MICROSOFT OUTLOOK 2010JUMPSTART

Tammara EdginMicrosoft Education Account Manager

John WhitakerMicrosoft Education Account Technology Strategist

David WoodMicrosoft Licensing, GP

WHAT IS MICROSOFTOUTLOOK 2010? Premium business and personal e-mail management tools

to more than 500 million Microsoft Office users worldwide. With the release of Outlook 2010, you get a richer set of experiences to meet your communication needs at work, home, and school.

From a redesigned look to advanced e-mail organization, search, communication and social networking features, Outlook 2010 provides you with a world-class experience to stay productive and in touch with your personal and business networks.

WHY THE INTERFACE CHANGE? Too many command menus Too many command buttons Too many dialog boxes (I just want to format some text!) Too many hidden features Get things done quickly without worrying about “how.” Instant Preview Interface changes to commands that help you work faster. “Contextual” Three simple concepts:

Ribbon Tabs Groups Command

THE HOME TAB

THE CALENDAR TAB

CONTACTS TAB

TASK TAB

NOTES TAB

MANAGING YOUR MAILBOX

The Four D’sWhen reading your messages decide whether to:1.Delete it.2.Do it (respond or file for reference).3.Delegate it (forward).4.Defer it (using categories and flags) for a second review in your task list.

DELETE IT! Delete messages that you don't need to read. If it’s junk, delete

it.

If you never want to receive another message as part of this conversation, ignore it.

CET has a 4 GB data quota on mailboxes! Don’t let yours get too big.

Check the size of your mailbox: From the File tab> Info>Cleanup Tools>Mailbox Cleanup...

WORKING IN OUTLOOKPreview Pane

Social Connec

t

Calendar

Tasks

Favorites

Folders

Navigation

E-mail

Ribbon

READ EMAIL Single Click on an e-mail message to show the message

in the auto preview pane. Double Click a message to open it up in a window Notice that when you open a message up in a new

window the Ribbon show’s more specific options to work with the e-mail

CREATE A NEW E-MAIL MESSAGE

Outlook 2010 enables you to communicate with one or more recipients with a rich set of features and customizations.

HOW TO FIND SOMEONE AutoComplete Check Names Global Address List (GAL)

WHO’S THAT GAL! How can I find people in the CET domain? How does Outlook search for people? Can I find anyone I want? What is the Global Address List (GAL)? Depending on what information the corporate office is

going to populate.

REPLY OR FORWARD AN E-MAIL How do I forward and e-mail to a coworker? On the Home or Message tab, in the Respond group,

click Reply, Reply All, or Forward. The name of the tab depends on whether the message is

selected in the message list or opened in its own window. To remove a name from the To and Cc lines, click the

name and then press DELETE. To add a recipient, click in the To, Cc or Bcc box and enter the recipient.

Think Twice! Was the original message addressed to a few

thousand people?

ADD AN ATTACHMENT Files can be attached to an e-mail message. Also, other

Outlook items, such as messages, contacts, or tasks can be included with messages that you send.

OPEN OR SAVE AN ATTACHMENT Does a message you just received contain an attachment? You have a couple different options: 1. Single Click on the attachment. You will be asked if you

want to preview the attachment in Outlook. 2. Double Click on the attachment to open it in a new

window. Eg; Double Click a PDF attachment to open it in in Adobe Reader.

3. Single Click on the document and use one of the commands on the Ribbon to Open, Print, Save as or Remove…

CUSTOMIZING VIEWS

Change the font or color for

messages sent from specific

people

Conversation View!

DEMO Read Email Create Email Find Someone Reply to Email Forward Email Add an attachment to an Email Save an attachment from an Email Different Views in your email (Conversation)

CREATE AN E-MAIL SIGNATURE

You can create personalized signatures for your e-mail messages that include text, images, your Electronic Business Card.

INSTANT SEARCH Instant Search will change your life… Type a keyword “amazing” (notice the Ribbon changes to

help you!) Sure you can search on simple keywords… but…. Type “from:daren” Type “to:sharon” Get tricky: from:daren hasattachments:yes received:this week

Note: Instant Search is available for email, calendar, contacts, tasks and

notes…

ORGANIZING WITH FOLDERS What are folders? Why would I want to create my own folders?

SEARCH FOLDERS

Search folders are a little different than rules. Rules are actions you want to take. Search folders can

automatically “reference” specific emails.

MANAGE YOUR INBOX WITH RULES What are rules? What kind of rules can I create? Do you want to manage your

email by folders? Here’s an example of one

of my rules

WHAT ABOUT JUNK MAIL? Depending on corporate policy mail may be filtered

several times before it hits you inbox. You can right click on a message select “Junk” and tell

Outlook what you want done with messages from the sender.

Also check your “Junk E-Mail” folder once in a while. Sometimes messages are sent to this folder by mistake. There are ways to add senders to your local safe sender list. Click the web link below to explore different ways to manage Junk Mail.

SET YOUR “OUT OF OFFICE” Going to be away from the classroom for a day, a week or

all summer? Let’s let people know what’s going on with you. Note the “Inside and Outside” my organization options. Inside: “Don’t bother me…” Outside: “Sorry I missed your message. I’ll be out of the

office…

DEMO - EMAIL Create an Email signature Find your email (Instant Search) Organize with Folders Create and manage Rules Tame junk email Out of Office messages

EXTRA CREDIT Set conditional formatting on items coming into your

inbox

Right Click here and

select “View Settings”

DIFFERENT WAYS TO VIEW YOUR CALENDAR

Clicked onCalendar View

CREATE A CALENDAR EVENT Schedule a meeting with other people Click Create an Appointment Subject, Location, Attendees and Recurrence are

common fields and actions.

EXTRA CREDIT Invite a Room to the Meeting! Some Customers add other resources such as camera’s,

special equipment and cars. Calendar Assistant

SHARE YOUR CALENDAR OUT WITH OTHERS IN THE DOMAIN Do you want to share you calendar with others in the

district? Will people I share my calendar with see all my

information? What about calendar delegation?

VIEW OTHERS CALENDARS When and how can you share other’s calendars? Can I view overlay calendars? Can I use the Calendar Assistant to help me schedule

meetings?

OVERLAY CALENDAR VIEW

DEMO - CALENDAR Calendar Views Create a Calendar Event View Others Calendars Share Your calendar Overlay a Calendar

MANAGE CONTACTSNew Contact or Contact

Group

New “personal” Group

New Contact

PRINTING ALL YOUR STUFF(WITH PERMISSION OF COURSE) Print an e-mail message, contact, calendar item, or task You can print individual items, such as e-mail messages,

contacts, or calendar items, or larger views, such as calendars, address books, or content lists of Mail folders.

The procedure for printing is the same in Mail, Calendar, or any other folders in Microsoft Outlook — all printing settings and functions are found in the Backstage view. Click the File tab to open the Backstage view.

1.Click an item or folder in Outlook that you want to print. 2.Click the File tab. 3.Click Print.

OUTLOOK WEB APP Access your mail from any internet connection on the

globe Similar features but does not include “everything”

Outlook does Explore! Right Click enabled.

DEMO OUTLOOK WEB APP 2010 https://exchange.cet2000.org/owa/

WHAT ABOUT MY PHONE? Server Address:

exchange.cet2000.org Username:

username@cet2000.org Domain:

cet2000.org Password: Is your Outlook password. If you have a Blackberry you will need to contact helpdesk to

have a ticket created.

http://help.outlook.com/en-us/140/cc325688.aspx

ADD AN EXTERNAL ACCOUNT! Add your Hotmail account to Outlook

A FEW HANDY SHORTCUTS

A FEW MORE HANDY SHORTCUTS

OTHER INFORMATION AND RESOURCES Video: Take a tour of Outlook 2010

http://office.microsoft.com/en-us/outlook-help/video-take-a-tour-of-outlook-2010-VA102057878.aspx

http://office.microsoft.com/en-us/outlook-help/outlook-help-and-how-to-FX101816808.aspx?CTT=97

Training courses http://office.microsoft.com/en-us/outlook-help/CH010371352.aspx Customize the Ribbon to suit the way you work http://office.microsoft.com/en-us/onenote-help/video-customize-the-ribbon-

HA101850352.aspx?CTT=5&origin=HA010355697 Where are the commands I used to use? http://office.microsoft.com/en-us/outlook-help/learn-where-menu-and-toolbar-

commands-are-in-office-2010-and-related-products-HA101794130.aspx General Training Topics: http://office.microsoft.com/en-us/support/training-FX101782702.aspx?CTT=97

THANK YOU!

If you have any questions feel free to ask!

If I don’t know the answer, I will find out and get back to you.