outlook 2010 email - learnflexsharedhealthmb.learnflex.net/.../outlook2010-email.pdf · outlook...
TRANSCRIPT
Outlook 2010 – Email Student Guide
Version 0.4
Revision Date 2019-Apr-12
Course Length 3.5 hours
Outlook 2010-Email SSttuuddeenntt GGuuiiddee
Computer Training Solutions 1 of 28
Table of Contents
Quick Reference .................................................................................................................................. 3
Outlook 2010 Main Window................................................................................................................................................. 3
Icons in the Guide ................................................................................................................................................................ 3
Overview of the Ribbon ....................................................................................................................................................... 4
Quick Access Toolbar .......................................................................................................................................................... 5
Address Book ...................................................................................................................................................................... 6
Mailbox Limits ...................................................................................................................................................................... 6
Sending and Receiving Email ............................................................................................................ 7
Creating Messages .............................................................................................................................................................. 7
Reply, Reply to All, or Forward Messages .......................................................................................................................... 7
Message Options ................................................................................................................................................................. 7
Message Options .................................................................................................................................................................. 8
Follow up Flags ................................................................................................................................................................... 8
Work with Attachments ...................................................................................................................................................... 10
Managing Messages ......................................................................................................................... 11
Delete Messages ............................................................................................................................................................... 11
Resend and Recall Messages ........................................................................................................................................... 11
Creating Signatures ........................................................................................................................................................... 14
Automatic Replies (Out of Office) ...................................................................................................................................... 15
Organizing the Mailbox..................................................................................................................... 16
Create a Folder .................................................................................................................................................................. 16
Search Messages .............................................................................................................................................................. 17
Working with Conversation View ....................................................................................................................................... 18
Working with Contacts ..................................................................................................................... 19
Creating Contacts .............................................................................................................................................................. 19
Adding Contacts from an Email ......................................................................................................................................... 19
Sending an Email from Contacts ....................................................................................................................................... 20
Creating Contact Groups ................................................................................................................................................... 20
Sharing Contacts ............................................................................................................................................................... 21
Opening Shared Contacts ................................................................................................................................................. 21
Removing Shared Contacts Access .................................................................................................................................. 22
Email Options .................................................................................................................................... 22
Archive Items Manually ..................................................................................................................................................... 22
Logging into Outlook Web App .......................................................................................................................................... 23
Outlook 2010-Email SSttuuddeenntt GGuuiiddee
Computer Training Solutions 2 of 28
Working with Web App Options ......................................................................................................................................... 23
Sharing Items in Outlook ................................................................................................................................................... 24
Assigning Delegate Access ............................................................................................................................................... 25
Exercises ........................................................................................................................................... 27
Exercise 1 .......................................................................................................................................................................... 27
Exercise 2 .......................................................................................................................................................................... 27
Exercise 3 .......................................................................................................................................................................... 28
Outlook 2010-Email SSttuuddeenntt GGuuiiddee
Computer Training Solutions 3 of 28
QUICK REFERENCE
Outlook 2010 Main Window
Icons in the Guide
This icon identifies a warning. The consequences of doing or not doing a certain action.
This icon identifies a tip or a shortcut.
Quick Access Toolbar
Commands shown here always are visible. Add your favourites.
Ribbon Tabs
Click on any tab to display its buttons and commands
Ribbon Groups
Each ribbon tab contains groups, and each group contains a set of related commands.
Backstage View
Click the File tab to enter Backstage View, where you set signatures, set automatic replies, and manage rules and alerts.
Like 2003 - Tools> Options
Hide the Ribbon
Click this icon or press CTRL+F1 to hide or show ribbon.
To-Do Bar
This resizable bar displays the Date Navigator, appointments, and Task List.
Help
Click File, then Help. Under Support
click Getting Started.
Outlook 2010-Email SSttuuddeenntt GGuuiiddee
Computer Training Solutions 4 of 28
Overview of the Ribbon
The ribbon is the rectangular region across the top of the window. It puts the options you need in plain view. The ribbon has three basic components:
Tabs – There are eight of them across the top. Each represents an activity area.
Groups – Each tab has several groups that show related items together.
Commands – A command can be a button, drop-down list, or a box to enter information.
The small arrow, called the Dialog Box Launcher , in the lower-right corner of a group points to more detailed options available for the commands in that group.
Location Commands
File Ribbon
Home Ribbon
Send/Receive Ribbon
Folder Ribbon
View Ribbon
Quick Access Toolbar
Outlook 2010-Email SSttuuddeenntt GGuuiiddee
Computer Training Solutions 5 of 28
Quick Access Toolbar
The Quick Access Toolbar is the small row of icons in the upper left, above the ribbon. It contains some commands that you use over and over every day such as; Reply, Print, and Send/Receive.
You can add your favorite commands to it so that they are available no matter which tab you are on.
Add Commands to Quick Access Toolbar
1. On the ribbon, click the appropriate tab or group to display the command that you want to add to the Quick Access
Toolbar.
2. Right-click the command, and then click Add to Quick Access Toolbar on the shortcut menu.
Change the order of the commands on the Quick Access Toolbar
1. Right-click the Quick Access Toolbar, and then click Customize the Quick Access Toolbar on the shortcut menu.
2. Under Customize Quick Access Toolbar, click the command you want to move, and then click the Move Up or
Move Down arrow.
Move the Quick Access Toolbar
The Quick Access Toolbar can be located in one of two places; Upper-left corner next to the Outlook icon , or below the ribbon.
1. Click the arrow on the Quick Access Toolbar.
2. From the list, click Show Below the Ribbon or Show Above the Ribbon.
Outlook 2010-Email SSttuuddeenntt GGuuiiddee
Computer Training Solutions 6 of 28
Address Book
The Outlook 2010 Address Book is available from the Home Ribbon as well as from a new mail message or appointment window. The Address book provides access to the Global addresses, Contacts, and Contact Groups, both global and personal.
Global Address List – Displays names for all network users.
Contacts – Displays personal contact names that the user has created.
All Groups – Displays all personal and network distribution groups.
All Users – Displays all user names only, not groups.
Mailbox Limits
The default mailbox limit is 200 MB. If the mailbox goes over the limit, then messages will not be sent or received. Cleaning it out on a regular basis is a good idea:
Delete unwanted emails
Archive important emails
Save attachments to the network
Remove attached files that are saved
Link attachments, wherever possible
How to Check Folder Size
1. Rick-click folder in Navigation Pane.
2. Select Properties.
3. Click Folder Size button.
Outlook 2010 - Email SSttuuddeenntt GGuuiiddee
Computer Training Solutions 7 of 28
SENDING AND RECEIVING EMAIL
Creating Messages
To create a new mail message:
1. Click Home > New Email.
The Untitled – Message window opens.
2. Click in the To field and type in the address of the email recipient.
OR
Click the Address Book icon to choose from the Address Book.
If you are sending to more than one recipient then type a semicolon (;) between email addresses.
3. Click in the Subject field and type in the subject of email.
4. Click in the message text box and type in message.
5. Click Send.
Reply, Reply to All, or Forward Messages
1. Open the message that is to be responded to.
2. The email message opens in a separate window.
3. Click the message that is to be responded to.
4. Click Reply, Reply to All, or Forward.
Message Options
1. Create and address a new message as desired.
2. Click Options ribbon within the new message window.
Outlook 2010 - Email SSttuuddeenntt GGuuiiddee
Computer Training Solutions 8 of 28
3. Select the desired options.
4. Click Send.
Message Options
Option Group Description
Themes Change the color, font, and effects of the message
Show Fields Add Bcc to your message
Permission Restrict Forwarding of message
Tracking Voting buttons are used to take a poll on a decision that needs to be made. Options are provided such as, Approve - Reject, Yes -No and Yes – No – Maybe. The chosen voting button icons appear at the top of the recipient’s email.
Delivery and Read receipts
More Options Save sent message to a different folder
Delay delivery
Have replies sent to someone else
Follow up Flags
Follow up flags are used as reminders to follow up on emails. Once the message has been followed up on, the flag can be marked as complete, as indicated by a check mark (√).
6. Right click the message you want to mark with a follow up flag.
A shortcut menu appears
Outlook 2010 - Email SSttuuddeenntt GGuuiiddee
Computer Training Solutions 9 of 28
7. Select the type of flag that you need.
8. The message will now display a colored flag in the message list.
Adding follow up reminders
1. Right-click on the message that is to have a reminder set.
2. Select Add Reminder from the Follow up menu.
3. Select the date for the reminder.
4. Click Ok.
Outlook 2010 - Email SSttuuddeenntt GGuuiiddee
Computer Training Solutions 10 of 28
Work with Attachments
Attach a file to a message
1. Create and address a new message as desired.
2. Click Attach File on the Insert ribbon.
3. Select the desired file.
4. Click Insert on the open dialog box.
5. Compose the message as normal.
6. Click Send.
Open attached files within a message
1. Open the message with the attachment.
2. Double-click the attachment icon.
3. The attachment will open in a separate window.
Save an attached file
1. Open the message that contains the attached file to be saved.
2. Right-click the attachment.
A shortcut menu appears
3. Select Save As.
4. Select the appropriate location to save the file from the Save In list.
Outlook 2010 - Email SSttuuddeenntt GGuuiiddee
Computer Training Solutions 11 of 28
Removing attached files
1. Open the message that contains the attached file to be removed
2. Right-click the attachment
3. Select Remove Attachment
MANAGING MESSAGES
Delete Messages
To delete a mail message:
1. Highlight the message to delete.
2. Click Delete button on the Home ribbon or Delete on your keyboard.
Resend and Recall Messages
Resend a message from Sent folder
1. Select the Sent Items folder, from the Navigation Pane.
2. Open the message that is to be resent.
3. Click Action from the Message ribbon.
(The Action menu opens)
Outlook 2010 - Email SSttuuddeenntt GGuuiiddee
Computer Training Solutions 12 of 28
9. Select Resend this Message.
10. The message opens in a separate window.
11. Make the necessary changes.
12. Click Send.
Recall a sent message
1. Select the Sent Items folder, from the Navigation Pane.
2. Open the message that is to be recalled.
3. Click Action from the Message ribbon.
4. Select Recall this message.
(The message recall dialog box appears)
13. Select the desired option.
14. Click OK.
Outlook 2010 - Email SSttuuddeenntt GGuuiiddee
Computer Training Solutions 13 of 28
Option Description
Delete unread copies of this message
Deletes the message from the Inbox of any recipient that has not read the message or moved it to another folder.
Delete unread copies and replace with a new message
Deletes and replaces the message from the Inbox of any recipient that has not read the message or moved it to another folder.
Tell me if the recall succeeds or fails for each recipient
For each recipient on the email message, Outlook sends a reply email to the Sender’s Inbox identifying the status of the recall.
Outlook 2010 - Email SSttuuddeenntt GGuuiiddee
Computer Training Solutions 14 of 28
Creating Signatures
1. Open the File tab.
2. Select Options.
3. Select Mail.
4. Click Signatures.
The Signatures and Stationary dialog box opens
5. Click New.
6. Type a name for your new signature.
7. Click Ok.
8. In the Edit Signature box type in your signature and format as desired.
9. Under Choose default signature select signature for New Messages and Replies/Forwards.
10. Click Ok.
Outlook 2010 - Email SSttuuddeenntt GGuuiiddee
Computer Training Solutions 15 of 28
Automatic Replies (Out of Office)
1. Select File ribbon
2. Click Automatic Replies
3. The Automatic Replies dialog
box opens
4. Select Send automatic replies
5. Enter start time and end time to
specify when the automatic
replies are sent.
Note: If you don’t set a time
period, you’ll be reminded you
have automatic replies turned
on each time you sign in to
your mailbox
6. Type the desired Autoreply text for each sender inside the organization and/or outside of the organization
7. Click OK.
As soon Ok is selected the Automatic Replies is active. When a sender sends an email to you they will get your Autoreply email.
Outlook 2010 - Email SSttuuddeenntt GGuuiiddee
Computer Training Solutions 16 of 28
ORGANIZING THE MAILBOX
Create a Folder
There are two types of folders that you can create within Outlook 2010; a regular mail folder and a personal (.pst) mail folder.
A regular mail folder is housed on the network mail server and takes up space in your mailbox which means it counts towards your mailbox size limit.
A personal (.pst) folder is housed on a separate server and does not count towards your mailbox size limit.
Create a regular mail folder
1. Right-click on the folder that the new folder is to be created below.
2. Select New Folder.
(The Create New Folder dialog box appears.)
3. Type the name for the folder in the Name text box.
4. Click OK
Outlook 2010 - Email SSttuuddeenntt GGuuiiddee
Computer Training Solutions 17 of 28
Create a personal (.pst) folder
1. From the Home ribbon click New Items
2. Select More Items
3. Click Outlook Data File
4. When the Create or Open Outlook Data File dialog box appears go to the location where the file is to be
located and save it.
Search Messages
1. From the Navigation Pane click the folder that you want to search.
2. Click in the Instant Search box
The Search Tools ribbon opens
3. In the Instant Search box type in search text
4. From the ribbon choose how you want to search; i.e. current folders or all subfolders.
5. Click magnifying glass to begin search
6. Click Close Search to return to your folder.
Outlook 2010 - Email SSttuuddeenntt GGuuiiddee
Computer Training Solutions 18 of 28
Working with Conversation View
Messages can be organized by date and arranged by Conversation. When Conversations are turned on, messages that share the same subject appear as Conversations that can be viewed expanded or collapsed.
Conversations are identified in the message list by an envelope icon showing multiple items.
The messages within each Conversation are sorted with the newest message on top. When a new message is received, the whole Conversation moves to the top of your message list.
When you click a Conversation header in the message list, the Conversation shows with the newest message on top.
Turn on or off Conversation View
1. Click View tab.
2. In the Conversations group, select or clear the Show as Conversations check box.
3. Click All Folders or This Folder from the dialog box.
Outlook 2010 - Email SSttuuddeenntt GGuuiiddee
Computer Training Solutions 19 of 28
WORKING WITH CONTACTS
Creating Contacts
1. Select Contacts, from the Navigation Pane.
2. Click New Contact.
3. Fill in the details on the contact card.
4. Click Save and Close
Adding Contacts from an Email
1. Open the email that the contact is to be added from.
2. Right-click the name from the message header.
3. Click Add to Outlook Contacts.
4. Click Save and Close.
Outlook 2010 - Email SSttuuddeenntt GGuuiiddee
Computer Training Solutions 20 of 28
Sending an Email from Contacts
1. Within Contacts, right-click on the contact card to send an email to that contact.
2. Click Create.
3. Select Email.
Creating Contact Groups
Contact Groups replace distribution lists in Outlook 2010. It is a grouping of email addresses collected under one name.
1. In Contacts click on the Home tab.
2. Click New Contact Group from the New Group.
A new contact group window opens
4. Type the name of the Contact Group in the Name text box.
5. Click Add Members and select them from the Address Book.
6. Click Save and Close.
Outlook 2010 - Email SSttuuddeenntt GGuuiiddee
Computer Training Solutions 21 of 28
Sharing Contacts
1. Click Contacts from the Navigation Pane.
2. Click Share Contacts from the Home tab.
3. Address the Sharing Invitation.
4. Click Send.
Opening Shared Contacts
1. Select Open Shared Contacts from the Home tab.
2. Select the name of the user with whom you share contacts.
3. Click Ok.
Outlook 2010 - Email SSttuuddeenntt GGuuiiddee
Computer Training Solutions 22 of 28
Removing Shared Contacts Access
At any time you can change or revoke someone’s access permissions to your contacts folder
1. Ensure that Contacts view is displayed.
2. Select Folder Permissions from the Properties group.
3. Select the name of the user who is to have rights removed/changed.
4. Make the necessary permission changes or Click Remove.
5. Click Ok.
EMAIL OPTIONS
Archive Items Manually
To reduce the size of your mailbox, archive older items. Archived items are moved to a separate Outlook Data File (.pst).
1. Select File tab
2. Click Cleanup Tools.
3. Click Archive
4. Click the Archive this folder and all subfolders option
5. Click the folder you want to archive.
6. Under Archive items older than, enter a date and location under Archive file.
7. Select the Include items with “Do not AutoArchive” checked check box to
include any items that might be individually marked to be excluded.
8. Click Ok.
Outlook 2010 - Email SSttuuddeenntt GGuuiiddee
Computer Training Solutions 23 of 28
Logging into Outlook Web App
1. Type the following link into the Internet Explorer Address Bar:
https://webmail.manitoba-ehealth.ca
2. Type in the username and password that is used to log into the network.
Outlook email window opens
Working with Web App Options
1. Click Options from the Navigation Bar
2. Set the desired Options; then click
a. Automatic Replies
b. E-Mail Signature
c. Calendar Options
d. Reminder Options
e. Change Password
Outlook 2010 - Email SSttuuddeenntt GGuuiiddee
Computer Training Solutions 24 of 28
Sharing Items in Outlook
The items in Outlook main folders (such as Inbox, Calendar, Contacts, Tasks) can be viewed by others once shared access has been set up. There are two ways that this can be accomplished: Sharing or Assigning Delegate Access
Sharing Inbox
1. Right-click the mail folder that you want to share
2. Select Properties
Inbox Properties window opens
3. Click Add to open the Address Book to find the person you are sharing with.
4. Select Permission Level
5. Click Ok
Outlook 2010 - Email SSttuuddeenntt GGuuiiddee
Computer Training Solutions 25 of 28
Permission Levels
Role Read items and Files
Create Items and Files
Modify Items and Files
Delete Items and Files
Create Subfolders
Change Folder Permission Levels
None no no no no no no
Owner yes yes yes yes yes yes
Publishing Editor
yes yes yes yes yes no
Editor yes yes yes yes no no
Publishing Author
yes yes your own only
your own only
yes no
Author yes yes your own only
your own only
no no
Non-editing Author
yes yes no your own only
no no
Reviewer yes no no no no no
Contributor no yes no no no no
Custom specified by owner
Assigning Delegate Access
In the following example, both Calendar and Contacts folders are being shared with different permissions.
1. Select File tab and click Account Settings.
2. Select Delegate Access.
3. Click Add to search for the person to give Delegate Access to.
4. Select permission level.
5. Click Ok.
Outlook 2010 - Email SSttuuddeenntt GGuuiiddee
Computer Training Solutions 26 of 28
DELEGATE ACCESS - PERMISSION LEVEL ROLES
Role Read items and Files
Create Items and Files
Modify Items and Files
Delete Items and Files
Reviewer yes no no no
Author yes yes your own only your own only
Editor yes yes yes yes
The permissions apply ONLY to the main folder listed above. Subfolders will need to be individually shared.
DELEGATE PERMISSIONS – CHECK BOX OPTIONS
Option Description
Delegate receives copies of meeting related messages sent to me
Delegate receives all copies of meeting requests and responses sent to owner.
Automatically send a message to delegate summarizing these permissions
Delegate receives an email outlining the exact permissions granted to them.
Delegate can see my private items
Delegate can view any item they have permissions to see that the owner marked as private.
Outlook 2010 - Email SSttuuddeenntt GGuuiiddee
Computer Training Solutions 27 of 28
EXERCISES
Exercise 1
1. Create a new mail message and address it to the student your mail partner. Use the following:
Subject: Age Project
Text: Attached is the Ageing Spreadsheet for your review.
Attach File: Ageing
2. Create a new mail message and address it to your email partner. Use the following:
Subject: Coffee Club Text: If you wish to contribute to the coffee fund, please do so by Friday.
Expiration Date: 2 days
3. Create a new mail message and address it to your email partner. Use the following:
Subject: Salary Review Meeting Text: The time of the meeting has been changed to 1:00 PM. Priority: High
4. Read all new messages in your Inbox.
5. Reply to the message "Salary Review Meeting" with the following:
Text: Since I have a conflict at 1:00 PM, I will arrive late at the meeting.
6. Forward the message "Coffee Club" to the student two numbers higher than you and add the following message:
Text: Did you send in your money yet?
Exercise 2
1. Create a new mail group and name it Coffee Club and add all students in class.
2. Add yourself and your mailing partner to the new group.
3. Send a new message the Coffee Club group, inviting them to coffee tomorrow at 10:00 AM in the cafeteria.
Outlook 2010 - Email SSttuuddeenntt GGuuiiddee
Computer Training Solutions 28 of 28
Exercise 3
1. Create a new folder called Committee Notes.
2. Create another folder called Coffee Club.
3. Rename the Coffee Club folder to Java Club.
4. Move any 2 messages from your Inbox to the Java Club folder.
5. Move 1 message from the Java Club folder to the Committee Notes folder