Outlook 2010 Tips n TrickWorkforce Capability Unit

Open Outlook

• Option 1– Start; All

Programs

• Option 2 - Quickest– Start; type into search

bar

What’s New in Outlook2010

• More streamlined interface• Conversations• Quick Steps – custom actions such as setting

up a Meeting Reply or Task• Meeting requests – shows a snapshot of your

calendar for that timeframe.

Conversations• View; Show as Conversations– All Folders

• Monitors response to the latest message

Quick Steps

• Home ribbon; Quick Steps; Create New• Name it and choose the action• Creates a Task from existing content

Meeting Request

• When receiving a meeting request, Outlook shows you a snapshot of your calendar.

Customise Mail Options

• File; Options• Mail - Signatures

• Can have different signatures for New messages, or Replies/forwards

• Different signatures for diff roles

Make Signatures Work for you• New; Name it; type

in details; Save

• When in message, click on Signature button to select different option

Customise Mail Options

• Mail– Replies and Forwards –

tick box

• Other – untick top box

Calendar Options• File; Options; Calendar; Time Zone• Show a second Time Zone – UK featured here

• Label Both; OK – go to Calendar to view

Spelling

• File; Options; Mail; Editor Options• Untick Top Box

• Tick the two spelling options

• NB, when you send an email, check to see that spell check has not stalled waiting for you to approve

Add Delegate• Allow others to view parts of your Email• File; Info; Account Settings; Delegate Access• Andrea Catterall has “read” permission to my calendar.

Out of Office Replies

• File; Info; Account Settings; Automatic Replies (Out of Office)

Advanced Option

• Start Outlook in Calendar view

• Empty Deleted Items folder – untick this box if you want to remove deleted items manually.

• This is ticked by default.

Quick Access Toolbar

• File; Options; Quick Access Toolbar– Select Save All Attachments– Add– OK

• This option is now available

Hyperlinks in Emails• In your message type in the

words – “Quick Guides”• Open eLearning Toolkit (link

from WSI Intranet), copy the URL

• Back to mail message – it will be on your Task Bar

• Highlight the words “Quick Guides”

• Insert; Hyperlink (Ctrl+K)• Paste link into Address Bar; OK• Test, by Ctrl+Click

Calendar Appointments

• Switch to Calendar View• Menu Option, New Appt

• Invite Attendees• Add the person sitting

on your right hand side• Send

Updating Calendar Appts

• Add a new invitee• Send Update to …

Drag and Drop into Calendar

• An email can be turned into a Calendar appt by drag and drop.

• Always picks current date, you edit here.

New Task

• Tasks, New Task• Add details• Note you can

assign the task to others.

• Task delegate has to accept or decline

Delete Attachments

• Open Email• Right click on attachment• Remove attachment• Save and Close

Sort Options

• Sender• Date• Attachment• Subject• Etc.• Great to use for deleting

Folders

• Right Click Inbox• New Folder• Name it• Drag and Drop

messages in• Can have sub-folders

Data File Management

• File; Info; Account Settings; Account Settings• Data Files; Add• Name the File; Choose the location; Close• Folder will now display at the bottom of your

Outlook– Drag and drop messages into it.

eLearning Toolkit

• WSI Intranet Home page• Quick Links– eLearning Toolkit– Quick Guides– Outlook• It’s all there

Questions anyone?