Presenter notes This Microsoft Outlook 2010 presentation is a prepackaged solution designed to help attendees maximize the application. You may use the presentation as-is or customize it. You may wish to remove this slide.

Tips for maximizing Microsoft Outlook 2010

Using categories Microsoft Outlook 2010 provides categories to help track, find, sort, filter, and group items. Categories can be a keyword or phrase. Customize Outlook 2010’s Master Category List by clicking the Home tab and choosing All Categories from the Categorize dropdown in the Tags group. There are multiple ways to assign a category.

Creating customized views The Outlook 2010 interface is easily customized. Use the Navigation Pane’s shortcuts for quick access to various Outlook 2010 components. The Reading Pane displays additional information for highlighted items. Choose from predefined views by selecting an item from the Arrange By dropdown in the Arrangement group on the View tab.

Address Books and distribution lists Use Contacts to organize information on business associates. Use contact groups to simplify sending messages to numerous recipients. Personal Address Books are only stored on the local drive, whereas Contacts are stored on a network server.

Managing Contacts A number of predefined views exist for reviewing Contact information. Items such as meeting requests, journal entries, and tasks can be linked to Contacts. Sharing Contacts with colleagues saves time and helps eliminate data entry errors.

Filtering messages Use rules to sort messages. Use the Junk Mail Filter to reduce clutter. Control the Junk Mail Filter. Use the Safe Senders and Safe Recipients lists to eliminate messages mistakenly marked as spam.

Creating Rules and Alerts Rules and Alerts allow automatic actions to be taken on messages. Use Rules and Alerts, found in the Move group, to create new or edit existing Rules. Outlook provides extensive criteria to use in creating a rule.

Automatic responses Outlook 2010 supports various automated response options, which save time. Use discretion when creating automated responses. Rules and Alerts offer another method of responding to specific messages. The Out of Office Assistant alerts colleagues to special circumstances.

Security is inherently insecure. Digital IDs let you digitally encrypt Outlook 2010 messages. Senders and recipients must possess each other’s Digital IDs to trade encrypted .

Working with Tasks Outlook 2010’s Tasks component helps manage your to-do list. Several predefined Tasks views exist. Tasks can be assigned to other people.

Faxing Send and receive faxes within Outlook 2010: Windows Fax Services or a third-party fax service must be installed. Enable faxing in Outlook 2010 by including the recipient’s fax number in the Business Fax field of his or her Contact record.

Using Outlook 2010 templates Templates save you time and energy by eliminating the need to retype information. Templates have the.oft file extension. Creating and using new templates is straightforward.

Using Outlook 2010 forms Like templates, forms save time. Forms enable consistent data submission. Creating and using forms is straightforward. Forms must be published before others can use them.

Managing folders Using folders simplifies managing messages and other Outlook 2010 information. Right-click Personal Folders and choose New Folder to add a new folder. Folders are easily moved. Less is more: try avoiding more than two layers of sub-folders.

Using Delegates Use Delegates to let others view and manage your Outlook 2010 information. To delegate Outlook 2010 management, click the File tab, click Account Settings, and then click Delegate Access. Share Outlook 2010 contacts folders.

Archiving Use Outlook 2010’s Archive folders to store older messages. Archive folders store messages as text or HTML on your system. Back up archive folders regularly. Configure Outlook 2010 to archive regularly.

Offline folders Offline folders let you access Outlook 2010 information off-site. Offline Folders have an.ost file extension. Be sure to synchronize folders when returning to the office.

Outlook Web Access You can use almost any Internet-enabled PC to access Outlook. All you need is the organization’s Outlook Web Access URL and a standard Web browser. Outlook Web Access boasts many features. Use care when accessing Outlook Web Access.

New and enhanced features Outlook 2010 makes the switch to a full Ribbon. Quick Steps turn common tasks into a click. Contact groups offer greater functionality. Follow conversations with a click. Calendar preview in meetings.

Final thoughts Are there any questions? Don’t forget your copy of the Microsoft Outlook 2010 Quick Reference Handout. Thanks for attending.