Beginner Skills in Microsoft® Outlook® 2010



Beginner Skills in Microsoft? Outlook? 2010Lesson 1After completing this lesson, you will be able to:Customize Outlook 2010 user interface elements.Customize Outlook 2010 program elements.Access Outlook Help.Customize the view of Outlook items.Sort messages in a List anize e-mail messages in folders.Locate and filter items.Customizing User Interface ElementsIn Outlook 2010, you can change the default layout of user interface elements such as the ribbon, the Quick Access Toolbar, and the Navigation Pane. Click the Minimize the?Ribbon arrow to minimize the ribbon and maximize your workspace. Clicking the arrow again restores the ribbon to the Normal view.The Quick Access Toolbar is located next to the Outlook icon, above the ribbon. You can place it below the ribbon by clicking the Customize Quick Access Toolbar arrow and then selecting Show Below the Ribbon.On the View tab, the commands in the Layout group help you customize the layout of the Navigation Pane, the Reading Pane, and the To-Do Bar. From the Navigation Pane list, you can choose Normal, Minimized, or Off. For example, when you select Minimized, the Navigation Pane is minimized. You can also use the Minimize the Navigation Pane arrow to minimize the Navigation Pane. Clicking the arrow again restores the Navigation Pane to the Normal view. To resize the Navigation Pane, drag the resizing handle.You can also change the layout of the Reading Pane. You can view the Reading Pane to the right of the messages list or below the list, or you can close the Reading Pane.Using the options in the To-Do Bar list, you can change the layout of the To-Do Bar.You can customize the status bar by right-clicking it and then selecting the options that you want to hide or display on the status bar.You can easily customize the Outlook 2010 user interface elements to meet your preferences.Customizing Program ElementsThe Outlook Options dialog box helps you customize user interface elements, specify a user name, and configure start up options. The Backstage view includes commands that you use to perform operations on Outlook items, such as saving, opening, and printing?an e-mail message. You can click Options in the Backstage view to access the Outlook Options dialog box.On the General options page, you can specify user interface, personalization, and start up options. Use the Show Mini Toolbar on selection option to display the Mini Toolbar above selected text for quick access to formatting tools. When you select the Enable Live Preview option, you can preview the effect of a command, such as a formatting change, without committing the change. You can also choose a different color scheme for Outlook and the style for ScreenTips.Specify your name in the User name box and your initials in the Initials box to personalize your copy of Microsoft Office. You can choose Outlook 2010 as your default program to send or receive e-mail messages, store contacts, and organize your calendar-based schedule. In the Start up options section, select the Make Outlook the default program for E-mail, Contacts, and Calendar option. By clicking the Default Programs button, you can select Outlook 2010 as the default program to open e-mail messages, Outlook data files, and vCard files.Using Help in Outlook 2010The Outlook Help window is an easily accessible help option in Outlook 2010. You can open the Outlook Help window by clicking the Help button located above the ribbon. Alternatively, you can press the F1 key. You can browse various categories of Outlook Help options by using the Outlook Help window.You can also search for the required information by using the Search box.? Microsoft Office OnlineMicrosoft Office Online is a comprehensive and up-to-date online help option for all Microsoft Office applications.If you are connected to the Internet, you can access Microsoft Office Online Web site by selecting Connection Status on the right corner of the status bar, in the Outlook Help window. The option Show content from displays link to the Help and How-to online support and the Get started with Outlook 2010 and Browse Outlook 2010 support sections.The Microsoft Office Online Web site provides access to tips, articles, online training, downloads, templates, and services that can help you understand new features and components of Outlook 2010.The toolbar of the Outlook Help window helps you navigate the Help sections. You can change the font size of the text in the Outlook Help window by clicking Change Font Size above the Search box, or print the instructions by clicking PrintViewing and Arranging Outlook ItemsContactsYou can customize the Contacts view by choosing from the following views provided by Outlook 2010: Business Card. By default, the Contacts view displays the business information of existing contacts on individual business cards. Card. The Card view displays a smaller view of business cards with limited contact information. Phone. The Phone view displays the contact details in a list. List. The List view displays the existing contacts in a list, grouped by the company name.To change the view of contacts, perform the following steps:To display the Contacts view, in the Navigation Pane, click Contacts. To display the view options, on the View tab, in the Current View group, click Change View.To display the contacts in a different view, select Business Card, Card, Phone, or List.You can arrange contacts by clicking Reverse Sort in the Arrangement group. You can also sort the contacts in respective groups by Categories, Company, and Location.If you have contacts in more than one language, you can use the additional alphabet bar in the Contacts view to display contacts accordingly. You can display an alphabet bar for a number of different languages, including Arabic, Cyrillic, Greek, Thai, or Vietnamese.To display an additional alphabet bar, perform the following steps:In the Navigation Pane, click Contacts to display your contacts. Below the English alphabet bar in the contacts list, click the alphabet bar icon.Select a language from the list to display the Alphabet bar of that language in the Contacts list view.Sorting Messages in a List ViewUsing Outlook 2010, you can arrange your e-mail messages in the message list according to your preference. By default, the e-mail messages in the messages list are arranged chronologically— according to the date and time the message was received. By selecting the Arrange By list in the Arrangement group on the View tab, you can arrange your messages based on other columns such as From, To, and Categories.To further customize the sort settings, on the View tab, select View Settings in the Current View group. Then, in the Advanced View Settings: Compact dialog box, click Sort to view and change the sort settings. In the Sort dialog box, for example, you can choose to sort your messages first based on sender and then based on received date. You need to select From in the Sort items by list and then select Received in the Then by list. You can specify whether you want to sort the messages in ascending or descending order. The messages are sorted based on the selected columns and priority.The default view of the message list is Compact. When you change the view to Single, you can simply click the required column heading in the message list and view the messages according to the column. Then, you can click the arrow on the column heading to arrange messages in ascending or descending order.? Alternatively, you can right-click a column heading, select Arrange By, and then select the required column. The message list is arranged based on the column heading you choose. If you do not want to view a particular column, for example Received, you can hide that column. In the Advanced View Settings: Single dialog box, you can click Columns to display the options to show or hide the columns. To hide a column, in the Show Columns dialog box, select the column in the Show these columns in this order list, and click Remove. Alternatively, right-click a column header in the list view and click Remove This Column. The selected column is hidden in the List view. Similarly, in the Show Columns dialog box, you can select the column from the Available columns list and click Add to show the column in the List view. Outlook 2010 provides various options to sort messages in the List viewOrganizing E-Mail Messages in FoldersTranscriptYou can organize your e-mail messages by creating new folders and moving your messages to those folders.You can specify a name for the new folder you create. Let’s name the folder Carol.Next, you need to specify the type of data that the new folder can contain. You want the new folder to contain e-mail messages from Carol. Therefore, make sure that the Mail and Post Items option is selected from the list.You can specify where you want to place the new folder. After you have specified all the required details, you can create the new folder.You can see the new folder in the list of folders. You can now move e-mail messages to the new folder.You can select multiple messages by holding the CTRL key and selecting the required messages.You can move the selected message from Carol to the newly created folder. Alternatively, you can drag the required message to the new folder.You can see the message you moved in the new folder.In this demonstration, you have seen how to create a new folder and move specific e-mail messages to the folder.Demonstrated ProcedureTo create a new folder, in the current view, click the Folder tab, and in the New group, click New Folder.To name the folder, in the Create New Folder dialog box, in the Name box, specify a suitable name.To specify that the new folder should contain e-mail messages, in the Folder contains list, ensure that Mail and Post Items is selected.To specify a location for the new folder, select a folder from the Select where to place the folder list, and then click OK.To move an e-mail message to the new folder, from the message list, select the e-mail message, and on the Home tab, in the Move group, click Move.To select the folder where you need to move the message, from the list of folders in the Navigation Pane, select the required folder.To view the message in the new folder, in the Navigation Pane, click the required folder.Locating and Filtering ItemsOutlook 2010 helps you manage your e-mail messages, contacts, appointments, and tasks efficiently. You can use the search and filter options to locate a particular item.You can search for specific e-mail messages, appointments, tasks, or contacts in Outlook 2010. Instead of browsing the entire list of items, you can easily search the required item by typing a keyword or other search criterion in the Search box located above the Column Headers in each view. For example, in the Mail view, you can specify a keyword in the Search box, and all messages containing the keyword are displayed in the message list.To search for items with a specific criterion, in the Search box, type the required keywords. You will see that the results are automatically filtered and displayed according to the specified criterion.?? To refine your search results, you can use the filter options. In the Mail view, on the Home tab, you can?click Filter E-mail in the Find group to display a list of filter options. Choose a filter option from the list to display only the messages matching the filter criterion. For example, if you select Has Attachments from the Filter E-mail list, then only e-mail messages with attachments are displayed.Similarly, you can filter items in Calendar, Contacts, and Tasks viewsTestWorking with Outlook Views and Items Lab: Working with Outlook Views and ItemsTask 1: Customizing the Outlook 2010 User InterfaceIn this task, you will change the default layout of the Quick Access Toolbar, Reading Pane, and To-Do Bar in Outlook 2010.To start Outlook 2010, click Start, point to All Programs, click Microsoft Office, and then click Microsoft Outlook 2010.NoteNotice that by default the Quick Access Toolbar is placed above the ribbon.To place the Quick Access Toolbar below the ribbon, on the Quick Access Toolbar, click Customize Quick Access Toolbar, and then in the Customize Quick Access Toolbar menu, click Show Below the Ribbon.NoteNotice that by default the Reading Pane is displayed to the right of the list of messages.To display the Reading Pane below the list of messages, on the View tab, in the Layout group, click Reading Pane, and then in the list, select Bottom.NoteNotice that by default the To-Do Bar appears in the minimized state on the right of the program window.To close the To-Do Bar, on the View tab, in the Layout group, click To-Do Bar, and then in the list, select Off.Task 2: Organizing E-Mail Messages in a FolderIn this task, you will create a new folder in the Inbox and then select some messages in your Inbox, and move those to the new folder.To create a new folder, in the Mail view, on the Folder tab, in the New group, click New Folder.To specify the name of the folder, in the Create New Folder dialog box, in the Name box, type a name for the folder.To specify that the new folder should contain e-mail messages, in the Folder contains list, ensure that Mail and Post Items is selected. To specify a location for the new folder, in the Select where to place the folder list, ensure that Inbox is selected, and then click OK.NoteThe folder that is open in the Mail view appears as the default folder in the Select where to place the folder list, in the Create New Folder dialog box.To change the location of the Reading Pane to view the entire message list, on the View tab, in the Layout group, click Reading Pane, and then in the list, select Right.To select all e-mail messages you want to move to the new folder, in the message list, select one e-mail message, and then, hold down the CTRL key, and select the other messages you want to move.To move the selected messages to the new folder, on the Home tab, in the Move group, click Move, and then in the list click the new folder.To view the messages in the new folder, in the Navigation Pane, under Inbox, click the new folder.NoteNotice that the selected e-mail messages are moved from the message list to the new folder in your Inbox.Task 3: Customizing the Outlook ViewsIn this task, you will customize the Mail, Contacts, Calendar, and Tasks views.NoteEnsure that the Mail view is open and the Inbox is selected in the Navigation Pane.To group the e-mail messages by sender, on the View tab, in the Arrangement group, click Arrange By, and then in the list, click From. NoteNotice that the e-mail messages are grouped by the sender names in ascending order.To display the Calendar view, in the Navigation Pane, click Calendar.To customize the Calendar view, on the View tab, in the Arrangement group, click Work Week.NoteNotice that the calendar displays a work week instead of one day.To display the Tasks view, in the Navigation Pane, click Tasks.To filter the tasks, in the Tasks view, click the search box.To display the completed tasks, on the Search Tools Search tab, in the Refine group, click the Completed Tasks arrow, and then in the list, select Completed Tasks.NoteNotice that the search text iscompleted:yes is automatically displayed in the search box and the completed tasks from your task list are displayed.To close Outlook 2010, on the title bar, click the Close button.Lesson 2After completing this lesson, you will be able to:Create and send basic e-mail messages.TranscriptTo share information with multiple recipients, you can create and send an e-mail message by using Outlook 2010.You want to send the e-mail message to Martin and a copy to David. Let’s first add the e-mail address for Martin.If you want to send the message to multiple recipients, you can add their e-mail addresses separated by semicolons.Now let’s add David’s address. You can locate David’s e-mail address by using the Address Book, which is a collection of names, e-mail addresses, and other contact details.You can select the address book in which you want to look for the e-mail address of the recipient. The Global Address List is displayed by default and contains names and e-mail addresses of everyone in your organization. The global address book is available if you are connected to the Microsoft Exchange server.From the list of names in the Global Address List, you can select David and add the selected name to the Cc box.Similarly, you can select other names and add them to the To or Bcc box.You can also search for contact details of a person by typing a name or part of the name in the Search box.You can specify the subject of the e-mail message.Next, you can type the message. You can format the text by using the formatting options available in the Basic Text group.You can share additional information or files with the recipients by including any file—such as a Microsoft Word document, a Microsoft Excel workbook, or an image—as an attachment with your e-mail message. You can send multiple attachments with your message.Browse the folders to locate the file or files you want to attach. You can attach multiple files by holding down the CTRL key and selecting the required files.In your e-mail message, you can also include a hyperlink to a Web page.You can specify the Web page address that you want to include in the message. If you do not want the Web address displayed in your message, you can specify the text that should be displayed.By default, a message does not have a priority or importance level. If you want to specify an importance level, you can choose High Importance or Low Importance. You want the recipient to take immediate action on your e-mail message, so choose High Importance.Before sending your message, you can proof it to make sure that your message does not contain spelling or grammar errors.You can view any errors and the suggested corrections. You can choose to accept or ignore the suggestions.After the spell check is complete, you can return to your message.After you have created the message with all required details, you can send the message.In this demonstration, you have seen how to create an e-mail message, include an attachment and a hyperlink, and send the message to multiple recipients.Demonstrated ProcedureTo create an e-mail message, on the Home tab, in the New group, click New E-mail.To specify the recipient’s e-mail address in the To box, in the message header, in the To box, type the required e-mail address.To open the address book, in the Names group, click Address Book.To open the Global Address List, in the Select Names: Global Address List dialog box, in the Address Book list, ensure that the Global Address List is selected.To add a recipient to the Cc box, from the list of contacts, select the required contact, click Cc, and then click OK.To specify a subject for the e-mail message, click the Subject box, and type the required text.To specify the e-mail message, click in the message body and type the required text.To attach a file to the e-mail message, on the Insert tab, in the Include group, click Attach File.To select the file to attach, in the Insert File dialog box, browse to the required folder, select the file, and click Insert.To insert a hyperlink to a Web page, on the Insert tab, in the Links group, click Hyperlink.To provide the address of a Web page, in the Insert Hyperlink dialog box, in the Address box, type the required address, and click OK.To specify a priority for the new e-mail message, on the Message tab, in theTags group, select the required importance option.To check spelling and grammar, on the Review tab, in the Proofing group, click Spelling & Grammar.To resolve an error, in the Spelling and Grammar: English (U.S.) dialog box, select the required suggestion, click Change.To complete the Spelling and Grammar check, in the Microsoft Outlook window, click OK.To send the e-mail message, click Send.Print an e-mail message.You can print an e-mail message in Outlook 2010 by using the options in the Backstage view. Click the File tab to access the Backstage view and then click the Print tab. To print an e-mail message, perform the following steps:To select the required e-mail message, from the List view, click the message.To display the Backstage view, click File.To display the print options, in the NavigationPane, click Print.To change the Printer settings, in the Printer section, select the Printer list, and select the required option.To select a printer and print style options, in the Printer section, click Print Options.In the Print dialog box, select the required print options in the Printer, Print style, Page range, Print options, and Copies sections.To preview the e-mail message, in the Print dialog box, click Preview.To print the e-mail message, in the Print dialog box, click Print.To cancel the print settings, in the Print dialog box, click Cancel.To preview the message in zoom in view, in the Preview pane, on the Print page, click the zoom in cursor.To change the default setting of the message, in the Settings section, click Table Style.To print the e-mail message, in the Print section, click PrintCreate an e-mail signature.Creating an E-mail SignatureUsing Outlook 2010, you can create a personalized signature that contains your contact details and other information. Your signature can include text, image, logo, business card, a link to a Web page, or an image of your handwritten signature. You can add a signature to an outgoing message manually or configure Outlook 2010 so that all outgoing messages contain the signature. To create a signature, perform the following steps:To create a signature, in the New group, on the Home tab, click NewE-mail.To view the Signature options, on the Message tab, in the Include group,?click Signature.To provide the details, in the Signature list, select Signatures.To create a signature, in the SignaturesandStationery dialog box, click New.To select a signature to edit, in the Select signature to edit box, select the signature.To edit the selected signature, in the Editsignature box, modify the signature details.To save the signature, on the E-mail Signature tab, click Save.When you edit a signature, you can format the text, and insert a business card, an image, or a hyperlink, if required. After you save the signature, it is displayed in the Select signature to edit box. You can create as many signatures you want.You can edit any existing signature, rename it, or delete a signature if you do not want to use it. You can also specify which signature should be included by default in new messages that you create. Similarly, you can specify a default signature that should be included when you reply to or forward a message. If you have more than one e-mail account configured in Outlook 2010, you can select a specific e-mail account to which you assign a signature. After you create a signature and specify it as the default signature for outgoing messages, you can view the signature in the message body when you create a new message. If you have not configured Outlook 2010 to include default signatures for outgoing messages, or if you prefer to use an alternative signature, you can manually add a signature by selecting it from the Signature list.? A personal signature provides an easy way for you to share contact information and other details with recipients.View messages and attachments.If the Reading Pane is enabled, you can click any e-mail message in the current view to display the contents of that message in the Reading Pane. You can also double-click an e-mail message to view the entire message in a separate window. You can adjust zoom levels to magnify the content of messages in the Reading Pane. On the status bar, use the Zoom slider located at the corner of the program window to quickly zoom in or zoom out the message in the Reading Pane. The zoom level you set applies to any message you select.Similarly, when you are viewing a message in its own message window, you can adjust the zoom level by clicking Zoom in the Zoom group. The Zoom dialog box is displayed with predefined zoom levels from which you can choose. You can specify a different zoom level in the Percent box. The Preview pane displays the preview of the message with the selected zoom level. The zoom level you set is used for all messages.When you receive an e-mail message with an attachment, you can preview the content of the attachment or open the attachment to view it. To preview the attachment using the Reading Pane, select the message and then click the attachment once. The content of the attachment is displayed in the Reading Pane. Click the Message button to the left of the attachment to return to viewing the content of the message.If you are viewing a message in a separate message window, you can also click the attachment file to preview the entire attachment in the window. Click the Message button to return to the message body.You can also open an attachment from the Reading Pane. If you select the attachment in the Reading Pane, the Attachment Tools Attachments tab is displayed with the Actions, Selection, and Message groups. In the Actions group, click Open to open the selected attachment. You can also double-click an attachment to open it.If you are viewing a message in a separate message window, click the attachment you want to open. On the Attachment Tools Attachments tab, click Open in the Actions group to open the selected attachment. You can also double-click an attachment to open it.To save an attachment to your computer, click Save As in the Actions group. If your e-mail message has multiple attachments, you can click Save All Attachments to save them all.Respond to a message sender.When responding to an e-mail message, you can reply to the sender of the message or to the sender and all recipients of the message. You can also forward the message. To reply to a message, select the message in the list and then choose the appropriate option from the Respond group on the Home tab. If you want to reply to only the sender, click Reply. Alternatively, you can right-click the selected message and, from the context menu, click Reply. If you need to reply to the sender and all recipients of the message, click Reply All. When you select a reply option, a new message window is displayed that contains the body of the original message. You can type your reply in the message body and send the e-mail message.If you want to forward an e-mail message to one or more recipients, click Forward. Alternatively, right-click the selected message and, from the context menu, select Forward. A new message window with the contents of the original message is displayed. You can enter e-mail addresses of the recipients in the To or Cc box, type any additional message, and send the e-mail.You can also forward an e-mail message as an attachment. In the Respond group, select More Respond Actions and select Forward as Attachment. The entire text of the message is included as an attachment. In addition to e-mail messages, you might receive a poll that you need to respond to. To respond to the poll, select the poll message, and then in the Reading Pane, click the Click here to vote line in the message header. A list of options is displayed from which you can select the required option and send the response.If the message is open in a separate message window, you can respond to the poll by clicking Vote in the Respond group. From the list of options, select the required option. Now your vote is recorded and you can send it to the sender of the message.Using Outlook 2010, you can respond to an e-mail message by using various options available in the Respond group.Interact with a message senderInteracting with a Message SenderUsing the Contact Card in Outlook 2010, you can easily and quickly interact with a message sender in various ways—for example, you can send an e-mail message or schedule a meeting. Simply point to the sender’s name in the message header in the Reading Pane or an open message. You can view a Contact Card that includes information about the contact, such as name, e-mail address, department, office, phone numbers, and location. If the contact has included a picture, it is displayed in the upper-left corner. The Contact Card also contains options that you can use to communicate instantly with the sender.The following options are available on a Contact Card:Send e-mail message to. You can instantly send an e-mail message to the sender by clicking the Send e-mail message to button.View More. On the View More options list, you can select Schedule a Meeting to create a meeting invite to the sender. Expand Contact Card. You can view a detailed contact record of the sender by clicking the Expand Contact Card arrow in the upper-right corner of the Contact posing and sending a messageExploring E-Mail CommunicationLab: Composing and Sending a MessageTask 1: Create a new e-mail messageIn this task, you will create a new e-mail message in Outlook 2010.To start Outlook 2010, click Start, point to All Programs, click Microsoft Office, and then click Microsoft Outlook 2010.To create a new e-mail message, on the Home tab, in the New group, click New E-mail.TipYou can also create a new e-mail message by pressing CTRL+SHIFT+M on your keyboard.Task 2: Compose a new e-mail messageIn this task, you will specify the e-mail addresses of the recipients, the subject, and the message in the message window.To specify the primary recipient’s e-mail address, in the To box, type the required e-mail address.To specify the secondary recipient’s e-mail address, in the Cc box, type the required e-mail address.TipYou can also search for recipients’ e-mail addresses in the Global Address List by clicking the To or Cc buttons.To specify a subject for the e-mail message, in the Subject box, type the subject.To specify the e-mail message, in the message body, type the message. Task 3: Attach a fileIn this task, you will attach a file to the new e-mail message.To attach a file to the e-mail message, on the Message tab, in the Include group, click Attach File.To select the file to attach, in the Insert File dialog box, browse to the required folder, select the required file, and then click Insert.NoteThe selected file is included as an attachment in the Attached box. You can attach multiple attachments to the message.Task 4: Insert a hyperlinkIn this task, you will insert a link to a Web site in the e-mail message.To insert a link to a Web site, on the Insert tab, in the Links group, click Hyperlink. To specify the URL of the required Web site, in the Insert Hyperlink dialog box, in the Address box, type the URL, and then click OK.NoteIf you do not want the URL to be displayed in your message, you can also specify the text that you want to display in the Text to display box.Task 5: Proofread and send the messageIn this task, you will check the spelling and grammar of the text in the message, and then send the message.To check spelling and grammar, on the Review tab, in the Proofing group, click Spelling & Grammar.NoteIf there are any errors in the text, the Spelling and Grammar: English (U.S.) dialog box is displayed. You can view the error and the suggested correction. You can choose to accept or ignore the suggestion.To complete the spelling and grammar check, in the Microsoft Office Outlook message box, click OK.To send the e-mail message, in the message header, click Send.NoteIf you do not specify the recipient’s e-mail address and click the Send button, a Microsoft Outlook message box is displayed stating that you must specify at least one e-mail address. If you do not specify the subject, after you click the Send button, the Microsoft Outlook message box is displayed to confirm whether you want to send the message without a subject.Lesson 3Creating and Managing Contact RecordsYou can use the Contacts folder in Outlook 2010 to create and organize contact information about people and organizations. To create a contact record, in the New group on the Home tab, select New Contact. Alternatively, you can select New Items and then select Contact to display the Contact options.In the Contact window, you can add information about a contact, such as name, e-mail address, and phone numbers, and then click Save & Close in the Actions group to save the record and close the Contact window. The new contact is added to your Contacts list. You can also modify the existing contacts in the Contacts folder. Double-click the contact and, in the Contact window, edit the required fields. After you have made the changes, you can click Save & Close to save the changes and close the Contact window.You can also add contacts from your organization’s global address book to the Contacts folder. The global address book is available if you are connected to the Microsoft Exchange server. In the Find group, select Address Book, and then in the Address Book: Global Address List window, ensure that Global Address List is selected to view contacts from the list. Now right-click the required contact name from the list, and from the menu, select Add to Contacts. In the Contact window, you can click Save & Close in the Actions group to add the contact in your Contacts folder and close the window. The new contact is added to your Contacts folder. Outlook 2010 suggests new contacts that you may want to create based on the e-mail addresses to which you send messages. These are located in the Suggested Contacts folder. To add a suggested contact to your Contacts folder, select the contact from your suggested contacts list, and in the Actions group, select the Move list to display the list of folders. You can select Contacts to add the suggested contact in your Contacts folder. You can also select Copy to Folder to select any other folder in which you want to add the suggested contact. Alternatively, you can drag the contact to your Contacts folder. The suggested contact is now added to your Contacts list. To print a contact record, in the Contacts folder, double-click the required contact. In the Contact window, in the Navigation Pane, on the File tab, select Print. After you have defined the settings, click Print to print the selected contact record. If you no longer need a contact and want to delete it, select the contact and then in the Delete group on the Home tab, click Delete.You can easily organize and manage your contacts in Outlook 2010.Viewing Contact InformationThe Contacts folder in Outlook 2010 contains the contacts that you create. By default, the existing contacts are displayed in the Business Card view. In this view, the contacts are displayed in the format of business cards, and you can view information, such as the name, company name, job title, e-mail address, Web page address, IM address, and phone numbers, at a glance. You can customize the view of contacts to suit your needs. You can choose a view from the set of available options, such as By Category or By Company, and view the contacts accordingly. When you double-click a contact in the Contacts view, you can view the contact information in its own Contact window. You can view general information about the contact such as name, Web page address, and phone numbers. If you want to view more details, on the Contact tab, you can click Show. From the Show gallery, you can select Details. The business details of the contact, such as department, manager’s name, and profession, are displayed. You can also view the personal details of the contact such as nickname, partner’s name, and birthday.The Activities option in the Show gallery displays the Outlook items associated with the contact. You can view e-mail messages, journals, notes and upcoming tasks or appointments associated with the contact. INCLUDEPICTURE "" \* MERGEFORMATINET INCLUDEPICTURE "" \* MERGEFORMATINET Sending a message from the contacts viewFrom the Contact window, you can create an e-mail message addressed to a particular contact. In the Communicate group, click E-mail. The new message window that opens includes the e-mail address of the selected contact in the To box. You can specify the subject and the message, and then click Send tosend the message to the contact. INCLUDEPICTURE "" \* MERGEFORMATINET INCLUDEPICTURE "" \* MERGEFORMATINET Connecting with Other Outlook UsersOutlook 2010 includes a new People Pane that you can use to quickly view information about the sender of a message. On the View tab, in the People Pane group, you can select People Pane. From the list, selecting Normal displays the People Pane in the current view, Minimized collapses the pane, and Off hides the pane.The People Pane displays Outlook data associated with the sender and the information from supported social networks. You can also view the history of your interactions with the sender of a message. The People Pane displays meetings, other messages, and attachments associated with that sender. The People Pane also shows other activities associated with the sender, such as status updates from supported social networks. You can select icons in the People Pane to view?corresponding information.If you want to add a sender to one or more of your social networks, click Add in the People Pane.You can view information about any conversation participant by clicking the picture of the participant in the upper-right corner of the People Pane INCLUDEPICTURE "" \* MERGEFORMATINET INCLUDEPICTURE "" \* MERGEFORMATINET Connecting with Contacts Lab: Working with ContactsTask 1: Create and Save a New Contact RecordIn this task, you will create a new contact record and save it in your Contacts folder in Outlook 2010.To start Outlook 2010, click Start, point to All Programs, click Microsoft Office, and then click Microsoft Outlook 2010.To open the Contacts view, in the Navigation Pane, click Contacts.To create a new contact, on the Home tab, in the New group, click New Contact.To specify the full name of the new contact, in the Full Name box, type the required name.To specify the job title of the new contact, in the Job title box, type the required job title.To specify the e-mail address of the new contact, in the E-mail box, type the e-mail address.To save the new contact record and close the contact window, on the Contact tab, in the Actions group, click Save & Close.Task 2: View General, Business, and Personal Details of a ContactIn this task, you will view the general, business, and personal details of an existing contact.NoteThe general details of the contact, such as Full Name, Job title, E-mail address, and Phone numbers are displayed on the General page that opens by default in the contact window.To view the contact details, in the Contacts view, double-click the required contact.To view the business and personal details of the selected contact, on the Contact tab, click Show, and then in the gallery, click Details.NoteThe Details page displays the business details, such as Department, Manager’s name, and Office. Below the business details, the personal details, such as Nickname, Birthday, and Anniversary are displayed.Task 3: Create and Sent an E-mail Mail Message from the Contact Window and Send the E-mailIn this task, you will create an e-mail message from within an open Contact window, and then send the message to the selected contact.To create an e-mail addressed to the selected contact, on the Contact tab, in the Communicate group, click E-mail.NoteNotice that, the e-mail address of the contact appears automatically in the To box in the message window.2.To specify the subject of the message, in the Subject box, type the subject.3.To specify the message, in the message body, type the message.4.To send the e-mail message, in the message header, click Send.5.To return to the Contacts view, close the Contact window.Creating and managing appointmentsTranscriptUsing Outlook 2010 Calendar, you can create appointments to organize your work schedule.Specify the subject of the appointment. The text you specify here is displayed in your Calendar after you create your appointment.You can specify the location where the appointment will occur.If you create multiple appointments, the most recently used locations appear in the Location list.Choose a start date from the Calendar view. You can also provide text input, such as Tomorrow or 2 weeks from today. Outlook 2010 converts text input to a specific date and time.Notice that when you specify a start date, the end date is automatically updated and is the same as the start date. You can change the end date if required.Next, you can choose a suitable start time for the appointment from the list.When you specify a start time, Outlook 2010 automatically updates the end time and shows the time as 30 minutes after the start time.You can change the end time as required.Outlook 2010 displays your status as Busy on the Calendar when you create an appointment.You can choose another status from the options available.When you create an appointment, you can choose when Outlook 2010 reminds you of the appointment. By default, the reminder is set for 15 minutes before the appointment.If you want the appointment to recur according to a specific pattern, you can set a recurrence pattern for your appointment.You can set the frequency at which you want the meeting to recur—Daily, Weekly, Monthly, or Yearly. Let’s say you want your appointment to recur daily.Then specify an end date for the recurring appointment. By default, the appointment has no end date.After you specify the recurring appointment details, the recurrence pattern is displayed in your appointment.You can also enter text that describes other appointment details.You can save the appointment on your Calendar and close the window. Notice that the appointment is displayed in a series on your Calendar.In this demonstration, you have seen how to create and save a recurring appointment in Outlook 2010.Demonstrated ProcedureTo create an appointment, on the Home tab, in the New group, click New Appointment.To specify a subject, in the Subject box, type the required text.To specify a location, in the Location box, type the required location.To specify the start date, in Start time, click the date arrow, and then from the calendar, select the required date.To specify the start time, in Start time, click the time arrow, and then select the required start time.To set a reminder for the appointment, in the Options group, click the Reminder list, and select a suitable time.To set a recurrence pattern, in the Options group, click Recurrence.In the Appointment Recurrence dialog box, under Recurrence pattern, select Daily.To specify an end date for the recurrence, under Range of recurrence, select End by:, click the date arrow, select the required date, and click OK.To specify the appointment details, in the message window, type the required text.To save the appointment and close the window, in the Actions group, click Save & Close.Creating Meeting RequestsOutlook 2010 helps you organize meetings by using meeting requests. You can create a meeting request for a specific date with start and end time, invite members, and specify the location for the meeting.You can create a meeting request from any view, such as Mail, Calendar, Contacts, and Tasks. In each view, the option to create a meeting is available in the New group on the Home tab.To create a meeting request from the Calendar view, in the New group, click New Meeting. Alternatively, in the New group, you can select Meeting from the New Items list.NoteYou can also convert an appointment form to a meeting request by clicking Invite Attendees in the Attendees group on the Appointment tab.In the meeting request form, you can specify the e-mail addresses of the attendees in the To box. Using the Scheduling Assistant, you can specify whether the attendee is a required or optional. You can include the subject of the meeting and the location, and choose the start date, start time, end date, and end time. You can enter the details of the meeting in the message body and, if needed, format the text by using the formatting options. To ensure that there are no spelling or grammar errors in the message, use the proofing option. If you want to schedule the meeting on a recurring basis, you can set a recurring pattern for the meeting by using the Recurrence option. You can specify the time zones of the start and end time of the meeting. Note that when an attendee receives a meeting request, Outlook 2010 automatically shows the time zone as the recipient’s local time zone. You can assign the importance level to the meeting request and set a reminder in your calendar about the meeting. In addition, you can insert pictures, attachments, and hyperlinks to a meeting request.After you send the meeting request, you can view the meeting details in your Calendar.Managing Meeting RequestsUpdating a meeting requestAfter you send a meeting request, you might want to change the time or location of the meeting. You can update a meeting request with the required changes and send it to the attendees.To update a meeting request, double-click the meeting in Calendar view, and then in the Meeting window, change the required fields. You can add or delete attendees, add or edit the message in the message body, change the location, or change the date and time of the meeting. After you have updated the required details, click Send Update to send the revised meeting details. INCLUDEPICTURE "" \* MERGEFORMATINET INCLUDEPICTURE "" \* MERGEFORMATINET Canceling a meeting requestYou might want to cancel a meeting and inform the attendees of the cancellation. In the Calendar view, select a meeting and click Cancel Meeting in the Actions group. The meeting details are displayed in the Meeting window. You can update the message to include the reason for cancellation or other details. Then click Send Cancellation in the message header.Alternatively, double-click the meeting, and then in the Meeting window, click Cancel Meeting in the Actions group INCLUDEPICTURE "" \* MERGEFORMATINET INCLUDEPICTURE "" \* MERGEFORMATINET Deleting a meeting requestYou can delete previous meetings?window your Calendar if you do not want to view them. In the Calendar view, select a meeting and click Delete in the Actions group to delete the meeting. You can also right-click a meeting and choose Delete from the menu.Alternatively, double-click the meeting, and then in the meeting window, click Delete in the Actions group. INCLUDEPICTURE "" \* MERGEFORMATINET INCLUDEPICTURE "" \* MERGEFORMATINET Responding to a Meeting RequestIn Outlook 2010, you can use different options to respond to a meeting request. When responding to a meeting request, you can accept the invitation by clicking Accept in the message header. If you are not sure of attending the meeting, click the Tentative button. You can decline the meeting request by clicking Decline. You can also suggest another time for the meeting by using the Propose New Time option. ?When you select a response, you can choose whether to edit a response before sending it, send the default response message, or not send a response.? For example, if you are accepting a meeting request but need the organizer of the meeting to send you more information about the meeting, you can accept the meeting request and edit the response message to ask for more information.?If you want to suggest an alternate time for the meeting, you can click Propose New Time. From the Propose New Time list, you can choose the required option and propose another time for the meeting. You can also reply to the meeting request. Select the meeting request, and on the Home tab, in the Respond group, click Reply to send the reply only to the sender. Use Reply All to send the reply to all attendees marked in the original message. When you select?the Reply option, a new message window with the original meeting request is displayed. You can type your reply in the message body and send the response.To forward the meeting request to other recipients, click Forward in the Respond group. A new message window with the original meeting request is displayed. You can type e-mail addresses of the recipients in the To box, add any additional message, and send the meeting request.You can click Calendar in the Navigation Pane and then view the meeting in your calendar. Double-click the calendar item to view the details of the meeting.Using the options in Outlook 2010, you can respond to a meeting request easily—you can accept, tentatively accept, or decline a meeting request; or propose another time.Creating and Managing TasksCreating a Taskin the Tasks view, click New Task in the New group to create a task. In the Task window, you can specify the subject of the task, start date, and due date. From the Status list, you can choose the status of the task, such as Not Started, In Progress, Completed, Waiting on someone else, or Deferred. You can also choose the priority level for the task.To set a visual and audio reminder for the task, select the Reminder option and choose the Reminder date and time. You can choose a reminder Sound to be played when the reminder is due.If you want to repeat the task on a regular basis, set the recurrence pattern accordingly. Click Recurrence in the Recurrence group and in the Task Recurrence window, select the Recurrence pattern as Daily, Weekly, Monthly, or Yearly.After you have provided details of the new task, you can click Save & Close in the Actions group to save the task and close the window.The tasks that you create are displayed in the Tasks view, in the Calendar view, and on the To-Do Bar. INCLUDEPICTURE "" \* MERGEFORMATINET INCLUDEPICTURE "" \* MERGEFORMATINET Updating a TaskIf you want to change the details of a task you have created, you can access the Tasks view to update the task.In the Tasks view, double-click the task and in the Task window, change the status of the task. You can choose the status from the Status list. You can also indicate the percentage completion status by choosing the percentage from the % Complete list.After you have updated the required details of the task, you can click Save & Close in the Actions group to save the edits and close the window. INCLUDEPICTURE "" \* MERGEFORMATINET INCLUDEPICTURE "" \* MERGEFORMATINET You can manage your tasks by using the following?options in the Manage Task group on the Task tab:Mark Complete. If you have completed a task, you can set the status of the task as completed by clicking Mark Complete in the Manage Task group. Completed tasks are not displayed on the To-Do Bar.Assign Task. If you want to assign the task to someone, you can click Assign Task in the Manage Task group. In the To box, you can specify the e-mail address of the person to whom you want to assign the task. You can keep an updated copy of the task in your task list, and you can also choose to receive the status report on the completion of the task. Click Send to send the task.Send Status Report. To send the status report of the task, click Send Status Report in the Manage Task group. A new e-mail message is created with the original task details. You can specify the e-mail addresses of the recipients in the To and Cc box and include a message in the message body. The subject of the message is automatically displayed as Task Status Report followed by the task name. After you have provided the required details, you can click Send to send the Task Status Report. INCLUDEPICTURE "" \* MERGEFORMATINET INCLUDEPICTURE "" \* MERGEFORMATINET Managing a TaskYou can manage your tasks by using the following?options in the Manage Task group on the Task tab:Mark Complete. If you have completed a task, you can set the status of the task as completed by clicking Mark Complete in the Manage Task group. Completed tasks are not displayed on the To-Do Bar.Assign Task. If you want to assign the task to someone, you can click Assign Task in the Manage Task group. In the To box, you can specify the e-mail address of the person to whom you want to assign the task. You can keep an updated copy of the task in your task list, and you can also choose to receive the status report on the completion of the task. Click Send to send the task.Send Status Report. To send the status report of the task, click Send Status Report in the Manage Task group. A new e-mail message is created with the original task details. You can specify the e-mail addresses of the recipients in the To and Cc box and include a message in the message body. The subject of the message is automatically displayed as Task Status Report followed by the task name. After you have provided the required details, you can click Send to send the Task Status Report. INCLUDEPICTURE "" \* MERGEFORMATINET INCLUDEPICTURE "" \* MERGEFORMATINET Deleting a TaskYou can delete a task from the Task list or?from the Task window.In the Tasks view, select a task from the Task list and click Delete in the Delete group on the Home tab.You can also double-click a task to open it in the Task window and then in the Actions group, click Delete to delete the task INCLUDEPICTURE "" \* MERGEFORMATINET INCLUDEPICTURE "" \* MERGEFORMATINET You might want to print a task for your reference.You can select the required task in the Tasks view. In the Backstage view, select Print to view the print options. By default, the print settings are configured to the Memo Style. You can also select the Table Style to print the Task in the table format. On the Print page, click Print to print the task. INCLUDEPICTURE "" \* MERGEFORMATINET INCLUDEPICTURE "" \* MERGEFORMATINET Creating and Managing Journal EntriesIn Outlook 2010, you can configure the Journal to record your interactions, such as reply messages, forward messages, and attachments sent to the recipient. You can also manually create Journal entries. In the Journal, you can track information related to your contacts in timeline format.By default, the Journal option is not displayed in the Navigation Pane. To view the Journal Pane, you need to click the Configure arrow buttons in the Navigation Pane.?From the list of options, you can select the Add or Remove button, and then select Journal. When you access the Journal Pane, a dialog box displays the option to enable the Journal. If you click Yes, the Journal Options dialog box is displayed. You can choose Outlook items such as e-mail messages, meeting requests, and task requests to be automatically recorded for particular contacts. You can choose files from other Microsoft Office applications, such as Microsoft Excel, Microsoft PowerPoint, and Microsoft Visio, associated with the contacts to be automatically recorded in the Journal.To create and save a Journal entry, perform the following:To open the Journal view, in the NavigationPane, click Journal.To create a Journal entry, on the Home tab, in the New group, click Journal Entry.To specify the subject of the entry, in the JournalEntry window, in the Subject box, type the subject.To specify the entry type, in the Entrytype list options, select Conversation, Document, or Letter.To specify the company name, in the Company box, type the company name.To specify the start date, in the Starttime date box, select the date list and select the date.To specify the start time, in Starttime, select the time list and select the time.To specify the duration, in the Duration list, select the duration.To specify a message, in the message body, type the message.To save the Journal entry and close the Journal Entry window, in the Actions group, click Save & ClosePlanning and Scheduling Work Lab: Scheduling Your WorkTask 1: Creating and Sending a Meeting RequestIn this task, you will create and send a meeting request in Outlook 2010.To start Outlook 2010, click Start, point to All Programs, click Microsoft Office, and then click Microsoft Outlook 2010.To open a new meeting request, on the Home tab, in the New group, click New Items, and then in the list, select Meeting.To specify the recipient’s e-mail address, in the To box, type the required e-mail address.To specify the subject of the meeting, in the Subject box, type the subject.To specify the location of the meeting, in the Location box, type the required location.To specify the start date of the meeting, click the Start time date arrow, and then in the calendar, select the required date.NoteWhen you select the start date of the meeting, the end date is automatically set the same date as the start date.To specify the start time of the meeting, in the Start time time list, select the required time.NoteWhen you select the start time of the meeting, the end time is automatically set to 30 minutes after the start time.To specify the message to the attendees, type the message.To send the meeting request, click Send.To view the meeting details in your calendar, in the Navigation Pane, click Calendar.NoteThe meeting details of the meeting are displayed in your calendar.Task 2: Creating and Saving a Recurring AppointmentIn this task, you will create a recurring appointment.To open a new appointment, in the Calendar view, on the Home tab, in the New group, click New Appointment.To specify the subject of the appointment, in the Subject box, type the subject.To specify the location of the appointment, in the Location box, type the required location.To specify the start date of the appointment, click the Start time date arrow, and then in the calendar, select the required date.NoteWhen you select the start date of the appointment, the end date is automatically set to the same date the start date.To specify the start time of the appointment, in the Start time time list, select the required time.NoteWhen you select the start time of the appointment, the end time is automatically set to 30 minutes after the start time.To make the appointment recurring, on the Appointment tab, in the Options group, click Recurrence.To make the appointment recur daily, in the Appointment Recurrence dialog box, under Recurrence pattern, select Daily.To specify the end date for the recurring appointment, in the Appointment Recurrence dialog box, under Range of recurrence, select End by, click the date arrow, and then in the calendar, select the required date.To apply the recurrence pattern, in the Appointment Recurrence dialog box, click OK.NoteThe appointment is changed to an appointment series and the recurrence pattern is displayed in the appointment header.To save the appointment and close the Appointment Series window, in the Actions group, click Save & Close.NoteThe appointment that you created is displayed in the Tasks pane in the Calendar view.Task 3: Creating a NoteIn this task, you will create a note.To display the Notes view, in the lower-right corner of the Navigation Pane, click the Notes icon.To create a note, on the Home tab, in the New group, click New Note.To specify the text in the note, in the Note window, type the required text.To save the note, close the Note window.NoteThe note is automatically saved to your Notes view.Task 4: Creating and Assigning a TaskIn this task, you will create a task in the Tasks view and assign the task to the required person.To display the Tasks view, in the Navigation Pane, click Tasks.To create a task, on the Home tab, in the New group, click New Task.To specify the subject of the task, in the Subject box, type the subject.To specify the start date of the task, click the Start date arrow, and then in the calendar, select the required date.NoteWhen you select the start date of the task, the Due date is automatically set to the same date as the start date.To specify the due date of the task, click the Due date arrow, and then in the calendar, select the required date.To specify the details of the task, type the message.To assign the task, on the Task tab, in the Manage Task group, click Assign Task.To specify whom to assign the task, in the To box, type the required e-mail address.To send the task, click Send.NoteWhen you create a task, it is displayed in your tasks list in the Tasks view.GlossaryGlossaryBCGPQRS.BBackstage viewA view that replaces the File menu that appeared in previous versions of Office. .CContact cardA view that is displayed when pointed to the sender’s name in the message header. Contact card includes information about the sender, such as name and e-mail address..GgalleryA set of thumbnails that show visually the effect of each option.groupA set of buttons on a tab that all relate to the same type of object or task..PPeople PaneA pane displayed below the message in the Reading Pane, which displays Outlook data associated with the person and the information from supported social networks..QQuick Access ToolbarA toolbar located in the upper-left corner of the program window, which displays the Save, Undo, and Repeat buttons by default but can be customized to include any command.?.RribbonAn area at the top of the Outlook 2010 window where almost all the capabilities of Outlook are available to help you use the application efficiently..SSuggested ContactsContacts suggested based on the e-mail addresses to which you send messages in Outlook 2010. ................
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