outlook 2010 quick guide table of contents: overview of client, sending/receiving e-mail, using the...
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Outlook 2010 Quick GuideTable of Contents:Overview of client, Sending/Receiving e-mail, Using the address book………..………..............2-7Sent Items……………………………………………………………………………………………..…..8Using the calendar, Sending/Receiving appointments (including busy search)……………….10-14 Tasks and Notes……………..………………………………...……………………………………….15Creating New Folders……………………………………………………………………………..…….16Setting Rules (i.e. Out-of-Office Rule), Signatures, and using spell check………………......17-19Delegating (Proxy Rights)/Accessing other’s accounts…………………………………………..20-21
Web-site for web-based e-mail:https://mail.soesd.k12.or.us
Overview of Client
Navigation Pane
View Pane
Reading Pane
Tip: Turn off pane or move to bottom, by going to View>Reading Pane.
Tip: Click on Folder List to display all folders in navigation pane.
Sending/Receiving e-mail• To read mail, Select Inbox folder from Navigation Pane. • Mail can be sorted by using the toolbar:
• To send mail, while in the “Mail” view, click on button.
• Can also access the address book from icon on main window
Click on paperclip to attach a file.
Click on To: to access the address book.
Requesting a Delivery/Read Receipt• In order to be notified that
an e-mail has been delivered and/or read, a receipt must be requested. If requested, an e-mail will be sent to the sender upon delivery and/or opening.
• Note: Recipient must approve the receipt before it is sent.
• Request receipt by clicking on Options Tab within the message:
Using the address book
• Select recipient from list. Can type in name to search by last name.
• Show names in different lists/groups by selecting the drop-down. Contacts will automatically be listed under the “Outlook Address Book”.
Address Book Transition All address books (with the exception of the Novell GroupWise
Address Book will be moved to the “Contacts” portion of Outlook.
Note the “Your Name” address book becomes “Contacts” in Outlook.
Adding other contacts to OutlookAddress Book “Contacts” will automatically be added as one of the options in the Outlook Address
Book menu. To add other books, such as Frequent Contacts, Click on Contacts, then: 1. Right click on Contact folder you wish to add (such as Frequent Contacts),
2. Select Properties, 3. Select Outlook Address Book Tab,
4. Check Show this folder as an e-mail address book.
Sent Items Folder• Click on “Sent Items” folder to view all sent
items. Will show recipient, subject, date/time:
Recalling & Resending• Recall or resend a message by opening the sent item, then go to
Actions Recall This Message or Resend This Message…
If recalling, the following message will appear:Tip using Recall Vs. Resend:
Recall allows you to “retract” or delete unread copies (if the recipient accepts).
Resend sends the same message again, without retracting.
Using the CalendarUse icons above calendar to switch to work week, month, etc.
Double-click to add appointments.
Sharing the Calendar1. Right Click on the Calendar Icon and select Properties
2. Click on the permissions button and select the user – then the permission level
Sending “Meeting Request” and busy search• To send appt., while in the “Calendar” view, click on the New
Meeting button.
• Fill in appropriate information. To perform “Busy Search” click on “Scheduling Assistant” Button:
Tip to send “Out of Office Note”:
Send an All day event to recipients and Show time as: Free to allow your Out of Office Note to appear on their calendar.
Accepting/Declining meeting requests
• After opening meeting request, recipients will accept or decline:
Viewing accepted/declinedstatus• When an appointment is accepted, an e-mail will
be sent to the “meeting organizer”:
Tasks & NotesTo view tasks, click on Tasks from Navigation pane.
Use the New Task button for new tasks:To view notes, click on Notes from Navigation
pane. Use the New Note button for new notes:
Creating New Folders1. Click the Folder Tab and select New Folder:
3. Folder Added
2. Create Folder Name and select Location
Setting Out of Office Rule
• This rule function is under “Out of Office Assistant”– Click on File Tab Automatic Replies– Enter text for auto-reply message– Select “I am currently Out of the Office” to activate rule.
Note: This rule will ONLY reply to those senders with @eaglepnt.k12.or.us e-mail.
Spell Check & Signature• The spell check function works the same as it does
in MS Word. • It checks for spelling that is in your MS Word
Dictionary. • You can update the settings for the spell checking of
emails by selecting File Tab>Options>Mail>Always check spelling before sending
• To add signature, go to a New Message Signature Button>Signatures
Delegating• Use the “Delegates” function to provide recipients with rights
– Click on the File Tab>Info
– Choose Account Setting>Delegate Access
– To grant permission to
certain folders, modify
Properties for each folder.
– Note: Granting permission using
Delegates tab will provide others
with “Send on behalf of” rights,
even if only noted as Reviewer.
– To grant permission for specific
folders or calendar, without “Send
on behalf of” rights, choose folder
and share those rights or choose
“Share My Calendar” while in the
calendar view.