Date (Conversation view)

Messages grouped by From


Objective
How to group
messages
Illustration:
messages
grouped by
different
fields
Micr osoft Out look 2010 Receiving E- mail - 85
Conversation view
Use Conversation view to see all messages in an exchange together

New in Outlook 2010, e-mail messages in your Inbox and other mail
folders can be organized by date and arranged by Conversation: messages
that share the same subject appear as Conversations that can be expanded
or collapsed. You can quickly review and act on messages or complete
Conversations.

Conversations are identified in the message list by an icon showing
multiple items.

Click the icon to expand the Conversation.

Expanded Conversations provide a visual relationship between messages,
including any responses and related messages from other folders.
The messages within each Conversation are sorted with the newest
message on top. It does not matter where the messages are stored. Even if
some messages are in different folders, all messages in the conversation are
visible from wherever any one message can be found.

When a new message is received, the entire Conversation moves to the top
of your message list.
When a message gets two or more separate responses, the Conversation
splits into multiple related but separate Conversations. The latest message
in each split appears when you click on the Conversation.

1 On the View tab, in the Arrangement group, select Date (Conversations) as
the grouping.
2 On the View tab, in the Arrangement group, select the Show as
Conversations check box.
Objective
What is
Conversation
view?
Using
Conversation
view
How to turn
on
Conversation
view
86 - Receiving E- mail © 1993- 2010 OmniSkills, LLC
Conversation actions
Take actions on Conversation items

You can take action on Conversations, or messages within a Conversation,
in the same ways as you can with single messages.
Click the Conversation header, or click the message that you want from the
Conversation, and then do any of the following.
• Reply or Reply All. Replying to a message in a Conversation sends a
response to that message, which is the top message shown in the
Reading Pane. If the Conversation has split, click the part of the
Conversation that you want to reply to, and the response is sent to the
latest message in that split. You can reply to any message in the
Conversation.
• Forward. Clicking Forward creates a new message with the
Conversation as the message body, as it appears in the Reading Pane.
• Categorize. You can categorize a Conversation or individual messages
within a Conversation. If you categorize one or more individual
messages, the category colors show in the header when the
Conversation is compressed or closed.
Marking a Conversation header with a category sets an ongoing action
that will categorize any new messages of that Conversation.
Ignore. You can keep
Conversations that are unimportant
to you out of your Inbox. On the
Home tab, in the Delete group,
click Ignore. All previous and
future e-mail messages of the
Conversation are moved directly to
the Deleted Items folder.
Clean Up. You can reduce the size of a Conversation with the Clean Up
command. On the Home tab, in the Delete group, click Clean Up > Clean
Up Conversation. Any redundant messages, which means messages that
are not unread, flagged, categorized or the newest message in a branch of
the Conversation, are moved to the Deleted Items folder.


Objective
How to take
action on a
Conversation
Micr osoft Out look 2010 Receiving E- mail - 87
Using Quick Steps for reply & forward
Use Quick Steps for replying and forwarding e-mail

Quick Steps, a new feature in Outlook 2010, allows you to execute
multiple commands with one click. This is useful for any sequence you
perform commonly, such as replying to a message and deleting the
original. Default Quick Steps are included, and you can create your own.

Use the “Reply & Delete” Quick Step when you want to reply to a message
and delete the original in one step.
1 Open or select the message.
2 On the Home tab (if the
message is not opened) or the
Message tab (if it is), in the
Quick Steps group, click Reply
& Delete.
A message reply opens. The original message is immediately moved to the
Deleted Items folder.
3 Write your message and send as usual.

The “To Manager” Quick Step lets you forward a message, pre-addressed
to your manager, or someone else you designate, with one click.
The first time you use the “To Manager” Quick Step, you will set it up so
that it knows to whom to forward the messages. After setup, it works as
described below.
1 Open or select the message.
2 On the Home tab (if the
message is not opened) or the
Message tab (if it is), in the
Quick Steps group, click To
Manager.
The message opens, pre-
addressed to your manager, or whomever you chose at setup.
3 Write your message and send as usual.
Objective
What are
Quick Steps?
How to use
the “Reply &
Delete” Quick
Step
How to use
the “To
Manager”
Quick Step
88 - Receiving E- mail © 1993- 2010 OmniSkills, LLC
NOTES THOUGHTS JOTTINGS LEARNINGS


edit ion 2010- 01
Micr osoft Out look 2010 Managing E- mail - 89
Microsoft Outlook 2010
Managing E-mail
Mail storage strategies............................................................................................................... 91
Handling messages: overview................................................................................................... 92
What happens after handling an open message...................................................................... 93
Deleting messages....................................................................................................................... 94
Creating folders.......................................................................................................................... 95
Reorganizing folders.................................................................................................................. 96
Moving messages........................................................................................................................ 97
Copying messages ...................................................................................................................... 98
Cleaning up................................................................................................................................. 99
Follow-up flags ......................................................................................................................... 100
Flagging for follow up.............................................................................................................. 101
Printing messages..................................................................................................................... 102
Junk e-mail ............................................................................................................................... 103
Using the Junk E-mail folder.................................................................................................. 104
Using Quick Steps for managing mail.................................................................................... 105
90 - Managing E- mail © 1993- 2010 OmniSkills, LLC
NOTES THOUGHTS JOTTINGS LEARNINGS


Micr osoft Out look 2010 Managing E- mail - 91
Mail storage strategies
Create a system for storing mail

What should you keep, where should you keep it, and for how long?
Simply, keep messages as long as they are useful and relevant. Most
messages are kept long after they are no longer relevant.
Where, and for how long? Here are some ideas for handling your e-mail.

With this method – a common one – you leave messages in the Inbox until
whatever must be done has been done, making the Inbox a de facto task
list. Once the message’s task has been completed, the message is stored in
a folder, or deleted.
However: when you do this, you are likely to open some messages over
and over again while scanning the Inbox and deciding what to work on.
This is terrifically inefficient, and it happens because the Inbox items have
not been formally assigned to a task list of any kind.

With this method, you process each Inbox item when you first read it, with
the goal of reaching the state known as “Inbox Zero” – an empty Inbox.
• If the message needs a reply, reply to it, then move or delete the
message. If you can’t reply right now, it’s OK to leave it there.
• If something more elaborate has to be done, create a task for the item
(from the Inbox, drag the e-mail message to the Tasks folder to create a
new task, then delete the message), or flag it as a to-do item, then move
it to an “in process” folder, or a dated folder (e.g., “Do on Thursday”).

Once an item is no longer active, you can delete it or store it in a folder.
Keep all e-mail related to a project in one folder. When the project is done,
you can delete the entire folder. Outlook’s Conversation view helps
accomplish this, by linking together all related messages, even those in the
Sent Items folder. You can also be more conscious about not
overburdening the Sent Items folder. Before you send a message, select the
folder where the sent item will be saved: on the Options tab, in the More
Options group, click Save Sent Item, and select the project folder.
Sometimes we want to keep something for a while, but not forever. One
solution is to create date-sensitive folders, such as “Keep Until Year End.”
Don’t keep everything. Keep only what you need.

If you reply to a message, you can delete the original, because your reply
will contain all parts of the exchange. (The Conversation Clean Up
command helps with this.)
Objective
What to
keep?
Where? For
how long?
Method 1:
Inbox = not
yet done
Method 2:
Inbox = not
yet read
Long-term
storage with
folders
Keep only
one copy
92 - Managing E- mail © 1993- 2010 OmniSkills, LLC
Handling messages: overview
Manage messages after you have read them

After you have read a message and replied or forwarded it, you still need to
handle the message itself. There are only three things you can do.
• You can leave the message in the Inbox.
• You can move the message to a folder.
• You can delete the message.
It is strongly recommended that you remove a message from the Inbox, by
moving it or deleting it, once you have finished with it. Your Inbox should
contain only messages that have not yet been handled, a kind of to-do list.

1 Open a message, or select it in the message list.
2 To leave an open message in the Inbox:
• Close the message window by pressing ESC or
clicking the Close button.
• Go to another message, by clicking the
Previous Item or Next Item buttons on the
Quick Access toolbar.
OR
To move the message to another folder:
• On the Message tab (if the
message is open), or on the Home
tab (if the message is closed), in
the Move group, click Move.
Select a folder, or click Other
Folder to select an existing folder
or to create a new folder.
• Press CTRL+SHIFT+V, then select
an existing folder or create a new folder.
• If the message is closed, drag it to another folder.
OR
To delete the message:
• Press CTRL+D.
• On the Home tab (if the message is closed), or on the
Message tab (if the message is open), in the Delete group,
click Delete.
• If the message is closed, press the DELETE key.
• If the message is closed, drag it to the Deleted Items folder.
Objective
About
handling
messages
How to
handle
messages
Micr osoft Out look 2010 Managing E- mail - 93
What happens after handling an open message
Control what happens after you move or delete an open message

By default, after you delete or move an open message, Outlook returns to
the Inbox (or whatever folder you were in).
You may find it more helpful, when you are reading a batch of new
messages, to have Outlook open the next item, or the previous one.

1 On the File tab, choose Options > Mail.
2 In the Other section (at the very bottom of the box), choose an option for
what happens After moving or deleting an open item.

• “Open the previous item” opens the message above the moved/deleted
one, and is best for people who like to thumb through the Inbox from
bottom to top.
• “Open the next item” opens the message below the moved/deleted one,
and is best for people who like to thumb through the Inbox from top to
bottom.
• “Return to the current folder” (the default) does not open another
message.
3 Click OK.

Objective
What
happens after
you handle
an open
message?
How to
choose what
happens after
you handle
an open
message
94 - Managing E- mail © 1993- 2010 OmniSkills, LLC
Deleting messages
Delete messages in your Inbox and other mail folders

1 Open a message.
2 On the Message tab, in the Delete group, click Delete.
OR
Press CTRL+D.

1 In a mail folder, select one or more messages.
To select more than one message, click the first message, then hold the
CTRL key and click additional messages.
2 Do one of the following.
• On the Home tab, in the Delete group, click Delete.
• Drag the selected message(s) to the Deleted Items folder.
• Press the DELETE key.
• Press CTRL+D.

When you delete an item, it is placed in the Deleted Items folder. It stays
there until the folder is emptied, at which time it is permanently deleted.
Depending on your organization’s mail retention policies, you may be able
to retrieve a deleted message from the mail server. (On the Folder tab, in
the Clean Up group, click Recover Deleted Items.)
You can choose whether to empty the Deleted Items folder when you exit
Outlook, or you can leave items in the folder until you empty it manually.

1 Right-click the Deleted Items folder, or click the Folder tab.
2 Choose Empty folder.

1 On the File tab, click Options > Advanced.
2 Under the Outlook start and exit section, select Empty Deleted Items
folders when exiting Outlook to empty the folder automatically.
OR
Clear the option to leave deleted items in the folder until you empty it
manually.

Objective
How to delete
an open
message
How to delete
one or more
messages
from a mail
folder
What
happens
when you
delete
messages
How to empty
the Deleted
Items folder
How to empty
the Deleted
Items folder
on exit (or
not)
Micr osoft Out look 2010 Managing E- mail - 95
Creating folders
Create folders to organize messages

Outlook’s default folders do not provide a structure for storing messages.
Rather than allow messages to pile up in your Inbox, create storage folders.
The hierarchy of folders is up to you. Some people opt for one folder to
store all messages, called something like “Saved Mail.” Others organize
complexly, in project- or topic-related folders, with multiple layers.

When you create a folder, you have to select the existing folder that the
new folder will reside beneath. That is, every folder must have a parent
folder, the one that is above it in the hierarchy.
1 In the Navigation Pane, right-click
any folder and choose New Folder
from the shortcut menu.
OR
Press CTRL+SHIFT+E.
OR
On the Folder tab, in the New
group, click New Folder.
2 Type a Name for the folder.
3 Select what the Folder contains.
4 Select where to place the folder
(that is, the parent folder).
5 Click OK.
The new folder is created.

You can create a new folder while moving a message, for times when you
start moving a message and then realize you need a new folder for it.
1 Open or select a message.
2 On the Message tab (if the message is
open) or on the Home tab (if the message is
closed), in the Move group, click Move.
3 Choose Other Folder.
4 Click the New button.
5 Type a Name for the folder.
6 Select where to place the folder (that is, the parent folder).
7 Click OK to create the folder.
The new folder is created and the message is moved into it.
Objective
About folders
How to create
a new folder
How to create
a new folder
“on the fly”
96 - Managing E- mail © 1993- 2010 OmniSkills, LLC
Reorganizing folders
Rename, move and delete folders

1 In the Navigation Pane, right-click the folder, and choose Rename (Folder
Name) from the shortcut menu.
OR
Click the folder name to select it, pause, then click it again, then again.
The first click opens the folder to display its contents. The second click
selects the folder. The third click selects the folder name’s characters.
2 Type a new name.
3 Press ENTER.

1 In the Navigation Pane, select the folder to
move.
2 Drag it on top of its new parent folder.
OR
On the Folder tab, in the Actions group,
click Move Folder. Select a new parent
folder, then click OK.
The folder and its contents are moved.

Deleting a folder also deletes all items in
that folder.
1 In the Navigation Pane, click the folder, then click it again.
The first click opens the folder to display its contents. The second click
selects the folder so that you can act on the folder itself.
2 Press the DELETE key.
OR
On the Folder tab, in the Actions group, select Delete
Folder.
OR
Right-click the folder and choose Delete (Folder Name).
You can recover (undelete) the folder before you exit Outlook by dragging
it out of the Deleted Items folder.
Objective
How to
rename a
folder
How to move
a folder
How to
remove a
folder
Micr osoft Out look 2010 Managing E- mail - 97
Moving messages
Store messages in different folders

1 Select one or more messages in the Inbox or other mail folder.
To select more than one message, click the first message, then hold the
CTRL key and click additional messages.
2 Point to any one of the selected messages, drag them across to the
Navigation Pane, and drop them on a folder.
Your mouse is in the right place when the target folder changes color.

OR
1 Select one or more messages.
OR
Open a message.
2 On the Message tab (if the
message is open), or on the
Home tab (if the message is
closed), in the Move group),
click Move.
OR
Press CTRL+SHIFT+V.
3 Select a destination.
If necessary, click the New
button to create a new folder.
4 Click OK.


Objective
How to move
messages to
a folder
98 - Managing E- mail © 1993- 2010 OmniSkills, LLC
Copying messages
Store copies of messages in different folders

It is not common to copy messages – that is, to put a copy of a message in
more than one folder – but it can be done.
You might copy a message because you have two (or more) different
folders that make sense for the message.

1 Select one or more messages.
To select more than one message, click the first message, then hold the
CTRL key and click additional messages.
2 Point to any one of the selected messages. Hold the CTRL key, drag them
across to the Navigation Pane, and drop them on a folder.
Your mouse is in the right place when the target folder changes color.
Release the mouse button first, then the CTRL key, or the messages will
be moved instead of copied.
OR
1 Open a message.
2 On the Message tab, in the Move
group, click Move > Copy to
Folder.
3 Select a destination folder for the
item(s).
If necessary, click the New
button to create a new folder.
4 Click OK.
OR
1 In the Inbox or other mail folder,
select the message(s) to copy to a different folder.
2 Point anywhere in the highlighted area.
3 Hold down the right mouse button and drag the selected message(s) to the
target folder in the Navigation Pane.
4 Release the right mouse button.
5 Choose Copy from the shortcut
menu.
Objective
Why copy
messages?
How to copy
messages
Micr osoft Out look 2010 Managing E- mail - 99
Cleaning up
Allow Outlook to clean up unneeded messages

New in Outlook 2010, the Clean Up commands provide several ways to
delete old and unwanted messages that build up over time.

You can use these commands in conjunction with good message-handling
practices to keep your mail store relatively clean.

This command deletes redundant messages that are left behind from chains
of replies (also called Conversations).
1 In the Navigation Pane, select a mail folder to be cleaned.
2 On the Folder tab, in the Clean Up group, click Clean Up Folder.
3 From the drop-down, choose one of the following.
• Clean Up Folder, to clean only the top-level (parent) folder.
• Clean Up Folder & Subfolders to clean the top-level (parent) folder and
all subfolders beneath the parent.
4 When prompted, click Clean Up Folder.

Redundant messages are moved to the Deleted Items folder. Outlook
displays a box showing how many messages were moved.

When you are finished with a project, you can often delete all the messages
associated with it. This command provides a quick way to do it.
1 In the Navigation Pane, select a mail folder to be emptied.
2 On the Folder tab, in the Clean Up group, click Delete All.
3 When prompted, click Yes.
The messages are deleted, and the folder is retained.
Objective
What is Clean
Up?
How to clean
up a folder
How to clean
out a folder
100 - Managing E- mail © 1993- 2010 OmniSkills, LLC
Follow-up flags
Understand follow-up flags

A follow-up flag is a tag added to a message, task, or contact, which serves
as reminder to follow up on it. By adding a flag, you do not have to create a
separate task item to keep track of the action you need to perform.
Adding a flag turns the item into a to-do item, which makes the item
visible on the To-Do Bar, in the To-Do List, and in some calendar views.
The flag can include a start date, a due date, and a date and time at which
Outlook should display a visual reminder.

A to-do is any Outlook item (except appointments) which have been
flagged as requiring your attention at some point.
A task is a specific kind of Outlook item, stored in the Tasks folder, that
you create to identify something that needs to be done. All tasks are to-
do’s, because they are automatically flagged.
Tasks are created anew; to-do’s are existing items you have flagged.

Red flags: items flagged for follow up
display a red flag when viewed in any
folder or the To-Do Bar.
To-Do Bar: items flagged appear at the
bottom of the To-Do Bar.
To-Do List: one of the tasks folders, To-Do
List, displays all task and to-do items in one
place.
Banners: items that are flagged display a banner at the top when open.

Calendar: in some calendar views, the to-do list appears at the bottom.
Reminders: if a reminder
is set on a flagged item,
Outlook displays the to-do
in the Reminders window
at the appropriate time.
In versions prior to
Outlook 2007, prompts
worked only with
messages in the Inbox.
Messages can now be
stored in any folder.
Objective
What is a
follow-up
flag?
What is the
difference
between a to-
do item and a
task item?
How does a
follow-up flag
do its
reminding?
Micr osoft Out look 2010 Managing E- mail - 101
Flagging for follow up
Add a follow-up flag to a received message or any item

1 Open an received message item (or any Outlook
item except appointment items).
1 On the Message tab, in the Tags group, click
Follow Up.
2 Do one of the following.
• Choose a day in which the item is due to be
completed (Today, Tomorrow, (Friday of)
This Week, (Friday of) Next Week, or No
Date).
• To set your own Start Date, End Date,
Reminder, or flag message (the default is
“Follow up,” but you can choose your own),
choose Custom or Add Reminder. Enter your
settings in the Custom dialog box, then click OK.



Objective
How to add a
follow-up flag
Illustration:
follow-up
flags in the
To-Do List
102 - Managing E- mail © 1993- 2010 OmniSkills, LLC
Printing messages
Create a hard copy of an e-mail message

Before you print a message, ask yourself: do you really need to do that?
1 Open or select the message to print.
2 On the File tab, click Print.
OR
Press CTRL+P.
The Print Settings page opens.

3 Select a printer from the Printer list.
4 Optionally, click Print Options to set printing options (number of copies,
which pages to print, whether to print attachments), and printer options.
5 Select an option from the Print What section.
• Memo Style prints the message itself. (If you opened the message
before choosing Print, the only choice is Memo Style.)
• Table Style prints the list of messages in the folder. (This option is
available only if you selected the message in a mail folder before
choosing Print, and did not open the message.)
6 To confirm what will print, view the document in the print preview section
on the right side of the screen.
7 When ready, click Print.
OR
Click the Home tab to return to the message without printing.
Objective
How to print
a message
Micr osoft Out look 2010 Managing E- mail - 103
Junk e-mail
Understand the junk e-mail filter and set its options

Junk e-mail is one name for unwanted e-mail. Another common name is
spam, which refers more specifically to mass-mailed junk e-mail.

Outlook’s junk e-mail filter attempts to control unwanted mail and keep it
from your Inbox. The junk e-mail filter evaluates each incoming message,
and tries to determine whether it is junk, based on the content of the
message and other factors.
You choose the level of protection this filter offers. You help the filter by
creating lists of safe senders and domains, safe recipients, and blocked
senders.
Messages that are considered junk are moved to the Junk E-mail folder.

1 In a message folder: on the Home tab, in the Delete group, click Junk >
Junk E-mail Options.
2 Select a protection
level; that is, which
messages will be moved
to the Junk E-mail
folder.
• No Automatic
Filtering: Outlook’s
filter is turned off;
only mail from
blocked senders is
moved to the folder.
• Low: only the most
obvious junk is
moved.
• High: most junk e-mail is moved, but some legitimate mail may also be
moved.
• Safe Lists Only: only mail from senders you permit (through the two
safe lists) are allowed in your Inbox. All else is considered junk.
3 If you completely trust the filter, you can select Permanently delete
suspected junk e-mail.
This option is not recommended.
4 Select the two recommended options, Disable links… and Warn me….
5 Click OK.
Objective
What is junk
e-mail?
How does
Outlook
handle junk
e-mail?
How to set
junk e-mail
options
104 - Managing E- mail © 1993- 2010 OmniSkills, LLC
Using the Junk E-mail folder
Manage the messages in the Junk E-mail folder

When you receive mail that Outlook
identifies as junk, it will move it to the Junk
E-mail folder.
As with the Inbox, the Navigation Pane will
show you how many unread messages are
in the Junk E-mail folder.
Periodically – daily at first, until you have
trained the junk e-mail filter – review the contents of the Junk E-mail folder
to see if it contains any messages that are not junk.

1 Select the message that is not junk.
2 Right-click the message and choose Junk > Not Junk.
OR
On the Home tab, in the Delete group, click Junk >
Not Junk.
The Mark as Not Junk dialog box opens.
3 To add the sender to your
safe senders list, select the
check box.
OR
Clear the check box to mark
only this message as not
junk.
4 Click OK.
The message is moved to the Inbox.

1 Select a message that is, or is
not, junk.
2 On the Home tab, in the Delete
group, click Junk.
3 Select how to block, or not
block, the sender or the sender’s
domain (e.g., omniskills.com).

To delete all messages in the Junk E-mail folder, right-click the folder and
choose Empty Folder.
Objective
About the
Junk E-mail
folder
How to mark
a message as
not junk
How to train
the junk
e-mail filter
How to empty
the Junk
E-mail folder
Micr osoft Out look 2010 Managing E- mail - 105
Using Quick Steps for managing mail
Use Quick Steps for storing e-mail in a pre-defined folder

Quick Steps, a new feature in Outlook 2010, allows you to execute
multiple commands with one click. This is useful for any sequence of
commands you perform commonly, such as replying to a message and
deleting the original. Default Quick Steps are included, and you can create
your own.

The “Saved Mail” Quick Step lets you mark a message as read, and moves
it to a folder, with one click.
The first time you use the “Saved Mail” Quick Step, you will be prompted
to set it up so that it knows where to move the messages. After setup, it
works as described below.
1 Open or select the message.
2 On the Home tab (if the message
is not open) or the Message tab
(if the message is open), in the
Quick Steps group, click Saved
Mail.
The message is marked as read
and is moved to the specified folder.

The “Done” Quick Step is used for messages that have been flagged for
follow up. It marks a message as complete and moves it to a specified
folder, with one click.
The first time you use the “Done” Quick Step, you will be prompted to set
it up so that it knows where to move the messages. After setup, it works as
described below.
1 Open or select the message.
2 On the Home tab (if the message
is not open) or the Message tab
(if the message is open), in the
Quick Steps group, click Saved
Mail.
The message flag is marked as
complete, and the message is moved to the specified folder.
Objective
What are
Quick Steps?
How to use
the “Saved
Mail” Quick
Step
How to use
the “Done”
Quick Step
106 - Managing E- mail © 1993- 2010 OmniSkills, LLC
NOTES THOUGHTS JOTTINGS LEARNINGS

edit ion 2010- 01
Micr osoft Out look 2010 Tasks & To- Do’s - 107
Microsoft Outlook 2010
Tasks & To-Do’s
Tasks & to-do’s ........................................................................................................................ 109
To-Do Bar ................................................................................................................................. 110
Working with the To-Do Bar.................................................................................................. 111
Displaying the tasks folders .................................................................................................... 112
Creating tasks........................................................................................................................... 113
Task fields................................................................................................................................. 114
Task options.............................................................................................................................. 115
Task details............................................................................................................................... 116
Assigning tasks to others ......................................................................................................... 117
Receiving an assigned task...................................................................................................... 118
Working with assigned tasks .................................................................................................. 119
Completing & deleting tasks................................................................................................... 120
Recurring tasks ........................................................................................................................ 121
Task views................................................................................................................................. 122
Working with columns ............................................................................................................ 123
Grouping messages .................................................................................................................. 124
Categories ................................................................................................................................. 125
Assigning categories to a task item......................................................................................... 126
Modifying categories................................................................................................................ 127

108 - Tasks & To- Do’s © 1993- 2010 OmniSkills, LLC
NOTES THOUGHTS JOTTINGS LEARNINGS

Micr osoft Out look 2010 Tasks & To- Do’s - 109
Tasks & to-do’s
Understand tasks and to-do items

Beginning with Outlook 2007, there is a distinction between tasks and
to-do items.
• A to-do is any Outlook item (except appointments) which have been
flagged as requiring your attention at some point.
• A task is a specific kind of Outlook item, stored in the Tasks folder,
that you create to identify something that needs to be done. All tasks
are to-do’s, because they are automatically flagged.
Tasks are created anew; to-do’s are existing items you have flagged.
The idea behind this change is this: you no longer have to create a task item
for everything you need to do. Instead, you add a flag to any item, and it
becomes a de facto to-do item.

Both tasks and to-do items can be viewed in the To-Do List (a tasks
folder), on the To-Do Bar, and in the calendar’s Daily Task List (at the
bottom of the day and week views).
No matter which view you are in, the To-Do Bar keeps you informed of
your calendar, task, and to-do items.
While calendar items cannot be flagged, they do appear automatically
on the To-Do Bar.

Although you can flag any item and make it a to-do item, you will still use
tasks.
• Not all to-do items originate as e-mail messages. You will often create
a task for yourself. While some people send e-mail to themselves as a
way of creating a to-do item, this is not an efficient method.
• Tasks are more versatile than other flagged items. For instance, you can
create recurring tasks, assign a task to someone else, have a task
assigned to you by someone else, and indicate a task’s progress or
percentage of completeness. Flagging a message or contact provides
only a start date, due date, and reminder date, which limits its
usefulness.
• Tasks are to-do items, too. All tasks are flagged for follow-up when
they are created, even if they have no start date or due date. Therefore,
whenever you create a task, you have created a to-do item.
Objective
What are
tasks and
to-do’s?
Where are
to-do’s?
Are task
items still
necessary?
110 - Tasks & To- Do’s © 1993- 2010 OmniSkills, LLC
To-Do Bar
Identify the To-Do Bar and adjust its size in the Outlook window

Outlook displays all action items – flagged messages and contacts,
appointments, and tasks – in the To-Do Bar, a pane always available on
Outlook’s right side.
In versions of Outlook prior to 2007, there was no single place to keep
track of all your action items. You needed to switch views, or to make
everything into a task item.
The To-Do Bar integrates action items not only from Outlook, but also
from Microsoft Office OneNote 2010, Microsoft Office Project 2010, and
workspaces created with Windows SharePoint Services.

By default, the To-Do Bar is open on the right side of the window.

The To-Do Bar can be minimized to make more screen space.

Objective
What is the
To-Do Bar?
Where is the
To-Do Bar?
Micr osoft Out look 2010 Tasks & To- Do’s - 111
Working with the To-Do Bar
Change the size of the To-Do Bar, and use it to open items

To resize the To-Do Bar, drag the
boundary on its left side.
The pane to the left of the To-Do
Bar – the Reading Pane or the
Items Pane – will be reduced or
expanded.

To minimize the To-Do Bar, click
the Minimize button.
The To-Do Bar is then displayed
as a narrow bar on the right side
of the window.

To expand a minimized To-Do Bar,
click the Expand button.
To temporarily expand a minimized
To-Do Bar, click the To-Do Bar.
When you click away, the To-Do
Bar will return to its minimized
size.

To close the To-Do Bar, right-click
the To-Dar Bar and choose Off.
To reopen a closed To-Do Bar,
choose View > To-Do Bar > Normal.


Click a date in the Date Navigator to open
the calendar and display the selected date.
Right-click an item to display a shortcut
menu with options (Quick Print,
Categorize, etc.).
Double-click an item to open it.
Objective
How to
change the
size of the
To-Do Bar
How to use
the To-Do
Bar
112 - Tasks & To- Do’s © 1993- 2010 OmniSkills, LLC
Displaying the tasks folders
Display tasks folders and the To-Do List in the Navigation Pane

The tasks folders display your tasks and
to-do items. These folders include the
default Tasks folder, the To-Do List, and
any task folders you have created.
• The Tasks folder contains task items.
Task items are created by you (or assigned to you), and identify things
you need to do. Task items include fields for the task name, the start
date, due date, reminder date, percentage of completion, notes about the
task, etc.
• The To-Do List folder contains all to-do items. To-do items are
messages, contacts, and tasks that have been flagged for follow up. (All
tasks are automatically to-do items.)

1 Click Tasks on the Navigation Pane.
OR
Press CTRL+4.
OR
At the bottom of the Navigation Pane,
click the Folder List button to
display all folders.
2 Select a task folder.

The task items or to-do items in the selected folder are displayed.

Objective
What are the
tasks
folders?
How to view
the Tasks
folders
Micr osoft Out look 2010 Tasks & To- Do’s - 113
Creating tasks
Create new tasks

1 Display a tasks folder.
2 Click the “Click here to add a new Task” box at the top of the list.

Filtered task views, such as “Next 7 Days” do not show this box.
3 Type a task name and press ENTER.
A basic task is created with today as the due date.
4 If desired, click the Due Date field and enter a new due date.

1 In a tasks folder: on the Home tab, in the New group, click the
New Task button.
OR
Press CTRL+N.
OR
Right-click a blank area of the task list and choose New Task from the
shortcut menu.
OR
Double-click a blank task row.
OR
In any Outlook folder: on the Home tab, in the New Items group, click
New Items > Task.
OR
Press CTRL+SHIFT+K.
A blank task form opens.
2 Fill out the task form, using as many or as few fields as you need.

3 On the Task tab, in the Actions group, click Save & Close.
Objective
How to
quickly
create a task
How to create
a task using
all fields
114 - Tasks & To- Do’s © 1993- 2010 OmniSkills, LLC
Task fields
Enter information and make choices for the task fields

Subject is the name of the task, which will appear on your task lists.

Because you may have many tasks, be as descriptive as possible.

Start date is when you would like to
begin working on the task. Due date
is when the task should be
completed.
Unless a task can be completed in one sitting, a start date can help with
your task management.
Setting a Reminder will cause the task to appear in the pop-up Reminders
window at the date and time you choose. The Reminder Sound button lets
you change or turn off the accompanying sound.


Status shows the task’s current state: Not
Started, In Progress, Completed, Waiting
on someone else, or Deferred.
% Complete allows you to track the
progress of complex tasks by showing the
percentage of the task that is complete. This is
generally used if the task has been assigned to you
through Outlook; any changes you make to this
field are sent to the assigner.
Priority is the importance or urgency of the task:
Normal (the default), Low or High.

If you created the task for yourself, you are the Owner. If the task was
assigned to you by someone else, that person is the owner.

In the notes box, you can
add a detailed description of
the task, list the steps
required, etc. You can also
insert files, apply
formatting, and more.
Objective
Subject
Task dates
Status fields
Task owner
Notes
Micr osoft Out look 2010 Tasks & To- Do’s - 115
Task options
Choose common options for a task

The Task tab contains the most common options needed when working
with tasks.

• To prevent others who have access to your tasks
folders from seeing task details: on the Task tab, in the
Tags group, click Private.
• To make grouping, sorting and filtering easier: on the
Task tab, in the Tags group, click Categorize, then select
a category.
• To set task priority: on the Task tab, in the Tags
group, click High Importance, Low Importance,
or select neither to show normal importance.
(This is the same as the Priority field on the main
task form).

The Insert tab contains objects you can insert into the task’s notes box. For
each of these, place your cursor where the item should be inserted.

Outlook’s notes boxes behave a lot like Microsoft Word documents.
• To attach a data file: on the Insert tab, in the Include group,
click Attach File.
• To link to another Outlook item, such as a mail message, a
related task, a contact item, or an appointment: on the Insert
tab, in the Include group, click Outlook Item.
• To insert a graphic: on the Insert tab, in the Illustrations
group, click Picture, Clip Art, Shapes, SmartArt, or Chart. In
the Text group, click WordArt. In the Symbols group, click
Horizontal Line.

Objective
Options on
the Task tab
Options on
the Insert tab
116 - Tasks & To- Do’s © 1993- 2010 OmniSkills, LLC
Task details
Record tracking and billing details for a task

For some tasks, you may need to track information about the work done to
complete the task. The task form’s Details page allows you to do that.
Some task fields update automatically based on entries in other fields. For
example, if you change Status to “Completed,” the Date completed field is
filled in and the Reminder is disabled.

1 Open a task.
2 On the Task tab, in the Show group, click Details.
3 While the task is in progress, enter task details.

• In the Total work field, enter the time the task is expected to take. The
default time frame is hours, but you can also enter days or minutes.
• As you work, enter the Actual work time you have spent on the task.
• Type information about the task as necessary, including Mileage,
Billing information and Company.
If the task is assigned, the Update list shows the names of the sender
and others who received the task information. Whenever the task detail
is changed, each person on the list automatically receives an update.
4 When the task is finished, enter completion information.
• Enter the date in the Date completed field.
• When you do this: on the main task form, the Status field will be set to
“Completed” and the % Complete field will be set to “100%.”

5 On the Task tab, in the Actions group, click Save & Close to save the
updated task.
If the task was assigned to you, the task owner will be notified.
Objective
Why record
task details?
How to
record task
details
Micr osoft Out look 2010 Tasks & To- Do’s - 117
Assigning tasks to others
Assign tasks to others, and receive assignments from others

In a Microsoft Exchange Server environment, one person can assign tasks
to another through Outlook, and then use Outlook to update and track
progress on the assignment.
Assuming that both the assigner and the assignee do their parts (e.g., the
assigner provides good task details and deadline information, and the task
assignee keeps the task item updated as to progress), the tracking of the
task can be done with a minimum of direct contact.

1 Create a new task and fill in the task details.
2 On the Task tab, in the Manage Task group, click Assign
Task.
A To field is added, so that the task can be addressed in the
same way as an e-mail message, along with a Send button.
The Status is changed to “Deferred.”
The task details in the notes box are pushed down, adding space for a
message to the assignee.
Two fields are added for the assigner to make tracking decisions.
3 Address the task, by clicking the To button or typing a name in the To
field.

4 Type instructions to the assignee in the notes box.

5 Provide instructions to Outlook about how you would like to track the task.
• Select Keep an updated copy of this task on my task list to allow you to
see the current state of a task (if the assignee keeps the task progress up
to date in Outlook).
• Select Send me a status report when this task is complete to receive an
e-mail message when the assignee marks the task complete.

6 Click Send when done.
Objective
Why use
Outlook to
assign
tasks?
How to
assign a task
to someone
else
118 - Tasks & To- Do’s © 1993- 2010 OmniSkills, LLC
Receiving an assigned task
Receive, then accept or decline, a task that was assigned to you by another

New task assignments arrive in your Inbox.

1 When you receive a task request as an e-mail message, open it.
2 Accept the assignment, or decline it: on the Task tab, in the Respond
group, click Accept or Decline.

3 When prompted, choose how the assigner is notified: with a written
response from you, or without one. Click OK.

4 If you chose to edit the response, add your comments to the message. Click
Send when done.
If you declined, the request is sent to your Deleted Items folder.
If you accepted, a task is created and placed in your Tasks folder.

Objective
How to
receive a task
assignment
Micr osoft Out look 2010 Tasks & To- Do’s - 119
Working with assigned tasks
Update and track assigned tasks

1 Locate the assigned task in the Tasks folder, and double-click to open it.
Assigned tasks are indicated by a two-handed icon.

2 Do one or more of the following as needed.
• On the main task form, change the % Complete (which, when increased
from zero, changes the Status to “In Progress.”

• Enter additional details in the notes field.
• On the Task tab, in the Show group, click Details. Then, enter the
number of hours of work completed (Actual work).

• On the Task tab, in the Manage Task group, click Send Status Report.
A new mail message is created, addressed to the task owner and with
the current task details. Add your own comments, and click Send.

• On the Task tab, in the Manage Task group, click Mark Complete.
3 On the Task tab, in the Actions group, click Save & Close.

1 Locate the assigned task in the Tasks folder, and double-click to open it.
2 Review the current task details.
OR
Check your Inbox for status updates.
Objective
How to
update a task
assigned to
you
How to
review a task
you have
assigned
120 - Tasks & To- Do’s © 1993- 2010 OmniSkills, LLC
Completing & deleting tasks
Mark a task as complete, or delete a task

1 Display a task list.
2 For the completed task, select the Complete check box.

OR
1 Open a task item.
2 Do one of the following.
• On the Task tab, in the Manage Task group, click Mark
Complete.
• On the Task tab, in the Show group,
click Details, then enter a Date
completed.
3 On the Task tab, in the Actions group, click Save & Close.

1 Display a task list.
2 Select the task to be deleted.
3 Do one of the following.
• Press the DELETE key.
• Press CTRL+D.
• On the Home tab, in the Delete group, click Delete.
OR
1 Open a task item.
2 Do one of the following.
• On the Task tab, in the Actions group, click Delete.
• Press CTRL+D.
Objective
How to
complete a
task
How to delete
a task
Micr osoft Out look 2010 Tasks & To- Do’s - 121
Recurring tasks
Create tasks that occur on a regular basis

Recurring tasks occur regularly, such as reports that are due on the first
day of each month.
When you designate a task as recurring, you have to schedule it only once.
Outlook enters all future occurrences automatically.
You can specify a task as recurring when you create it or you can open an
existing task and make it recurring. You can later change or delete
individual occurrences of a recurring task without affecting the series.
A recurring item is indicated in a task list by a circular-arrow symbol.


1 Open or create a task.
2 On the Task tab, in the Recurrence group, click
Recurrence.
3 Select a Recurrence pattern. First select the general frequency (Daily,
Weekly, Monthly, or Yearly), and then select the pattern (e.g., every 2 days;
every other Monday; first Tuesday of each month; every April 4).




• Limit the Range of recurrence. First enter a Start date (when the task is
first due), and then an end date (No end date, End after x occurrences,
or End by a specific date).
4 Click OK to save recurrence settings.
5 On the Task tab, in the Actions group, click Save & Close.
Objective
What is a
recurring
task?
How to create
a recurring
task
122 - Tasks & To- Do’s © 1993- 2010 OmniSkills, LLC
Task views
Apply and modify task views

Task views are different ways to view tasks in a tasks folder.
There are 11 default task views. You can customize these views, and create
your own.

1 In the Navigation Pane, click Tasks.
2 At the top of the Navigation Pane, in the
My Tasks section, select a task folder.
3 Select a view: on the View tab, in
the Current View group, click
Change View, then select a pre-
defined view.
These views include both
ways of displaying the items
(Detailed, Simple List,
Prioritized) and ways of
filtering the items (Active,
Completed, Today, Next 7
Days, etc.).
4 Select a way of organizing the tasks in the selected view: on the View tab,
in the Arrangement group, select an arrangement.



Objective
What is a
task view?
How to
choose a
task view
Illustration:
active tasks
arranged by
due date
Micr osoft Out look 2010 Tasks & To- Do’s - 123
Working with columns
Change which columns are displayed, and how they are displayed

Column headings correspond to fields, such as Subject and Category. You
can change which columns (fields) are displayed.
When you make any change to a column, you are redefining the current
view for that folder only. You are not prompted to save the changes, and
the changes are retained until you change them again.

1 Display the task folder to be changed.
2 Do one of the following.
• To move a column, drag the column heading to a new location.
• To remove a column, drag the column heading off the heading row.
• To change the width of a column, drag the right-edge of the column
heading.
• To sort by a column, click the column heading. Click the column
heading again to reverse the sort order (ascending or descending).


1 Display the task folder to be changed.
2 Right-click a column heading and choose Field Chooser.
The Field Chooser box opens.
3 Locate the field you want to add, and drag it
from the box to the proper position among the column headings.

4 Close the Field Chooser when done.
Objective
About
columns &
changing
columns
How to move,
remove,
resize, or sort
a column
How to add
columns
124 - Tasks & To- Do’s © 1993- 2010 OmniSkills, LLC
Grouping messages
Group tasks by different fields

When you make any change to a view, you are redefining the current view
for that folder only. You are not prompted to save the changes, and the
changes are retained until you change them again.
1 Display any task view.
2 On the View tab, in the Arrangement group, click the More button, then
select Show in Groups.
3 On the View tab, in the Arrangement group, click one of the fields by
which to group.

The tasks are grouped.

OR
1 Display any task view.
2 Right-click a column heading, and choose Group By Box.
The Group By box is displayed above the column headings.
3 Drag a column heading to the Group By box.

4 Drag additional field headings as necessary to group on multiple levels.
To remove a field from the grouping, drag it out of the Group By box and
release it.

Objective
How to group
a task view
by a field
Micr osoft Out look 2010 Tasks & To- Do’s - 125
Categories
Understand how to use categories to identify items

A category is a keyword or phrase with an associated color that you can
assign to Outlook items. Categories allow you to easily identify and group
related items.
You can assign more than one color category to an item.

In an open task item, categories are displayed at the top of the main Task
form.

In tasks folders, most views display the Categories column.

In tasks folders, tasks can be grouped by category.

• Click the hollow triangle to
expand a group.

• Click the filled triangle to
collapse a group.

Objective
What is a
category?
Where do
categories
show
themselves?
126 - Tasks & To- Do’s © 1993- 2010 OmniSkills, LLC
Assigning categories to a task item
Assign one or more categories to a task item

Outlook provides six default categories, with generic names (e.g., Red
Category and Blue Category). The first time you assign a category to an
item, you are prompted to rename it. You can also add your own
categories.
Outlook 2010 recognizes categories created in previous versions, but does
not allow you to assign them to new items. To resolve this, create a new
category with the same name; the new category will replace the old one.

1 Open a task item.
OR
Select one or more task items.
2 If you opened the item: on the Task tab, in the Tags group,
click Categorize.
OR
If you selected the item without opening it: on the Home tab, in the Tags
group, click Categorize.
3 Select a category.
OR
Click All Categories to select more than one
category or create a new category.
4 If this is the first time you used a category, you will
be prompted to rename it. Optionally, but
recommended, enter a new name, then click Yes.

The category is assigned to the item, and is renamed.
5 Assign additional categories to the item, if needed.

1 Open the item.
2 Right-click the category band, and
choose Clear.
OR
Click the Categorize button, and
deselect the category.
Objective
What
categories
are
available?
How to
assign an
item to a
category
How to
remove a
category
from an item
Micr osoft Out look 2010 Tasks & To- Do’s - 127
Modifying categories
Rename, change the color, and assign a keyboard shortcut to categories

If you did not rename the category when you first assigned it, or if you
change your mind about the name of a category, you can rename it. You
can also change its color, and assign a keyboard shortcut.
1 In an open item: on the Tasks tab, in the Tags
group, click Categorize > All Categories.
OR
On the Home tab, in the Tags group, click
Categorize > All Categories.
The Color Categories dialog box opens.
2 Select a category.
3 Do the following as needed.
• Click the Rename button, then type a new name
for the category.

• Select a different Color.
• Select a Shortcut Key, so that you can assign categories
with the keyboard.
4 Click OK when done.

1 On the Home tab, in the Tags group, click Categorize > All
Categories.
2 Click New.
The Add New Categories dialog box opens.
3 Enter a Name for the category, and select a Color. Optionally, select a
Shortcut Key.
4 Click OK, when done.
Objective
How to
modify a
category
How to create
a new
category
128 - Tasks & To- Do’s © 1993- 2010 OmniSkills, LLC
NOTES THOUGHTS JOTTINGS LEARNINGS

edit ion 2010- 01
Micr osoft Out look 2010 Calendar & Meet ings - 129
Microsoft Outlook 2010
Calendar & Meetings
The Outlook calendar.............................................................................................................. 131
Displaying the calendar folders .............................................................................................. 132
Appointment types................................................................................................................... 133
Creating appointments: overview .......................................................................................... 134
Appointment fields................................................................................................................... 135
Appointment options ............................................................................................................... 136
Reminders................................................................................................................................. 137
Creating events......................................................................................................................... 138
Changing appointments .......................................................................................................... 139
Deleting appointments............................................................................................................. 140
Recurring appointments & events.......................................................................................... 141
Calendar views & arrangements ............................................................................................ 142
Viewing date ranges................................................................................................................. 143
Meetings.................................................................................................................................... 144
Set up a meeting: overview...................................................................................................... 145
Finding a meeting time ............................................................................................................ 146
Creating meetings from an e-mail message........................................................................... 147
Replying to meeting requests .................................................................................................. 148
Managing meetings you created ............................................................................................. 149
Opening others’ calendars ...................................................................................................... 150
Calendar Groups...................................................................................................................... 151
Using a delegate........................................................................................................................ 152

130 - Calendar & Meet ings © 1993- 2010 OmniSkills, LLC
NOTES THOUGHTS JOTTINGS LEARNINGS

Micr osoft Out look 2010 Calendar & Meet ings - 131
The Outlook calendar
Define Outlook’s calendar

The calendar is the time-management and scheduling part of Outlook.
You use the calendar to keep track of your appointments, meetings, and
events, on your own or as part of a group.

Tasks, another Outlook function, is related to calendar. The difference
between them is this: calendar entries must be assigned to a specific date;
that is, they occur on the assigned date. Tasks are things that need to be
done; they can be assigned a start date and due date (or no date), but they
are not assigned by when the work actually occurs.

Outlook has group features that use the calendar and mail functions.
• Meetings are a type of appointment where you use Outlook to invite
others. Outlook sends mail to each invited person. If a person accepts
the invitation, the appointment is placed on their Outlook calendar. If
you change the meeting, attendees are notified automatically by e-mail.
• Calendar Groups lets you see multiple users’ calendars together.
• Delegates (which require Microsoft Exchange Server) are other
Outlook users to whom you give permission to view and/or manage
your schedule, while also maintaining your own private information.
• Other group features are available when using Microsoft Exchange
Server and Microsoft SharePoint Services.
Objective
What is the
Outlook
calendar?
What group
functions are
available?
132 - Calendar & Meet ings © 1993- 2010 OmniSkills, LLC
Displaying the calendar folders
Display the calendar folders in the Navigation Pane

The calendar folders display appointments. Most people have just one
calendar, but you can create additional calendars, and you can view other
users’ calendars and public calendars (in a Microsoft Exchange Server
environment).
When used to view calendar folders, the
Navigation Pane displays:
• The Date Navigator, a small one-month
calendar which provides one way to navigate
the main calendar (unless the To-Do Bar is
open, at which time the Date Navigator is
shown there).
• Your default Calendar folder.
• Other calendar folders you have created.
• Calendars belonging to others that you have
opened.
• Public calendars that are part of your
organization.

Click Calendar on the Navigation Pane.
Press CTRL+2.
On the To-Do Bar, click a date on the calendar.

1 At the bottom of the Navigation Pane, click the Folder List button to
display all folders.

2 Click Calendar in the folder list.

Objective
What are the
Calendar
folders?
How to view
the calendar
folders
How to view
your main
Calendar in
the folder list
Micr osoft Out look 2010 Calendar & Meet ings - 133
Appointment types
Identify the three types of appointments

Every item in the calendar is an appointment item.
Events and meetings are appointments with specific properties.
The term “appointment” can be used in a general sense to refer to all
calendar items.

Item Description Examples
• A scheduled activity
associated with a specific
date, time and duration.
• Dentist appointment,
Monday 7/21 8-10 a.m.
Appointment
• A recurring appointment
happens more than once,
according to a definable
pattern.
• Inventory, last Friday
of every month, 12-6
p.m.
• A scheduled activity that
occurs on a specific date
(or consecutive dates) but
not associated with a
specific time.
• Vacation (out of the
office), September 15-
19
• A recurring event happens
on a regular basis.
• Pay day, the 1
st
and
15
th
day of each month
Event
• An annual event recurs
every year.
• Father’s Day, first
Sunday in June
• A scheduled appointment
or event to which other
people have been invited.
• Company picnic,
September 15
Meeting
• A recurring meeting
happens more than once,
according to a definable
pattern.
• Sales meeting, every
Wednesday at 9 a.m.

When viewed on the calendar, some appointments display an icon that
helps identify it.

Symbol Meaning Description

Private
The appointment is private. Others to whom you have given access
to your calendar can see if the time is occupied but cannot see the
name or details of the item.

Recurring The appointment occurs on a regular (recurring) basis.
Objective
What is an
appointment
item?
What are the
types of
appointment
items?
Appointment
icons
134 - Calendar & Meet ings © 1993- 2010 OmniSkills, LLC
Creating appointments: overview
Enter new appointments in the calendar

1 On the calendar, click a time slot to create a 30-minute appointment.
OR
Drag to select a longer
time block.
2 Type the appointment
name.
3 Press ENTER.
A calendar item is created for the time frame with default options.

If you select a day and a time block before creating the blank appointment,
Outlook will fill in those details for you.
1 In the calendar, do one of the following.
• On the Home tab, in the New group, click New
Appointment.
• Right-click a selected time block, and choose New
Appointment from the shortcut menu.
• Press CTRL+N.
• Double-click a time block.
OR
In any Outlook folder (mail, tasks, etc.), do one of the following.
• On the Home tab, in the New group, click New Items > Appointment.
• Press CTRL+SHIFT+A.
A blank appointment form opens.

2 Enter the appointment details, including the Start time, the End time, and
the Subject (the appointment name).
3 On the Appointment tab, in the Actions group, click Save & Close.
Objective
How to
quickly
create an
appointment
How to
create an
appointment
& specify
options
Micr osoft Out look 2010 Calendar & Meet ings - 135
Appointment fields
Enter information in appointment fields

Subject is the name of the appointment, as it appears on the calendar.

Consider using a short name that would be fully visible on the calendar.


Location is where the appointment takes place.

In a Microsoft Exchange Server environment, you may have a list of
locations from which to choose. Otherwise, type a location if needed.

Start time and End time are the appointment’s day and time.

Select All day event to change the appointment to an
event that covers one full day or spans multiple days.
Appointments marked as all day events do not have start and end times.
Events are not always things you attend; events are also used to name a
day (e.g., Mother’s Day, pay day, first day of spring).

Describe the appointment and enter other details in the notes field.
• To attach a data file: on the Insert tab, in the Include group,
click Attach File.
• To link to another Outlook item, such as a mail message, a
related task, a contact item, or an appointment: on the Insert
tab, in the Include group, click Outlook Item.
• To insert a graphic: on the Insert tab, in the Illustrations
group, click Picture, Clip Art, Shapes, SmartArt, or Chart. In
the Text group, click WordArt. In the Symbols group, click
Horizontal Line.

Objective
Subject
Location
Dates &
times
Notes
136 - Calendar & Meet ings © 1993- 2010 OmniSkills, LLC
Appointment options
Select and set options for appointments

The Appointment tab contains the most common options needed when
working with appointments.


Select a Reminder to be prompted in the pop-up Reminders window at a set
number of minutes before the Start time. On the Appointment tab, in the
Options group, select a Reminder option from drop down menu.
Remember to include travel time, if
necessary.

Show as identifies how the appointment appears in network environment.
On the Appointment tab, in the Options group, select an option.
• Select Free if the item is not something
to attend, but simply names the day
(e.g., pay day).
• Select Tentative if the appointment is
not yet confirmed.
• Select Busy if the appointment should
occupy time on the free/busy schedule
others see.
• Select Out of Office to indicate busy time away from the office.
To prevent others who have access to your calendar from
seeing appointment details: on the Appointment tab, in the
Tags group, click Private.

To make grouping, sorting and filtering easier: on the
Appointment tab, in the Tags group, click Categorize, then
select a category.

To make an appointment repeat: on the Appointment tab, in
the Options group, click Recurrence.
Objective
Appointment
tab options
Reminder
How the
appointment
appears to
others
Categorize
Recurrence
Micr osoft Out look 2010 Calendar & Meet ings - 137
Reminders
Set and respond to appointment reminders

A reminder is an optional pop-up message and sound that notifies you of
an upcoming appointment.

You can override the default setting for individual appointments and tasks.
1 On the File tab, choose Options.
2 Click Calendar. In the
Calendar options section, set a
Default reminders time.
3 Click Advanced. In the
Reminders section, choose to, or not to, Play reminder sound when the
reminder is triggered. Click the Browse button to select a sound.
4 Click OK when done.

1 Open or create an appointment item.
2 On the Appointment tab, in the Options
group, click the Reminder drop-down, and
select an amount of time before the
appointment begins when you would like to
be reminded.
OR
Select None to turn off the reminder.

All pending reminders are displayed in one window.
1 In the Reminders
window, select one or
more items.
2 Do one of the
following.
• Open the item:
click Open Item,
or double-click the
item.
• Click Snooze to
be reminded again
after a time
interval you select.
• Click Dismiss to cancel the selected reminder, or Dismiss All to cancel
all reminders, and not be reminded again.
Objective
What is a
reminder?
How to set
the defaults
for reminders
How to set an
appointment
reminder
How to
respond to a
reminder
138 - Calendar & Meet ings © 1993- 2010 OmniSkills, LLC
Creating events
Enter new events in the calendar

An event is an appointment that lasts all day, or spans multiple days. An
event does not have a start time or end time.
Events can be something that you “attend,” such as a conference or a
vacation. An event can also be used for naming the day, such as a birthday
or holiday.
While there is a “create an event” command, you don’t have to use it. You
can turn any appointment item into an event by selecting the All day event
field.

If you select a day and a time block before creating the blank appointment,
Outlook will fill in those details for you.
1 In the calendar: on the Home tab, in the New group, click New Items > All
Day Event.
OR
In the calendar: on the Home tab, in the New group,
click Appointment. On the appointment form, select the
All Day Event check box.
An event form is created, with the time fields unavailable. The Reminder
field is set to 18 hours, and the Show as field is set to “Free.”
2 Enter the event details, including the following.
• Subject (appointment name)
• Location
• Start and end date
• Reminder
• How the appointment shows in the calendar (free, busy, tentative, or
out of office)
3 Do the following as necessary.
• If the event spans multiple days, change the Start and/or End date.
• On the Event tab, in the Options group, adjust the Reminder time.
• If the event recurs (such as an annual event): on the Event tab, in the
Options group, click Recurrence to create a recurring event.
• If the event is something you attend: on the Event tab, in the Options
group, change Show as to “Busy” or “Out of Office.”
4 On the Event tab, in the Actions group, click Save & Close.
The event is added to the calendar.
Objective
What is an
event?
How to create
an event
Micr osoft Out look 2010 Calendar & Meet ings - 139
Changing appointments
Modify an existing appointment item on the calendar

1 Select the appointment item.
2 Do one of the following.
• Double-click it.
• Press CTRL+O.
• On the Calendar Tools | Appointment contextual tab, in the Actions
group, click Open.
3 Edit the appointment as needed.
4 On the Appointment tab, in the Actions group, click Save & Close when
done.
If the appointment is a meeting to which others are invited, you will be
prompted to alert the other attendees.

1 Select the appointment item.
2 With the two-headed mouse pointer, drag the
top border to change the start time.
OR
With the two-headed mouse pointer, drag the
bottom border to change the end time.

1 Select the appointment item.
2 Do one of the following.
• To move the item to a new time slot on the
same day, simply drag it there.
• To move the item to a different day that is
visible on the calendar, drag it there. To
copy the item, hold the CTRL key while you
drag and drop it.
• To move the item to a day that is visible on
the Date Navigator (on the Navigation Pane
or the To-Do Bar), drag it and drop it there.
To copy, hold the CTRL key while you drag
it.
• To move the item to date you cannot see on
the visible calendar, open the item and
change the date manually (see above).
If the appointment is a meeting to which others are invited, you will be
prompted to alert the other attendees.
Objective
How to open
& edit an
existing
appointment
How to
change the
start or end
time with the
mouse
How to move
or copy an
appointment
140 - Calendar & Meet ings © 1993- 2010 OmniSkills, LLC
Deleting appointments
Delete an existing appointment

1 Select the appointment.
2 On the Calendar Tools | Appointment contextual tab, in
the Actions group, click Delete.
OR
Press the DELETE key.
OR
Press CTRL+D.
OR
Right-click the item and choose Delete from the shortcut menu.
If the appointment is a meeting to which others are invited, you will be
prompted to alert the other attendees.
You can undo this deletion, if necessary: click Undo on the Quick Access
toolbar. If you change your mind when it is too late, you can retrieve the
item from the Deleted Items folder.
OR
1 Open the appointment.
2 On the Appointment tab, in the Actions
group, click Delete.
If the appointment is a meeting to which
others are invited, you will be prompted to alert the other attendees.
If you delete an item when it is open, you cannot use the Undo command,
but you can retrieve the item from the Deleted Items folder.
Objective
How to delete
an existing
appointment
Micr osoft Out look 2010 Calendar & Meet ings - 141
Recurring appointments & events
Create appointments and events that occur on a regular basis

Recurring appointments occur regularly, at some definable interval, such
as staff meetings held every Monday at 8:00 a.m. Recurring events occur
on regular days or dates but not at specific times.
When you designate an appointment as recurring, you have to schedule it
only once. Outlook enters all future occurrences automatically.
You can specify an appointment as recurring when you create it, or you can
open an existing appointment and make it recurring. You can later change
or delete the individual occurrences of a recurring appointment.
A recurring appointment is indicated on the
calendar by a circular-arrow symbol.

1 Open or create an appointment or event.
2 On the Appointment tab or the Event tab, in the Options group,
click Recurrence.
The Appointment Recurrence dialog box opens.
3 Set the Start, End
and Duration.
4 Specify a
Recurrence pattern
(options vary based
on how often the
appointment occurs).
5 Set the Range of
recurrence.
6 Click OK.
7 On the Appointment
tab or the Event tab,
in the Actions group,
click Save & Close.

1 In the calendar, double-click a recurring appointment or event item.
2 To modify all items in the series, select
Open the series and click OK.
OR
To modify only the selected item, select
Open this occurrence and click OK.
3 Modify the item as necessary.
Objective
What is a
recurring
appoint-
ment?
How to create
a recurring
appointment
or event
How to
change a
recurring
appointment
or event
142 - Calendar & Meet ings © 1993- 2010 OmniSkills, LLC
Calendar views & arrangements
Identify the default calendar views and change between views

Like all parts of Outlook, the calendar has several defined views for
looking at data in different ways.
• Calendar: the standard view, which can be arranged to show a single
day, the work week, a full week, a month, or as a horizontal schedule.
• Preview: same as the Calendar view, but showing the text from the
appointment’s notes box on the calendar item.
• List: shows appointments in list format, similar to the way e-mail and
task folders are displayed.
• Active: a list view that shows only appointments in the future.

1 On the View tab, in the Current View group, select Change View >
Calendar or Preview.

2 On the Home tab in the Arrange
group, or on the View tab in the
Arrangement group, select one of
the following arrangements.
• Day: shows one day only.
• Work Week: shows Monday through Friday (or as defined on the File
tab, Options > Calendar).
• Week: shows Sunday through Saturday (or as defined on the File tab,
Options > Calendar).
• Month: shows one calendar month.
• Schedule View: displays a horizontal
timeline, hour-by-hour, day-by-day. Useful
when viewing multiple calendars at the
same time. To change what is shown:
choose Time Scale, Overlay, or Working
Hours.
Objective
What are the
default
calendar
views?
How to select
& arrange the
calendar
views
Micr osoft Out look 2010 Calendar & Meet ings - 143
Viewing date ranges
View different date ranges on the calendar

To go to today: on the Home tab, in the Go
To group, click Today.
OR
Click the red-boxed date on the Date
Navigator.

To move backward or forward by
whichever interval is currently displayed
in the calendar: click the Back or Forward
button, in the upper left of the calendar.

To view the next seven days from today:
on the Home tab, in the Go To group, click
Next 7 Days.

To change the day visible on the calendar:
click a date in the Date Navigator (on the To-
Do Bar if it is open, or on the Navigation
Pane if the To-Do Bar is closed).

To select the next or previous month: on
the Date Navigator, click an arrow next to the
month title.
To select a month that is within three on
either side of the current month: click and
hold the month name.

To select adjacent days to display: on the
Date Navigator, drag your mouse across date
numbers.
To select non-adjacent dates: click one
date, hold CTRL and click additional dates.

To select an entire week to display: on the
Date Navigator, click to the left of a week.
To select multiple weeks: drag along the left
side of the Date Navigator.

Objective
How to view
different
dates & date
ranges
144 - Calendar & Meet ings © 1993- 2010 OmniSkills, LLC
Meetings
Understand Outlook meetings

A meeting is an Outlook appointment to which others are invited.
If your organization supports it, you can also use the meeting function to
reserve rooms, projectors, and other meeting resources.
If your organization supports it, you can create a SharePoint meeting space
to track the meeting and to hold all meeting information, such as data files,
the agenda, and meeting minutes.
Generally, organizing meetings requires a Microsoft Exchange Server
environment, but stand-alone (POP mail) Outlook users can also use this
feature.

Any Outlook user can create a meeting.
A person creates a meeting by creating a new appointment and then
inviting others – people and resources – to that meeting.
When you create a meeting:
• You choose the attendees and set a meeting time.
• Outlook e-mails the request to the prospective attendees.
• Those who are invited respond to the meeting request, accepting or
declining the invitation.
• You receive the attendees’ responses in your Inbox.
• You track responses by opening the appointment item.
• You can later add attendees to the meeting, reschedule a meeting, and
even cancel the meeting. Outlook uses e-mail to keep all attendees up
to date.
When you receive a meeting request from another person:
• You choose whether or not to attend.
• If you accept, the meeting is automatically placed on your Outlook
calendar.
• If you tentatively accept, it is entered as a tentative appointment.
• You may be able to propose a different date and time for the meeting.
• If you decline, no appointment is placed on your calendar.

Objective
What is a
meeting?
How do
meetings
work?
Micr osoft Out look 2010 Calendar & Meet ings - 145
Set up a meeting: overview
Set up a new meeting

1 In the Calendar: on the Home tab, in the New group, click New
Meeting.
OR
In any appointment item, new or existing: on the Appointment
tab, in the Attendees group, click Invite Attendees.
OR
In any Outlook view: on the Home tab, in the New group, click
New Items > Meeting.
OR
In any Outlook view, press CTRL+SHIFT+Q.
2 Enter the meeting name in the Subject field.
3 To select who will be invited to the meeting, click the To button, and select
attendees from the Address Book. Add them as Required to attend or
Optional to attend. If available, add needed company Resources (rooms,
projectors, and other items).

4 To select a meeting time that suits all participants:
• In the Room Finder task pane, select one of the Suggested times in the
box at the bottom of the pane. (If the pane is not open: on the Meeting
tab, in the Options group, click Room Finder.)
• On the Meeting tab, in the Show group, click Scheduling
Assistant.
5 To select a room:
• In the Room Finder task pane, select an available room on your planned
meeting date.
• On the main meeting form, click the Rooms button to select from the
Global Address List.
6 To set response options: on the Meeting tab, in the Attendees group, click
Response Options, then select or deselect the following as needed.
• Request Responses (default is selected) asks recipients to accept or
decline. Deselect if you do not wish to receive responses by e-mail.
• Allow New Time Proposals (default is selected) allows recipients to
suggest a different meeting time. Deselect to not allow this.
7 Click Send when done.
Outlook sends e-mail to all invited people.
Objective
How to create
a meeting
146 - Calendar & Meet ings © 1993- 2010 OmniSkills, LLC
Finding a meeting time
Get help finding a meeting time that suits all invitees

If you are in a Microsoft Exchange Server environment, and if the people
you are inviting to a meeting keep their calendars up to date in Outlook,
you can have Outlook help you find a suitable meeting time.

1 Create a new meeting.
2 Enter the meeting participants in the To field.
3 Enter a preliminary meeting date and time.
4 On the Meeting tab, in the Show group, click Scheduling
Assistant.
5 On the grid, look for a time that is available for all
participants.

6 Move the start time (green bar) and the end time (red bar) to adjust the
meeting time and date.
7 When finished, return to the meeting form: on the Meeting tab, in the Show
group, click Appointment.
8 Continue setting up the meeting as usual.

1 Create a new meeting.
2 Enter the meeting participants in the To field.
3 In the Room Finder task pane, select one of
the Suggested times in the box at the bottom of
the pane.
If the pane is not open: on the Meeting tab,
in the Options group, click Room Finder.
4 Continue setting up the meeting as usual.

Objective
Finding an
available time
for a meeting
How to find a
time with the
Scheduling
Assistant
How to find a
time with the
Rooms
Finder
Micr osoft Out look 2010 Calendar & Meet ings - 147
Creating meetings from an e-mail message
Use Meeting Reply to create a meeting from an e-mail message

Meeting Reply, new in Outlook 2010, allows you to quickly create a
meeting request from an e-mail message.
To understand the benefit of this, consider this scenario: by e-mail, you are
corresponding with several (or many) people, when it is decided that a
meeting needs to occur between the people involved. Without the Meeting
Reply feature, you would have to create a new meeting and then manually
add all the participants to it. With Meeting Reply, one click does it.

1 Open an e-mail message that is addressed to one or more people.
OR
Select a message.
2 On the Message tab (if the message is
open) or the Home tab (if the message
is closed), in the Respond group, click
Meeting.
A new meeting form opens. Each person to whom the e-mail message was
addressed is included in the To box. The Subject line of the e-mail message
becomes the Subject (title) of the meeting.

3 Continue setting up the meeting as usual.
• Select a date and time.
• Add and remove people.
• Select a meeting location.
• Set response options.
4 Click Send when done.
Objective
What is
Meeting
Reply?
How to create
a meeting
with Meeting
Reply
148 - Calendar & Meet ings © 1993- 2010 OmniSkills, LLC
Replying to meeting requests
Reply to meetings to which you have been invited

Meeting invitations are sent as e-mail messages, and will appear in your
Inbox.

1 Open the e-mail message.
To see the meeting in your calendar before you respond: on
the Meeting tab, in the Calendar group, click Calendar.
2 On the Meeting tab, in the Respond group, choose one of the
following.

• Accept, to accept the invitation and add the meeting to your calendar,
with the time shown as “busy.”
• Tentative, to accept tentatively, and add the meeting to your calendar,
with the time shown as “tentative.”
• Decline, to turn down the invitation. The meeting will not be added to
your calendar.
• Propose New Time > Tentative and Propose New Time, to suggest an
alternate time for the meeting. The meeting will be added to your
calendar on its original date and time, and marked as “tentative.”
• Propose New Time > Decline and Propose New Time, to suggest an
alternate time for the meeting. The meeting will not be added to your
calendar.
• Respond > Reply or Reply All or Forward or Forward as Attachment to
send a message about the meeting request without deciding what to do
about it.
For Accept, Tentative, and Decline, you will also have to choose to Edit
the response before sending, Send the response now, or Do not send
a response.
3 If you chose to edit the response, type your message, then click Send.
Objective
How to reply
to a meeting
request
Micr osoft Out look 2010 Calendar & Meet ings - 149
Managing meetings you created
Reschedule or cancel a meeting, and track meeting responses

You can track meeting responses one at a time by checking your Inbox;
responses are delivered as e-mail messages. To see all at once, do the
following.
1 In the Calendar, open the appointment item.
2 On the Meeting tab, in the Show group, click Tracking.
The people and resources you invited are displayed, along with
their responses.

3 To return to the main meeting information: on the Meeting
tab, in the Show group, click Appointment.
4 Close the meeting item when done.

1 Open the meeting.
2 Make changes to the meeting – location, date and time, etc. –
just as you would with any appointment.
3 Click Send Update when done.

1 On the calendar, select the appointment.
2 Press the DELETE key.
OR
Press CTRL+D.
OR
On the Calendar Tools | Meeting contextual tab, in the Actions
group, click Cancel Meeting.
The appointment item opens.
3 Click Send Cancellation.
OR
1 Open the appointment.
2 On the Meeting tab, in the Actions group, click Cancel Meeting.
3 Click Send Cancellation.
Objective
How to track
meeting
responses
How to
change or
reschedule a
meeting
How to
cancel a
meeting
150 - Calendar & Meet ings © 1993- 2010 OmniSkills, LLC
Opening others’ calendars
Open and view other users’ calendars

These options require a Microsoft Exchange Server environment, except in
the case of Internet calendars.
1 In the Navigation Pane, click Calendar.
2 On the Home tab, in the Manage Calendars
group, click Open Calendar.
3 Choose the source of the calendar.
• From Address Book, to open a person’s
calendar, where you can see their free
and busy time.
• From Room List, to open a meeting room’s calendar, where you can see
when it is booked and when it is available.
• From Internet, to open a calendar that has been shared with you through
an Internet site such as office.com.
• Open Shared Calendar, to open a person’s calendar that has been
explicitly shared with you, so that you can see the calendar item details.
4 Do one of the following.
• If opening a calendar from inside the company, select the name from
the Global Address List, click Calendar, then click OK.

• If opening an Internet calendar, enter the URL, then click OK.
The calendars are added to your Calendars folder.

1 In the Navigation Pane, click Calendar.
The shared calendars are displayed, grouped
by type.
2 Select the calendars to be displayed on the
current calendar view. Deselect those that
should be hidden.
Selected calendars are displayed side-by-side
in the current view.
Objective
How to open
another
person’s
calendar
How to view
shared
calendars
Micr osoft Out look 2010 Calendar & Meet ings - 151
Calendar Groups
Create a calendar Group

A Calendar Group is a set of other calendars given a single name, so that
all the calendars in the group can be easily opened and viewed together.
Calendar Groups require a Microsoft Exchange Server environment.

1 In the Navigation Pane, click Calendar.
2 On the Home tab, in the
Manage Calendars group,
click Calendar Groups >
Create New Calendar
Group.
The Create New Calendar
Group box opens.
3 Type a name for the
Calendar Group. Click OK
when done.

The Address Book opens.
4 Select each name from the Global Address List, then click the Group
Members button to add the name to the group. Click OK when done.

The Calendar Group is created and added to your Calendars folder.

1 In the Navigation Pane, click Calendar.
The Calendar Groups are displayed with
other opened calendars.
2 Select the calendars to be displayed on the
current calendar view. Deselect those that
should be hidden.
Selected calendars are displayed side-by-side
in the current view.

Objective
What are
Calendar
Groups?
How to create
a Calendar
Group
How to view
shared
calendars
152 - Calendar & Meet ings © 1993- 2010 OmniSkills, LLC
Using a delegate
Give permission to your calendar, and open another person’s calendar

A delegate is someone to whom
you give permission to view your
data and act on your behalf.
To work on your behalf, the
delegate opens your calendar.
Delegates are available in Microsoft
Exchange Server environments.
1 On the File tab, choose Account
Settings > Delegate Access.
The Delegates box opens.
2 To add a new delegate, click Add.
The Add Users box opens.
3 Select the person to whom you are giving permission.
4 Click Add, then click OK.

The Delegate Permissions box opens.
5 Select the access permissions for each Outlook component.
• Editor: read,
create, and
modify items.
• Author: read and
create items.
• Reviewer: read
items.
• None: no
permission;
cannot open the
folder.
6 Select whether to
send a note to the
delegate.
7 Select whether the
delegate can see the details of items you have marked “Private.”
8 Click OK when done.
Objective
How to
delegate
permission to
someone
else

How to get the most out of your training
Objective How to get the most out of your training experience Take control of the training process so that you get the most out of it

Take ownership of your learning.

Your trainer is your tour guide, but how much you learn is up to you. Challenge yourself. Old dogs really can learn new tricks. Training is a safe environment. This is a great opportunity to explore, investigate, and learn. Relax and enjoy. And, it’s better than working. Be on time. Be present. Be attentive. Play nice. Play along. Only you know whether or not you understand. If you’re not clear on something, your trainer can explain it another way. Your trainer will ask you questions during the course. Try to answer, even if you’re not sure. Good news: wrong answers are good, because wrong answers lead to right answers. Try to connect the content to your needs. Look beyond the classroom to what will happen when you are back at your desk. Your trainer will help you apply the content to your situation, if you ask good questions. Good news: mistakes are good. Training is the place to make mistakes. Mistakes help us learn. Every mistake makes us better. To make training stick, you have to use your new skills. Soon. Look for opportunities to try them out when you are back on the job. Within two days of the class, review your course manual. Don’t try to read every word, but skim, refreshing your mind on the possibilities. After two weeks, and then two weeks after that, review the manual again. You will discover topics and skills you forgot about, or weren’t ready to use yet. Expect a few “aha” moments when you do this. One of the best ways for you to learn is to help others learn. Help your colleagues to apply these skills. When you help, you learn, too. Simple fact: learning is easier and better if you have a good time.

Relax.

Participate.

Ask questions.

Answer questions.

Make connections.

Make mistakes.

Keep learning after you leave.
• • •

Pass it on.

Have fun.

© 1993-2010 OmniSkills, LLC

Welcome & Introduction

How to use this manual
Objective One-idea-perpage format Identify and use the conventions and information in an OmniSkills manual

Each page in an OmniSkills manual covers one idea, which is stated in the page title. Each page has one learning objective, which is stated below the title. No content ever wraps to the next page. Every page can stand alone.

Use it after you leave

OmniSkills manuals are designed to be useful after class, too. Explanatory text is brief and to-the-point, with all procedures shown generically. That is, you can perform these procedures on any data (or, more to the point, your data) without having to extract the steps from an in-class example.

What the bullets mean

Arrow bullets, like this one, provide general explanations and background information.

Round bullets, like this one, provide additional information about the item above it. Lists of options are often presented in this way.

Checkmark bullets, like this one, offer hints and tips that are not essential, but might be nice to know. A bomb introduces information that can help you avoid problems. 1 Procedures are indicated with numbered steps, like this one. 2 You should follow each step, selecting options where indicated.

How steps are indicated

Round bullets are options for the current step. Indented check bullets provide hints and tips for this step. Indented bombs highlight potential problems with this step.

How commands are written

We have selected the best methods to perform certain actions, and often show more than one, but not every method is shown. Mouse actions will say “click” for the left mouse button, and “right-click” for the right mouse button. Buttons, and choices that are available when you click the drop-down arrow on a button, are in a sans serif italic font, like this: Click OK. Tabs, groups, menu choices, and other literals are in a sans serif regular font, like this: On the Home tab, in the Alignment group… Keyboard commands look like this: press ENTER. Key combinations are joined with a plus sign, like this: ALT+TAB. Dialog box areas and choices look like this: In the Border section, select a Style and a Color.

Welcome & Introduction

© 1993-2010 OmniSkills, LLC

Table of Contents Concepts & Environment
Starting & quitting Outlook .............................................................................................................3
How to start Microsoft Outlook How to quit Microsoft Outlook

Introducing Microsoft Outlook ........................................................................................................4
What is Microsoft Outlook? What does Outlook contain? What are items? How is Outlook used in a workgroup?

The Outlook window .......................................................................................................................5
What are the parts of Outlook window?

What’s new in Outlook 2007 & 2010: System & interface .............................................................6
System-wide changes Interface changes

The Ribbon.......................................................................................................................................7
What is the Ribbon? How is the Ribbon organized? What are contextual tabs? How to minimize the Ribbon

Working with the Ribbon’s tools.....................................................................................................8
What are ScreenTips? How do tools work? Using the Ribbon with the keyboard

The Quick Access toolbar................................................................................................................9
What is the Quick Access toolbar? How to add buttons to a Quick Access toolbar How to move the toolbar

Navigation Pane .............................................................................................................................10
What is the Navigation Pane? How to show different panes How to change the way the buttons are displayed

Changing the size of the Navigation Pane .....................................................................................11
How to change the size of the Navigation Pane How to minimize the Navigation Pane How to expand the Navigation Pane How to close & reopen the Navigation Pane

Default folders ...............................................................................................................................12
What are folders? How to go to a folder What are the default folders?

Instant Search.................................................................................................................................13
What is Instant Search? How to use Instant Search How to add more search criteria Reuse a recent search

edition 2010-01 Microsoft Outlook 2010 Table of Contents - i

Table of Contents Address Books & Contacts
Address books................................................................................................................................17
What is the Address Book? How to open the Address Book

Using the Address Book ................................................................................................................18
About working in the Address Book How to open the Address Book & choose a list How to find a person in an address list How to send mail to a person in the address list How to add or delete a person

Displaying the contacts folders......................................................................................................19
What are the contacts folders? How to display the contacts folders How to view a contacts folder in the folder list

Creating contacts: overview...........................................................................................................20
How to create a new contact item

Contact fields .................................................................................................................................21
Name fields E-mail & Internet fields Phone number fields Address fields

Contact notes..................................................................................................................................22
About the Notes field How to use the Notes field

Secondary contact fields ................................................................................................................23
How to use secondary contact fields How to view related activities

Changing contact information........................................................................................................24
How to open a contact item How to modify contact information How to delete a contact

Creating contacts from e-mail messages........................................................................................25
About adding contacts from e-mail How to add a contact from received e-mail How to check for a contact before you add it to Contacts

Suggested Contacts ........................................................................................................................26
What are Suggested Contacts? How to view Suggested Contacts How to add a Suggested Contact to a contacts folder How to delete one or all Suggested Contacts How to find a Suggested Contact when composing a message

Contact views.................................................................................................................................27
What are contact views? How to change contact views What are the default contact views? (contents for this topic continued on the next page)

ii - Table of Contents

© 1993-2010 OmniSkills, LLC

Table of Contents Address Books & Contacts (continued)
Card-style views.............................................................................................................................28
What are the card-style views? How to use the card-style views

List-style views ..............................................................................................................................29
What are the list-style views? How to add a field (column) to a list view How to remove a field (column) from a list view

Sorting contacts..............................................................................................................................30
How to sort a contact list on one field How to sort a contact list on multiple fields How to reset a sort to the default

Grouping contacts ..........................................................................................................................31
What is grouping? How to group a contact list How to reset a view

Grouping with the Group By box ..................................................................................................32
What is the Group By box? How to group contacts with the Group By box

Working with groupings ................................................................................................................33
How to expand groups How to collapse groups

Finding contact items.....................................................................................................................34
How to navigate to an address card How to find a contact item How to find any address book item

Categories ......................................................................................................................................35
What is a category? Where do categories show themselves?

Assigning categories to an item .....................................................................................................36
What categories are available? How to assign an item to a category How to remove a category from an item

Modifying categories .....................................................................................................................37
How to modify a category How to create a new category

Creating Contact Groups................................................................................................................38
What is a Contact Group? How to create a Contact Group

Using Contact Groups....................................................................................................................39
How to send e-mail to a Contact Group How to schedule a meeting with members of a Contact Group

Microsoft Outlook 2010

Table of Contents - iii

Table of Contents Sending E-mail
Displaying the mail folders............................................................................................................43
What are the mail folders? How to display the mail folders What are the default mail folders?

Sending messages: overview .........................................................................................................44
How to compose & send a message

Creating a new e-mail message......................................................................................................45
How to create a new blank e-mail message How to create a new e-mail message to a specific contact

Addressing a message by typing....................................................................................................46
About addressing by typing How to address a message by typing

Addressing a message by selecting names.....................................................................................47
How to select names

Creating message from address lists ..............................................................................................48
How to address a message from the Address Book How to address a message from a contacts folder

Parts of an e-mail message.............................................................................................................49
What are the elements of an e-mail message? Using the message elements effectively

Writing your message ....................................................................................................................50
The body of the e-mail Illustration – using bullets & white space in e-mail

How to format text in a message....................................................................................................51
About formatting Formatting e-mail message text Illustration – plain text vs. formatted text

Attaching files to messages............................................................................................................52
Why attach data files to messages? How to attach files to messages

Sending a file from its source application......................................................................................53
How to send an active document as an attached file

Sending a file from Windows ........................................................................................................54
How to attach a file from Windows Explorer How to drag a file from Windows Explorer

Message importance & sensitivity .................................................................................................55
What is message importance? How to set message importance What is message sensitivity? How to set message sensitivity

Receipts & other delivery options..................................................................................................56
What is a receipt? How to request a receipt Other delivery options (contents for this topic continued on the next page)

iv - Table of Contents

© 1993-2010 OmniSkills, LLC

Table of Contents Sending E-mail (continued)
Spelling & grammar.......................................................................................................................57
What are spelling & grammar checking? Why check spelling? What is proof-reading? How to proofread Common errors Improving the message

Checking spelling as you type .......................................................................................................58
How to check spelling as you type About as-you-type grammar checking How to turn on (or off) as-you-type spelling & grammar check

Checking spelling...........................................................................................................................59
How to turn on automatic spell check How to check spelling

Mistake prevention.........................................................................................................................60
Save as draft Blank subject field MailTips

Message formats ............................................................................................................................61
About message formats How to choose the default e-mail format How to choose the format for a message

Text formats ...................................................................................................................................62
How to change the default text format

Formatting messages with stationery & themes ............................................................................63
What are stationery & themes? How to select stationery or a theme

Signatures.......................................................................................................................................64
What is a signature? How to create or change a signature

Business cards & vCards ...............................................................................................................65
What are business cards and vCards? How to include a business card and/or vCard in a message

Out-of-Office messages .................................................................................................................66
What is an out-of-office message? How to set an automatic out-of-office reply When you return to the office…

Using the “Team E-mail” Quick Step............................................................................................67
What are Quick Steps? What is the “Team E-mail” Quick Step? How to set up the “Team E-mail” Quick Step How to use the “Team E-mail” Quick Step

Microsoft Outlook 2010

Table of Contents - v

Table of Contents Receiving E-mail
Receiving messages .......................................................................................................................71
Where does new mail arrive? How does new mail arrive? How to check for new mail right now How to set how often Outlook checks for new mail

Notification settings .......................................................................................................................72
How do you know when you have e-mail? How to change notification settings Do you want to be notified at all?

Opening messages: overview.........................................................................................................73
How to open a message

The Reading Pane ..........................................................................................................................74
What is the Reading Pane? How to open, close and position the Reading Pane Illustration: Reading Pane at bottom and at right of the Items Pane

Previewing attachments .................................................................................................................75
How to preview an attached file without opening it

Attachments & viruses...................................................................................................................76
Attachments & viruses How to avoid getting infected

Saving attached files ......................................................................................................................77
Why save attachments outside of Outlook? How to save attachments without opening them

Opening, modifying & saving attachments ...................................................................................78
How to open an attached file How to make changes to an attached file How to return an edited file to the sender

Replying to the sender ...................................................................................................................79
How to reply to the sender How to reply & request a meeting

Replying to the sender & all recipients..........................................................................................80
About replying to all How to reply to the sender & everyone who received the message How to reply & request a meeting

Forwarding messages.....................................................................................................................81
What is forwarding? How to forward a message

Inbox views....................................................................................................................................82
How to use the default mail folder views

Working with columns...................................................................................................................83
About columns & changing columns How to move, remove, resize, or sort a column How to add columns

Grouping messages ........................................................................................................................84
How to group messages Illustration: messages grouped by different fields (contents for this topic continued on the next page)
vi - Table of Contents © 1993-2010 OmniSkills, LLC

Table of Contents Receiving E-mail (continued)
Conversation view .........................................................................................................................85
What is Conversation view? Using Conversation view How to turn on Conversation view

Conversation actions......................................................................................................................86
How to take action on a Conversation

Using Quick Steps for reply & forward.........................................................................................87
What are Quick Steps? How to use the “Reply & Delete” Quick Step How to use the “To Manager” Quick Step

Managing E-mail
Mail storage strategies ...................................................................................................................91
What to keep? Where? For how long? Method 1: Inbox = not yet done Method 2: Inbox = not yet read Long-term storage with folders Keep only one copy

Handling messages: overview........................................................................................................92
About handling messages How to handle messages

What happens after handling an open message .............................................................................93
What happens after you handle an open message? How to choose what happens after you handle an open message

Deleting messages..........................................................................................................................94
How to delete an open message How to delete one or more messages from a mail folder What happens when you delete messages How to empty the Deleted Items folder How to empty the Deleted Items folder on exit (or not)

Creating folders..............................................................................................................................95
About folders How to create a new folder How to create a new folder “on the fly”

Reorganizing folders......................................................................................................................96
How to rename a folder How to move a folder How to remove a folder

Moving messages...........................................................................................................................97
How to move messages to a folder

Copying messages..........................................................................................................................98
Why copy messages? How to copy messages

Cleaning up ....................................................................................................................................99
What is Clean Up? How to clean up a folder How to clean out a folder (contents for this topic continued on the next page)
Microsoft Outlook 2010 Table of Contents - vii

Table of Contents Managing E-mail (continued)
Follow-up flags ............................................................................................................................100
What is a follow-up flag? What is the difference between a to-do item and a task item? How does a follow-up flag do its reminding?

Flagging for follow up .................................................................................................................101
How to add a follow-up flag Illustration: follow-up flags in the To-Do List

Printing messages.........................................................................................................................102
How to print a message

Junk e-mail...................................................................................................................................103
What is junk e-mail? How does Outlook handle junk e-mail? How to set junk e-mail options

Using the Junk E-mail folder .......................................................................................................104
About the Junk E-mail folder How to mark a message as not junk How to train the junk e-mail filter How to empty the Junk E-mail folder

Using Quick Steps for managing mail .........................................................................................105
What are Quick Steps? How to use the “Saved Mail” Quick Step How to use the “Done” Quick Step

Tasks & To-Do’s
Tasks & to-do’s............................................................................................................................109
What are tasks and to-do’s? Where are to-do’s? Are task items still necessary?

To-Do Bar ....................................................................................................................................110
What is the To-Do Bar? Where is the To-Do Bar?

Working with the To-Do Bar.......................................................................................................111
How to change the size of the To-Do Bar How to use the To-Do Bar

Displaying the tasks folders .........................................................................................................112
What are the tasks folders? How to view the Tasks folders

Creating tasks...............................................................................................................................113
How to quickly create a task How to create a task using all fields

Task fields....................................................................................................................................114
Subject Task dates Status fields Task owner Notes (contents for this topic continued on the next page)

viii - Table of Contents

© 1993-2010 OmniSkills, LLC

Table of Contents Tasks & To-Do’s (continued)
Task options .................................................................................................................................115
Options on the Task tab Options on the Insert tab

Task details ..................................................................................................................................116
Why record task details? How to record task details

Assigning tasks to others .............................................................................................................117
Why use Outlook to assign tasks? How to assign a task to someone else

Receiving an assigned task ..........................................................................................................118
How to receive a task assignment

Working with assigned tasks .......................................................................................................119
How to update a task assigned to you How to review a task you have assigned

Completing & deleting tasks........................................................................................................120
How to complete a task How to delete a task

Recurring tasks.............................................................................................................................121
What is a recurring task? How to create a recurring task

Task views ...................................................................................................................................122
What is a task view? How to choose a task view Illustration: active tasks arranged by due date

Working with columns.................................................................................................................123
About columns & changing columns How to move, remove, resize, or sort a column How to add columns

Grouping messages ......................................................................................................................124
How to group a task view by a field

Categories ....................................................................................................................................125
What is a category? Where do categories show themselves?

Assigning categories to a task item..............................................................................................126
What categories are available? How to assign an item to a category How to remove a category from an item

Modifying categories ...................................................................................................................127
How to modify a category How to create a new category

Microsoft Outlook 2010

Table of Contents - ix

Table of Contents Calendar & Meetings
The Outlook calendar...................................................................................................................131
What is the Outlook calendar? What group functions are available?

Displaying the calendar folders ...................................................................................................132
What are the Calendar folders? How to view the calendar folders How to view your main Calendar in the folder list

Appointment types .......................................................................................................................133
What is an appointment item? What are the types of appointment items? Appointment icons

Creating appointments: overview ................................................................................................134
How to quickly create an appointment How to create an appointment & specify options

Appointment fields.......................................................................................................................135
Subject Location Dates & times Notes

Appointment options....................................................................................................................136
Appointment tab options Reminder How the appointment appears to others Categorize Recurrence

Reminders ....................................................................................................................................137
What is a reminder? How to set the defaults for reminders How to set an appointment reminder How to respond to a reminder

Creating events.............................................................................................................................138
What is an event? How to create an event

Changing appointments ...............................................................................................................139
How to open & edit an existing appointment How to change the start or end time with the mouse How to move or copy an appointment

Deleting appointments .................................................................................................................140
How to delete an existing appointment

Recurring appointments & events................................................................................................141
What is a recurring appointment? How to create a recurring appointment or event How to change a recurring appointment or event

Calendar views & arrangements ..................................................................................................142
What are the default calendar views? How to select & arrange the calendar views

Viewing date ranges.....................................................................................................................143
How to view different dates & date ranges (contents for this topic continued on the next page)
x - Table of Contents © 1993-2010 OmniSkills, LLC

Table of Contents Calendar & Meetings (continued)
Meetings.......................................................................................................................................144
What is a meeting? How do meetings work?

Set up a meeting: overview..........................................................................................................145
How to create a meeting

Finding a meeting time ................................................................................................................146
Finding an available time for a meeting How to find a time with the Scheduling Assistant How to find a time with the Rooms Finder

Creating meetings from an e-mail message .................................................................................147
What is Meeting Reply? How to create a meeting with Meeting Reply

Replying to meeting requests.......................................................................................................148
How to reply to a meeting request

Managing meetings you created ..................................................................................................149
How to track meeting responses How to change or reschedule a meeting How to cancel a meeting

Opening others’ calendars............................................................................................................150
How to open another person’s calendar How to view shared calendars

Calendar Groups ..........................................................................................................................151
What are Calendar Groups? How to create a Calendar Group How to view shared calendars

Using a delegate...........................................................................................................................152
How to delegate permission to someone else

Microsoft Outlook 2010

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xii - Table of Contents

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......... 9 Navigation Pane .... 11 Default folders ... 12 Instant Search .................... 4 The Outlook window ....................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... 10 Changing the size of the Navigation Pane...... 13 edition 2010-01 Microsoft Outlook 2010 Concepts & Environment .. 3 Introducing Microsoft Outlook ......................... 7 Working with the Ribbon’s tools............................ 8 The Quick Access toolbar.............1 ..............................................................................................................................................................................................................................................................................................................................................................................................Microsoft Outlook 2010 Concepts & Environment Starting & quitting Outlook........................................................................................... 6 The Ribbon ................................................... 5 What’s new in Outlook 2007 & 2010: System & interface.....................................................

LLC .Concepts & Environment © 1993-2010 OmniSkills.NOTES THOUGHTS JOTTINGS LEARNINGS 2 .

OR On the File tab. if available. Outlook starts. or not empty. enter your password and click OK. 2 If prompted. choose Exit. if available. choose to empty. 3 If prompted. How to quit Microsoft Outlook 1 Click the Close button in Outlook’s upper right corner. OR Click the Microsoft Outlook button pinned to the taskbar.3 . 1 Choose Start > All Programs > Microsoft Office > Microsoft Outlook 2010.Starting & quitting Outlook Objective Launch and exit Microsoft Outlook How to start Microsoft Outlook Windows is highly customizable. 3 If prompted. 2 If prompted. the Deleted Items folder. OR Double-click the Outlook shortcut icon on the Desktop. so these steps may be different on your computer. select a profile and click OK. Microsoft Outlook 2010 Concepts & Environment . choose to save or discard changes to modified items.

and tasks. and tasks that others have assigned to you.Introducing Microsoft Outlook Objective Understand and define Microsoft Outlook What is Microsoft Outlook? Microsoft Outlook is a program that manages your e-mail. scheduling meetings. Outlook 2010 provides you with a world-class experience to stay productive and in touch with your personal and business networks. LLC 4 . Outlook receives a summary or the full article automatically.Concepts & Environment . How is Outlook used in a workgroup? Outlook users in a network environment using Microsoft Exchange Server have certain group-related features available. blogs. using an electronic sticky-note format. receive. Create and track a list of to-do items. calendar. © 1993-2010 OmniSkills. e-mail messages (stored in the Inbox and other mail folders). Mail RSS Feeds Notes Tasks What are items? One way to think about Outlook is to consider its smallest aspect. Outlook creates and stores different types of items. etc. tasks you assign to others. and assigning tasks to others. “Microsoft Outlook 2010 offers premium business and personal e-mail management tools. access to others’ calendars. phone and fax numbers. These include: an internal. items. According to Microsoft. In Outlook. and news sources that use Really Simple Syndication (RSS). contact items (stored in the Contacts folder). and RSS entries (stored in the RSS Feeds folder). Send. communication and social networking features. every piece of data is an item stored in a folder. save and manage electronic mail. such as names. From a redesigned look to advanced e-mail organization. Store business and personal contact information. group calendars.” Component What you can do with it What does Outlook contain? Calendar Contacts Schedule personal and group appointments. web sites. Subscribe to web sites. notes (stored in the Notes folder). Whenever new content is published. meetings and events. organization-wide address book. in folders. including appointment items (stored in the Calendar folder). search. e-mail and physical addresses. Create and collect miscellaneous information. and the way they are stored and displayed. task items (stored in the Tasks folder). public folders. contacts. including tasks you create for yourself.

and program-related functions. Contacts. The Status Bar. such as setting user and program preferences. such as printing and saving. and allows you to select the folders you wish to see. The Reading Pane. to the right of the Navigation Bar. displayed by default on Outlook’s title bar.5 . The To-Do Bar. in Outlook 2010. Items are displayed in the Items Pane. Tasks. displays today’s appointments and tasks. for zooming in on certain types of items. the Ribbon was added to Outlook item windows. and a miniature month calendar. how many reminders are pending. It also includes the Zoom Slider. displays Outlook’s folders. on the right side of the Outlook window. if any filter is applied. and your network connection status. on the left side of the window. the Ribbon has been added to the main Outlook window. The Navigation Pane. provides one-click access to common commands. such as Inbox. The Ribbon combines menus and toolbars into one system.The Outlook window Objective Identify the Outlook window’s elements What are the parts of Outlook window? The Quick Access toolbar. tells you how many items are in the current view. on the right of or below the Items Pane. Microsoft Outlook 2010 Concepts & Environment . lets you read the currently-selected item without opening it. and Calendar. which provides access to file-related functions. at the bottom of the Outlook window. The File tab opens the “Office Backstage” window. In Outlook 2007.

flags are available throughout Outlook.What’s new in Outlook 2007 & 2010: System & interface Objective Identify system-wide and interface changes in Outlook 2007 & 2010 System-wide changes Backstage view. which by default rests on the title bar. In Outlook 2010 it is easier to narrow your search results by using criteria such as sender. Flagged items are tracked in the To-Do Bar. and other popular third-party sites. In Outlook 2010. You can also search and sort by color categories to quickly and visually identify what you are looking for. Turn commands and procedures that you use most often into one-click actions. In Outlook 2010. whether they are mail messages. Use a flag to quickly create a follow-up reminder for any type of item: message. subject keywords. or task list). and automatic replies. Color categories. Outlook 2007 introduced Instant Search. Instant Search. Click the File tab to go there. Beginning with Outlook 2007. Quota Thermometer. You can get more information and stay in touch with the people in your network without leaving Outlook. It can be moved to sit below the Ribbon. visual way to customize items and to distinguish items from one another. Introduced partially in Outlook 2007. settings that are not directly related to creating or managing Outlook items. the Outlook Social Connector (OSC) connects you to the social and business networks you use. making it easy to locate items. or tasks. for corporate environments with quotas. or task. and where they were created (that is. In 2010’s Backstage view (File tab). appointment.Concepts & Environment © 1993-2010 OmniSkills. account management. the Ribbon – a combination of menus and toolbars into one command system – is fully deployed in Outlook 2010. LLC . and other information such as the presence of attachments. The Search Tools contextual tab includes a set of filters that efficiently focus your search to isolate the items that you want. Outlook has one remaining toolbar. Windows Live. calendar entries. a mail folder. Flagging for follow-up. including Microsoft SharePoint. your account information includes a visual representation of how much space is left in your mailbox. such as print commands. Quick Access toolbar. are found in the Microsoft Office Backstage view. calendar. zoom in or out of your mail or calendar views with the new zoom slider control on the right side of the status bar. the Ribbon is customizable. Default Quick Steps are included. Quick Steps. Outlook Social Connector. 6 . Interface changes Ribbon. View zoom control. and the buttons on it can be customized. color categories give you a quick. Beginning with Outlook 2010. New in 2007. New in 2010. and you can create your own.

you can customize the Ribbon. What are contextual tabs? Additional tabs appear in context. To restore the Ribbon. the tools appear so that you can use them. The Ribbon is hidden. such as an appointment item. Beginning in Outlook 2010.The Ribbon Objective Identify Outlook’s Ribbon What is the Ribbon? The Ribbon combines Outlook’s previous menu bar and toolbars into one command system. When you click a tab. with the tabs still visible. repeat this command. Each tabbed section is divided into groups of related commands. 2 Click Minimize the Ribbon. Some groups (not all) have a dialog launcher that opens a traditional dialog box containing more options. How to minimize the Ribbon 1 Right-click the Ribbon. but for item windows only. when you select certain objects. How is the Ribbon organized? The Ribbon is divided into tabbed sections. Microsoft Outlook 2010 Concepts & Environment . In Outlook 2010. These tabs appear to the right of the standard tabs. the main window now also includes the Ribbon.7 . The Ribbon was introduced in Outlook 2007.

Examples: mark a message as High Importance or Low Importance. Press and release the ALT key. Drop-downs are buttons. Example: Text Highlight Color.Concepts & Environment © 1993-2010 OmniSkills. and select a “ScreenTip style. Most galleries provide a live preview: when you hover the mouse pointer over an option. and Junk. choose Options > General. such as CTRL+S to save. For example How do tools work? Italic and Underline. and are the same as the shortcuts in previous versions. Outlook 2010’s enhanced ScreenTips show a description of the feature.” Button type Command buttons issue commands or apply options immediately when you click them. or a secondary option on some buttons. Using the Ribbon with the keyboard Press a keyboard shortcut.Working with the Ribbon’s tools Objective Understand how the Ribbon’s different types of tools behave What are ScreenTips? Hover the mouse pointer over a tool button to display a ScreenTip that tells the button’s function. Examples: New Items. Outlook displays how the option will look if you choose it. These are shown in the ScreenTips. Toggles turn a condition on or off. The Ribbon shows the next key(s) you need to press to issue a command. LLC . If ScreenTips do not display: on the File tab. Galleries are drop-downs that let you see the options. Clean Up. and not just the button’s name. Examples: Bold. 8 . that display a drop-down list of choices.

and click Add >> to add the command to the toolbar. and Next. • Each Outlook item window (mail message. 4 On the right side of the box.9 How to move the toolbar Microsoft Outlook 2010 .) has its own set of toolbar buttons. move. calendar appointment. the toolbar has just two buttons on it. which provide always-visible. OR 1 Click the Customize Quick Access Toolbar botton. 5 Click OK when done. Quick Access 2 Select any of the commands on the toolbar list to add that command button to the toolbar. 2 Click More Commands. How to add 1 Click the Customize Quick Access buttons to a Toolbar button.The Quick Access toolbar Objective Use. Send/Receive All Folders and Undo. • In the main Outlook window. Previous. Concepts & Environment . and by changing its location. 2 Click Show Below the Ribbon or Show Above the Ribbon. Undo. You can customize any Quick Access toolbar by adding and removing buttons. those buttons are New. etc. Save. By default. 1 Click the Customize Quick Access Toolbar button. Redo. select a command on the left side. rearrange the button order by selecting a button and clicking the Move Up or Move Down buttons. 3 In the dialog box. and customize the Quick Access toolbar What is the Quick Access toolbar? Outlook 2010 has a Quick Access toolbar in each of its windows. one-click access to your favorite commands.

The button might be prominently displayed below the current pane. tasks. For example. There is one pane for each Outlook component (mail. The Navigation Pane replaces the Outlook Bar in Outlook 2002 and earlier versions. To hide the buttons you do not use. or it might be grouped at the very bottom of the pane.Concepts & Environment © 1993-2010 OmniSkills. then select which buttons to display. the Navigation Pane displays mail folders at the top. and buttons for the other folders at the bottom. 10 . calendar. To display a different Outlook component (Calendar. Tasks. How to show different panes By default. drag the divider up or down.). The Navigation Pane is actually many panes in one. etc. when you launch Outlook. and one all-inclusive folder list. Contacts. click its button. etc. dragging the divider down changes large buttons to small. click Configure buttons > Navigation Pane Options. LLC .Navigation Pane Objective Change and customize the Navigation Pane What is the Navigation Pane? The Navigation Pane. How to change the way the buttons are displayed To change how the buttons are displayed. displays every Outlook component and folder. on the left side of the Outlook window.).

in the Layout group. • • Drag the boundary to the right to make the Navigation Pane wider. click the Minimize the Navigation Pane button in the pane’s upper right corner. Drag the boundary to the left to make the Navigation Pane narrower. How to close & reopen the Navigation Pane To close the Navigation Pane: on the View tab.11 Microsoft Outlook 2010 . How to expand the Navigation Pane To restore the Navigation Pane. How to minimize the Navigation Pane To minimize the Navigation Pane. How to change the size of the Navigation Pane 2 Do one of the following. in the Layout group. click the Expand the Navigation Pane button in the pane’s upper right corner. To open a closed Navigation Pane: on the View tab. Concepts & Environment . click Navigation Pane > Normal. click Navigation Pane > Off.Changing the size of the Navigation Pane Objective Change the amount of screen space taken up by the Navigation Pane 1 Point to the boundary on the right side of the Navigation Pane.

and tasks that others have assigned to you Filtered views of items contained in other mail folders A list of every address you sent a message to.Default folders Objective Identify the default folders and how to navigate to them What are folders? Folders are containers for Outlook items. Most folders can contain items only of a certain type. 2 Click the folder name. but which are not in your Contacts list © 1993-2010 OmniSkills. 1 If the folder is not visible.Concepts & Environment . and you can create your own. These folders… Calendar Contacts Deleted Items Drafts Inbox Journal Junk E-mail Notes Outbox RSS Feeds Sent Items Tasks Contain… Appointment items Contact items and Contact Groups (distribution lists) Items deleted from any folder Mail messages written and saved but not yet sent Received mail and manually-entered posts Automatically-entered transaction history. LLC What are the default folders? Search Folders Suggested Contacts 12 . task folders can contain only task items. if enabled Collects e-mail messages Outlook identifies as junk. OR How to go to a folder Click Folder List to display all folders. For example. click the button for the Outlook component of that type. includes tasks you have assigned to others. Outlook contains default folders. if enabled Catch-all sticky notes Sent mail that has not yet been delivered to the mail server Information feeds from the Internet to which you subscribe. such as news feeds. You cannot delete any of the default folders. which use the Really Simple Syndication (RSS) method Sender’s copy of sent mail messages Task items – things you have to do – and other Outlook items that are flagged as to-do items. even if you don’t use them.

in the Refine group. 2 On the Search Tools tab. at the end of the search results. Reuse a recent search Your 10 most recent searches are saved and can be reused. Attachments are searched.13 . 3 Click the search word or phrase that you want to use again. Calendar. select criteria to make the search more specific. 5 When finished. click Recent Searches. The Instant Search pane is always available in all of your Outlook folders. press CTRL+E.Instant Search Objective Use Instant Search to find any Outlook item What is Instant Search? Instant Search helps you quickly find items in Outlook. Microsoft Outlook 2010 Concepts & Environment . but results from attachments are not highlighted. and Contacts. type your search text. 3 To narrow your search. 1 Click in the Instant Search box. How to add more search criteria You can narrow your search by adding criteria. such as Mail. Tasks. click the folder you want to search. 2 On the Search Tools tab. 2 In the Instant Search box. 1 Click into the Instant Search box. To return the cursor to the Instant Search box. 4 To widen your search to include all folders. with the search text highlighted. How to use Instant Search Items that contain the text that you typed immediately appear. Search fields are specific to where you are within Outlook. type more characters. in the Options group. 1 In the Navigation Pane. click Try searching again. clear the search by clicking Close Search.

Concepts & Environment © 1993-2010 OmniSkills.NOTES THOUGHTS JOTTINGS LEARNINGS 14 . LLC .

............................................................................................................................................................................... 25 Suggested Contacts .............................................................................................................................................................................................................. 29 Sorting contacts........................................................................................................................................................................................................................................................................................................................................................Microsoft Outlook 2010 Address Books & Contacts Address books ........................... 32 Working with groupings ....................................... 36 Modifying categories............................................................... 37 Creating Contact Groups ................................ 35 Assigning categories to an item................................................................................................................................................................................................................................................................ 20 Contact fields............................................................. 28 List-style views ....................................... 33 Finding contact items............................................................................................................................................................................. 19 Creating contacts: overview..................................................................................................................................................................................................................................................... 26 Contact views.............................. 38 Using Contact Groups ......................................................................................................................... 30 Grouping contacts.................................................................................................................................. 17 Using the Address Book .................... 18 Displaying the contacts folders .................. 21 Contact notes .............................. 39 edition 2010-01 Microsoft Outlook 2010 Address Books & Contacts ................................................................................... 24 Creating contacts from e-mail messages......................................................................................................... 22 Secondary contact fields ......................................................................... 23 Changing contact information .................... 31 Grouping with the Group By box. 27 Card-style views .................................................... 34 Categories ..........................................................................................................................................................................................15 ..........................................

NOTES THOUGHTS JOTTINGS LEARNINGS

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Address books
Objective Identify Outlook’s address books

What is the Address Book?

Outlook’s Address Book is a collection of your available address lists. You will usually have two address lists.

The Global Address List (GAL) is created and maintained by the e-mail administrator, and lists company people, their e-mail addresses, job title, office location, and other organizational information. The Contacts folder is your own list of names, e-mail addresses, and other information, about people outside the company. Additional contact folders you have created. Public (shared) contact folders.

You may have additional address books.
• •

If your Outlook was upgraded from a version prior to 2007, you may have had a Personal Address Book, a separate address book file with a .pab extension. Outlook 2010 does not support the Personal Address Book, and will have converted your entries to contacts in the Contacts folder. 1 On the Home tab, in the Find group, click Address Book. The Address Book opens.

How to open the Address Book

One of your address lists is displayed. The name of the list is shown in the Address Book box, and in the Address Book’s title bar. 2 To display a different address book, click the Address Book drop-down arrow.

Microsoft Outlook 2010

Address Books & Contacts - 17

Using the Address Book
Objective Use the Address Book list to find people and send messages

About working in the Address Book How to open the Address Book & choose a list

The Address Book is a central place for all of your address lists. You can work with any address list using the procedures below, although you may wish to work directly in the Contacts folder when using that list. 1 On the Home tab, in the Find group, click Address Book. The Address Book opens, with one of the address lists displayed. 2 To select a different list, click the Address Book drop-down arrow. 1 Select an address list from the Address Book box. 2 Do one of the following.

How to find a person in an address list

To find a person using their name as it is stored in the list, type the first letters of the name in the Search box. Outlook scrolls immediately to the matching item. To find a person using any part of their name, select “More columns,” then type any part of the person’s name, and click Go.

3 Double-click the person’s name to open a window containing all of their contact information. 1 Select a person in the Address Book. 2 Press CTRL+N.
OR

How to send mail to a person in the address list

Choose File > New Message.

How to add or delete a person

To add a person to an address list (for which you have permission), choose File > New Entry, then select the list. To delete a name from the current list (if you have the proper permission), select the name and press CTRL+D, or choose File > Delete.
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18 - Address Books & Contacts

Displaying the contacts folders
Objective Display the contacts folders in the Navigation Pane

What are the contacts folders?

The contacts folders contain your personal contact items (people, organizations, and groups) that you wish to store, but which are not in the Global Address List, your organization’s internal address book. A contact item, which is one entry in a contacts folder, contains fields for many types of information, including name, company name, job title, postal and e-mail addresses, telephone and fax numbers, and personal data. In addition to the main Contacts folder, you can have additional contact folders. Outlook, for example, creates a Suggested Contacts folder to store people you have e-mailed but who are not in your address lists. You can also create additional contacts folders. 1 Click Contacts on the Navigation Pane.
OR

How to display the contacts folders

Press CTRL+3. 2 Select a contacts folder.

How to view a contacts folder in the folder list

1 At the bottom of the Navigation Pane, click the Folder List button to display all folders.

2 Click Contacts in the folder list.
OR

Click another contacts folder, such as
Suggested Contacts, or a contacts folder

you have created.

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Address Books & Contacts - 19

Creating contacts: overview
Objective Create contact items and enter general information

How to create 1 While displaying a contacts folder: on the Home a new tab, in the New group, click New Contact. contact item OR Double-click a blank area in the contacts list.
OR

Press CTRL+N.
OR

While in any folder, press CTRL+SHIFT+C.
OR

On the Home tab, in the New group, click New Items > Contact. A blank contact form opens. 2 Enter the basic contact information: name, company name, job title, e-mail addresses, phone numbers, IM (instant messaging) address, etc.

3 To add a photograph of the person: on the Contact tab, in the Options group, click Picture > Add Picture. 4 To add additional information: on the Contact tab, in the Show group, click Details. 5 On the Home tab, in the Actions group, click Save & Close when done.
20 - Address Books & Contacts © 1993-2010 OmniSkills, LLC

Contact fields
Objective Identify the nuances of the data fields in a contact item

Name fields

When you enter a contact’s Full Name, it appears to be one field, but Outlook will parse it into multiple fields (First, Middle, Last, etc.). To see the fields, click the Full Name button. File as determines how the contact is listed alphabetically among all contacts. Click the drop-down arrow to choose a different order for this contact. To change the default from “Last, First” to “First, Last”, on the File tab, choose
Options > Contacts.

To add a picture of the person, click the picture field.

E-mail & Internet fields

You can enter three e-mail addresses: E-mail, E-mail 2 and E-mail 3. To display a different choice, click the drop-down arrow. The Web page address is clickable, and will launch your web browser. The IM address is used to determine the person’s online status (if they use Windows Live Messenger or Microsoft Office Communicator).

Phone number fields

By default, Outlook displays four phone number fields: Business, Home, Business Fax, and Mobile. There are 19 choices, including Pager, Company, and Assistant. To display a different field, click the drop-down arrow next to any field.

Address fields

By default, Outlook displays the Business address. There are two additional choices, Home and Other. To display a different choice, click the drop-down arrow. If you enter multiple addresses, you can check the box to show that “This is the mailing address” that should be used should you need to actually send them something by postal mail. The address box appears to be one field, but Outlook parses it into multiple fields (Street, City, State, etc.). To see the fields, click the address type button (that is, Business, Home, or Other). Click Map It to use Microsoft’s bing service to display a map of the contact’s address.

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Address Books & Contacts - 21

Contact notes
Objective Add rich notes to a contact

About the Notes field

Outlook contact items contain a catch-all Notes field that you can use to include information for which there is not a specific field. The Notes field can contain text you type or paste from another source, connections to other Outlook items, and attached data files and objects. The Notes field behaves like a Microsoft Word document: you can format text using many Word formatting features, including font changes, borders and shading, and styles. 1 Open a contact item. 2 On the Contact tab, in the Notes field, do the following as needed.
• • •

How to use the Notes field

Type text. Paste text from the Windows Clipboard. Select text. Then, on the Format Text tab, apply formatting to the text (change the font, add bullets, etc.).

On the Insert tab, in the Illustrations group, insert an external picture or clip art, draw shapes, add a SmartArt graphic or chart. On the Insert tab, in the Include group, attach an external file, an existing Outlook item, an Outlook contact item as a graphical business card, or a signature. On the Insert tab, in the Table group, insert a table.

3 On the Home tab, in the Actions group, click Save & Close when done.

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Secondary contact fields
Objective Identify less-common contact fields 1 Open a contact. 2 On the Contact tab, in the Show group, click Details. 3 Enter information as needed.

How to use secondary contact fields

If you enter a date in the Birthday or Anniversary fields, Outlook automatically creates an annual event on the calendar. 4 On the Home tab, in the Actions group, click Save & Close when done.

How to view related activities

The activities list displays any items in your Outlook data store that are related to the current contact, as determined by the contact’s e-mail address. 1 Open a contact. 2 On the Contact tab, in the Show group, click Activities. Outlook searches the data file for related items, and displays them in a list.

3 Double-click any related item to open it.
Microsoft Outlook 2010 Address Books & Contacts - 23

Changing contact information
Objective Modify and delete contact items

How to open a contact item

In any contact view, double-click the contact item. Select the contact, then press ENTER. Select the contact, then press CTRL+O. Right-click the contact, then choose Open from the shortcut menu. 1 Open a contact. 2 Edit and add information as needed. 3 On the Home tab, in the Actions group, click Save & Close to save changes and close the form.
OR

How to modify contact information

1 In any contact view except Business Card, find the contact item to be changed, but do not open it. 2 Click in a field to place the cursor there. This method is limited to visible fields. 3 Edit the field as needed. 4 Click in a different field to save your changes.

How to delete a contact

Deleted contacts are placed in the Deleted Items folder, and can be retrieved from there if deleted accidentally. 1 Select the contact to delete. 2 On the Home tab, in the Delete group, click Delete.
OR

Press the DELETE key.
OR

Press CTRL+D.
OR

Right-click the contact and choose Delete from the shortcut menu.
OR

1 Open a contact. 2 On the Contact tab, in the Actions group, click
Delete.
OR

Press CTRL+D.

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Creating contacts from e-mail messages
Objective Add a contact from an incoming message

About adding contacts from e-mail

When you receive e-mail from someone outside your organization (that is, someone who is not in the company address book), you can quickly add them to your Contacts folder, or check to see if they are already there. 1 Open a received e-mail message. 2 In the message header, right-click the sender’s name (or any name in the To or Cc boxes). 3 From the shortcut menu, choose Add to Outlook Contacts. Outlook opens a new contact item, with the e-mail address (and, if understood, the person’s name) entered. 4 Fill in any additional fields. 5 On the Home tab, in the Actions group, click Save & Close when done. You will be prompted if the contact already exists, if Outlook is configured to check for duplicate contacts (on the File tab, click Options > Contacts, then select “Check for duplicates when saving new contacts”). You can then choose to add the contact anyway, cancel the add, or merge the two contacts. 1 Open a received e-mail message. 2 In the message header area, right-click the sender’s name (or any name in the To or Cc boxes). 3 From the shortcut menu, choose Look up Outlook Contact.

How to add a contact from received e-mail

How to check for a contact before you add it to Contacts

If a contact with that e-mail address is found, Outlook will open the item. If the contact is not found, Outlook will display a message: “Could not find a contact with this e-mail address.”
Microsoft Outlook 2010 Address Books & Contacts - 25

Suggested Contacts
Objective Use Suggested Contacts to add names to the Contact folder or send e-mail

What are Suggested Contacts?

The Suggested Contacts folder automatically keeps track of everyone you send a message to, but who isn’t in your Outlook contacts. When you send a message, or reply to a message, any addresses in the the To, Cc, or Bcc boxes that are not in your address books will be added to the Suggested Contacts folder. You can add these contacts to one of your contacts folders, or simply use them to find addresses if you need them. 1 In the Navigation Pane, click Contacts. 2 In the list of contact folders, click Suggested Contacts. 1 View the Suggested Contacts folder (see above). 2 Select the contact that you want to move. 3 Drag the selected contact to the Contacts folder or other contacts folder.
OR

How to view Suggested Contacts

How to add a Suggested Contact to a contacts folder

On the Home tab, in the Actions group, click Move > Contacts. (If Contacts is not in the list, or if you are moving the contact to a different contact folder, click Other Folder, select the destination folder, then click OK.) How to delete 1 View the Suggested Contacts folder (see above). one or all 2 Select a single contact. Suggested OR Contacts Select a single contact, then press CTRL+A to select all contacts. 3 On the Home tab, in the Delete group, click Delete.
OR

Press the DELETE key. How to find a 1 In a new message window, click the To, Cc, or Bcc button. Suggested The Select Names dialog box opens. Contact when composing a 2 In the Address Book list, choose “Suggested Contacts.” message 3 Select a contact, and then click the To, Cc, or Bcc button. 4 Click OK to return to the message window. The Suggested Contacts you selected are added to the To, Cc, or Bcc fields.

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Contact views
Objective Identify and use different contact views

What are contact views?

Contact views are different ways of displaying a contacts folder. As with all Outlook views, a contact view can be sorted, grouped and customized to display items and information in a useful way.

How to change contact views What are the default contact views?

On the Home tab, in the Current View group, select a view.

Business Cards (more or less) resemble paper business cards, and show only the most basic information. Double-click a Business Card to open it. Unlike all other views, a Business Card cannot be edited without opening it. Cards display more contact information than Business Cards. Double-click a Card to open it, or edit a visible field by clicking into it. Phone list view shows contacts in an ungrouped list, with the phone number among the visible fields. Scroll to the right to see additional fields. Doubleclick an item to open it, or click into a field to edit it.

List view displays contact information as a customizable list.

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Address Books & Contacts - 27

Card-style views
Objective Use the two card-style views

What are the card-style views?

The two card-style views – Card, and Business Card – display each contact as a separate card. The Card view shows more detail than Business Card view, and is more efficient: each Card takes up only as much space as needed. Each Business Card takes up the same amount of space, regardless of the information it contains.
Card views Business card views

How to use the card-style views

To quickly go to a card, begin typing the name on the card. If the card is filed as “Last Name, First Name,” type the last name. If it is filed as “First Name, Last Name,” type the first name. To quickly jump to the cards that begin with a certain letter, click the letter on the alphabetic navigation bar on the right side of the window. To change the size of the columns, so that you can see more cards (but less detail per card) or fewer cards (but more detail per card), drag the gray column dividers.

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List-style views
Objective Use the two list-style views

What are the list-style views?

The two list-style views display contact information as a customizable list. The columns (fields) that are displayed can be changed. Phone list view shows contacts in an ungrouped list.

List view groups the contacts by the categories you have assigned to them, or by company, or by any of the fields they might have in common.

How to add a 1 Display the contacts in any of field (column) the list views. to a list view 2 Right-click a contact field on the bar at the top of the list, and select Field Chooser. The Field Chooser box opens. 3 Drag a field from the Field Chooser box to a place between existing column headings. How to 1 Display the contacts in any of the list remove a views. field (column) 2 Drag the column heading away from the others and release it. from a list OR view Right-click the heading and choose Remove This Column.

Microsoft Outlook 2010

Address Books & Contacts - 29

Sorting contacts
Objective Display contacts in a particular order in a list view 1 Display a contact view that uses a list format. If the list has been sorted, an arrow appears in the column heading, pointing upward if the sort is ascending, or downward if descending.

How to sort a contact list on one field

2 Click the column heading on which to sort. 3 Click again to sort in reverse order. 1 Display any contact view.
2 Right-click one of the field names at the top of the list, and select View Settings from the shortcut menu.
OR

How to sort a contact list on multiple fields

On the View tab, in the Current View group, click View Settings.
The Advanced View Settings box opens. 3 Click Sort. The Sort box opens.

4 Select up to four fields by which to sort, and indicate Ascending or Descending order for each field. 5 Click OK, then OK. The new sort order is applied to the list, and is saved as that view’s sort order until you sort it a different way. 1 Display the view to be reset.
2 On the View tab, in the Current View group, click Reset View. 3 Click Yes.
© 1993-2010 OmniSkills, LLC

How to reset a sort to the default

30 - Address Books & Contacts

Grouping contacts
Objective Organize contacts by grouping them

What is grouping?

Grouping organizes contact items by one or more fields they have in common, such as a company name, city, or a category you have assigned to them. You can group contacts on any field.

To group contacts, you must be using a list view, such as the phone list, which shows field names on the top row. 1 Display a contact folder in list view. 2 On the View tab, in the Arrangement group, click More. 3 Click Show in Groups. 4 Select a grouping.

How to group a contact list

On the View tab, in the Arrangement group, click Date, or Company, or Categories, or Location. Grouping by this method replaces any previouslyselected grouping. Right-click a field heading that you wish to group by, and choose Group By This Field. Grouping by this method adds to any previouslyselected grouping. Use the Group By box (see next page).

The grouping is changed immediately, and remains in effect until you change it. 1 Display the view to be reset. 2 On the View tab, in the Current View group, click Reset View.
Address Books & Contacts - 31

How to reset a view

Microsoft Outlook 2010

The Group By box opens. OR 1 On the View tab. in the Current View group. then OK. The Advanced View Settings box opens. 32 . drag the heading out of the Group By box and release it. 4 Click OK. 1 Display a contact folder in list view: on the View tab. choose Change View > Phone or Change View > List. and select Group by Box from the shortcut menu.Address Books & Contacts © 1993-2010 OmniSkills. LLC . 4 Drag and arrange additional headings as necessary. in the Current View group. 3 Drag a column heading to the grouping box at the top of the view. 2 Right-click one of the field names at the top of the list. 2 Click Group By. 3 Select up to four fields by which to group. To remove a grouping. click View Settings.Grouping with the Group By box Objective Group a contact list with the Group By box What is the Group By box? How to group contacts with the Group By box The Group By box is an area above a list that allows you to visually group a list by one or more fields. and select Ascending or Descending order for each.

Microsoft Outlook 2010 Address Books & Contacts . in the Arrangement group. To collapse one group: select a group name. • To collapse a group. • • To collapse all groups: on the View tab. click Expand/Collapse > Expand This Group. click the closed triangle to the left of the group name. on the View tab. in the Arrangement group. Then. To expand one group: select a group name. How to expand groups 2 Do the following as needed. 2 Do the following as needed. How to collapse groups 1 Display a contact list that has been grouped (see previous pages). on the View tab. in the Arrangement group. • • To expand all groups: on the View tab. click Expand/Collapse > Collapse This Group.33 .Working with groupings Objective Expand and collapse groupings 1 Display a contact list that has been grouped (see previous pages). click Expand/Collapse > Collapse All Groups. in the Arrangement group. Then. • To expand a group. click the open triangle to the left of the group name. click Expand/Collapse > Expand All Groups.

it displays a list. 3 If Outlook finds more than one matching contact. 2 Type a word (a name. 1 On the Home tab. If the card is filed as “Last Name. click the letter on the alphabetic navigation bar on the right side of the window. 34 . then click OK. How to find a contact item 3 To end the search and view the full list. LLC . The filtered results are displayed immediately. begin typing the name on the card. 2 Click any blank area to be sure no items are selected. with the match highlighted if the matching field is visible. If Outlook finds only one matching contact. First Name. 2 Press ENTER. If it is filed as “First Name.” type the last name.Finding contact items Objective Locate and navigate to specific contact items 1 Display an address card view. use the method above.” type the first name. or other information in the contact item you wish to find) in the Find a Contact box.Address Books & Contacts © 1993-2010 OmniSkills. How to find any address book item Outlook will not search the Notes field using this method.) 3 To quickly go to a card. 1 Open any contact view. or other information in the contact item you wish to find) in the Search Contacts box at the top of the view. type a word (a name. OR How to navigate to an address card To jump to the cards that begin with a certain letter. click the Close Search (X) button. to search in Notes. it opens the contact item. Select the contact you wish to open. in the Find group. Last Name. (This is not necessary in Business Card view.

while the Contact tab is selected). You can assign more than one category to an item.Categories Objective Use categories to organize related items What is a category? A category is a keyword or phrase with an associated color that you can assign to Outlook items. but are most commonly used with contacts and tasks. categories are shown on the card. Categories allow you to easily identify and group related items. Microsoft Outlook 2010 Address Books & Contacts . For example. you can sort or group by category. Categories can be used with any kind of Outlook item. categories show at the top of the main contact form (that is. In list views.35 . In Card view. the Categories field is a default column. in any list view. Where do categories show themselves? In an open contact item.

if needed. then click Yes. LLC . 1 Open a contact item. OR Click All Categories to select more than one category. enter a new name. The category is assigned to the item. create a new category with the same name. 36 . OR How to remove a category from an item Click the Categorize button. 2 If you opened the item: on the Contact tab. 3 Select a category. Outlook 2010 recognizes categories created in version 2003 and prior. OR How to assign an item to a category Select one or more contact items. 4 If this is the first time you used this category. or to create a new category. the new category will replace the old.Assigning categories to an item Objective Assign one or more categories to Outlook items What categories are available? Outlook provides six default categories.. click Categorize.g. The first time you assign a category to an item. 2 Right-click the category band. in the Tags group. you will be prompted to rename it. in the Tags group. and is renamed. You can also add more categories. Red Category and Blue Category). and deselect the category. but does not allow you to assign them to new items. To resolve this. 5 Assign additional categories to the item. and choose Clear. but recommended. Optionally. click Categorize. you are prompted to rename it. OR If you selected the item without opening it: on the Home tab. with generic names (e. 1 Open the item.Address Books & Contacts © 1993-2010 OmniSkills.

select a Shortcut Key. You can also change its color. • Click the Rename button. 3 Do the following as needed. category 2 Click New. in the Tags group. in the Tags group. and assign a keyboard shortcut to categories How to modify a category If you did not rename the category when you first assigned it. Select a Shortcut Key. OR On the Home tab. The Add New Categories dialog box opens. 4 Click OK. The Color Categories dialog box opens. 1 In an open item: on the Contact tab. and assign a keyboard shortcut.37 . 2 Select a category. click Categorize > All Categories. in the Tags group. 4 Click OK when done. Optionally. How to create 1 On the Home tab. 3 Enter a Name for the category. or if you change your mind about the name of a category. Microsoft Outlook 2010 Address Books & Contacts . when done. then type a new name for the category. click Categorize > All Categories. click Categorize > All a new Categories. you can rename it. so that you can assign categories with the keyboard. change the color. and select a Color.Modifying categories Objective Rename. • • Select a different Color.

38 . in the Actions group. a box opens where you can enter a new contact. 5 If you selected a contact list or address book: double-click a name to add it to the Contact Group. Fill in the details and click OK.Address Books & Contacts © 1993-2010 OmniSkills. or a New E-mail Contact. Group A blank Contact Group opens. 3 On the Contact Group tab. 2 Type a Name for the group. From Address Book. When you address a message to the group name. LLC . the name should be short and easy to remember. in the Members group. Outlook sends a copy to every address in the group. click OK. select New Contact Group.Creating Contact Groups Objective Define a Contact Group What is a Contact Group? A Contact Group (formerly “distribution list”) is a special contact item that contains a group of e-mail addresses. click Add Members. so that you can type it instead of having to look it up when addressing a message. OR Select a name and click the Members button. click Save & Close. in the a Contact New group. OR If you selected New E-mail Contact. 6 When all members are added. 7 On the Home tab. 4 Select the source of the names: From Outlook Contacts. How to create 1 In any contact view: on the Home tab. Generally.

click New Meeting. A copy of the message will be sent to each member of the list. in the New group. Click OK when done. How to 1 On the Navigation Pane. Contact Groups are displayed in bold. Group OR Click the To: button and select the Contact Group from the Address Book. OR How to send e-mail to a Contact Group Click the To: button and select the Contact Group from the Address Book.Using Contact Groups Objective Send messages or schedule a meeting with all members of the group 1 Create a new mail message. click Calendar. schedule a 2 On the Home tab. The meeting request is addressed to all group members.39 . etc. Microsoft Outlook 2010 Address Books & Contacts . Contact 3 In the To: field. type the name of the Contact Group. 2 In an address field. type the name of the Contact Group. 3 Continue writing and sending the message as usual. meeting with members of a A new blank meeting item opens. Add the group to the appropriate box (Required.).

Address Books & Contacts © 1993-2010 OmniSkills.NOTES THOUGHTS JOTTINGS LEARNINGS 40 . LLC .

............................................................. 64 Business cards & vCards........................................................................................................ 67 edition 2010-01 Microsoft Outlook 2010 Sending E-mail ........................................................................... 65 Out-of-Office messages............ 46 Addressing a message by selecting names ......................................................................................... 54 Message importance & sensitivity ..............................Microsoft Outlook 2010 Sending E-mail Displaying the mail folders...................... 56 Spelling & grammar ...................... 43 Sending messages: overview......................................................................................................... 53 Sending a file from Windows ............................................ 44 Creating a new e-mail message.......................................... 47 Creating message from address lists .................................................................................................................................................................... 52 Sending a file from its source application........................................................................................................................................................... 61 Text formats ..... 49 Writing your message ................ 57 Checking spelling as you type ............................................................................................................................................................... 48 Parts of an e-mail message .......................................................... 50 How to format text in a message...... 51 Attaching files to messages..............................................................................................................................................................41 ................................................................................................................................................................ 58 Checking spelling ............................................................................................................................................................................................................................................................ 62 Formatting messages with stationery & themes ...................................................................... 66 Using the Team E-mail Quick Step ................................................................................................................................................................................................................................... 59 Mistake prevention .................................. 55 Receipts & other delivery options ........................................................................................................................................................................................................... 63 Signatures ....... 60 Message formats.................................................. 45 Addressing a message by typing ...........................................................................................................................................................................................................................

LLC .NOTES THOUGHTS JOTTINGS LEARNINGS 42 – Sending E-mail © 1993-2010 OmniSkills.

Displaying the mail folders Objective Display mail folders in the Navigation Pane What are the mail folders? The mail folders contain the e-mail messages you send and receive. OR Press CTRL+SHIFT+I (displays the mail folders and selects the Inbox). 2 If necessary. select a mail folder. and Deleted Items. Outlook automatically adds some folders to the Favorites group. as well as those you create to store mail messages. Drafts. There are several folders that make up the e-mail component of Outlook. These folders… Deleted Items Drafts What are the default mail folders? Contain… items deleted from any folder mail messages written and saved (manually or automatically) but not yet sent incoming mail messages marked as junk. To do so. by Outlook or by the user sent mail that has not yet been delivered to the mail server messages from subscribed feeds that use the Really Simple Syndication protocol sender’s copy of sent messages filtered views of items contained in other mail folders Inbox Junk E-mail Outbox RSS Feeds Sent Items Search Folders Folders shown in the Favorites group are the same as the folders in the main group. These include default (Outlook-created) folders such as Inbox. Microsoft Outlook 2010 Sending E-mail . click the Folder List button to display all folders. you can add or remove folders manually. Sent Items. How to display the mail folders 1 Click Mail on the Navigation Pane. OR Press CTRL+1. OR At the bottom of the Navigation Pane. right click a folder and choose Show in Favorites or Remove from Favorites.43 .

A copy will be placed in your Drafts folder. (To display the Bcc field: on the Options tab. 2 On the Home tab. LLC . or click the Address Book button (on the Message tab. Apply formatting if desired. click Bcc. OR To select names from an address book. 44 – Sending E-mail © 1993-2010 OmniSkills. type the names (if in an address book) or e-mail addresses of the people who will receive the message.) 4 Press TAB to move to the Subject field. Separate addresses with semicolons. in the Tags group. Choose any of the other available message options. in the Names group) or press CTRL+SHIFT+B. • • 7 To send the message. or click into the body area. click To. click New E-mail. • On the Message or Insert tabs. in the New group. The Cc field is for courtesy copies of the message. The Bcc field is for blind courtesy copies. and Bcc fields. in the Show Fields group. 6 Do the following as needed.Sending messages: overview Objective Create and send e-mail messages 1 Display any mail folder. or not urgent. If you are not ready to send the message. close the message and save it. These recipients are not revealed to other recipients. Cc. and type the message. click High Importance or Low Importance to tell the recipient how urgent. 5 Press TAB to move to the message body area. The To field is for anyone to whom the message directly speaks. click the Send button. in the Include group. OR How to compose & send a message Press CTRL+N. On the Message tab. Cc or Bcc. the message is. and type a message description. 3 In the To. OR Press ALT+S. click Attach File to attach one or more data files.

Microsoft Outlook 2010 Sending E-mail . in the Find group. Press CTRL+N. click New Items > E-mail Message. OR 1 On the Home tab. Outlook will use all of them in the To: field. If the person has more than one e-mail address. 4 Choose File > New Message. in the Communicate group. 2 Select the address book to use from the Address Book list. specific contact OR On the Home tab. in the New group. Press CTRL+SHIFT+M. a new e-mail Create > message to a 2 Right-click the contact and choose E-mail from the shortcut menu.Creating a new e-mail message Objective Create a new e-mail message How to create a new blank e-mail message From any mail folder: • • On the Home tab. click New E-mail. 3 Select a name. On the Home tab.45 . in the New Items group. From any non-mail folder: • • How to create 1 Select a contact in any contacts folder. click E-mail. click Address Book.

Addressing a message by typing
Objective Address a mail message by typing e-mail addresses or names

About addressing by typing

Some people type names or e-mail addresses in the address boxes. Some people prefer to select names from an address book. You can choose the method you prefer. When you type a name or e-mail address, Outlook tries to help. While you are typing, Outlook looks for matching addresses, but only from messages you have sent, not from your address books. After you have completely typed a name, Outlook will then search your address books for a match. 1 Create a new message. 2 In the message form, click into the To, Cc, or Bcc box. 3 Begin typing either the person’s name, or their actual e-mail address. 4 If multiple matches are found, a drop-down list of choices is displayed. If the address you want is highlighted, press ENTER to accept it.
OR

How to address a message by typing

To select a different name, press your down-arrow key to highlight the name and press ENTER, or click it.
OR

When you have typed enough letters that there is only one possible match, Outlook finishes the entry. Press ENTER to accept the name.
OR

Ignore the names that Outlook found and continue typing the entire name or address. To remove a name from the drop-down list, arrow down to the name and press the DELETE key, or click the X next to the address. 5 If you entered a name and not an e-mail address, Outlook will (eventually) attempt to match it with your address books.
• • •

If one match is found, Outlook accepts it without asking you. If multiple matches are found, Outlook underlines the name with a red line. Right-click the name to choose from the found matches. If no match is found, the name is left plain in the address box. To force Outlook to check the address book, press CTRL+K, or, on the Message tab, in the Names group, click Check Names.

46 – Sending E-mail

© 1993-2010 OmniSkills, LLC

Addressing a message by selecting names
Objective Address a mail message by selecting from address book lists 1 Create a new message. 2 In the message form, click the To, Cc or Bcc button.
OR

How to select names

Press CTRL+SHIFT+B.
OR

On the Message tab, in the Names group, click Address Book. The Select Names box opens. 3 Select the Address Book to use from the drop-down list. 4 To locate a name, scroll through the list with the scroll bar or up and down arrow keys.
OR

Type the beginning of the name in the Search box.
OR

Select the More columns option, then enter any part of the name, and click
Go.

5 When you locate the name, add it to the To, Cc or Bcc field.

Select a name, then click the To, Cc or Bcc button.

Double-click a name, which adds the name to the To field, or to whichever field was last used. To select multiple names at once, select one name, then hold the CTRL key and click additional names.

6 Repeat to add additional names.

7 When all addresses have been added, click OK to return to the message.

Microsoft Outlook 2010

Sending E-mail - 47

Creating message from address lists
Objective Find a contact in an address list, and send a message from there

How to address a message from the Address Book

You do not have to begin writing an e-mail message by opening a new message form. You can also begin from any address list. 1 On the Home tab, in the Find group, click Address Book.
OR

Press CTRL+SHIFT+B. The Address Book, which displays all available address books and contact folders, opens. 2 Select the address book to use from the Address Book drop-down list. 3 Select a name.
OR

Select multiple names by clicking one name, then holding the CTRL key and clicking additional names. 4 Choose File > New Message.
OR

Press CTRL+N. A new mail message opens, with the selected names in the To field. 1 Open the Contacts list, or any contacts folder. 2 Right-click a name and choose Create > E-mail from the shortcut menu (works only when one contact is selected).

How to address a message from a contacts folder

OR

Select one or more contacts, then: on the Home tab, in the Communicate group, click E-mail. A new mail message opens, with the selected names in the To field.

48 – Sending E-mail

© 1993-2010 OmniSkills, LLC

Parts of an e-mail message
Objective Identify the different parts of an e-mail message and use them effectively
Field To Cc Bcc Subject Body Attachments Information The recipient(s); those who are the target and may need to take action Those who receive a courtesy copy, a form of FYI Those who receive a courtesy copy, but whose names are not revealed to other recipients (that is, a blind courtesy copy) What the message is about; the vehicle for getting the message read The text of the message Data files that are sent along with the message

What are the elements of an e-mail message?

Using the message elements effectively

The To, Cc, and Bcc fields contain the message recipients’ addresses. Each user with access to e-mail, both inside a company and outside, has a unique address.
• • •

Send the message To the people who are being directly spoken to, and those who have to take action. Cc those people who need to know about the message, but are not being directly spoken to, and do not need to take action. Bcc names are hidden from the other recipients. This can have political ramifications if used to be subversive. There are good uses of the Bcc, such as suppressing a large list of names when sending a mass mailing. Many people who send e-mail treat the subject line as a throwaway, and do not take advantage of its usefulness. Many even leave it blank. A good subject line is your marketing message. The recipient often decides whether and when to open your message based on the subject. The subject also helps you recognize the message when the recipient replies to you, or when you are looking for the message in your Sent Items folder. A good subject line reveals the key aspects of the message: its importance, its subject, and any action deadlines. Text may be typed directly into the message body or copied from another message, document or file. You can add formatting to make parts of your message stand out. Sharing data files is a primary collaboration tool. Your recipient can view an attached file if he or she has the same application that was used to create it, or one that can convert it.
Sending E-mail - 49

The subject is a brief summary or introduction to the message.
• • •

The message body contains the actual message.
• •

One or more data files may be attached to the message.
• •

Microsoft Outlook 2010

Writing your message
Objective Write an effective e-mail message

The body of the e-mail

You write your message in the body area of the message form. Writing an e-mail message is a lot like using Microsoft Word. You type your message, press ENTER to start new paragraphs, edit, proofread, and format if desired. E-mail messages are most effective if you follow a few guidelines.
• • • • • •

Put your most important point at the beginning of the message. Each message should be about one topic. Be brief and to the point. State clearly what you want. If there is an action required, or a deadline to be met, do not bury it in the message. Create white space by leaving blank lines between paragraphs. Use bulleted lists. Create the bullet by typing a dash ( - ) or a double dash ( -- ), or by applying bullet formatting (on the Message tab, in the Basic Text group, click Bullets). Do not type in all capital letters; it is considered shouting. Check your spelling and grammar, using the spell check command and by proofreading. Do not send mail when you are angry or upset. You can always save the message in the Drafts folder and revise it later, when a cooler head prevails.

• • •

Illustration – using bullets & white space in e-mail

Subject: How to use the new in-class presentations Greetings! Here's some information about the new presentations. A sample is attached. Objectives -- The presentations are designed as a visual guide to the class. (It's an adult learning thing - most people remember better if they see and hear information.) Content -- Each presentation is set up the same way, with slides for each element of the introduction, one slide for each topic in the course, and a wrap-up slide. Launching & using -- To run a show without running PowerPoint, right-click the file & choose Show. -- You can use ALT+TAB to switch from the show to another application. Navigation -- There is a navigation panel in the lower right of each slide. - Click the green button to go to the next slide. - Click the yellow button to go to the previous slide.

50 – Sending E-mail

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How to format text in a message
Objective Apply formatting to an individual message

About formatting

Text formatting is available for messages using the (default) HTML or Rich Text formats. Formatting is not available with the plain text format. The same kind of formatting used in the message body is also available in other types of Outlook items, in the Notes fields. When you send mail through the Internet – that is, outside your company mail system – your formatting may be lost, and your message converted to plain text. 1 In the message area, select the text to change. 2 Apply formatting using the tools found in one or more of these places.

Formatting e-mail message text

On the Message tab, in the Basic Text group. In the Font dialog box: on the Message tab, in the Basic Text group, click the dialog launcher. On the Format Text tab, in the Font, Paragraph and Styles groups. Using shortcut keys, such as CTRL+B for bold and CTRL+I for italic. On the mini-toolbar: hover the mouse over the selected text until the mini-toolbar appears.

• • •

To remove formatting from selected text, press CTRL+SPACEBAR.

Illustration – plain text vs. formatted text

Plain text:

Formatted text:

Microsoft Outlook 2010

Sending E-mail - 51

Attaching files to messages
Objective Attach files created in other applications to messages

Why attach data files to messages?

When we work, we collaborate. It is common to share data files with someone else. You can attach any file to an outgoing e-mail message. The attachment is a copy of the original. If changes are to be made by others, be sure to keep track of which version is the latest. You may have services, such as Microsoft SharePoint, that allows sharing of the original document rather than a copy. The recipient must have an application that can read the file in order to open it. In addition to data files, you can attach other items to messages, including Outlook items, a graphical business card, a vCard, and a snapshot of your Outlook calendar.

How to attach 1 Create a new message and fill in the message form as usual. files to 2 On the Message tab, in the Include group, click Attach File. messages 3 Navigate to the drive and folder that contains the file to attach.

4 Select the file to attach.
OR

Select the first file to attach, hold the CTRL key and select additional files. 5 Click Insert to attach the selected file(s). The attached documents are displayed above the message area.

6 Complete the message form and click Send.
52 – Sending E-mail © 1993-2010 OmniSkills, LLC

Sending a file from its source application
Objective Send a document as an attached file from within an application

How to send an active document as an attached file

Outlook does not have to be running to send from an application, although the message may not be delivered until you next start Outlook. 1 Create and save a document in Microsoft Word, Microsoft Excel or another MAPIcompliant application.
2 In Microsoft Office 2010 applications: on the File tab, choose Share > Send Using E-mail.

In other applications, choose File > Send To or an equivalent command.
3 Select a file format for the

attachment.

Send as Attachment: the

document is attached to the message in its current file format.

Send as Link: a link is sent to the original document’s shared location, such as a Microsoft SharePoint site. (Attachments are copies; use this method if you wish to provide access to the original document.) Send as PDF: a copy of the

file is converted to PDF format, then attached to the message.
• •

Send as XPS: a copy of the file is converted to Microsoft’s little-used

XPS format (a PDF alternative), then attached to the message.
Send as Internet Fax: a copy of the file is sent as a fax without using a

fax machine. A fax service provider is required. A new Outlook message form opens, with the document attached.

4 Complete the message form, and click Send.

Microsoft Outlook 2010

Sending E-mail - 53

Sending a file from Windows
Objective Send a file as an attachment from Windows Explorer

How to attach Outlook does not have to be running to send from Windows Explorer, although the message may not be delivered until you next start Outlook. a file from Windows 1 Navigate to the Explorer appropriate folder in Windows Explorer. 2 Select one or more files to attach. 3 Right-click the selection and choose
Send To > Mail Recipient.

A new Outlook message form opens with the selected file(s) attached.

4 Complete the message form and click Send. 1 In Outlook, create a new message. 2 Switch to Windows Explorer, and select the file(s) you wish to attach. 3 Drag the messages to the Outlook message, and drop them on it. The files are attached to the message.

How to drag a file from Windows Explorer

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Message importance & sensitivity
Objective Change the message importance and sensitivity

What is message importance?

Message importance indicates the urgency of the message.
• • •

Normal is the default importance. Messages with normal importance are not marked in any particular way. High importance indicates the message should be opened promptly. Low importance is a courtesy. It tells the recipient the message is not pressing, and can be read at their leisure.

Symbols for High and Low importance appear in the Importance column. When you send mail through the Internet (that is, outside of your company e-mail system), your recipient’s e-mail system will usually, but not always, preserve the message importance. 1 Create a message. 2 To indicate an urgent message: on the Message tab, in the Tags group, click High Importance.
OR

How to set message importance

To indicate a low priority message: on the Message tab, in the Tags group, click Low Importance.

What is message sensitivity?

Message sensitivity indicates personal or confidential information.
• •

You can mark a message Personal or Confidential, to suggest to the recipient how the message should be handled. When you mark a message Private, you are adding a small constraint: “Private” messages cannot be modified by the recipient. But, they can be forwarded, and the forwarded message can be modified.

How to set message sensitivity

1 On the Message tab, in the Tags group, click the dialog launcher. 2 Select from the Sensitivity drop-down list. 3 Click Close to return to the message.

Microsoft Outlook 2010

Sending E-mail - 55

Receipts & other delivery options
Objective Request receipts, change the reply address, and control the saving of your copy

What is a receipt?

A receipt is an automatic confirmation that a sender can request from an e-mail server. Outlook supports two kinds of receipts.
• •

A read receipt, which is sent when the recipient opens the message. A delivery receipt, which is sent when the message arrives in the recipient’s inbox. This is used far less often than the read receipt.

Receipts work for mail sent inside the company network. They will sometimes work for messages sent through the Internet, but not always. 1 On the Options tab, in the Tracking group, do one or more of the following.

How to request a receipt

Select Request a Read Receipt to be notified when the message was opened by the recipient. Select Request a Delivery Receipt to be notified when the message was delivered to the recipient’s inbox.

2 Send the message. 3 When the recipient (or the recipient’s delegate) receives or opens the message, you will receive an e-mail confirmation message. Some e-mail systems ask the recipient if they want to send a read receipt. If the person is prompted and declines, you will not receive the notification. 1 On the Message tab, in the Tags group, click the dialog launcher. 2 In the Delivery options section, do the following as needed.

Other delivery options

• •

You can choose to Have replies sent to a different address than the one it came from. You can tell Outlook Do not deliver before the date and time you set. If you are not in a Microsoft Exchange Server environment, Outlook must remain open until the message is sent. You can tell Outlook that the message Expires after a set date and time. After that, the message header remains visible in Outlook folders, marked with a strikethrough, although it can still be opened.

3 Click Close to return to the message form.
56 – Sending E-mail © 1993-2010 OmniSkills, LLC

Spelling & grammar
Objective Understand spelling and grammar checks, and the importance of proofreading

What are spelling & grammar checking?

Spell check is having Outlook compare each word in a message to a dictionary of words, and then alert you when a word does not match an entry in the dictionary. Most proper names and abbreviations are not included in the internal dictionary, so those words will appear to be misspelled. Commonly used company, city, personal and product names may be added to the dictionary. Grammar check analyzes sentences based on a list of grammar rules. Grammar checking is unreliable, and the suggestions are often wrong. Outlook uses the shared Microsoft Office spelling and grammar system. It works the same as in the other applications, and uses the same dictionary.

Why check spelling?

Mistakes in grammar and spelling reflect poorly upon you. When you check spelling, you let Outlook catch the obvious errors, but it does not catch every error. Proofreading is also necessary.

What is proofreading?

Proofreading is critically reading what you have written, looking specifically for errors in spelling, usage, grammar, and clarity. Few e-mail messages need to be masterpieces, but every message benefits from at least one additional “pass” with an eye toward removing mistakes and improving the message.

How to proofread

Read your message again, slowly. While reading, look for errors and for ways to improve the message. Some proofreaders like to make one pass looking for errors, and a second pass looking for content improvements.

Common errors

Incorrect word substitution, such as by reversing letters, adding a letter, or leaving off a letter (e.g., form vs. from, go vs. got, you vs. your). Usage errors, when you chose the wrong form of a word (e.g., your vs. you’re, its vs. it’s, there vs. their). Poor sentences, such as awkward, incomplete or run-on sentences.

Improving the message

Check for clarity. Does your message say what you mean for it to say? Check for conciseness. Does your message get to the point? Check for correctness. Are your facts in order? Check for tone. How will your message be perceived?

Microsoft Outlook 2010

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Checking spelling as you type
Objective Check for misspelled words while typing

How to check spelling as you type

Outlook can check spelling as you enter text. Essentially, it follows along behind as you type, waits for you to finish a word, then checks it against the dictionary and the AutoCorrect list. 1 Type the text of a message. As you type, words that are not in your dictionary are immediately marked with a wavy red underline. 2 Right-click a marked word. Outlook displays a shortcut menu of choices. 3 Do one of the following.
• •

Select the correct word from the list. Choose Ignore to have Outlook ignore only this one occurrence of the word. Choose Ignore All to have Outlook ignore every occurrence of the word in this message. Choose Add to Dictionary to add the word to your custom dictionary, which is shared by all of Microsoft Office.

• •

About asyou-type grammar checking

Sentences or phrases that seem to violate a grammar rule are marked with a wavy green underline. As with red-underlined words that are marked as possible misspellings, you can right-click the green-underlined text to see a suggested correction. Grammar checking is unreliable, and the suggested corrections are often wrong.
1 On the File tab, choose Options > Mail.

How to turn on (or off) asyou-type spelling & grammar check

2 In the Compose Messages section, click the Editor Options button. 3 Click Proofing. 4 In the When correcting spelling in Outlook section, do the following:
• •

Select (or deselect) “Check spelling as you type.” Select (or deselect) “Mark grammar errors as you type.”

5 Click OK, then OK.
58 – Sending E-mail © 1993-2010 OmniSkills, LLC

Checking spelling
Objective Check spelling before you send a message 1 On the File tab, choose Options > Mail. 2 Select Always check spelling before sending. 3 Click OK. When you click Send in a mail message, the spell check will run. 1 After writing your message, click Send (if Outlook is set to check automatically; see above).
OR

How to turn on automatic spell check

How to check spelling

On the Review tab, in the Proofing group, click Spelling & Grammar.
OR

Press F7. If one or more words is found that Outlook suspects is incorrect, the Spelling and Grammar dialog box opens. 2 Choose from the options.

Click Ignore Once to ignore the found word this time only. Click Ignore All to ignore all occurrences of the word in this message. Select one of the Suggestions, or type a correction in the Not in Dictionary box, then click Change to correct this one word, or click Change All to change all occurrences of the word in this message. Click Add to Dictionary to place this word in your custom Office-wide dictionary, so that this word is no longer considered to be misspelled. Click Cancel or Close to stop checking.

• •

After you respond to each word, the checker will continue to the next suspected word. 3 If prompted, click OK to the Spelling check is complete message.

Microsoft Outlook 2010

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Mistake prevention
Objective Use Outlook features to keep you from making a mistake

Save as draft

We don’t always send messages right when we write them. Sometimes, the message is not ready: perhaps you don’t have the time to finish it, or you don’t have the information you need, or you are interrupted. Sometimes, it is not wise to send the message right away.
• • • • •

If you wrote the message while you were angry. If the message contains sensitive material. If the message might be misunderstood. If someone else needs to see the message first. If you’re not sure how the message will be interpreted.

To save a message without sending it yet, click the Save button on the Quick Access toolbar, or close the message and save it when prompted.

Blank subject field

A good subject line is as important as a good message, as it helps your message stand out in a crowded inbox. When you click Send on a message that does not have a subject, a message appears to confirm that no subject was intentional.

MailTips

In a Microsoft Exchange Server 2010 environment, MailTips help to prevent you from doing things you might not wish to do, such as replying to all when there are a large number of recipients.
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60 – Sending E-mail

Message formats
Objective Select a message format

About message formats

Outlook lets you choose the format in which messages will be sent. This choice affects the options available to you when you create messages. You have three choices for the format of your outgoing e-mail messages.
• • •

HTML (the default): extensive formatting is permitted, including the use of web technologies such as Flash animations. Rich Text: some formatting is permitted. Plain text: no formatting is permitted.

When you reply to a message, Outlook chooses the format of the message you received (that is, plain text, Rich Text, or HTML), but you can choose a different format.
1 On the File tab, choose Options > Mail.

How to choose the default e-mail format

2 In the Compose messages section, select a format for composing messages: “HTML,” “Rich Text,” or “Plain Text.”

3 If you choose “Rich Text,” also do this: in the Message format section, select an action to be taken When sending messages in Rich Text format to Internet recipients.

4 Click OK when done. 1 Open a new mail message, or reply to a received message. 2 On the Format Text tab, in the Format group, select a message format.
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How to choose the format for a message

Microsoft Outlook 2010

Text formats
Objective Set the default message format

How to change the default text format

The default message text in Outlook 2010 is Calibri 11 point black. You can select a different font, size and color for your message text. 1 On the File tab, choose Options > Mail. 2 In the Compose messages section, for the Compose messages in this format option, select “HTML” or “Rich Text,” but not “Plain Text.”

3 Click Stationery and Fonts.

4 In the New mail messages section, click Font.

The Font dialog box opens. 5 Select font, size, color and effects for the text in new mail messages, then click OK. 6 In the Replying or forwarding messages section, click Font.

The Font dialog box opens. 7 Select font, size, color and effects for the text that you type in messages when you are replying or forwarding, then click OK. 8 Click OK and OK.

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Formatting messages with stationery & themes
Objective Use Office themes or Outlook stationery to format e-mail messages

What are stationery & themes?

Stationery and themes allow you to easily add design elements to HTMLformatted e-mail messages.

Stationery includes background colors and patterns. Stationery is exclusive to Outlook, and is not used by other Microsoft Office 2010 applications. Themes include backgrounds and a set of unified design elements such as fonts, bullets, colors, and effects. Themes exist throughout Microsoft Office 2010; you could use the same theme in your e-mail messages as you do in PowerPoint presentations and Word documents.

Some network administrators dislike, and some disallow, stationery. If your recipient’s system does not allow HTML-formatted e-mail, stationery and theme graphics may be discarded or converted to attachments. 1 On the File tab, choose Options > Mail. 2 Click Stationery and Fonts.

How to select stationery or a theme

3 Click Theme. 4 Select a stationery or theme. Each item in the list is a theme, unless marked as stationery. 5 If you selected a theme, also select whether to use Vivid Colors, Active Graphics, and a Background Image.

6 Click OK.

7 In the Signatures and Stationery box, select whether you will use the theme’s font, or your default font. 8 Click OK and OK.

Microsoft Outlook 2010

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Signatures
Objective Place boilerplate information at the bottom of each message

What is a signature?

A signature is information, such as your company name and contact information, that is inserted at the bottom of messages you send.

How to create 1 On the File tab, click Options > Mail. or change a 2 Click the Signatures button. signature

3 To create a new signature, click the New button. When prompted, type a name for the signature, then click OK.
OR

To change an existing signature, select the signature from the list. 4 Type the new signature or modify the existing signature in the Edit signature box.

5 Optionally, select some or all of the text, then apply formatting using the formatting buttons. 6 Optionally, do one or more of the following.
• • •

Click the Picture button to insert a graphic, such as a company logo. Click the Insert Hyperlink button to insert a link to a web page or file. Click the Business Card button to insert your information as a graphical business card (if you entered yourself as a contact in one of your contacts folders).

7 Repeat to create or edit additional signatures. 8 Select which signatures will be included in messages automatically, and when. 9 Click OK and OK.
64 – Sending E-mail © 1993-2010 OmniSkills, LLC

Business cards & vCards
Objective Place a graphical business card or a vCard at the bottom of each message

What are business cards and vCards?

vCards and business cards allow you to share contact information with an e-mail recipient. For example, you might send someone your card, or the card of a colleague, rather than typing the information in the message. A business card is a graphical image of a person’s contact information, in a form that resembles a paper business card. The recipient could then manually enter the information into their address book. A vCard is virtual card, saved as a file with a .VCF extension, and sent as a file attachment that the recipient can import into their address book. vCard is the Internet standard for sending contact information, and is supported by most e-mail systems. Business cards and vCards are created from items in your contact folders. To be able to create either type of card for yourself, enter yourself as a contact. 1 In an e-mail message, place the cursor where the business card will appear. 2 On the Message tab, in the Include group, click
Attach Item > Business Card.

How to include a business card and/or vCard in a message

3 Select a recently-used name from the drop-down list.
OR

Click Other Business Cards. Select a contact, then click OK. A business card is inserted in the message body, and a vCard is attached. 4 Optionally, to send only the business card, delete the vCard attachment.
OR

Optionally, to send only the vCard, delete the business card.

Microsoft Outlook 2010

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Out-of-Office messages
Objective Send an automatic message when you are out of the office

What is an out-of-office message?

When you are out of the office, you can have Outlook send one message to anyone who e-mails you while you are out. This message will typically include the dates you are gone, and other options for the sender, such as whom to call in your absence. Automatic out-of-office messages are available only if your organization is using Microsoft Exchange Server.

How to set an 1 On the File tab, click the Automatic Replies button. automatic The Automatic Replies box opens. out-of-office reply 2 Select Send automatic replies.

3 Optionally, limit the time range when the automatic replies are sent. (Typically, this coincides with the precise dates and times you are out of the office or away from your e-mail.) 4 On the Inside My Organization tab, type the response you want to send to people inside your organization who e-mail you while you are away. 5 On the Outside My Organization tab, enter settings for sending auto-replies to people outside of your organization.

To send auto-replies, select the Auto-reply to people outside my organization check box. To not send auto-replies, deselect the Autoreply to people outside my organization check box. Select either My Contacts only or Anyone outside my organization to specify the people to whom auto-replies are to be sent. Type the response you want to send to people outside your organization who e-mail you while you are away. A rule is an action Outlook performs for you when triggered. Rules created here are triggered when the Out of Office action is triggered.

• •

6 If you need to apply any rules, click Rule.

7 Click OK when done.

When you return to the office…
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If you did not set an end time for the auto-replies, remember to turn off the auto-alerts when you return to the office: on the File tab, click Automatic Replies, and select Do not send automatic replies.
© 1993-2010 OmniSkills, LLC

Using the “Team E-mail” Quick Step
Objective Set up and use the Quick Step for sending e-mail to a defined team

What are Quick Steps?

Quick Steps, a new feature in Outlook 2010, allows you to execute multiple commands with one click. This is useful for any sequence you perform commonly, such as replying to a message and deleting the original. Default Quick Steps are included, and you can create your own.

What is the “Team Email” Quick Step?

The “Team E-mail” Quick Step lets you create a new mail message to your team (or any pre-defined group) with one click. The first time you use the “Team E-mail” Quick Step, you will set it up so that it knows who is in the group. After that, one click gets it done.

How to set up 1 On the Home tab, in the Quick Steps group, click Team E-mail. the “Team EThe First Time Setup box opens. mail” Quick Step

2 Optionally, enter a new Name for this Quick Step. 3 Type names in the To field.
OR

Click the To button or the Address Book button to select from an address list. 4 Optionally, click the Options button to select a shortcut key that will trigger this Quick Step, or to add additional actions. 5 Click Save when done. 1 In a mail folder: on the Home tab, in the Quick Steps group, click Team E-mail. The message opens, preaddressed to your team. 2 Write your message as usual.
Microsoft Outlook 2010 Sending E-mail - 67

How to use the “Team Email” Quick Step

NOTES THOUGHTS JOTTINGS LEARNINGS

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Microsoft Outlook 2010 Receiving E-mail
Receiving messages .................................................................................................................... 71 Notification settings ................................................................................................................... 72 Opening messages: overview..................................................................................................... 73 The Reading Pane ...................................................................................................................... 74 Previewing attachments............................................................................................................. 75 Attachments & viruses .............................................................................................................. 76 Saving attached files .................................................................................................................. 77 Opening, modifying & saving attachments ............................................................................. 78 Replying to the sender ............................................................................................................... 79 Replying to the sender & all recipients .................................................................................... 80 Forwarding messages................................................................................................................. 81 Inbox views ................................................................................................................................. 82 Working with columns .............................................................................................................. 83 Grouping messages .................................................................................................................... 84 Conversation view...................................................................................................................... 85 Conversation actions.................................................................................................................. 86 Using Quick Steps for reply & forward................................................................................... 87

edition 2010-01 Microsoft Outlook 2010 Receiving E-mail - 69

NOTES THOUGHTS JOTTINGS LEARNINGS

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Receiving messages
Objective Receive new messages

Where does new mail arrive? How does new mail arrive?

All new messages arrive in your Inbox. They stay there until you delete them or move them to a different folder.

On corporate systems, mail arrives automatically without Outlook having to ask for it. In smaller systems, Outlook has to check for new mail. You can control how often Outlook does this, and you can also ask Outlook to check for mail at any time.

How to check for new mail right now

Click the Send/Receive All Folders button on the Quick Access toolbar.

Press F9. On the Send/Receive tab, in the Send & Receive group, click Send/Receive All Folders. 1 On the File tab, choose Options > Advanced. 2 In the Send and Receive section, select whether to have items sent from your Outbox immediately after you click Send.

How to set how often Outlook checks for new mail

3 Click the Send/Receive button. The Send/Receive Groups box opens. 4 Enter how often Outlook should check for mail when you are online (that is, connected to your mail server), and when you are offline.

5 Click Close when done.
Microsoft Outlook 2010 Receiving E-mail - 71

Notification settings
Objective Control how Outlook notifies you when new mail arrives

How do you know when you have e-mail?

Your notification settings determine what Outlook does when a new message arrives in the Inbox. By default, when a new message arrives in your mailbox, Outlook will do four things.
• • • •

Play a sound. Briefly change the mouse pointer to a mail icon. Display an envelope in the taskbar (although, by default, most icons in the notification area at the far right of the taskbar are hidden). Display a “Desktop Alert,” an opaque, pop-up notification box that appears for a few seconds on top of whatever application you are using. When it appears, click the box to open the message, click the big X to delete it, click the small X to close it, click the drop-down arrow to see a menu of choices, or ignore it and let it fade away.

Outlook must be running in order to notify you of new messages. 1 On the File tab, choose Options > Mail. 2 In the Message arrival section, select any or all of the four options.

How to change notification settings

3 Optionally, if you choose to display the Desktop Alert, click the Desktop Alert Settings button to control how long the alerts will appear, and how transparent they will be. 4 Click OK as many times as needed to close all the dialog boxes.

Do you want to be notified at all?

Non-urgent interruptions are a productivity killer. Consider what happens when that translucent message alert pops up: you look at it, taking your focus away from what you are doing. There is a a cost to your mental energy and productivity when you do that. Consider turning off your notifications, and checking your e-mail when it suits you.
© 1993-2010 OmniSkills, LLC

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Opening messages: overview
Objective Open e-mail messages 1 Display the folder (such as Inbox) that contains the message. 2 In the Items Pane, double-click the message.
OR

How to open a message

Select the message and press ENTER. The message opens in its own window.

3 To open an attached file, double-click the file’s icon.
OR

To see an attachment without opening it, click the attachment’s icon.

If a previewer is available, the attachment is shown in the message window or in the Reading Pane.. File attachments can contain viruses. Do not open an attachment if you do not know its origin, if you do not recognize the file extension, or if the context of the message seems odd, even if you know the sender. 4 As necessary, do any of the following.
• • •

Reply to the message. Forward the message. Print the message. Close it, to leave it in the Inbox. Go to another message with the Previous Item or Next Item buttons (which also leaves the current message in the Inbox). Delete it, by clicking the Delete button. Move it out of the Inbox and into another folder.
Receiving E-mail - 73

5 When you are finished with the message, do one of the following.
• • • •
Microsoft Outlook 2010

to open the pane on the right side of the items pane. click Reading Pane. on the right side or below the Items Pane. LLC . • • • Right.Receiving E-mail © 1993-2010 OmniSkills. How to open. Bottom. without opening them.The Reading Pane Objective Move or close the Reading Pane What is the Reading Pane? The Reading Pane. close and position the Reading Pane 2 Choose one of the following. simply select the message in the Items Pane (with the Reading Pane open. to close the Reading Pane. lets you read the currently-selected item. Off. and in some cases the message’s attachments. of course). to open the pane below the items pane. in the Layout group. 1 On the View tab. Illustration: Reading Pane at bottom and at right of the Items Pane 74 . To view a message in the Reading Pane.

1 Open the message that contains the attachment. • Microsoft Outlook 2010 Receiving E-mail . click the Message icon. 2 Click the attachment’s icon. the file is displayed in the message window (if the message is open) or in the Reading Pane (if the message is closed).Previewing attachments Objective Preview attachments without opening them How to preview an attached file without opening it Preview is not available for all file types. In the Reading Pane or the message. in the Message group. click Show Message.75 . If a viewer is available. 3 Return to the message. OR Select the message in a mail folder. • On the Attachment Tools | Attachments contextual tab.

. read the body of the message. (Most corporate environments handle this for you. The bad actions begin when the attachment is opened. don’t download it. The bottom line: if you’re not sure. open it. Generally. or unlike what the sender might say. nothing will happen.) This is not an e-mail-related tip. How to avoid getting infected You can avoid setting off an attack by following these guidelines. Contact the sender and verify that he or she meant to send you the file.Receiving E-mail © 1993-2010 OmniSkills. • Never open an attachment with the extension . worms. When you receive an unexpected attachment from someone you do know.) Do not open an attachment from a person or organization you do not know. . LLC . or click it.bat. will prevent these and other possibly-bad attachments from reaching you. If it seems odd.vbs or .com. and other maladies often travel as e-mail attachments.exe. including any unusual toolbars. receiving the bad-intentioned file is not enough to cause any trouble. (Most corporate e-mail systems. do not open the attachment. this is not always true. and Outlook itself.Attachments & viruses Objective Prevent getting a virus from an e-mail attachment Attachments & viruses Viruses. but it’s still good advice: don’t download any software that you do not entirely trust. but most of the time it holds: if you don’t open the bad attachment. Keep your virus and malware detection software up to date. Sadly. nor is opening the e-mail message itself. • • • • • 76 .

OR Click Save if saving only one attached file. attachments 2 On the Message tab. When you save the file outside of Outlook. select one or more files to save. or if you right-clicked a single attachment.Saving attached files Objective Save attached data files to your hard drive or network drive Why save attachments outside of Outlook? It is good data-management practice to save attached files outside of Outlook.77 . Microsoft Outlook 2010 Receiving E-mail . then click OK. To remove an attachment. If there is only one attachment. 6 Click OK to save multiple attached files to the selected folder. 4 Navigate to the drive and folder where you wish to save the attachment(s). • In many organizations. you will not be prompted. If you save attachments (especially large attachments) outside of Outlook. you can change it as with any data file. 5 If only one file is being saved. you may wish to delete the attached file from the message after you have saved a copy to disk. opening them OR Right-click the attachment and choose Save As. Just because an attachment arrived by e-mail does not mean it should live forever inside of Outlook. your total mail storage space is limited. with your other data files. in the Move group. there are other practical reasons why you should save attachments with your other data files. and delete the original messages that contained them. • How to save 1 Open the message that contains the attached file(s) to save. click Actions > Other Actions > without Save All Attachments. right-click its icon and choose Remove Attachment. Save changes to the message when prompted. you can type a new File name. Unlike previous versions of Outlook. To save disk space. 3 If the message has more than one attachment. In addition to being good practice. this can help keep you within your space allotment. you cannot make changes to an attached file while it is still attached to a message.

If the associated application is not running. 1 Open an attachment in an e-mail message (see above). 4 Save the document as a new file. edit. see the procedure below. an edited file to the sender 2 Attach to the message the newly-edited file. OR Right-click the icon and choose Open. How to return 1 Reply to the original message. 2 Double-click the attachment’s icon. How to make changes to an attached file Changes cannot be saved to the attached file within the message. • • Choose File > Save As within the application.Receiving E-mail © 1993-2010 OmniSkills. click Enable Editing to make changes to the document. then select a name and location for the document. 2 On the message bar at the top of the document. 3 Edit the attached file as necessary. If the associated application is running. it launches automatically and opens the attached file. LLC . modifying & saving attachments Objective Open.Opening. To make changes to the document. you must have the same application that was used to create the file or a similar application that can convert it. click Save As when prompted. which has been saved to your hard drive or network drive. and save attached files How to open an attached file To open an attached data file. Close the document. the document is opened in the application window. 78 . 3 View and print the document as needed. then select a name and location for the document. 1 Open the message that contains the attached file(s).

It is sometimes courteous or necessary to delete parts of the original message. 4 Type your reply in the message area. and readdress it. click Reply. OR How to reply to the sender Select the message. Attached files are not included when you send a reply. 5 Click Send.Replying to the sender Objective Reply to the person who sent you a message 1 Open the message you wish to reply to. with the sender’s address in the To field. such as when responding point by point. in the Respond group. with the sender’s address in the To field. 2 On the Home tab (if the message is closed) or the Message tab (if the message is open). click Meeting. A meeting request form opens. A message form opens. or edit it.79 . You can leave this text as is. 3 Add additional recipients if needed. OR How to reply & request a meeting Select the message. 2 On the Home tab (if the message is closed) or the Message tab (if the message is open). forward the message instead of replying. OR Press CTRL+R. in the Respond group. Microsoft Outlook 2010 Receiving E-mail . 1 Open the message you wish to reply to. The original message header and contents are displayed at the bottom of the message area. 3 Continue as usual to create a meeting request. To return a copy of an attached file.

5 Click Send. with addresses for the sender and all recipients of the original message are entered in the To and Cc fields. To include a copy of an attached file. The message is also addressed to recipients who received a Bcc. Attached files are not included when you send a reply.Replying to the sender & all recipients Objective Reply to the person who sent you a message and all other recipients About replying to all Reply to All sends your reply to everyone who received the message.Receiving E-mail © 1993-2010 OmniSkills. A meeting request form opens. OR How to reply to the sender & everyone who received the message Select the message. You could inadvertently reply to the entire company with Reply to All. such as when responding point by point. 3 Continue as usual to create a meeting request. with the sender’s address in the To field. the new MailTips feature will alert you if you Reply to All and “All” is a large number. click Meeting. 2 On the Home tab (if the message is closed) or the Message tab (if the message is open). or edit it. in the Respond group. LLC . Use Reply to All selectively. It is sometimes courteous or necessary to delete parts of the original message. forward the message instead of replying. 1 Open the message you wish to reply to. including those who received the message as a Bcc and whose names are hidden from you. in the Respond group. click Reply All. You can leave this text as is. OR Press CTRL+SHIFT+R. The original message header and contents are displayed at the bottom of the message area. OR How to reply & request a meeting Select the message. 80 . Some messages are sent to dozens or even hundreds of people. In a Microsoft Exchange Server 2010 environment. A message form opens. 1 Open the message you wish to reply to. and readdress it. 2 On the Home tab (if the message is closed) or the Message tab (if the message is open). with the names concealed from the recipients. and all recipients included in the To or Cc fields. 4 Type your reply in the message area. 3 Add or remove recipients as needed.

1 Open the message that will be forwarded. 2 On the Home tab (if the message is closed) or the Message tab (if the message is open).81 . The original message indicates when the message was forwarded. OR Press CTRL+F. OR How to forward a message Select the message. The original message header and contents are displayed at the bottom of the message area. if necessary. if necessary. Microsoft Outlook 2010 Receiving E-mail . 5 Edit the original message. click Forward. in the Respond group. 6 Click Send.Forwarding messages Objective Forward a message to one or more people What is forwarding? Forwarding is sending an entire e-mail message – including any attachments – to someone else. 4 Type your comments in the message area. A message form opens. 3 Address the message by typing addresses or selecting from the Address Book.

3 Select a view. by using nested conversations. LLC . With the Reading Pane on the right. shows very little usable information.Receiving E-mail © 1993-2010 OmniSkills. With the Reading Pane on the right.Inbox views Objective Display your Inbox (and other mail folders) using the default views 1 Select a mail folder. and a singleline for previously-read messages. shows the subject and the sender in two lines. shows information in one line. click Change View. • Single: shows all information in a single line. With the Reading Pane on the bottom or off. 2 On the View tab. Does not use the Reading Pane. • Preview: shows a three-line preview for unread messages. • How to use the default mail folder views Compact: shows a compact version of the message information. but without nested conversations. in the Current View group. 82 .

a column • • • To remove a column. To sort by a column. resize. drag the column heading off the heading row. such as Subject and Date Received.83 . 4 Close the Field Chooser when done. How to move. drag the column heading to a new location. When you make any change to a column. You are not prompted to save the changes.Working with columns Objective Change which columns are displayed. 3 Locate the field you want to add. Click the column heading again to reverse the sort order (ascending or descending). or sort • To move a column. you are redefining the current view for that folder only. 2 Right-click a column heading and choose Field Chooser. Microsoft Outlook 2010 Receiving E-mail . and drag it from the box to the proper position among the column headings. such as the Inbox. such as the Inbox. To change the width of a column. 1 Display the mail folder you wish to change. remove. You can change which columns (fields) are displayed. How to add columns 1 Display any mail folder. 2 Do one of the following. and how they are displayed About columns & changing columns Column headings correspond to fields. and the changes are retained until you change them again. drag the right-edge of the column heading. The Field Chooser box opens. click the column heading.

Receiving E-mail © 1993-2010 OmniSkills. 1 Display the mail folder view to be changed. and the changes are retained until you change them again. Illustration: messages grouped by different fields Messages grouped by Date (Conversation view) Messages grouped by From 84 . 2 On the View tab. • To see additional options. You are not prompted to save the changes. click the scroll buttons. select the field by which to group the messages. in the Arrangement group. or click the More button.Grouping messages Objective Group messages by different fields How to group messages When you make any change to a view. LLC . you are redefining the current view for that folder only.

the entire Conversation moves to the top of your message list. select Date (Conversations) as the grouping. It does not matter where the messages are stored. all messages in the conversation are visible from wherever any one message can be found. Using Conversation view Conversations are identified in the message list by an icon showing multiple items. You can quickly review and act on messages or complete Conversations. When a new message is received. The latest message in each split appears when you click on the Conversation. including any responses and related messages from other folders. e-mail messages in your Inbox and other mail folders can be organized by date and arranged by Conversation: messages that share the same subject appear as Conversations that can be expanded or collapsed. Click the icon to expand the Conversation. 1 On the View tab. Even if some messages are in different folders. 2 On the View tab. Receiving E-mail . select the Show as Conversations check box.85 How to turn on Conversation view Microsoft Outlook 2010 .Conversation view Objective Use Conversation view to see all messages in an exchange together What is Conversation view? New in Outlook 2010. in the Arrangement group. The messages within each Conversation are sorted with the newest message on top. the Conversation splits into multiple related but separate Conversations. Expanded Conversations provide a visual relationship between messages. in the Arrangement group. When a message gets two or more separate responses.

click the part of the Conversation that you want to reply to. the category colors show in the header when the Conversation is compressed or closed. You can reduce the size of a Conversation with the Clean Up command. Categorize. which means messages that are not unread. categorized or the newest message in a branch of the Conversation. Replying to a message in a Conversation sends a response to that message. If the Conversation has split. Any redundant messages. 86 . Click the Conversation header. which is the top message shown in the Reading Pane. • • Ignore. or messages within a Conversation. flagged. If you categorize one or more individual messages. in the Delete group. • Reply or Reply All. Clean Up. and then do any of the following. Marking a Conversation header with a category sets an ongoing action that will categorize any new messages of that Conversation. in the same ways as you can with single messages.Receiving E-mail © 1993-2010 OmniSkills. and the response is sent to the latest message in that split. On the Home tab. as it appears in the Reading Pane. Clicking Forward creates a new message with the Conversation as the message body. LLC . On the Home tab. All previous and future e-mail messages of the Conversation are moved directly to the Deleted Items folder. click Clean Up > Clean Up Conversation. are moved to the Deleted Items folder.Conversation actions Objective Take actions on Conversation items How to take action on a Conversation You can take action on Conversations. or click the message that you want from the Conversation. You can reply to any message in the Conversation. You can categorize a Conversation or individual messages within a Conversation. in the Delete group. You can keep Conversations that are unimportant to you out of your Inbox. Forward. click Ignore.

After setup. click To Manager. you will set it up so that it knows to whom to forward the messages. and you can create your own. a new feature in Outlook 2010. in the Quick Steps group. or someone else you designate. preaddressed to your manager. Default Quick Steps are included. it works as described below.Using Quick Steps for reply & forward Objective Use Quick Steps for replying and forwarding e-mail What are Quick Steps? Quick Steps.87 . pre-addressed to your manager. in the Quick Steps group. How to use the “Reply & Delete” Quick 1 Step 2 Use the “Reply & Delete” Quick Step when you want to reply to a message and delete the original in one step. This is useful for any sequence you perform commonly. allows you to execute multiple commands with one click. click Reply & Delete. The original message is immediately moved to the Deleted Items folder. with one click. A message reply opens. 3 Write your message and send as usual. Open or select the message. How to use the “To Manager” Quick Step The “To Manager” Quick Step lets you forward a message. On the Home tab (if the message is not opened) or the Message tab (if it is). 2 On the Home tab (if the message is not opened) or the Message tab (if it is). The first time you use the “To Manager” Quick Step. 3 Write your message and send as usual. Microsoft Outlook 2010 Receiving E-mail . The message opens. such as replying to a message and deleting the original. 1 Open or select the message. or whomever you chose at setup.

NOTES THOUGHTS JOTTINGS LEARNINGS 88 .Receiving E-mail © 1993-2010 OmniSkills. LLC .

............ 93 Deleting messages.............. 96 Moving messages........................................................................... 103 Using the Junk E-mail folder ................................................... 97 Copying messages ................................................ 105 edition 2010-01 Microsoft Outlook 2010 Managing E-mail ...................................................................................................................................................................................................... 104 Using Quick Steps for managing mail................................................................................................. 99 Follow-up flags ......... 101 Printing messages....................Microsoft Outlook 2010 Managing E-mail Mail storage strategies.................................................................................................... 102 Junk e-mail ............................................................................................................................................. 98 Cleaning up............................................................................................... 91 Handling messages: overview ........................................................................................................................................................................................................................................................ 95 Reorganizing folders... 100 Flagging for follow up...................................................................................................................... 92 What happens after handling an open message ...............................................89 .............................................................................................................................................................................. 94 Creating folders...................................................................................................................................................................................................................

NOTES THOUGHTS JOTTINGS LEARNINGS 90 . LLC .Managing E-mail © 1993-2010 OmniSkills.

or flag it as a to-do item. in the More Options group. or deleted. Keep all e-mail related to a project in one folder. • • If the message needs a reply. create a task for the item (from the Inbox. One solution is to create date-sensitive folders. You can also be more conscious about not overburdening the Sent Items folder. then move or delete the message. reply to it. but not forever. keep messages as long as they are useful and relevant.91 Microsoft Outlook 2010 . However: when you do this. “Do on Thursday”). Method 2: Inbox = not yet read With this method. or a dated folder (e. with the goal of reaching the state known as “Inbox Zero” – an empty Inbox. and select the project folder. click Save Sent Item. If you can’t reply right now. such as “Keep Until Year End. Keep only what you need. Once the message’s task has been completed.” Don’t keep everything. making the Inbox a de facto task list.g. and for how long? Simply. drag the e-mail message to the Tasks folder to create a new task. and it happens because the Inbox items have not been formally assigned to a task list of any kind. you are likely to open some messages over and over again while scanning the Inbox and deciding what to work on. you process each Inbox item when you first read it. because your reply will contain all parts of the exchange. This is terrifically inefficient. Before you send a message. Most messages are kept long after they are no longer relevant.) Managing E-mail . If something more elaborate has to be done. the message is stored in a folder. you can delete the original. Keep only one copy If you reply to a message. even those in the Sent Items folder. When the project is done. (The Conversation Clean Up command helps with this. Method 1: Inbox = not yet done With this method – a common one – you leave messages in the Inbox until whatever must be done has been done.. Long-term storage with folders Once an item is no longer active. Sometimes we want to keep something for a while. and for how long? Here are some ideas for handling your e-mail. Outlook’s Conversation view helps accomplish this. where should you keep it. then delete the message). then move it to an “in process” folder. it’s OK to leave it there. by linking together all related messages. select the folder where the sent item will be saved: on the Options tab. Where. you can delete it or store it in a folder. you can delete the entire folder.Mail storage strategies Objective Create a system for storing mail What to keep? Where? For how long? What should you keep.

Go to another message. 2 To leave an open message in the Inbox: • How to handle messages Close the message window by pressing ESC or clicking the Close button. Select a folder. If the message is closed. If the message is closed. LLC • • 92 . then select an existing folder or create a new folder. by clicking the Previous Item or Next Item buttons on the Quick Access toolbar. There are only three things you can do. click Move. • • OR To delete the message: • • Press CTRL+D. in the Move group. click Delete. by moving it or deleting it. © 1993-2010 OmniSkills. or on the Home tab (if the message is closed). On the Home tab (if the message is closed).Managing E-mail . in the Delete group. Press CTRL+SHIFT+V. drag it to the Deleted Items folder. press the DELETE key. or select it in the message list. Your Inbox should contain only messages that have not yet been handled. • OR To move the message to another folder: • On the Message tab (if the message is open). It is strongly recommended that you remove a message from the Inbox. • • • You can leave the message in the Inbox. or on the Message tab (if the message is open). 1 Open a message. or click Other Folder to select an existing folder or to create a new folder.Handling messages: overview Objective Manage messages after you have read them About handling messages After you have read a message and replied or forwarded it. once you have finished with it. You can move the message to a folder. you still need to handle the message itself. a kind of to-do list. drag it to another folder. You can delete the message. If the message is closed.

you handle an open message • “Open the previous item” opens the message above the moved/deleted one. How to choose what 2 In the Other section (at the very bottom of the box). You may find it more helpful. when you are reading a batch of new messages. to have Outlook open the next item. 1 On the File tab. or the previous one.93 . choose an option for happens after what happens After moving or deleting an open item. • • 3 Click OK. Outlook returns to the Inbox (or whatever folder you were in). “Return to the current folder” (the default) does not open another message. after you delete or move an open message. Microsoft Outlook 2010 Managing E-mail . and is best for people who like to thumb through the Inbox from bottom to top. and is best for people who like to thumb through the Inbox from top to bottom. choose Options > Mail.What happens after handling an open message Objective Control what happens after you move or delete an open message What happens after you handle an open message? By default. “Open the next item” opens the message below the moved/deleted one.

How to delete 1 In a mail folder. What happens when you delete messages When you delete an item. then hold the messages CTRL key and click additional messages. It stays there until the folder is emptied. 94 . the Deleted 2 Choose Empty folder. or click the Folder tab. Press the DELETE key. select Empty Deleted Items Items folder folders when exiting Outlook to empty the folder automatically. Depending on your organization’s mail retention policies. Drag the selected message(s) to the Deleted Items folder. the Deleted 2 Under the Outlook start and exit section. in the Delete group. How to empty 1 Right-click the Deleted Items folder. click Recover Deleted Items. at which time it is permanently deleted. click the first message. • • • • On the Home tab.Managing E-mail © 1993-2010 OmniSkills. (On the Folder tab.) You can choose whether to empty the Deleted Items folder when you exit Outlook. it is placed in the Deleted Items folder. from a mail folder 2 Do one of the following. an open 2 On the Message tab. you may be able to retrieve a deleted message from the mail server. click Delete. Items folder How to empty 1 On the File tab. click Options > Advanced. select one or more messages. on exit (or OR not) Clear the option to leave deleted items in the folder until you empty it manually. or you can leave items in the folder until you empty it manually.Deleting messages Objective Delete messages in your Inbox and other mail folders How to delete 1 Open a message. message OR Press CTRL+D. click Delete. one or more To select more than one message. in the Delete group. in the Clean Up group. LLC . Press CTRL+D.

in the New group. in the Move group. OR On the Folder tab. the parent folder). with multiple layers. How to create a new folder “on the fly” You can create a new folder while moving a message. for times when you start moving a message and then realize you need a new folder for it. in project. The new folder is created and the message is moved into it. 4 Click the New button. 5 Type a Name for the folder. 1 In the Navigation Pane. The new folder is created. click New Folder. The hierarchy of folders is up to you. Some people opt for one folder to store all messages. you have to select the existing folder that the new folder will reside beneath. That is. 3 Select what the Folder contains. 1 Open or select a message. Rather than allow messages to pile up in your Inbox. How to create a new folder When you create a folder.95 . create storage folders. 5 Click OK. the one that is above it in the hierarchy. click Move.Creating folders Objective Create folders to organize messages About folders Outlook’s default folders do not provide a structure for storing messages. 7 Click OK to create the folder. every folder must have a parent folder.or topic-related folders. 2 Type a Name for the folder. 6 Select where to place the folder (that is. called something like “Saved Mail. 4 Select where to place the folder (that is. 3 Choose Other Folder. Microsoft Outlook 2010 Managing E-mail . right-click any folder and choose New Folder from the shortcut menu.” Others organize complexly. 2 On the Message tab (if the message is open) or on the Home tab (if the message is closed). OR Press CTRL+SHIFT+E. the parent folder).

then click it again. OR How to rename a folder Click the folder name to select it. OR Right-click the folder and choose Delete (Folder Name). select the folder to move. 2 Press the DELETE key. click Move Folder.Reorganizing folders Objective Rename. select Delete Folder. then again. The first click opens the folder to display its contents. 2 Drag it on top of its new parent folder. The third click selects the folder name’s characters. move and delete folders 1 In the Navigation Pane. pause. The first click opens the folder to display its contents. 96 . How to remove a folder Deleting a folder also deletes all items in that folder. click the folder. 2 Type a new name. OR On the Folder tab. The second click selects the folder so that you can act on the folder itself. The second click selects the folder. Select a new parent folder. LLC . in the Actions group. You can recover (undelete) the folder before you exit Outlook by dragging it out of the Deleted Items folder. 3 Press ENTER. in the Actions group. then click OK. 1 In the Navigation Pane. OR How to move a folder On the Folder tab. and choose Rename (Folder Name) from the shortcut menu. 1 In the Navigation Pane. then click it again. right-click the folder.Managing E-mail © 1993-2010 OmniSkills. The folder and its contents are moved.

or on the Home tab (if the message is closed).Moving messages Objective Store messages in different folders 1 Select one or more messages in the Inbox or other mail folder.97 . CTRL How to move messages to a folder To select more than one message. in the Move group). 2 On the Message tab (if the message is open). click Move. If necessary. OR Open a message. 4 Click OK. Microsoft Outlook 2010 Managing E-mail . click the first message. then hold the key and click additional messages. Your mouse is in the right place when the target folder changes color. OR 1 Select one or more messages. and drop them on a folder. OR Press CTRL+SHIFT+V. drag them across to the Navigation Pane. click the New button to create a new folder. 3 Select a destination. 2 Point to any one of the selected messages.

1 Select one or more messages. to put a copy of a message in more than one folder – but it can be done. click the New button to create a new folder.Managing E-mail © 1993-2010 OmniSkills. OR How to copy messages 1 Open a message. drag them across to the Navigation Pane. 4 Release the right mouse button. then hold the CTRL key and click additional messages. 3 Hold down the right mouse button and drag the selected message(s) to the target folder in the Navigation Pane.Copying messages Objective Store copies of messages in different folders Why copy messages? It is not common to copy messages – that is. then the CTRL key. click Move > Copy to Folder. 2 Point anywhere in the highlighted area. or the messages will be moved instead of copied. Your mouse is in the right place when the target folder changes color. 98 . select the message(s) to copy to a different folder. in the Move group. If necessary. 4 Click OK. 2 Point to any one of the selected messages. LLC . 5 Choose Copy from the shortcut menu. and drop them on a folder. Release the mouse button first. To select more than one message. You might copy a message because you have two (or more) different folders that make sense for the message. Hold the CTRL key. 3 Select a destination folder for the item(s). OR 1 In the Inbox or other mail folder. click the first message. 2 On the Message tab.

4 When prompted. 1 In the Navigation Pane. This command provides a quick way to do it. click Delete All. 3 When prompted. 1 In the Navigation Pane. • • Clean Up Folder. 3 From the drop-down. to clean only the top-level (parent) folder. select a mail folder to be cleaned.Cleaning up Objective Allow Outlook to clean up unneeded messages What is Clean Up? New in Outlook 2010. 2 On the Folder tab. Outlook displays a box showing how many messages were moved. choose one of the following. you can often delete all the messages associated with it. click Yes. How to clean out a folder When you are finished with a project. You can use these commands in conjunction with good message-handling practices to keep your mail store relatively clean. 2 On the Folder tab. Clean Up Folder & Subfolders to clean the top-level (parent) folder and all subfolders beneath the parent. in the Clean Up group. How to clean up a folder This command deletes redundant messages that are left behind from chains of replies (also called Conversations). select a mail folder to be emptied. Microsoft Outlook 2010 Managing E-mail . The messages are deleted. click Clean Up Folder.99 . click Clean Up Folder. Redundant messages are moved to the Deleted Items folder. the Clean Up commands provide several ways to delete old and unwanted messages that build up over time. and the folder is retained. in the Clean Up group.

or contact. displays all task and to-do items in one place. 100 . Calendar: in some calendar views. LLC . Banners: items that are flagged display a banner at the top when open. a due date. A task is a specific kind of Outlook item. The flag can include a start date. task. Adding a flag turns the item into a to-do item. All tasks are todo’s. How does a follow-up flag do its reminding? Red flags: items flagged for follow up display a red flag when viewed in any folder or the To-Do Bar. prompts worked only with messages in the Inbox. that you create to identify something that needs to be done. because they are automatically flagged. you do not have to create a separate task item to keep track of the action you need to perform. By adding a flag. To-Do List: one of the tasks folders. In versions prior to Outlook 2007. in the To-Do List. the to-do list appears at the bottom. to-do’s are existing items you have flagged. To-Do List. Outlook displays the to-do in the Reminders window at the appropriate time. Messages can now be stored in any folder. which makes the item visible on the To-Do Bar. stored in the Tasks folder. which serves as reminder to follow up on it. Tasks are created anew. To-Do Bar: items flagged appear at the bottom of the To-Do Bar. Reminders: if a reminder is set on a flagged item.Managing E-mail © 1993-2010 OmniSkills. and in some calendar views. and a date and time at which Outlook should display a visual reminder. What is the difference between a todo item and a task item? A to-do is any Outlook item (except appointments) which have been flagged as requiring your attention at some point.Follow-up flags Objective Understand follow-up flags What is a follow-up flag? A follow-up flag is a tag added to a message.

101 .Flagging for follow up Objective Add a follow-up flag to a received message or any item How to add a 1 Open an received message item (or any Outlook follow-up flag item except appointment items). click Follow Up. Reminder. • Choose a day in which the item is due to be completed (Today. Tomorrow. 2 Do one of the following. (Friday of) Next Week. End Date. 1 On the Message tab. Enter your settings in the Custom dialog box. in the Tags group. then click OK. • Illustration: follow-up flags in the To-Do List Microsoft Outlook 2010 Managing E-mail . (Friday of) This Week. choose Custom or Add Reminder. To set your own Start Date. or No Date).” but you can choose your own). or flag message (the default is “Follow up.

3 Select a printer from the Printer list. which pages to print.Printing messages Objective Create a hard copy of an e-mail message How to print a message Before you print a message. LLC . 4 Optionally. • • Memo Style prints the message itself. (This option is available only if you selected the message in a mail folder before choosing Print. and did not open the message. 2 On the File tab. 5 Select an option from the Print What section. click Print.) Table Style prints the list of messages in the folder. the only choice is Memo Style. 7 When ready. click Print Options to set printing options (number of copies. ask yourself: do you really need to do that? 1 Open or select the message to print. view the document in the print preview section on the right side of the screen. whether to print attachments).Managing E-mail © 1993-2010 OmniSkills. and printer options. OR Press CTRL+P. click Print. (If you opened the message before choosing Print.) 6 To confirm what will print. 102 . OR Click the Home tab to return to the message without printing. The Print Settings page opens.

The junk e-mail filter evaluates each incoming message. 4 Select the two recommended options. and blocked senders. 2 Select a protection level. You choose the level of protection this filter offers. This option is not recommended. which refers more specifically to mass-mailed junk e-mail. you can select Permanently delete suspected junk e-mail. Messages that are considered junk are moved to the Junk E-mail folder. • How to set junk e-mail options No Automatic Filtering: Outlook’s filter is turned off. Another common name is spam. • • • 3 If you completely trust the filter. How does Outlook handle junk e-mail? Outlook’s junk e-mail filter attempts to control unwanted mail and keep it from your Inbox. which messages will be moved to the Junk E-mail folder. 1 In a message folder: on the Home tab. based on the content of the message and other factors. in the Delete group. Safe Lists Only: only mail from senders you permit (through the two safe lists) are allowed in your Inbox. click Junk > Junk E-mail Options. safe recipients. but some legitimate mail may also be moved. All else is considered junk. Disable links… and Warn me….103 . that is.Junk e-mail Objective Understand the junk e-mail filter and set its options What is junk e-mail? Junk e-mail is one name for unwanted e-mail. only mail from blocked senders is moved to the folder. 5 Click OK. Low: only the most obvious junk is moved. and tries to determine whether it is junk. You help the filter by creating lists of safe senders and domains. High: most junk e-mail is moved. Microsoft Outlook 2010 Managing E-mail .

click Junk > Not Junk. 4 Click OK. junk. it will move it to the Junk E-mail folder. select the check box. How to mark 1 Select the message that is not junk. 2 On the Home tab. 3 Select how to block. LLC . until you have trained the junk e-mail filter – review the contents of the Junk E-mail folder to see if it contains any messages that are not junk. right-click the folder and choose Empty Folder. The message is moved to the Inbox. not junk OR On the Home tab. the sender or the sender’s domain (e. 104 .Managing E-mail © 1993-2010 OmniSkills. 1 Select a message that is. in the Delete group. click Junk. omniskills. Periodically – daily at first..Using the Junk E-mail folder Objective Manage the messages in the Junk E-mail folder About the Junk E-mail folder When you receive mail that Outlook identifies as junk. or is not. the Navigation Pane will show you how many unread messages are in the Junk E-mail folder. How to train the junk e-mail filter How to empty the Junk E-mail folder To delete all messages in the Junk E-mail folder.g. OR Clear the check box to mark only this message as not junk. As with the Inbox. or not block. 3 To add the sender to your safe senders list. in the Delete group.com). a message as 2 Right-click the message and choose Junk > Not Junk. The Mark as Not Junk dialog box opens.

This is useful for any sequence of commands you perform commonly. Microsoft Outlook 2010 Managing E-mail . with one click. in the Quick Steps group. in the Quick Steps group. After setup. The message is marked as read and is moved to the specified folder. a new feature in Outlook 2010. with one click. 2 On the Home tab (if the message is not open) or the Message tab (if the message is open). How to use the “Done” Quick Step The “Done” Quick Step is used for messages that have been flagged for follow up. you will be prompted to set it up so that it knows where to move the messages. How to use the “Saved Mail” Quick Step The “Saved Mail” Quick Step lets you mark a message as read. The first time you use the “Done” Quick Step. Default Quick Steps are included. 2 On the Home tab (if the message is not open) or the Message tab (if the message is open). click Saved Mail. click Saved Mail. The first time you use the “Saved Mail” Quick Step. it works as described below. The message flag is marked as complete. and moves it to a folder. It marks a message as complete and moves it to a specified folder. and the message is moved to the specified folder. it works as described below. and you can create your own. After setup. you will be prompted to set it up so that it knows where to move the messages. 1 Open or select the message. 1 Open or select the message.105 .Using Quick Steps for managing mail Objective Use Quick Steps for storing e-mail in a pre-defined folder What are Quick Steps? Quick Steps. allows you to execute multiple commands with one click. such as replying to a message and deleting the original.

NOTES THOUGHTS JOTTINGS LEARNINGS 106 . LLC .Managing E-mail © 1993-2010 OmniSkills.

.............................................. 111 Displaying the tasks folders .......................................................................................... 126 Modifying categories.................................................................................................................................................................................................... 124 Categories ............................................... 114 Task options........................................................ 125 Assigning categories to a task item........................... 118 Working with assigned tasks .................................................................................................................................................................................................................................... 119 Completing & deleting tasks ............................................................................................................... 112 Creating tasks.................................................................. 122 Working with columns .............. 121 Task views....................................................................................................................................................................................................................................... 117 Receiving an assigned task ................................................................................... 115 Task details ........................................................................................................................................................................................................................................................ 127 edition 2010-01 Microsoft Outlook 2010 Tasks & To-Do’s .................................... 110 Working with the To-Do Bar ........................................................ 109 To-Do Bar ................................................................................................................................................................................................................. 120 Recurring tasks ... 116 Assigning tasks to others ......................................... 123 Grouping messages ...................................................................................Microsoft Outlook 2010 Tasks & To-Do’s Tasks & to-do’s ..............................................107 ............................................................................................................................... 113 Task fields ...................................................................................................................

Tasks & To-Do’s © 1993-2010 OmniSkills.NOTES THOUGHTS JOTTINGS LEARNINGS 108 . LLC .

due date. that you create to identify something that needs to be done. All tasks are to-do’s. you can create recurring tasks. you add a flag to any item. which limits its usefulness. too. While some people send e-mail to themselves as a way of creating a to-do item.Tasks & to-do’s Objective Understand tasks and to-do items What are tasks and to-do’s? Beginning with Outlook 2007. Tasks are to-do items. Instead. stored in the Tasks folder. • Not all to-do items originate as e-mail messages. Tasks are created anew. this is not an efficient method. and in the calendar’s Daily Task List (at the bottom of the day and week views). you will still use tasks. assign a task to someone else. and it becomes a de facto to-do item. • • A to-do is any Outlook item (except appointments) which have been flagged as requiring your attention at some point. While calendar items cannot be flagged. The idea behind this change is this: you no longer have to create a task item for everything you need to do. Where are to-do’s? Both tasks and to-do items can be viewed in the To-Do List (a tasks folder). and reminder date. Flagging a message or contact provides only a start date. You will often create a task for yourself. you have created a to-do item. the To-Do Bar keeps you informed of your calendar. No matter which view you are in. Tasks are more versatile than other flagged items. Therefore. whenever you create a task. on the To-Do Bar. All tasks are flagged for follow-up when they are created. • • Microsoft Outlook 2010 Tasks & To-Do’s . because they are automatically flagged. they do appear automatically on the To-Do Bar. A task is a specific kind of Outlook item. there is a distinction between tasks and to-do items.109 . have a task assigned to you by someone else. and to-do items. to-do’s are existing items you have flagged. task. and indicate a task’s progress or percentage of completeness. For instance. Are task items still necessary? Although you can flag any item and make it a to-do item. even if they have no start date or due date.

Microsoft Office Project 2010. but also from Microsoft Office OneNote 2010. the To-Do Bar is open on the right side of the window. a pane always available on Outlook’s right side. LLC . 110 . and tasks – in the To-Do Bar. and workspaces created with Windows SharePoint Services.Tasks & To-Do’s © 1993-2010 OmniSkills. In versions of Outlook prior to 2007.To-Do Bar Objective Identify the To-Do Bar and adjust its size in the Outlook window What is the To-Do Bar? Outlook displays all action items – flagged messages and contacts. there was no single place to keep track of all your action items. You needed to switch views. Where is the To-Do Bar? By default. The To-Do Bar integrates action items not only from Outlook. appointments. or to make everything into a task item. The To-Do Bar can be minimized to make more screen space.

Double-click an item to open it. and use it to open items How to change the size of the To-Do Bar To resize the To-Do Bar. To close the To-Do Bar. click the Minimize button. click the Expand button. Categorize. Microsoft Outlook 2010 Tasks & To-Do’s . To minimize the To-Do Bar. right-click the To-Dar Bar and choose Off. To temporarily expand a minimized To-Do Bar. drag the boundary on its left side.Working with the To-Do Bar Objective Change the size of the To-Do Bar. etc.). the To-Do Bar will return to its minimized size. click the To-Do Bar. Right-click an item to display a shortcut menu with options (Quick Print. choose View > To-Do Bar > Normal. To expand a minimized To-Do Bar. The pane to the left of the To-Do Bar – the Reading Pane or the Items Pane – will be reduced or expanded. How to use the To-Do Bar Click a date in the Date Navigator to open the calendar and display the selected date. When you click away. The To-Do Bar is then displayed as a narrow bar on the right side of the window. To reopen a closed To-Do Bar.111 .

The To-Do List folder contains all to-do items. OR At the bottom of the Navigation Pane. and any task folders you have created. etc. (All tasks are automatically to-do items. notes about the task. 2 Select a task folder. Task items are created by you (or assigned to you). and tasks that have been flagged for follow up. The task items or to-do items in the selected folder are displayed.) • How to view the Tasks folders 1 Click Tasks on the Navigation Pane. the start date. percentage of completion. Task items include fields for the task name. click the Folder List button to display all folders. • The Tasks folder contains task items. reminder date. the To-Do List.Displaying the tasks folders Objective Display tasks folders and the To-Do List in the Navigation Pane What are the tasks folders? The tasks folders display your tasks and to-do items. 112 . contacts. and identify things you need to do. LLC . To-do items are messages.Tasks & To-Do’s © 1993-2010 OmniSkills. OR Press CTRL+4. due date. These folders include the default Tasks folder.

OR In any Outlook folder: on the Home tab.113 . 3 Type a task name and press ENTER. Microsoft Outlook 2010 Tasks & To-Do’s .Creating tasks Objective Create new tasks 1 Display a tasks folder. in the New Items group. click New Items > Task. such as “Next 7 Days” do not show this box. 3 On the Task tab. in the Actions group. OR Right-click a blank area of the task list and choose New Task from the shortcut menu. click Save & Close. How to quickly create a task Filtered task views. click the a task using New Task button. in the New group. A basic task is created with today as the due date. 2 Fill out the task form. 2 Click the “Click here to add a new Task” box at the top of the list. A blank task form opens. OR Double-click a blank task row. OR Press CTRL+SHIFT+K. How to create 1 In a tasks folder: on the Home tab. using as many or as few fields as you need. all fields OR Press CTRL+N. click the Due Date field and enter a new due date. 4 If desired.

and more. LLC 114 . Status fields Status shows the task’s current state: Not Started. you can add a detailed description of the task. or Deferred.Task fields Objective Enter information and make choices for the task fields Subject Subject is the name of the task. a start date can help with your task management. Task owner If you created the task for yourself. Waiting on someone else. Due date is when the task should be completed. Because you may have many tasks. If the task was assigned to you by someone else.Tasks & To-Do’s . be as descriptive as possible. © 1993-2010 OmniSkills. you are the Owner. any changes you make to this field are sent to the assigner. list the steps required. The Reminder Sound button lets you change or turn off the accompanying sound. Unless a task can be completed in one sitting. Task dates Start date is when you would like to begin working on the task. You can also insert files. apply formatting. which will appear on your task lists. Low or High. This is generally used if the task has been assigned to you through Outlook. In Progress. etc. that person is the owner. Notes In the notes box. % Complete allows you to track the progress of complex tasks by showing the percentage of the task that is complete. Priority is the importance or urgency of the task: Normal (the default). Completed. Setting a Reminder will cause the task to appear in the pop-up Reminders window at the date and time you choose.

click Outlook Item. a related task. • To prevent others who have access to your tasks folders from seeing task details: on the Task tab. in the Include group. click Categorize.115 . in the Tags group. SmartArt. or Chart. click Attach File. To insert a graphic: on the Insert tab. click High Importance. Shapes. Outlook’s notes boxes behave a lot like Microsoft Word documents. then select a category. To make grouping. To link to another Outlook item.Task options Objective Choose common options for a task Options on the Task tab The Task tab contains the most common options needed when working with tasks. • To attach a data file: on the Insert tab. click WordArt. Clip Art. sorting and filtering easier: on the Task tab. a contact item. • • Microsoft Outlook 2010 Tasks & To-Do’s . place your cursor where the item should be inserted. in the Tags group. Low Importance. in the Illustrations group. For each of these. (This is the same as the Priority field on the main task form). or select neither to show normal importance. click Private. in the Tags group. click Horizontal Line. such as a mail message. In the Symbols group. To set task priority: on the Task tab. • • Options on the Insert tab The Insert tab contains objects you can insert into the task’s notes box. click Picture. or an appointment: on the Insert tab. In the Text group. in the Include group.

3 While the task is in progress. For example. How to record task details • • • In the Total work field. the Update list shows the names of the sender and others who received the task information. Type information about the task as necessary. 4 When the task is finished.Tasks & To-Do’s © 1993-2010 OmniSkills. 116 . Whenever the task detail is changed. enter task details.” 5 On the Task tab. enter the time the task is expected to take. Some task fields update automatically based on entries in other fields.” the Date completed field is filled in and the Reminder is disabled. click Details.Task details Objective Record tracking and billing details for a task Why record task details? For some tasks. If the task is assigned. but you can also enter days or minutes. if you change Status to “Completed. LLC . you may need to track information about the work done to complete the task. click Save & Close to save the updated task. • • Enter the date in the Date completed field. in the Actions group. in the Show group. When you do this: on the main task form. 2 On the Task tab. each person on the list automatically receives an update. including Mileage. enter the Actual work time you have spent on the task. If the task was assigned to you. the task owner will be notified. 1 Open a task. The default time frame is hours. enter completion information. As you work. the Status field will be set to “Completed” and the % Complete field will be set to “100%. The task form’s Details page allows you to do that. Billing information and Company.

Assigning tasks to others
Objective Assign tasks to others, and receive assignments from others

Why use Outlook to assign tasks?

In a Microsoft Exchange Server environment, one person can assign tasks to another through Outlook, and then use Outlook to update and track progress on the assignment. Assuming that both the assigner and the assignee do their parts (e.g., the assigner provides good task details and deadline information, and the task assignee keeps the task item updated as to progress), the tracking of the task can be done with a minimum of direct contact. 1 Create a new task and fill in the task details. 2 On the Task tab, in the Manage Task group, click Assign Task. A To field is added, so that the task can be addressed in the same way as an e-mail message, along with a Send button. The Status is changed to “Deferred.” The task details in the notes box are pushed down, adding space for a message to the assignee. Two fields are added for the assigner to make tracking decisions. 3 Address the task, by clicking the To button or typing a name in the To field.

How to assign a task to someone else

4 Type instructions to the assignee in the notes box.

5 Provide instructions to Outlook about how you would like to track the task.

Select Keep an updated copy of this task on my task list to allow you to see the current state of a task (if the assignee keeps the task progress up to date in Outlook). Select Send me a status report when this task is complete to receive an e-mail message when the assignee marks the task complete.

6 Click Send when done.
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Receiving an assigned task
Objective Receive, then accept or decline, a task that was assigned to you by another

How to receive a task assignment

New task assignments arrive in your Inbox.

1 When you receive a task request as an e-mail message, open it. 2 Accept the assignment, or decline it: on the Task tab, in the Respond group, click Accept or Decline.

3 When prompted, choose how the assigner is notified: with a written response from you, or without one. Click OK.

4 If you chose to edit the response, add your comments to the message. Click Send when done. If you declined, the request is sent to your Deleted Items folder. If you accepted, a task is created and placed in your Tasks folder.

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Working with assigned tasks
Objective Update and track assigned tasks 1 Locate the assigned task in the Tasks folder, and double-click to open it. Assigned tasks are indicated by a two-handed icon.

How to update a task assigned to you

2 Do one or more of the following as needed.

On the main task form, change the % Complete (which, when increased from zero, changes the Status to “In Progress.”

• •

Enter additional details in the notes field. On the Task tab, in the Show group, click Details. Then, enter the number of hours of work completed (Actual work).

On the Task tab, in the Manage Task group, click Send Status Report. A new mail message is created, addressed to the task owner and with the current task details. Add your own comments, and click Send.

On the Task tab, in the Manage Task group, click Mark Complete.

3 On the Task tab, in the Actions group, click Save & Close.

How to review a task you have assigned

1 Locate the assigned task in the Tasks folder, and double-click to open it. 2 Review the current task details.
OR

Check your Inbox for status updates.
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Completing & deleting tasks
Objective Mark a task as complete, or delete a task 1 Display a task list. 2 For the completed task, select the Complete check box.

How to complete a task

OR

1 Open a task item. 2 Do one of the following.

On the Task tab, in the Manage Task group, click Mark Complete. On the Task tab, in the Show group, click Details, then enter a Date completed.

3 On the Task tab, in the Actions group, click Save & Close. How to delete 1 Display a task list. a task 2 Select the task to be deleted. 3 Do one of the following.
• • •
OR

Press the DELETE key. Press CTRL+D. On the Home tab, in the Delete group, click Delete.

1 Open a task item. 2 Do one of the following.
• •

On the Task tab, in the Actions group, click Delete. Press CTRL+D.

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Recurring tasks
Objective Create tasks that occur on a regular basis

What is a recurring task?

Recurring tasks occur regularly, such as reports that are due on the first day of each month. When you designate a task as recurring, you have to schedule it only once. Outlook enters all future occurrences automatically. You can specify a task as recurring when you create it or you can open an existing task and make it recurring. You can later change or delete individual occurrences of a recurring task without affecting the series. A recurring item is indicated in a task list by a circular-arrow symbol.

How to create 1 Open or create a task. a recurring 2 On the Task tab, in the Recurrence group, click task Recurrence. 3 Select a Recurrence pattern. First select the general frequency (Daily, Weekly, Monthly, or Yearly), and then select the pattern (e.g., every 2 days; every other Monday; first Tuesday of each month; every April 4).

Limit the Range of recurrence. First enter a Start date (when the task is first due), and then an end date (No end date, End after x occurrences, or End by a specific date).

4 Click OK to save recurrence settings. 5 On the Task tab, in the Actions group, click Save & Close.
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Task views
Objective Apply and modify task views

What is a task view?

Task views are different ways to view tasks in a tasks folder. There are 11 default task views. You can customize these views, and create your own. 1 In the Navigation Pane, click Tasks. 2 At the top of the Navigation Pane, in the My Tasks section, select a task folder. 3 Select a view: on the View tab, in the Current View group, click Change View, then select a predefined view. These views include both ways of displaying the items (Detailed, Simple List, Prioritized) and ways of filtering the items (Active,
Completed, Today, Next 7 Days, etc.).

How to choose a task view

4 Select a way of organizing the tasks in the selected view: on the View tab, in the Arrangement group, select an arrangement.

Illustration: active tasks arranged by due date

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Working with columns
Objective Change which columns are displayed, and how they are displayed

About columns & changing columns

Column headings correspond to fields, such as Subject and Category. You can change which columns (fields) are displayed. When you make any change to a column, you are redefining the current view for that folder only. You are not prompted to save the changes, and the changes are retained until you change them again.

How to move, 1 Display the task folder to be changed. remove, 2 Do one of the following. resize, or sort • To move a column, drag the column heading to a new location. a column
• • •

To remove a column, drag the column heading off the heading row. To change the width of a column, drag the right-edge of the column heading. To sort by a column, click the column heading. Click the column heading again to reverse the sort order (ascending or descending).

How to add columns

1 Display the task folder to be changed. 2 Right-click a column heading and choose Field Chooser. The Field Chooser box opens. 3 Locate the field you want to add, and drag it from the box to the proper position among the column headings.

4 Close the Field Chooser when done.
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Grouping messages
Objective Group tasks by different fields

How to group a task view by a field

When you make any change to a view, you are redefining the current view for that folder only. You are not prompted to save the changes, and the changes are retained until you change them again. 1 Display any task view. 2 On the View tab, in the Arrangement group, click the More button, then select Show in Groups. 3 On the View tab, in the Arrangement group, click one of the fields by which to group.

The tasks are grouped.

OR

1 Display any task view. 2 Right-click a column heading, and choose Group By Box. The Group By box is displayed above the column headings. 3 Drag a column heading to the Group By box.

4 Drag additional field headings as necessary to group on multiple levels. To remove a field from the grouping, drag it out of the Group By box and release it.

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Categories
Objective Understand how to use categories to identify items

What is a category?

A category is a keyword or phrase with an associated color that you can assign to Outlook items. Categories allow you to easily identify and group related items. You can assign more than one color category to an item.

Where do categories show themselves?

In an open task item, categories are displayed at the top of the main Task form.

In tasks folders, most views display the Categories column.

In tasks folders, tasks can be grouped by category.

Click the hollow triangle to expand a group. Click the filled triangle to collapse a group.

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Assigning categories to a task item
Objective Assign one or more categories to a task item

What categories are available?

Outlook provides six default categories, with generic names (e.g., Red Category and Blue Category). The first time you assign a category to an item, you are prompted to rename it. You can also add your own categories. Outlook 2010 recognizes categories created in previous versions, but does not allow you to assign them to new items. To resolve this, create a new category with the same name; the new category will replace the old one. 1 Open a task item.
OR

How to assign an item to a category

Select one or more task items. 2 If you opened the item: on the Task tab, in the Tags group, click Categorize.
OR

If you selected the item without opening it: on the Home tab, in the Tags group, click Categorize. 3 Select a category.
OR

Click All Categories to select more than one category or create a new category. 4 If this is the first time you used a category, you will be prompted to rename it. Optionally, but recommended, enter a new name, then click Yes.

The category is assigned to the item, and is renamed. 5 Assign additional categories to the item, if needed. 1 Open the item. 2 Right-click the category band, and choose Clear.
OR

How to remove a category from an item

Click the Categorize button, and deselect the category.
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Modifying categories
Objective Rename, change the color, and assign a keyboard shortcut to categories

How to modify a category

If you did not rename the category when you first assigned it, or if you change your mind about the name of a category, you can rename it. You can also change its color, and assign a keyboard shortcut. 1 In an open item: on the Tasks tab, in the Tags group, click Categorize > All Categories.
OR

On the Home tab, in the Tags group, click Categorize > All Categories. The Color Categories dialog box opens. 2 Select a category. 3 Do the following as needed.

Click the Rename button, then type a new name for the category.

• •

Select a different Color. Select a Shortcut Key, so that you can assign categories with the keyboard.

4 Click OK when done. How to create 1 On the Home tab, in the Tags group, click Categorize > All a new Categories. category 2 Click New. The Add New Categories dialog box opens. 3 Enter a Name for the category, and select a Color. Optionally, select a Shortcut Key. 4 Click OK, when done.
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NOTES THOUGHTS JOTTINGS LEARNINGS

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Microsoft Outlook 2010 Calendar & Meetings
The Outlook calendar .............................................................................................................. 131 Displaying the calendar folders .............................................................................................. 132 Appointment types ................................................................................................................... 133 Creating appointments: overview .......................................................................................... 134 Appointment fields................................................................................................................... 135 Appointment options ............................................................................................................... 136 Reminders................................................................................................................................. 137 Creating events......................................................................................................................... 138 Changing appointments .......................................................................................................... 139 Deleting appointments ............................................................................................................. 140 Recurring appointments & events.......................................................................................... 141 Calendar views & arrangements ............................................................................................ 142 Viewing date ranges................................................................................................................. 143 Meetings .................................................................................................................................... 144 Set up a meeting: overview...................................................................................................... 145 Finding a meeting time ............................................................................................................ 146 Creating meetings from an e-mail message ........................................................................... 147 Replying to meeting requests .................................................................................................. 148 Managing meetings you created ............................................................................................. 149 Opening others’ calendars ...................................................................................................... 150 Calendar Groups...................................................................................................................... 151 Using a delegate........................................................................................................................ 152

edition 2010-01 Microsoft Outlook 2010 Calendar & Meetings - 129

NOTES THOUGHTS JOTTINGS LEARNINGS

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The Outlook calendar
Objective Define Outlook’s calendar

What is the Outlook calendar?

The calendar is the time-management and scheduling part of Outlook. You use the calendar to keep track of your appointments, meetings, and events, on your own or as part of a group.

Tasks, another Outlook function, is related to calendar. The difference between them is this: calendar entries must be assigned to a specific date; that is, they occur on the assigned date. Tasks are things that need to be done; they can be assigned a start date and due date (or no date), but they are not assigned by when the work actually occurs.

What group functions are available?

Outlook has group features that use the calendar and mail functions.

Meetings are a type of appointment where you use Outlook to invite others. Outlook sends mail to each invited person. If a person accepts the invitation, the appointment is placed on their Outlook calendar. If you change the meeting, attendees are notified automatically by e-mail. Calendar Groups lets you see multiple users’ calendars together. Delegates (which require Microsoft Exchange Server) are other Outlook users to whom you give permission to view and/or manage your schedule, while also maintaining your own private information. Other group features are available when using Microsoft Exchange Server and Microsoft SharePoint Services.

• •

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Displaying the calendar folders
Objective Display the calendar folders in the Navigation Pane

What are the Calendar folders?

The calendar folders display appointments. Most people have just one calendar, but you can create additional calendars, and you can view other users’ calendars and public calendars (in a Microsoft Exchange Server environment). When used to view calendar folders, the Navigation Pane displays:

The Date Navigator, a small one-month calendar which provides one way to navigate the main calendar (unless the To-Do Bar is open, at which time the Date Navigator is shown there). Your default Calendar folder. Other calendar folders you have created. Calendars belonging to others that you have opened. Public calendars that are part of your organization.

• • • •

How to view the calendar folders

Click Calendar on the Navigation Pane. Press CTRL+2. On the To-Do Bar, click a date on the calendar. 1 At the bottom of the Navigation Pane, click the Folder List button to display all folders.

How to view your main Calendar in the folder list

2 Click Calendar in the folder list.

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An annual event recurs every year. A recurring event happens on a regular basis.m. according to a definable pattern.133 . • • Meeting • • • • Appointment icons When viewed on the calendar. The term “appointment” can be used in a general sense to refer to all calendar items. A recurring meeting happens more than once. Inventory. some appointments display an icon that helps identify it. 12-6 p. September 1519 • • Event • • • • Pay day. Symbol Meaning Private Description The appointment is private. Recurring Microsoft Outlook 2010 Calendar & Meetings . Events and meetings are appointments with specific properties. every Wednesday at 9 a. Monday 7/21 8-10 a. September 15 Sales meeting. The appointment occurs on a regular (recurring) basis. according to a definable pattern. A scheduled activity that occurs on a specific date (or consecutive dates) but not associated with a specific time. last Friday of every month. A scheduled appointment or event to which other people have been invited. Others to whom you have given access to your calendar can see if the time is occupied but cannot see the name or details of the item. Dentist appointment. Vacation (out of the office). time and duration. first Sunday in June Company picnic. Item Description • What are the types of appointment items? Examples • Appointment A scheduled activity associated with a specific date.m.Appointment types Objective Identify the three types of appointments What is an appointment item? Every item in the calendar is an appointment item.m. A recurring appointment happens more than once. the 1st and 15th day of each month Father’s Day.

click New Appointment.). etc. Press CTRL+SHIFT+A. Press CTRL+N. click New Items > Appointment. including the Start time. Right-click a selected time block. in the Actions group. OR How to quickly create an appointment Drag to select a longer time block. LLC . 3 Press ENTER.Creating appointments: overview Objective Enter new appointments in the calendar 1 On the calendar. • On the Home tab. and choose New Appointment from the shortcut menu. do one of the following. A blank appointment form opens. Double-click a time block. • • On the Home tab. tasks. and the Subject (the appointment name). in the New group. 134 . A calendar item is created for the time frame with default options. 2 Type the appointment name. Outlook will fill in those details for you. 3 On the Appointment tab. click Save & Close. do one of the following.Calendar & Meetings © 1993-2010 OmniSkills. 1 In the calendar. 2 Enter the appointment details. How to create an appointment & specify options If you select a day and a time block before creating the blank appointment. click a time slot to create a 30-minute appointment. the End time. • • • OR In any Outlook folder (mail. in the New group.

in the Include group. in the Illustrations group. SmartArt. Dates & times Start time and End time are the appointment’s day and time. Shapes. Mother’s Day. click Horizontal Line. as it appears on the calendar. • To attach a data file: on the Insert tab. Location Location is where the appointment takes place. Otherwise. • • Microsoft Outlook 2010 Calendar & Meetings .. In the Symbols group. a related task.g. Notes Describe the appointment and enter other details in the notes field. a contact item. Consider using a short name that would be fully visible on the calendar. pay day. To link to another Outlook item. In a Microsoft Exchange Server environment. click Outlook Item. you may have a list of locations from which to choose. click Attach File.135 . Select All day event to change the appointment to an event that covers one full day or spans multiple days.Appointment fields Objective Enter information in appointment fields Subject Subject is the name of the appointment. first day of spring). events are also used to name a day (e. Appointments marked as all day events do not have start and end times. To insert a graphic: on the Insert tab. such as a mail message. in the Include group. In the Text group. Clip Art. Events are not always things you attend. or an appointment: on the Insert tab. or Chart. type a location if needed. click Picture. click WordArt.

select a Reminder option from drop down menu. • • • To prevent others who have access to your calendar from seeing appointment details: on the Appointment tab. in the Tags group. then select a category. if necessary. sorting and filtering easier: on the Appointment tab. in the Options group. Select Tentative if the appointment is not yet confirmed. Reminder Select a Reminder to be prompted in the pop-up Reminders window at a set number of minutes before the Start time. in the Tags group. On the Appointment tab. Remember to include travel time. but simply names the day (e. Categorize To make grouping.g. Select Out of Office to indicate busy time away from the office. click Categorize. LLC . in the Options group.. select an option. in the Options group. On the Appointment tab. How the appointment appears to others Show as identifies how the appointment appears in network environment. • Select Free if the item is not something to attend.Calendar & Meetings © 1993-2010 OmniSkills. Select Busy if the appointment should occupy time on the free/busy schedule others see. Recurrence To make an appointment repeat: on the Appointment tab. click Recurrence. pay day). click Private.Appointment options Objective Select and set options for appointments Appointment tab options The Appointment tab contains the most common options needed when working with appointments. 136 .

click the Reminder drop-down. select one or more items. How to set the defaults for reminders You can override the default setting for individual appointments and tasks. choose Options. or not to. Play reminder sound when the reminder is triggered. set a Default reminders time. 3 Click Advanced. choose to. Click Snooze to be reminded again after a time interval you select. • Open the item: click Open Item. appointment 2 On the Appointment tab. How to respond to a reminder All pending reminders are displayed in one window. 4 Click OK when done. 2 Do one of the following. 2 Click Calendar. Click the Browse button to select a sound. Click Dismiss to cancel the selected reminder. In the Calendar options section. 1 On the File tab. In the Reminders section. Calendar & Meetings . or double-click the item. and select an amount of time before the appointment begins when you would like to be reminded. 1 In the Reminders window. How to set an 1 Open or create an appointment item.Reminders Objective Set and respond to appointment reminders What is a reminder? A reminder is an optional pop-up message and sound that notifies you of an upcoming appointment. in the Options reminder group.137 • • Microsoft Outlook 2010 . and not be reminded again. or Dismiss All to cancel all reminders. OR Select None to turn off the reminder.

click Recurrence to create a recurring event.Calendar & Meetings © 1993-2010 OmniSkills. in the New group. select the All Day Event check box. such as a birthday or holiday.” 2 Enter the event details. The event is added to the calendar. or out of office) If the event spans multiple days. While there is a “create an event” command. Outlook will fill in those details for you. Events can be something that you “attend. change Show as to “Busy” or “Out of Office. OR In the calendar: on the Home tab. in the Options group. adjust the Reminder time. and the Show as field is set to “Free. change the Start and/or End date. click New Items > All Day Event. in the Actions group. click Save & Close. How to create an event If you select a day and a time block before creating the blank appointment.” 3 Do the following as necessary. 1 In the calendar: on the Home tab. • • • • • Subject (appointment name) Location Start and end date Reminder How the appointment shows in the calendar (free. in the Options group. 138 .” such as a conference or a vacation. including the following. • • • • 4 On the Event tab. If the event is something you attend: on the Event tab. If the event recurs (such as an annual event): on the Event tab. An event does not have a start time or end time. On the Event tab. busy. you don’t have to use it. in the New group. LLC . On the appointment form.Creating events Objective Enter new events in the calendar What is an event? An event is an appointment that lasts all day. An event can also be used for naming the day. or spans multiple days. You can turn any appointment item into an event by selecting the All day event field. with the time fields unavailable. in the Options group. The Reminder field is set to 18 hours. An event form is created. tentative. click Appointment.

To move the item to a day that is visible on the Date Navigator (on the Navigation Pane or the To-Do Bar). in the Actions group. hold the CTRL key while you drag it. open the item and change the date manually (see above). 1 Select the appointment item. in the Actions group. 4 On the Appointment tab. To move the item to a different day that is visible on the calendar. On the Calendar Tools | Appointment contextual tab. drag it there. 3 Edit the appointment as needed. you will be prompted to alert the other attendees. • • • How to open & edit an existing appointment Double-click it. • How to move or copy an appointment To move the item to a new time slot on the same day. click Save & Close when done. you will be prompted to alert the other attendees. 2 Do one of the following. drag it and drop it there. OR How to change the start or end time with the mouse With the two-headed mouse pointer. 2 Do one of the following. If the appointment is a meeting to which others are invited. To move the item to date you cannot see on the visible calendar. • • • If the appointment is a meeting to which others are invited.139 . click Open. To copy.Changing appointments Objective Modify an existing appointment item on the calendar 1 Select the appointment item. 1 Select the appointment item. simply drag it there. drag the bottom border to change the end time. Press CTRL+O. drag the top border to change the start time. 2 With the two-headed mouse pointer. Microsoft Outlook 2010 Calendar & Meetings . hold the CTRL key while you drag and drop it. To copy the item.

but you can retrieve the item from the Deleted Items folder. in the Actions group. LLC . You can undo this deletion. click Delete. 140 . If you delete an item when it is open. If the appointment is a meeting to which others are invited. If you change your mind when it is too late. you will be prompted to alert the other attendees. OR Press CTRL+D. click Delete. If the appointment is a meeting to which others are invited.Calendar & Meetings © 1993-2010 OmniSkills. 2 On the Appointment tab. if necessary: click Undo on the Quick Access toolbar.Deleting appointments Objective Delete an existing appointment How to delete 1 Select the appointment. in appointment the Actions group. you cannot use the Undo command. an existing 2 On the Calendar Tools | Appointment contextual tab. you will be prompted to alert the other attendees. OR Right-click the item and choose Delete from the shortcut menu. you can retrieve the item from the Deleted Items folder. OR Press the DELETE key. OR 1 Open the appointment.

a recurring appointment 2 On the Appointment tab or the Event tab. 3 Set the Start. You can later change or delete the individual occurrences of a recurring appointment. OR How to change a recurring appointment or event To modify only the selected item. How to create 1 Open or create an appointment or event. Recurring events occur on regular days or dates but not at specific times. or event The Appointment Recurrence dialog box opens. at some definable interval.m. 1 In the calendar. You can specify an appointment as recurring when you create it. in the Actions group.141 . or you can open an existing appointment and make it recurring. 7 On the Appointment tab or the Event tab. double-click a recurring appointment or event item. When you designate an appointment as recurring. such as staff meetings held every Monday at 8:00 a. 5 Set the Range of recurrence. End and Duration. 3 Modify the item as necessary. select Open the series and click OK. 6 Click OK.Recurring appointments & events Objective Create appointments and events that occur on a regular basis What is a recurring appointment? Recurring appointments occur regularly. click Save & Close. A recurring appointment is indicated on the calendar by a circular-arrow symbol. 2 To modify all items in the series. Outlook enters all future occurrences automatically. select Open this occurrence and click OK. in the Options group. Microsoft Outlook 2010 Calendar & Meetings . click Recurrence. 4 Specify a Recurrence pattern (options vary based on how often the appointment occurs). you have to schedule it only once.

a full week. Options > Calendar). Active: a list view that shows only appointments in the future. © 1993-2010 OmniSkills. or Working Hours. Overlay. select Change View > Calendar or Preview. or on the View tab in the Arrangement group. Month: shows one calendar month. How to select & arrange the calendar views 1 On the View tab. the work week. List: shows appointments in list format. a month. Work Week: shows Monday through Friday (or as defined on the File tab. • • • • Calendar: the standard view. Schedule View: displays a horizontal timeline. similar to the way e-mail and task folders are displayed. or as a horizontal schedule. Options > Calendar). Useful when viewing multiple calendars at the same time. in the Current View group. which can be arranged to show a single day. but showing the text from the appointment’s notes box on the calendar item. • • • • • Day: shows one day only. Preview: same as the Calendar view. 2 On the Home tab in the Arrange group. select one of the following arrangements. LLC 142 . day-by-day.Calendar views & arrangements Objective Identify the default calendar views and change between views What are the default calendar views? Like all parts of Outlook. hour-by-hour. Week: shows Sunday through Saturday (or as defined on the File tab. the calendar has several defined views for looking at data in different ways.Calendar & Meetings . To change what is shown: choose Time Scale.

in the Go To group. click an arrow next to the month title.Viewing date ranges Objective View different date ranges on the calendar How to view different dates & date ranges To go to today: on the Home tab. Microsoft Outlook 2010 Calendar & Meetings . To view the next seven days from today: on the Home tab. To select non-adjacent dates: click one date. in the upper left of the calendar. To select multiple weeks: drag along the left side of the Date Navigator. hold CTRL and click additional dates. drag your mouse across date numbers. click Next 7 Days. OR Click the red-boxed date on the Date Navigator. click Today. To move backward or forward by whichever interval is currently displayed in the calendar: click the Back or Forward button. To select the next or previous month: on the Date Navigator. click to the left of a week. To change the day visible on the calendar: click a date in the Date Navigator (on the ToDo Bar if it is open. To select a month that is within three on either side of the current month: click and hold the month name. or on the Navigation Pane if the To-Do Bar is closed).143 . To select an entire week to display: on the Date Navigator. in the Go To group. To select adjacent days to display: on the Date Navigator.

and meeting minutes.Meetings Objective Understand Outlook meetings What is a meeting? A meeting is an Outlook appointment to which others are invited. projectors. you can create a SharePoint meeting space to track the meeting and to hold all meeting information. the agenda. Outlook uses e-mail to keep all attendees up to date. and other meeting resources. If you decline. Those who are invited respond to the meeting request. it is entered as a tentative appointment. and even cancel the meeting. How do meetings work? Any Outlook user can create a meeting. such as data files. but stand-alone (POP mail) Outlook users can also use this feature. Generally. You may be able to propose a different date and time for the meeting. accepting or declining the invitation. If you accept. If your organization supports it. You receive the attendees’ responses in your Inbox. Outlook e-mails the request to the prospective attendees. When you create a meeting: • • • • • • You choose the attendees and set a meeting time. If you tentatively accept.Calendar & Meetings © 1993-2010 OmniSkills. you can also use the meeting function to reserve rooms. no appointment is placed on your calendar. reschedule a meeting. A person creates a meeting by creating a new appointment and then inviting others – people and resources – to that meeting. When you receive a meeting request from another person: • • • • • 144 . You track responses by opening the appointment item. the meeting is automatically placed on your Outlook calendar. LLC . You can later add attendees to the meeting. If your organization supports it. You choose whether or not to attend. organizing meetings requires a Microsoft Exchange Server environment.

OR In any appointment item. (If the pane is not open: on the Meeting tab. Add them as Required to attend or Optional to attend. 3 To select who will be invited to the meeting. • • Request Responses (default is selected) asks recipients to accept or decline. click Response Options.145 . click Room Finder. in the Show group. in the New group. 7 Click Send when done. and select attendees from the Address Book.) On the Meeting tab. click New Items > Meeting.Set up a meeting: overview Objective Set up a new meeting How to create 1 In the Calendar: on the Home tab. in the Options group. click Invite Attendees. OR In any Outlook view. If available. in the New group. press CTRL+SHIFT+Q. Allow New Time Proposals (default is selected) allows recipients to suggest a different meeting time. On the main meeting form. • 5 To select a room: • • In the Room Finder task pane. in the Attendees group. Deselect to not allow this. and other items). 2 Enter the meeting name in the Subject field. add needed company Resources (rooms. click New a meeting Meeting. 4 To select a meeting time that suits all participants: • In the Room Finder task pane. click the Rooms button to select from the Global Address List. select an available room on your planned meeting date. click Scheduling Assistant. click the To button. 6 To set response options: on the Meeting tab. projectors. Deselect if you do not wish to receive responses by e-mail. then select or deselect the following as needed. select one of the Suggested times in the box at the bottom of the pane. Microsoft Outlook 2010 Calendar & Meetings . OR In any Outlook view: on the Home tab. Outlook sends e-mail to all invited people. new or existing: on the Appointment tab. in the Attendees group.

How to find a time with the Rooms Finder 146 . return to the meeting form: on the Meeting tab. look for a time that is available for all participants. 4 Continue setting up the meeting as usual. 5 On the grid. LLC . 2 Enter the meeting participants in the To field. select one of the Suggested times in the box at the bottom of the pane. 4 On the Meeting tab. and if the people you are inviting to a meeting keep their calendars up to date in Outlook. How to find a time with the Scheduling Assistant 6 Move the start time (green bar) and the end time (red bar) to adjust the meeting time and date.Finding a meeting time Objective Get help finding a meeting time that suits all invitees Finding an available time for a meeting If you are in a Microsoft Exchange Server environment. 7 When finished. click Scheduling Assistant. If the pane is not open: on the Meeting tab. click Appointment. 8 Continue setting up the meeting as usual. 2 Enter the meeting participants in the To field. click Room Finder. 1 Create a new meeting. 1 Create a new meeting. in the Options group. in the Show group.Calendar & Meetings © 1993-2010 OmniSkills. in the Show group. you can have Outlook help you find a suitable meeting time. 3 In the Room Finder task pane. 3 Enter a preliminary meeting date and time.

new in Outlook 2010. click Meeting. allows you to quickly create a meeting request from an e-mail message. 3 Continue setting up the meeting as usual.Creating meetings from an e-mail message Objective Use Meeting Reply to create a meeting from an e-mail message What is Meeting Reply? Meeting Reply. Set response options. when it is decided that a meeting needs to occur between the people involved. in the Respond group. Reply 2 On the Message tab (if the message is open) or the Home tab (if the message is closed).147 . 4 Click Send when done. Add and remove people. Microsoft Outlook 2010 Calendar & Meetings . Without the Meeting Reply feature. a meeting OR with Meeting Select a message. • • • • Select a date and time. you would have to create a new meeting and then manually add all the participants to it. Each person to whom the e-mail message was addressed is included in the To box. consider this scenario: by e-mail. Select a meeting location. A new meeting form opens. one click does it. With Meeting Reply. How to create 1 Open an e-mail message that is addressed to one or more people. The Subject line of the e-mail message becomes the Subject (title) of the meeting. To understand the benefit of this. you are corresponding with several (or many) people.

Replying to meeting requests Objective Reply to meetings to which you have been invited How to reply to a meeting request Meeting invitations are sent as e-mail messages. in the Calendar group. choose one of the following. 148 . in the Respond group. with the time shown as “tentative. to accept tentatively. LLC .” • Propose New Time > Decline and Propose New Time. 3 If you chose to edit the response.” Decline. 1 Open the e-mail message. and will appear in your Inbox. then click Send. or Do not send a response. to suggest an alternate time for the meeting. Propose New Time > Tentative and Propose New Time. type your message. you will also have to choose to Edit the response before sending. The meeting will not be added to your calendar. • • • • Accept. to suggest an alternate time for the meeting. The meeting will not be added to your calendar.” Tentative. and add the meeting to your calendar. To see the meeting in your calendar before you respond: on the Meeting tab. The meeting will be added to your calendar on its original date and time.Calendar & Meetings © 1993-2010 OmniSkills. Send the response now. and marked as “tentative. to turn down the invitation. Tentative. • Respond > Reply or Reply All or Forward or Forward as Attachment to send a message about the meeting request without deciding what to do about it. click Calendar. and Decline. For Accept. to accept the invitation and add the meeting to your calendar. with the time shown as “busy. 2 On the Meeting tab.

select the appointment. in the Actions group. To see all at once.Managing meetings you created Objective Reschedule or cancel a meeting. The appointment item opens. click Tracking. 3 Click Send Cancellation. responses are delivered as e-mail messages. OR How to change or reschedule a meeting How to cancel a meeting Press CTRL+D. click Appointment. in the Show group. 2 Make changes to the meeting – location. 4 Close the meeting item when done. 1 On the calendar. 2 Press the DELETE key. open the appointment item. in the Actions group. along with their responses. click Cancel Meeting. 2 On the Meeting tab. – just as you would with any appointment. 1 In the Calendar. etc. OR On the Calendar Tools | Meeting contextual tab. and track meeting responses How to track meeting responses You can track meeting responses one at a time by checking your Inbox. Microsoft Outlook 2010 Calendar & Meetings . click Cancel Meeting. date and time. do the following. 1 Open the meeting.149 . 2 On the Meeting tab. 3 To return to the main meeting information: on the Meeting tab. 3 Click Send Cancellation. 3 Click Send Update when done. OR 1 Open the appointment. The people and resources you invited are displayed. in the Show group.

From Internet. click Calendar. in the Manage Calendars group. 3 Choose the source of the calendar.Calendar & Meetings © 1993-2010 OmniSkills. click Calendar. • If opening a calendar from inside the company. The calendars are added to your Calendars folder. Selected calendars are displayed side-by-side in the current view. 1 In the Navigation Pane. where you can see when it is booked and when it is available. click Calendar.com. except in the case of Internet calendars. enter the URL. grouped by type. to open a meeting room’s calendar. 2 On the Home tab. 2 Select the calendars to be displayed on the current calendar view. • From Address Book. where you can see their free and busy time. to open a calendar that has been shared with you through an Internet site such as office. 1 In the Navigation Pane. The shared calendars are displayed. How to view shared calendars 150 .Opening others’ calendars Objective Open and view other users’ calendars How to open another person’s calendar These options require a Microsoft Exchange Server environment. Open Shared Calendar. 4 Do one of the following. then click OK. then click OK. Deselect those that should be hidden. to open a person’s calendar that has been explicitly shared with you. • If opening an Internet calendar. to open a person’s calendar. LLC . select the name from the Global Address List. • • • From Room List. click Open Calendar. so that you can see the calendar item details.

2 Select the calendars to be displayed on the current calendar view. Deselect those that should be hidden. so that all the calendars in the group can be easily opened and viewed together. 1 In the Navigation Pane. click Calendar Groups > Create New Calendar Group. click Calendar. Click OK when done. then click the Group Members button to add the name to the group. How to create 1 In the Navigation Pane. The Create New Calendar Group box opens. The Address Book opens. Calendar Groups require a Microsoft Exchange Server environment. 3 Type a name for the Calendar Group.151 . Click OK when done. The Calendar Group is created and added to your Calendars folder. How to view shared calendars Microsoft Outlook 2010 Calendar & Meetings . click Calendar. Selected calendars are displayed side-by-side in the current view. The Calendar Groups are displayed with other opened calendars. 4 Select each name from the Global Address List.Calendar Groups Objective Create a calendar Group What are Calendar Groups? A Calendar Group is a set of other calendars given a single name. a Calendar 2 On the Home tab. in the Group Manage Calendars group.

The Delegates box opens. The Add Users box opens. LLC . and modify items. 1 On the File tab. click Add. the delegate opens your calendar. Delegates are available in Microsoft Exchange Server environments. 2 To add a new delegate. Reviewer: read items. Author: read and create items. cannot open the folder. 3 Select the person to whom you are giving permission. and open another person’s calendar How to delegate permission to someone else A delegate is someone to whom you give permission to view your data and act on your behalf.Using a delegate Objective Give permission to your calendar. 4 Click Add.” 8 Click OK when done. choose Account Settings > Delegate Access. create. • • • 6 Select whether to send a note to the delegate. To work on your behalf. • Editor: read. The Delegate Permissions box opens. 7 Select whether the delegate can see the details of items you have marked “Private.Calendar & Meetings © 1993-2010 OmniSkills. None: no permission. 5 Select the access permissions for each Outlook component. 152 . then click OK.

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