MOS OUTLOOK 2010 · 2020. 3. 16. · and Excel, the average user is only proficient with less than...

UMES CENTER FOR STUDENT TECHNOLOGY COMPETENCY AND CERTIFICATION

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SUMMER 2014

USERS ARE FORBIDDEN TO REPRODUCE, REPUBLISH, REDISTRIBUTE, OR RESELL ANY MATERIALS FROM THIS DOCUMENT IN EITHER MACHINE-READABLE FORM OR ANY OTHER FORM WITHOUT PERMISSION Prepared with special consideration by Dr. Nicole A. Buzzetto-More.for the UMES CSTCC

UMES Center for Student Technology Competency and Microsoft Certification

MOS OUTLOOK 2010

A TITLE III SPONSORED

PROGRAM


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TABLE OF CONTENTS

ABOUT THE MOS TESTS ................................................................................................................................ 3

TEST TAKING TIPS .......................................................................................................................................... 4

MOS OUTLOOK 2010 EXAM OBJECTIVES ...................................................................................................... 5

MOS OUTLOOK 2013 EXAM OBJECTIVES ...................................................................................................... 8

MS OUTLOOK 2010 EXAM TASKS ................................................................................................................ 10

USING CATEGORIES ..................................................................................................................................... 11

CREATING CUSTOMIZED VIEWS .................................................................................................................. 11

CUSTOMIZING THE CALENDAR ................................................................................................................... 12

SYNC YOUR CALENDAR WITH YOUR IPHONE, IPAD, OR OTHER MOBILE DEVICE ....................................... 14

ADDRESS BOOKS AND DISTRIBUTION LISTS ................................................................................................ 15

ADDING AND UPDATING CONTACT INFORMATION ........................................................................... 15

CONTACT GROUPS .............................................................................................................................. 15

SHARING CONTACTS ................................................................................................................................... 16

MAIL MERGES ............................................................................................................................................. 16

FILTERING MESSAGES ................................................................................................................................. 17

SAFE AND BLOCKED SENDERS ............................................................................................................. 17

CREATING RULES AND ALERTS .................................................................................................................... 18

AUTOMATIC RESPONSES ............................................................................................................................ 19

WORKING WITH TASKS ............................................................................................................................... 20

CREATE AND MANIPULATE APPOINTMENTS AND EVENTS ........................................................................ 20

SCHEDULING APPOINTMENTS ............................................................................................................ 20

SCHEDULING EVENTS .......................................................................................................................... 22

SETTING RECURRENCE AND PRIVACY OPTIONS.................................................................................. 22

SCHEDULING MEETINGS ..................................................................................................................... 23

USING OUTLOOK 2010 TEMPLATES ............................................................................................................ 25

USING OUTLOOK 2010 FORMS ................................................................................................................... 25

MANAGING FOLDERS .................................................................................................................................. 26


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ABOUT THE MOS TESTS

Most people greatly overestimate their technical skills. When it comes to the use of Microsoft Word and Excel, the average user is only proficient with less than 25% of the capabilities of the software. Two levels of certification tests are available for MS Word and Excel 2010. The core level test certifies that a user is proficient with 80% of the features and capabilities at the functional level. The expert level test certifies that users are able to use the software at the administrative level to manage users, manipulate options, customize the environment, collaborate on group projects, and etcetera.

The typical candidate for the exam is a student, office worker, or instructor who is able to navigate Outlook 2010 at the feature and functionality level. The test is designed for users who can format message content by using character and paragraph formatting, use graphic elements such as charts and tables, and create contact records, tasks, and appointments from incoming messages. They create contact groups, schedule meetings, and share schedules to facilitate communication with other Outlook users.

By preparing for the MOS tests you will find that you will greatly increase your familiarity with the software. You will discover tools and features that you may not have previously known existed and which may be extraordinarily useful. You will also learn that the software is capable of more than you had expected, which may in turn increase your daily proficiency.

By earning Microsoft Office Specialist certifications you will be receiving a globally-acknowledged and industry-recognized credential. Delivered by Certiport, this is the only credentialing program endorsed by the Microsoft Corporation.

When you pass a Microsoft Certification exam, you become a member of the Microsoft Certified Professional (MCP) community with access to all of the benefits provided through the Microsoft Certification Program. You can use your Microsoft account to access the MCP member sites, where you’ll find lots of ways to keep your skills relevant, applicable, and competitive.

Exams you pass and certifications you earn become part of your official transcript, which you can allow potential employers to access directly. A Microsoft Certification is an industry standard that is recognized worldwide and can help open doors to potential job opportunities. A number of studies have validated the benefits of MOS certification:

http://www.microsoft.com/learning/en/us/program-membership.aspx

http://www.microsoft.com/learning/en/us/program-membership.aspx

http://www.microsoft.com/learning/members/en/us/mcp/mcp-default.aspx


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TEST TAKING TIPS

The questions are not worded to be tricky or misleading. For success a test taker just needs to be well versed in the software application, ready to be persistent and search for the correct answer, and pace their self.

Here are some tips for taking the test:

Learn all of the tabs and associated groups

Be familiar with the File Tab also known as Backstage View

Learn Options

If you are not sure about a question, select skip to move ahead. You will be able to return to the question at the end of the test.

If you think that you have clicked too many places looking for the answer, you can reset the question and start again and you will not be penalized.

Keep track of the time. You neither want to move too sluggishly nor at a hurried pace.

Do not over think questions. As mentioned above, they are not worded to be misleading.

Stick to the literal. Here is an example from the MS Word Test 2007 where a question asked test takers to change the initials of a user, you may be inclined to change the author’s information. This would be incorrect. The author information is part of a document’s properties and is specific to a single document. The user is set at the software level by visiting Word Options.


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MOS OUTLOOK 2010 EXAM OBJECTIVES

Exams are primarily performance-based and conducted in a "live," or simulated, environment. Exam candidates taking exams for MOS 2007 or 2010 are asked to perform a series of tasks to clearly demonstrate their skills. For example, a Word exam might ask a user to balance newspaper column lengths or keep text together in columns. MOS 2013 presents the candidate with a project to build, with tasks and steps that build on each other.

This exam measures your ability to accomplish the technical tasks listed below. The information after ―This objective may include but is not limited to‖ is intended to further define or scope the objective by describing the types of skills and topics that may be tested for the objective. However, it is not an exhaustive list of skills and topics that could be included on the exam for a given skill area. You may be tested on other skills and topics related to the objective that are not explicitly listed here.

Managing the Outlook Environment

Apply and manipulate Outlook program options.

This objective may include but is not limited to: setting General, Mail, Calendar, Tasks, Notes and Journal, Advanced, and Language options

Manipulate item tags.

This objective may include but is not limited to: categorizing items, setting flags, setting sensitivity level, marking items as read or unread, and viewing message properties

Arrange the Content Pane.

This objective may include but is not limited to: showing or hiding fields in a list view, changing the reading view, and using the Reminders Window and People Pane

Apply search and filter tools.

This objective may include but is not limited to: using built-in Search folders

Print an Outlook item.

This objective may include but is not limited to: printing attachments, calendars, multiple messages, multiple contact records, tasks, and multiple notes

Creating and Formatting Item Content

Create and send email messages.

This objective may include but is not limited to: specifying a message theme, specifying plain text, rich text, or HTML message content format, showing or hiding the From and Bcc fields, setting a reminder for message recipients, specifying the sending account, specifying the sent item folder, configuring message delivery options, configuring voting and tracking options, and sending a message to a contact group

Create and manage Quick Steps.

This objective may include but is not limited to: performing, creating, editing, deleting, and duplicating Quick Steps, resetting Quick Steps to default settings

Create item content.


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This objective may include but is not limited to: inserting graphical elements and inserting a hyperlink

Format item content.

This objective may include but is not limited to: using formatting tools, applying styles, creating styles and themes, using Paste Special, and formatting graphical elements

Attach content to email messages.

This objective may include but is not limited to: attaching an Outlook item and attaching external files

Managing Email Messages

Clean up the mailbox.

This objective may include but is not limited to: viewing mailbox size, saving message attachments, saving a message in an external format, ignoring a conversation, and using clean-up tools

Create and manage rules.

This objective may include but is not limited to: creating, modifying, and deleting rules

Manage junk mail.

This objective may include but is not limited to: allowing a specific message (Not junk), and filtering junk mail with Never Block Sender, Never Block Sender’s Domain, Never Block this Group or Mailing List, and Block Sender

Manage automatic message content.

This objective may include but is not limited to: managing signatures, specifying the font for new HTML messages, plain-text messages, specifying options for replies and forwards, and setting a default theme for all HTML messages, stationery, and fonts

Managing Contacts

Create and manipulate contacts.

This objective may include but is not limited to: modifying a default business card, forwarding a contact, and updating a contact in the address book

Create and manipulate contact groups.

This objective may include but is not limited to: creating a contact group, managing contact group membership, showing notes about a contact group, forwarding a contact group, deleting a contact group, and sending a meeting to a contact group

Managing Calendar Objects

Create and manipulate appointments and events.

This objective may include but is not limited to: setting appointment options, printing appointment details, forwarding an appointment, and scheduling a meeting with a message sender


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Create and manipulate meeting requests.

This objective may include but is not limited to: setting response options, updating a meeting request, canceling a meeting or invitation, and proposing a new time for a meeting

Manipulate the Calendar pane.

This objective may include but is not limited to: arranging the calendar view, changing the calendar color, displaying or hiding calendars, and creating a calendar group

Working with Tasks, Notes, and Journal Entries

Create and manipulate tasks.

This objective may include but is not limited to: creating a task, managing task details, sending a status report, marking a task as complete, moving or copying a task to another folder, assigning a task to another Outlook user, accepting or declining a task assignment, updating an assigned task, and using Current view

Create and manipulate notes.

This objective may include but is not limited to: creating a note, changing the current view, and categorizing notes

Create and manipulate Journal entries.

This objective may include but is not limited to: automatically record Outlook items, automatically record files, and editing a Journal entry


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MOS OUTLOOK 2013 EXAM OBJECTIVES

This exam measures your ability to accomplish the technical tasks listed below. The information after ―This objective may include but is not limited to‖ is intended to further define or scope the objective by describing the types of skills and topics that may be tested for the objective. However, it is not an exhaustive list of skills and topics that could be included on the exam for a given skill area. You may be tested on other skills and topics related to the objective that are not explicitly listed here.

Manage the Outlook Environment

Customize Outlook Settings.

This objective may include but is not limited to: including original messages with all reply messages, changing text formats for all outgoing messages, customizing the Navigation Pane, blocking specific addresses, configuring views, managing multiple accounts, setting Outlook options

Automate Outlook.

This objective may include but is not limited to: changing quoted text colors, creating and assigning signatures, using Quick Steps, creating and managing rules, creating auto-replies

Print and Save Information in Outlook.

This objective may include but is not limited to: printing messages, printing calendars, saving message attachments, previewing attachments, printing contacts, printing tasks, saving messages in alternate formats, creating data files

Search in Outlook.

This objective may include but is not limited to: creating new search folders, searching for messages, searching for tasks, searching for contacts, searching calendars, using advanced find, using Search by Location

Manage Messages

Create a Message.

This objective may include but is not limited to: creating messages, forwarding messages, deleting messages, adding/removing message attachments, adding cc and bcc to messages, adding voting options to messages, replying to all, replying to sender only, prioritizing messages, marking as private, requesting delivery/read receipt, redirecting replies, delegating access

Format a Message

This objective may include but is not limited to: formatting text, inserting hyperlinks, applying themes and styles, inserting images, adding a signature to specific messages, formatting signatures, creating and using Quick Parts

Organize and Manage Messages.

This objective may include but is not limited to: sorting messages, moving messages between folders, adding new local folders, applying categories, configuring junk e-mail settings, cleaning up messages, marking as read/unread, flagging messages, ignoring


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messages, sorting by conversation, setting attachment reminder options

Manage Schedules

Create and Manage Calendars.

This objective may include but is not limited to: adjusting viewing details for calendars, modifying calendar time zones, deleting calendars, setting calendar work times, using multiple calendars, managing calendar groups, overlaying calendars, sharing calendars

Create Appointments, Meetings and Events.

This objective may include but is not limited to: creating calendar items, creating recurring calendar items, cancelling calendar items, creating calendar items from messages, setting calendar item times, categorizing calendar items, using the scheduling assistant, changing availability status, scheduling resources, utilizing Room Finder

Organize and Manage Appointments, Meetings, and Events.

This objective may include but is not limited to: setting calendar item importance, forwarding calendar items, configuring reminders, adding participants, responding to invitations, updating calendar items, sharing meeting notes

Create and Manage Notes, Tasks, and Journals.

This objective may include but is not limited to: creating and managing tasks, creating and managing notes, attaching notes to contacts, creating journal entries, updating task status

Manage Contacts and Groups

Create and Manage Contacts.

This objective may include but is not limited to: creating new contacts, deleting contacts, importing contacts from external sources, editing contact information, attaching an image to contacts, adding tags to contacts, sharing contacts, managing multiple address books

Create and Manage Groups.

This objective may include but is not limited to: creating new contact groups, adding contacts to existing groups, adding notes to a group, updating contacts within groups, deleting groups, deleting group members


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MS OUTLOOK 2010 EXAM TASKS

While we cannot disclose the questions on the MS Outlook 2010 Certification exam, we can tell you that in

some form or another all of the following tasks will be included.

Remove member from group Add new member to group Create a new group Create new email contact Create a task and set the priority Change the setting for a meeting Change meeting reminder Cancel a meeting Reschedule a meeting Change the location for a meeting and send the update Set out of office assistant Add calendar item Change calendar display Use rules to all email message type Mark calendar item as high importance Print schedule Format schedule Set reminders

Add folders Attach subject body Set junk mail rules Add second time zone to calendar display UTC Change option clear Create link to subject Print calendar for current month Insert picture Ignore conservation Delete marketing Change body text to Rich Format Change default signature Forward message Create note Create rule play Add personal signature Edit contacts Create new rule

The following pages include some materials, which will enhance your understanding and usage of MS Outlook

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USING CATEGORIES

Microsoft Outlook 2010 provides categories to help track, find, sort, filter, and group items.

Categories can be a keyword or phrase.

Where do you find the category tool? The Home tab

CREATING CUSTOMIZED VIEWS

Outlook 2010 includes features for customizing default views – all are available for use from the View tab – to help you become more efficient and productive.

Use the Navigation Pane’s shortcuts for quick access to various Outlook 2010 components.

The Reading Pane displays additional information for highlighted items.

The To-Do Pane displays tasks, appointments, and other items

In the Arrangement group on the View tab you can display/order/ or group by a date, category, importance, subject, size, sender, recipient, etcetera.

You can also further customize by using the advanced settings feature


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CUSTOMIZING THE CALENDAR

The calendar is a useful and awesome tool. Whether you are a student, staffer, or faculty member this can help you stay organized and on task.

You can easily navigate to the calendar from the bottom right hand corner of the screen

Add items to the calendar from the home tab

Its easy to add details, invite attendees to meetings, categorize events, set reminders, etcetera


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You can share or co-manage calendars

You can also

Create calendar groups

Publish your calendar online

Email your calendar

Displaying Different Views The Calendar module offers four distinct views of content. These views are: ● Calendar This is the standard view in which you display your Outlook calendar. Inthe Day, Work Week, or Week arrangement, Calendar view displays the subject,location, and organizer (if space allows) of each appointment, meeting, or event, as well as the availability bar and any special icons, such as Private or Recurrence. ● Preview In the Day, Work Week, or Week arrangement, this view displays additional information, including information from the notes area of the appointment window, as space allows. ● List This list view displays all appointments, meetings, and events on your calendar. ● Active This list view displays only future appointments, meetings, and events. When working in a list view, you can group calendar items by selecting a field from the. Arrangement gallery on the View tab.


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Calendar view arrangements as Day view, Work Week view, Week view, and Schedule view .

➤ To display a different view of the Calendar module

➜ On the View tab, in the Current View group, click the Change View button, and then click Calendar,

Preview, List, or Active. Displaying Multiple Calendars Secondary calendars are calendars that you create, import, or subscribe to, or that other people share with you.

➤ To create a secondary calendar

1. In the Calendar module, on the Folder tab, in the New group, click the New Calendar button. 2. In the Create New Folder dialog box, name the calendar, select its location, and then click OK.

➤ To create a calendar group by choosing group members

1. In the Calendar module, on the Home tab, in the Manage Calendars group, click the Calendar Groups button and then, in the list, click Create New Calendar Group. 2. In the Create New Calendar Group dialog box, enter a name for the group and then click OK. 3. In the Select Name dialog box, double-click the names of the people whose calendars you want to include in the calendar group to add them to the Group Members box, and then click OK.

.

➤ To delete a calendar group

1. In the Navigation Pane, right-click the name of the calendar group, and then click Delete Group. 2. In the confirmation dialog box, click Yes.

➤ To display multiple calendars

➜ In the Navigation Pane, select the check boxes of the calendars or calendar group

you want to view.

➤ To switch between Overlay Mode and Side-By-Side Mode

➜ On the title bar tab of any secondary calendar, click the View in Overlay Mode

button. In Overlay Mode, click either calendar tab to display that calendar on top of the other calendar.

➜ On either of the overlaid calendars, click the View in Side-By-Side Mode button to

return to the standard display. Changing Calendar Colors

➤ To change a calendar color

1. Display the calendar for which you want to change the color. If you’re displaying multiple calendars, select the calendar you want to change by clicking its tab. 2. On the View tab, in the Color group, click the Color button. Then in the Color gallery, click the color you want to assign to the calendar.

SYNC YOUR CALENDAR WITH YOUR IPHONE, IPAD, OR OTHER MOBILE DEVICE

Use the cable that came with your iPhone to connect it directly to your computer. This will automatically launch iTunes. Select "iPhone" from the iTunes source list. Click on the "Info" tab in iTunes

Click on the "Sync Outlook calendars" option. Click on "Apply" in the lower-right corner of your screen. Your computer will now sync with your iPhone based on your settings


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Want more information or have an android device or Google account visit http://news.cnet.com/8301-33620_3-57440246-278/google-your-bridge-from-outlook-to-any-smartphones-calendar/

To make your Outlook calendar available to sync with your mobile device, in Outlook Sync Services must be turned on (Sync Services: A central database on your computer that allows applications and devices to share information such as calendars, contacts, tasks, and notes.).

ADDRESS BOOKS AND DISTRIBUTION LISTS

ADDING AND UPDATING C ONTACT INFORMATION 1. Double-click a Contact to view or update 2. Click New Contact in the New group on the Home tab to create a new record. 3. You can also drag and drop a Contact record received from someone else directly to Outlook

CONTACT GROUPS Contact groups (Distribution lists in previous versions) further extend the value of Contact lists. Contact groups contain a group of individual e-mail addresses under a single name, and they simplify addressing a single e-mail message to a large number of people.

You can create contact groups for a small group of people or for hundreds or even thousands.

You can also specify privacy settings.

Managing Contacts

Outlook 2010 allows you to enter a great deal of information about the people in your Contact list. In addition to their name, address, telephone number, and e-mail address, you can also enter nicknames, spouse’s names, birthdays, anniversaries, and business-related items. Outlook 2010 also links other items – such as meeting requests, journal entries, and tasks – to a Contact.

1. To view these options, right-click a Contact and select the item you wish to use from the resulting context menu (see the Create option).

a. A number of predefined views exist for reviewing Contact information. In addition to the default Business Card view, you can also display Contacts with other


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default views. Each possesses various sort options to let you display information in the most convenient manner:

SHARING CONTACTS

Outlook 2010 supports sending and receiving Contacts directly through e-mail; just drag-and-drop a

Contact to an e-mail message to include it as an attachment. Should a colleague use a different e-mail

application, they’ll be able to add the Outlook 2010 Contact as a vCard (the Internet standard for creating

and sharing virtual business cards).

Click share to share to either share your contact folder or request permission to view someone else’s

contact folder

MAIL MERGES

A mail merge allows you to send personalized messages to a large group of people at once without them

knowing who else you have sent it to. This is a great way to have bulk messages look more personal, send

everybody their own information (like a logon name and password) or send out Xmas cards.

When in contacts just select Mail merge from the Home tab. Follow the prompts to complete the merge.


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FILTERING MESSAGES

Use rules to sort messages.

Use the Junk Mail Filter to reduce clutter.

Control the Junk Mail Filter.

Use the Safe Senders and Safe Recipients lists to eliminate messages mistakenly marked as

spam.

SAF E AND BL OCKED SEND ERS Rely on the Safe Recipients tab to add addresses or domain names that should not be treated as junk mail. The Safe Recipients List can prove particularly beneficial if you subscribe to several mailing lists.


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Use the Blocked Senders tab to add sender e-mail addresses and domain names that should be blocked from sending you e-mail. You can also associate individual e-mail messages with each of these lists by right-clicking the e-mail message in your Inbox, selecting Junk Mail from the resulting context menu, and selecting the appropriate list.

Use the International tab to specify how to handle messages written in other languages.

CREATING RULES AND ALERTS

Rules and Alerts allow automatic actions to be taken on messages. Outlook 2010 rules let you

automatically assign certain actions to e-mails that meet specific criteria. For example, you could create a

rule to send all mail from your boss to a designated folder. You can also create rules to forward junk mail

directly to the Deleted Items folder.

1. From the Home tab locate the Move group.

2. Select Rules and Alerts. Doing so opens the Rules and Alerts dialog box.

a. To create a rule select Create

b. To manage existing rules click Manage Rules and Alerts

A myriad of customization options are available. The Rules Wizard will walk you through the process of

creating automated responses.

3. Using the Rule Wizard: set all Conditions in Step 1 in the Rules Wizard


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4. Edit the Rule Description in Step to in the Rules Wizard

5. Click Next to Continue

6. Name your rule

7. Turn on Your rule

8. Click Finish

AUTOMATIC RESPONSES

Outlook 2010 supports various automated response options, which save time. The Out of Office Assistant

alerts colleagues to special circumstances. You can have separate messages for internal and external

audiences

Using the Out of office assistant

1. Click the File tab, and then click the Info tab in the menu.

2. Click Automatic Replies (Out of Office).

3. In the Automatic Replies dialog box, select the Send Automatic Replies check box.

a. If you want to specify a set time and date range, select the Only send during this

time range check box. Then set the Start time, and then set the End time.

b. In the Inside my organization tab, type the message that you want to send within

your organization, and in the Outside my organization tab, type the message that

you want to send outside your organization.

4. Click OK.


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If you selected the ―Only send during this time range‖ option the Automatic Replies (Out of Office)

feature will continue to run until the date and time set for the End Time is reached. Otherwise, the

Automatic Replies (Out of Office) will continue to run until you repeat step 1 and select the ―Do not send

automatic replies‖ option

WORKING WITH TASKS

Outlook 2010’s Tasks component helps manage your to-do list.

You can associate documents or files with the Task by dragging and dropping them to the

open Task.

You can mark Tasks as completed, specify categories for Tasks, make notes, set a Task’s

status, specify start dates and due dates, configure and update a task’s priority, and more.

You can also set reminders. Simply open the task (double-click it) and check the Reminder

option. Then, specify when you wish to be reminded that the task is due.

If you’re managing a project, you can even assign tasks to others. To do so, right-click the task

and choose Assign Task from the resulting context menu. The recipient has the option of

accepting or declining the task.

Many project managers want to know how much of a task is already complete. As you finish

portions of an assigned task, open the task and specify the percentage of work completed.

Create and Manipulate Appointments and Events

SC HEDUL ING APPOINTMENTS

➤ To create an appointment with default settings

1. In the Calendar pane, click the desired time slot, or drag through consecutive time slots. 2. Enter the information you want to appear as the appointment subject, and then


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press Enter.

➤ To create an appointment with custom settings

1. In the Calendar module, on the Home tab, in the New group, click the New Appointment button. 2. In the appointment window, enter the information you want to appear on the calendar in the Subject and Location boxes. 3. Click the appointment start date in the left Start time list and, if the appointment extends across multiple days, click the appointment end date in the left End time list. 4. Click or enter the appointment start time in the right Start time list and the appointment end time in the right End time list. 5. On the Appointment tab, in the Options group, click your availability during the specified appointment time—Free, Tentative, Busy, or Out of Office—in the Show As list. 6. In the Options group, in the Reminder list, click the length of time prior to the appointment (or None) when you would like Outlook to display an appointment reminder. 7. Add notes about the appointment in the content pane. 8. On the Appointment tab, in the Actions group, click the Save & Close button.

➤ To change the time of an existing appointment

➜ In the Calendar pane, drag the appointment to a different date or to a different

time slot.

➜ In the Calendar pane, in Day view, Work Week view, or Week view, drag the top or

bottom border of the appointment up or down to change the start or end time.

➜ In the Calendar pane, click the appointment one time to select it, press Ctrl+X, click

the time slot to which you want to move the appointment, and then press Ctrl+V.

➜ In the appointment window, adjust the Start date, End date, Start time, and End

time settings. Then on the Appointment tab, in the Actions group, click the Save & Close button.

➤ To create an appointment from an email message

1. In the Mail module, drag the message from the Mail pane to the Calendar button at the bottom of the Navigation Pane. 2. In the appointment window that opens, edit the appointment details as necessary. 3. On the Appointment tab, in the Actions group, click the Save & Close button.


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SC HEDUL ING EVENTS

➤ To create an event with default settings

1. In the Calendar module, display the date on which you want to schedule the event in Day view, Work Week view, or Week view. 2. At the top of the Calendar pane, click (don’t double-click) the space between the header and the first time slot. 3. Enter the event subject, and then press Enter. Or 1. Display the Calendar module in Month view. 2. Click an empty area of the cell below the header of the date on which you want to schedule the event. 3. Enter the event subject, and then press Enter.

➤ To create an event with custom settings

1. In the Calendar module, display the date on which you want to schedule the event. 2. In Day view, Work Week view, or Week view, double-click the space between the header and the first time slot. Or In Month view, double-click the cell below the date header. 3. In the Untitled - Event window that opens, fill in the Subject and Location boxes and set the Show As and Reminder options. 4. On the Event tab, in the Actions group, click the Save & Close button.

SETTING REC URRENC E AND PRIVACY OPTIONS If an appointment, event, or meeting will happen more than once at specific intervals, such as every Tuesday or every month, you can set it up as a recurring appointment, event, or meeting series. Outlook then creates multiple instances of the appointment in your calendar at the time interval you specify. Calendar items in a recurring series are linked; if you need to make changes, you can choose to update a specific occurrence or all occurrences. You can mark any item in your calendar as Private. Then when other people look at your calendar, they can see that you are free, busy, or out of the office, but they can’t see why.

➤ To mark a Calendar item as private

➜ In the item window, on the Appointment, Event, or Meeting tab, in the Tags


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group, click the Private button.

➤ To create a recurring Calendar item

1. In the item window, on the Appointment, Event, or Meeting tab, in the Options group, click the Recurrence button. 2. In the Recurrence pattern area of the Appointment Recurrence dialog box, click a frequency option. 3. In the adjacent area, which changes according to the frequency option you select, adjust the settings to reflect the desired recurrence. 4. In the Range of recurrence area, select the appropriate end date for the series of appointments or events. 5. Click OK.

➤ To cancel the recurrence of a Calendar item

1. In the Calendar pane, click (don’t double-click) the item. 2. On the Calendar Tools Appointment Series, Event Series, or Meeting Series contextual tab, in the Options group, click the Recurrence button. 3. In the Appointment Recurrence dialog box, click the Remove Recurrence button. Strategy Practice creating private appointments on your calendar; then ask a coworker to verify that he or she can’t see the appointment details in Outlook .

➤ To edit one or all occurrences of a recurring Calendar item

1. In the Calendar pane, double-click the recurring item. 2. In the Open Recurring Item dialog box, click Open this occurrence to edit only the item you clicked, or click Open the series to edit all occurrences in the series. Then click OK.

SC HEDUL ING MEETINGS

➤ To schedule a meeting with a message sender

1. In the message window or Reading Pane, point to the message sender’s name or email address.


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2. In the contact card that appears, click the View more options for interacting with this person button and then, in the list, click Schedule a Meeting.

➤ To schedule a meeting with any person

1. In the Calendar module, display the date on which you want to schedule the meeting. 2. On the Home tab, in the New group, click the New Meeting button. 3. On the Appointment page of the meeting window, enter the meeting attendees in the To box. Or On the Scheduling Assistant page of the meeting window, enter the meeting attendees in the All Attendees list. 4. On the Appointment page, enter the meeting dates, start time, and end time in the appropriate boxes. Or On the Scheduling Assistant page, enter or select a meeting time. 5. On the Appointment page or the Scheduling Assistant page, click the Send button.

➤ To use Smart Scheduling to schedule a meeting

1. On the Scheduling Assistant page of the meeting window, specify the required and optional attendees, as well as any necessary resources. 2. In the Suggested times list on the right side of the window, click a meeting time when all or most of the required attendees are available.

Rescheduling and Canceling Meetings

➤ To update a one-time meeting

1. Double-click the meeting in the Calendar pane. 2. In the meeting window, make any necessary changes. 3. Click the Send Update button.

➤ To update a recurring meeting

1. Double-click the meeting in the Calendar pane. 2. In the Open Recurring Item dialog box, click either Open this occurrence or Open the series, and then click OK. 3. In the meeting window, make any necessary changes. 4. Click the Send Update button.

➤ To cancel a meeting

1. In the meeting window, on the Meeting tab, in the Actions group, click the Cancel Meeting button. 2. If the meeting is a recurring one, in the Confirm Delete dialog box, click either


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Delete this occurrence or Delete the series, and then click OK. 3. To inform attendees that the meeting has been canceled, click the Send Cancellation button.

➤ To accept a proposed meeting time change

➜ In the meeting response window, in the Respond group, click Accept Proposal,

and then click Send Update.

➤ To decline a proposed meeting time

1. In the meeting response window, in the Respond group, click the Reply button. 2. In the email message, enter text to inform the attendee that you are not accepting the proposed time, and then click Send. 3. Delete the New Time Proposed message.

USING OUTLOOK 2010 TEMPLATES

Templates save you time and energy by eliminating the need to retype information. Templates have the

.oft file extension. Creating and using new templates is straightforward.

To use an existing template, do the following:

1. In the Mail window, click the Home tab, choose More Items from the New Items drop-

down in the New group, and then select Choose Forms from the resulting submenu.

2. From the Look In drop-down, select User Templates In File System.

3. Double-click the template or select it and click Open.

a. Make the necessary changes to update the message and

4. Click Send as you normally would.

To create a new template

1. First, open a new e-mail message.

5. Next, type the text of the e-mail.

6. When you’re done, save the message as a template by clicking the File tab and

choosing Save As from the left pane.

7. In the resulting Save As dialog box, choose Outlook Template (*.oft) from the Save As

Type dropdown list, enter a name for the template, and press Save

8. Click Save and Outlook will save the template file to the default folder. You will probably

want to designate a specific folder for easy retrieval.

Using Outlook 2010 forms

Like templates, forms save time. Forms enable consistent data submission. Forms must be published

before others can use them.

1) To create a new form, click the Developer tab

2) Then click Design a Form in the Custom Forms group.

3) In the Design Form dialog box, select the type of form you want to create.


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4) To create a Message form, select Message and press Open. The design environment opens,

displaying the standard Message form and the Field Chooser dialog box. At this point, you can drag

and drop items into the e-mail message, delete other items, such as the Subject box, and create and

edit new fields for your customized form. You can also specify the e-mail address where the e-mail

should automatically be sent.

5) When you have finished designing the form, you must save your changes by pressing Save As,

selecting Outlook 2010 Template from the Save As File Type drop-down box, providing a name for

the form, and clicking Save.

Using a Form

1) Using a form is similar to using a template. On the Developer tab, click Choose a Form in the

Custom Forms group

2) Locate the form you want using the Look In dropdown (User Templates in File System or Personal

Forms Library). By default, Outlook 2010 saves new forms in the Personal Forms Library.

3) The new form opens in a new e-mail message.

Managing folders

Using folders simplifies managing messages and other Outlook 2010 information.

Right-click Personal Folders and choose New Folder to add a new folder.

If you are unhappy with a folder’s location, you can easily move it to a new one. Simply drag and drop the

folder within the hierarchical structure to a new location.

You can also right-click the folder and select Move.

Date post:	02-Oct-2020
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