USC Marshall School of Business Outlook 2010 Academic...

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Outlook 2010 Cheat Sheet

Aside from a few new features such as Quick Steps and Conversation View, the biggest change in Outlook 2010 from previous versions is that Outlook 2010 now uses the tabbed navigation system. This guide is designed for users of previous versions of Outlook who wish to locate where familiar commands have been moved to.

Table of Contents

NAVIGATING OFFICE 2010 ................................................................. 2

EMAIL – COMPOSING EMAIL ............................................................. 5

EMAIL - MAIL MANAGEMENT ............................................................ 8

EMAIL – EMAIL VIEWS ..................................................................... 12

CALENDARS – COMPOSING APPOINTMENTS ................................... 14

CALENDARS – COMPOSING MEETINGS ............................................ 15

CALENDARS – CHANGING VIEWS ..................................................... 16

SHARING – CALENDARS & EMAIL .................................................... 17

CONTACTS ....................................................................................... 18

TASK LISTS / TO DO LIST .................................................................. 19

OPTIONS .......................................................................................... 20


NAVIGATING OFFICE 2010

Special Tabs Selecting objects such as an appointment or meetings will cause new tabs to appear. These tabs contain buttons which pertain to the type of object you have selected.

Tabbed Ribbons The old menu system and toolbar buttons have been combined into stationary tabs with buttons on them.

Click a tab to view a different set of buttons.

Double click a tab to hide all buttons. Double click a tab again to view the buttons.

Click the “File” tab in the upper left to display this menu

Quickly Browse Through Tabs

If you hover your mouse within the ribbon area and spin your mouse wheel, you can quickly scroll through the tabs.


Split Buttons Note that some buttons have two halves. The top part issues its most common use while the bottom part brings up a list of commands.

Right Click for Quick Commands If you right click an area or object in Excel, you will get a pop-up menu and usually a small formatting tool bar. The pop-up menu commands will change to reflect the area or type of object you right clicked.

Keyboard Shortcuts Most shortcut keys still work (for example, Control + S saves). However if you used to navigate the menu by pressing the ALT key, the letters or numbers you have to press now will be a different sequence.

Some sections on the ribbon have a “More” arrow which will bring up window with more options. Most of these you have probably seen before.

Accessing More Options


The Quick Access Toolbar Aside from Quicklinks, this is the only customizable toolbar in Outlook. You can add and remove buttons from it and if desired, move its location to below the ribbon rather than above.

Adding Buttons to the Quick Access Toolbar There are several methods of adding buttons to the Quick Access Toolbar:

Right click any button on any tab and select “Add to Quick Access Toolbar”.

Click the drop down arrow on its right and then click the command you wish to appear on the toolbar. Click it again to remove the command.

To view all available buttons and organize the Quick Access Toolbar: a. Right click any button. b. Click “Customize Quick

Access Toolbar”. c. Select an icon from the

list then click the “Add” button.

d. Organize the toolbar by using the up/down arrows.

Remove Buttons to the Quick Access Toolbar 1. Right click the button to be removed. 2. Select “Remove from Quick Access Toolbar”.

Move the Quick Access Toolbar Below the Ribbon This will give you room for more buttons without cutting off your file on the title bar. 1. Right click any button on the Quick Access Toolbar. 2. Select “Show Quick Access Toolbar Below the Ribbon”.


EMAIL – COMPOSING EMAIL

COMPOSE EMAIL TOPICS Location

Email Functions are available in the lower left corner using either of these icons: or

Address Book

Open a New Email or click Forward or Reply on an existing email

Attach File


(Also under the “Insert” tab )

BCC - Show BCC Field


Check Names


Copy (Control + C) Open a New Email or click Forward or Reply on an existing email

Cut (Control + X) Open a New Email or click Forward or Reply on an existing email

Delay Delivery


Direct Replies To

Find / Replace

From within a new Email:

Font Changes – Bold, Italic, Underline, Face, etc.


(Also under the tab.)



Forward Email (Control + F)

Select or open the Email

From -Show From Field


HTML / Rich Text / Plain Text (from within an Email)


HTML / Rich Text / Plain Text (by starting a new email)

Importance - High/Low


New Email (Control + N)

Page Color (HTML & Rich Text email Only)


Paste (Control + V)


Permissions

Print Email – Presents Options (Control + P) With the Email Open or Closed Print Email – Quick Print (This sends closed email directly to the printer without pausing for options.)

Right Click the Closed Email

Read Receipt




Reply (Control + R)

Select or open the Email

Signature - Insert


(Also under the “Insert” tab )

Spell Check (F7)


INSERT: Business Cards Charts Clipart Files Horizontal Line Hyperlink Shapes Signatures SmartArt Tables Word Art

These are all under the “Insert” tab from within a new message.

Themes / Effects (HTML & Rich Text email Only)


Thesaurus (Shift + F7)

Click a word

Voting Buttons



EMAIL - MAIL MANAGEMENT

MAIL MANAGEMENT TOPICS LOCATION

Auto Archive Settings

Select Folder to be Affected Or

Right Click Folder

Auto Reply / Out of Office (Automatic Replies)

Categorize Select the email(s) Or

Right Click

Copy / Move Folder Click Folder to be Copied or Moved Or

Right Click Folder and Select

Copy to Another Folder

Expand Folder to see Sub Folders Hold Control and drag to the folder Or

Select Email to be Copied Or

Right Click email(s) to be copies Delete All Emails in a Folder. (This will move ALL emails in the selected folder to your Deleted Items folder.)

Click the folder whose contents is to be deleted

Delete Folder (Some such as “Inbox” cannot be Deleted.)

Click Folder to be Deleted Or

Right click Folder



Delete Selected Emails Permanently (You cannot undelete permanently deleted items)

Select the Emails to be deleted (Hold Control or Shift for multiple Selection)

Hold down SHIFT and press

Delete Selected Emails to Deleted Items Folder (Retained for 180 days unless you empty deleted items.)

Select the Emails to be deleted (Hold Control or Shift for multiple Selection)

Empty Deleted Items (Note that items over 180 days old are automatically deleted by the system.)

Right Click the “Deleted Items” Folder Or

Click “Deleted Items” Folder

Find Related Messages Right click an email

Flag for Follow-up Select the email(s) Or

Right Click

Folder Permissions Right Click Folder Or

Select Folder to be Affected

Folder Properties

Select Folder to be Affected Or

Right Click Folder

Junk

Select the email(s) Or

Right Click

Mark Email as Read (Control + U) Select the email(s)

Or

Right click



Mark Email as Unread (Control + Q) Select the email(s)

Or

Right Click

Move to Another Folder

Expand Folder to see Sub Folders Drag to the folder Or

Select Email to be Copied Or

Right Click email(s) to be copies New Folder (Control + Shift + E)

Click an Email Folder

Rename Folder (Some such as “Inbox” cannot be renamed.)

Click Folder to be Renamed Or

Right Click Folder

Restore Deleted Items (If you emptied your “Deleted Items“ folder, this can restore items up until 30 days after deletion.) Click “Deleted Items” Folder

Rules -New/Manage

Or

Search (Advanced)

Click the folder to be searched Click any tab but File Click in the Search Box to make the “Search” tab appear.



Search (Simple)

Click the folder to be searched Click any tab but File Click in the Search Box

Send / Receive

Signature Creation/Editing

Mail Box Cleanup Tools


EMAIL – EMAIL VIEWS

EMAIL VIEWS LOCATION

_Groups - On/Off

_Normal View (Compact)

Auto Preview

By Sender (Group by Sender)

Filter Folder

Note Lower Left

Filter Folder Off

Last Seven Days

Preview (Shows partial text of unread messages)

Reading Pane – On/Off/Right/Bottom

Reading Pane Options (Turning Off “Mark Item as read when selection Changes”)

Set to Bottom or Right “Options”


EMAIL VIEWS LOCATION

Show as Conversations

Sort

Click Column Heading to Sort. Click twice to toggle between Ascending / Descending.

Unread Messages In Folder

Add Column

Reading View (Hides Folder & Task List)

Located in Lower Right Corner:

Normal View (Displays Folder & Task List)

Located in Lower Right Corner:

Overall Outlook Views

Located in Lower Left Corner


CALENDARS – COMPOSING APPOINTMENTS

COMPOSING APPOINTMENTS

LOCATION

The Options below are only available from within the New Appointment Window:

Format Text (Bold, Italic, Underline, etc.)

Insert Attach File, Signature, Business Card, etc.

Invite Attendees (Turns Appointment Into a Meeting)

Scheduling (Shows people’s Busy Times)

Spell Check / Thesaurus


CALENDARS – COMPOSING MEETINGS

COMPOSING MEETINGS LOCATION

The options in this section are only available if you first start a new meeting:

Invite Attendees

Send

View Attendee’s Schedules

Cancel Meeting Invitation

Meeting Color (Categories)

Meeting Importance

Private Meeting


CALENDARS – CHANGING VIEWS

CALENDAR VIEWS LOCATION

Next 7 Days Day Work Week Week (7 Days) Month Schedule View (Horizontally)

Go to Today

Go to Specific Date (Control + G)

Navigation Pane (On / Off / Minimized)

To Do List (On / Off / Minimized)

Change Time Scale

Right click the time scale

Calendar Color

Appointment / Meeting Color (Categorize)

Right click the closed calendar item


SHARING – CALENDARS & EMAIL

SHARING LOCATION

Share Your Calendar

Change to Calendar View

Open a Shared Calendar (You must have permission first)

Change to Calendar View OR

>

View Your Calendar Permissions

Change to Calendar View

Delegate Access (This allows you to delegate access to your calendars, email, etc.)

Share a Folder Right click the Folder


CONTACTS

TOPIC LOCATION

Accessed by clicking or located in the lower left corner.

Change View

Or

Delete Contact

Distribution List

Email Contact (From within New Email)

Email Contact (From within Contacts Folder)

Click the Contact

New Contact

New Contact List

Open Shared Contact Folder

Or

Share Contact Folder

Click Folder to be Shared

View Contacts Folder or


TASK LISTS / TO DO LIST

TOPIC LOCATION

1. Click the or button located in the lower left corner of the navigation pane.

You will see “To-do List” and “Tasks”. The “To-Do List” contains any email which you have flagged. The “Tasks” list contains any tasks you have created or been assigned.

Assign Task

Change Views

Delete Task

(Or Right Click)

Flag Task

(Or Right Click)

Importance

Mark Complete

(Or Right Click)

New Task

Remove From List

(Or Right Click)

View Task List or


OPTIONS

OPTIONS

Location: Most options for changing how email, calendars, etc. behave are under:

Click a category in the left column to display its options in the right column. Some common options are listed below.

AutoArchive Settings

Calendar Reminder Time

Calendar Working Hours

Email Format (HTML, Text, Rich Text)

Spellcheck / AutoCorrect

Message Arrival


Account Configuration

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