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Outlook 2010 User Manual

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1. IO Al Dl Calendar Prospector Pete Wcsulb edu Microsoft Outlook o ll SS Home Send Receive Folder View Adobe PDF a E El i Fen Copy Calendar e AA no fl Move Calendar i New Rename _ b Open Calendar Calendar Calendar Calendar La Delete Calendar alendar Calendar Permissions Properties New Actions Share Properties 4 July 2011 Su Mo Tu We Th Fr Sa 4 Search Calendar Ctrl E 26 27 28 2930 1 2 345678 9 10 11 12 13 14 15 16 17 18 19 20 21 22 3 24 25 26 27 28 29 30 331234 5 6 a My Calendars tO Shared Calendars Start Date Due Date Reminder Time Wed 7 27 2011 Wed 7 27 2011 None All folders are up to date 3 Connected to Microsoft Exchange DE m 100 CSULB 50 Information Technology Services Now complete the Sharing Request and click Send l bel vi oo a Sharing invitation Prospector Pete Calendar Share O SES File Share Insert Options Format Text Review oo O A A Cut Calibri Bod 11 Al AT Iess aE a Uj E 2 Follow Up Q 3a Copy Y High Importance h BE A E E Address Check Attach Attach Signature Zoom SN Format Painter Bf H 1 A 3 2 Book Mames File Item e Low Importance Clipboard Fa Basic Text Names Include Tags Fa Zoom Sharing invitation Prospector Pete Calendar E Request permission to view recipient s Calendar Allow recipient to view your Calendar Details availability only ze mg Time will be shown as Free
2. To John Laska Kim McKay Subject Discuss hiring plan Send Location Start time Thu 11 25 2010 k 1 00 PM z E All day event End time Thu 11 25 2010 1 30 PM z Can we meet on Thursday to discuss our plan for expanding the team Thanks Sue Click Send to complete the meeting request Using the Scheduling Assistant If you need help choosing a time for the meeting use the Scheduling Assistant mall ed I e A Meeting Insert Format Text Review x E Calendar T Sai ZS Forward Delete Cancel IN OneNote Invitation Actions Show k This will show you what is currently available in each attendee s calendar CSULB 56 Information Technology Services BED OO aale A Discuss hiring plan Meeting um File Meeting Insert Format Text Review A ai A Calendar SCH E GJ Address Book ER Show As BN Busy aN Y E o ES Forward 8 Check Names s l Delete Appointment Cancel A j j Recurrence Time Categorize Zoom N OneNote Invitation Pe Response Options ES minutes Zones A Actions Show i Send d X All Attendees outlook outlook John Laska Attendees Options Tags Zoom vX El ma SS Ej Poor Choose an available room None Suggested times Suggestions cannot be provided because free busy data could not be retrieved 4 O MO Add Attendees Options v tie Wed 11 24 2010 d 11 24 2010 3 00 PM m Add Rooms
3. Sue Shady Outlook will provide more information on what it is about to do and ask you if you want to send a new message in its place Recall This Message EEE Some recipients may have already read this message Message recall can delete or replace copies of this message in recipient Inboxes if they have not yet read this message Are you sure you want to Delete unread copies of this message 0 Delete unread copies and replace with a new message Tell me if recall succeeds or fails for each recipient Click OK Setting Email Preferences Email Signature Email signatures saved in other applications on campus will not be migrated over to the new email system These must be recreated To create a signature go to File gt Options and click Mail in the navigation list Click the Signatures button and click New Enter a name for the signature you can store multiple signatures and click OK CSULB 14 Information Technology Services New Signature Type a name For this signature Standard Enter your signature in the Edit Signature box Items like web URLs or email addresses will automatically appear as hyperlinks in your signature Edit signature Calibri Body e B Z U Automatic Prospector Pete Information Technology Services 262 985 4111 Prospectorpete ksulb edu Outlook 2010 allows you to select one signature for new messages and another or none for reply and forwarded message
4. When you press Enter Outlook will display the contact if it finds it An error will be displayed if the contact is not found CSULB 38 Information Technology Services Section 4 Calendar To open the calendar click the Calendar button in the Navigation Pane or use the Ctrl 2 shortcut 2 Mail G Contacts J Tasks 7 You will see a structure much like any mail folder with the ribbon interface Navigation Pane and central window Kei K elie Calendar Prospector Pete csulb edu Microsoft Outlook o E SS Home Send Receive Folder View Adobe PDF Appointment A PS Ka gt NY Ke E show As Mi Busy v O ay Private Y High Importance Open Delete Forward OneNote Invite A Reminder None Recurrence Categorize Attendees e A Low Importance Actions Attendees Options Tags 4 July 2011 y5 SuMo TuWe Th Fr Sa 4 gt July27 2011 e ndar Ctrl D i 2 a 4 35 6 7 8 9 10 11 12 13 14 15 16 17 18 9 MM 21 22 S 24 25 26 27 28 29 30 gam a 31 00 My Calendars 9 Calendar C Shared Calendars 19 11 00 Mail k a Show tasks on Start Date Start Date Due Date Reminder Time un 8 Contacts 5 wl Tasks k La 2 Items 1 All folders are up to date Loi Connected to Microsoft Exchange Dt EYES UI 100 O Using the Calendar Navigation Pane At the top you will see a mini calendar The current week is highlighted You can click any date to go to it or you can use the arr
5. Send Update to Attendees Es You have made changes to the list of attendees Choose one of the following Send updates only to added or deleted attendees 5 Send updates to all attendees Once you click OK the update will be sent CSULB 62 Information Technology Services Contacting Attendees If you need to contact attendees for example to send out the agenda or to ask for issues open the meeting from your calendar click Contact Attendees and choose a method No y e ry Meeting Insert Format Text Review Ea Gi Calendar i Forward IR Address Book Gy Check Names Cancel Scheduling Ne Meeting IN OneNote Assistant PE Response Options Actions show mail to Attendees F Reply to All with E mail A new email with the meeting attendees will then open Cancelling a Meeting You will also see a Cancel Meeting command on the Calendar Tools tab 0115 9 7 calendar Prospector Pete csulb edu Microsoft elas eo E SS Home Send Receive Folder View Adobe PDF Meeting CH EE Private a IN Sd rw EX Pr Show As jj Busy A a rs e High Importance cel Forward OneNote Add orRemove Contact Tracking 23 Reminder None Recurrence segon z Attendees Attendees ae Low Importance Actions Attendees Options Tags 4 July 2011 gt SuMo TuWe Th Fr Sa 4 26 27 28 2930 1 2 345 67 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 2
6. Training y al Filter applied All folders are up to date Li Connected to Microsoft Exchange m Ea 100 O CSULB 65 Information Technology Services The New Task window will open GIDou A ale F Call Victoria Task File Task Insert Format Text Review m Y o K is sal ll Y High Importance Ss El Delete Forward OneNote Details Mark Assign Send Status Recurrence Categorize Follow Complete Task Report 7 Ups Low Importance Actions Manage Task Recurrence Tags Subject Call Victoria Start date Status Reminder Thu 1 6 2011 d 5 00 AM d Owner Sam Smith Call Victoria to check on progress E W Due date This is much like the New Appointment window Type a subject set a start date and a due date add a reminder if you wish and add notes Then click Save and Close Editing a Task Like other Outlook items you can double click a task to open and edit it Arrange Ey Flag Due Date Today on top E Type a new task F Call pizza place V E Prepare list of achievements Ve E Prepare repo Ahr meeting CSULB 66 Information Technology Services Note the Mark Complete command and the status area in the task au v Pas Call Victoria Tech IN Task Insert Format Text Review Ka N3 O Ga Ey Private q High Importance Save amp Delete Forward OneNote Details Assign Send Statu
7. Microsoft Office Outlook with Exchange is an integrated email package that includes applications like Mail Calendar Contacts Tasks Notes and Journal Outlook used as a client to Microsoft Exchange Server provides many more features than if used alone e Share calendar information address books and folders with colleagues e Track messages and meeting requests e Access email from your own computer a shared computer the Internet or a handheld device e Unified password for network and email access Outlook Applications You may be familiar with some of Outlook s applications if you ve used other integrated email packages like Lotus Notes If you are migrating from Lotus Notes to Outlook 2010 there are a few terminology changes to note Lotus Notes Outlook 2010 Purpose Memo Mail Send and receive email messages Contacts Contacts Organize email addresses to quickly send mail or schedule meetings To Do List Tasks Keep track of tasks and to do items Personal Journal Notes Save random bits of information in a notepad Journal Not to be confused with the Lotus Notes Journal the Outlook Journal logs and tracks your actions when working in Outlook and Office applications Welcome Page Outlook Today The default view see your appointments and tasks for the day in one place Preview Pane Reading Pane Read emails in the Reading Pane without double clicking to open them Window in tabs Windows Taskbar Outlook wo
8. Busy Tentative or Out of Office ES Prospector Pete Calendar Microsoft Exchange Calendar To complete the process click Yes Microsoft Outlook Share this Calendar with Prospector Pete ES lt Prospector Petemcsulb edu gt Permissions Availability only Responding to a Calendar Sharing Request Here is what you will see if you receive a sharing request Search Inbox Ctrl E Pl ys Allow Deny EX Open this Calendar Arrange By Date Conversations Newest ontop ES z l Sharing request Calendar a outlook W er EE GER AS D outlook outlook outlook velsoft com has requested permission to view your Calendar Allow or deny permissions by clicking the buttons above This person has also invited you to view his or her Calendar Sent Wed 11 24 2010 3 08 PM Ta John Laska outlook outlook Calendar Microsoft Exchange Calendar Please share your calendar with me CSULB 51 Information Technology Services If you click Allow you will be asked to confirm the sharing request Microsoft Outlook en Share this Calendar with Prospector Pete lt Prospector Pete csulb edu gt Permissions Availability only Viewing Another User s Calendar When your sharing request has been approved you will receive a notification email like this Search Inbox Ctrl E p Gi Open this Calendar Arrange By Date Conversations Newest ontop E S Allowed Sharing request Calendar 4 Today
9. End time Wed 11 24 2010 gt 3 30 PM E Busy Z Tentative MI Out of Office N No Information Outside of working hours outlook outlook S You can click and drag an area on the grid to set a time for the meeting Friday November 26 2010 12 00 1 00 2 00 3 00 4 00 a D00 9 00 10 00 11 00 12 I You can also click the Requirement column to choose whether this attendee will be required optional or just a resource such as a room CSULB 57 Information Technology Services ado y fa TI Mr File Meeting Insert Format Text Review A Calendar RE GH Address Book e Forward Gy Check Names Delete Appointment Cancel i IN OneNote Invitation Response Options Actions Show Attendees E Send Q 100 lovember 25 2010 9 00 10 00 11 00 12 00 1 00 Ed All Attendees d outlook outlook i ON Optional Attendee rk here to add a name Resource Room or Equipment 4 wm Add Attendees o Dons _Add Attendees Per Starttime Wed11 24 2010 420 PM Add Rooms End time Wed 11 24 2010 N No Information Outside of work M Busy LG Tentative W Out of Office To toggle back to the appointment view click Appointment in the Show group of the Meeting tab Responding to a Meeting Request When someone invites you to a meeting a meeting request will arrive in your inbox and will look like this search Inbox Ctrl E Pil y Accept s
10. N x 3 d Show tasks on Due Date Prepare reportfor amp y gt UI N By default tasks are shown on their due date You can change this by right clicking it Show tasks on Due Date By Start Date By Due Date Show Completed Tasks Tasks To create a task click in the day that you want to create it and type much like the To Do Bar Show tasks on Due Date Prepare report for A Tasks CSULB 48 Information Technology Services You can also right click the task to see more options Copy Quick Print Forward Mark Complete Assign Task Rename Task Categorize Follow Up OneNote Delete As well when you are in the tasks list you will see the Daily Task List Tools tab which offers some options for managing and viewing tasks 9 Privette Calendar Prospector Pete csulb edu Microsoft Outlook ew File Home Send Receive Folder View Adobe POF Daily Task List a p KS Er a i A ge a7 ri H Fa Hg Meeting A Y Today E Next Week Eu IN ag eee i E Tomorrow W No Date Y High Importance Open Reply Reply Forward More e Mark Remove diria Arrange Move OneNote Categorize All Complete from List W This Week y Custom By p H Low Importance Open Respond Manage Task Follow Up Arrangement Actions Tags CSULB 49 Information Technology Services Sharing a Calendar The easiest way to share your calendar is to open your calendar click Folder and click Share Calendar
11. an overview of how a particular block of time looks for a group of people You ll find this command on the Home tab CMA Calendar Prospector Pete csulb edu Microsoft Outlook o 8 X Home Send Receive Folder View Adobe PDF A Q ES TZ K K HET be E Week E pA i Share Calendar s l Month st y Publish Online GI Address Book New New New Today Next7 Day Work Open Calendar E mail CF Appointment Meeting Items Days Week E Schedule view Calendar Groups Calendar amp B Calendar Permissions New GoTo s Arrange Manage Calendars Share Find 4 July 2011 p SuMo TuWe Th Fr Sa 4 July 27 2011 2 1 2 3456789 20 300 400 5 00 600 10 11 12 13 14 15 16 17 18 19 20 21 22 23 Wednesday July 27 2011 24 25 26 27 28 29 30 31 a ele 2 Calendar 4 My Calendars Calendar s m Shared Calendars Fi Kerri Sorenson Training Prospector Pete 8 Prospector Pete Mail aj Calendar 8 Contacts ES wl Tasks ha a q E z Il l Items 1 All folders are up to date E Connected to Microsoft Exchange 0 AAO 100 E y Just as with regular calendar view you can drag and drop appointments and meetings if you re the organizer within your own calendar to move them To return to normal view choose one of the other views in the Arrange group of the Home tab Arrange 3 You can also uncheck all shared calendars in the Calendars Navigation Pane CSULB 42 Information Technology Services U
12. A 2 Tentative Discuss hiring plan Arrange By Date Conversations Newest ontop Kim McKay Kim McKay has tentatively accepted this meeting GENEE When Thursday November 25 2010 1 00 PM 1 30 PM UTC 04 00 Atlantic Time Canada E Es Location Subject Discuss hiring plan 2 Let Week O lt Recelved Wed 11 24 2010 3 37 PM Possible Legal GE 1 item David Smith 22817 KB ps Categories Interesting arti John Laska Expand to see all items 3 Training Presentation 1 susan Harris Tue 11 16 The information will automatically be added to the meeting entry in the calendar To see all responses to the meeting click the entry and click Tracking LH fe 7 Calendar Prospector Pete csulb edu Microsoft El o ll SS Adobe PDF Meeting e NE FI Gi Private q High Importance File Home Send Receive Folder 38 8 o Show As Busy k O Open Cancel Forward OneNote Add or Remove Contact 42 Reminder None Recurrence Categorize Meeting e Attendees Attendees oh Le Low Importance Actions Attendees Options Tags 4 July 2011 T SuMo TuWe Th Fr Sa 4 July 27 2011 26 27 28 2930 1 2 3456789 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 11012340556 a My Calendars Calendar al a4 Shared Calendars 3 L Kerri Sorenson Traini 3 00 Prospector Pete k E a y Mai CSULB 60 Information Technology Services You will then see a list of atte
13. H E Gen B A H 7 Thank You Click Reply to reply to only the sender Reply All to reply to the sender and all other recipients or Forward to forward to another recipient Deleting Mail To delete an email click the Delete button in the View pane The item will be moved to the Deleted Items recycle container You can also choose to Ignore Conversation New messages that are part of a conversation that a user has chosen to ignore are sent straight to the deleted items folder CSULB 77 Information Technology Services Outlook Web App Mail gt Inbox 7 Items Favorites New Delete Move Filter Prospector Pete Searc X Delete 3 Inbox Il Ignore Conversation L Drafts 1 Sent Items OOO O Organizing Mail Creating New Folders To create mail folders in the navigation pane right click the location in which to place the folder For example If you want a folder inside the Inbox right click the Inbox and click Create New Folder 4 Prospector Pete Search Open in New Window e Folder f Copy Folder Remove from Favorites H Mark All as Read af Empty Folder J A blinking cursor will appear Type the name of folder and Enter a Pros pe ctor Pete d 3 Inbox Email Project To move mail from any location to a folder drag it from the view pane and drop it in the folder Note Any folders you create in the client will also appear in the OWA interface and vice versa CSULB 78 I
14. John Laska DA OY 08 John Laska john velsoft com has allowed you to view his or her Calendar Click the Open button above Sent Wed 11 24 2010 3 10 PM To outlook f 4 last Week John Laska Calendar i Possible Legal Issue 10 Microsoft Exchange Calendar David Smith Tue 11 16 A Interesting article 5 John Laska Tue 11 16 Please find my calendar attached to this message A Training Presentation H Susan Harris Tue 11 16 A Friday s Meeting Susan Harris Tue 11 16 If we click the Open this Calendar link we will see the user s calendar side by side with ours 0139 Calendar Prospector Pete csulb edu Microsoft Outlook Home Send Receive Folder View Adobe PDF eh Ta K ER E Week ta Ba 3 E De Calendar Find a Contac DS as Month e Publish Online DI Address Book New New Today Next 7 Open Calendar E mail Pee Meeting Items y Days SR ES Schedule View Calendar Groups Calendar amp B Calendar Permissions GoTo F Arrange fa Manage Calendars Share Find 4 July 2011 SuMo TuWe Th Fr Sa gt July 27 2011 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 5 25 os 29 30 4 E Shared Calendars C Kerri Sorenson Training e Show tasks on Due Date training All folders are up to date Connected to Microsoft Exchange CSULB 52 Information Technology Services Shared calendars allow you to create a new appointment in the form of a
15. Reminder 15 minutes Recurrence Time Categorize Zoom NJ OneNote Assistant Invitation Ai Response Options e Zones y J Actions Show Attendees Options Tags Zoom O Invitations have not been sent for this meeting 7x To subject nd 4 November 2010 gt Su Mo Tu We Th Fr Sa S PA S EA GEZ Ge G Ta 9 Huro D Good C Fair E Poor Choose an available room Suggested times Suggestions cannot be provided because free busy data could not be retrieved In Shared Folder ial Calendar outlook outlook Fill in the meeting attendees the subject of the meeting the location if desired and the start and end time and date for the meeting CSULB 54 Information Technology Services E HD gt ls Discuss hiring plan Meeting File Meeting Insert Format Text Review a a Calend q J Address Book A a alendar Si GJ Address Boo ER show As ll Busy gt a Y a iy 3 Forward a 8 Check Names W Delete Scheduling Cancel gt i A Reminder 15 minutes Recurrence Time Categorize Zoom iN OneNote Assistant Invitation el Response Options Zones X 4 Actions Show Attendees Options F Tags Zoom O Invitations have not been sent for this meeting Room Finder GE John Laska Kim McKay 4 November 2010 gt Su Mo Tu We Th Fr Sa ep Gi Ge SS EES E S z Rooms 7 8 O ER 39 rog 14 15 16 17 18 19 20 21 22 23 24 25 26 27 2 2930 1 2 3 Discuss hiring
16. blocked Junk E mail Options Rerrsorensonticsulb edu Options safe Senders Safe Recipients Blocked Senders International ire Outlook can move messages that appear to be junk e mail into a special A Junk E mail Folder Choose the level of junk e mail protection you want Mo Automatic Filtering Mail From blocked senders is still moved to the Junk E mail Folder O Low Move the most obvious junk e mail to the Junk E mail Folder High Most junk e mail is caught but some regular mail may be caught as well Check your Junk E mail Folder often Safe Lists Only Only mail From people or domains on your Safe Senders List or Safe Recipients List will be delivered to your Inbox Permanent delete suspected junk e mail instead of moving it to the Junk E mail Folder Disable links and other Functionality in phishing messages recommended 4 Warn me about suspicious domain names in e mail addresses recommended Safe Senders Options Safe Senders Safe Recipients Blocked Senders International E mail From addresses or domain names on your Safe Senders List will never be treated as junk e mail prospector petem csulb edu You can also automatically trust emails from people in your Contacts list or those you email directly by checking the option Also trust e mail From my Contacts v Automatically add people I e mail to the Safe Senders List CSULB 32 Information Technology Services Secti
17. e ab o Bonnie Carter 5 Aring Plumbing cd 710 467 9000 Work ef 2 Bcarter arplumbing com gh D 8 2 y kl mn op y a 32 Mail a E na a Calendar uv S S wx 8 Contacts yz an wl Tasks kd Ea A Se Items 1 All folders are up to date Connected to Microsoft Exchange I sa L 100 E y The Home tab is the central place for basic contact commands als I Contacts Prospector Pete csulb edu Microsoft Outlook o Z Home Send Receive Folder View Adobe PDF _ 08 Fa ey B VE Se LAS Move ah Forward Contact SS Categorize l y FS P de x LA Se EE 25 CS id amp Mail Merge 4J Share Contacts y Follow Up DI Address Book New New Contact New Delete E mail Meeting More Card eg a Contact Group Items e z N OneNote EE Open Shared Contacts GO Private New Delete Communicate Current View Actions Share Tags Find Here are its options Group Commands New Create a new contact or contact group You can also create other items like email messages and tasks Delete Delete the current contact CSULB 34 Information Technology Services Group Commands Communicate Email the contact send a meeting request or perform more other Current View Change how contacts are displayed Actions Perform advanced actions with contacts including moving them to another folder performing a mail merge or sending them to OneNote Share Forward share or open contacts Tags Categorize the item
18. mark it for follow up or make it private Find Search for a contact or open your address book Creating a New Contact There are several ways you can create a new contact You can use the Ctrl N shortcut or like a mail message if you re in the Contacts folder you can use the New command on the Home tab Or to add a contact from an email you received drag and drop the email from the view pane to the Contacts folder in the navigation pane A new contact record will open Click Save amp Close when finished the Ctrl N shortcut Home Send Receive mx Mew Contact New Delete E mail Meeting More Group Items T Contact Delete Communicate New CSULB 35 Information Technology Services You will see a new contact window appear aldea i Untitled Contat tts File Contact Insert Format Text Review Go a Save amp New S Activities Se E al ae KS e mE y a e d A S Forward 4 Certificates a EE P h ET 8 Save amp Delete Details E mail Meeting More Address Check Business Picture Categorize Follow Private Zoom Close N OneNote 83 All Fields r Book Mames Card r r Up T Actions Show Communicate Names Options Tags Zoom Full Name Company Job title File as Internet Gi E mail Display as Web page address IM address Phone numbers Business Home Business Fax Mobile You can then fill in
19. meeting request which means that they will have to confirm their attendance Shared calendars stay in your Calendars list in a Shared Calendars section To show or hide a calendar check or uncheck the appropriate box d Movember 2010 b S Su Mo TuWe Th Fr Sa 12345 6 7 A 910 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 24 29 30 a My Calendars Calendar a E Shared Calendars From Microsoft Exchange Scheduling Meetings with Exchange Server One of the most powerful features of Exchange Server mailboxes is the ability to easily view others time commitments and to schedule and manage meetings Scheduling a Meeting To schedule a meeting with other Exchange users based on their availability click New Meeting on the Home tab of the Calendar or New Items gt Meeting on the Home tab in any other folder Home send Receive Folder New New Today WNext Appointment Meeting Items Days New K Go To x CSULB 53 Information Technology Services Send Receive De Ignore ka Clean Up XK Delete de Junk Heu E mail Ne ai E mail Message a Appointment Contact a Taek This will open the Meeting Request window Sai H o fo ad le A titted Meeting File Meeting Insert Format Text Review a G Calendar a ei PS Address Book EE O Ka SC NI e Show As E Busy 14 Y H A A 3 Forward eem 8 Check Names Delete Scheduling Cancel A
20. plan Wed 11 24 2010 C All day event Wed 11 24 2010 Good Fair Poor Choose an available room gt EPI You can set up a recurring meeting just as you would a recurring appointment with the Recurrence command on the Meeting tab al el OS Untitled Meeting gt Es Meeting Insert Format Text Review A e Ka iQ Calendar a CD DI Address Book SS Show As BN Busy WI 3 3 Forward 2 Check Names BE Delete Scheduling Cancel Bee i i x Time Categorize Zoom N OneNote Assistant Invitation Ai Response Options an Zones z 4 Actions Show Attendees Options F Tags Zoom You can also set response options with the Meeting tab FE WI Ca eech Untitled Meet pe Meeting Insert Format Text Review e Calendar CD P Address Book Pas S sE 2 E show E Forward Gy Check Names Delete scheduling Cancel pp IN OneNote Assistant Invitation 42 N Actions Show Request Responses Allow New Time Proposals J Remin And you can use the Options group to choose how this time will appear in the recipient s calendar i e if it will leave their time free and set when the reminder for the meeting will appear E Show As jj Busy KR 4 Reminder 15 minutes Options Once your options are set type a short message if desired CSULB 55 Information Technology Services Invitations have not been sent for this meeting
21. this view E ta La y Li lacca Fantana Tua 7710 k S tems 14 Unread 4 All folders are up to date E Connected to Microsoft Exchange m EH 100 m CSULB 8 Information Technology Services Outlook Today A good place to start your day is at Outlook Today a single view a summary of current and upcoming appointments tasks and mail messages To view Outlook Today click your email address in the mail navigation pane Wednesday April 13 2011 Calendar Today Lunch Meeting Office 2010 Pizza Mania Outlook Deployment Schedule Conference Room Follow Up ATI Team Room Voicemail Update Conference Room 1 Thursday Customize Outlook Today Tasks Messages El Outlook Technical Docs Inbox 5 31 2011 Drafts eBeam and Scribe Documentation 4123 2011 al Outlook 2010 Docs End User 4 29 2011 By default five days of appointments meetings and events are displayed To customize this view click Customize Outlook Today at the top right To show Outlook Today at startup instead of your inbox check the box When starting go directly to Outlook Today Customize Outlook Today Startup CSULB Save Changes Cancel Mf when starting go directly to Outlook Today 9 Information Technology Services Backstage View File Tab The backstage view is where you will find Outlook administrative functions like saving printing account options out of office replie
22. 3 24 25 26 27 28 29 30 a 12345 E July 27 2011 5 Ce Shared Calendars LI Kerri Sorenson Traini L Prospector Pete 3 Mas This will delete the meeting from your calendar and send a cancellation message to each attendee if desired CSULB 63 Information Technology Services Section 5 Tasks Using tasks is a great way to manage the things you have to do To open the Tasks folder click the Tasks button in the Navigation Pane or Ctrl 4 shortcut Note that any tasks shown in red are overdue Mail i al Calendar 3 Contacts A Tasks Eege kl La A gt Understanding the Home Tab The Home tab is the central place for basic task commands KH gt To Do List Prospector Pete csulb edu Microsoft Outlook o E SS Home Send Receive Folder View Adobe PDF A d a Sa Ye X New New New Task E mail Items New s xt Week 8 r A pu a 3 A K P Today W Next Week 9 9 IN ES P Tomorrow W No Date o gt aa sol Y D Address Book Forward ZS Mark Remove SE Prioritized Move OneNote Categorize Complete from List W This Week W Custom y v v 4 Respond Manage Task Follow Up Current View Actions Tags Find Let s look at its options Group New Delete Respond Manage Tasks Follow Up Current View Actions Tags Find CSULB Commands Create a new task or email You can also create other items like appointments and contacts Delete the current task Re
23. 5 26 27 28 29 30 M 1 2 3 4 5 ES 4 My Calendars kel Calendar KE a Shared Calendars Kerri Sorenson Traini F Prospector Pete 3 Mail CSULB 61 Information Technology Services You will then be able to choose the new attendees or remove existing attendees and send an update la OO Untitled Meeting o E E File Meeting Insert Format Text Review Cl iQ Calendar EAEE TEST NAS 3 Forward 7 Search Mame ony More columns Address Book Cancel Meeting M OneNote e b Ir O OE Go Global Address List prospector petem csulb e z Advanced Find Actions Mame Title Business Phone Location No responses have Abuse Email To 3 Alaine Weiss Career Counselor 562 985 8553 Career Developme Subject 9 Angi Carillo Humphreys Career Counselor 562 985 8552 Career Developme send 3 Barbara Bradley Coordinator Weorkabilibiy Tv 562 985 8038 Career Developme Update S ication S Betty Schmicker Black Career Counselor 562 985 5547 Career Developme 3 Blackberry Admin Service Account S Brian Desmond Test Bryon Jackson End time 5 E See a Carol Brown Elston Career Counselor 562 985 8551 a Cathy Gottliebx COC Break Room 4 Prospector Pete Chanice Brunaisx A J WG Start time 5627 985 4151 In Shared Folder EA 14 See more about Prospector Pete You will be prompted if you want to send a message to all attendees or just the attendees that were affected
24. CALIFORNIA STATE UNIVERSITY LONG BEACH Microsoft Outlook 2010 INFORMATION TECHNOLOGY SERVICES CSULB 2 Information Technology Services Contents o eee 3 o co nn 6 Outlook ADICON suena ia ee narco peas 6 Open OU DO geet 7 Tie terrace etnias 8 GV id 015 TOLI ais 9 Backstage View File To Disp 10 SE Ma A o 11 THS NOME TI EE 11 New Command E 11 Respond CO MIMAnO EE 11 Delete ei ene EE 11 a 12 QUIER Steps COMMARO Sortie a S 13 MOC CONN le EE 13 RECAM SS OS E 13 SENE Ema PVC TONIC OS prado ta te savacesoedtectcessenees 14 Ema SUA CM EE 14 HIE 16 OUt or wife E EE d ios 20 Multiple Mail Recipient Settinge isiende Aaa oki T es AEn EEEa EATE 23 Tae Folder TI EE 24 Ai o E A A 24 KEN ele ele GE 25 Movie FONOS usas tia 25 PS SUIS Fodera cod 26 Moving Messages to Folders cccccsssccccessecccseseccceesecccceescceceusececsenecesseneceeeeuscceseesecetsuneceeseneceesegaeeetas 26 A PPP E A 27 Rtg e Re a 27 a e a zo 27 CSULB 3 Information Technology Services PIES FiO e 30 let EE 30 Hee JUNK Mala ir dad 30 NUH ial UO INS tna 32 EE 33 Openine the Contacts Folder oprobio 33 MAS rl CIN Tarda cds 34 Creating a New Contact EEN 35 EIN COM LACES si T sled dai 37 creatine Conta co EI ee ais 37 Searenine OF CONTI eii 38 Section A CANA 39 Using the Calendar Navigation Pane ccccccssseccccsssccccsseccceusececseeccceeenccesaueceseenecesseesecessuecessuneceesenes 39 CUSTOMIZING He e E
25. I return From vacation Regards Prospector Pete CSULB 22 Information Technology Services Multiple Mail Recipient Settings In order to use a comma to separate email addresses in the To CC or BCC fields you must make a settings change in Outlook By default only semicolons are accepted Go to File gt Options De Home Send Gal Save As ws Save as Adobe PDF EH Open Print Help 3 Options EJ Exit Within the options window select mail from the left navigation pane and scroll down to the Send messages section Check the box next to Commas can be used to separate multiple message recipients and click OK Outlook Options General Calendar Contacts Tasks Notes and Journal Search Mobile Language Advanced Customize Ribbon Quick Access Toolbar Add Ins Trust Center CSULB When forwarding a message Include original message text Save messages ei Automatically save items that have not been sent after this many minutes 3 o Save to this folder F When replying to a message that is not in the Inbox save the reply in the same folder Save forwarded messages Save copies of messages in the Sent Items folder Use Unicode format Send messages d Default Importance level Default Sensitivity level D Mark messages as expired after this many days E Commas can be used to separate multiple message recipients Automatic name checking Delete meeting requests and notificatio
26. Window Change View Reset Day Work Week Month Schedule Color Daily Task Navigation Reading To Do People View Settings Vie Week Wiew E ADO mours a List Fane Pane Bar Pane A Close All Items Current View Arrangement Color Layout People Pane Window You ll notice that its commands are similar to those on the View tab in a mail folder Let s review the commands Group Commands CSULB 40 Information Technology Services Current View Arrangement Color Layout People Pane Window CSULB The Change View command offers a menu of views as well as commands to create and manage views Or use the View Settings command to open the Advanced View Settings dialog for the current view and customize it further The final command in this group allows you to reset view changes Offers the same commands as the Arrange group on the Home tab Also offers options to change time scale view an overlay of multiple calendars and set working hours Change the background color of your calendar This group allows you to customize the Daily Task List Navigation Pane Reading Pane and To Do Bar Customize the People Pane s layout and its settings Access the Reminders window open the current folder in a new window and close all open Outlook items 41 Information Technology Services Using Schedule View Schedule View is a new feature that lets you view calendars in a horizontal layout It s great for getting
27. ading Pane and To Do Bar Customize the People Pane s layout and its settings Access the Reminders window open the current folder in a new window and close all open Outlook items 69 Information Technology Services Section 6 Notes Next we will take a look at Notes This is an electronic version of sticky notes You can jot almost anything down in these notes and save them opening her Mom s electrician business next month remember to Opening the Notes Folder To open the Notes folder click the Notes button in the Navigation Pane By default it is located in the bottom row of the Navigation Pane You can also use the Ctrl 5 shortcut Understanding the Home Tab The Home tab is the central place for basic note commands Notes Prospector Pete csulb edu Microsoft Outlook A B 3 Is Home Send Receive Folder View Adobe PDF Lal E gt d a Contact HEH hd QJ Address Book Mew New Delete onward Move Categorize Note Items Actions Tags Find Current View New Delete 70 Information Technology Services CSULB Home tab options Group Commands New Create a new note You can also create other items like appointments and contacts Delete Delete the current note Current View Change how notes are displayed Actions Perform advanced actions with notes including moving them to another folder or sending them to OneNote Tags Categorize the it
28. ation Technology Services You can also use the View tab to customize your view Home ay i SECH SJ 29 Change Wiew View Settings Current View To Do List Prospector Pete csulb edu Microsoft Outlook Send Receive Folder Wiew Adobe PDF ma e TS 5 EA E aa Categories hd Start Date tl Reverse St a ie Foe St 8 Add Columns Ee Y Due Date Folder pE l 7 Mavigation Reading To Do People Reminders Open in New Close 8 7 Expand Collapse Pane Pane Bare Pane Window Window lt All Items Arrangement Layout People Pane window You ll notice that its commands are similar to those on the View tab in a mail folder Let s review the commands Group Current View Arrangement Layout People Pane Window CSULB Commands The Change View command offers a menu of views the same menu we saw in the Current View group of the Home tab as well as commands to create and manage views Or use the View Settings command to open the Advanced View Settings dialog for the current view and customize it further The final command in this group allows you to reset view changes Arrange your tasks by category start date due date importance and more Use the More arrow to toggle group view on or off and set advanced view settings Also offers options to reverse the sort add columns and expand or collapse groups This group allows you to customize the Navigation Pane Re
29. ck a Quick Step in the gallery to apply it or click the More arrow or the option button to see commands for creating new Quick Steps Move Commands The Move button provides a list of folders as well as advanced move commands and the ability to create a simple rule for this conversation The Rules button expands into a menu offering quick rules and the ability to manage and create rules Finally the OneNote command does just that moves the selected item to Microsoft OneNote Y 3 NU Move Rules OneNote Move Recalling Messages If you are using an Exchange Server mailbox you can recall a message sent by mistake if it has not yet been opened by the recipient and the recipient has an csulb email address To begin open the message from the Sent Items folder by double clicking it On the Message tab click Actions gt Recall This Message CSULB 13 Information Technology Services A F F Resignation Message HTML RS Message e O 3 e EN Se a Meeting W Flag and Move AA E Rules A Mark Unread de A iy Ignore Ka d i gt nh LP di att VS IM Ca To Manager be ANM OneNote Categorize hi e Delete Reply Reply Forward Move Translate amp Junk de E More 8 Moveto SS EA eng S Delete Respond Quick Steps Editing Zoom Edit Message From outlook outlook T ent Wed 11 24 2010 1 47 PM Cc Subject Resignation Geert E Other Actions hereby submit my resignation effective 4 p m today
30. ct EE Remove OK Cancel Next click the folder hyperlink and assign its value by clicking the folder of your choice and clicking OK Click Next to proceed If there are exceptions to this rule for example mail from specific people you can assign those values in the next window Click Finish Creating Rules Using Your Own Conditions To create a rule based on your own conditions click Rules gt Manage Rules and Alters and in the dialog box that appears click the New Rule button Rules and Alert Sa E mail Rules Manage Alerts Ss New Rule Change Rule 3 Copy Ka Delete 2 e Run Rules Mow Options In the dialog box that appears scroll down to the section titled Start from a blank rule Select either to apply a rule to message you receive or to message you send and click Next CSULB 19 Information Technology Services Start from a blank rule Apply rule on messages I receive H Apply rule on messages I send Then use the underlined hyperlinks to assign values and complete the wizard Click Finish when done Note that the Manage Alerts tab does not apply to CSULB users since this function is specific to SharePoint which is not currently available on campus Out of Office Greeting You can set up Microsoft Outlook 2010 to automatically respond to people who send you send an email message This helps inform people that you aren t in the office or that your response might be delayed In or
31. der to establish an Out of Office Automatic reply go to the File Ribbon gt Info gt Automatic replies Out of Office i 3 Inbox Paul Gettier c Home Send Receive Folder View Adobe PDF P Save As Account Information ue Save as Adobe PDF Paul Gettier csulb edu AE yl Microsoft Exchange Open pan Account Settings Print De Modify settings for this account and configure in additional connections Account wad bes Access this account on the web Help Settings httes mailcsulb edu owa s 3 Options Ed Exit Automatic Replies Out of Office ye Use automatic replies to notify others that you are out of office on hi vacation or not available to respond to e mail messages CSULB 20 Information Technology Services Out of Office Greeting Inside My Organization You will be presented with the following Automatic replies options Here you can set a time range for your automatic replies to be sent by checking the Only send during this time range box and specifying a date and time range Or you may simply turn Automatic replies on and turn them off manually upon your return If you do not specify a time and date range do not forget to turn automatic replies off when returning from your absence Specify the text of your reply message in the given space and click OK Automatic Replies ttslaberdmdev csulb edu Do not send automatic replies 2 Send automatic replies Only se
32. e Tentative Decline Propose New Time Gel Calendar Arrange By Date Conversations Newest on top de Lal a EE 222 A Discuss hiring plan 4 Today outlook outlook O Please respond Adjacent to another appointment on your Calendar Required John Laska Kim McKay When Thursday November 25 2010 3 30 PM 4 00 PM CSULB 58 Information Technology Services You have the option to Accept the request Decline it or mark your presence as Tentative You can also propose a new time if the meeting organizer has allowed it or view your calendar which is conveniently also previewed in the email The Accept Tentative and Decline options all offer additional choices e 2 Tentative e Decline Edit the Response before Sending Send the Response Now Do Not Send a Response You can later change your response by finding the meeting in the calendar right clicking it and choosing a new option 2 00 Production Meeting l Fishbowl Discuss hiring plan outlook outlook jee Quick Print A 00 Doctor s Appointment w Accept i Tentative y 00 SS Decline R Propose New Time 00 6 Ed Reply A Reply Al 7 00 ES Forward Private o 00 Show As d OneNote ES Categorize J D L Delete CSULB 59 Information Technology Services Tracking Responses When you are the meeting owner and participants respond to the meeting request you will automatically get a notification like this a
33. e 40 Usine SCHECUIE VIEW aa 42 understanding Ne Home Tab sis iia N 43 Creatine and Editing e lee td EE 43 Understanding the Calendar Tools e KEE 47 Usimethe Dally Task Us eii 48 Shanne a Calendar asco 50 Responding to a Calendar Sharing e aia 51 Viewing Another Users Calendar 00 tica 52 Scheduling Meetings with Exchange Server 53 Scheduling Ma OCC Sevan sata ds 53 WSing the Sehequlme Assistant O 56 Responding toa Meetme Request as 58 Reie Ale eet 60 Adane and REMOVING Le 61 Baileed 63 Canceling a El EE 63 A Ee 64 Understanalne the Home Tab isis 64 CSULB 4 Information Technology Services SA ce EE EE 65 A EE 66 USING the tasks Navigation Panes id id 68 CUSTOMIZING TASKS VIENS aan 68 SEC MO NS o enema ae a 70 Section 7 Office Web ADD OWA cos 73 LORENC dead ne 73 The OWA IEC EENS 74 Feature Diferentes lada 74 ET 76 elle E EU 76 Responding from within the Reading Pane esesssssesseseesseresesrrresrrrsssreresereessreresrreesseereserersseereserersseere 77 Responding from within the email 77 N T gie Malla oia 77 Organizine Mala is 78 BET el 78 Renaming ana Deleting Folders usuis n aen A A 79 Blue Le E 79 PESO Mal CONTA o O O Sa 79 TE ET un Een ee 79 Calendari 80 Viewing Your Calendar in as 80 creatine New Calendar ENTIE EE 80 Receiving Meeting INVITES ninia aid id 81 sections OULIOOI He Dia A A 82 Usina the Te Ee EE 82 EES 82 CSULB 5 Information Technology Services Section 1 Getting Started
34. e mailing Es address Map It You can also right click contacts to see more options Creating Contact Groups To save a group of email addresses in a group for easier access create a contact group To create a group from the Contacts folder click the New Contact Group button B Mew Contact Group Enter a name and click the Add Members gt Address Book P ea S i KC e r _ i e d Remove Update E ma lembers Member Pl ou 8 ell From Outlook Contacts e Prom Address Book de Mew E mail Contact CSULB 37 Information Technology Services In the list that appears double click all the member names you wish to add When finished click OK gt Save Close The group will appear in your list of contacts To send a mail or calendar item to the group you can use the group name in the address to field Searching for Contacts To search for a contact type the contact s name in the Find a Contact field in the Find group of the Home tab Je KE Inbox Prospector Pete csulb edu Microsoft Outlook Home Send Receive Folder View Adobe PDF AA X oO A Bue enaz Breve mena tend enc contac 5 Clean Up men i To Manager 8 Rules gt Categorize ID Address Book Mew New l l E mail Items Ss Junk Delete Reply Reply Forward Gi Se All More A Team E mail 7 W Follow Up gt New Delete Respond Quick Steps Move Tags Find
35. ease or decrease each pane s size or shape Each pane is dynamic for example if you click a folder in the Navigation Pane the folder contents open in the View Pane Select an item in the View Pane and the tem details open in the Reading Pane gt gt O Prospector Pete Outlook Web App fy T mm Pager Safety Tools E gt 2 Navigation Pane View Pane Reading Pane gt Favorites Mew Delete Move Elter View A d Hr subject has been 4 Prospector Pete search Entre Malbos D y E changed 3 Inbox 2 Conversations ky Date Newest on Top La Drafts ca plan pian PA Sent items victoria Cleaveland 11 12 AM 4 Robert Oyama A fal Deleted Items To Prospector Pete 10 40 AM M Junk E Mail la Notes A Change OK D Search Folders Bryon Jackson 10 21 Ah i Thank You BEER Kerr Sorenson 10 20 AM From Prospector Pete b Mal i Prospector Pete Account Sent Monday July 18 2011 10 20 4M Ps iso Kerri Sorenson 10 09 AM To Bryon Jackson Javier Guzmanx Jess ga rengar Jackson Javier Guzman Jesse Santana BC contacts Sorenson Matthew Blacks Robert Oyar a SV ONLACTS A can i m Sean Hernandezsx Shenandoah Bennett Ey SE EE e Training Mailbox Wayne Pierson Wj Tasks kerri Sorenson Tue 7 12 Q Internet Protected Mode Off fa A UM e Feature Differences Most features found in the full Outlook client are also found in Outlook Web App OWA The following table highlights the major differences between features i
36. eekly Review with Sue Location Sue s Office Start time Wed 1 5 2011 x 10 00 AM C All day event End time Wed 1 5 2011 10 30 AM Update Sue on my activities for the week CSULB 46 Information Technology Services Understanding the Calendar Tools Tab When you are in the calendar and an event is selected you will see the Calendar Tools tab It is very similar to the Appointment tab Calendar Prospector Pete Adobe PDF View Appointment Folder Home Send Receive gy Private L Y High Importance E Show As e Busy S OQ Open Delete Forward Invite 2 Reminder None Recurrence Categorize KEE ae dia Low Importance Actions Attendees Options Tags Its commands are as follows Group Commands Actions Open the appointment delete it forward it or send it to OneNote Attendees Change the appointment to a meeting request Options Choose how to show your time in your calendar and when the reminder for this appointment will appear You can also set a recurrence Tags Categorize the item change the importance or make it private CSULB 47 Information Technology Services Using the Daily Task List At the bottom of the calendar except in month views you will see a pane listing tasks that are due on each day January 03 07 2011 q j b A 1 E S h jamb N Ki om ye f
37. em Find Search for a contact or open your address book Creating a New Note To create a new note you can double click any blank area inside the folder 01350 Notes Prospector Pete csulb edu Microsoft Outlook o El Ez File Home Send Receive Folder View Adobe PDF a E 3 a Find a Contact gt D Address Book New Delete Notes List Last 7 Days _ Forward Move Categorize Note Items ki z Z New Delete Current View Actions Tags Find 4 My Notes SPA TO b Search Notes Ctrl E 4 July 2011 la Notes Su Mo TuWe Th Fr Sa y E Dont Forget to 3 45 67 6 9 call 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 h N SL Sot SY Filter HE Other Settings Large Icons Small Icons No upcoming appointments GC List Arrange By Flag Due Date E E ype a new task Lg View Settings Type a new task Ed Training Items 1 All folders are up to date fs Connected to Microsoft Exchange tt ss 100 CSULB 71 Information Technology Services You can also click the New Note button on the Home tab or right click a blank area in the Notes folder and click New Note The Ctrl N shortcut also works in this folder You will then see a sticky note appear on your screen 5137207 0 1 44 PM Type your text and click the X in the top right hand corner when you re done Your changes will automatically be saved Editing a Note To edit the text of a note double c
38. ers tab Click the sender s email address and click Remove devproconnections tech pentontech Com info resourcenetwork com morine_4r1m yahoo co in sharepointpro mtech pentontech com wee Windowsitproag bech pentontech com CSULB 30 Information Technology Services You can right click any message and choose the Junk menu to see options for dealing with messages 3 Kim j az Copy pm Bring Facebook to 7 SS dd Quick Print Cd Reply GC Reply Al Forward 24 Mark as Unread iN OneNote e Ignore amp Block Sender A Delete A Never Block Sender Never Block Sender s Domain example com Never Block this Group or Mailing List Not Junk ES Junk E mail Options These same options can also be found on the Junk menu on the Home tab bei Block Sender Mever Block Sender Never Block Sender s Domain example com Never Block this Group or Mailing List Not Junk Junk E mail Options Outlook will learn from its mistakes if you correct them so it s beneficial to take the time to mark a message as Not Junk if that applies Note that if you right click a message that is not in the Junk Email folder the Not Junk option will not be available CSULB 31 Information Technology Services Junk E mail Options The level of junk email protection is automatically set to Low If you choose to increase it be sure to check your junk folder often for items that shouldn t have been
39. ies Actions Clean Up Favorites Properties 4 Prospector Pete csulb edu Arrange By Date Newest on top Training Mailbox 4 Inbox 2 Sent Mon 7 25 2011 1 03 PM A Email Project 2 d Monday To Prospector Pete La Drafts 1 Es Training Mailbox Mon 1 03 PM Sent Items Testing E a Deleted Items 3 Training Mailbox Mon 1 03 PM Hope all is well a EE Chanice Brunals LIMON ON EEF on DS Outbox Training Mailbox Mon 1 02 PM Training Program Assistant r Wes i How are you Information Technology Services El NS 3 Training Mailbox Mon 1 02 PM http training csulb edu La Search Folders i cm H EPT Seg rh Fole e d a Ey regi Mon 1 02 PM E mm dh Windows Desktop SG SIS 3 4 hh la st v tems i4 Unread 2 All folders are up to date E Connected to Microsoft Exchange UN Ef 100 R CSULB 28 Information Technology Services This window will appear Hew Search Folder Select a Search Folder Reading Mail Unread mail Mail Flagged For Follow up Mail either unread or flagged For Follow up Important mail Mail from People and Lists Mail From and to specific people Mail From specific people Mail sent directly to me Mail sent to public groups Organizing Mail Customize Search Folder Search mail in Prospector Petem csulb edu w Click a mail type at the top and then set your criteria as instructed at the bottom and click OK New Search Folder E Select a Search Folde
40. k the recipient s name and click Ok The recipient will be added to the To field j AE 2 Untitled Message Windows Internet Explo A https mail csulb edu owa tae ltem amp ta Send W H gt D amp Ton Kerri Sorenson Cc Once you ve completed your email message click Send in the upper left hand corner Your mail has been sent and the individual email window will close taking you back to the original mailbox 2 Untitled Message Windows Internet Explorer a https rmail csulb eduy owa ae Iterm amp ta New amp t IPM Note amp cc MTQuM4zM MuMCxlb Send e O Ga D amp 1 4 B Fe Options HTML Ta Kerri Sorenson CE Subject Meet you at the pyramid TEN N IK NI e gt KE Tahoma MO BI U OH EE CSULB 76 Information Technology Services Responding from within the Reading Pane From the Reading Pane you can respond to an email using the buttons in the upper right corner Reply to only the sender by clicking the Reply button a a a To Reply to All recipients click the Reply All button a WS a Reply All KI To forward an email click the Forward button a a ardi r Forward Responding from within the email If you double click and email from the navigation pane it will open in a secondary window The respond commands are located in the upper left corner of the window Thank You Windows Internet Reply Reply All Forward Y
41. lick it al k Lisa will be Don t forget opening her Mom s To see other editing options right click the note 3 Copy Don t fi Mor Ua Quick Print ES Forward Categorize Ka Delete CSULB 72 Information Technology Services Section 7 Office Web App OWA Outlook Web App OWA is the web based version of Outlook Exchange To access OWA you need a web brower and an internet connection Logging In Go to http mail csulb edu Enter your Email address firstname lastname csulb edu and your Password Click Sign In Domainuser name prospector peteaicsulb edu Password DO If this is your first time logging in you ll be prompted to select a Language and Time Zone For low vision or screen reader users you can opt to use the blind and low vision experience by checking the box Otherwise click OK to continue If you have low vision and Use a screen reader or high contrast settings you can select the check box below to optimize Outlook Web App for this and all subsequent sessions After you sign in you can modify this choice at any time using Options I Use the blind and low vision experience Choose the language you want to use Language English United States Time zone UTC 05 00 Pacific Time US amp Canada ll CSULB 73 Information Technology Services The OWA Interface OWA operates in a multi pane window very similar to the Outlook client You can collapse expand drag and incr
42. llowUp gt F Filter E mail New Delete Respond Quick Steps Move Tags Find ES Team E mail N OneN When you perform either of these Help commands the Help screen will open Type your search term in the search box or click a topic from the list that appears S i Outlook Help Sa w Gh EA e e Search products support Images templates Getting started with Outlook 2010 Getting started with Outlook 2010 em Product team blog 6 Use Automatic Replies when out of the office II Find a message with Instant Search Other campus resources e Technology Help Desk x54959 or its csulb edu e ITS Training Website http training csulb edu e Your local technical coordinator CSULB 82 Information Technology Services
43. ls open in the Reading Pane Inbox Prospector Pete csulb edu Microsoft Outlook eo Tel El File Home Send Receive Folder View Adobe PDF a i Je i Ignore Ee 3 L i Move 3 Unread Read d on d E alg Ka UN y 3 Es Meeting LAS Move to 3 ua ZS Clean Up E To Manager Rules Categorize El Address Book New New Delete Reply Reply Forward 4 em E mail Items amp Junk All SE B Team E mail NJ OneNote W Follow Up ter E ma New Delete i Respond l Quick steps Move Tags Find p gt igati esti July 2011 b Navigation Pane Testing 8 d ainin Reading Pane Su ho Tu We Th Fr Sa r 1 2 al Deleted Items it Mon 7 25 2011 1 03 PM 345 6 7 amp 9S J Sent Items be Prospector Pete 10 11 12 13 14 15 16 ER AA AA Training Mailbox Mon 1 03 17 18 19 20 21 22 23 Testin HS e EE EE 4 Prospector Pete cculb edu HEEN e E 24 25 26 27 28 29 30 Es H Training Mailbox Mon 1 03 31 E F Hope all is well Chanice Brunais Al b Training Mailbox Mon 1 02 Training Program Assistant lA Sent Items How are you Information Technology Services l l a Deleted Items 3 Training Mailbox Mon 1 02 http training csulb edu EE bh Hello Mail 3 Training Mailbox Mon 1 02 Test TEESE Arrange By Flag Due Date 3 o Calendar A Last Week Type a new task ES Comans A Kerri Sorenson Tue 7 19 There are no items to show in Declined Follow Up ity Windows Desktop Se UY A
44. message s and click the Move button on the Home tab Then choose a recently used folder in the list or click the Other Folders command to see a complete list of folder CSULB 26 Information Technology Services Searching Mail Outlook s search tools will help you perform a thorough search of your inbox and other folders in very little time Using the Search Box To perform a basic search type what you re looking for in the search box Below a mail folder is used as an example but the tool is available in most folders Here we re searching in our Inbox A Arrange By Date Mewest on top 4 Two Weeks Ago y Kerri Sorenson 5 10 2011 manual installation iu d Last Month Chanice Brunais 4252011 Training Presentation D Ed ou And WAIE Ou were Searching far Try searching again in All Mail Items Notice the option to search in all mail folders if you haven t found what you are looking for You can see that as you type results matching your query will appear in the list The search term will be highlighted You can work with the found items as you would any other item Once you ve found what you re looking for click the X to clear the search field and view all items Search Folders A search folder find items that meet a specific set of conditions that you define and displace those items any time you click on the folder Keep in mind that your messages aren t stored in these folders but you can work wi
45. n OWA and the full client Feature Supported in Outlook Supported in Outlook Web App Search folders Full functionality Can t create Search folders Can view default Search folders and custom Search folders that you previously created using Outlook Message editing tools Full functionality Limited Notes Full functionality View only Journal Full functionality View only CSULB 74 Information Technology Services Feature Supported in Outlook Supported in Outlook Web Monthly calendar view Full functionality View and edit You can t print Searching Full functionality Not available in Calendar Custom dictionaries Import and export data from other data sources such as pst files database files other messaging and contact systems other calendaring applications Automatic formatting of calendar items Secondary time zone in calendar view Yes No CSULB 75 Information Technology Services Email Creating New Email To create new email click the New button from within your mailbox Outlook Web App Mail gt Inbox 7 Items t Favorites Neu Delete Move 4 Prospector Pete Search Entire Mailbox a 3 Inbox Ca Email Project 2 Tada CA Drafts TEST RE There once A second window will appear with your blank email Type the recipient s email address in the To field If you need to lookup a recipient s email address in Contacts click the To link and the Global Address Book will open Double clic
46. nd Windows PokiFy waw gt D Move the item to Folder Select Folder Select Folder Advanced Options You can easily check the box next to an item to use it as a condition or to use other conditions click ha Advanced Options For example to create a rule that puts mail from Prospector Pete into a specific folder check the box next to From Prospector Pete and the box next to Move the item to folder then click the Select Folder button Select the folder and click OK CSULB 16 Information Technology Services Enis and Alerts Choose a Folder Ld Access gt Kerri Licensing Lotus Motes 3 MNarnermaster 3 Outlook 2010 4 L Cancel d New 1 Prospector Pete Service Mngrnt A Software Links Updates Yoicemail 2 LY vpn II Creating Rules from a Template To create a rule based on your own conditions click Rules gt Manage Rules and Alters and in the dialog box that appears click the New Rule button ms and Alerts wm T e Ea x E mail Rules Manage Alerts 5 Mew Rule Charge Rule B3 Copy A Delete e Bun Rules Now Options Step 1 Select a template You can browse thru the templates in the list and see an example of how it can be used at the bottom of the dialog window CSULB 17 Information Technology Services Rules Wizard Start from a template or From a blank rule Step 1 Select a template Stay Organized LAS Move message
47. nd during this time range I will be out of the office From Please contact John Doe at ext 546 For assistance during my absence Regards Prospector Pete CSULB 21 Information Technology Services There are two tabbed options within the Automatic replies options One is for replies to email within CSULB and the other tab is for automatic replies outside of CSULB If you wish to have automatic replies go to everyone that sends mail during your absence be sure to fill out both tabs within these option Out of Office Greeting Outside My Organization In order to set Automatic replies to go to mail senders outside of CSULB choose the Outside My Organization tab Here you can set a time range for your automatic replies to be sent You can set the time range by checking the Only send during this time range box and then specifying a date and time range Specify the text of your reply message in the given space and click OK Automatic Replies ttslaberdmdev csulb edu Do not send automatic replies 2 Send automatic replies Only send during this time range Automatically reply once For each sender with the Following messages Fa Inside My Organization e Outside My Organization On Auto reply bo people outside my organization O My Contacts only a Anyone outside my organization Toe E AA I will be out of the office From til will get back to you as soon as
48. ndees and their responses p ERE File Meeting Insert Format Text Review s Calendar 20099 ENA Address Book Ch Recurrence Si SC eh da E snowas Be O KK 3 Forward 8 Check Names Time Zones Y Cancel Appointment Scheduling Contact y A Reminder 15 minutes Categorize Zoom Meeting N OneNote Assistant Attendees Pe Response Options KB Room Finder A Actions Show Attendees Options F Tags Zoom Response Required Attendee None Required Attendee Tentative outlook outlook Note that you can click the Response field for each recipient and choose a response Accepted Declined Tentative or None as appropriate This is useful if someone responds to the request via phone or in person Adding and Removing Attendees To add or remove invitees select the meeting in the calendar click the Calendar Tools tab and click Add or Remove Attendees LH E 7 Calendar Prospector Pete csulb edu Microsoft Ela o E File Home Send Receive Folder Vi Adobe PDF Meeting Es iew aw E Do Private a Show As E Busy t m q High Importance a3 3 Open Cancel Forward OneNote Contact Tracking 23 Reminder None e Recurrence Categorize Meeting e Attendees 7 gei Low Importance Actions Attendees Options Tags 4 July 2011 b Su Mo Tu We Th Fr Sa p Search Calendar Ctrl E 26 27 25 29 30 1 2 2 45 6 TS amp 10 11 12 13 14 15 16 17 18 19 2 21 22 23 24 2
49. nderstanding the Home Tab The Home tab is the central place for basic calendar commands i 4 7 Saune Calendar Prospector Pete csulb edu Microsoft Outlook o E Des SC be GG 9 Ma Home Send Receive Folder View Adobe PDF Appointment CG e WG New New New Today Next Work Week Month Schedule Open Calendar E mail Share Publish Calendar Appointment Meeting Items Days Week z View Calendar Groups Calendar Calendar Online Permissions New GoTo a Arrange 1 Manage Calendars Share Find Group Commands New Create a new appointment or meeting request You can also create other items like email messages and tasks Go To Go to today or the next seven days Arrange View your calendar in different ways including the new Schedule View Manage Calendars Open another calendar or manage calendar groups Share Email share or publish your calendar Find Search for a contact or open your address book Creating and Editing Appointments There are several ways you can create a new appointment Like a mail message if you re in the Calendar folder you can use the New Appointment or New Meeting command on the Home tab or the Ctrl N shortcut Or to add a new calendary entry from an email you received drag and drop the email from the view pane to the Calendar folder in the navigation pane A new appointment window will open Click Save amp Close when finished Note that in Day Work Week or Week view the defaul
50. nformation Technology Services Renaming and Deleting Folders To rename a folder right click on the folder in the navigation pane and click Rename The folder name will be highlighted Type the new folder name and key Enter To delete a folder right click it and click Delete a Prospector Pete Search E niire Mai 4 A Inbox Email Project La Drafts A Sent Items Open E Open in New Window L e Copy Folder Ce Junk E Mail py la Notes A Delete A Search Folder Rename Add to Favorites Cd Create New Folder H Mark All as Read Lal Empty Folder Contacts Personal Contacts When you click on the Contacts button in the navigation pane you will be taken to your personal contacts by default To create a contact from scratch click New gt Contact Complete the contact information and click Save amp Close to finish CSULB Campus Contacts To view the Global Address List click the address book icon next to Find Someone from anywhere ae T r pyn i rel Ema Someone within OWA CSULB 79 Information Technology Services From here you can browse the entire campus employee community Calendar Once you have entries on your calendar upon login reminder alerts will appear in a dialog box The number in the upper right hand corner indicates how many total alerts you have You can choose to Dismiss the alert Dismiss All at once Open Item or Snooze Clicking Snooze will remind you again in fi
51. ns Properties Head Clean Up Actions Favorites Properties You can also use the Ctrl Shift E shortcut or right click in the navigation pane and click New Folder With either action you will see this dialog Create New Folder Mame Team 6 meeting Folder contains Mail and Post Items w Select where to place the Folder E Prospector Pete mecsulb edu Inbox 2 LA Drafts 1 La sent Items a Deleted Items FA Calendar laa Contacts 3 Journal L Junk E Mail CSULB 24 Information Technology Services In the Name Field type a name for your folder Then choose what type of items you want it to contain Next choose what folder you want to place it in and click OK Select where to place the Folder E Prospector Petem csulb edu pos Inbox 2 La Drafts 1 fe sent Items a Deleted Items S Calendar GJ Contacts A Journal a Junk E Mail ha Motes CA Outbox If a folder has a triangle next to it it contains sub folders Click the triangle to hide or show sub folders A Prospector Pete csulb edu gt gt Inbox 2 LA Drafts 1 Ea m E TE Renaming Folders If you decide to change the name of a folder click to select it and click Rename Folder on the Folder tab or right click for the same option send Receive Folder ay Copy Folder A EN Move Folder SC LA Delete Folder Actions New Mew Search Folder Folder Mer t Your cur
52. ns from Inbox after responding CTRL ENTER sends a message Use Auto Complete List to suggest names when typing in the To Cc and Bec lines Empty Auto Complete List MailTips MailTips Options Manage MailTips options For example you may determine when and how to display the MailTips bar and which MailTips to display Tracking e Delivery and read receipts help provide confirmation that messages were successfully received Not all e mail E E servers and applications support sending receipts For all messages sent request 23 Information Technology Services The Folder Tab Outlook gives you the ability to create your own folders to manage your mail In this section we ll learn about creating renaming deleting and using folders Creating Folders Folders appear in the navigation pane below your email address Folders can contain mail items or additional folders If a folder contains additional folders a triangle appears just to the left of the folder name To expand a folder and view the additional folder s inside click the triangle To create a new folder click the Folder tab and click New Folder Home send Receive Folder Views qna a Wy Copy Folder e D a KC te ee Py Move Folder ey w l w Mew Search Rename Mark All Run Rules Clean Up Delete Recover Showin AutoArchive Folder Folder er Folder Folder LA Delete Folder as Read Now Folders All Deleted Items Favorites Settings Permissio
53. older Whew y Ignore Ka Al y Clean Up Folder ix tes Clean Up Folder amp Subfolders Pe Pare SN Send a message to the Deleted Items folder with the Delete button Shortcut Ctrl D Recovering Deleted Items If you have deleted an item and emptied it from your deleted items folder by accident and want to recover it you can do so within 30 days from deletion To recover a deleted item click Folder gt Recover Deleted Items Inbox Prospector Pete csulb edu Microsoft Outlook ler View Adobe PDF en rs Mark All Run Rules Clean Up Delete Show in as Read Now Folder All Y Ss Favorites Clean Up Favorites You will then see a list of items that can be recovered e ia Recover Deleted Items we Deleted On 11 16 2010 10 12 AM Select all items Recover the selected items ras Purge the selected items from this list Select your item hold ctrl key to select multiple items and click the Recover selected items button ba i Recover Deleted Items Deleted On F Widgets Report 11 15 2010 10 12 AM Quick Steps Commands The fourth group on the Home tab is dedicated to Quick Steps Quick Steps allow you to complete repeated tasks with just one click The default Quick Steps are shown below You can create new Quick Steps by clicking Create New LAS Move to i To Manager ES Team E mail w Done d EA Reply amp Delete ey Create New Quick Steps Cli
54. ome Send Receive Folder View a l a Ignore beisst 83 New Meeting wi gj Create a task wit 23 Move 3 Unread Read Find a Contact v x A a Clean Up XK A 0 a LAS Move to bap To Manager sl Q Rules Categorize 7 A Address Book x GE e amp Junk SCC EE k nt dentes LK B Team E mail Y Done gt N OneNote Y Follow Up Y Filter E mail ie New Delete Respond Quick Steps y Move Tags Find Kerri s Group New Commands The first group on the Home tab is New Click 7 eae the New Email button to open a new blank Hew New mail message or New Items to choose from a E mail Items Mew menu of Outlook items like appointment task note etc Shortcut Key Ctrl N for new mail Respond Commands The Respond group contains the standard responses Reply Reply all and Forward as well as commands that allow you to reply with a Meeting request or view More options E farii gt Ea Meeting Reply Reply Forward BS More 7 All Respond Delete Commands The next group contains commands for deleting messages When you Ignore an email future emails from the sender will be sent directly to your Deleted Items Shortcut Key Ctrl Del x Delete 3 Clean Up 7 Junk gt Delete CSULB 11 Information Technology Services Clean Up a conversation to delete all redundant messages apply to a conversation a folder or a folder and its subfolders Home send Recejwe F
55. on 3 Contacts Outlook s contacts folder gives you a place to store important information about the people you communicate with You can use the information in this folder to address emails schedule meetings assign tasks and more Andy Anderson Susan Johnson Smith Plumbing Johnson Catering Head Plumber President and Head Caterer 555 693 5281 Work 555 123 4567 Work 555 874 9875 Mobile 555 456 7890 Home andy plumbing com susan catering4u com www catering4u com Opening the Contacts Folder To open the Contacts folder click the Contacts button in the Navigation Pane or use the Ctrl 3 shortcut Contacts J Tasks a Ga 8 CSULB 33 Information Technology Services When the folder opens you will see a structure much like any mail folder with the ribbon interface Quick Access toolbar Navigation Pane To Do Bar and central window i 9 7 Contacts Prospector Pete csulb edu Microsoft Outlook Home Send Receive Folder View Adobe PDF 3 8 B Cu Sy W dE BJ Ad LAS Move S Forward Contact ae Categorize o ll 2 a Q Y v amp Mail Merge 4g Share Contacts y Follow Up D Address Book New New Contact New Delete E mail Meeting More Card i Contat Group Items x z N OneNote Si Open Shared Contacts 3 Private New Delete Communicate Current View Actions Share Tags Find 4 My Contacts i p lt 83 Suggested Contacts S ses Carter Bonnie ooo wkl Z
56. ons you will see the New Appointment window y e Sc Moo a als Untitled Appointment wem mom File Appointment Insert Format Text Review A OQ F Ka D Q Calendar e A Ke Show As BN Busy EN MO 3 Private 3 Forward wr e BE Y High Importance Save amp Delete Copy to My Scheduling Invite 4 Reminder 15 minutes Recurrence Time Categorize Zoom Close Calendar JN OneNote Attendees i Zones H Y Low Importance Actions Show Attendees Options E Tags Zoom Subject Location Start time Wed 1 5 2011 End time Wed 1 5 2011 10 00 AM C All day event 10 30 AM CSULB 45 Information Technology Services When the time for the appointment comes Outlook will remind you of it A 5 Reminders Start time Wednesday January 05 2011 10 00 AM Location Sue s Office Weekly Review with Sue 4 minutes You can choose to dismiss this reminder or all reminders open the item or snooze To edit an appointment double click to open make your changes and click Save Close SH o A sl eekly Review with SE Appointment ISL al Appointment Insert Format Text Review A Q H Ka L a Calendar Ke Show As jj Busy O Y a Private ES Forward 9 High Importance Save amp Delete Copy to My Invite A Reminder 15 minutes Recurrence Time Categorize Close Calendar M OneNote Attendees Zones e Low Importance Actions Attendees Options F Tags Subject W
57. ows beside the current month to go back or forward in the calendar Then in the My Calendars section you will see all your available calendars CSULB 39 Information Technology Services Customizing Calendar Views You can change the appearance of your calendar using the view options on the Home tab or the status SS SS Week Month Schedule Y View bar The Home tab offers these options E Day Arrange Notice that the current view is highlighted in orange Let s review each choice 1 View one day at a time 2 View a week Monday to Friday 3 View a seven day week 4 View a month in low medium or high detail Switch to Schedule View which shows selected calendars horizontally The status bar offers these additional choices 100 y From left to right the options are 6 Normal View the Navigation Pane calendar and tasks 7 Calendar and Tasks Navigation Pane is hidden 8 Calendar Navigation Pane and tasks are hidden 9 Classic View the Navigation Pane calendar and To Do Bar 10 Zoom slider to zoom in or out of the calendar Click a command to change your view You can also use the View tab to customize your view LE Calendar Prospector Pete csulb edu Microsoft Outlook o E Home Send Receive Folder View Adobe PDF cs g HEEE H Ets 8 SS Fa Zem A pm T A E P ios Bg Time Scale o ia Reminders Window O G P Eau Se SS e O B H me e Overlay E E Open in New
58. ply to the person that sent the task if applicable or Reply to All or Forward the task You can also create a meeting if the task was sent to you instant message the person that sent it to you or forward the task as an email or text message Mark the selected task as complete or remove it from the list Mark the task for follow up Change how tasks are displayed Perform advanced actions with tasks including moving them to another folder or sending them to OneNote Categorize the item make it private or change its importance Search for a contact or open your address book 64 Information Technology Services Creating a New Task To create a task based on an email you received drag and drop the email from the view pane to the Tasks folder in the navigation pane A new task window will open Click Save Close when finished To create a basic task from scratch complete the Type a new task field Tab to complete additional a REP A ES Be X D Address Book information 0 5 2 7 To Do List Prospector Pete csulb edu Microsoft Outlook o E 2 Home Send Receive Folder View Adobe PDF A q New Task e Reply Y Y Toda fc A dt y E x 2 7 y Y V 9 AR G New E mail e Reply A W Tamarre P NoD AT 2 training E nana Change M fa New Items i omplete from L Ld View New Delete Respond Manage Task Follow Up Current Actions Tags Find 4 My Tasks gt WEE P 4 July 2011 b i gie SuMo T
59. r Reading Mail Unread mail Mail Flagged For Follow up Mail either unread or flagged For Follow up Important mail Mail from People and Lists Mail from and to specific people Mail From specific people Mail sent directly to me Mail sent to public groups Organizing Mail Customize Search Folder Show mail From these people Search mail in Prospector Pete mesulb edu wt Cancel Choose Kei The new folder will appear in the Search Folders list 4 La Search Folders La Chanice Brunalsx CSULB 29 Information Technology Services Filtering Email You can also use the Filter command on the Home tab to quickly sort through messages To start click Home gt Filter Email and choose a preset criteria b 4 Unread H Has Attachments E This Week i re Categorized y Flagged Important a Sent To Me or CC Me oF More Filters Then only the messages that match that criterion will be shown in the current folder Junk Mail Receiving Junk Mail To Block a Sender select an option from the Junk menu button Note You cannot block a sender within the csulb edu domain Delete Reply Reply Forward Ba d Al Never Block Sender Never Block Senders Domain example com Never Block this Group or Mailing List Junk E mail Options m i EC Ae WOU TROU Por VUUT E If you accidentally block a sender you can unblock by going to Junk gt Junk Email Options gt Blocked Send
60. rks in a multi pane layout layout buttons CSULB 6 Information Technology Services Opening Outlook To open Outlook go to Start gt All Programs gt Microsoft Office gt Microsoft Outlook 2010 With the implementation of the new BeachID your unified password will automatically log you into Outlook upon signing into your campus computer As such you only need to open the application to launch it no second login required Important If you are part of CCPE COE Foundation or 49er Shops currently your computer login does not automatically log you into the Outlook client this will change in the future To login to the Outlook client use your BeachID account e Click Use another account after initial sign in your username will be saved so you will just need to enter your password e Username campus domain 999999999 CampusID e Password BeachlD password e Click Remember my credentials e Click OK Microsoft Outlook Connecting to prospector pete csulb edu prospector pete csulb edu campus domain 999999999 Domain campus domain L Remember my credentials CSULB 7 Information Technology Services The Interface Outlook operates in a multi pane window You can collapse expand drag and increase or decrease each pane s size or shape Each pane is dynamic for example if you click a folder in the Navigation Pane the folder contents open in the View Pane Select an item in the View Pane and the item detai
61. s To choose your default signature options select a signature in the New Messages menu to only include a signature in new messages and to include a signature in replies and forwards select a signature in the Replies forwards menu Choose default signature E mail account eri Sorenson Mew messages standard JETE Replies forwards none one Click OK If you opt to not automatically include a signature on mail items you can always manually insert a signature on an individual basis from the Include group on the Message tab of your email window Y E Attach Attach Signature File Item Includa Signatures Rules A rule is an action that Microsoft Outlook performs automatically upon incoming or outgoing messages based on conditions that you have specified You can create a rule from a message from a template or using your own conditions Creating Rules from Messages To create a rule from a message click the message in your mail folder On the Home tab and from the Move command group click Rules gt Create Rule Outlook will show a dialog box with options based on the item that was selected when you clicked New Rule Create Rule When I get e mail with all of the selected conditions E From Prospector Pete Subject contains I d like to share my calendar with you Sentbo me only Le Do the Following Display in the New Item Alert window Play a selected sou
62. s mailbox cleanup and rules and alerts The File tab is present no matter where you go within the application It s functions are as follows Command Save As Save Attachments Info Open Print Help Options Exit Function Save the currently selected item as a separate file outside of Outlook Save attachments to the currently selected item as separate file s outside of Outlook Only available if the item has attachments Offers options to add an email account open the Account Settings dialog access mail cleanup tools and manage rules and alerts Provides commands to open a calendar or Outlook data file You can also start the Import and Export wizard from here or open another user s folder if you are on an Exchange server Set print options for the selected item and print preview it This tab lets you open the Help file browse a Web page to learn the basics of using Outlook check for product updates and contact Microsoft Opens the Outlook Options dialog Close Outlook To close the File menu click File again or click a different tab CSULB 10 Information Technology Services Section 2 Mail There are four tabs in the Mail interface The names of these tabs remain the same no matter which folder you are in although the commands may change slightly The Home Tab When you open Outlook the Home tab is displayed by default and contains the most common commands for working with your email H
63. s Recurrence Categorize Follow Close Complete Task Report S Up H Low Importance Actions Manage Task Recurrence Tags Subject Call Victoria Start date Thu 1 6 2011 Due date Reminder Thu 1 6 2011 00 AM Owner Sam Smith Call Victoria to check on progress These commands will let you keep track of the progress of tasks and keep on top of overdue and upcoming tasks You can also right click on a task to see editing options or use the Home tab to edit tasks i Lo Prepare report for meeting er Quick Print Mark Complete Assign Task Rename Task Categorize Follow Up OneNote Delete CSULB 67 Information Technology Services Using the Tasks Navigation Pane By now the Navigation Pane should look familiar to you a My Tasks Wi To Do List Ej Tasks A Mail a Calendar 8 Contacts A Tasks la a At the very top you can toggle between your to do list which shows incomplete tasks and your tasks list which shows all tasks At the bottom we have our standard navigation buttons Customizing Tasks Views There are many different ways that you can view your tasks You can use the view options on the Home tab or the status bar The Home tab offers these options o Prioritized Detailed Simple List Y s E Y Active Completed Today Next 7 Days O YE E Overdue Assigned Server Tasks Manage Views Apply Current View to Other Task Folders CSULB 68 Inform
64. s With specific words in the subject to a Folder AS Move messages sent to a public group to a Folder y Flag messages from someone For Follow up LAS Moye Microsoft InfoPath Forms of a specific type bo a Folder 49 Move RSS items from a specific R55 Feed to a Folder Stay Up to Date SA Display mail From someone in the Mew Item Alert Window if Play a sound when I get messages From someone d Send an alert to my mobile device when I get messages from someone Start from a blank rule gt Apply rule on messages I receive Apply rule on messages I send Step 2 Edit the rule description click an underlined value Apply this rule after the message arrives From people or public group move it to the specified Folder and stop processing more rules Example Move mail from my manager to my High Importance folder CSULB 18 Information Technology Services Step 2 Edit the rule description Click an underlined hyperlink to assign a specific value Step 2 Edit the rule description click an underlined value Apply this rule after the message arrives move it to the specified Folder and stop processing more rules Example Move mail with Project in the subject to my Project folder Cancel lt Back Finish Type the word value you want Outlook to look for click the Add button and when finished with all values click OK Search Text Specify Words or phrases to search For in the subject Project Search list WEE Proje
65. sor will appear in the folder name Type a new name and click Enter Note that default folders such as Inbox and Junk Email cannot be renamed d Prospector Pete csulb edu 4 Inbox 2 Email Project 2 LA Drafts 1 A Sent Items Lal Deleted Items Moving Folders The easiest way to change the location of a folder is to drag and drop it in its new location CSULB 25 Information Technology Services You can also right click a folder to move or copy it or use the commands on the Folder tab From the dialog box choose a destination folder or click New to create a new one and click OK Move Folder E Prospector Pete csulb edu E e Inbox 2 2 Email Project 2 Cancel LA Drafts 1 A Sent Items a Deleted Items a Calendar GJ Contacts 3 Journal a Junk E Mail ha Motes A Outbox LE RSS Feeds 84 Suggested Contacts 2 Deleting Folders To delete a folder select it and click Delete Folder on the Folder tab or right click it and select Delete Folder from the submenu as Copy Folder Actions This will move the folder and its contents to the Deleted Items folder The Delete All command will move all messages in the folder to Deleted Items but will leave the folder intact Moving Messages to Folders Moving messages to your folders is easy just click the message and drag and drop it to the desired folder hold down the Ctrl key to select multiple items at once Alternatively select the
66. t entry type is an appointment In the Month view the default calendar entry type is an All Day Event you will have to uncheck the All Day Event box to specify start and end times IOC Calendar Prospector Pete csulb edu Microsoft Outlook o E File Home Send Receive Folder View Adobe PDF Appointment ES r G L aia Work Week Month Schedule Open Calendar E mail Share Publish Calendar Week View Calendar Groups Calendar Calendar Online Permissions Arrange al Manage Calendars Share Find d DDS CSULB 43 Information Technology Services You can also double click a location in the calendar to place an appointment there or right click and click New Appointment m 7 New att Day Evert 5 u Mew Meeting Request New Recurring Appointment a i Mew Recurring Event Mew Recurring Meeting Go to Date Calendar Options View Settings 10 CSULB 44 Information Technology Services You can also find the New Appointment and New Meeting commands in the New Items menu on the Home tab of other folders Home Sen d Receive Folder View rs Ignore Ka Ce ck 2 Ca Meeting 83 Clean Up Em Delete Reply Reply Forward Junk All Ba More Me Et E mail Message ee Meik Appointment Meeting Contact Fi Task FJ Tet Message SMS E mail Message Using k More Items With any of these acti
67. th those messages like you would any other for example you can delete edit reply to or move them If a search folder is in italics it means it hasn t been updated recently Once you click the folder Outlook will update the search and remove the italics from the folder s name Here are some examples of search folders and how you can use them every day CSULB 27 Information Technology Services 1 Use the criteria From Specific People and specify your boss s email address so you can easily view all the email he or she has sent you 2 Use the Important Mail criteria to see all the messages sent to you marked as urgent S Use the Mail with Specific Words criteria and specify the phrase XYZ Company to keep track of correspondence relating to that contact 4 Use the Mail Sent Directly to Me criteria and specify the Inbox folder to help you sort through the mountain of email that accumulated during your vacation Creating Search Folders Creating a search folder is easy Click Folder gt New Search Folder LH SCH Inbox Prospector Pete csulb edu Microsoft Outlook o El Ez File Home Send Receive Folder View Adobe PDF a E a Copy Folder gt L eat s E al f i y IER 3 Ki T 3 Move Folder y A i E Rename EP Mark All Run Rules Clean Up Delete Recover Show in AutoArchive Folder Folder Folder LA Delete Folder as Read Now Folder All Deleted Items Favorites Settings Permissions Propert
68. the fields in the window You can also use the commands on the Show group of the Contact tab to toggle between field sets Activities A Certificates Details gS All Fields Show Once your information is filled in click Save amp Close to save your changes and return to the Contacts folder CSULB 36 Information Technology Services Editing Contacts To edit a contact double click it to open it You can then edit the contact and click Save amp Close once you ve made your changes Bio oa Andy Anderson Contact File Contact Insert Format Text Review Co a x Save amp New ES L Sq Activities En LEA Sal Se ay A E y a Ur ai amp i EH Forward 43 Certificates aig EA LL A Save amp Delete Details E mail Meeting More Address Check Business Picture Categorize Follow Private Zoom Actions Show Communicate Mames Options Tags Zoom Full Name Andy Anderson Andy Anderson Smith Plumbing Head Plumber E ee e e Company 5mith Plumbing d Job title Head Flumber gt d e Es 555 693 5281 Work File as Anderson Andy M T i sl 555 374 9575 Mobile andy plumbing cam tee i E mail KM andy plumbing com Display as Andy Anderson andy plumbing com Web page address Frome mumbers oo A or cay ee genre enn eer a Ore ea Business 555 693 5251 Business Fax Mobile 555 574 9875 Addresses EEN Business 7 Oo O This is th
69. uWe Th Fr Sa Jj Tasks i 2 3456789 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 No upcoming appointments Arrange By Flag Due Date Type a new task y No Date Trainina To open the New Task window you can click the New button on the Home tab press Ctrl N or right click in the Task window and click New Task Bei To Do List Prospector Pete csulb edu Microsoft Outlook oO SS File Home Send Receive Folder View Adobe PDF a Q New Task Repl A Today W Next Week O E 3 NA Ma a x A New E mail Rep W Tomorrow W No Date sod lla Y GO Address Book Delete P s Mark Remove Change Move OneNote Categorize Ca New Items Forward Complete from List W This Week W Custom eel A New Delete Respond Manage Task Follow Up Current View Actions Tags Find lt 3 Tasks aoe gt ep p Training 4 July 2011 gt Y To Do list Due None SuMo Tu We Th Fr Sa KE Tacks Arrange By Flag Due Date Today on top Not Started iiai me Type a new task Prospector Pete SMA A y No Date 3 10 11 12 13 14 15 26 MES EN el 24 25 26 27 28 29 30 a Today 31 2 training 2 New Task No upcoming appointments 38 New Task Request a gt D Mail 6 Arrange By W a Add Columns HE Calendar 3 Group by Box A Arrange By Flag Due Date SCT Contacts 24 Sort ge By Flag z s i Type a new task W Filter ype a new ta 24 AutoPreview Layout a y No Date la A z i L View Settings
70. ve minutes default tt Reminders mn Wednesday May 11 2011 12 00 PM Everywhere due Dismiss all Open item Dismiss 1 D minutes ha Snooze k AEA Oga Ta JA eau cyl Svea Circe Viewing Your Calendar To view your calendar click the Calendar button in the navigation pane View your calendar in different formats by clicking the Day View Work Week View Week View or Month Vew button eos Scroll to different months by either clicking the forward and backward arrows in the navigation pane or by clicking the month itself 2011 gt Jan Feb Mar Apr May Jun u Sep Oct Now Dec Creating New Calendar Entries To create a new calendar entry from scratch double click a time slot or day on your calendar Note that in Day Work Week or Week view the default entry type is an appointment In the Month view the CSULB 80 Information Technology Services default calendar entry type is an All Day Event you will have to uncheck the All Day Event box to specify start and end times Start time Wed7 20 2011 e 2 00PM v E All day event End time Wed 7 20 2011 3 00 PM Ki To invite others to a meeting click the Scheduling Assistant tab Enter the recipient s name under your own To see a list of campus contacts to invite click the address book icon next to Select Attendees Appointment Scheduling Assistant Start Wed 7 20 2011 2 00 PM End Wed 7 20 2011 wt 3 00 PM Ke Y Sho
71. w only working hours Thu Lil Select Attendees 1200 PM 14 PM 200 PM 3 00 PM 4 00 PM 2 00 Sugg El Prospector Pete lt July 2011 gt 26 27 25 29 30 1 2 d4 5 amp 768 amp When you have completed your entry click Send or Save and Close if you didn t invite other recipients The calendar entry will appear on your calendar lt Receiving Meeting Invites Calendar invites will arrive in your mailbox The calendar icon in the upper left hand of the mail item indicates it is a calendar invite Within the body of the notification you can click the check sign Y to accept a meeting the question mark Pto request more information from the sender or the x Xto decline the meeting Please respond gel Friday July 22 2011 11 00 AM 11 45 AM A P X gt Where TIMI to FIM Communication Plan Review CSULB 81 Information Technology Services Section 8 Outlook Help Using the Help Screen To open Help from within Outlook click the icon in the far right corner of the interface or F1 shortcut key 0 E 7 Inbox Prospector Pete csulb edu Microsoft Outlook o ll 2 Home Send Receive Folder View Adobe PDF Lei y pan Dee Ka Get A 3 Fal Meeting Lay Email Project 2 Lay Move f Unread Read Find a Contact Clean Up m ane E To Manager a Rules WO Categorize BE Address Book Mew New Delete Reply Reply Forward BS More e All eNot E mail Items 4p Junk ote WE Fo

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