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Microsoft Outlook 2010 for Windows

© Arizona Board of Regents, 2012

Microsoft Outlook 2010 for Windows – Advanced Workshop Guide

COPYRIGHT & TRADEMARKS

Copyright © 2012, Arizona Board of Regents. All rights reserved.

Record of Changes

Date Version # Description

10/01/2012 1.00 Original

Training Guide Microsoft Outlook 2010 for Windows

Page iii

Table of Contents

Introduction .............................................................................................................................. 1 Creating Folders ...................................................................................................................... 1

Top Level Folders ................................................................................................................................... 1

Sub-Folders ............................................................................................................................................ 1

Flagging and Managing Tasks ................................................................................................ 3 Flagging Items ....................................................................................................................................... 3

Managing Tasks .................................................................................................................................... 3

Filtering and Searching ........................................................................................................... 5 Filtering Email ....................................................................................................................................... 5

Search Folders ....................................................................................................................................... 5

Create New Search Folder ..................................................................................................................... 5

Automating Your Inbox ........................................................................................................... 7 Using Quick Steps .................................................................................................................................. 7

Conditional Formatting ......................................................................................................................... 7

Rules ...................................................................................................................................................... 8

Categories ............................................................................................................................................. 9

Calendaring .............................................................................................................................11 Calendar Sharing ................................................................................................................................. 11

Requesting to view someone's calendar ............................................................................................. 11

Setting Calendar Permissions .............................................................................................................. 12

Other Cool Stuff ......................................................................................................................13 Shortcuts ............................................................................................................................................. 13

Favorites .............................................................................................................................................. 13

RSS Feeds ............................................................................................................................................. 13

Appendix A: Options and Preferences ..................................................................................15 Appendix B: Sample Rules .....................................................................................................21 Appendix C: Archiving ...........................................................................................................23 Appendix D: RSS Feeds .........................................................................................................25


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Introduction Outlook 2010 for Windows provides you with numerous and robust methods of organizing what

can potentially be a daunting number of emails, calendar invites, tasks, and other items.

While Outlook can be used as a simple, single inbox, utilizing some of the more advanced

organizational techniques and functionality can mitigate any number of issues, from not being

able to find a certain communication to feeling overwhelmed.

Some of the later techniques to follow rely on the earlier setup.

Creating Folders

Top Level Folders Folders allow for a natural and simple way to categorize and organize your Outlook items. By

choosing to place a new folder at your account-level ([email protected]), you will be

creating folders that are at the same level as your inbox. The location does not change how the

folder acts, but can impact how you feel about organizing Outlook.

Procedure

1. Navigate to the Folder ribbon.

2. Choose New Folder

3. Select your account (i.e., [email protected])

4. Choose a name for the folder

Sub-Folders

Placing folders in a hierarchical structure can aid considerably in organization. The number,

type, and depth at which you can create sub-folders is completely up to you.

Procedure

1. Navigate to the Folder ribbon.

2. Choose New Folder

3. Navigate to the folder you wish to become the parent of your new sub-folder.

mailto:([email protected]),

mailto:[email protected])


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Flagging and Managing Tasks

Flagging Items Flagging items has multiple functions in Outlook. First, it can work as a simple red flag on

important messages. Second, it can remind you when you need to take action on a particular

item. Third, you can set reminders on flagged items to notify you with a sound and a dialog at a

given time. Fourth, they can be used as a task manager for both your own to-dos and those

assigned to or by you.

Procedure

1. Highlight the appropriate Outlook item (email, calendar entry, etc.)

2. On the Home ribbon, choose Follow Up

3. Select the type of flag from the list

Managing Tasks A portion of Outlook is strictly devoted to managing tasks and flagged items. Any item that has

been flagged will be located in the Tasks tab. Note that Outlook makes a distinction between

the items on your To-Do List (items you have flagged by yourself) and Tasks (items that have

been flagged by others and assigned to you), though Tasks also fall under the To-Do List.

Procedure

1. Click the Tasks icon in the left hand column

2. Create New task (alternately, choose an existing task to edit)

3. Double-click on a task to view details

4. Edit the task while in the task list to change status, date, etc., by clicking on the fields

and choosing from the drop-down menu.


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Filtering and Searching

Filtering Email While folders can hold any number and type of item, filtering lets you one-off search for

particular criteria within a given folder or set of folders. It is not a persistent search in that it does

not become a permanent search folder and you have no option to save it as one.

Procedure

1. On the Home ribbon, in any given Outlook folder, select Filter E-mail in

the Find section.

2. Select the criteria by which you wish to filter.

Search Folders Search folders are precisely what they sound like: folders that contain items found based on

certain criteria. These folders are persistent and can contain very complex criteria but the

default folders are fairly simple, consisting only of "Unread mail" and "Missed conversations"

(part of the Lync instant messaging integration). Take a look at the search folders you currently

have to see the potential of using this.

Procedure

1. Click on the Mail icon on the left hand column menu

2. Scroll down if necessary in the left column to find Search Folders

3. Expand the list by clicking on the arrow to the left of the Search Folders icon.

Create New Search Folder The packaged search folders are useful but probably won't meet your needs. Thankfully, you

can create Custom Search Folders that are persistent and update in real-time whenever your

inbox changes. One example would be all mail with attachments, or mail sent directly to you

today, or mail from a specific set of people sent in the last week that is still unread and contains

a specific word in the subject or the body. Again, as simple or as complex as you like, just make

sure it's something useful.

Procedure

1. Right click on Search Folders

2. Select Create New Search Folder

3. Choose from one of the pre-defined options

4. (Optional) Create a Custom Search Folder


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Automating Your Inbox

Using Quick Steps

Creating Quick Steps Quick Steps are custom macros that allow you to perform a number of complex actions with one

click. If you find that you are repeatedly marking items as read, assigning a category, and

archiving the item, you can create a Quick Step that will do all these actions at once. For

example, the following will show you how to set the importance of an email to High. Afterwards,

when any Outlook item that can have its importance set is selected, simply clicking that Quick

Step will set its importance to High.

Procedure

1. On the Home ribbon, select Create New (select the (MORE) icon if it is not available)

2. Choose a name for your new Quick Step (it will default to the action you choose

otherwise)

3. Choose one or more actions (Set importance, select High)

4. Optionally, assign a Shortcut key or Tooltip text.

Customizing Quick Steps Outlook comes with a number of pre-created Quick Steps that are the most frequently used by

general users. Some, like the "Done" Quick Step have prompts built in to ask the user for more

information the first time it is used. You can edit Quick Steps like this to streamline the process.

Procedure

1. Right click on a Quick Step and choose Edit

2. Choose Done

3. Change the settings and folder to meet your needs and Save.

4. (Optional) In Options, change the Tooltip text at the bottom of this window to reflect the

change in the Quick Step. This is what displays when you hover over the Quick Step in

the ribbon.

5. (Optional) Choose a Shortcut Key (key combination like Ctrl-Shift-4) for the Quick Step.

Conditional Formatting Sometimes a Quick Step is a bit too much, as you don't need to move or take action on an item,

but just wish to make some items more visually noticeable in the email list (note this doesn't

impact the fonts in the email body). Conditional Formatting takes care of this. In the following

example, we will be changing the font on items sent only to you.


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Procedure

1. Select the View ribbon

2. Select View Settings in the Current View section

3. Choose Conditional Formatting

4. Click Add

5. Choose an appropriate name for the formatting rule (Only To Me, for example)

6. Change the font to what you prefer, including changing colors.

7. Select Condition

8. Check the box next to Where I am and leave it as the only person in the To line

9. Click OK

Rules Outlook 2010 for Windows can handle thousands upon thousands of emails in one single inbox.

That doesn't mean you want the inbox to be an "everything bucket." Organizing things into

folders is well and good, but it relies on you to be watchful, keep it up, and not forget your own

preferences. Setting up Rules, Conditional Formatting, and Alerts is a way to automate Outlook

to do the work without the need for manual intervention.

Basic Rule Rules can be basic and very useful at the same time. A basic rule has just one or two conditions

and performs just one or two actions. Typically they are "from X, do Y." Note that if you have an

Outlook item selected when you perform the following actions, Outlook will assume you wish to

create a rule based on conditions of the current item. For example, if you select an email from a

particular user, when you choose Create Rule, it will assume you want to create a rule having to

do with emails from that user.

Procedure

1. Select an email of a type you wish to move automatically

2. On Home ribbon, click Rules in the Move section

3. Choose Create Rule

4. Check the appropriate boxes and select a relevant folder.

Intermediate Rule with Alert Sometimes moving an email to a folder doesn't accomplish everything that needs done. Assume

that emails from a particular person are always important and you need to be absolutely sure

you are notified of them. This will delve into the Advanced Options but the concepts are the

same: check the appropriate boxes.

Procedure

1. Select an email to base the rule on


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2. On Home ribbon, click Rules in the Move section


4. Select Advanced Options

5. Select from User - (netid)

5a. Select the appropriate user from the GAL if the one listed is incorrect by clicking

on the blue link that appears in the Step 2 section below

6. Click Next

7. Select Mark it as importance

8. Click the blue importance link in the Step 2 list

9. Select high from the drop-down list and click OK

10. Select display a specific message in the New Item Alert Window

11. Select a specific message link in the Step 2 list

12. Enter a message of your choice and click OK

13. Click Finish

Categories While categories can't be automated in-and-of themselves, they can be added into any rule or

have rules devoted entirely to them. Most often, categories are used to help color-code a

calendar for an easy, at-a-glance view of your schedule. Categories can be added to just about

any item in Outlook, however, so don't get confined by convention.

Procedure

1. Select an Outlook item you wish to categorize.

2. On the Home ribbon, select Categorize

3. Choose an appropriate category or select All Categories to modify or create new ones.


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Calendaring Calendaring is a large part of Outlook's utility. It can also be one of the more complex aspects of

the software. The following assumes you already understand how to create appointments,

meetings, recurring meetings, and so forth. This focuses on sharing your own calendar and

viewing others'. Outlook allows you to get very granular with permissions, which will also be

covered.

When scheduling meetings with a number of people and/or resources, Outlook uses the

Scheduling Assistant where, unlike the normal calendar view, the times are listed at the top of

the screen and the calendars are stacked as rows below. Outlook also displays suggested times

to the right of the window to help when scheduling many people and/or resources.

Calendar Sharing In order for someone to view your calendar you need to share it with them. You can wait for a

request from them or do it preemptively. Often, you will have someone asking you to share your

calendar with them. When sharing you should choose to share the full details of your calendar,

as some of the more limited options can cause the person you're sharing with to not see your

calendar at all. If you want to put something on your calendar that's private, there is a Private

option when creating meetings or appointments.

Procedure

1. Choose Calendar at the bottom of the left sidebar

2. Ensure that you have your calendar selected if you have multiple calendars open.

3. In the Home ribbon, select Share Calendar

4. Choose recipients from the GAL by clicking on To

5. If appropriate, check the box next to Request permission to view recipient's Calendar

6. Check the box next to Allow recipient to view your calendar

7. In the Details drop-down list, choose Full details

8. (Optional) Write a custom message in the text box below

Requesting to view someone's calendar In the case that you need to schedule a meeting with someone whose calendar you can't

already see, you can also request access to see that person's calendars. This method also

places their calendar in your Shared Calendar list for future reference.

Procedure

1. While in the Calendar screen, right-click on My Calendars or Shared Calendars

2. Select Add Calendar

3. Choose how you wish to add the calendar (from your address book, room list, etc.)


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4. Locate the person or resource you wish to add and select it

Setting Calendar Permissions Sometimes you need to do more than just view or share calendars. Setting more detailed

permissions for individual users lets them actually add, edit, or, in some cases, delete meetings

and appointments from your calendar. Note that this is not the same as delegation! That is, this

does not give people send-on-behalf-of access. You can find the delegation options

under Account Settings in the File tab.

Procedure

1. While in the Calendar screen, choose Calendar Permissions in the Home ribbon.

2. Choose the account for which you wish to edit permissions. Optionally you can add or

remove people from the list in this screen. Adding obviates the calendar sharing

procedure above and is not advised.

3. Read must be at least Full Details to ensure people can see your calendar

4. Select the appropriate options under Write, Delete items, and Other if the basic

permissions are not sufficient

5. Click OK


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Other Cool Stuff Sometimes you need to focus on bringing information to you in a clear, consistent, and simple

way. Using Outlook's shortcuts, favorites, and RSS feeds can dramatically help with this.

Instead of searching or poking through Outlook to get to items you use frequently, these are

ways to bring them into central locations and save you more than just time.

Shortcuts In Outlook, Shortcuts are much as they are on your desktop: links to things kept elsewhere, but

placed in a single, convenient location. At first glance, the Shortcuts screen doesn't seem like

much more than a replacement for the Favorites list on the Mail screen, as right-clicking

on Shortcuts only allows you to add folders. However, if you have access to a file or a URL

shortcut on your computer, you can simply drag-and-drop it into the Shortcut list!

Procedure

1. Navigate to the Shortcuts screen by clicking the icon at the bottom of your left hand

column.

2. Right-click on Shortcuts while in the Shortcuts screen.

3. Choose an Outlook folder.

(NOTE: remember, you can simply drag-and-drop items from your Desktop to your

Shortcuts list.)

Favorites Any inbox, folder, or search folder can be added to the Favorites list. If you have multiple

inboxes through having multiple accounts in Outlook (your email and a departmental inbox, for

example), adding them both to the Favorites list is a good way to keep them both within a

glance.

Procedure NOTE: If your Favorites do not appear above your inboxes, navigate to the View ribbon,

click Navigation Pane in the Layout section, and click Favorites

1. Click on Mail in the left hand column

2. Right-click any folder or account

3. Choose Show in favorites

4. (Optional to remove: right-click on folders under Favorites, choose Remove from

favorites)

RSS Feeds Most people have heard of RSS feeds but either don't know what they are or don't know how to

use them. RSS, meaning Really Simple Syndication, is a way to be updated by websites (like


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blogs or forums) whenever new content is added. Instead of going and checking each website

for updates, the updates come directly to you. The following example will be using the UA

Campus News RSS feed. Whenever the feed is updated you will see the number of unread

posts appear next to the folder, just as you see the number of unread emails appear next to

your inbox folder.

If you already had a folder called RSS Feeds during the migration, your Outlook-made RSS

Feeds folder may be called something different. Look for the RSS icon if in doubt.

Procedure

1. In the Mail screen, on the left hand column, right-click on RSS Feeds

2. Choose Add a New RSS Feed

3. Type or paste the URL for the RSS Feed (http://uanews.org/rss/campus) and click Add

4. Confirm the addition by clicking Yes


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Appendix A: Options and Preferences The full extent of the options and preferences in Outlook 2010 for Windows is mammoth. To

keep things manageable, the following list consists of a rundown of the options in the Mail,

Calendar, and Advanced tabs in the File > Options window. Please note that the following are

merely suggestions. This is, after all, your email account and your client. Feel free to take the

following as simply guidelines.

Mail

Compose messages o Editor Options

This is mostly to do with autocorrect and spell check. Change the settings to fit your own personal preferences and writing style.

In the Advanced tab, if you find that when you paste things into emails it doesn't do what you expect/want it to do, play with the settings here.

o Compose messages in this format: leave this as HTML to provide the greatest amount of readability for your recipients

o Spell check: always a good idea to leave this on, but remember it's not foolproof. It won't know the difference between "Relinquish that to me" and "Relinquish that tome."

o Stationary: you should refrain from using this. It can create a host of problems for those you send emails to.

o Signature: you can also get to it via an email window or through Options > Mail > Signature. You can establish two kinds: for a new message (should have full signature), and a reply/forward (which could contain a condensed version) - check with your department for any sort of standard to which you should adhere.

Outlook panes - (More of this in the Advanced section) o This is where you can tell Outlook to automatically mark something as read after

you've clicked and brought it up in the reading pane. Otherwise, it will change to read when you select a different email or screen. If you prefer to have your email set as read when you select it, choose "Wait 1 second" and it's pretty instant.

Conversation Clean Up o Clean Up location (so it doesn't automatically delete) – use this with care, as it's

easy to dispose of things you actually need.

Replies and Forwards o You can probably leave this alone. Some people like to indent the original text in

their replies and include the original message text when Forwarding.

Save Messages o Set Automatically save items to 1 minute. The more frequently, the safer your

messages. o The rest should all be checked.


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Send messages o Leave importance and sensitivity on Normal. Changing them negates any

meaning actually sending with high or low importance/sensitivity at a later point will have. Think of it as "crying wolf" too many times and even a "real" high importance email will go unnoticed.

o It is suggested you not mark messages as expired to avoid losing anything you may need in the future.

o The "Send with default account" really only needs to be set here (and will only appear) if you control a number of different email addresses. This will help keep misfires under control.

o Keep "Commas can be used" unchecked to prevent confusion when potentially typing "Smith, K" and having Outlook think it is two different people.

o Automatic name checking, delete meeting requests and notifications, Autocomplete, all checked. CTRL+ENTER turned off to again help prevent misfires.

o MailTips should be left alone as they are basically decided by the administrators o Tracking is rarely used and can, if overdone, become very annoying for people.

Unless you have a good reason for requiring a read receipt (which the other person must acknowledge sending; you can't be stealthy about it), then don't require any. The defaults are fine for most people.

Message Format o Use CSS (Yes) o Reduce message size (Yes) o Encode attachments in UUENCODE: This is not necessary these days unless

you know for a fact you're sending an attachment to someone who must receive them as UUENCODED messages

o Wrap at 76 (standard) o Remove extra line breaks in plain text (Yes) o When sending in Rich Text to Internet recipients: Convert to HTML (Yes - some

email clients can't render Rich Text but can read HTML.)

Other o Show Paste Options: check this, as it gives you greater control over the content

of your emails and how they look. o Enable Microsoft InfoPath E-Mail Forms: check this as it allows for the

embedding of InfoPath forms if you have Microsoft Office InfoPath installed. o Shade message headers when reading messages: check this as it helps visually

differentiate between the header and the email itself. o Don’t automatically expand conversations when using the keyboard to change

messages: default for this is not to be checked, but feel free to play with it. o After moving or deleting an open item: your options here are really based on your

preference, so again play with the choices and see what feels best to you.


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Calendar

Work time o This not only changes how your calendar is displayed (with hours outside this

time range being darkened), but also informs others trying to schedule a meeting with you that they may be trying to schedule outside your normal working hours.

Calendar options o Default reminders: change this to whatever you find most useful. If you're just

going down the hall for most meetings, 5 minutes is probably fine. If all your meetings take place at your desk, try zero. If you have to go across campus, try 15 or 20. (You can change the number manually if you don't like the increments provided.)

o Allow attendees to propose new times for meetings: Up to you, but generally should be left checked to provide people flexibility if they can’t attend the requested time.

o Use this response when proposing a new meeting time: leave as Tentative. o Add holidays to the calendar: if you wish to add additional holidays to your

calendar, they can be found here. Note that Outlook's holiday list does not necessarily coincide with the holidays the University observes.

o Change the permissions for viewing Free/Busy information: This takes you to the same options dialog covered in the Calendaring section of these documents.

o Enable an alternate calendar: gives you the opportunity to use calendars like the Chinese lunar calendar or a Japanese Rokuyou calendar.

o When sending meeting requests outside of your organization use the iCalendar format: this should be left checked, as nearly every calendaring client (including Outlook) can read iCal but not everything can read Outlook's format.

o Show bell icon on the calendar for appointments and meetings with reminders: completely up to you.

Display Options o Default calendar color: you are limited to the 15 colors displayed here. o Use this color on all calendars: leaving this unchecked is suggested as otherwise

it can become confusing when viewing multiple calendars. o Date Navigator font: can leave alone, as it just changes the font that appears on

the small calendar above the list of calendars. o Show Click to Add prompts in calendar: allows you to simply click on a time and

propose a meeting. o Show week numbers in the month view and in the Date Navigator: if you would

like to see week numbers, feel free to check this. It has no other impact on Outlook.

o When in Schedule View, show free appointments: if you tend to block your time to work at your desk but label that time as Free, this may be useful to check to avoid people overbooking you during your working time.

o Automatically switch from vertical layout to schedule view...: you will likely need to experiment with this as it can happen suddenly and cause confusion if you're not ready for it.

o Automatically switch from schedule view to vertical layout...: same as above.


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Time zones o This should default to (UTC-07:00) Arizona. You would only want to consider

changing this if you often work with people in different time zones.

Scheduling assistant o Show calendar details in ScreenTip: leave checked. This can come in handy as it

allows you to simply hover over a calendar entry and see the details. o Show calendar details in the scheduling grid: can also come in handy, as this

allows you to see details of coworkers’ calendar entries when scheduling a meeting in the Scheduling Assistant.t

Resource Scheduling o Most of the time your departmental IT person can help with this, should you need

to change these permissions.

Advanced

Outlook Panes (same as in Mail) o Navigation Pane: here you can choose which screens show up (and in what

order) in the left-hand column of Outlook. o Reading Pane

Here you can choose between items being marked as read when you switch to another item, or after the item has been displayed for X number of seconds. This is another setting to play around with to see what works best for you.

Single key reading using space bar: this will let you scroll down a page at a time in emails until you reach the end, at which point it will automatically move to the next email in your list.

o To-Do Bar: the checkboxes here give you control over how much is seen in the To-Do Bar (the bar on the far right of Outlook). Again, absolutely up to you.

Outlook start and exit: if you wish to change where Outlook starts, change that here. Leaving "Empty Deleted Items folder when exiting Outlook" unchecked is suggested to avoid accidentally permanently deleting items.

AutoArchive: this portion is covered in the Archiving documentation.

Reminders: allows you to choose to show reminders, what sound (if any) to play, both, or neither. Keeping reminders on may seem like an annoyance until it really does safe you the embarrassment of missing a meeting!

Export: this actually runs the Import/Export wizard. Unless you have an iCal to import or a list of contacts, this can be ignored.

RSS Feeds: To avoid false positives, leave these boxes unchecked unless you know you want them to occur.

Send and receive: Leave checkbox checked. In the "Send/Receive" options, you can change how often you want the automatic send/receive updates to occur. This comes into play when you have POP3 accounts included in Outlook. If you only use your Exchange account, ignore this.


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Developers: unless you are a developer, leave this unchecked and don't worry about Custom Forms

Dial-Up connections: unless you use a dial-up modem, ignore this.

International options: (if your computer is set to English, you don’t need to worry about this section) the assumption for these settings is that your system language is not set to English. If it is not, you can override some things to show in English. Regardless, you shouldn't change the character encoding.

Other o Quick Click category: this option allows you to quickly add categories to items by

clicking the blank box. If you wish to use this, simply choose a category from the list.

o Prompt for confirmation before permanently deleting items: keep this checked to avoid mistakes.

o Allow analysis...: checking this option scans your Sent items and looks for usernames and keywords associated with those usernames. These are then added to a SharePoint list of suggestions

o Enable troubleshooting logging: only check this if your IT person tells you to. o Migrate group schedules...: you shouldn't need to use this. Again, only do this if

your IT person tells you to. o Use animations: Outlook uses window animations (shrinking and expanding)

when opening and closing windows. This allows you to turn those on and off.


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Appendix B: Sample Rules

Forward Personal Messages to Another Account

Occasionally you may receive a personal email to your workplace account. This rule will forward

any emails from one address to another account. For the sake of this exercise, let’s assume you

get an email from [email protected] to your work email by accident. We’re using redirect

instead of forward, the difference being that the former appears to come from the original

sender, while the latter will appear to come from the original recipient with FW: prior to the

subject.

Procedure

1. Click the email from the person for which you wish to create the rule.

2. On the Home ribbon, click Rules


4. Click Advanced Rules

5. Click the checkbox next to from User

6. Click Next

7. Click the checkbox next to redirect it to people or public group

8. In the Step 2 box at the bottom of the window, click on the blue people or public group

link.

9. Enter the email account you wish the message to be redirected to in the field next to the

To -> button. In this example, [email protected]

10. Click OK

11. Click Finish

Automatic To-Do from Email

Depending on your workflow, you may want to automatically flag emails for you to-do list that

have a certain word or string in them. This rule will set any email with “todo” in the subject as a

task with follow-up the next day.

Procedure

1. On the Home ribbon, click Rules.

2. Choose Create Rule.

3. Choose Advanced Rules

4. Click the checkbox next to with Text in the subject

5. Click Next

6. Click the checkbox next to flag message for follow-up at this time

7. In the Step 2 box at the bottom of the window, click on the blue Text link in the “with Text

in the subject line” row.

8. Enter todo and click Add. (Optional: remove any other items from the search list.)

9. Click OK

mailto:[email protected]

mailto:[email protected]


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10. In the Step 2 box at the bottom of the window, click on the blue follow up at this time

link.

11. Select Tomorrow in the “For” dropdown list.

12. Click OK

13. Click Finish

Advanced Rule with Launcher, Flags, and Exclusions

Rule-based automation can extend beyond Outlook. For example, an Outlook rule can run an

application if certain criteria are met. If you receive emails or other Outlook items that

consistently require you to visit a certain webpage or work with a certain software, you can

automate it. However, you might not want this to happen every time, for instance when you're

being CC'd on a message. This is where Exclusions come into play. For the following example

you will need a URL saved as a shortcut somewhere on your computer and an existing folder in

which to move the received email.

Procedure

1. Select an email to base this rule on

2. On the Home ribbon, click Rules


4. Select Advanced Options

5. Select From User - (netid)

5a. Select the appropriate user from the GAL if the one listed is incorrect by clicking

on the blue link that appears in the Step 2 window below

6. Select with Text in the subject or body

6a. Change the "Text" in the Step 2 list if necessary

7. (Scroll down in Step 1 window) Select on this computer only

8. Click Next

9. Select move it to the specified folder

10. Select a specified folder from the Step 2 list.

11. Select flag message for follow up at this time

12. Select follow up at this time from the Step 2 list

13. Choose the appropriate flag type and time period from the drop-down lists and click OK

14. Select stop processing more rules, as if this rule is applied we don’t want our previous

rule to apply, as well.

15. Select start application

16. Select application from the Step 2 list and navigate to the file you wish Outlook to run.

15a. Note that Outlook defaults to looking for Executable Files, but will run whatever

type of file you wish (including a URL) by changing this to All Files

17. Click Next

18. Select except where my name is not in the To box

19. Click Finish


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Appendix C: Archiving Although the University of Arizona provides its UAConnect users with 10 gigabytes of email

storage, you may prefer to keep a tidy (and current) inbox. Archiving because of the school year

changing is an option, for example. However, if your department has an AutoArchive email

policy in place (for example, don't), you should follow that.

Archiving can be accomplished in three different ways: manually archiving a folder or account,

setting up an AutoArchive schedule, or a combination Archive and Backup.

It's worth noting that in Outlook 2010 you can click on the File ribbon and look at how much

space you have remaining. Use this to determine if and when you wish to archive and/or backup

your inbox.

AutoArchive If you wish to keep your inbox free of emails past a certain age, AutoArchiving is one rather

simple solution. You have complete control over what happens to emails selected for archiving.

Procedure

1. Click on the File tab at the left of the Ribbon

2. Click Options

3. Choose Advanced

4. Choose AutoArchive Settings

5. Select the checkbox next to Run AutoArchive Every X days and choose a number of

days

6. Choose whether to be prompted before it is run (suggested)

7. NOTE: Outlook defaults to "Delete expired items" so de-select this option.

8. Determine how old items should be when archived and where they should be moved.

Manual Archiving Though it may seem counter intuitive, manually archiving is actually performed as a one-off

AutoArchive (don't let the word AutoArchive confuse you; this really does do a one-time

archive). This will not set a recurring schedule. You should also be careful, as you do run the

risk of permanently deleting old items instead of archiving them. Pay attention to the settings!

Procedure

1. Right-click on the folder you wish to archive

2. Select Properties

3. Select the AutoArchive tab

4. Select the radio button next to Archive this folder using these settings


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5. Select the appropriate settings for the folder in question, noting that you run the risk

of permanently deleting old items. Make sure this is not selected if you don't want to lose

all those emails!

Archive and Backup While this option is less useful now than it used to be with all the redundant remote storage we

have, it's good for peace of mind: this option allows you to do exactly the same thing as the

previous two with one difference that you can create a local backup of the archived items.

Procedure

1. Click File on the ribbon

2. In the center section, click on Cleanup Tools

3. Select Archive

4. Choose the folder, a date for which archiving will occur prior to, and a location for the file.


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Appendix D: RSS Feeds

Here is a brief list of some useful or just fun RSS feeds you may want to add to Outlook.

MakeUseOf:

“Welcome to MakeUseOf, a booming daily blog that features cool websites, computer tips, and

downloads that make you more productive. The aim of MakeUseOf is to guide you through the

web and tell you about hot websites that you have never heard of, best software programs, and

all kinds of “how to” tips for Windows, Mac and Linux computer users.”

http://feeds.feedburner.com/makeuseof

Lifehacker

“Tips, tricks, and downloads for getting things done.”

http://feeds.gawker.com/lifehacker/full

ProfHacker

“Tips about teaching, technology, and productivity.”

http://chronicle.com/blogs/profhacker/feed/

RescueTime

“RescueTime is a service that helps people understand how they spend their time. This is our

blog where we talk about product news, time management, and staying productive.”

http://blog.rescuetime.com/feed

GizMag

“Gizmag covers invention, innovation and emerging technologies in all fields of human endeavor

– everything from computing, communication and automation, through social innovation, new

ideas, inventions, and services to enhance life, work and play for people of all ages.”

http://feeds.feedburner.com/GizmagEmergingTechnologyMagazine

http://feeds.feedburner.com/makeuseof

http://feeds.gawker.com/lifehacker/full

http://chronicle.com/blogs/profhacker/feed/

http://blog.rescuetime.com/feed

http://feeds.feedburner.com/GizmagEmergingTechnologyMagazine

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