Outlook: Tips and Tricks

Outlook: Tips and Tricks This will provide you with quick tips and tricks that will help you get organized using Outlook. Find additional ways to use the E-mail, Calendar, Tasks, and Notes features in Outlook 2010. Once you understand the basics of how Outlook works you may find that you want to complete tasks more efficiently. This information provides you with quick tips and tricks for organizing your email, keeping up with meetings, tasks and more.

Objective 1: Organize Your Email with Folders Create folders to categorize and organize your email. Method 1 Click the Folder tab on the Ribbon. 2. Select New Folder. 3. Enter a name for the folder in the Name box. 4. From the Folder contains drop down list, select the type of items that will be stored in this folder. 5. Highlight where to place the folder. This means select the folder one level above where you want the new folder to line up. 6. Click OK. 7. Click and drag the email you want to move into the folder you want it to go in.

Method 2 1. Right click in the Navigation pane. 2. Click New Folder. 3. Follow steps 3-7 in Method 1.

Objective 2: Apply Filters to Email When looking for a particular email use filters to ease your search. From the Home tab, click Filter E-mail. 2. Select the category you want to use to filter the inbox. 3. All e-mails that apply to that category will show in the inbox.

Objective 3: Create Rules to Reroute Messages When messages are sent to your inbox you can have them automatically moved to a designated folder by creating a rule. 1. From the Home tab, click Rules. 2. Click Manage Rules & Alerts. 3. Click New Rule. The Rules Wizard will appear. 4. Select the type of rule you want to create.

Objective 3: Create Rules to Reroute Messages 5. Select the hyperlink people or public group and pick the name or group you want to apply the rule to. 6. Select the hyperlink specified and select which folder you want it to go to. 7. Click Next. 8. Select the checkbox next to the condition you want to set. 9. Edit the rule description as you did in step 6. 10. Click Next or Finish.

Objective 4: Flag Important Messages Attach a flag to a message to mark its importance or as a reminder to follow up or come back to it. 1. Select the message you want to attach the flag to. 2. Click the open flag to the right of the message. Once the flag is selected the message will also appear in the task list. Set a Flag with More Detail 1. Right click on the open flag for more option or click Follow Up from the Home tab.

Objective 5: Delay the Delivery of an E-mail From the Home tab click New E-mail. 2. Click the Options tab. 3. Click Delay Delivery. 4. Choose the settings you want to apply. 5. Check the box next to Do not deliver before. 6. Set the time and date. 7. Click Send. The message will remain in the Outbox until the time you set arrives.

Objective 6: Create a Group in your Contacts 1. From the Navigation pane, click Contacts. 2. From the Home tab, click New Contact Group. 3. Type a name for the group in the Name field. 4. Click Add Members. 5. Choose where the members will be selected from. 6. When finished, click Save & Close.

Objective 7: Quickly Add Messages to Other Features E-mail messages can be easily changed to a calendar appointment or meeting, a task, or a note by clicking and dragging that message to that particular tool. To Change E-mail to a Calendar Meeting 1. Select the email you want to add to your calendar. 2. Click and drag that message to the calendar tool in the Navigation pane. A new window will appear showing the set up for a meeting or appointment. 3. Set the criteria. 4. When finished, click Save & Close. To add a message to a task click and drag to the Task tool in the Navigation pane. To add a message to Contacts, click and drag the message to Contacts in the Navigation pane. To add a message as a note click and drag the message to Notes in the Navigation pane.

Objective 8: Schedule a meeting with other people 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. 1. In Calendar, on the Home tab, in the New group, click New Meeting. Keyboard shortcut To create a new meeting request, press CTRL+SHIFT+Q. 2. In the Subject box, type a description. 3. In the Location box, type a description or location. If you use a Microsoft Exchange account, click Rooms to choose from available rooms. 4. In the Start time and End time lists, click the start and end time for the meeting. If you select the All day event check box, the event shows as a full 24-hour event, lasting from midnight to midnight.

5. In the meeting request body, type any information that you want to share with the recipients. You can also attach files. 6. On the Meeting tab, in the Show group, click Scheduling Assistant. The Scheduling Assistant helps you find the best time for your meeting. 7. Click Add Others, and then click Add from Address Book. 8. In the Select Attendees and Resources dialog box, in the Search box, enter the name of a person or resource to include at the meeting. If you are searching with the More Columns option, click Go. 9. Click the name from the results list, then click Required, Optional, or Resources, and then click OK. Required and Optional attendees appear in the To box on the Meeting tab, and Resources appear in the Location box. The free/busy grid shows the availability of attendees. A green vertical line represents the start of the meeting. A red vertical line represents the end of the meeting.

Objective 9: Color Code to Categorize All task, calendar, note, and contact items can be color coded to help keep you organize. To Color Code a Calendar Item 1. Click calendar from the Navigation pane. 2. Choose an existing appointment or meeting or create a new one. 3. Click Categorize from the Ribbon. 4. Choose a color to use. 5. If you choose, rename the category. If not click No. To Remove a Color Coded Category 1. Open the item you want to remove the color code from. 2. Double click on the colored bar. 3. Uncheck the box next to the color that was chosen or click Delete. Follow the steps above to color code tasks, notes, and contacts.

outlook 2010 Tips and Tricks The Tips and Tricks covered here were picked to help you increase your productivity with Microsoft Outlook 2010. The purpose of this session was to brush aside the technical mumbo-jumbo, and get straight to what can truly save you time.