Master Microsoft Outlook 2010: Tips for Efficient Email Management

1. Presenter notes • This Microsoft Outlook 2010 presentation is a prepackaged solution designed to help attendees maximize the e-mail application. • You may use the presentation as-is or customize it. • You may wish to remove this slide.

2. Get up to speed on Microsoft Outlook 2010 Tips for maximizing Microsoft Outlook 2010

3. Using categories • Microsoft Outlook 2010 provides categories to help track, find, sort, filter, and group items. • Categories can be a keyword or phrase. • Customize Outlook 2010’s Master Category List by clicking the Home tab and choosing All Categories from the Categorize dropdown in the Tags group. • There are multiple ways to assign a category.

4. Creating customized views • The Outlook 2010 interface is easily customized. • Use the Navigation Pane’s shortcuts for quick access to various Outlook 2010 components. • The Reading Pane displays additional information for highlighted items. • Choose from predefined views by selecting an item from the Arrange By dropdown in the Arrangement group on the View tab.

5. Address Books and distribution lists • Use Contacts to organize information on business associates. • Use contact groups to simplify sending messages to numerous recipients. • Personal Address Books are only stored on the local drive, whereas Contacts are stored on a network server.

6. Managing Contacts • A number of predefined views exist for reviewing Contact information. • Items such as meeting requests, journal entries, and tasks can be linked to Contacts. • Sharing Contacts with colleagues saves time and helps eliminate data entry errors.

7. Filtering messages • Use rules to sort messages. • Use the Junk Mail Filter to reduce clutter. • Control the Junk Mail Filter. • Use the Safe Senders and Safe Recipients lists to eliminate messages mistakenly marked as spam.

8. Creating Rules and Alerts • Rules and Alerts allow automatic actions to be taken on messages. • Use Rules and Alerts, found in the Move group, to create new or edit existing Rules. • Outlook provides extensive criteria to use in creating a rule.

9. Automatic responses • Outlook 2010 supports various automated response options, which save time. • Use discretion when creating automated responses. • Rules and Alerts offer another method of responding to specific messages. • The Out of Office Assistant alerts colleagues to special circumstances.

10. Security • E-mail is inherently insecure. • Digital IDs let you digitally encrypt Outlook 2010 messages. • Senders and recipients must possess each other’s Digital IDs to trade encrypted e-mail.

11. Working with Tasks • Outlook 2010’s Tasks component helps manage your to-do list. • Several predefined Tasks views exist. • Tasks can be assigned to other people.

12. Faxing • Send and receive faxes within Outlook 2010: • Windows Fax Services or a third-party fax service must be installed. • Enable faxing in Outlook 2010 by including the recipient’s fax number in the Business Fax field of his or her Contact record.

13. Using Outlook 2010 templates • Templates save you time and energy by eliminating the need to retype information. • Templates have the .oft file extension. • Creating and using new templates is straightforward.

14. Using Outlook 2010 forms • Like templates, forms save time. • Forms enable consistent data submission. • Creating and using forms is straightforward. • Forms must be published before others can use them.

15. Managing folders • Using folders simplifies managing messages and other Outlook 2010 information. • Right-click Personal Folders and choose New Folder to add a new folder. • Folders are easily moved. • Less is more: try avoiding more than two layers of sub-folders.

16. Using Delegates • Use Delegates to let others view and manage your Outlook 2010 information. • To delegate Outlook 2010 management, click the File tab, click Account Settings, and then click Delegate Access. • Share Outlook 2010 contacts folders.

17. Archiving e-mail • Use Outlook 2010’s Archive folders to store older messages. • Archive folders store messages as text or HTML on your system. • Back up archive folders regularly. • Configure Outlook 2010 to archive e-mail regularly.

18. Offline folders • Offline folders let you access Outlook 2010 information off-site. • Offline Folders have an .ost file extension. • Be sure to synchronize folders when returning to the office.

19. Outlook Web Access • You can use almost any Internet-enabled PC to access Outlook. • All you need is the organization’s Outlook Web Access URL and a standard Web browser. • Outlook Web Access boasts many features. • Use care when accessing Outlook Web Access.

20. New and enhanced features • Outlook 2010 makes the switch to a full Ribbon. • Quick Steps turn common tasks into a click. • Contact groups offer greater functionality. • Follow conversations with a click. • Calendar preview in meetings.

21. Final thoughts • Are there any questions? • Don’t forget your copy of the Microsoft Outlook 2010 Quick Reference Handout. • Thanks for attending.