Work Smart: Microsoft Outlook 2010 · PDF file3 | Get started: Microsoft Outlook 2010 Working with Outlook options In the Backstage view, you can click Options to open the Outlook

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Get started: Microsoft

Outlook 2010

Customization note: This document contains guidance and/or step-by-step installation

instructions that can be reused, customized, or deleted entirely if they do not apply to your

organization’s environment or installation scenarios. The text marked by yellow highlighting

indicates either customization guidance or organization-specific variables. All of the

highlighted text in this document should either be deleted or replaced prior to distribution.

You can use the Microsoft Outlook 2010 messaging and collaboration client to manage

your email messages. This guide describes some of the features in Outlook 2010.

Topics in this guide include:

Understanding

Backstage view

Customizing

Outlook 2010

Managing your email

messages

Understanding

MailTips

Working with email

attachments

Searching for

messages in your

mailbox

Working with

contacts in Outlook

2010

Formatting items in

Outlook 2010

Using the To-Do Bar

For more information

2 | Get started: Microsoft Outlook 2010

Understanding Backstage view

The Microsoft Office Backstage view is available in each of the Microsoft Office 2010

applications, including Outlook 2010. The Backstage view contains a series of tabs that

group together similar commands. In the Backstage view for Outlook 2010, you can find

common commands such as Info, Open, Print, Save As, and Options.

Accessing the Backstage view

To display the Backstage view:

Click the File tab in the upper-left corner, next to the Home tab on the ribbon.

To return to your Inbox:

Click any of the tabs along the top of the ribbon (such as File, Home, or

Send/Receive).

-Or-

Click the image of your Inbox that is displayed in the upper-right corner of the window.

Working with the Info tab

The Info tab in the Backstage view contains many of the commands that were located on

the Tools menu in previous versions of Outlook. For example, you can:

Click Account Settings to modify your existing email account or configure a new email

account.

Click Automatic Replies (Out of Office) to configure your mailbox to send automatic

replies.

Click Mailbox Cleanup to manage the size of your mailbox and clean up your Deleted

Items folder.

Click Rules and Alerts to configure your mailbox to act on incoming email, such as

organizing your mailbox by automatically moving messages to a folder, or playing a

sound when a message is received.


Working with Outlook options

In the Backstage view, you can click Options to open the Outlook Options dialog box.

From this dialog box, you can perform the same types of tasks that you did by using the

Tools or Options menu in previous versions of Outlook. For example, you can:

Click Mail to change settings for the messages that you send and receive, such as using

Rich Text as your default message format.

Click Calendar to configure your calendar settings, such as work hours, days in your

work week, and time zone.

Click Advanced to configure options for working with Outlook, such as customizing the

Outlook panes, configuring AutoArchive, and configuring send and receive options.

Customizing Outlook 2010

You can use the features in Outlook 2010 to customize your Outlook experience and make

finding messages easier. These features include using folders, categories, flags, and a new

feature in Outlook 2010 called Quick Steps.

Grouping messages in folders

You can organize your Outlook 2010 Inbox by creating folders to group your messages by

topic, project, and sender. To create a folder:

1. On the Folder tab, click New Folder.

2. Type a name for the folder.

3. Select where you want to place the folder, and then click OK. The new folder appears in

your list of mail folders.

4. Drag messages to the new folder.

5. Repeat the process to create more folders.

TIP: You can use email rules to automatically route incoming messages to your folders. For

more information, see the section “Using email rules to route messages” later in this guide.

Using Quick Steps to complete common tasks in a single click

In Outlook 2010, you can use Quick Steps commands to complete your common tasks in a

single click. These tasks include sending an email message to your team by using an

assigned task, responding to a message by creating a meeting invitation, or automatically

replying to and deleting an email.


To use a predefined Quick Steps command:

1. On the Home tab, locate the Quick Steps group.

2. In the Quick Steps gallery, click one of the predefined commands.

TIP: To see all the commands in the Quick Steps gallery:

Click the downward arrow to scroll through the command gallery.

Click the More arrow to expand the command gallery.

To create your own Quick Steps command:

1. On the Home tab, locate the Quick Steps group.

2. Click the More arrow to display the Quick Steps dialog box, and then click New

Quick Step.

3. Select from the list of common commands, or select Custom and then follow the

prompts to create a custom command.

4. Alternatively, you can modify an existing Quick Steps command by right-clicking the

command and then clicking Edit name of command.

Managing your email messages

To more easily manage your email messages in Outlook 2010, you can use features such as

the Conversation view and rules.


Using the Conversation view to manage your email messages

The Conversation view improves your tracking and managing of related email messages

while saving valuable Inbox space. To turn on the Conversation view:

On the View tab, in the Conversations group, select the Show as Conversations check

box.

You can then accomplish any of the following tasks:

Click a conversation, and then click to expand the conversation and reveal multiple

messages about the same subject.

Right-click a conversation to categorize as Important or as Business or flag it for

follow-up.

Right-click a conversation and then click Ignore, and Outlook 2010 will move those

messages (and any subsequent replies to the conversation) to the Deleted Items folder.

Right-click a conversation and then click Clean Up Conversation, and Outlook 2010

will remove duplicate messages in the conversation.

As an alternative to the preceding two tasks, you can select a message and then, on the

Home tab, choose your action in the Delete group.

TIP: If a message that you wanted to keep is deleted, check your Deleted Items folder for a

copy of the message.

Customizing the conversation settings for a folder You can set the Conversation feature to display only messages in the folder that you have

selected and not include messages in other folders that are part of the conversation (the

default setting). This makes it easier to ensure that, when you clean up a conversation, you

are not including messages that you archived to another folder. To set the Conversation

feature in this way:

1. Select your folder.

2. Click the View tab, locate the Conversations group, click the More arrow under the

Conversation Settings button, and then clear the Show Messages from Other

Folders check box.

Customizing conversation cleanup You can configure how the Conversation feature will clean up your email messages by

using Outlook options in the Backstage view. To make this customization:


1. Click the File tab to display the Backstage view.

2. In the Backstage view, click the Options tab to display the Outlook Options dialog

box.

3. In the Outlook Options dialog box, click Mail, and then under Conversation Clean

Up, customize your settings.

Using email rules to route messages

You can use rules in Outlook 2010 to automatically route incoming and outgoing messages

based on criteria that you establish. To create a rule:

1. On the Home tab, in the Move group, click Rules. If you have more than one email

account, make sure that you have selected the Inbox to which you want to apply the

rule.

2. In the Rules list, click Create Rule.

3. Complete the information in the Create Rule dialog box, and then click OK.

4. To use the Rules Wizard to create your rule, click Advanced Options, and then follow

the instructions in the wizard. When you reach the last page of the wizard, click Finish.

Reducing unwanted mail by using junk filters

You can keep unwanted junk mail out of your Inbox by using Outlook filters. Filters send

email identified as junk to a separate mail folder, where you can later determine whether

you want to delete it. To configure your options for

filtering junk email:

1. On the Home tab, in the Delete group, click the

arrow next to Junk, and then click Junk E-mail

Options.

2. On the Options tab of the Junk E-mail

Options dialog box, click a protection level.


NOTES:

Review the Junk E-mail folder periodically to ensure that no legitimate messages have been

sent there. If they have, adjust the filter to avoid flagging such messages in the future.

Use other tabs in the Junk E-mail Options dialog box to add safe senders, safe recipients,

and blocked senders to your filter.

Understanding MailTips

A new feature in Outlook 2010, MailTips alerts you when you are about to send an email

message to a large distribution list, someone who is out of office, or individuals who are

outside the organization.

You can use MailTips to:

Avoid sending inappropriate information to a large distribution list.

Reduce the volume of email by receiving alerts when someone is unlikely to respond;

for example, when his or her mailbox is full.

Help protect intellectual property from being sent outside the organization.

By default, the MailTips bar is displayed automatically when MailTips apply.

NOTE: MailTips requires Microsoft Exchange Server 2010.

Working with email attachments

You can keep email attachments with their original message for convenience. However, to

stay within mailbox size restrictions, you can also save email attachments to your computer,

or you can delete them. In addition, attachments are a handy way to receive voice mail and

faxes.

Viewing, saving, and deleting email attachments

To work with attachments:

1. Click a message that has an attachment.

2. Click the attachment to preview it in the reading pane.

3. Determine whether to keep the attachment with the message, save it to your computer,

or delete it:

To keep the attachment with the message, do nothing.

To save a single attachment to your computer, right-click the title of the attached file, click Save As,

browse to the location where you want to save the attachment, and then click Save.


To save all attachments in the message to your computer, open the message, click

one of the attachments, and in the Actions group on the Attachments tab, click

Save All Attachments. In the dialog box, select which attachments you want to

save, click OK, browse to the location where you want to save the attachments, and

then click OK.

To delete an attachment, right-click it, and then click Remove Attachment.

Receiving voice mail and faxes

With Microsoft Exchange 2010 and Outlook 2010, you can receive voice mail and faxes

directly to your Inbox. More specifically, you can:

Click the attachment in your email message to listen to your voice mail message or

view your fax.

View a transcript and other information in the email message body.

Searching for messages in your mailbox

Use the Outlook 2010 search features to find a specific message in your mailbox.

Using the search box to find messages

The search box helps you find messages in your email folders that contain keywords, or

messages that meet other search criteria. You can:

Click a folder in which to search, and in the search box at the top of the window, type

one or more words. You do not need to press Enter, because Outlook immediately

begins looking for messages that match your criteria.

Use other options to help narrow your search keywords to specific criteria, such as

Keyword, From, and Subject.

TIPS:

To narrow your search, type more than one word in the search box.

To perform a more powerful search, select one or more options in the Refine group on

the Search tab.


To perform an advanced search, click Search Tools in the Options group on the

Search tab, click Advanced Find, and then enter additional search criteria in the

Advanced Find dialog box.

After your search results appear, return to the regular email window by clicking Close

Search in the Close group on the Search tab.

Using Search Folders to find messages

Search Folders show you where your mailbox stores messages that fall into certain

categories. The default Search Folders are Categorized Mail, Large Mail, and Unread Mail.

To view Search Folders:

In the Mail view, expand the Search Folders tree, and then click one of the default

Search Folders.

All messages in that category appear, as does the folder in which they are stored.

NOTE: You can create new Search Folders for messages that do not fall into default categories.

To create new Search Folders:

1. On the Folder tab, click New Search Folder.

2. In the New Search Folder dialog box, click a predefined Search Folder, or scroll to the

bottom of the dialog box and click Create a Custom Search Folder.

3. Follow the instructions that appear.

Working with contacts in Outlook 2010

Outlook 2010 integration with Microsoft Lync Online communications software provides

Outlook 2010 with two new features: contact cards and Quick Contacts.

Understanding contact cards

You can use contact cards to search for and communicate with people via instant message

(IM), email, or phone directly from Outlook 2010. You can also see photos of your friends

and colleagues in Outlook 2010 email messages, contact cards, and meeting requests.

You can take the following actions:


Point to a name in the email message to display a contact card. The presence status

(colored bar to the left of the contact's photo) indicates whether the person is available.

Click the pushpin icon to pin the contact card to the main window.

Click the email message icon to open a new email that is addressed to that person.

Click the balloon icon to start an IM session.

Click the phone icon to start a phone call.

NOTE: You must have Lync installed on the computer to view presence status, start an IM

session, and start a phone call.

Using Quick Contacts

Outlook 2010 integration with Lync provides you access to your Lync contacts directly from

Outlook 2010 through the Quick Contacts feature. To show Quick Contacts:

Right-click in the To-Do Bar, click Options, and then select the Show Quick Contacts

check box.

Formatting items in Outlook 2010

You can insert Microsoft SmartArt graphics, create tables, and change text styles in

Outlook 2010 to create more interesting-looking email messages, contact notes, tasks,

appointments, and meetings.

To insert SmartArt:

1. Create a new item in Outlook 2010, such as an email message or a meeting request.

2. On the Insert tab, in the Illustrations group, click SmartArt.


3. In the Choose a SmartArt Graphic dialog box, select your choice from the list, and

then click OK.

To add a table:

1. Create a new item in Outlook 2010.

2. On the Insert tab, click Table.

3. In the Insert Table dialog box, use the grid to select the number of rows and columns

that you want, and then click to create the table.

4. On the Table Tools Design tab, select formatting options to apply to your table.

To change text styles:

1. Create a new item in Outlook 2010.

2. Highlight text in your new item, and then on the Format Text tab, select a style from

the Styles group.

3. Click the More arrow to display more styles from which to choose.

Using the To-Do Bar

You can use the Outlook 2010 To-Do Bar to keep track of your schedule and tasks. The To-

Do Bar features a small monthly calendar (called the Date Navigator), an appointment list,

and a task list.

You can perform many Outlook tasks from the To-Do Bar, such as:

Accepting or declining a meeting by right-clicking a meeting request in the

appointment list, and then clicking Accept or Decline.

Opening a date on the calendar by clicking a date in the Date Navigator.

Flagging a message for follow-up by dragging the message to the task list.


For more information

Getting Started with Office 2010

http://office.microsoft.com/en-us/support/getting-started-with-office-2010-

FX101822272.aspx

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This guide is for informational purposes only. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED, OR

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Work Smart: Microsoft Outlook 2010 · PDF file3 | Get started: Microsoft Outlook 2010 Working with Outlook options In the Backstage view, you can click Options to open the Outlook