Microsoft 2010 Outlook
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CONCORDE CAREER COLLEGE
MINDY SMITH, RN CPC
APRIL 25, 2013
Outlook
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 Outlook is used by most professional offices
 It provides a contemporary, professional look to
office messages
 Employees can use Outlook for information
management, including calendars and e-mail
Outlook
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 Employees can share mailboxes, calendars,
meeting schedules and SharePoint lists
Outlook
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 Some benefits to using Outlook:
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Easy to set up
See other people’s schedules
Set reminders for meeting, activities
Reading panes for easier e-mail viewing
Outlook
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 Easy tutorials to learn Outlook from Microsoft
 Powerful communication tool within an organization
 Go to https://support.office.com and click on
Outlook 2010 Videos, watch some for Day 4 & 5
answers
Outlook
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Outlook Basics
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 When using Outlook as a system, your e-mail,
calendar, and tasks are all related
 The four basic principles of Outlook:
 Mail
 Calendar
 Contacts
 Tasks
Outlook Basics
Folders
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 It is important to set up a routine for using the basic
components of Outlook and use them consistently
 Set up a folder structure, such as:
 1-Reference
 2-Personal
 Contact groups
 RSS feeds
Outlook Basics
Categories
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 Assign color-coded categories to your e-mails
 Categories allow you to group all related messages
together for projects or topics you are working on
 Categories are more flexible than folders
Outlook Basics
Categories
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 Name a category for messages to your manager or
other important members of your organization and
click OK
Outlook Basics
Categories
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 Set up categories for messages in specific locations
that will remind you where you should be when
performing that task
 Use the @ symbol when naming the category. For
example:
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@Meeting—can be combined with other categories
also. Will organize related messages for projects
Outlook Basics
Categories
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@Reading—messages you need to read but don’t need
to respond to
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@Waiting—messages that you are waiting for
someone to respond to or schedule an action about a
project or activity
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@Phone—items that can be dealt with while on the
phone.
Outlook Basics
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Tasks
Outlook Basics
Tasks
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 Using the Tasks list in Outlook will help you get your
paper to do lists and thousands of post its out of
your head and into one place
 You can assign tasks, check the progress of them and
provide a history of productivity
Outlook Basics
Search E-mails
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Outlook Basics
Search E-mails
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 You can search e-mails in Outlook by the following:
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Subject Matter
From
To
Key words
Attachments
Outlook Basics
Search E-mails
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 Sort and search through e-mails and place them in
categories and folders that make sense to you
 Have one folder set up for personal e-mails that no
one else can see
 Another folder should be labeled for e-mails from
your direct supervisor or manager to have those
readily at hand
Outlook Basics
E-mail Etiquette
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 Some rules for composing e-mails properly include:
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Use proper English and do not abbreviate excessively
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E-mails can be traced to the source and can be
retrieved after being sent so use common sense
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Do not use a lot of symbols, !,*,@,#
Outlook Basics
E-mail Etiquette
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 Keep e-mails short and to the point. For messages
with a large amount of content, put the content in a
file and attach it to the e-mail for the reader to open
and read
 Type a brief description of the e-mail in the subject
box
Outlook Basics
E-mail Etiquette
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 Reading e-mails can be a big disruption in the office
work place
 Follow some simple rules to manage e-mails and
organize them so you can have a productive work day
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Delete it
Do it
Delegate it
Defer it
Outlook Basics
E-mail Etiquette
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 Delete it—easy to do and an efficient way to start the
management process of your messages
 Do it—use a 2 minute drill process. If the message
needs more than 2 minutes to take care of, add it to
the task list to work on it later and file it in your
reference folder
Outlook Basics
E-mail Etiquette
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 Delegate it—if the message is meant for someone
else, reply to the sender and add the task owner as a
recipient. To perform a follow up on the message,
put it in your @waiting category
Outlook Basics
E-mail Etiquette
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 Defer it—flag the e-mail as a task, add your
categories to it and file it in the reference file to work
on at a later date. Set aside a few minutes each day to
review the tasks so nothing is forgotten
Outlook Basics
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Calendars
Outlook Basics
Calendars
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 The calendars feature in Outlook can be used in
many different ways:
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By the day
Outlook Basics
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 By the week
Calendars
Outlook Basics
Calendars
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 The feature that makes offices most productive is
using shared calendars to show everyone's
availability
Outlook Basics
Calendars
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 E-mail messages can be added to a calendar to
schedule a meeting and forwarded on the invitees
Outlook Basics
Contacts
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 At professional business conferences and meetings,
it is customary for business people to exchange
business cards with that person’s information
printed on them
 When those same professionals return to the office
however, many times those small business cards are
misplaced or lost
Outlook Basics
Contacts
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 Outlook provides a way in which professionals can
make digital versions of their business contact
information and use them as electronic signatures
for their messages
Outlook Basics
Contacts
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 A business professional can keep many cards
organized in one place and send to others as needed
Outlook
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 Outlook gives office personnel the tools to be
efficient and productive
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