1. User’s Guide forUser’s Guide forUser’s Guide forUser’s Guide for
Outlook 2010Outlook 2010Outlook 2010Outlook 2010
2. This document is divided into 2 sections.
• The Big Differences
– Pointing out the major changes in the new
version
• General overview
– Basic usage information on all of the
components in Outlook 2010
4. The BIG Differences
• Copy/paste
– When pasting, you are given
multiple option icons; like
• Keep text only
• Match destinationformatting
• Keep source formatting
5. The BIG Differences
• Printing
– Found under the FILE menu
– Click on the big PRINT
button
– Click here to change the
printer
– Click here to change the
layout settings
6. The BIG Differences
• Recall sent message
– 1. Go to the Sent folder or other folder
where your sent items are stored.
– 2. Open the message.
– 3. Click the Actions option in the Actions
tab.
– 5. Choose whether to Delete unread copies
of this message or Delete unread copies and
replace with a new message.
– 6. Click OK.
– This option will only work for people that
are using Outlook or other compatible
email client.
7. The BIG Differences
• Signatures
– Go to the File tab and
select options
– In the window that
opens, select Mail from
the side menu
– Then click on the
Signatures button to edit
an existing signature or
create a new one
8. The BIG Differences
• Views
– On the View Tab, you can easily choose how you sort
your mail
– You can also select the way you view your Navigation,
and Reading Panes, as well as your To-Do Bar
9. Overview
The following information is a mix of some
new functions in 2010 as well as an
overview of the primary functions
available in Outlook.
10. E- Mail : changes
• Warning about no subject
– If you try to send an email without a subject line, outlook
will warn you that you may have forgotten to create one.
– You can send it anyway if you don’t want one.
• Auto complete list improvements
– You can now remove items from your auto complete list
– If names appear in the list that you do not want to see,
simply click the X next to their name
11. E-Mail : Views
Conversation view makes it easier to know what has been discussed in emails, and helps you keep
your inbox more tidy. Some users don’t like their emails linked into conversations, and in the final release of
Outlook 2010 it is turned off by default. Since this is a new feature, new users may overlook it and never
know it’s available. Here’s how you can enable conversation view and keep your email conversations
accessible and streamlined.
• Activate Conversation View
• By default, your inbox in Outlook 2010 will look much like it always has in Outlook…a list of individual
emails.
• To view your emails by conversation, select the View tab and check the Show as Conversations box on the
top left.
• Outlook will ask if you want to activate conversation view in only this folder or all folders. Choose All
folders to view all emails in Outlook in conversations.
12. Email : Conversations
• Ignore Conversations
Clicking ignore will hide any conversations in which you do not wish to
participate without having to be removed from distribution lists.
– Select an email that is part of the conversation then click Ignore from the
Home tab.
– You will be prompted to Ignore conversation or cancel.
– All ignored emails will be sent to the deleted items folder.
13. Email: Clean up Conversation
• Our overuse of email often results in lengthy email strings as we attempt to carry on
virtual conversations through email messages.The result is many redundant messages
that consume space and clutteryour Inbox.
• Usually each message within the conversation contains every response so maintaining a
history of threads can be time consuming. For example, Joe (Mail A) sends a messageto
Mary and Bob. Mary replies to Joe ’s message(Mail B + Mail A). Bob replies to Mary’s
message (Mail C + Mail B + Mail A). Joe replies to Bob’s message(Mail D + Mail C + Mail B
+ Mail A). You probably get the picture and see where the redundancy comes into play.
• Outlook 2010 now makes it easier to maintain a history of conversations within Outlook
without having to keep redundant messages.The Conversation Clean Up feature
removes any redundant messagesfrom a thread and saves any messagesunique to the
conversation. If you carry on a lot of conversations through Outlook, you should see a
significant drop in mail box size (in some cases, up to 50%).
• Click on the Clean Up button to clean up a conversation,
a folder or even a folder and all of it’s subfolders.
14. Respond
• Reply: reply to the sender of the message
• Reply All: reply to the sender and to anyone else to whom
the mail was sent
• Forward: send a message that was sent to you to someone
else. You can add you own comments to it as well
• Suggest Meeting Reply: Your reply includes an invitation
to meet that the sender can accept, deny, or offer a
different time for the meeting
• Replying to a meeting request: Accepting a meeting
request automatically schedules the meeting on your
calendar and informs you of any scheduling conflicts
15. Other Menu Items
• Quick Step Menu: create shortcuts for task you repeat
frequently, like sending email to all store managers
• Move: short cuts to moving an email to different folders,
though drag and drop works just as well
• Rules: create rules to automatically mark, move, delete or
remind
• Tags: organizational tools that let you mark your files
• Find: shortcut for looking up contacts
16. Categorize
• Click Categorize on the
Tag menu
• Click on All Categories
• Here you can create up
to 25 unique categories
• You can then categorize
your emails, your
contacts, your appointments,
your tasks and even your notes.
17. Calendar
• Views: view by day, week ,work week or month
• Sharing calendars: Shared calendars have varying
degrees of permissions that can prohibit or allow other
users to edit your calendar
• Calendar groups: create groupings of shared calendars
for scheduling .
• Schedule view: Schedule view pops up anytime you set an
appointment to help work around conflicting schedules.
18. Contacts
• Distribution lists are now called Contact Groups
• Sharing contacts: in the same manner that you can share
Calendars, you can share your contacts and Contact Groups
– Right click on the contacts menu on the left and go to
Share.
– You will be prompted to invite
other users to share your
contacts
– You can also choose
“Folder Permissions” to set the
permission level of those with
whom you are sharing your
information.
19. Distribution list : Contact Group
• To create a Contact Group click
on New Contact Group on the Home tab
• Name the Contact Group, then select
Add Members.
– You can choose members
from your address book,
a global address book, or
you can enter a new
contact for this group.
– Click OK to save the group
20. Mail Merge
Mail merge allows you to send mass mailings out to your
selected Contacts or Contact Groups.
The process is simple but has many steps, as displayed on the
following slides;
21. Mail Merge continued
• In Outlook, go to your Contacts and select which contacts you would like to
send your mass personalized email to.
• Next above on the toolbar click Mail Merge.
• The mail merge options should pop-up in a new window. At the top, check
Only selected contacts. At the bottom,
set the Document Type to Form Letters,
and Merge To to E-mail.
• The Message subject line can be set to
whatever subject you want the email to have.
In this example I want the subject title
of all the emails to be Check out our latest
article.
• Click OK to continue.
22. Mail Merge continued
• When you click OK a new compose email will open up. From here all of
the contacts are stored so no need to worry about adding them unless
you forgot someone.
• In the compose email window, let’s add a personalized Greeting. Click
Greeting Line.
• In the pop-up window you can customize your Greeting line, but
default works fine. Click OK to continue. The preview will show what
greeting will be displayed for each person receiving the email, but
while you are composing it will look like «Greeting Line».
• Optional: If you have any more custom fields you want to enter, use
the Insert Merge Field button to do so, there are a lot of things to
choose from, but this will require you have the relatedinformation in
your contacts profile in Outlook. If you don’t, no worries, just keep on
reading!
23. Mail Merge continued
• Write your email content. This is the part that will be the
same for all recipients.
• When you are all done writing click Finish & Merge, then
select Send E-mail Messages…
• A pop-up will appear to confirm you want to send and the
information is correct. Click OK and off the mail goes!
• Now you’ve sent out your mass email to all of your
contacts! When they receive it the email will only show
their email address under the “to” field. The greeting line
and whatever else you decided to personalize will be
tailored to their specific information pulled from your
Outlook contacts list.
24. Task list
• New: create a new task, with reminders, progress
percentage, start and due dates
• Assign: allows you to send a task to another user (only
other people on our exchange server)
• Manage: mark tasks by category or mark them complete
from this menu
25. Notes
• Just like Post-It notes, you can put as many sticky (and
colorful) reminders all over your Outlook and desktop.
• By right clicking on the note, you can categorize it, which
makes it match the color of the category.
26. Journal
• Use the Journal to track and record your daily activity, including messages,
meeting requests, task responses, Microsoft Office files such as Word, and
more. Assign journal entries to categories to see at-a-glance where your time is
being spent.
• The Journal is located at the lower
left edge of your Outlook window.
• The green book icon will open up
the Journal.
27. File Management
For the security of your data, every item in your
Outlook mailbox is duplicated on the Outlook Exchange
server at the Home Office. Because of this, extremely large
mailboxes cause your system to lag and run slowly and even
freeze up.
The following pages have steps for checking your
current mailbox size and ways to trim down the volume of
files you keep.
28. File Management
• To check mailbox size:
•Click on File
•Click on Cleanup Tools
•Click on Mailbox Cleanup
•Click on View Mailbox Size
29. File Management
Tips for keeping your mailboxes manageable
• Sort your mail by Sender and remove any unneeded messages
– Examples: Patti Bates – Job Postings, Receptionist – Contact List, Crystal Reports or any
automated reports
• Sort by size to find emails with large attachments
– Download attachments and save them to the network or your My Documents then remove the
email if it’s no longer needed
• Transfer all personal mail to an outside email account
• Create Rules/Folders to help manage incoming/outgoingmessages
• Use the Conversation Clean Up feature in Outlook 2010
• Empty your Deleted Items once you have cleaned up your mailbox
Note: All folders (Inbox, Deleted Items, Sent Items, Calendar) count as part of your mailbox
size.
