Outlook 2010 Tips

Table of Contents Organising your inbox ............................................................................................................................. 1

Categories ........................................................................................................................................... 1

Applying a Category to an E-mail .................................................................................................... 1

Customising Categories ................................................................................................................... 1

Quick Steps.............................................................................................................................................. 2

Default Quick Steps ............................................................................................................................. 2

To configure or change existing Quick Steps, do the following: ..................................................... 3

Creating a Rule to organise messages .................................................................................................... 4

Attach Items ............................................................................................................................................ 7

Attach a Calendar Range ..................................................................................................................... 7

Attach a Contact ................................................................................................................................. 7

Tracking, Delivery and Voting Options ................................................................................................ 8

Deliver/Read Receipts – E-Mail Tracking ............................................................................................ 8

Track all messages that you send ....................................................................................................... 8

Include voting buttons in a message .................................................................................................. 9

Replying Using Voting Buttons ........................................................................................................ 9

Delayed Delivery ........................................................................................................................... 10

Flagging a Message ............................................................................................................................... 11

Flag an outgoing message ................................................................................................................. 11

Clearing a Flag ................................................................................................................................... 11

Delete a name from the Auto-Complete list ........................................................................................ 12

To remove all names from your Auto-Complete list, do the following: ........................................... 12

Turn on or off Auto-Complete List name suggestions. ..................................................................... 12

Outlook 2010 – Tips 1

Organising your inbox

Categories E-mails, tasks, and appointments can call be categorised. Categorised items can be easily sorted or search using the category selected. Category options can be access via a right click on the category field or through the Categorise option in the Edit Menu. New Appoints can be categorise when created using the Categorise button

Applying a Category to an E-mail Select the E-mail to be categorised.

o If the category field is not listed in your current view

o Click on the View tab o In the Arrangement Group click

Add columns o From the window that displays

choose Categories o Click Add

Click OK Right Click on the Category field

If the required category exists select it from the list

Customising Categories Right click on the Category Field

Click on the All Categories option in the drop down menu

The Colour Categories window will open

Rename a Category From the Colour Categories window select the

category name to change

Click on the Rename button

Type the name required

Click Ok

Creating a new Category From the Colour Categories window click the new

button

Type a name for the Category

Select a colour from the drop down list

Click Ok

Set Quick Click Category Sets a default category

Right Click on the category field

Select Set Quick Click

Choose Category – Click OK

Single clicks on the Category field on an email will now set the category to the Quick Click option.

Outlook 2010 – Tips 2

Quick Steps Quick Steps is a new feature in Microsoft Outlook 2010 that applies multiple actions at once to e-

mail messages. This helps you to quickly manage your mailbox. For example, if you frequently move

messages to a specific folder, you can use a Quick Step to move the message in one click. Or, if you

forward messages to your manager or peers, a one-click Quick Step can simplify the task.

The Quick Steps included with Outlook 2010 can be

customized. You also can create your own to make

a Quick Steps gallery of mail actions you take most

often.

Default Quick Steps You can customize any of the default Quick Steps. When you use some Quick Steps for the first time,

you are prompted to configure them. For example, if you want a Quick Step to move messages to a

certain folder, you must specify the folder before you can use the Quick Step.

Default Quick Steps in Outlook 2010 include the following:

Quick Step Action

Move to: Moves the selected message to a mail folder you specify and marks the message as

read.

To

Manager

Forwards the message to your manager. If your organization uses Microsoft Exchange

Server, your manager's name is detected in the Global Address List and inserted in the

"To" box, or you can specify the recipient.

Team E-

mail

Forwards the message to others in your team. If your organization uses Microsoft

Exchange Server, your team members names are detected in the Global Address List

and inserted in the "To" box.

Done Moves the message to a specified mail folder, marks the message complete, and then

marks it as read.

Reply &

Delete

Opens a reply to the selected message, and then deletes the original message.

Create

New

Create your own Quick Step to execute any sequence of commands, name it, and then

apply an icon to help you identify it.

Outlook 2010 – Tips 3

To configure or change existing Quick Steps, do the following:

1. In Mail, on the Home tab, in the Quick

Steps group, click the More arrow

at the side of the Quick Steps box, and

then click Manage Quick Steps.

2. In the Quick Step box, click the Quick

Step that you want to change, and

then click Edit.

3. If you want to change the icon for a Quick Step, click the icon next to the Name box,

1. select an icon from the

window that displays

4. Under Actions, change or add the

actions that you want this Quick Step

to do.

5. If you want, in the Shortcut key box,

click a keyboard shortcut you would

like to assign to that Quick Step.

6. Click OK.

Outlook 2010 – Tips 4

Creating a Rule to organise messages

Click the File tab.

Ensure Info is highlighted

Click Manage Rules & Alerts.

The Rules and Alert dialog box will open

On the E-mail Rules tab, click New Rule.

Under Start from a blank rule, click either Check messages when they arrive

Click Next.

Outlook 2010 – Tips 5

The condition for the rule now has to be defined, there are numerous options available

o Common conditions: With specific words in

subject – this can be used to create a SPAM rule. SPAM messages within UCC normally have **SPAM?** in the message subject

Sent to people or public group – can be used to isolate as sender from the Outlook Address book – including all exchange users

For this example we will go with Sent to people or public group – Check the box beside this option

In the lower part of the window the rule is being built.

Click on the blue link people or public group

A Rule Address Window will open – this is essentially the global address book.

Use the search field to locate the All Exchange Users distribution list

Select the address

Click To->

Click OK

The previous window will now be displayed

Click Next

We now have to decide what to do with the messages

Select move it to a specified folder

Click on the blue in the specified lower half of the Rules Windows like before

Outlook 2010 – Tips 6

Choose a folder window opens

Select an existing folder or create a new one

Click OK

Click Next

There are no exceptions

Click Next again

Name the rule

Ensure turn on this rule is checked

Click Finish All feature message sent to the All Exchange User list will now be sent to the folder you specified.

Outlook 2010 – Tips 7

Attach Items The Attach Items Button allows you to attach any object currently in your Outlook Account. For example you could attach a contact and email it to a colleague, or perhaps a copy of a section of your calendar.

Attach a Calendar Range Open a new message

Click Attach Item

From the menu the displayed select Calendar

The Send Calendar via E-Mail window opens

Specify the range to send and click OK

Continue with the email as normal

Attach a Contact Open a new Message

Click Attach Item

From the menu select Outlook Item

In the Look in pane – Select Contacts

In the Items pane select the contact to send

Select to send as an attachment or as text

Click OK

Continue with the email as usual

Outlook 2010 – Tips 8

Tracking, Delivery and Voting Options You can add tracking to e-mail messages to follow action that results from an e-mail message. This includes the following:

Delivery and read receipts - Get notifications when a message is delivered or read.

Voting - Take a simple yes or no poll or add custom voting buttons. Results are tracked and counted.

Deliver/Read Receipts – E-Mail Tracking A delivery receipt tells you that an e-mail message was delivered to the recipient's mailbox, but not whether the recipient has seen it or read it. A read receipt tells you that a message was opened. In both cases, you receive a message notification in your Inbox.

In the open message, on the Options tab, in the Tracking

group, select the Request a delivery receipt or the

Request a read receipt check box.

Track all messages that you send 1. Click the File tab.

2. Click Options.

3. Click Mail.

4. Scroll down to Tracking, select the Delivery receipt confirming

the message was delivered to the recipient's e-mail server or

Read receipt confirming the recipient viewed the message

check box.

Note: The message recipient might decline to send a read receipt. In addition, the recipient's e-mail program might not support read receipts.

Tip: As a best practice, consider tracking only single messages of importance instead of all

messages. Recipients who occasionally receive a notification that a read receipt is requested

on your message are more likely to send a read receipt than if they are prompted every time

they receive a message from you.

Note: In this Options window you can decide how to handle read

requests that you receive.

Always send a response

Never send a response

Ask me before sending - recommended

Outlook 2010 – Tips 9

Include voting buttons in a message

1. Create a new e-mail message, or open a message that you want to reply to or forward.

2. On the Options tab, in the Tracking group, click Use Voting

Buttons.

3. Click one of the following:

Yes; No When you want only a definite yes or a no, this

is the best choice.

Yes; No; Maybe This voting option offers recipients a

third option.

Custom Click this command to create your own custom

voting button names. For example, you can ask your

colleagues to choose among restaurants for a lunch

meeting.

1. When the Properties dialog box appears, under Voting and Tracking

options, select the Use voting buttons check box.

2. Use the default button options, or delete the default options and then type

the text that you want, and use semicolons to separate the button names.

3. Click Close when ready

Replying Using Voting Buttons From time to time you may receive an E-Mail containing a voting option. Here is how you will recognise such as email and how to respond.

Open the received email as

normal

If voting buttons have been used

to the left of the Reply button

you will see a button labelled

Vote in the Respond group

Clicking on this button will display a drop down list of the options available.

Click on your answer

Outlook 2010 – Tips 10

A dialog box will display asking if you went

to send your response now or if you want

to edit it and then send.

If you have a point to make or something

to add choose the edit option. A new email

window will open allowing you to type a

message back to the sender.

o Click send when ready

Respond now will automatically respond to

the sender informing them of your chosen option.

Delayed Delivery You can delay the delivery of an e-mail message or you can use rules to delay the delivery of all messages by having them held in the Outbox for a specified time after you click Send.

1. In the message, on the Options tab, in the More Options group, click Delay Delivery.

2. Properties window opens 3. Under Delivery options, select the Do not deliver before

check box, and then click the delivery date and time that you want.

After you click Send, the message remains in the Outbox folder until the delivery time.

Outlook 2010 – Tips 11

Flagging a Message You can flag a message to remind yourself to follow up on an issue, or you can flag an outgoing message with a request for someone. You can also set a reminder for the message. When the recipient receives a message with a flag, a comment on the purpose of the flag appears at the top of the message. If you set a reminder this date will also appear.

Flag an outgoing message Compose the new message

Click on the Flag Button in the Tag group on the Message Tab

If you wish to remind yourself about this message click on the appropriate flag.

The Custom option will allow you to put any

date on the reminder

Flag for Recipients attaches a reminder to the

message that the recipient will receive at the

specified date/time

Clearing a Flag Within an open message, on the Message tab, in the Tag group, click

on the Follow Up button

In the menu that displays click Clear Flag or Mark Complete

This will remove the flag and any reminder associated with it.

OR

From your inbox if a message is showing a flag icon, right click on the

flag

Click on Clear Flag from the menu that displays.

Outlook 2010 – Tips 12

Delete a name from the Auto-Complete list The Auto-Complete List is a feature which displays suggestions for names and e-mail addresses as

you begin to type them in the To, Cc, and Bcc boxes. These suggestions are possible matches from a

list of names and e-mail addresses from the e-mail messages that you have sent.

There might be entries that you want to remove, such as entries that are no longer current or

accurate. To remove unwanted names, do the following:

1. Select the unwanted name or e-mail address by using the UP ARROW or DOWN ARROW key.

2. Click or press DELETE.

To remove all names from your Auto-Complete list, do the following: 1. Click the File tab.

2. Click Options.

3. Click Mail.

4. Under Send messages, click Empty Auto-Complete List.

Turn on or off Auto-Complete List name suggestions. By default, this feature is turned on in Outlook. To turn on or off Auto-Complete List name

suggestions, do the following:

1. Click the File tab.

2. Click Options.

3. Click Mail.

4. Under Send messages, select or clear the Use Auto-Complete List to suggest names when

typing in the To, Cc and Bcc lines check box.