Outlook 2010
Training
Last update 18 Nov 2012
Suzanne Via
IS Dept
SIGN INTO OUTLOOK 2010
CLIENT
 OUTLOOK
CLIENT:
 Start-All Programs-Microsoft OfficeMicrosoft Outlook
 Or click on the Shortcut on Desktop
 Put in your e-mail address – Sign into
Sandhills.edu
 Put in Password
OUTLOOK CLIENT
on the desktop
 SIGN-ON
ON DESKTOP
 RIBBON’S:




HOME
SEND/RECEIVE
FOLDER
VIEW
 FILE



Info
Open
Options
VIEW RIBBON
 Sort
mail by date, from to, etc…
 Navigation, reading, to do and people
panels
SENDING OPTIONS


Put semi-colon or press enter after each email
entry in a category i.e. to: CC: or BC:
__________@gmail.com;@sandhills.edu

NOTE: The migration of mailboxes did not
include frequent contacts so those will
accumulate again after you start sending

Ribbons: SENDING E-MAIL
RETRACT/RECALL AN EMAIL





1. Find the message you wish to retract in the Sent
Items folder.
2. Double-click the message to open it.
3. Click the "Actions" button. It is located in the Move
section of the ribbon. This displays a menu of options.
4. Select "Recall This Message." Outlook opens the
Recall This Message dialog box.
5. Select the "Delete unread copies of this message"
option or the "Delete unread copies and replace
with a new message" option, then click "OK.“
SIGNATURE OUTLOOK
FILE- OPTIONS- MAIL- SIGNATURE
Personalize your sent e-mail
with Personal Stationary
 File-Options-Mail-Signature-Personal
Stationary tab
OUTLOOK QUICK ACCESS
TOOLBAR
Outlook - Pictures not
Downloaded
ARCHIVING
ONE OF 3 WAYS TO ACCESS
1. Ribbons Toolbar –Folder-Auto-Archive settings
2. File-Options-Advanced-Auto Archive settings-ALL
FOLDERS
3.
ARCHIVE LOCATION





Archive Outlook Data File (.pst) locations
The location of the archive Outlook Data File (.pst)
varies depending on the version of Microsoft
Windows that is running on your computer when
the archive is created.
New archives created with Microsoft Outlook 2010
are saved in the following locations:
Windows 7 drive:\Users\user\Documents\Outlook
Files\archive.pst
Windows XP drive:\Documents and Settings\user
\Local Settings\Application
Data\Microsoft\Outlook\archive.pst
OPEN OLD ARCHIVES
RULES: VACATION/AUTO REPLY RULES
Click the File tab, and then the Info tab in the menu.
Click Automatic Replies (out of office).
RULES: Move to Folder
 Click
HOME ribbon-Rules-New Rule OR
File-Info-Rules and Alerts
 From/Subject/or sent to
 Send to folder
SCHEDULE A MEETING
A
meeting is an appointment that includes other
people and can include resources such as
conference rooms. Responses to your meeting
requests appear in your Inbox.
 On the Home tab, in the New group, click New
Meeting or In Calendar
 Keyboard shortcut To create a new meeting
request, press CTRL+SHIFT+Q.
CALENDAR
 Located
in the To Do panel
 Double click on calendar OR choose
Calendar bottom left of clients
 Can add other calendars-ie gmail –
holiday-SCC calendar and show team
meetings
Delegate Access (Proxy Access)

Office 365 allows you to grant proxy permission for others to access your e-mail and calendar if you choose.
Turn on Delegate Access

FILE –INFO-ACCOUNT SETTINGS- DELEGATE ACCESS






Click Add.
Type the name of the person whom you want to designate as your delegate, or search for and then click the
name in the search results list.
Click Add, and then click OK.
In the Delegate Permissions dialog box, you can accept the default permission settings or select custom
access levels for Exchange folders.
If a delegate needs permission to work only with meeting requests and responses, the default permission
settings, including Delegate receives copies of meeting-related messages sent to me, are sufficient. You can
leave the Inbox permission setting at None. Meeting requests and responses will go directly to the delegate's
Inbox.
Proxy Access


Access a Department / Scheduling Account
Department or scheduling accounts, sometimes
referred to as “non-person accounts,” are
accounts used for purposes such as coordinating
groups and departments or for scheduling rooms
and spaces. Often access to these accounts is
shared with several members of an organization.
You can report issues with or request a new
departmental or scheduling account through this
online form. When the account is available,
account managers can manage access and
users can access the accounts with these
provided directions.
http://office.microsoft.com/en-us/outlookhelp/allow-someone-else-to-manage-your-mailand-calendar-HA010355554.aspx
SHARE A FOLDER
 Right
Click on folder, Left Click Properties; Click
permissions- ADD-Search for user in Global Address
Book-Give permissions
 You can give the person a message message:
 This folder was shared to you by $ownerName$
[$ownerAddr$]
Access Shared Access

Select File>Account Settings>Change>More
Settings>Advanced>Add… Search for the Owner using the
dialog to add the mailbox containing shared content.
If the Owner shared a standard system
folder, an alternate means to access
the information may be: Select File>Open->Other User’s Folder… Search
for the owner using the dialog to add
the mailbox containing shared folder.
SHARE & ADD ACCESS SHARED ADDRESS BOOKS

To Share Click on Contacts and right click on Calendar and left
click on Share-Add whomever you would like to give access

To Add Share: File>Account Settings>Change>|More
Settings>Advanced>Add… Search for the Owner using the
dialog to add the mailbox containing this content.
An alternate means to access the information may be: Select
File->Open->Other User’s Folders> Click on Contacts Search for
the Owner using the dialog to add the folders.

SHARE & ADD ACCESS SHARED
RESOURCES/CALENDARS

To Share Click on Calendar and right click on Calendar and left
click on Share-Add whomever you would like to give access

To Add Share: Select File>Account Settings>Change>|More
Settings>Advanced>Add… Search for the Owner using the dialog
to add the mailbox containing this content.

An alternate means to access the information may be: Select
File->Open->Other User’s Folder>Calender Search for the Owner
using the dialog to add the folders.
MULTI-USER CALENDAR
Insert an Image into Outlook






Click Insert.
To insert an image found on a web site:
Start with a message using HTML formatting.
Open the web page containing the desired picture.
Drag and drop the image from the web page in your
browser to the desired location in your email
message.
Click Allow if Internet Explorer asks you whether to
allow web content to be copied.

Alternatively, click on the image with the right mouse
button and select Copy from the context menu, then
press Ctrl-V with the cursor at the point where you want
to insert the image in your Outlook message.
Set Up Mail for Mac OS 10.6 Snow Leopard or
10.7 Lion for Your E-Mail Account





If you're running Mac OS 10.6 Snow Leopard or Mac OS 10.7 Lion, you can use the Mail program included with those releases
to connect to your e-mail account. The Mail program will try to set up your account automatically.
This requires fewer steps than using IMAP or POP. Additionally, when you use Mac OS 10.6 Snow Leopard or Mac OS 10.7 Lion,
you can use features that aren't available to users who connect through IMAP or POP, including iCal and Address Book.
These programs help you manage your calendar and address book.
Set Up Mail for Mac OS 10.6 Snow Leopard or Mac OS 10.7 Lion access to your e-mail account
Open Mail, and then do one of the following:

If you've never set up any e-mail accounts using Mail, the Welcome to Mail page will appear. Go to step 2.

If you've already created e-mail accounts using Mail, on the Mail menu, click Preferences. On the Accounts tab, click the plus sign (+)
at the bottom of the navigation pane to open the Add Account window.
In the Welcome to Mail or Add Account window:

In the Full Name box, enter the name you want to display to people you send e-mail to.

In the Email Address box, enter your primary e-mail address.

In the Password box, enter the password for your e-mail account, and then click Continue.

The Mail program will use the information you entered in the previous step to try to set up your e-mail account automatically.

If the Mail program was able to set up your account automatically, in the Account Summary dialog box, under Also set up,
select the additional options you want to set up for the account.


If you want to use the Address Book program that's included in Mac OS 10.6 Snow Leopard, select Address Book contacts.

If you want to use the iCal calendar program that's included in Mac OS 10.6 Snow Leopard, select iCal calendars.

After you've selected the options you want, Click Create.
If the Mail program wasn't able to set up your account automatically, wait a few minutes or hours, and then repeat these
steps.