1. Introduction to Microsoft Outlook Date: November 15, 2013 Time: 10:00 AM to 11:00 AM Location: Serra 156A Computer Lab Instructor: Amber Stokes

2. Learning Objectives Navigate the “Ribbon” and Outlook e-mail Interface Create and use e-mail signatures Attach files to your e-mail Create contacts and distribution lists in your Address Book Create simple appointments and meetings on your Calendar Color code Categories for your different appointments Search your e-mail folders more effectively Use filters and rules to manage your e-mail better Introduction to Outlook 2010 2

3. The Ribbon 3

4. Introduction to Outlook 2010 Tabs, Groups, Commands Tabs: The Ribbon is made up of different tabs, each related to specific kinds of work you do in Excel. Groups: Each tab has several groups that show related items together. Commands: A command is a button or a menu. 4

5. Outlook 2007 vs. 2010 Outlook 2007 Office Button Outlook 2010 File Tab Introduction to Outlook 20105

6. Outlook Help Introduction to Outlook 2010 Button pops up help window. 6

7. Parts of your Outlook screen Introduction to Outlook 2010 7 Navigation bar Taskbar Preview pane

8. Using Signatures Introduction to Outlook 2010 8

9. Creating a signature Introduction to Outlook 20109

10. Writing an e-mail with Attachments Introduction to Outlook 2010 10

11. Writing an e-mail with Attachments Introduction to Outlook 2010 11 Your attachments show up in the Attached box, where you can click and Delete to remove them, if necessary. You will see the file size next to the attached file’s name. You can attach multiple files but make sure you’re not sending too many large files in a single e-mail.

12. Adding Contacts to your Address Book Introduction to Outlook 2010 12

13. Adding Contacts to your Address Book Introduction to Outlook 2010 13

14. Creating a Distribution List Introduction to Outlook 2010 14

15. Creating a Distribution List Introduction to Outlook 2010 15 Shows up in your Contacts list as a Group, not a person

16. Using your Outlook Calendar Introduction to Outlook 2010 16 Appointments Meetings View Categories Reminders Shared Calendars

17. Adding an appointment to your calendar Introduction to Outlook 2010 17

18. Adding a meeting to your calendar Introduction to Outlook 2010 18

19. Adding a meeting from your e-mail directly Introduction to Outlook 2010 19

20. Using color coded Categories Introduction to Outlook 2010 20 Tables Pictures/graphics Special characters Header/footer Footnotes You can assign a category from multiple locations.

21. Setting up color coded Categories Introduction to Outlook 2010 21 New category Rename existing Shortcut key Meaningful names You can have overlapping categories

22. Using Reminders Introduction to Outlook 2010 22 You can set the reminder for any interval from 5 min to 2 weeks You can customize the sound Outlook makes for each reminder

23. Searching your Outlook account Introduction to Outlook 2010 23 You can search one folder or All Mail Items Use quotes to look for any “particular phrase” You can search by who sent you e-mail (From), subject, or if e-mail has attachments Return count is always at the bottom of the screen Also known as filtering

24. Using File Folders in Outlook Introduction to Outlook 2010 24 Click on the Folder tab to see different Folder commands When you create New Folder, make sure you’ve selected your Mailbox first instead of the Inbox Search Folder – dynamically filled with the results of a particular search query (e.g. all e-mails requiring followup)

25. Setting up Rules in Outlook Introduction to Outlook 2010 25 Rules allow you to tell Outlook to do the same set of commands for a given situation, e.g. Move all e-mails from X to folder Y Create an alert when X e-mails you Divert group e- mails to folder Y

26. What kind of rules can I implement? Alert you to e-mails from your boss, dean, co-workers or even family members Divert any non-critical e-mails (or e-mails with a particular keyword in the subject) to a folder that you can read later Send an alert when high importance e-mails are received Automatically archive, delete, forward or reply to certain types of messages Categorize all sorts of incoming e-mail for you Introduction to Outlook 2010 26

27. Organizing Tasks and your To-Do list Build tasks from e- mails, calendar items, or from scratch Assign due dates, or follow-up dates Assign high, normal or low priority importance Set reminders before a task is due Introduction to Outlook 2010 27