Managing Send/Receive Operations



After completing this lesson, you will be able to:Add e-mail accounts.Remove e-mail accounts.Modify e-mail account settings.Use Outlook Web Application.Create an Outlook data file.Manage Microsoft Add-ins.Manage Trust Center settings.Adding E-Mail Accounts in Outlook 2010Using Outlook 2010, you can add the following three types of accounts:? Microsoft Exchange. This type of account allows you to connect to your organization's Microsoft Exchange server so that you can access e-mail messages, voice mail, instant messaging, and more.POP3. The Post Office Protocol (version 3) supports simple download-and-delete requirements for access to remote mailboxes.IMAP. Internet Message Access Protocol provides more complete and complex remote access to mailbox operations.After an e-mail account is set up on the required server, you can add the account to your Outlook 2010 profile. If the Microsoft Exchange server is in the same network as of your account, you can add the account automatically by specifying the e-mail address of the account. If the server is in another network or the configuration details are different, then you need to add the account manually by specifying the server and user details. To add a POP3 or IMAP account, you need to manually specify server details, user name, and password.The following table describes how to add e-mail accounts in Outlook 2010.Adding a Microsoft Exchange Account automaticallyTo configure a Microsoft Exchange account automatically, perform the following steps:To view the automatic configuration details, in the Backstage view, on the Info page, click Add Account.To automatically add e-mail account settings, in the Add New Account dialog box, ensure that E-mail Account is selected.To specify the name of the e-mail account, in the YourName box, type the account name.To specify the e-mail address of the e-mail account, in the E-mail Address box, type the required e-mail address.To complete the configuration, in the Add New Account dialog box, click Finish.To restart Outlook 2010, in the Microsoft Outlook message box, click OK.You can view the Microsoft Exchange account in addition to your default Outlook 2010 account after you restart Outlook 2010.NoteYou can add the first Microsoft Exchange e-mail account to a profile from within Outlook 2010. To add more Microsoft Exchange accounts to a profile, use the Control Panel and ensure that Outlook 2010 is closed. INCLUDEPICTURE "" \* MERGEFORMATINET Adding a POP3 or IMAP account manuallyTo configure a POP3 or IMAP account manually, perform the following steps:To view the manual configuration details, in the Backstage view, on the Info page, click Add Account.To manually configure POP3 or IMAP account settings, in the Add New Account dialog box, select Manually configure server settings or additional server types, and click Next.To connect to a POP3 or IMAP server, on the Choose Service page, ensure that Internet E-mail is selected, and then click Next.To specify the name of the e-mail account, in the UserInformation section, in the YourName box, type the account name.To specify the e-mail address of the e-mail account, in the E-mail Address box, type the e-mail address of the account.To specify the account type, in the Server Information section, in the Account Type list, select the required account type.To specify incoming mail server details, in the Incoming mail server box, type the required server details.To specify the outgoing mail server details, in the Outgoing mail server (SMTP) box, type the required server details.To specify the user name, in the LogonInformation section, in the UserName box, type the required user name.To specify the password, in the Password box, type the password.To test the account settings, in the Add New Account dialog box, click Next.To complete testing, in the TestAccountSettings dialog box, click Close.To complete the configuration, in the Add New Account dialog box, click Finish.You can view the newly configured POP3 or IMAP account after you restart Outlook 2010.NoteIf you configure a POP3 e-mail account, your must receive configuration details, such as server name, from your mail administrator or Internet Service Provider (ISP). INCLUDEPICTURE "" \* MERGEFORMATINET TranscriptUsing Control Panel settings, you can add and manage multiple user accounts in Outlook 2010.You can view the setup options for e-mail accounts.Next, you need to add a new account.By default, the account type is selected as E-mail Account. If required, you can choose other available account types.You need to choose the option to manually configure the server settings for the new e-mail account.Choose the option to connect to a Microsoft Exchange e-mail account.Next, you need to specify the server and user information required to connect to Microsoft Exchange account. Specify the required server name.Specify the user name of the e-mail account that you want to add to your profile.When you provide correct details of the server and user name, a success message of setup completion is displayed. You can also add another account, if required.Notice that the new e-mail account is displayed in the list of existing e-mail accounts.After the e-mail account is added, you can close the Mail Setup - Outlook dialog box. Next when you open Outlook 2010, you can view the new e-mail account in the Navigation Pane in the Mail view.In this demonstration, you have seen how to manually configure a Microsoft Exchange e-mail account to an existing profile in Outlook 2010.Demonstrated ProcedureTo view the mail setup options, in the Control Panel window, click User Accounts, and then click Mail.To view the e-mail account setup options, in the Mail Setup – Outlook dialog box, click E-mail Accounts.To add an e-mail account, in the Account Settings?dialog box, on the E-mail tab, click New.To connect to an e-mail account, in the Add New Account dialog box, ensure E-mail Account?is selected, and click Next.To configure the server settings for new e-mail account, from the account setup options, select Manually configure server settings or additional server types, and click Next.To connect to the Microsoft Exchange e-mail account, from the service options, select Microsoft Exchange or compatible service, and click Next.To specify the server name, in the Server box, type the required server name.To specify the user name, in the User Name box, type the required user name, and click Next.To complete the configuration, in the Add New Account dialog box, click Finish, and then click Close.To close the dialog box, click Close, and then close the Control Panel?window.Removing an E-Mail AccountWhen you no longer need an e-mail account in your Outlook 2010 profile, you can remove the account. After you delete the account, the existing messages are retained in the respective folders in Outlook 2010, but you cannot view any new messages in that account.To remove an e-mail account from Outlook 2010, perform the following steps:To view the account settings, in the Backstage view, on the Info page, click AccountSettings.To view account setting options, in the AccountSettings list, select AccountSettings.To specify the e-mail account that you want to remove, in the AccountSettings dialog box, on the E-mail tab, select the required e-mail account.To remove the selected e-mail account, on the E-mail tab, click Remove.To confirm the removal of the selected account, in the Account Settings message box, click Yes.To close the dialog box, in the AccountSettings dialog box, click Close.After you remove the e-mail account, it is no longer available in the Account Settings dialog box, on the E-mail tab, or in the Navigation Pane in the Mail view.NoteYou cannot remove your default e-mail account in Outlook 2010.Modifying E-Mail Account SettingsYou can use the Account Settings options in Outlook 2010 to change account or security settings, and to store your Outlook data in local files. In the Backstage view, the Info page displays the Account Settings section. In the Account Settings list, by selecting Account Settings, you can view the Account Settings dialog box and change account settings.The following tabs are available in the Account Settings dialog box:E-mail. On the E-mail tab, use New to add a new e-mail account to your existing Outlook profile. Using Repair, you can connect to the mail server and automatically configure your account settings. The Change option helps you change the server name for your account. You change the server name in the Change Account dialog box. In this dialog box, you can also use the More Settings button to edit settings such as changing the display name of your account that appears above the ribbon or specifying the authentication details for sent messages. To delete an e-mail account, click Remove.Data Files. The Data Files tab displays the default data file in which your Outlook items are stored. By clicking Add, you can create or open an existing Outlook data file to store your Outlook items. Using Settings, you can view and change the General, Advanced, Security, and Connection information for Microsoft Exchange accounts and the General settings for POP3 and IMAP accounts. If you have multiple data files, you can specify a default file. To delete a data file, click Remove. You can access the location of a selected data file by clicking Open File Location.RSS Feeds. Really Simple Syndication (RSS) feeds help you receive the latest information from different Web sites. Click New to add new RSS feeds or click Change to change the settings of the existing RSS feeds. To delete an RSS feed, click Remove.SharePoint Lists. Using Outlook 2010, you can connect to SharePoint Lists to access the SharePoint site. On the SharePoint Lists tab, you can select a list, and click Change to change the settings of the SharePoint list. By clicking Remove, you can delete only the offline copy of the list.Internet Calendars. You can share your calendar with non-Outlook users who use the Internet by accessing Internet Calendars. On the Internet Calendars tab, you can click New to add an Internet Calendar subscription to your account. You can change the Internet Calendar settings or remove the calendar from your e-mail account in Outlook 2010.Published Calendars. The Published Calendars tab displays a list of calendars that you have published on the Internet by using Outlook 2010. You can change the configuration settings of a published calendar, remove a published calendar, or view published calendars of other accounts.Address Books. On the Address Books tab, a list of existing address books is displayed. By clicking New, you can add a new directory or address book of the required type. Click Change to change the display of names in the address book or remove the address book from the list of E-mail Address Books. You can delete directories or address books other than the Outlook Address Book.Using Outlook Web ApplicationDo you want to access your Microsoft Exchange server mailbox from wherever you are by using the Internet? If you are connected to the Internet, you can simply use a Web browser and work with items available in your Exchange server mailbox. You can use the Outlook Web Application, also known as Outlook Web App, to work with e-mail messages, contacts, tasks, and appointments, which are similar to those available in Outlook 2010. In addition, you can use voice mail, instant messaging, and SMS text messaging. Outlook Web App includes the following features:Conversation view of messages. In the new conversation view, messages that share the same subject are grouped together by date. Using the conversation view, you can quickly identify the most recent messages and the corresponding responses.Multiple browser support. Outlook Web App is accessible with the same features and efficiency on most of the Web browsers.MailTips. The new MailTips feature helps you avoid common messaging mistakes, such as sending a message to a large distribution list or to someone who is out of office, or sending attachments of more than the specified size. MailTips alert you of mistakes or policy violations before you send a message. Search. Outlook Web App supports quick searching with advanced queries. You can find the required messages easily by providing simple search criteria such as from, to, and has attachments. You can quickly access the required information by saving and accessing favorite searches.Creating an Outlook Data FileUsing Outlook data files, you can store messages and other Outlook items in local data files. After you create a data file, you can move your messages and other Outlook items to this file, and then access these items offline, even when you are not connected to the Microsoft Exchange server.Outlook data files include:Outlook Personal Folders Files (.pst). These files are used for Exchange Server, POP3, and IMAP accounts, and are compatible with earlier versions of Outlook. When you want to store messages and other items in personal folders on your computer, you can create and use additional .pst files.Offline Folder Files (.ost). These files are used only when you have a Microsoft Exchange server e-mail account and want to work offline or use Cached Exchange Mode.To create an Outlook data file, perform the following steps:To create an Outlook data file, in the Mail view, on the Home tab, in the New group, click NewItems.To view data file options, in the NewItems list, click MoreItems.To create a new Outlook data file, in the MoreItems list, select OutlookDataFile.To specify the file name, in the Create or Open Outlook Data File dialog box, in the File name box, type the required file name.To save the file in a specific format, in the Save as type list, select the required Outlook data file format.To save the data file, in the Create or Open Data File dialog box, click OK. After you save the Outlook data file, it is automatically displayed in the Navigation Pane in the Mail view.Managing Microsoft Add-insUsing Microsoft add-ins, you can add custom commands or specialized features, such as automation add-ins, application add-ins, and the Microsoft Outlook Social Connector, to Microsoft Office programs. Outlook 2010 includes some default add-ins and you can download others based on your needs.For example, you can download an Outlook Social Connector add-in, which is a convenient networking tool that connects Outlook 2010 to a number of business and personal social networks. After you download an add-in, you will receive regular updates from the social networking Web sites. You can download and install an Outlook Social Connector add-in for each Internet social networking Web site to which you want to connect. To access the Add-Ins page in Outlook 2010, perform the following steps:To view add-ins options, in the Backstage view, in the Navigation Pane, click Options.To view the Add-Ins page, in the Outlook Options dialog box, click Add-Ins.The Add-ins section on the Add-Ins page includes the following types of add-ins:Active Application Add-ins. These add-ins are the registered add-ins currently active in your Outlook 2010. Inactive Application Add-ins. These add-ins are present on your computer but are not currently activated. Disabled Application Add-ins. These add-ins are automatically disabled to prevent Outlook 2010?from functioning incorrectly.When you select an add-in from the list, you can view its corresponding information, such as name of the add-in, publisher name, compatibility information, location of the add-in on your computer, and description.You can use the options in the Manage list to manage the add-ins. Select a type of add-in and then click Go. The available add-ins of the selected type are displayed. You can choose the add-ins you want to display in the list. You can manually add new add-ins that you have installed by clicking the Add button. To remove selected add-ins from the list, click Remove.You can also enable add-ins by selecting Disabled Items in the Manage list box, and then clicking Go. From the list of disabled add-ins, you can select the add-in you want to enable, and then click Enable. The selected add-in is displayed in the Active Application Add-ins section.Managing Trust Center SettingsUsing the Outlook Trust Center in Outlook 2010, you can configure security and privacy settings for e-mail messages and attachments. To view Trust Center settings, in the Backstage view, click Options. In the Outlook Options dialog box, select Trust Center, and then on the Trust Center page, click the Trust Center Settings button to display the Trust Center dialog box.The Trust Center window includes the following pages: Trusted Publishers. On the Trusted Publishers page, you can view the list of trusted publishers who meet the security criteria defined by Outlook 2010. Using the options on this page, you can view the details of a selected publisher or remove a trusted publisher from the list.DEP Settings. Data Execution Prevention or DEP Settings are enabled by default to protect your data from unauthorized users.Privacy Options. On the Privacy Options page, you can choose the privacy and translation options. When you are connected to the Internet, you can receive updates from the Microsoft Office Online Web site automatically. You can also download a file that detects your system problems whenever you want and sign up for Customer Experience Improvement Program. By default, the options to automatically improve search results and install new services are enabled. You can read the privacy statement of Outlook 2010. You can also set the translation options to use the bilingual dictionary and the Research options to use research services.E-mail Security. The E-mail Security page displays the encryption and other security options for e-mail messages. In the Encrypted e-mail section, you can choose options such as encrypting your outgoing messages and attachments and adding a digital signature to all outgoing messages. To prove your identity in electronic transactions, you can use the options in the Digital IDs (Certificates) section. You can choose to read the standard messages in plain text format. You can also allow a script in shared and public folders.Attachment Handling. Outlook 2010 sets a default security mode for handling attachments securely. In the Reply With Changes section, you can select the option to enable tracking and merging changes in attachments that you include in your replies. You can choose not to preview attachments. By clicking Attachment and Document Previewers, you can view the default applications used for previewing different types of files.Automatic Download. This page displays the default download settings that help you to control automatic download of content and pictures when you open HTML pages. MacroSettings. On the Macro Settings page, you can choose whether you want to enable or disable macros and their notifications. You can retain the default setting which allows only digitally signed macros. You can also choose to apply macro security settings to add-ins that you install in Outlook 2010.Programmatic Access. The Programmatic Access page displays the Programmatic Access Security settings that you can use to determine when you want to be warned about suspicious activities, such as another program trying to access your address book or send an e-mail message on your behalf. Adding a Microsoft Exchange Email AccountTo view the mail setup options, in the Control Panel window, click User Accounts, and then click Mail.To view the e-mail account setup options, in the Mail Setup – Outlook dialog box, click E-mail Accounts.To add an e-mail account, in the Account Settings dialog box, on the E-mail tab, click New.To connect to an e-mail account, in the Add New Account dialog box, ensure E-mail Account is selected, and click Next.To configure the server settings for new e-mail account, from the account setup options, select Manually configure server settings or additional server types, and click Next.To connect to the Microsoft Exchange e-mail account, from the service options, select Microsoft Exchange or compatible service, and click Next.To specify the server name, in the Server box, for the purpose of this exercise, press SPACEBAR to have LON-EX1 typed for you.To specify the user name, click the User Name box, press SPACEBAR to have HR@ typed for you, and then click Next.To complete the configuration, in the Add New Account dialog box, click Finish, and then click Close.To close the Mail Setup - Outlook dialog box, click Close. To close the Control Panel window, click the Close button.After completing this lesson, you will be able to:Manage Send/Receive operations.Configure advanced e-mail options.Customize message settings.Define print styles.Create and manage Quick Steps.Managing Send/Receive OperationsIf you have multiple e-mail accounts, RSS feeds, or calendars published to the Internet, you can create separate Send/Receive groups for them in your Outlook 2010 profile and specify settings for the send and receive operations. The Send/Receive group—All Accounts—is configured by default. When you have multiple e-mail accounts in your Outlook 2010 profile, you can use Send/Receive groups to configure settings for sending and receiving messages and Outlook items in different accounts. You can define Send/Receive groups and manage them by specifying different send and receive preferences such as interval at which to check for messages. For example, if you have multiple business and personal e-mail accounts set up in your Outlook 2010, you can specify to check for new messages in the business accounts every 10 minutes, and in the personal accounts every hour.Define Send/Receive GroupsYou can define a Send/Receive group for an e-mail account, RSS feed, or Internet Published Calendar, and customize the send and receive options for the group. To define a Send/Receive group, perform the following steps:To view send/receive options, in the Mail view, on the Send/Receive tab, in the Send & Receive group, click Send/Receive Groups. To define a Send/Receive group, in the Send/Receive Groups list, select Define Send/Receive Groups.To create a Send/Receive group, in the Send/Receive Groups dialog box, click New. To specify the name of the group, in the Send/Receive Group Name dialog box, in the Send/Receive Group Name box, type the required name, and then click OK.To specify the e-mail account to associate with the group, in the Send/Receive Settings dialog box, select Include the selected account in this group. To define account options, in the Accounts Options section, select or deselect the required options.To specify the folders to include in the Send/Receive group, in the FolderOptions section, select the required folders.To specify the download option, in the FolderOptions section, select the required download option.To return to the Send/Receive Groups dialog box, in the Send/Receive Settings dialog box, click OK.When you define a Send/Receive group, the group is listed in the Send/Receive Groups dialog box. INCLUDEPICTURE "" \* MERGEFORMATINET Manage Send/Receive PreferencesYou can manage send and receive preferences, such as choosing the interval of the send and receive operation for a particular Send/Receive group. In the Send/Receive Groups dialog box, select the required group, and choose the settings for the group.For the selected group, you can choose to schedule an automatic send/receive operation and specify the interval at which it occurs. You can also perform a send/receive operation when you exit Outlook 2010.When Outlook 2010 is offline, by default, the selected group is included in Send/Receive groups. You can also choose to schedule an automatic send/receive operation and specify the interval, even when Outlook 2010 is offline. INCLUDEPICTURE "" \* MERGEFORMATINET Configuring Outlook OptionsYou can enhance the way you work with Outlook 2010 by specifying options to suit your specific needs. For example, you can customize Outlook panes, manage the mailbox size, or configure custom forms. To view the options, in the Backstage view, click Options in the Navigation Pane, and then in the Outlook Options dialog box, select Advanced.You can customize Outlook panes, such as the Navigation Pane, Reading Pane, and To-Do Bar, by clicking the required pane option in the Outlook panes section. In the Outlook start and exit section, you can specify the folder to be displayed when you start Outlook 2010. You can choose to empty deleted items folders when you exit Outlook 2010. Manage the size of your mailbox by deleting or moving old Outlook items to an archived data file by clicking AutoArchive Settings. You can choose to view reminders and play a reminder sound, and you can import and export your Outlook 2010 information to other programs by clicking Export. Choose the?RSS Feeds options for creating and managing synchronized feeds and the Send/Receive button to modify the send and receive settings of Send/Receive groups. If you want to configure advanced custom form options, click Custom Forms. Built-in forms are available in Outlook 2010 for different types of Outlook items. For example, when you create an e-mail message, contact, note, task, appointment, or other Outlook item, a built-in form is used. You can also create a custom form to suit your needs. When you create a custom form, specify the fields used in the form and how to display the fields in the window. For example, you can create a custom contact form to enter contact information of customers. In addition to the default contact fields, you can also include fields for tracking purchases or specific data about the customer that the built-in Outlook forms do not provide. In the Dial-Up connections section, you can choose the required connection and dial settings. The International options section includes options to use English for message flag labels and outgoing notifications. In this section, encoding, domain, and protocol options for outgoing messages are set by default.In the Other section, the options for making a Quick Click category, prompting for confirmation before permanently deleting Outlook items, identifying commonly used e-mail subjects and people and uploading this information to the SharePoint server are set by default.Customizing message settingsUsing Outlook 2010, you can customize settings for outgoing e-mail messages to suit your preferences. You can apply a flag to a message to create a To-Do item to remind you and the recipient to follow up on the message. To apply a flag to an outgoing message, in the message window, in the Tags group on the Message tab, click Follow Up, and in the Follow Up list, select Custom. Using the options in the Custom dialog box, you can specify flag details for yourself, for the recipient, or both. By default, the Flag for Me option is selected. You can choose a flag from the options available in the Flag to list. You can change the default start date and due date. You can also set a reminder and then specify the details for the reminder by choosing the required date from the calendar and the time from the time list. Similarly, you can create a flag for the recipients of the message and add a reminder for them. After you specify the flag settings, click OK to return to the message window. In the message header, you can see the flag information. When you send the message, a To-Do item is created automatically. If you have more than one e-mail account configured in Outlook 2010, you can send the message from any e-mail account. In the message window, on the Options tab, in the Show Fields group, click From. You can see the From field in the message header. In the From list, you can select the required e-mail account or specify another account by selecting Other E-mail Address.When you send a message, it is saved to the Sent Items folder by default. If want to save the sent message in a different folder, before you send the message, in the message window, click Save Sent Item To in the More Options group on the Options tab. In the Save Sent Item To list, you can specify the folder in which to save the messages you send or choose not to save the message.You can easily customize outgoing message settings in Outlook 2010.Configuring Message PropertiesWhen you send an e-mail message, you can define properties for a messages including importance and sensitivity settings, security settings, voting and tracking options, and delivery options.In the message window, in the Backstage view, on the Info page, click Properties to view the Properties dialog box. You can use the options in this dialog box to specify properties for the e-mail message. The following table describes the sections in the Properties dialog boxSettingsBy default, the importance and sensitivity of a message is Normal.You can assign importance to the message. In the Importance list, you can select the required importance from Low, Normal, or High.To choose the sensitivity for the message, in the Sensitivity list, you can select Normal, Personal, Private, or Confidential.You can also choose not to archive the message automatically. INCLUDEPICTURE "" \* MERGEFORMATINET SecurityTo change the security settings of the message, in the Security section, click Security Settings.In the Security Properties dialog box, you can choose to encrypt the message content and attachments and add a digital signature.You can change the default Automatic Security Settings by clicking Change Settings. INCLUDEPICTURE "" \* MERGEFORMATINET Voting and Tracking OptionsIf you want recipients of the message to vote for specific message content or agenda, you can select Use voting buttons and, in the list, select the required voting buttons. You can also choose to receive a delivery and read receipt for the message. INCLUDEPICTURE "" \* MERGEFORMATINET Delivery OptionsIn the reply of the message, you can include others by selecting Have replies sent to and then clicking Select Names to choose the required recipients from an address book. You can delay the delivery of the message by selecting Do not deliver before and then changing the date and time as required.You can also set the message to expire after a specific date and time. Select Expires after and then choose the required date and time.By default, the option to save a copy of the sent message is selected. INCLUDEPICTURE "" \* MERGEFORMATINET Defining Print StylesBefore you print any Outlook item, Outlook 2010 displays default print styles and settings. To print an Outlook item, in the Backstage view, in the Navigation Pane, click Print to view the Print page.You can print an Outlook item in the default print style—Memo Style—by using the default printer.To change the default print style, perform the following steps:To view the style options, in the Printer section, click PrintOptions.To define a print style, in the Print dialog box, in the Printstyle section, click DefineStyles.To edit the default print style, in the Define Print Styles dialog box, click Edit.Format INCLUDEPICTURE "" \* MERGEFORMATINET On the Format tab, you can preview the Outlook item in the Preview section. You can view the formatting options in the Options section. To change the font of the title and fields in the item, use the respective Font buttons in the Fonts section.In the Shading section, Print using gray shading option is selected by default. You can deselect this option if required.Paper INCLUDEPICTURE "" \* MERGEFORMATINET The following sections are available on the Paper tab:Paper. In the Paper section, you can choose the paper type, specify required dimensions, and select the paper source.Page. In the Page section, choose the required size and dimensions of the page.Margins. You can specify the margins in the Top, Left, Bottom, and Right boxes.Orientation. By default, the Portrait orientation is selected. You can change the orientation to Landscape if required.Header/Footer INCLUDEPICTURE "" \* MERGEFORMATINET In the Header and Footer sections, specify the header and footer information, respectively.You can also insert the page number and date in the header and footer, and you can reverse information on even pagesCreating and Managing Quick StepsUsing the new Quick Steps feature in Outlook 2010, you save time by performing multiple actions with a single click. You can save all the steps of most frequently performed tasks as a Quick Step and then use the Quick Step to perform the task with just a click. To view the default Quick Steps in Outlook 2010, in the Mail view, on the Home tab, in the Quick Steps group, click the More arrow. In the Quick Steps gallery, you can choose from the existing Quick Steps. You can also create a Quick Step. Suppose you want to create a Quick Step to set High Importance to selected messages in the message list. To create a Quick Step, in the Quick Steps gallery, select New Quick Step and then select Custom. In the Edit Quick Step dialog box, specify a name for the Quick Step. In the Choose an Action list, choose the action to be performed when you select the Quick Step. If required, you can add more actions by clicking the Add Action button. You can also specify a shortcut key and text that should appear in a tooltip. When you create a Quick Step, it is added to the Quick Steps gallery. To use the Quick Step, you can simply select the message on which you want to apply the Quick Step, and in the Quick Steps group, click the Quick Step. By clicking the Manage Quick Steps dialog box launcher in the Quick Steps group, you can open the Manage Quick Steps dialog box. You can edit, copy, delete, or rearrange a Quick Step by selecting it from the Quick step list and then clicking the required option. To edit a Quick Step, click Edit, and in the Edit Quick Step dialog box, change options such as name or action associated with the Quick Step, and then save the changes by clicking Save. You can also create a copy of an existing Quick Step by clicking Duplicate, or you can delete the selected Quick Step by clicking Delete.Arrange the Quick Steps by using the Up and Down arrows. You can also create a Quick Step from the dialog box by using the New button. To reset the default settings of the existing Quick Steps, click Reset to Defaults.You can easily create and manage Quick Steps to perform multiple actions in a click in Outlook 2010.Configuring Send/Receive SettingsYou receive multiple e-mail messages in your Outlook 2010 mailbox and you want to manage your e-mail communication by regularizing send/receive operations. You want to create a separate group to send and receive particular messages and manage the send/receive operations even when Outlook 2010 is offline. You can create a Send/Receive group in Outlook 2010 and configure the settings to suit your preferences.In this lab, you will create a Send/Receive group and configure the settings of the group.Configuring Send/Receive SettingsTask 1: Defining a New Send/Receive GroupIn this task, you will create a Send/Receive group 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 Send/Receive group, in the Mail view, on the Send/Receive tab, in the Send & Receive group, click Send/Receive Groups, and then click Define Send/Receive Groups.To create a new group, in the Send/Receive Groups dialog box, click New.To specify the names of the group, in the Send/Receive Group Name dialog box, in the Send/Receive Group Name box, type the required name, and click OK.To specify send/receive settings, in the Send/Receive Settings dialog box, select Include the selected account in this group.NoteNotice that in the Send/Receive Settings dialog box, in the Accounts pane, your default e-mail account is displayed. If you have more than one e-mail accounts, you can select the required account to include in the new Send/Receive group.To specify the account options, in the Account Options section, select the required option.NoteBy default, the options to send and receive mail items are selected. You can choose to clear any option.To specify a folder in the selected account for the Send/Receive group, in the Folder Options section, select the required folder, and click OK.NoteYou can select multiple folders in an e-mail account to include in the Send/Receive group. When you select a folder, the download options are displayed for the selected folder. By default, the option to download the complete item with attachments is selected.To specify settings for the selected group, in the Send/Receive Groups dialog box, in the Setting for group section, select the required options, and click Close.NoteBy default, the options to include the group in send/receive and schedule an automatic send/receive in every 30 minutes are selected. Additionally, the option to include the group in send/receive when Outlook 2010 is offline is selected.To exit Outlook 2010, on the title bar, click the Close button.BBackstage viewA view that replaces the Microsoft Office Button that appeared in previous versions of Office. .CContact GroupA collection of contacts..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..IInternet CalendarsCalendars that are shared with non-Outlook users who use the Internet..MMailTipsA new feature in Outlook 2010 to alert you of potential mistakes or policy violations before sending any message..OOutlook Web AccessA way of accessing limited Outlook 2010 data available in the Exchange mailbox by using a Web browser..PPublished CalendarsCalendars that you publish on the Internet by using Outlook 2010..QQuick StepA new feature in Outlook 2010 that helps you save time on frequently performed tasks..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. ................
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