Outlook 2010

1. Outlook 2010 Premium e-mail management…

2. Outlook Overview • Redesigned look. • Advanced e-mail organization. • Updated search features. • Amazing communication and social networking capabilities to stay in touch with colleagues.

3. Adding an E-Mail Account • Select the file tab. • Click on the Add Account button. • Enter the info for “e-mail account.” • Click next. • The program will automatically search for your server settings. • Take a look at the left panel of your Outlook window to see your new account. • Just be careful of adding Hotmail accounts.

4. Creating a New E-Mail Message • In Mail, on the Home tab, in the New group, click New E-Mail. • There is also a keyboard shortcut for this: CTRL+SHIFT+M.

5. Selecting Your Recipient • In a new e-mail, you can simply begin typing the person’s name in the To box. • When the name is underlined, it is recognized as an official e-mail address in our system. • The box on the left side of the name indicates the status of the recipient. • If you hover over the name with your mouse, you’ll see further information about your contact.

6. Selecting Recipients from the Address Book • Under the Message tab, in the names section, click on Address Book. • Begin typing the name of the person you want to e-mail in the search box and click go. • Double click on the recipient you want. • Notice the contact information such as title, phone, location and department. This helps you select the right person when names are duplicated or similar.

7. Create an E-Mail Signature You can create your own personal signature for your e-mail messages that use text images, electronic business cards, a logo, or even your handwritten signature. • Open a new message. • On the Message tab, in the Include group, click Signature, and then click Signatures. • Enter your personal signature and information.

8. Add a Signature • In a new message, on the Message tab, in the Include group, click Signature, and then click on the unique signature you want to include on that message.

9. Create a Calendar Appointment Appointments are tasks that you put in your individual calendar that do not involve inviting other people to attend or reserving resources (such as a conference room). • In Calendar, on the Home tab, in the New group, click New Appointment. • You can also go right to a time block on your calendar grid, right click, and click New Appointment. • The keyboard shortcut is CTRL+SHIFT+A.

10. Schedule a Meeting A meeting is an appointment that includes others and may include resources like meeting rooms. • In Calendar, on the Home tab, in the New group, click New Meeting (under New Items). • The keyboard shortcut is CTRL+SHIFT+Q. • Be sure to set a reminder!

11. Other Reminders You can easily add reminders for e-mail messages, contacts and tasks. • On the Home tab, in the Tags group, click Follow Up, and then click Add Reminder. • You can also flag it for a reply timeline. • High Importance/Low Importance helps your contacts quickly identify those items that require a prompt response.

12. Create a Contact Contacts can be just a name and e-mail address or can include details such as multiple phone numbers, a picture, birthdays or any other pertinent information. • In Contacts, on the Home tab, in the New group, click New Contact. • Keyboard shortcut: CTRL+SHIFT+C

13. Create a Task Outlook allows you to streamline the way you organize and monitor your “To-Do” list. • In Tasks, on the Home tab, in the New group, click New Task. • Keyboard shortcut: CTRL+SHIFT+K. • You can even get reminders and track your progress.

14. Create a Note Notes are the electronic equivalent of Post-It Notes. They allow you to keep an organized record of thoughts, questions, reminders, etc. • In Notes, in the New Group, click New Note (under New Items and More Items). • Keyboard shortcut: CTRL+SHIFT+N.

15. Conversation View • Select the View tab and check the box next to Show as Conversations. • This allows you to keep track of who said what as your conversation bounces back and forth. • You’ll know if the e-mail contains a conversation since it’ll have an arrow on the left-hand side.

16. The Backstage View The new 2010 Backstage View replaces the file menu from previous versions of Microsoft products. • Easily configure new and existing accounts. • Clean up your inbox. • Virtually see how much space is left in your mailbox. • Simply click the File tab to see your options.

17. Managing Your Mailbox - Sorting Sometimes you want to organize all e-mails from a particular source into a specified folder until you are ready to act on them. • On the File tab, select Rules and Alerts, then e-mail rules, and new rule. • Select Start from a blank rule and select Apply rule on messages I receive. • Click next and select the condition (I’ll use from people or public group…). • In the Step 2 box, click people or public group.

18. More on E-mail Sorting… • Press next and fill in the box next to “From” with the e-mail address from which the mail you wish to sort originated. • Click okayand next. • Select where you want the message to be stored (I’ll use move it to the specified folder). • In the Step 2 box, click on specified and choose where the messages will go (I’ll create a new folder…). • Press okay twice and then next. • Specify a rule name in the dialogue box. • Check the boxes next to the options you want from Step 2 and click finish then apply.

19. Arranging Your E-Mails • Click on the View tab and find the arrangement area. Click the down arrow by Arrange By. • Select how you want to organize your messages – by date, by sender, by importance, by subject, etc.

20. Searching Your E-Mails • In the search box at the top of the message panel, type in the name of a sender, a piece of content in the e-mail, or part of the subject. • Outlook will search for any message containing that content or sender name.

21. Calendars • Click the Calendar icon in the lower left pane. • Calendar items can be added with a double click in the designated time frame on the calendar pane. • You can identify the subject, location, start time and end time of each meeting or appointment. • Reminders can also be set so you’ll never miss faculty meeting again!

22. Adding a New Calendar • Right click under the My Calendars heading in the left-hand pane of the calendar window. • Select New Calendarand give it a name.

23. Viewing Your Calendars • You can choose to preview your calendars in day, work week, calendar week, month and schedule view. I like the single day view for readability. • Calendars can even be e-mailed to others using the E-Mail Calendar icon. • Clicking the “X” on each calendar will cause that calendar to close. • Clicking the left arrow on each calendar causes that calendar to overlap the one to the left. You can undo this by clicking the right arrow on each calendar later. • Use the search bar to find specific items like Dr. appointments.

24. Lync Connect with the people important to you. Let people know what you’re doing and where you are, and keep up with daily communication all in one forum.

25. Personalization • Add a favorite quote or saying to your Lync profile by inserting the text in the text bubble above your name. • Click on Available to see options for indicating your availability to your contacts. • Under Set your Location, you can choose to let others know where you are physically.

26. Adding People to Your Contacts • Click the “person” contact icon. • In the search field, type a name or e-mail alias. • Select a contact group to put the person in by clicking the “+” on the right of the contact card. • Frequent Contacts is automatically populated by Lync based on the most recent conversations, but you can pin your favorite people here if you wish. Simply right click the name and select pin to frequent contacts. Frequent Contacts displays the 10 contacts a user most frequently has conversations with, not necessarily the most recent. • Be sure to note a contact’s status.

27. Privacy You may not always want people to know exactly where you are and what you’re doing… • Right click on a contact and choose change privacy relationship. The default setting is “colleague.”

28. Lync - Options • Click on the “gear” icon in the upper right of the Lync pane. • You can change audio settings, appearances, add a photo, etc. to make Lync reflect your personal tastes and style. • Be sure to set the time limits for your Lync status to reflect an away status or an inactive status (under options menu).

29. Contact Cards • Hover over a person’s name to see their contact card. • Click the chevron (^) to see a full version of each contact card.

30. Using the LifeCam • The LifeCam is a simple plug-and-play device. So, get started! • You can launch the camera by clicking on the lens icon on your desktop. • Click the arrow in the blue tab on the right of your screen to give fun viewing options and settings. • Select the camera icon if you want a still image. • Select the microphone icon if you want audio only. • Select the video recorder if you want video and audio captured together.

31. Making a Video • Open your LifeCam software. • Select the video camera and record a short segment. Click the square to end the recording. • Your video will appear in the viewing pane below the video capture box. • Double click on the video clip to view your handiwork.

32. Initiating a Conversation • Either double click a person’s name or use the find a contact search bar. • From here, you can begin an instant message (IM), start an audio call, initiate a video call, or share your desktop. • For an instant message, simply type your comments in the dialogue box and press enter. • The Call command initiates an audio call.

33. Video Conversations • Double click on the contact with whom you wish to have a video conversation. Remember that they must have a camera and audio set-up for this to work. • Select Start a Video Call from the Video drop-down menu.

34. Conversation Icon • Click on the conversations icon at the right of the tool bar. • This allows you to keep up with past and present conversations, know when someone is trying to get in touch with, and manage active conversations.

35. Activity Feeds Activity Feeds allow you to monitor “social updates” from your contacts in the Contacts list. You can activate your activity feeds by clicking the gear options icon, personal, and check the box next to show all my updates in Activity Feed.

36. Sharing Your Desktop • Hover over the person you want to share your desktop with. • Click the down arrow on the tablet icon to see more options. • Select share and desktop. • This is great for having tech services diagnose and correct your computer problems.