ExecuTrain Houston

Outlook 2010: Part One

Outlook 2010 Part One

Overview:

Getting Started with Outlook 2010

LEARN YOUR WAY AROUND THE OUTLOOK WINDOW AND USE THE VARIOUS “PANES” THAT KEEP INFORMATION AVAILABLE AT A GLANCE. EXPLORE OUTLOOK’S NEW MESSAGE MANAGEMENT FEATURES THAT KEEP CRITICAL INFORMATION AT THE FORE AUTOMATICALLY.

Details:

• Become familiar with the various aspects of the Outlook screen and their functions, including the File Tab, Quick Access Toolbar, Ribbon, Navigation Pane, Navigation Buttons, E-mail Pane, To-Do Bar, and more.
• Take advantage of Outlook’s special message management features, including The Outlook To-Do bar and Instant Search which help keep critical information close by.
• Use the Reading Pane to read messages without opening them in a new window. It also lets you manage your messages in the reading pane.
• In today’s environment, electronic mail plays a routine role in conducting business. Use Outlook to respond both efficiently and effectively.

Manage Your Messages in Outlook 2010

ARRANGE MESSAGES ONSCREEN IN AN ORDER THAT MATCHES HOW YOU WORK. CUSTOMIZE MESSAGES WITH YOUR OWN INFORMATION AND STYLE, AND ADD INFORMATION TO MESSAGES THAT INTEGRATE THEM AUTOMATICALLY WITH OTHER OUTLOOK ELEMENTS. EASILY STAY IN CONTROL OF DETAILED INFORMATION REGARDING AN INDIVIDUAL OR ORGANIZATION.

Details:

• Master the basics of creating e-mail messages, arranging them onscreen in an order that matches how you work, and keeping them organized via folders.
• Use the Conversations feature to group related messages according to the subject line. Turn on conversations and navigate conversations.
• Use the signature option and quickly add signature information at the end of every e-mail you send.
• The Flags and Category features of Outlook are separated from each other in Outlook 2010. Use flags to assign future action to take on a message. Categories are used to group and color-code messages of the same type.
• Use the Automatic Replies feature to notify persons when you are out of the office.
• Use the Contacts feature to create, assign, and search for a contact. Assign contacts to categories for at-a-glance review, create distribution lists that make messaging to many a breeze, and more.
• Set message delivery options such as an expiration date and time for outbound e-mail messages.
• Avoid embarrassing typos in your emails with the spelling and grammar check.

The Calendar Feature in Outlook 2010

CUSTOMIZE YOUR APPOINTMENTS TO MAKE THEM INFORMATIVE AND EASY TO FIND. LET OUTLOOK HANDLE THE DETAILS OF SCHEDULING MEETINGS AND RELEVANT INFORMATION AUTOMATICALLY.

Details:

• Change the look of your calendar to view the appropriate level of detail.
• Edit appointments, meetings, and events as needed.
• Schedule appointments with a few clicks, schedule a recurring appointment, set reminders, label appointments according to activity type, and assign them to contacts and categories for at-a-glance review.
• Let Outlook handle the process of scheduling a meeting, gathering an attendee list, and reserving the room and equipment.
• Use Outlook to send a copy of your calendar via e-mail.
• Add and adjust the view of task information in the calendar view.
• Grant access to your Outlook calendar and request access to other coworker’s Outlook calendars.

Organize Folders and Emails and Outlook 2010

USE FOLDER AND EMAIL RULES AND OPTIONS TO KEEP YOUR MESSAGES AND FOLDERS ORGANIZED IN OUTLOOK 2010.

Details:

• Keep your messages organized by routing messages to specific folders when they arrive in the Inbox or when they are sent from your Outbox.
• Automate the process of managing the information in your account by emptying the deleted items folder when you exit the application.
• Set the Junk E-mail options to the level of junk e-mail protection you want and manage items in your junk e-mail folder.
• Use AutoArchive to move items to your local folder based on a pre-defined schedule. Use Manual Archive to move items only when you initiate the process.
• Personal Folder files (PST) provide a way for you to store Outlook information outside your main Outlook account. This assists you in managing the size of your Outlook account.

The Tasks, Notes, and Journal Features in Outlook 2010

USE TASKS TO ASSIGN WORK TO COMPLETE WITHIN A CERTAIN TIME FRAME. INCLUDE ALL ASPECTS OF A TASK – INCLUDING CONTACTS, RESOURCES, CATEGORIES, AND PRIORITY – AND MEASURE YOUR PROGRESS TOWARD COMPLETION. USE NOTES TO CAPTURE AND MANAGE THOSE BITS OF MISCELLANEOUS INFORMATION. LET OUTLOOK TRACK YOUR DAILY ACTIVITY AUTOMATICALLY WITH THE JOURNAL FEATURE, MAKING IT EASY TO SEE HOW YOU SPEND YOUR TIME AND DOCUMENT YOUR WORK.

Details:

• Capture your To-Do list in full detail and update tasks easily as they progress toward completion. Assign tasks to contacts and categories for easy access and permanent documentation of activity.
• Eliminate scribbled reminders and bits of information by storing them using Outlook’s Notes feature. Keep information available and yet out of the way, and organize them easily by color and by assigning them to contacts and categories.
• Use the Journal to track and record your daily activity, including messages, meeting requests, task responses, Microsoft Office files such as Word, and more. Assign journal entries to categories to see at-a-glance where your time is being spent.