Outlook 2010 Tips & Tricks

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University of Texas at Brownsville & Texas Southmost College Information Technology Services

User Support Services – Help Desk 882-HELP (4357)

[email protected]

Outlook 2010

Tips & Tricks

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OUTLOOK 2010 TIPS & TRICKS

Outlook is a powerful application that can help you organize your correspondence, work, contacts, etc.

This guide is designed to provide you the basic skills you need to use

Outlook to effectively manage your email, to-do-lists, calendar, and “notes to self.” Outlook is very versatile and easy to use. Often there are many ways to accomplish a particular task – allowing you to navigate as you

prefer. An effort has been made to provide the easiest or most familiar way to do each task.

This guide is designed to be an e-book – so you can quickly navigate to the section you need. Note that you can quickly jump to an item in the Table of Contents by clicking on it, there is a link back to the table of contents at the bottom of each page, and there is an alphabetical index at the end of the document.

Outlook training seminars are held on occasion.

To request one-on-one or small group training, visit this site -

Microsoft Outlook Workshops.

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The New Look & New Lingo

(Mail View)

Main Outlook 2010 Screen

Navigation Pane

Navigation Pane Buttons

Calendar View Mail View

Tasks View Contacts View

# of unread emails

Notes (like Post-It notes)

View folders

- Reading Pane – The email that you

click on appears here.

Exchange server connection status

- Navigation Pane -

- Status Bar -

Ribbon

Column Headings Click here to modify the displayed sort order.

Quick Access Toolbar

Shortcuts/

Links Viewing

size - To Do Bar – Contains calendar, follow-ups, and tasks

due.

Click here to return to Table of Contents

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Customizing the Main Outlook Layout

You can turn on and off your reading pane, status bar, to-do bar, etc..

To-Do Bar – A feature that offers helpful reminders of meetings, tasks, notes, email follow-ups that are due or soon due..

Layout Defaults - Below are the layout defaults. If desired, experiment with the

selections to find what works for you. Settings are available from the ribbon, View tab, Layout group.

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Customizing the Navigation Pane Buttons

You may customize the navigation pane buttons in the lower left corner of the screen as desired.

Click on the tiny down arrow (circled in red below) and experiment with the options.

Click on Show More Buttons or Show Fewer Buttons to add or reduce the number of horizontal navigation pane buttons that are displayed (Mail, Calendar, Contacts, Tasks, etc.).

Click on Navigation Pane Options...

to change the sort order of the horizontal navigation pane buttons.

Click on the last option, Add or Remove Buttons, to select the tiny shortcut buttons that appear in the lower right corner of the navigation pane.

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Mail - Home Tab in Detail

The options on the Send/Receive, Folder, and View tab are not normally needed.

In lieu of using the Send/Receive tab to check for new mail, just press the F5 key.

Before experimenting with any changes on the View tab, make a note of the current settings.

Help

Response options

Quick Steps Create

NEW item

Delete options Select

new item type

Move options

Flags and categories

Search options

Quick Access Toolbar

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Printing, Save and Save As Buttons (Bring Them Back!)

Where have the print and save buttons gone? There are still there under the File tab (see image below). You can bring them back up to the top-left of your window by customizing the Quick Access Toolbar (see instructions at the bottom of this page).

Note that when accessing the Print option, a print preview is on the right pane.

Print options are available under the Printer section.

Customizing the Quick Access Toolbar To regain the look and feel of having the print, page

setup and save buttons readily available at all times, you can customize the quick access toolbar as desired.

To access the Quick Access Toolbar setup, click on the tiny down arrow and select More Commands.

If you have made changes to the view that you do not like, just click on Reset View.

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At the resulting window, use the drop down and select All Commands.

Use the scroll bar and select the items you desire such as Print and Page Setup. When done, click on OK.

Do this twice - for the main Outlook window and again for the new message window. To do so for the new message window, open a new e-mail message and follow the steps above.

Do not add the Quick Print menu item. The Quick Print menu item sends your document to the default printer without allowing you to select certain pages or a different printer.

You do not need to add Print Preview because this is now built into the Print command.

When you activate the print command, a preview is included in the right pane.

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Quick Steps

A new Outlook feature is Quick Steps which are shortcuts to commonly performed tasks.

There are a few premade quicksteps that you can start using. If you frequently find

yourself doing a certain task, create a quick step. Some of the tasks that quick steps can be used to automate are move, forward, categorize, flag, create meeting notices, etc. The sample below shows you how to create a quick step to move items to a different folder.

Create a Quick Step

Click on the tiny down arrow in the lower right corner of the Quick Steps group (ribbon, Home tab).

Click on the New button and select a quick steps template.

Enter a name for your new quick step in the Name field and select a folder. Click on Finish.

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Note:

CC – “Carbon Copy” is used to let someone else know about a message even though they are not the primary person the message was intended for.

BCC – “Blind Carbon Copy”

recipients will also receive the message, but the people on the To and CC lists will not see the names of anyone on the Blind Carbon Copy list.

To add a recipient to the BCC field, use the address book feature by clicking on (see next page for more info on using the Address Book).

To permanently view the BCC field in all new messages, open a new email, and from the Options tab, click on Bcc in the Show Fields group.

Viewing the Ruler - Click on the tiny icon. This turns the ruler on

and off like a light switch.

Create a New Email.. The Basics (From the Main Outlook Window – Mail View) From the ribbon, Home tab, click on the New E-Mail icon.

Enter the name of your addressee(s) in the To…

field (see the next page for additional addressing help).

Enter the subject of the email in the Subject field.

Enter the text in the Text field.

Add an Attachment: click on from the Include group, browse to the file you want to attach and double-click on it.

To mark your email as important, click on in the Tags group

To send your email, click on .

wing the Rul

To expand a group, click on the tiny arrow in the

lower right corner.

R I B B O N Quick Access Toolbar Tabs

Groups

R U L E R

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Additional Help Addressing your Email (From the Main Outlook Window – Mail View) Type the email address or name (first last) in the „To…‟ field.

…Or, using the address book…

1. Click on the button.

If there is a duplicate name, use the horizontal scroll bar and scroll to the right to view the departmental information and actual email addresses. With large address lists like

UTB‟s, you may have to call the recipient to confirm their email address.

Text Field

4. Select a recipient by clicking on a name and then click on the appropriate button When done, click on

the button

3. Enter first & last name, then click on the

button to the right.

Note: You can right-click on a name and add it your personal

Contacts Address list.

2. Choose an address list…

“Global Address List” for all users

“Contacts” for your list of contacts.

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Change Your Default Address Book

By default, the Global Address List displays when you click on the button to address an email. This can be permanently changed to your Personal Address List.

From any view (Mail, Calendar, etc.) ensure you are on the Home tab, Click on Address Book in the Find group.

From the resulting Address Book window, click on Tools, Options…

Select Start with contact folder and click on OK.

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Email Addressee Automatic Suggestion Feature

Outlook has a name resolution feature which “remembers” your previous addressees and then offers suggestions when you address future emails. When you begin typing an email address in the , a list of suggestions start appearing based on the keystrokes that you have entered. Note below that when “tes” is typed in the field, two suggestions are offered.

Delete a Suggested Email Address

Occasionally, a contact will change their email address resulting in the need to correct the suggestion list so you don‟t accidently send an email to the old email address. To delete an email address from the suggestion list, type enough of the address in the field so that the email address you wish to delete is highlighted, then just press your delete key on your keyboard. Now type in the new email address (or select it from an address list.) and send your email. When addressing future emails to this person, their new email address will now be included in the suggestion list.

The email address must be highlighted in the suggestion list in order to properly delete it.

Therefore, you must type as many characters as necessary in the field to have it be

highlighted as the preferred choice. Then, press the delete key on your keyboard.

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Personal Contacts List

(From the Main Outlook Window – Contacts View)

Add Names to Your Personal Contacts List

You can select names from the Global Address List (see page 14) by right-clicking on the name and choose “Add to Contacts.”

… Or you can manually add a name to your personal Contacts list:

Go to the Contacts View (Click on the “Contacts”

navigation pane button in the lower left corner).

From the Home tab, click on . Fill in the desired fields of information.

The email field can be filled in using the Global Address List by clicking on and selecting the “Global Address List” via the drop down menu (top right of window).

A picture may be associated with a contact by clicking on . Browse to the picture file and double-click on it.

You can categorize your contact by clicking on (ribbon, Options group). Multiple categories can be selected.

When done, click on (ribbon, actions group).

Change the sort order of your contacts by selecting the desired view from the ribbon, Current View group.

Click on the down arrow to expand the sort options.

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Create a Distribution List (Mail Group) (From the Main Outlook Window – Contacts View)

If you frequently send emails or meeting notices to a group of people, you will save time by creating a distribution list.

To create a distribution list, go to your Contacts (bottom left of Outlook window), then from the Ribbon, click on New Contact Group in the New group

Enter a name in the Name field for your new distribution group Select your members

Click on to add members from the Global Address List or your Personal Contacts List.

To add a member manually, click on Add Members and select New E-mail Contact. Type the name and email address. Then, click

on .

Save.

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19 Modify a Contact or Distribution List

To modify an existing contact or distribution list, go to your Contacts (bottom left of Outlook window), double click on the

contact or group you wish to modify and make the desired changes. When

finished, click on Save and Close (ribbon, Contact Group tab, Actions group).

Delete a Contact or Distribution List

To delete an existing contact or distribution list, go to your Contacts (bottom left of Outlook window), click on the contact or group you wish to delete and click on Delete (ribbon, Home tab, Delete group).

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Share Your Personal Contacts

(From the Main Outlook Window – Contacts View)

There is more than one way to share your contacts…

Send a Sharing Invitation or Request (for viewing permissions only)

To allow someone to view your contacts or request permission to view someone else‟s contacts, click on Share Contacts (ribbon, Home tab, Share group).

1. Enter User‟s name or click on

the button

to find the name.

2. Click on either or both check boxes as appropriate.

3. Click on the button.

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21 2. Make sure the user is selected in the top section, and then set specific permissions.

3. Click on OK.

1. Add a user.

Share and Assign Permissions - at the Same Time

If you wish to assign specific permissions, the easiest way to share your contacts is to access the traditional interface which allows you to share your contacts and apply sharing permission at the same time.

To access the sharing and permissions interface click on Folder Permissions (ribbon, Folder tab, Properties group).

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Beyond the Basics (Some Additional Email Features)

When sending a new email, you can select some advanced options. Some of the popular options are described below.

Options are accessed by clicking on the Options tab in the ribbon..

Request a Delivery Receipt and/or a „read‟ Receipt for Your Email.

Send Voting Buttons (accept/reject; yes/no; or yes/no/maybe) so the recipient can quickly answer. If you need custom voting buttons, select Custom… and enter your own responses separated by semicolons.

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You may type your own vote responses - SEPARATED BY SEMICOLONS. Then, click on

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To check on your vote responses, locate and open your original message in your Sent Folder. Click on the Tracking icon (Message tab, Show group). C

Check on Your Vote Responses

Have Replies to Your Email Sent to Someone Else: In the “Have replies sent to” field – type in the name or click to use an Address List.

Schedule the Delivery of Your Message for a particular date and time.

Quick summary of responses.

If desired, you may highlight all the rows and copy and paste them into Excel for further manipulation.

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Format and Appearance

You can change the default appearance of your new emails and your replies and forwards.

From the ribbon, File tab, click on . Click on Mail (2^nd option on the left).

Click on Stationery and Fonts.

Under “New mail messages” or “Replies and Forward,” click on .

Change the font features

Change the font color When done, click

on .

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Change the Default Sending Format (HTML or Plain Text):

Outlook‟s default sending format is html. You may occasionally be notified by a recipient that your mail was not readable. This may occur if the recipient‟s mail server does not accept html.

To change the format of an outgoing email to a universally accepted format, click on Plain Text (ribbon, Format Text tab).

If desired, you may change the format of all outgoing emails to plain text.

From the ribbon, File tab, click on . Click on Mail (2^nd option on the left).

Under the Compose messages section, use the drop-

down box to select Plain Text and click on OK at the bottom.

Note that the plain text format does not allow photos or links.

Add a Web Link to the Body of your Message

To start, your cursor must be in the body/text of your email. From the Ribbon, Insert tab, Links Group, click on Hyperlink

1. Enter text to be displayed.

2. Enter web site address.

3. Click on the button.

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Create a Signature to Automatically Sign Your Emails

1. Visit the Creative Services‟ templates webpage and save the e-mail signature template PowerPoint file to your desktop. (You may have to log in using your Scorpion

username and password.) (All UTB/TSC employees must use the official signature format.)

2. Open the file and change the text to reflect your own data (name, title, department, phone, fax, email, building, and room number).

3. Click on the File tab (ribbon), and click on Save As.

4. On the left side, click on Desktop (so it will be saved to your Desktop). Set the “Save as type" field to JPEG File Interchange Format (*.jpg) and click on the Save

button. (If asked, select “Current Slide Only.”) 5. Open Outlook.

6. From the ribbon, File tab, click on . Click on Mail (2^nd option on the left).

7. Underneath the Compose messages section, click on the Signatures button

8. Click in the Edit Signature area (at the bottom) and delete any text present and all spaces. (See image below.)

9. Click on the picture icon (second icon from the end, tiny picture of mountains and sun).

10. Browse to your desktop and select your signature JPEG file that you saved earlier.

11. If desired, add a hyperlink to your department‟s website. To do so, click on the image of your signature, and then click on the hyperlink icon (the last icon, tiny picture of a world with a chain). In the Address field, paste your website address and click on OK.

12. Click on OK.

13. Send a test email to yourself to ensure that it looks correct.

Note that you can adjust the New messages and

Replies/forwards fields to control when the signature will be applied. (See left side of the image below.)

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OOOOOOPS! – Recall a Sent Message

If you need to recall a sent message, you can do so as long as it has not yet been opened by the recipient. To do this:

Go to your Sent Items folder

Open the email that you wish to recall by double-clicking on the message (this will not work in the viewing pane).

From the Ribbon, Message tab, Actions group, click on Other Actions and select Recall This Message….

You are then prompted to delete unread copies or delete unread copies and replace with a new message. Make your choice and click on the button.

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View an Email Header

There may be an occasion when you want to view an email header. The email header contains information about the sender, route and receiver.

To view an email header:

Double-click on an email to open it in a separate window.

Click on Actions (ribbon, Message tab, Move group) Select Message Header

If you frequently view headers, add the Message Options command to your quick access toolbar. See the Customizing the Quick Access Toolbar section for help.

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Manage Your Inbox

(From the Main Outlook Window – Mail View) Email Indicators:

Unopened email. Urgent Meeting Invitation

Opened email Attachment

Email Actions: Most actions can be performed via the ribbon or by right-clicking on the email and selecting the desired action.

Open an Email: Click the folder and click on the email you want to read – it will appear in the Reading Pane (on the right). Double click on it to open in a separate window..

Printing an Email: Click on the email and then click on on the toolbar. If you do not have the printer icon see section “Customize the Quick Access Toolbar.” Alternatively, access the print function from the File tab (ribbon).

Send a Reply to the Email Originator: Click on the button, type your reply in the text field, and click the button.

Send a Reply to Email Originator and All Recipients: Click on the button, type your reply in the text field, and click the button.

Forward an Email to Someone Else: Click on the button, enter the email address in the To field or click on to use the address book, enter any additional comments in the text field and click on the button.

Create a New Folder to Better Organize Your Email:

Click on New Folder (from ribbon, Folder tab, New group). (Leave Mailbox – Your Name selected in the bottom section.) Enter a name for the new folder and click on the OK button.

Rename a Folder – just right click on the folder and select Rename Folder. Rename folder

File an Email in Another Folder: Right-click on the email, click on the button, and select the folder that you want to file it in.

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Other Ways to Keep Track of Your Inbox:

Right clicking on an email displays the following menu items.

Categorize an Email

An email can be „categorized‟ – which can be used to change the sort order of your inbox. (See Create a Custom Category.)

Follow-Up Flags

You can select a Follow-Up flag.

Flag for follow up or as completed . Select to mark with a date and time..

Move an Item to Another Folder Mark an Email as Junk

Also, you can mark the email as junk mail and Block the sender via the resulting pop-up menu.

Many action items have sub menus which are accessed by moving your mouse over an item. For example, move your mouse over Follow Up and the following sub menu appears:

Mark an Email as Unread

Mark an Email as Unread.

Click here to return to Table of Contents Click here to return to Table of Contents

Submenu Mark an email

as Unread.

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To remove a folder from the “Favorite Folders” pane, just right-click on it and select “Remove from Favorite Folders.”

Change the Sort Order of Your Inbox: To change the sort order of your inbox, from the Main Outlook window, just click on the column heading that you wish to sort by - or - click on “Arranged By” and choose an option from the resulting drop down menu.

Favorite Folders: If you find that you have too many folders to find things easily, you can add your most frequently accessed folders to the “Favorite Folders” section. To accomplish this, just click on a folder – keep the mouse button held down - and drag it up to the “Favorite Folders” pane. The

folder remains in its original location – but now a shortcut also appears in the

“Favorite Folders” pane.

You can also manage your Favorites folders from the Favorites group (ribbon, Folder tab).

Click on a folder and click on Show in Favorites. Clicking on Show in Favorites again, removes the folder from the Favorites section.

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Recover a Missing Unread Mail folder Missing Unread Mail Folder

By default your Unread Mail folder is located under the Favorites section (top of folder list on left side). If it disappears, you can restore it. First check to see if it is listed under Search Folders on the left side

(towards the bottom of your folders list). If it‟s there, just click on it drag it back up to your Favorites section.

If the Unread Mail folder is not listed under Search Folders, you will need to recreate it. To do this, click on New Search Folder (ribbon, Folder tab, New group), click on Unread Mail and click on the OK button.

The Unread Mail folder will now be listed under your Search Folders in the left pane.

Now, just click on it and drag it back up to your Favorites section.

Search Folders

If you frequently search your email based on specific criteria, it may be very beneficial to create a search folder which will allow you to view the same search results by simply clicking on the search folder.

To create a search folder, click on New Search Folder (ribbon, Folder tab, New group).

Select a template from the resulting popup window and click on the OK button (use the scroll down bar to review the templates to find the best match for your search criteria).

Depending on which template you choose, you will need to enter the search criteria as

prompted at the bottom of the popup window and click on OK.

To modify a search folder, click on the folder

and click on Customize This Search Folder (ribbon, Folder tab, New group).

Check out the Large Mail search folder which helps you manage your mailbox size.

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here...

2. Select Collapse All Groups - or - Expand All Groups here...

Toooo Many Emails? – View by Collapsed Groups: If you have soooo many emails in each group that it takes toooo long to find an email, simply collapse the viewing groups. You may expand or collapse your groups by simply right-clicking on one of your group headings and selecting “Collapse All Groups” or “Expand All Groups.”

If desired, you may change the default from expanded to collapsed so that groups are always collapsed until you click on the group header.

To do so, click on View Settings (ribbon, View tab, Current View group).

Click on the Group By... button (the second button on the left side). From the drop down box in the lower right corner, select All collapsed or if preferred, As last viewed.

Email Status/Reminder Messages. If you have replied to a message or set a follow-up flag, a reminder note is displayed when you view your email…

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Create a Custom Category

Emails and contacts can be “categorized.” For example, if you are a supervisor, you may want to create two categories – one for “personnel – full time” and one for “personnel – part time.” Then, when viewing your contacts by category, you will have a nice

group/section for each.

To create a category:

Click on Categorize (Home tab, Tags group) and select All Categories…

1. Click on .

2. Enter a name in the Name field Select a Color

Select a Shortcut Key (if desired) Click on

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Easy Ways to Jazz Up Your Inbox (From the Main Outlook Window – Mail View)

Color-Code Specific Emails Using Conditional Formatting Rules

The method to color code emails has changed a bit with 2010.

This feature allows you to assign a special color and font based on a particular email address or certain word(s) in the subject line, etc.

Click on View Settings (ribbon, View tab, Current View group)

Click on the Conditional Formatting… button (on the left side toward the bottom).

Click on the Add button (on right side).

Add a name such as “emails from ____”

Click on the font button and on the resulting screen select the font and color you desire and click on the OK button.

Once you click on OK you will be back at the Conditional Formatting window. Click on the Condition button (bottom left).

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At the Filter window indicate when the special font/color is to be applied.

As applicable, enter word(s) in the “Search for the Word(s)” field, an email address in the From… field, and/or an email address (of recipient) in the Sent To… field.

You can limit it further by using the “Where I am:” selection.

Use the More Choices tab to be even more specific by limiting the rule to certain

conditions such as only emails are have not been read, those that have attachments, of a certain importance, etc.

The Advanced tab can be used to further limit/customize the rule.

When done, click on OK, OK, and OK again.

To Modify or Delete a Rule/Condition

Rules that you have created may be modified or deleted as desired. You cannot modify or delete the six built-in rules.

Click on View Settings (ribbon, View tab, Current View group)

Click on the Conditional Formatting… button (on the left side toward the bottom).

On the resulting screen, the rules that you have created are listed at the bottom (after the six built-in rules). If you have a lot of rules, you may need to scroll down.

To delete a rule, select it and click on the Delete button.

To modify a rule, select it and click on the

Condition… button. Once modifications, are made click on the OK button until you have exited the rule interface.

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Click on the desired template, and click on

Rules

Customize the Destination of Your Incoming Email: Have your incoming messages go directly to a certain folder based on sender, subject, etc. (bypassing the inbox). This is accomplished with a rule. This is easy to setup because Outlook contains several rule templates to assist you. This guide will walk you through one as a sample.

Click on the Rules icon and select “Manage Rules and Alerts”

(ribbon, Home tab, Move group).

The Rules and Alerts window will appear:

Click on and the Rules Wizard window will appear.

Click on New Rule

Any existing rules will appear here

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After clicking on , a Rules Wizard window will appear to guide you through setting up the variables required for the selected template.

For example, the window to the right appears when the “Move messages from someone to a folder” template is selected 

2. Click on each underlined item in the

“Step 2” window – to edit the rule description variables.

After completing Step 2, click on to edit the rule description variables for the next condition. When done, click on

. 1. Select condition(s)

Note: Step 2 must be completed for each condition selected in Step 1.

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39 Modify or Delete Existing Rules

Click on the Rules icon and select “Manage Rules and Alerts” (ribbon, Home tab, Move group).

The Rules and Alerts window will appear:

Select a rule and click on Delete or Change Rule as desired. For help on changing a rule see the steps for creating a rule (previous page).

Any existing rules will appear here

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Find / Search for an Email

(From the Main Outlook Window – Mail View)

Quick Search

Since Microsoft Office 2007, Outlook as a new “Quick Search” feature. Just start typing a word or two in the Quick Search field and the results start appearing as soon as you start typing!

The Quick Search feature searches in the current folder. After the search results are rendered, you can click on “Try searching again in

all Mail Items” to search in all folders. This option appears at the bottom of your search results so you may need to scroll down.

You may also change the scope of your search by using the options available from the ribbon, Search tab, Scope group. (To make the Search tab appear, you must click in the Quick Search field.)

Other options available from the ribbon‟s Search tab include by attachment, Unread, Sent To, by flag, etc. Use the Recent Searches icon to reuse recent search parameters. Also, see the advanced options under the Search Tools icon in the Options group.

Note! To make the Search tab appear, you must click in the Quick Search field.

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Change Default Search Behavior

To change the default search behavior, click on Search Tools and select Search Options... (Click in quick search field to make the Search tab appear – Search tab, Options group.)

To always search all folders, select “All folders.” Be aware that this may produce lengthy search results.

Quick Search - Customized!

You may add additional parameters to limit your quick searches. Click in the Quick Search field (to activate the Search tab) and click on (ribbon, Search tab, Refine group).

From the resulting drop down list, select the desired field(s). For example, if you select the From field, the Quick Search box will now

contain the From field.

To remove a special search field, just click on the X to the right of the field.

To always search all folders.

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Advanced Find

Alternatively, you may use the traditional Advanced Find feature.

The Advanced Find feature allows you to search in specific folders, from a particular sender, etc.

Click on Search Tools and select Advanced Find… (Click in quick search field to make the Search tab appear – Search tab, Options group.)

Click on , select the folders you wish to search in, click on “Search subfolders” if appropriate, then click on .

Enter word(s) to search for.

Use the drop-down arrow to select “subject field only” or “subject field and message body” as appropriate.

Enter a name in the or fields if desired. (Click on the or button to use the Address Lists…)

Click on .

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Find Related Messages

If you lose track of the emails going back and forth, you can select one of the emails in the chain and locate the other related messages. To do so, right-click on the email and select Find Related  Messages in This Conversation. If desired, you can also choose Messages from Sender to find all messages from that particular sender.

You may also locate related messages from within an email by clicking on the area right above the From field and selecting “Find related messages.”

Right Click

Click right above the From field and select “Find related

messages.”

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Junk Mail Folder

Outlook‟s junk mail filter is a complex set of rules that analyzes mail based on content, sender‟s address, subject, attachments, etc. There is no filter that can guarantee 100%

accuracy.

Items in your junk mail folder are not lost – they are just redirected to the junk mail folder which indicates that the email is likely junk mail (spam or phishing attempt). It is

important to occasionally skim through your junk mail folder to ensure that a valid mail item was not misclassified as junk.

Blocking a Sender

If a junk-mail item ends up in your inbox, just right-click on it, select Junk Email  Block Sender.

UN-Blocking a Sender

If a legitimate mail item is found in the junk folder, you can easily redirect it to your inbox and tell Outlook to route future items from this sender to your inbox. Right-click on the email, select Junk  Not Junk. Then, answer the prompt that follows..

Junk Mail options are also accessible from the Delete group (ribbon, Home tab).

Block all future emails from a sender (mail will go directly to the Junk folder)

UN-Block all future emails from a sender (mail will go directly to your Inbox) Right-click on an

email.

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Junk-Mail Filter

Although not recommended, you can turn off your junk mail filter. To turn off the junk- mail filter:

Click on Junk (ribbon, Home tab, Delete group), select Junk E-mail Options…

Select Tools from the menu bar, then select Options…

On the Preferences tab, click on the button

Select the first selection, “No automatic filtering….” and click on the button.

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Background Images

Note, adding a background image (picture) is discouraged. Doing so greatly increases the size of each message and quickly depletes your mail quota and the recipient’s mail quota.

Out of Office Assistant

Going away? Outlook can automatically notify others that you are out of the office.

To configure your Out of Office Assistant, click on the File tab  Info 

Automatic Replies.

Once you select “Out of Office Assistant,” you will see:

Turn OFF the Out of Office Assistant Or

Turn ON the Out of Office Assistant Enter the Start and End times. The End time is important – so you don‟t have to remember to turn it off when you return. 

When you have finished setting up the Out of Office Assistant, click on “OK”

You may setup a rule – for example, you may create a rule to forward all your mail to someone else while you are away.

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If you clicked on the Rules… button, the following will appear.

Once you click on OK, you will see that your new rule is listed on the resulting screen. You can delete or edit the rule as desired. Click on OK  OK.

If you wish, you may setup a rule – for

example, you can create a rule to forward all of your mail to someone else while you are away.

Adding a Rule to customize the Out of Office Assistant is

OPTIONAL

You can click on “Add Rule”

and set specific conditions

If the “From..” field is left blank, the rule will apply to all incoming messages!

1. Specify which incoming messages the rule will apply to.

2. Specify what action(s) to be performed. In this example, all emails received will be

forwarded to Donna Ceglar.

3. When done setting up your rule, click on

“OK”

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Calendar

Outlook has a wonderful calendar to help you keep track of your busy schedule. Also, you can create meeting notices to invite/notify coworkers of a meeting. When a change must be made to the time, location, or attendees, Outlook updates all invitees. This helps put an end to the email-tag when arranging a meeting.

Go to the Calendar View (from the Main Outlook Window, click on the “Calendar” navigation pane button in the lower left corner).

Getting Around in the Calendar Window

View by day - week -

month New calendar

item or meeting

Search for a calendar

entry

Browse backwards & forwards through the months.

To go to a particular day, just click on it.

Click on the title & you will receive a pop-up selection of the last 3 months and the next 3 months. (Move your mouse up or down to select a month.) Open

someone else‟s calendar

Email all or a portion of your calendar

Share your calendar

Select to view other calendars that you have permission to see.

Horizontal timeline for today

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Create a New Calendar Entry / Meeting Notice

To create a new entry – double click inside the day – or click on New Appointment or New Meeting icon (ribbon, Home tab, New group).

The resulting window will appear:

Use drop-down button to set a reminder alarm Display

time in calendar as?

Type any desired notes.

Type the subject

Turns your new entry into a

“meeting”

Set up a recurring entry

Categorize as?

Type the location

To set the meeting time – you must uncheck “All day event”

- or -

Mark entry as PRIVATE – denies viewing rights to others.

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Mark an Entr y as PRIVATE

Add an Attachment

To add an attachment to your calendar entry click on Attach File (ribbon, Insert tab, Include group)

Fill in all desired fields. If the new entry is just an “event/appointment” and not a meeting, click on Save & Close (ribbon, Appointment tab, Actions group).

Or, click on Invite attendees to schedule a meeting.

Add attendees just as you would addressees to an email…

Scheduling Assistance – Check Recipient‟s Availability

If you need to check the attendee‟s schedule before setting the time for the meeting, use the Scheduling Assistant which is detailed on the following page.

Click here to return to Table of Contents Add attendees just as you would addressees to an email

Type any desired notes.

Type the subject Type the location

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View Attendee’s Availability..

Use the following method to add attendees and check their availability at the same time.

Click on Scheduling Assistant and the following window will appear:

(click on and use your personal or Global Address book to find your attendees.)

If others cannot see your schedule or you are unable to view someone else‟s schedule, see the Free/Busy time configuration section.

THIS METHOD ALLOWS YOU TO CHECK THE

AVAILABILITY OF THE RECIPIENT’S CALENDAR VIA

COLOR CODES..

When using the address book, users can be selected as Required, Optional, or as a Resource.

You may also utilize the

Suggested times section (bottom right of your window) if you prefer a text list.

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Modify a Meeting

Often meetings arrangements have to be changed – and re-changed. You may need to change the meeting time, place, or just add more info. Outlook will work behind the scene to coordinate changes to your meeting.

To modify your meeting notice:

Double Click on the meeting (to open it) Make your changes

Click on the Send Update button To remove or add an attendee:

Double Click on the meeting (to open it)

In the To field, delete or add invitees as desired.

Click on the Send Update button

If your changes only affect the attendees, you will receive the prompt below. Choose the desired update type and click on

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Accept (or Reject) a Meeting Invitation

(From the Main Outlook Window – Calendar View)

Meeting invitations are received in your mail inbox and are indicated by the icon.

Upon opening an invitation you will see:

When accepting a message, you can choose to send a note with your response.

R e p l y b u t t o n s

Yes Maybe No Propose a different time Delete

Reply just to sender,

Reply to all sender and all invitees,

Forward meeting notice to someone else, or Forward as an email attachment.

Type any desired text to be included with your response and click on the Send button.

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Or….

If you click on Propose New Time, the following window will appear:

Select a new time in the graphical window (use the horizontal scroll bar if necessary)

Or

Use the start and end time field to propose a new time.

You may click and drag the red and green vertical lines to the left or right in lieu of typing the start and ending times. (Green is starting time and red is ending time.) When you move one of the lines, you will see that the meeting time automatically adjusts.

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Share Your Calendar

Send a Sharing Invitation or Request

To allow someone to view or modify your calendar, click on Share Calendar (from your calendar, Home tab, Share group). The following invitation will appear:

1. Enter recipient‟s email address or click on the [To…] button to find the name.

3. Click on the Send button.

Type any notes that you would like to include.

2. By default the recipient added will only be able to view your calendar. Only check this box if you want to grant the recipient add, edit, and delete rights to your calendar.

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Share and Assign Specific Permissions - at the Same Time

If you want to assign specific permissions, utilize the traditional interface which allows you to share your calendar and apply sharing permission at the same time.

Click on Calendar Permissions (from your calendar, Home tab, Share group). The following interface will appear:

2. Make sure the user is selected in the top section, and then set specific permissions.

1. Add user

3. Click on OK

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Free/Busy Time Configuration

Free Busy Time

By default users can utilize the Scheduling Assistant within the new appointment and new meeting interfaces to see when their coworkers are available for meetings. This puts an end to the emailing and calling to multiple parties just to setup a meeting. See the View Attendee‟s Availability section for more information.

The default settings are shown below. By default, the Default user can only see if you are available or busy – not the specifics of your meetings. The Default user is associated with coworkers that you have not already shared your calendar with.

If desired, you may grant others the right to view the subject and location of your meetings as well by clicking on the Default user and selecting the read permission of “Free/Busy time, subject, location.” Even if this permission is given, calendar items marked private will appear as “Private Appointment” to others.

If coworkers state that they cannot see your schedule, check your calendar permissions and ensure that the Default user has the Read – Free/Busy time permission. This will allow them to see if you‟re available. The Free/Busy time permission in combination with the Scheduling Assistant saves a lot of time and improves scheduling success.

Access the Calendar Permission from the ribbon, Home tab, Share group.

Default permissions allow co-workers to see when you‟re available for a meeting.

If desired, you may also configure how much of your Free/Busy time to publish

and how often it is updated. Click here to return to Table of Contents

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To Do Lists (Tasks)

(From the Main Outlook Window – Tasks View)

Outlook includes a Tasks feature to help you keep track of all of your work. The Tasks feature keeps track of your pending and completed work.

Go to the Tasks View (from the Main Outlook Window, click on the “Tasks” navigation pane button in the lower left corner).

Create a New Task

To create a new task – click on and the following window will appear (ribbon, Home tab, New Group).

Set a reminder alarm

Have task reoccur Assign

task to someone Delete

this task

Type desired notes here

Send a status report (msg) to someone

Save Mark as

Complete

Select a status Set start and due dates

Set a priority

If desired, annotate percent complete.

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59 Add an Attachment

To add an attachment to your task entry click on (ribbon, Insert tab, Include Group).

Enter as much or as little details in the body/text of the task as needed and click on (ribbon, Task tab, Actions group).

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Manage Your Tasks (To-Do List)

From the Main Tasks window you can right-click on a task and select the desired option.

View Settings

You can view your tasks by category, details, simple list, priority, active status, completed, today‟s tasks, this week‟s tasks, overdue, assigned to, etc. To experiment with the different views, click on Change View (ribbon, View tab, Current View group).

Search Right-Click on a task and

select a desired option

Click on a column title to sort accordingly..

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61 Additional View Settings

Create a New Folder to Organize by Subject To create a new folder, click on New Folder (ribbon, Folder tab, New group).

Open Shared Tasks

To open someone else‟s tasks that they have shared with you, click on Open Shared Tasks (ribbon, Folder tab, Share group).

Column Settings

Pane Layout Settings

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Share Your Tasks

(From the Main Outlook Window – Tasks View)

Send a Sharing Invitation or Request To allow someone to view your tasks or send a request to view someone else‟s tasks; click on Tasks (bottom right), click on Mailbox – Your Name and then click on Share Tasks (ribbon, Folder tab, Share group).

1. Enter User‟s email address or click on the [To…] button to find the name.

3. Click on the Send button.