Outlook 2010 - Campus Bruxelles · PDF fileMicrosoft Outlook 2010 User’s Guide ©2011 JL Gestion SA Avenue de l’indépendance Belge 58 – B 1081 Bruxelles Tel : 02/412 04 10 Fax

Microsoft Outlook 2010 User’s Guide

©2011 JL Gestion SA Avenue de l’indépendance Belge 58 – B 1081 Bruxelles Tel : 02/412 04 10 Fax : 02/412 0419 – Gsm 0477/78 94 45 – [email protected]

Outlook 2010

User’s Manual


©2011 JL Gestion SA Avenue de l’indépendance Belge 58 – B 1081 Bruxelles Tel : 02/412 04 10 Fax : 02/412 0419 – Gsm 0477/78 94 45 – [email protected]

Contents CALENDAR ............................................................................................................................................... 1

Open a Shared Calendar ..................................................................................................................... 1

Outlook Data File (.pst) ........................................................................................................................... 1

Adding an Existing Data File on Outlook ............................................................................................. 2

Deleting a Data File ............................................................................................................................. 2

Import Personal Address Book in Outlook 2010 ..................................................................................... 3

Outlook Data File Location .................................................................................................................. 3

To display Outlook Contact Information not appearing on the address Book ................................... 3

Export Contacts from a Personal Folder in One Profile to a Personal Folders (PST) File in Another

Profile, and then Open the Contacts Separately on the Folder List ................................................... 4

Import Contacts from a Personal Folder in One Profile to a Personal Folders (PST) File in Another

Profile .................................................................................................................................................. 5

Creating a New Contact Group ........................................................................................................... 5

Setting Message Format (Including attachment in the message body or beneath the subject of the

message) ................................................................................................................................................. 6

Plain text ............................................................................................................................................. 6

RTF ...................................................................................................................................................... 6

HTML ................................................................................................................................................... 6

Changing the Message format for one message ................................................................................ 7

Setting Out of Office Outlook 2010 ........................................................................................................ 7

Print Multiple Outlook Calendars and Tasks in Overlay Mode ............................................................... 8

Calendar Printing Assistant ................................................................................................................. 8

Replying to a message using different Mail Box or Email address ......................................................... 8

Creating a Signature on Outlook 2010 .................................................................................................... 9

Insert a Signature on an Email where the Signature is not setup as default ...................................... 9

Using Quick Parts (Applies to using multiple signatures on an Outlook Email) .................................... 10

Saving text/content onto the Quick Parts ........................................................................................ 10

Inserting two signatures onto an email message. ............................................................................ 11

Selecting delegates ............................................................................................................................... 11

Setting permissions ........................................................................................................................... 12

To set permissions ............................................................................................................................ 12

Granting Access to your Mailbox .......................................................................................................... 12

To grant access to your mailbox or folder to a delegate: ................................................................. 13

Adding Additional Mailboxes ................................................................................................................ 13


Page 1 ©2011 JL Gestion SA Avenue de l’indépendance Belge 58 – B 1081 Bruxelles

Tel : 02/412 04 10 Fax : 02/412 0419 – Gsm 0477/78 94 45 – [email protected]

CALENDAR

Open a Shared Calendar

Click on Calendar on the Navigation Pane.

Under the Manage Calendars Group, click on Open Calendar button.

Select Open Shared Calendar.

Type the Name of the user whom you wish to see the calendar.

Click on OK to confirm selection

Outlook Data File (.pst) Outlook Data Files is mainly used to store and restore emails.

Select the Home Menu.

Click on New Items tool and select More Items.

Click the Outlook Data File option.

Type in the name for the Outlook Data File, e.g. European Commission

DG Research.

Click OK to confirm.

The New Outlook PST will be displayed under the Personal Folders.




Adding an Existing Data File on Outlook Click the File Menu.

Select Open.

Click on Open Outlook Data File.

Select the location of the Outlook Data File.

Click on the Data File to import e.g. Finance.pst.

Click on Open to confirm.

(The New Folder will be displayed)

Deleting a Data File E.g. To remove the Finance Data File.

Click on File Menu

Select Account Settings.

Select the Data Files Tab.

Click on Finance.

Click on Remove button.

When prompted to remove the Data File, click on Yes to

confirm.




Import Personal Address Book in Outlook 2010 Click on File menu.

Select Open and Click on Import button.

Click on Import from another program or file, and then click Next.

Select Personal Address Book and click on Next.

Click Browse, locate the Personal Address Book you wish to import and click on OK.

E.g. C:\Documents and Settings\username\Local Settings\Application Data\Microsoft\Outlook

Click on Next

Select Finish to import the Personal Address Book

Outlook Data File Location The File Location for Outlook Data File is:

drive:\Users\user\AppData\Local\Microsoft\Outlook

E.g.

C:\Users\DIPIKA\AppData\Local\Microsoft\Outlook\Outlook.pst

drive:\Users\user\AppData\Local\Microsoft\Outlook

To display Outlook Contact Information not appearing on the address Book You may have additional contact folder onto your Contact, however, you will need to change the

properties to enable the display onto the Address Book when composing an email.

From the Navigation pane, click on Contacts.

Select the contact folder to display in the address book. (E.g.

Suggested Contacts)

Click the Folder menu.




Click the Folder Properties Icon.

Select Outlook Address Book tab.

Click the Show this folder as an e-mail Address Book check box.

Click on OK to confirm.

To verify if the new Contacts are displayed, create a new message, click on the Address Book

drop down to view if the Suggested Contacts is displayed.

Export Contacts from a Personal Folder in One Profile to a Personal Folders

(PST) File in Another Profile, and then Open the Contacts Separately on the

Folder List

Select the Contact Folder you wish to import.

On the File tab, click Open.

Click Import.

Click Export To a File, and then click Next.

Select Outlook Data File (.pst), and then click Next.

Click the Contacts folder that you want to export from (choose to include subfolders if it is necessary), and then click Next.

Type a new name that you want to use for the .pst file

Click Finish to confirm.




Import Contacts from a Personal Folder in One Profile to a Personal Folders

(PST) File in Another Profile

Click on Contacts from the Navigation Pane.

Click the File menu select Open.

Click the Open Outlook Data File option.

Select the file to import e.g. ExportedContact.pst.

Creating a New Contact Group

E.g. RTD

Click on Contacts on the Navigation Pane.

Click the New Contact Group tool button.

Type the name of the new Group e.g. RTD.

Click the Add Members tool to add new member.

Double click on the Contact to include in the group.

To delete a contact, click on the contact to remove and press delete.




Setting Message Format (Including attachment in the message body or

beneath the subject of the message)

Click on File Menu.

Select Options.

From the Compose

messages in this format,

select the required

format e.g. HTML, Rich

Text or Plain Text.

Plain text This is a format that all email applications support. Plain text messages don’t support bold, italic, colored fonts, or other text formatting. It also doesn't support pictures that are displayed within the message body, although you can include the pictures as attachments.

RTF

Outlook Rich Text format (RTF) (Display attachment as icons within the message body) This is a Microsoft format that only the following email applications support:

Microsoft Exchange Client versions 4.0 and 5.0 All versions of Microsoft Outlook

NOTE Attachments in an RTF message appear as icons within the message body. For

HTML messages, attachments appear beneath the sender, recipient, and subject headers of a message.

HTML

This is the default message format in Outlook. It is also the best format to use when you want to create messages that are similar to traditional documents, with various fonts, colors, and bullet lists. By default, when you select either of the options that allow formatting (HTML or Rich Text), the message is sent in HTML format. So when you use HTML, you know that what you send is what the recipient will see.

NOTE When you reply to a message, Outlook preserves the format of the original message.

However, if you have chosen to read all of your mail in plain text, your replies also are sent in plain

text format. You can change the format on each message.




Changing the Message format for one message

Compose the new message.

Click into the body of the message.

Click the Format Text menu.

Select the format to use for the message e.g. HTML, Plain Text, Rich Text.

Setting Out of Office Outlook 2010

Outlook 2010 provides the option to setup different message to people within the organisation and

external mails. This version is now named as Automatic Replies.

Click on the File menu.

Select Info tab and click on Automatic Replies.

You can now turn on automatic replies

permanently, during a certain time period and

setup two separate messages to people inside

you company and external emails.




Print Multiple Outlook Calendars and Tasks in Overlay Mode

Calendar Printing Assistant

The Calendar Printing Assistant wizard

provides the option to print multiple calendars

on Microsoft Outlook. You may download this

program using the link below:

http://www.microsoft.com/download/en/detai

ls.aspx?displaylang=en&id=16645

CalendarPrintAssistant.exe (The file name for

the Calendar Print Assistant)

To Launch the Program, Click the Start menu, select

Programs

Click on Microsoft office, select Microsoft Office Tools

Click the Calendar Printing Assistant

Click the View Templates option, select Calendars and Tasks.

Select the Template to use for the Printing option e.g Weekly Calendar, Monthly Calendar.

Select the calendar to activate. (You may select more than one calendar to print).

To remove a calendar, right click the name to remove, click on Remove from Calendar.

Replying to a message using different Mail Box or Email address

Open the Message you wish to reply to.

Click on Reply button.

Click the Options menu.

Under the Show Fields group, click the From tool button. (This will display the From drop down list).

Select Other Email address or Other mail box from the list.

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http://www.microsoft.com/download/en/details.aspx?displaylang=en&id=16645

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Creating a Signature on Outlook 2010

1. Click on File menu.

2. Select Options.

3. From the Outlook Options window, click on Mail.

4. Click on the Signatures button.

5. Click the New Button.

6. Type in the Name of the New Signature.

7. Click on OK to confirm.

8. Create your signature and click on Save.

9. You may also select which Email account to

use the signature along with whether to use

it on New Messages or Replies.

10. Click on OK to confirm.

Insert a Signature on an Email where the Signature is not setup as default

Compose your message.

Click the Message Menu.

Under the Tool group, click on

Signature tool button.

Select the signature you wish to insert.




Using Quick Parts (Applies to using multiple signatures on an Outlook

Email) When setting up two signatures onto outlook and trying to include them on an email, outlook

immediately changes the signature to the signature to select.

Saving text/content onto the Quick Parts Create a New Message.

Insert the first signature to include onto your email.

Highlight the signature.

Click on Insert Menu.

Select Quick Parts (Drop down arrow).

Select Save Selection to Quick Part Gallery.

Change the Name to reflect the Signature e.g. Sunny Navnit DG Environment.

Click on OK.

Insert the second signature to include onto your email.

Highlight the signature.

Click on Insert Menu, select Quick parts drop down arrow.

Save Selection to Quick Part Gallery.

Change the Name and to reflect the Signature e.g. Sunny Navnit DG Research.

Click OK. (Repeat the steps for all signatures).




Inserting two signatures onto an email message.

Compose the New Message.

Click on the body of your message.

Select the Insert Menu.

Click on Quick Parts icon drop down list.

Click the first signature to include.

Click the second signature to include.

Selecting delegates Click on File Tab.

Select Info and Click on Account Settings.

Select Delegate Access.

Click on the Add Button.

Select the username to delegate access and click on Add.

You can select multiple delegates to have access to your account, and individually set the level of access each delegate should have.




Setting permissions

Once you've selected a delegate, you need to set the level and type of permission that delegate should have.

To set permissions Click File | Info | Account Settings | Delegate Access. The

Delegates dialog box will pop up.

Select the delegate in question and click Permissions.

For each item (e.g. Calendar, Tasks, Inbox) select the level of permission you want to grant.

Click OK.

Click OK again.

None: delegate cannot access this feature of your account Reviewer: delegate can read items Author: delegate can read and add items Editor: delegate can read, modify and add items

Note: Emails and other items sent by a delegate will be displayed as from the delegate on behalf of your name. For example, From: Joe Bloggs on behalf of Janet Smith. In order to have a delegate send an email as if they were you, full permissions must be set up by your User Support Team.

Using the delegate settings

Once you have set up permissions for a delegate, that delegate can access the items they have permission to see by clicking File | Open | Other User's Folder and selecting your name.

Granting Access to your Mailbox

If the delegate needs to regularly access parts of your mailbox, and would like your mailbox to appear in their folder list, you must grant them access to your mailbox by setting permissions. They will only see the folders and features you granted them access to in the Delegate Settings, however they won't have to manually open your folders through the File menu. By granting permission to your mailbox, you simply make it possible for them to add your mailbox to their folder list.




To grant access to your mailbox or folder to a delegate:

In your folder list, right-click on

your mailbox. or folder name.

Click Properties.

Select the Permissions tab.

Click Add.

Select the username of the delegate.

Click OK.

Select the delegate and in the Permission Level drop-down menu select Reviewer.

Click OK

The delegate can now add your mailbox to their folder list. Note: You can also set different permission levels for individual folders in your mailbox using the above method on each folder.

Adding Additional Mailboxes You may add additional mailboxes where your mailboxes are shared. This means that folders such

as the Inbox, Calendar, Contacts and Tasks may be accessible to some or all the members of your

department. Once access permissions have been allocated to the mailbox, you are then able to add

the mailbox to your own Navigation Pane so that you have quick easy access to it.

Click on the File menu.

Select the Info Tab and click on Account Settings.




Select the Default Account to change, click on Change button.

Click on More settings.

Select the Advanced tab and click on Add.

Enter the name of the mail box to Add and click on OK twice to confirm and Click on Next

and Finish.