Use Outlook to keep you on time, on topic, and ready to meet your day.

Presented by Lisa Phillips

TechExpo

January 5, 2012

I am not, nor will I ever be, a Microsoft

Exchange/Outlook expert.

I am sharing some of the helpful functions of the Outlook 2010 client that I have found useful to me.

This is by no means a comprehensive list of the cool stuff you can do to make your life easier, and

Last but not least, my favorite thing about this program is that it is so customizable according to your tastes and work style.

Disclaimer

Quick Parts (aka – Stationary in Notes)

Quick Steps

Follow-Up, Flagging and Tasks

Categories and Color Coding

Message Recall

Recover Deleted Messages (Med Ctr – 90 Days)

FB and LinkedIn connectors

What we will cover today

Anything you want to send repeatedly without

retyping it. In Lotus Notes we called it Stationary. Canned responses (i.e. Account requests)

Instructional information (How do I ?????)

Directions to an event or meeting (with a map).

This can include graphics, different fonts and colors.

Basically, anything you will send out more than once, it’s easier than an attachment and faster to do. If you start typing the name of the Quick Part, Outlook

will ask you if you want to insert that Quick Part.

What are Quick Parts?

In the “Insert” ribbon you will see Quick Parts

Create the email you would like to preserve and select it. (Email can contain pics, links, colors, etc.)

Click on Quick Parts and “Save Selection to Quick Parts Gallery” called a “building block”.

You can add multiple “building blocks” in a single email if you need to (directions, a signature block, a disclaimer, etc…)

Create a Quick Part building block

Building Block properties

You have the opportunity to change the attributes of the entry when you create it (name, category, description, and options) or take the defaults.

Categories and descriptions will be very helpful if you have many entries for multiple jobs or applications.

Combining steps to speed up managing your mail.

Create one or a combinations of steps:

Reply and delete

Forward to a specific person (Manager, Mother) and move to folder

Categorize and move to a folder

Create a meeting from an email with the body of the email in the meeting and as the subject.

Forward to a designated person (i.e. your Manager)

What are Quick Steps?

Create a custom Quick Step

Actions include

Filing

Change Status

Categories, Tasks and Flags

Respond

Appointment

Conversations

Flag an email for follow up later

Right click on the email and go to “Follow up”

Choose when you want to follow up on this message.

You can set a custom flag or mark the item complete

Create a custom flag

Custom allows you to:

Set start date

Due date

Reminders w/alarms

Flagged items become tasks and show up on the

bottom right of your main email screen.

If you click in that area the a new ribbon appears called “Task Tools” which allows you to sort tasks by different criteria. (date, importance, category, etc.)

You created a task from an email

Categories and Color Coding

Tell at a glance what kind of week you are going to have by the color of your calendar entries

The ability to sort your mail by category is a great way to group emails (i.e. Personal, Team, TechExpo)

Categories are totally customizable by name and color.

You can assign more than one category to an object (not sure why you would want to, but you can).

Be careful not to set to many or you’ll have several of the same general color

At a glance, a visual reminder

By date? Ascending? Descending?

By person’s name

By subject

By conversation

How about by category

You can see which ones you haven’t categorized yet

Everyone has a personal preference

The way that works best for you is the right way

How do you view your email?

Choose how to arrange your email

Did you ever send an email and wish you could get it back?

You can with “Message Recall”.

There are caveats – the message must be “unread” and sent to an internal address

If you send a message and realize you forgot something or decided it wasn’t a good idea, recall it.

You will get a message for every successfully recalled message.

Then you can send a replacement email, with none the wiser, if you want to.

How it works

Open the sent message from the sent folder

In the “Message” ribbon click “Actions” in the Move area.

Click on “Recall This Message”

So easy, but you have to be fast.

Delete or replace, that is the question

You can choose to delete the unread message or you can replace the unread message.

You can also choose whether or not you want to be notified, but why wouldn’t you?

Click on Folder

Click Recover Deleted Items

Recover Deleted Mail

Recover Deleted Items

If you have deleted an item from not only your

Inbox, but also from your deleted items you can get it back. (Medical Center policy is 90 days)

Go to the “Folder” ribbon and click on “Deleted Items”

You will see a list of the deleted items that are still on the server. (Messages that are still in your “Deleted Items” folder will not be there.)

Selected one or more and recover them.

WOW - Magic

It’s not magic but it feels like it

Social Networking

Setting up the connectors

In the “View” ribbon select “People Pane”

Choose “Account Settings”

Select the social network connectors you want to see

Log in to your account

Text Message Notifications

You can set up your account to notify you about the following:

Missed calls and voice mail messages You can receive a text message when you miss a call or receive a voice message.

Calendar updates You can be notified by text message when your calendar is updated or when you receive a meeting reminder. You can also set up your account to send you a daily agenda by text message at a specific time of day.

E-mail updates You can receive a text message when messages that meet specific criteria are received.

Turning on Notifications

Turning On Notifications Before you can choose which types of notifications to set up, you must turn on notifications. To enable turn on, use the following steps: In Outlook Web App, click Options > See All Options > Phone > Text Messaging tab.

Click Turn on Notifications.

In the Text Messaging dialog box, select your locale and mobile operator, and then click Next.

Enter your phone number and click Next.

Your mobile phone will receive a passcode. Enter that passcode, and then click Finish.

Missed Calls and Voice Messages To set up your phone to receive text messages when you miss calls and or have voice mail messages, use the

following steps: In Outlook Web App, click Options > See All Options > Phone > Voice Mail tab.

In the Notifications section, choose one of the following options:

I only want to receive text message notifications when I have voice messages

I want to receive text message notifications about missed calls and voice messages

Turning on Notifications

Calendar Updates To set up your phone to receive calendar update notifications, use the following steps. In Outlook Web App, click Options > See All Options > Phone > Text Messaging tab.

Click Set up calendar notifications. If you don't see this link, notifications aren't set up yet. To set

them up, click Set Up Notifications and follow the steps to turn on notifications that were provided earlier.

Choose from the following options. Notifications when my calendar is updated in the next <number of> days After you select this

check box, select from a range of 1 to 7 days. You can also choose to have notifications sent only during working hours.

Notifications for meeting reminders After you select this check box, you'll receive reminders of upcoming meetings in a text message. You can also choose to have notifications sent only during working hours.

Daily Calendar agendas You can choose the time of day you want the agenda delivered.

Click Save.

Turning on Notifications

E-Mail Notifications To set up your phone to receive e-mail notifications, use the following steps: In Outlook Web App, click Options > See All Options > Phone > Text

Messaging tab.

Click Set up e-mail notifications using an Inbox rule.

In the New Inbox Rule dialog box, set the following options. When the message arrives, and Select from a variety of options.

Do the following The action Send a text message to is already selected. If

your mobile phone number isn't displayed to the right of this option, click the Select one link to choose your mobile phone number.

Click Save.