1. Note to trainers
The videos in this presentation provide closed-caption files, and they’re on by default because it’s often easier for viewers of all abilities to follow along.
If you want to hide or remove the captions, you must install the Subtitling Add-in for Microsoft PowerPoint (STAMP). You can download the add-in from addin/files/Latest%20Version/
Once you install the add-in, to turn the captions off: 
Locate a slide that contains a video and click the video The Playback contextual tab appears on the top of the window. If you don’t click the video, the Playback tab won’t be visible.
On the Playback tab, click Hide.
Go to the next slide and repeat until you’ve hidden the captions all slides or for any of the videos with captions you wish to hide. Note that if you save the file, the captions will stay hidden when you re-open the presentation.
To show the captions again, repeat steps 1-3, but click Show in step 2. If you click Remove during step 2, the captions will be permanently removed from the video.
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2. Before you begin
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3. Microsoft® Outlook® 2010 Training
[Notes to trainer:
This presentation must be viewed in PowerPoint If you don’t have PowerPoint 2010, the videos included in the presentation will not play. If you don’t have PowerPoint 2010, download the PowerPoint Viewer to view these files (
If the yellow security bar appears at the top of the screen in PowerPoint, or if a Codec Unavailable message appears in the video playback window, the presentation might have opened in Protected View. To enable video playback, in the yellow security bar at the top of the PowerPoint window, click Enable Editing. 
To browse other downloadable [Product Name] training presentations, see the “Download Office 2010 training” page (
For detailed help in customizing this template, see the very last slide. Also, look for additional lesson text in the notes pane of some slides.]
Mailbox management 1: Use views to stay organized

4. Mailbox management 1: Use views to stay organized
Course contents
Overview: Use views to stay organized
Lesson: Includes 3 instructional movies
Quick Reference Card
Mailbox management 1: Use views to stay organized

5. Overview: Manage your mailbox with views
Learn how to manage your Outlook mailbox by setting and changing views, settings that control how Outlook displays your data. This course explains some of the ways you can use views to find and organize your mail, contacts, and more.
Mailbox management 1: Use views to stay organized

6. Mailbox management 1: Use views to stay organized
Course goals
Switch between the predefined views that Outlook provides.
Turn grouping on or off.
Add or remove columns in a view.
Create custom views.
Start and stop Conversations view.
Use the Clean Up and Ignore commands.
Undo a cleanup or ignore operation.
Mailbox management 1: Use views to stay organized

10. Mailbox management 1: Use views to stay organized
Quick Reference Card 1
Switch between views
You can change views regardless of where you are in your mailbox — calendar, mail, tasks and so on. Remember, though, that the commands in the Arrangement group vary depending on where you are. For example, you see a different set of commands in your calendar than you do in your .
Click the View tab.
Select one of the options in the Arrangement group.
Optionally, in mail, you can change views by clicking the column headers in the messages list.
Mailbox management 1: Use views to stay organized

11. Mailbox management 1: Use views to stay organized
Quick Reference Card 2
Turn grouping on or off
Outlook can group your messages, tasks, and other items into small segments—Today and Yesterday, or Small, Medium, and Large, for example. You can turn that grouping on or off, but remember that when you do, the changes apply to your entire mailbox.
If you're not already there, switch to your Inbox.
Click the View tab, and in the Arrangement group, click the More button in the lower-right corner of the group.
To turn grouping off, clear the Show in Groups check box. To turn in on, select the checkbox.
Mailbox management 1: Use views to stay organized

12. Mailbox management 1: Use views to stay organized
Quick Reference Card 3
Add or remove columns in a view
Follow these steps everywhere but your calendar and your notes. These steps don't delete fields permanently. They only remove them from the view.
Make sure you're using the view you want to change and click the View tab.
In the Arrangement group, click Add Columns.
Do one of the following:
To add columns to a view, select the columns you want to add from the Available columns list and click Add. If you don't see the field you want, use the Select available columns from list to locate the field.
To remove columns, select the columns you want to remove, and click Remove.
Click OK when you're done.
Mailbox management 1: Use views to stay organized

13. Mailbox management 1: Use views to stay organized
Quick Reference Card 4
Customize an existing view
When you customize an existing view, always copy the view and change the copy. That way, you can revert back to the old view if you don't like your changes.
Make sure you're in the view you want to customize. If necessary, click the View tab and look in the Arrangement group to see which view you're using. Switch if necessary.
On the View tab, in the Current View group, click Change View, and then click Manage Views.
Click Copy. That starts the Copy View dialog box.
In the Name of new view box, enter a name for your view.
Select one of the options under Can be used on, and click OK.
The Advanced View Settings dialog box appears. Use the commands in the dialog box to add columns, group items, sort and filter data, and set fonts and other formats. Click OK when you're done.
Click Apply View.
Mailbox management 1: Use views to stay organized

14. Mailbox management 1: Use views to stay organized
Quick Reference Card 5
Create a custom view from scratch
On the View tab, in the Current View group, click Change View, click Manage Views, and then click New.
In the Name of new view box, enter a name for your view.
In the Type of view pane, select the type of basic layout you want to use.
Select one of the options under Can be used on, and click OK.
The Advanced View Settings dialog box appears. Use the commands in the dialog box to add columns, group items, sort and filter data, and set fonts and other formats. Click OK when you're done.
Click Apply View.
Mailbox management 1: Use views to stay organized

15. Mailbox management 1: Use views to stay organized
Quick Reference Card 6
Start Conversations view
If you aren't already, go to your Inbox.
Make sure Date view is in effect. To do that, go to the View tab, and in the Arrangement group, click Date.
On the View tab, in the Conversations group, click Show as Conversations.
In the dialog box that appears, select All Folders or This Folder.
Optionally, go back to the View tab and select one or more of the options from the Conversations Settings list.
Mailbox management 1: Use views to stay organized

16. Mailbox management 1: Use views to stay organized
Quick Reference Card 7
Clean up a single conversation
Select the conversation you want to clean up.
On the Home tab, in the Delete group, click Clean Up.
Select the first option, Clean Up Conversation.
If the Clean Up Conversation dialog box appears, click Clean Up.
Mailbox management 1: Use views to stay organized

17. Mailbox management 1: Use views to stay organized
Quick Reference Card 8
Clean up the conversations in a folder, or a folder and its subfolders
Select the folder that contains the conversations you want to clean up.
On the Home tab, in the Delete group, click Clean Up.
Select the second or third option, depending on what you want to do.
If the Clean Up Folder dialog box appears, click Clean Up Folder. You can optionally select the Don't this message again check box.
Mailbox management 1: Use views to stay organized

18. Mailbox management 1: Use views to stay organized
Quick Reference Card 9
Ignore a conversation
Click the conversation you want to ignore.
On the Home tab, in the Delete group, click Ignore.
If you're asked to confirm the operation, you can optionally select the Don't this message again check box and click Ignore Conversation.
Undo a cleanup or ignore operation
If you mistakenly clean up or ignore a conversation, open your Deleted Items folder, select the deleted messages, and drag them back to your Inbox. You can also highlight and right-click the deleted messages, point to Move, and then click Inbox.
Mailbox management 1: Use views to stay organized

19. Mailbox management 1: Use views to stay organized
Quick Reference Card 10
The online version of this Quick Reference Card provides more information. To see that version, go to us/outlook-help/quick-reference-card- RZ aspx?section=6&mode=print
Mailbox management 1: Use views to stay organized

20. Using this template
Using This Template
This Microsoft PowerPoint® template has training content about [doing something with/in] Microsoft [app]® Its content is adapted from the Office.com Training course called “[Course title].”
PowerPoint version: The template must be viewed in PowerPoint If you don’t have PowerPoint 2010, the videos included in the presentation will not play. If you don’t have PowerPoint 2010, download the PowerPoint Viewer to view these files ( Video playback: If the yellow security bar appears at the top of the screen in PowerPoint, or if a Codec Unavailable message appears in the video playback window, the presentation might have opened in Protected View. To enable video playback, in the yellow security bar at the top of the PowerPoint window, click Enable Editing.
Slide layouts: Each slide has a custom layout. To apply the custom layout to a new slide, right-click the slide thumbnail, point to Layout, and click the layout from the Layout gallery. To alter the layouts, open master view and alter the specific master layout in that view. You can find the layout’s title by pointing to its thumbnail.
Animations: Custom animation effects are applied throughout the presentation. These include Float In (Up or Down option), Fade, and Zoom. To alter animation effects, click the Animations tab, and use the Add Animation gallery and Timing options. Effect Options gives you choices about the effect; click Animation Pane on the Animations tab to work with multiple animations.
Transitions: One transition, Doors, is used to emphasize sections of the slide show. It’s applied on the Course Contents slide, Lesson slide, and the first test slide.
Hyperlinks to online course: The template contains links to the online version of this training course. The links take you to the hands-on practice session for each lesson and to the Quick Reference Card that is published for this course. Please take note: You must have [app] 2010 installed to view the hands-on practice sessions. If you don’t have [app] 2010, you won’t be able to access the practice instructions.
Headers and footers: The template contains a footer that has the course title. To add footers such as the date or slide numbers, click the Insert tab, and click Header & Footer.
Extracting videos from this file: Read these instructions first, because you’ll have to close this file in order to follow them. To extract the videos from this file, start Windows Explorer and change the filename extension from .pptx to .zip. Confirm the name change, and then open the renamed file. You’ll see a set of folders. The videos are located in the \ppt\media folder. Copy the videos and paste them to your local drive or other convenient location. You’ll probably need to rename the videos, because PowerPoint names them Media1.wmv, and so on. To resume using the presentation, change the filename extension back to .pptx.
See the notes pane or view the full notes page (View tab, Notes Page) for detailed help on this template.