8b Microsoft Outlook2010
8b Microsoft Outlook2010
Note The name of the tab depends on whether the message is selected
in the message list or opened in its own window.
To remove a name from the to and Cc lines, click the name and then press
DELETE. To add a recipient, click in the To, Cc or Bcc box and enter the
recipient.
Navigation Pane
Mail: Contains mail related folders like inbox and sent items folder.
Use the Favorites section at the top of the pane for easy access to
frequently used folders
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Calendar – Lets you view and schedule appoints, events and
meetings, and compare calendars side by side.
Tasks – Organize to-do lists, track task progress and delegate tasks.
Contacts – Store addresses, phone numbers, and e-mail addresses.
E-mail Basics
View Tab - Changing view of Reading Pane
You can change the view of your Reading Pane on the screen, moving it to
the right or bottom of the screen. You can also turn it on an off.
1. Click the View Tab.
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Changing view of To-Do Bar
The To-Do Bar provides a Date Navigator, Appointments and Task List.
You can select which features of the To-Do Bar are visible and choose
between Normal and Minimized views. You can also turn the To-Do Bar
off.
1. Click View Tab.
2. Click To-Do Bar in the Layout section of the Ribbon.
3. Click Normal, Minimized or Off.
4. Click Date Navigator, Appointments or Task List to toggle
their visibility.
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2. Click New E-mail in the New section of the Ribbon. The
new e-mail window will open.
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6. The new folder will appear in the location you indicated.
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7. Click OK.
Inserting a Signature
If you have created more than one signature, you can select which one you
wish to use while composing a new message.
1. Open the New E-Mail window.
2. Click Signature in the New E-Mail ribbon. A list of the
signatures you have created will appear in the drop down
menu.
3. Click on the signature you wish to use.
4. The signature will appear in at the bottom of your message.
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E-mail Basics: Rules
1. Click on Rules in the Ribbon.
2. Click Manage Rules & Alerts in the drop down menu.
4. Select the type of rule you wish to create in the Step 1: Select a
template menu.
5. In this example, select Move messages from someone to a folder
and Click Next.
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6. Click the check box next to the condition(s) you wish to trigger the
rule. In this example, click from people or public group.
7. Click the people or public group link in Step 2: Edit the rule
description to open the Global Address List and select a person or
group to whom the rule applies.
8. Click the specified link in Step 2: Edit the rule description to open a
list of your folders. Select the folder to which you want to move
incoming messages and click OK.
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9. Your selections will appear in the Step 2 window. Verify that they
are correct and Click Next.
10. Click what action you want Outlook to take with the messages. In
this case, click move it to the specified folder and click Next.
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11. Select any exceptions you wish to apply to the rule. In this example
we are not adding any exceptions. Click Next.
12. Click Run this rule now on messages already in “Inbox” to have
Outlook apply the filter to messages already in your inbox.
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13. Click Finish to complete the wizard and apply your new rule.
Calendar Basics
Outlook 2010 has a robust calendar feature for managing your time and
scheduling meetings with other NU users.
Access the Outlook Calendar
1. Click on Calendar in the Navigation Pane. The calendar will
appear in the Outlook Screen.
Adding an Appointment
There are two ways to add an appointment to your calendar:
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1. Click New Appointment in the Ribbon.
OR
Double click an area on your calendar.
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7. Click Save & Close in the ribbon. Your appointment will appear in
your calendar.
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OR
In the Calendar view, Click New Meeting in the Ribbon.
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6. Click in the To… text box and begin typing the name or address of an
attendee. Auto-complete will suggest a recipient. Hit Enter on the
keyboard to accept a suggestion.
7. Type the name of an attendee in the To… field. Hit Ctrl-K on your
keyboard and select the attendee you want from the list that appears.
Click OK.
Contact Basics
Global Address List vs Personal Address Book (Contacts)
You have two main ways of getting access to and storing contacts. You have
access to a Global Address List that contains everyone who has an NU e-
mail address and a Personal Address Book for contacts inside or outside of
the University. To access the Global Address List:
1. Click Address Book on the right side of Ribbon. The Address Book
window will open.
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2. Click the More columns radio button. Selecting this option will
allow you to search by first or last name, NetID, or email address.
Once you have selected this option, Outlook will remember the
selection, and you will not have to choose this option again.
3. Type a name into the search box. As you type, the search function
will display possible matches.
4. Click the name of the person for whom you are looking. A new
window will pop up with this persons’ contact information.
5. Click Add to Contacts to add them to your personal address book. A
new window will pop up.
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6. Click Save and Close. They will appear in your Personal Address
Book.
2. You can add new contacts, add contact groups, delete contacts, e-
mail contacts and invite contacts to meetings from this screen.
Tasks Basics
The tasks function of Microsoft Outlook is a way to keep track of daily,
weekly, monthly and even yearly “to do” items. You can use tasks to help
remind you of once-in-a-while tasks that you must get done, or recurring
tasks that happen all the time.
Creating Tasks
1. Click New Items in the Ribbon.
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2. Click Task in the drop down menu.
3. The New Task window will open. In this window you can:
o Enter a subject for the Task.
o Enter a start and end date.
o Enter a status.
o Assign a priority level.
o Add a reminder.
o Set the recurrence of the Task.
o Set a follow-up reminder.
o Assign the task to someone else.
o Categorize the task.
o Type notes for the task.
4. When you are done filling in the New Task window, Click Save and
Close.
Viewing Tasks/To-Do List
OR
1. Click Tasks in the Navigation Pane. This will open the Tasks view of
the Outlook screen.
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