Outlook 2010 Time Saving Tips

Download Outlook 2010 Time Saving Tips

Post on 14-Apr-2017




0 download

Embed Size (px)


Microsoft Outlook2010

Management tips and Time saving tricks




Printable Sheet http://www.auburn.edu/oit/exchange/Outlook2010_shortcuts.pdf (Just a few to get started!)


FavoritesView / Folder Pane / FavoritesShould show on top of Navigation Pane


FoldersFolders 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.

Locate and select the Folder tab on the Ribbon. The Folder tab will appear.Select the desired location for the folder, then click the New Folder command.


Folders3. 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.


SignaturesStep 1 Click File, then click Options in the left-hand menu.


SignaturesStep 2 Select Mail from the list of options, then click Signatures.


SignaturesStep 3 Replace the existing signature with your desired new one. If there isnt an existing signature, click New and create one.


TemplatesCreating a TemplateClick 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.


TemplatesUsing a Template You've CreatedChoose New Items | More Items | Choose Form.In the Look In: box, select User Templates in File SystemSelect the form you wish to use and click OpenYou can now type the needed information and click Send.


Template Shortcut in Quick StepsCreating a Shortcut to your Template in Quick StepsIn the Quick Steps section of the ribbon, choose theCreate Newoption.Type a name for the quick step.Choose an Action by clicking the down arrow chooseNew Messagein the Respond section.Type the TO address if neededClick theShow Optionsbutton.Type the subject, text, etc for the message (you can copy text from an existing template here)ClickFinishto save the quick step. It will now appear in the Quick Step section. Click the quick step item name to use the template.


Template Shortcut in the RibbonCreating a Shortcut to your Template in the Outlook RibbonClickFile |Options.SelectCustomize Ribbon.Click theNew Groupicon then chooseRenameto name it (e.g., Templates), type the nameand clickOK.ChooseAll commandsin the "Choose commands from" field.SelectChoose Formand clickAdd.ClickOKto save changes.This icon will open a Choose Forms window. Click the down arrow in the Look In field. SelectUser Templates in File System and select your template.NOTE: if you prefer using the Quick Access toolbar, youcan also customize it using the steps for customizing the Outlook Ribbon






TasksIdeal for us list-makers

Create a task quickly

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.


TasksCreate new task categories

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.


TasksAttach files to a task

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.


TasksAssign tasks to others

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!


Rules and Alerts