Outlook 2010 Basic Training

The Outlook 2010 Screen

The Outlook 2010 Screen. The Navigation Pane is located on the left. The Messages are located in the second column from the left. The Reading Pane is located in the middle area. The Tabs are located at the very top-left, and the Ribbon showing all the options is located right under the Tabs.

Navigation Pane

  • Mail:  Contains mail related folders like inbox and sent items folder.  Use the Favorites section at the top of the pane for easy access to frequently used folders
  • Calendar – Lets you view and schedule appoints, events and meetings, and compare calendars side by side.
  • Tasks – Organize to-do lists, track task progress and delegate tasks.
  • Contacts – Store addresses, phone numbers, and e-mail addresses.

E-mail Basics

E-mail Basics:  View Tab

Changing view of Reading Pane

You can change the view of your Reading Pane on the screen, moving it to the right or bottom of the screen.  You can also turn it on an off.

  1. Click the View Tab.

    The View tab at the top of Outlook 2010.

  2. Click Reading Pane in the Layout section of the Ribbon.
  3. Click Right, Bottom or Off.


    The Reading Pane submenu of the View menu. The Right, Bottom, and Off options are present, indicating the desired position of the Reading Pane. The desired option should be selected.

Changing view of Navigation Pane

You can change the view of your Navigation Pane two ways as well; Normal or Minimized.  You can also turn the Navigation Pane off.

  1. Click the View Tab.
  2. Click Navigation Pane in the lay out section of the Ribbon.
  3. Click Normal, Minimized or Off.
  4. You can also choose whether you want the favorites folders to show.


    The Navigation Pane submenu of the View menu. The options Normal, Minimized, and Off are visible, indicating the style of the Navigation Pane. The desired option should be selected.

Changing view of To-Do Bar

The To-Do Bar provides a Date Navigator, Appointments and Task List.  You can select which features of the To-Do Bar are visible and choose between Normal and Minimized views.  You can also turn the To-Do Bar off.

  1. Click View Tab.
  2. Click To-Do Bar in the Layout section of the Ribbon.
  3. Click Normal, Minimized or Off.
  4. Click Date Navigator, Appointments or Task List to toggle their visibility.


    The To-Do Bar submenu of the View menu. The Normal, Minimized, and Off options appear, indicating the visual appearance of the To-Do Bar. The desired option should be selected.

E-mail Basics:  Creating E-mails

Sending an E-mail

  1. Click the Home Tab if necessary.
  2. Click New E-mail in the New section of the Ribbon.  The new e-mail window will open.

    The Home tab of Outlook 2010.

  3. Type the address of the recipient in the To... field.
  4. Type an address in the Cc… field if you wish to send a copy of the message to a third party.
  5. Type a subject matter in the Subject field.
  6. Type your message in the large text box.
  7. Click Send.

    The Default e-mail composition screen. In the To... field, the address of the recipient should be entered. In the Cc... field, the address of any third party recipients should be entered. In the Subject line, an appropriate subject should be entered. In the large text box, the contents of the e-mail should be typed.

Auto-complete and the Global Address List

Outlook has an auto-complete feature that attempts to predict what e-mail address you’re typing based on the addresses you’ve e-mailed in the past.

  1. Auto-complete appears as soon as you start typing an address in the To… field.
  2. The e-mail displayed will be Outlook’s best guess at what address you are typing.  It will refine as  you input more characters.
  3. Hit enter on your keyboard when the correct address is displayed and auto-complete will fill in the remaining characters.


    The Auto-Complete menu suggesting an e-mail after only part of the e-mail address has been typed. If the displayed e-mail is correct, Enter should be hit on the keyboard to copy the address automatically.

The Global Address List is a university-wide contact list of NU employees.  It can help you find contact information and e-mail addresses, and can be accessed from the new e-mail window.  We will discuss the Global Address List in greater detail later in this guide.

  1. Type an identifying piece of information, such as a last name, into the To… field.  You do not need to enter a full name, for example entering “Jorg” will bring up “Jorgensen” and “Jorgenson”.
  2. On your keyboard, hold the Ctrl key down and hit the K key.
  3. The Check Names window will open.  This window lists all matches from both your personal contacts and the Global Address List.
  4. Click the record for the person you want to message.
  5. Click OK.
  6. An e-mail address for the person you want to message will appear in the To… field.


    The Check Names window after hitting Ctrl-K on the keyboard. The desired recipient should be selected from the list.

Working with Folders

Folders provide a useful way to manage your messages.  They appear in the navigation pane.  You can create folders in any structure that suits your needs.

  1. Right click on the folder that will house your new folder.
  2. Click New Folder in the drop down menu.  The Create New Folder window will open.

    Right-click menu for Inbox. The New Folder... option at the top is selected.

  3. Type the name of your new folder in the Name field.
  4. Click in the Select where to place this folder field if you wish to change where your folder will be located.
  5. Click OK.

    Create New Folder window. A descriptive name should be entered in the Name field. The folder which will house the new folder should be selected from the list.

  6. The new folder will appear in the location you indicated.

    The newly-created folder nested within the parent folder.

  7. You can drag and drop messages directly to this or any folder.

E-mail Basics:  Signatures

Creating a Signature
Outlook 2010 allows you to create custom signatures for your messages.  You may create multiple signatures to apply to messages as you see fit.  Your first signature is automatically applied as your default signature and will appear on your outgoing messages.

  1. Click the Home Tab if necessary.
  2. Click New E-mail in the New section of the Ribbon.  The new e-mail window will open.
  3. Click Signature in the New E-Mail menu.
  4. Click Signatures… in the drop down menu.  The Signatures and Stationary window will open.

    The Signature menu of the New E-mail menu. The Signatures... option should be selected.

  5. Click New to create a new signature.
  6. Type the name of your signature in the New Signature window that appears.
  7. Click OK.

    The New Signature window. An appropriate name for the signature should be entered in the field.

  8. Type your desired signature in the text box below.
  9. Click Save to save your signature.
  10.  Add additional signatures or Click OK to exit.


    Signatures and Stationery window. The newly-created signature should appear in the list below Select signature to edit. In the Edit signature box, the desired signature should be typed.

Inserting a Signature

If you have created more than one signature, you can select which one you wish to use while composing a new message.

  1. Open the New E-Mail window.
  2. Click Signature in the New E-Mail ribbon.  A list of the signatures you have created will appear in the drop down menu.
  3. Click on the signature you wish to use.
  4. The signature will appear in at the bottom of your message.


    The Signatures menu. The newly-created signature should appear as an option, which should be selected in order to apply the signature to the message.

E-mail Basics:  Rules

  1. Click on Rules in the Ribbon.
  2. Click Manage Rules & Alerts in the drop down menu.

    The Rules menu in the Ribbon. The option Manage Rules & Alerts... should be selected.

  3. Click New Rule.  This opens the Rules Wizard window.

    The E-mail Rules tab. Underneath the tab, the New Rule... button should be clicked.

  4. Select the type of rule you wish to create in the Step 1: Select a template menu.
  5. In this example, select Move messages from someone to a folder and Click Next.

    Step 1 window of the Rules Wizard. The appropriate rule should be selected from the list; in this example, Move messages from someone to a folder is selected.

  6. Click the check box next to the condition(s) you wish to trigger the rule.  In this example, click from people or public group.

    The conditions list. The checkbox for the appropriate condition should be checked; in this example, from people or public group is selected.

  7. Click the people or public group link in Step 2: Edit the rule description to open the Global Address List and select a person or group to whom the rule applies.

    The Rule Address window brought up after clicking the people or public group link in the Step 2 box. The person or group to whom the rule applies should be selected.

  8. Click the specified link in Step 2: Edit the rule description to open a list of your folders.  Select the folder to which you want to move incoming messages and click OK.

    The Rules and Alerts window brought up after clicking the specified link in the Step 2 box. The folder to where the messages should be moved should be selected.

  9. Your selections will appear in the Step 2 window.  Verify that they are correct and Click Next.

    The Step 2 window confirming the specifics of the newly-created rule.

  10. Click what action you want Outlook to take with the messages.  In this case, click move it to the specified folder and click Next.

    Select actions window of the Rules Wizard. In our example, the checkbox for move it to the specified folder should be checked.

  11. Select any exceptions you wish to apply to the rule.  In this example we are not adding any exceptions.  Click Next.

    The Rules Wizard window for exceptions. Any appropriate exceptions should be checked.

  12. Click Run this rule now on messages already in “Inbox” to have Outlook apply the filter to messages already in your inbox.
  13. Click Finish to complete the wizard and apply your new rule.

    The finish rule setup window of the Rules Wizard. In the Step 1 box, an appropriate name should be entered for the rule. Underneath the Step 2 label, the boxes should be checked for Run this rule now on messages already in Inbox and Turn on this rule.

Calendar Basics

Outlook 2010 has a robust calendar feature for managing your time and scheduling meetings with other NU users.

Access the Outlook Calendar

  1. Click on Calendar in the Navigation Pane.  The calendar will appear in the Outlook Screen.


    Outlook Navigation Pane. The Calendar option is selected.

Adding an Appointment

There are two ways to add an appointment to your calendar:

  1. Click New Appointment in the Ribbon.

    The Home tab of the Calendar view. The New Appointment option should be selected.

    OR
    Double click an area on your calendar.

    The cells of the calendar which can be double clicked to add a new appointment.

    The Appointment window will open.
  2. Type a subject for your appointment in the Subject field.
  3. Type a location for your appointment in the Location field.
  4. Set a start and end date and time for your appointment.
  5. Type a note for your appointment in the large text box.
  6. Click in the Reminder field in the ribbon to set a reminder for your appointment.  Reminders can be scheduled for five minutes to two weeks before the appointment.

    The Appointment window for Outlook. An appropriate subject and location should be entered into the Subject and Location fields, and the appropriate start and end times and dates should be set in the Start time and End time fields. In the Ribbon, the Reminder field can be set so that a reminder will be scheduled from 5 minutes to 2 weeks before the appointment.

  7. Click Save & Close in the ribbon.  Your appointment will appear in your calendar.


    The newly-created appointment in the Outlook calendar.

Adding a Meeting Request

Meetings differ from appointments in that a meeting allows you to invite attendees and reserve rooms and resources at Northwestern.  When you create a meeting request, invited users will receive an e-mail invitation to which they can respond.  You will receive notification when users accept, decline or propose a new time for the meeting.
There are two ways to access the New Meeting window.

Invite users to the meeting by following the same steps as adding addresses to a mail message; auto-complete attempts to predict what e-mail address you’re typing based on the addresses you’ve e-mailed in the past, while The Global Address List provides a university-wide contact list of NU employees

  1. In the Mail view, Click on New Items in the Ribbon.
  2. Click Meeting in the drop down menu.

    New Items menu of the Home tab in Outlook. The Meeting option is selected.

    OR
    In the Calendar view, Click New Meeting in the Ribbon.

    The Home tab of Outlook. The New Meeting option should be selected.

    The New Meeting window will open. 
  3. Type a subject for your meeting in the Subject field.
  4. Type a location for your meeting in the Location field.
  5. Type a note about your meeting in the large text box.

    New Meeting window of Outlook. In the Subject and Location fields, an appropriate subject and location should be entered. In the Start time and End time fields, an appropriate time and date should be set for each from the dropdown menus. A note about the meeting should be entered in the large text box.

  6. Click in the To… text box and begin typing the name or address of an attendee.  Auto-complete will suggest a recipient.  Hit Enter on the keyboard to accept a suggestion.

    The To... field of the New Meeting window. The names/addresses of the desired attendees should be entered. Auto-complete will automatically suggest recipients; if the desired recipient is suggested, Enter should be hit on the keyboard to automatically copy the recipient info into the To box.

  7. Type the name of an attendee in the To… field.  Hit Ctrl-K on your keyboard and select the attendee you want from the list that appears.  Click OK.

    The Check Names window after hitting Ctrl-K on the keyboard. The desired recipient should be selected from the list.

  8. Selected attendees will appear in the To… field.
  9. Select a date and time for the meeting.
  10. Click Send to send the invitation.  Attendees receive an e-mail invitation to the meeting, and you will be notified if they accept or decline.

Contact Basics

Global Address List vs Personal Address Book (Contacts)

You have two main ways of getting access to and storing contacts. You have access to a Global Address List that contains everyone who has an NU e-mail address and a Personal Address Book for contacts inside or outside of the University.  To access the Global Address List:

  1. Click Address Book on the right side of Ribbon.  The Address Book window will open.
  2. Click the More columns radio button.  Selecting this option will allow you to search by first or last name, NetID, or email address.  Once you have selected this option, Outlook will remember the selection, and you will not have to choose this option again.
  3. Type a name into the search box.  As you type, the search function will display possible matches.

    The Global Address List containing the entire list of NU employees. A name should be entered into the Search box so that the list will be filtered.

  4. Click the name of the person for whom you are looking.  A new window will pop up with this persons’ contact information.
  5. Click Add to Contacts to add them to your personal address book.  A new window will pop up.

    The contact information window for the selected person. The Add to Contacts button at the bottom-left should be clicked to automatically add this person to the personal address book.

  6. Click Save and Close.  They will appear in your Personal Address Book.


    The Save & Close option of the Contact tab, which should be selected to save the contact in the Personal Address Book.

To Access your Personal Address Book (Contacts):

  1. Click Contacts in the Navigation Pane.  Your contact list will open on the Outlook screen.

    Outlook Navigation Pane. The Contacts option is selected.

  2. You can add new contacts, add contact groups, delete contacts, e-mail contacts and invite contacts to meetings from this screen.

Tasks Basics

The tasks function of Microsoft Outlook is a way to keep track of daily, weekly, monthly and even yearly “to do” items. You can use tasks to help remind you of once-in-a-while tasks that you must get done, or recurring tasks that happen all the time.

Creating Tasks

  1. Click New Items in the Ribbon.
  2. Click Task in the drop down menu. 

    New Items menu of the Home tab in Outlook. The Task option is selected.

  3. The New Task window will open.  In this window you can:
    • Enter a subject for the Task.
    • Enter a start and end date.
    • Enter a status.
    • Assign a priority level.
    • Add a reminder.
    • Set the recurrence of the Task.
    • Set a follow-up reminder.
    • Assign the task to someone else.
    • Categorize the task.
    • Type notes for the task.

    The New Task window, allowing a person to create a task with a Subject, start/end date, status, priority, reminder, recurrence, etc.
  4. When you are done filling in the New Task window, Click Save and Close.

Viewing Tasks/To-Do List

Your new task is now visible in two places:

  1. The To-Do bar lists Tasks on the right side of the outlook screen.
  2. Double click a Task in the To-Do bar view and edit the Task.


    The Tasks in the To-Do bar. A Task may be double-clicked to view and edit it.

OR

  1. Click Tasks in the Navigation Pane.  This will open the Tasks view of the Outlook screen.

    Outlook Navigation Pane. The Tasks option is selected.

  2. You can view the details of a Task in the Reading Pane.


    Task details as shown in the Reading Pane.

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