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Outlook 2010


Microsoft offers online self-paced training for the various components of Office 2010. This training will walk you through the various features that are available in the new version and how to do certain things in the program.

Self-Paced Training: Click here to access the self-paced training for Microsoft Outlook 2010.

What's New in Outlook 2010

Expanded Ribbon

First introduced in Microsoft Office Outlook 2007, the ribbon is part of the Microsoft Office user interface. It is designed to help you quickly find the commands that you need to complete a task. Commands are organized in related groups that are collected together under tabs. In Outlook 2010, the ribbon has replaced the menus in the main Outlook window. In addition, you can also customize the ribbon to include custom tabs that you can personalize to better match your work style.

Quick Steps

Turn commands and procedures that you use most often into one click. You can customize the default Quick Steps, and create your own buttons that combine your frequent actions. The Quick Steps gallery includes buttons for one-click file and flag, sending messages to your team, and other popular commands. Customizing is very easy.

Meeting Suggestions

Introduced in Outlook 2007, Meeting Suggestions now appears when you create a meeting request. Schedules for attendees are analyzed and the best time is suggested, based on everyone's availability.

View Zoom Control

Zoom in or out of your mail or calendar views with the new zoom slider control at the bottom of the window.

Navigation Pane

All commands and views that were previously in the Navigation Pane have moved to the ribbon. The order of the folders was also changed to make it easier to find common default folders, specifically the Inbox and Deleted Items. Some headers and icons were removed to streamline the appearance of the Navigation Pane.

Microsoft Outlook 2010

Notice that you have 3 "panes" in your window. The left hand side shows you your favorite and mail folders, as well as, the links to your Calendar, Contacts, Tasks, Notes, Folder list and Shortcuts. The second pane shows the contents of your Inbox. The third pane displays a calendar with today's appointments and your To Do list. The contents of these panes change as you enter the different functional areas of Outlook.
You also have the ability to turn on the reading pane. The reading pane displays the message on the side of the window. You can also turn on and off the side panes.

Working with E-mail
To compose a new email, click on the New E-mail button on the top left hand side of the Outlook ribbon.

Fill in the To:, Subject:, and the Body area of the email.

If you know the email address of the person you are sending the email to you can enter the address directly into the To: field. (ex.
If it is a person on campus, you my start typing in their name into the To: field and then use the Check Names button to make sure that the address that you entered is correct.
You may also use the address book to enter your recipient(s). Instructions for doing that are on the next page.

Using the Address Book
If you do not know the exact address of someone on campus, click on the To... button in the email window or the Address Book icon located in the ribbon.

This will bring up the Global Address List (GAL) for the entire campus. You can type in the name of the recipient, or you can select whom you want the mail to go to by double-clicking on their name(s) and select OK. This will automatically populate the To: field with the address(es) you selected. The same method applies for the Cc: and Bcc: fields. You can also access your contacts list from this window.
To add an attachment, click on the Attach File button and select the file you wish to attach to your email. Click on Insert to add the attachment once you have selected which file(s) you wish to send.

Type in the body of your message, and then click on the Send button.

Receiving Email Messages:
When you receive a new email message, Outlook will display an envelope icon in your system tray, as well as bring up a pop up window.

Also any new messages will be displayed in bold in your Inbox. Double clicking on the message will display the message in full screen mode, (single clicking on the message will display it in the Reading pane).
Clicking on the red X in the upper right hand corner of the displayed message will return you to your Outlook inbox.

To delete a mail message, simply click on the Delete Message button in the tool bar. Once a message has been deleted, it still can be recovered from the Deleted Items folder .

Navigating Outlook

Click on this button to move into the mail section. From here you can read, compose and send messages.

Click on this button to move into the Calendar section. From here you can setup appointments, events (one time or recurring) and access the other calendar functions.

Click on this button to move into the Contacts section. From here you can set up your contacts list. You can have several contact lists (personal, business, etc.).

Click on this button to move into the Tasks section. From here you can setup personal or designate tasks.

Click on this button to move into the Notes section. In this section you can compose notes. These notes appear as "sticky" notes that you can organize by date.

Click on this button to move into the Folders section. In this area, you can look at and manage your folders in your account.

Click on this button to move into the Shortcuts section. The shortcuts section is used for setting up shortcuts to web pages, files or other sections of your Outlook.

Working with the Calendar
When you first open up your Outlook calendar, you will see your appointments arranged by date. You can change the date range displayed for your calendar from daily, weekly and monthly.

To change how you view your calendar, click on day to see a complete day view, work week (or week all 7 days) to see all appointments for the week, or month to view your appointments for the month.
Note that the calendar view in the left hand pane will have days that you have appointments made on will appear as bold.
To send or post a new appointment or make a meeting request, click on the New Appointment button or the New Meeting button to create a meeting with more than one person.
Click on the Appointment button, notice that you can add your invitees in the To: field, add your Subject, and Location. Meetings work the same as mail for bringing up the global address book and choosing attendees. Next you can set your meeting start and end times, as well as customize your reminder options (by default your reminder alarms are set to 15 minutes before meeting time).

When your meeting gets within 15 minutes of its scheduled time, you will receive a reminder that you have an appointment. You can choose to "snooze" or dismiss the appointment reminder.
You can also use the Scheduling Assistant button to see when attendees are free.

Note that you can see suggested times for attendees in the lower right hand corner of the window. This is especially useful when you are trying to organize a meeting with many attendees. When you have completed entering all of your meeting information, just click on Send.

Setting up Shared Calendar

Note: When you share your calendar, you are giving rights for others to view your calendar. 

To share your calendar, click on the Share Calendar button.

Click on To and select the person(s) you wish to have access to your calendar. You can give them the rights to view, have limited or full access to your calendar.
To access someone's shared calendar, in the left hand pane of the calendar window, click name of the person whose calendar you want to view.

NOTE: That person must have given you rights to view/change their calendar.
When you connect to the other person's calendar, you will see both calendars side by side.

You can click in the user's calendar and set up appointments for the other person to see on their calendar.
After you set up the shared calendar the first time, the shared users name will appear in the left hand window. To view their calendar, just check the box next to their name. To close their calendar, just click X next to their name on the calendar.

Creating and Managing Contacts
You can create your own contact lists that are separate from the Global Address List. This works like an address book. When you first open your contacts list, it will be blank.

To add a contact, click on the New Contact button. This will open a new contact window.

At this point, you can enter the data that you wish to include in this persons contact entry. When you have finished entering data, click on the Save and Close button to add that contact information to your contact list. You can also add a contact from an email window. Right-Click on the e-mail address in the mail window, and select Add to Contacts.
You can also create different groupings for your contacts.
Once you have entered contacts, they can be edited by double clicking on the contact name from the contacts list.
To send an email to a contact on your list click on the To: button and when the address book window appears, select Contacts from the pull down list in the upper right hand corner.

Creating and Managing Tasks

Another useful feature of Outlook is the ability to create and manage tasks. To access the task list, click on the Tasks button on the left hand side of outlook. If you have any tasks created, they will appear on your task list. To create a new task, click on New Task.

Enter a subject name of your task. Form here you can set your due date, add notes, change priority, and even change the percentage complete to manage your ongoing project.
You can make your task Recurring or Assign it to another user . You do not need to have rights to a user's task list to assign a task.
When you are finished click on the Save and Close button to save your task.
To manage your tasks you can double click on the task to modify it, or click in the box next to a listed task to mark it completed. The completed task will remain in your list until you decide to delete it.

Creating and Managing Notes
Outlook has a useful feature for recording notes. To access the notes feature, click on the Notes button. If you already have input notes, they will appear in the notes list.
To create a new note, click on the New Note button.

You will get a new "sticky" note that appears on your notes screen. Simply start inputting the text for the note. Completed notes will show up in you notes pane. Double click on them to read or modify them.

Managing Folders

You can manage your folders in Outlook by clicking on the Folders button.

Clicking on the folder option will provide a list of the folders associated with your Outlook account. You can modify, change or add folders from this view. This is a great way of organizing your mail. You can even setup rules so that mail from a certain person, or subject can go directly into a specific folder.