OUTLOOK 2010
How it this so different from
Outlook 2003?
The Formal Bit!
 Anglia Ruskin University – Email Policy
http://web.anglia.ac.uk/anet/isms/standards/email/index.phtml
Please be aware that Email Archiving will be reduced from 6 months to 2 months
in the very near future
 Anglia Ruskin University – Best Practice Tips & Guidelines
http://web.anglia.ac.uk/anet/isms/staff/needhelp/email/
Please make sure you have read and understood both documents
If you are unsure about anything, please speak with your Direct Line Manager
What’s NEW
The Highlights

Ribbon – designed to help you quickly find the commands that you need to
complete a task.

More room to manage your account.

See more of your messages.

Process and file your messages faster.

Reduce the Noise in your Inbox.

Work smarter and more efficiently with messages.

The Big Picture – Calendar Functionality.

Work with all your Outlook Accounts.

Stay on top of your Tasks.
What does it look like?
Home Tab
Ribbon
Calendar
Navigation Panel
Appointments
Reading Panel
To Do Bar
Folders
It looks so DIFFERENT!
The Ribbon
Home Tab
 The Ribbon is designed to help you quickly find the commands that you need to
complete required tasks.
 The Quick Steps menu has been created to replace some of the basic Macro
commands. You are also able to create your own quick steps for functions which you
regularly use, e.g. email your manager all the time, set up a quick step. One click and it
will open a new email message with your manager’s email address already entered.
How much time will this save you on a daily basis?
What does it look like?
File Tab
 Many settings which are not directly related to creating and managing Outlook
items, such as print commands and account management, are now available in the
Outlook Backstage View.
 Click FILE to manage your accounts, set up rules, create automatic replies and
other ‘behind the scenes’ options.
What does it look like?
Send/Receive Tab
What does it look like?
Folder Tab
What does it look like?
View Tab
The view menu is large.
Let’s have a look at it together.
See more of your messages
 Improved conversation view
 Improves tracking and
managing related messages
 See the full conversation
 Easy to categorise or ignore
Work Smarter
Mail Tips
 Automatic tips
 Helps you avoid common
but potentially costly or
embarrassing mistakes
 Alerts are triggered by
actions including Reply
All to large recipients
lists, sending sensitive
information to external
email address and
sending message to
someone who is out of
the office
What am I looking at?
 You are now able to insert more items into the
body of an email. Screenshot functionality is
NEW and a great tool to copy exactly what you
are looking at.
 Did you forget to type in the subject bar?
 It is now easier to delete contacts from
the Auto-Complete List. An X appears,
simply click it and the address is
removed from your auto listing.
What am I looking at?
 View your colleagues’ diary
commitments when
scheduling group
appointments / meetings
 Use Scheduling Assistant to create
appointments / meetings for you and your
colleagues (shared functionality will need
to be in use).
Let’s try some practical
activities
to experience some of the
New Features and
Benefits
Email Activities
 Setting up Signatures
DISCUSSION
 Changing text to HTML
 How to turn off ghost email alerts
 Editing emails
 How to hover over auto format of text
 Inserting graphs/screenshots
 Folder permissions/sharing
To Do/Tasks Activities
 Setting up a task
 Flagging a task and changing a flagged task
Calendar Activities
 Default working days/hours
 Multi select days
 Creating an appointment
 Repeated appointments
 Scheduling meetings
 Search facility
 Filters
 How to change calendar view
 How to share calendars
Contacts Activities
 Setting up Email Distribution Lists
Activities
 Customise the Quick Access Menu
 Adding Shortcuts
 Privacy Setting
Interactive Guide
 Follow the instruction on Interactive Guide Handout to help with your personal
transition from Outlook 2003 to Outlook 2010.
 This is a useful interactive Guide to using the Ribbon.
Quick Reference Guide
 You will be provided with an Outlook 2010 Quick Reference Guide.
 This covers the most commonly used Outlook functionalities and how to complete
these using Outlook 2010.
 Keep this near your PC for quick reference.
Keyboard Shortcuts
 You will be provided with an Keyboard Shortcuts Guide.
 This covers the most commonly used Outlook functionalities and how to complete
these using Outlook 2010.
 Keep this near your PC for quick reference.
Outlook 2003 Vs 2010
 This Excel Database holds literally every function which is available in Outlook 2003
and its equivalent in Outlook 2010.
 This is a very useful database for all users and would be an excellent additional to
Anglia Ruskin University’s Intranet.
 This document can be tailored to specific users .
Any Questions?