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Exploring Outlook 2010
- 2. Itinerary • Favorites • Folders • Signatures • Templates • Calendars • Tasks
- 5. Favorites • View / Folder Pane / Favorites • Should show on top of Navigation Pane
- 6. Folders Folders can help keep your messages organized. There are four default folders in Mail view: Inbox, Drafts, Sent Items, and Deleted Items. Just like the folders on your computer, folders in Outlook can be nested to create multiple layers of organization. To create a new folder: Before you create a new folder, you must select the desired location for that folder. 1. Locate and select the Folder tab on the Ribbon. The Folder tab will appear. 2. Select the desired location for the folder, then click the New Folder command.
- 7. Folders 3. The Create New Folder dialog box will appear. Type the name for the folder, then click OK. 4. The folder will be created in the selected location.
- 8. Signatures Step 1 – Click “File“, then click “Options” in the left-hand menu.
- 9. Signatures Step 2 – Select “Mail” from the list of options, then click “Signatures“.
- 10. Signatures Step 3 – Replace the existing signature with your desired new one. If there isn’t an existing signature, click “New” and create one.
- 11. Templates Creating a Template Click the New Email button to create a new message. Type the information for the template (e.g., all the standard information). Click File and choose Save as. Specify the template File name and Save as file type Outlook Template (.oft). ... Close the message and do not save it when prompted.
- 12. Templates Using a Template You've Created Choose New Items | More Items | Choose Form. In the Look In: box, select User Templates in File System Select the form you wish to use and click Open You can now type the needed information and click Send.
- 13. Template Shortcut in Quick Steps Creating a Shortcut to your Template in Quick Steps In the Quick Steps section of the ribbon, choose the Create New option. Type a name for the quick step. Choose an Action by clicking the down arrow – choose New Message in the Respond section. Type the TO address if needed Click the Show Options button. Type the subject, text, etc for the message (you can copy text from an existing template here) Click Finish to save the quick step. It will now appear in the Quick Step section. Click the quick step item name to use the template.
- 14. Template Shortcut in the Ribbon Creating a Shortcut to your Template in the Outlook Ribbon Click File | Options. Select Customize Ribbon. Click the New Group icon then choose Rename to name it (e.g., Templates), type the name and click OK. Choose All commands in the "Choose commands from" field. Select Choose Form and click Add. Click OK to save changes. This icon will open a Choose Forms window. Click the down arrow in the Look In field. Select User Templates in File System and select your template. NOTE: if you prefer using the Quick Access toolbar, you can also customize it using the steps for customizing the Outlook Ribbon
- 15. Calendars
- 16. Calendars
- 17. Tasks • Ideal for us list-makers • Create a task quickly
- 18. Tasks • Create new task categories
- 19. Tasks • Attach files to a task
- 20. Tasks • Assign tasks to others
Editor's Notes
- #18: You can create a task quickly by clicking the Task tool in the Navigation Pane and then clicking in the Type A New Task text box in the To-Do Bar. Type the new task and press Enter, and the task is added to the bottom of the list. If you want to add details to the task later, you can double-click it in the list and add a start date and end date, update the status and priority, and add notes about the task to be completed.
- #19: It's easy to add your own categories s to keep track of tasks that are unique to your business. This helps you see at a glance what kind of task needs to be completed. For example, if you set up Ordering as a Green task, when you see a task marked as green, you'll know that the next item on your list involves ordering new supplies. To set up your own categories, right-click a task, click Categorize, and click All Categories. The Color Categories dialog box appears and you can create new categories, rename existing categories, and add shortcut keys to your new categories so you can mark them as you go.
- #20: If the task you need to complete will require some research or a closer look at some resource documents, attach those documents directly to the task. That way, they'll be right there where you need them when you're ready to work on the task. For example, if you're getting ready to edit your organization's newsletter, you can attach the newsletter content to the task when you create it. Then when it's time to complete the task, simply open the file, do the editing, save the file, and mark the task as complete. To add a file to a task, open the task in the Task window, click the Insert tab, and click Attach File. In the Insert File dialog box, navigate to the file you want, select it, and click Insert. The file is added to the task in the comments area. To open it, just double-click on it when you're ready to work on the task.
- #21: Outlook makes it easy to assign tasks to members of your organization or team. When you assign a task, Outlook sends the task assignment as an email message. The recipient can either accept or reject the task. To assign a task, create it normally. Then, in the Task window, click the Task tab and click Assign Task in the Manage Tasks group. Enter the person's name or click To and choose their name from the Contacts list. If you want Outlook to monitor the status of the task for you, leave the Keep An Updated Copy Of This Task On My Task List check box selected. You can also leave the other option selected so that Outlook lets you know when the task is complete. Click Send to send the task assignment, and relax — now it's off your desk!