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Outlook Mail 2010 (New User) The University of Akron

Ver. 2011.10.12 [email protected] These materials may not be reproduced in whole or in part without the express permission of

The University of Akron.

Table of Contents

COURSE OVERVIEW ............................................................................................................................................... 4

DISCUSSION .................................................................................................................................................................. 4

CONVENTIONS USED IN THIS MANUAL ............................................................................................................................... 5

LESSON 1: OUTLOOK 2010 MAIL INTERFACE .......................................................................................................... 6

OPEN OUTLOOK ............................................................................................................................................................ 6

INTERFACE OVERVIEW .................................................................................................................................................... 7

The Ribbon & Backstage View .............................................................................................................................. 7

File Tab: Backstage View ...................................................................................................................................... 8

Creating Custom Tabs and Groups ....................................................................................................................... 9

Navigation Pane ................................................................................................................................................. 15

Messaging Pane (a.k.a. Inbox) ........................................................................................................................... 16

Reading Pane ..................................................................................................................................................... 16

To-Do Bar ........................................................................................................................................................... 16

LESSON 2: VIEWING IN OUTLOOK MAIL .............................................................................................................. 18

INBOX TOOLS .............................................................................................................................................................. 18

SORTING THE INBOX ..................................................................................................................................................... 19

DESKTOP ALERT ........................................................................................................................................................... 19

LESSON 3: CREATING MESSAGES ......................................................................................................................... 22

CREATING A NEW MESSAGE .......................................................................................................................................... 22

ATTACHMENTS ............................................................................................................................................................ 28

INSERTING SCREENSHOTS .............................................................................................................................................. 29

FLAGS ........................................................................................................................................................................ 31

E-MAIL OPTIONS ......................................................................................................................................................... 33

Signatures .......................................................................................................................................................... 33

Importance Level ................................................................................................................................................ 34

Blind Carbon Copy .............................................................................................................................................. 34

E-mail Format ..................................................................................................................................................... 35

Delivery Receipt .................................................................................................................................................. 35

Read Receipt....................................................................................................................................................... 36

Delay Message Delivery ..................................................................................................................................... 36

Stationary ........................................................................................................................................................... 37

Apply Stationary or Themes to Messages .......................................................................................................... 37

Spell Checker ...................................................................................................................................................... 39

Out of Office Assistant ....................................................................................................................................... 40




LESSON 4: OPENING MESSAGES .......................................................................................................................... 44

OPENING MESSAGES .................................................................................................................................................... 44

DISCUSSION ................................................................................................................................................................ 44

REPLYING AND FORWARDING ......................................................................................................................................... 45

ATTACHMENTS ............................................................................................................................................................ 46

PRINTING ................................................................................................................................................................... 47

MESSAGES THAT REQUIRE DOWNLOADING ....................................................................................................................... 48

DELETING A MESSAGE .................................................................................................................................................. 50

MOVE THE MESSAGE TO A FOLDER ................................................................................................................................. 50

ADD A CATEGORY ........................................................................................................................................................ 50

ADD A FOLLOW-UP ...................................................................................................................................................... 51

ADD SENDER TO CONTACTS ........................................................................................................................................... 52

LESSON 5: CONTACT GROUPS ............................................................................................................................. 53

CREATING CONTACT GROUPS ......................................................................................................................................... 53

USING A CONTACT GROUP ............................................................................................................................................ 54

SEND A CONTACT GROUP VIA E-MAIL .............................................................................................................................. 56

LESSON 6: RULES ................................................................................................................................................. 57

DISCUSSION ................................................................................................................................................................ 57

CREATING A RULE ........................................................................................................................................................ 57

LESSON 7: MAINTENANCE ................................................................................................................................... 63

DISCUSSION: EXCHANGE MAIL QUOTA LIMITS .................................................................................................................. 63

MAILBOX CLEANUP ...................................................................................................................................................... 64

DELETING E-MAIL & DELETED ITEMS FOLDER .................................................................................................................... 67

DELETING SENT ITEMS .................................................................................................................................................. 68

REMOVING ATTACHMENTS ............................................................................................................................................ 69

CREATING PERSONAL FOLDERS ....................................................................................................................................... 70

BACKING UP YOUR PST FILE ........................................................................................................................................... 76

LESSON 8: DELEGATES ......................................................................................................................................... 82

DISCUSSION ................................................................................................................................................................ 82

SET A DELEGATE .......................................................................................................................................................... 82

LESSON 9: CONTACTS .......................................................................................................................................... 84

CONTACTS VIEW .......................................................................................................................................................... 84

CREATING CONTACTS ................................................................................................................................................... 86




APPENDIX A: E-MAIL VIA THE WEB ..................................................................................................................... 87

APPENDIX B: EXPORTING CONTACTS FROM OUTLOOK TO EXCEL ....................................................................... 94

APPENDIX C: EXPORTING EXCEL DATA INTO CONTACTS...................................................................................... 97

APPENDIX D: USING VPN .................................................................................................................................. 105

APPENDIX E: ATTACHMENTS BLOCKED BY OUTLOOK ........................................................................................ 106

APPENDIX F: QUICK STEPS ................................................................................................................................. 110

©2007 The University of Akron These materials were developed and are owned by The University of Akron. All rights reserved.




Course Overview

Discussion

Welcome to the introductory training on Outlook Mail 2010. This course introduces basic

navigation and focuses on the basics of using the Outlook messaging system. Some of

the topics covered in this manual are:

► Navigation in Outlook Mail 2010

► Viewing in Outlook Mail 2010

► Creating Messages

► Opening Messages

► Contact Groups

► Creating and Using Rules

► Outlook Mail Maintenance

► Understanding Delegates

► Contacts Overview




Tip – Open a File

The shortcut

CTRL + O

will display

the Open

dialog box.

Conventions Used in This Manual

In each lesson, there can be:

A list of topics

A general discussion of the lesson topics

A review of several topics

One or more exercises

One or more tips

One or more notes

A topic heading is denoted by the Steps graphic, if a list of general Steps is

given. Back at your desk, you may refer to these Steps as a basic outline of

what to do.

A Tip box is available to offer a helpful hint or a caution about the topic that is

being reviewed.

A Note provides supplementary information about the current topic




Lesson 1: Outlook 2010 Mail Interface

Open Outlook

1. To open Outlook, double click on the Outlook button on the desktop or click

once on the Outlook icon on the quick launch toolbar in the task pane.

2. When Outlook 2010 is opened, this is the window that is displayed.

Note: You have an email quota of 500MB.

Navigation

Pane

Messaging Pane

AKA: Inbox

To-Do

Bar

Reading Pane

The Ribbon




Interface Overview

The Ribbon & Backstage View

The Ribbon replaces the menus and toolbars that we used in previous versions of

Outlook. The Ribbon is divided into several command Tabs, such as File, Home

Send/Receive, Folder and View. Each command Tab hosts tools and links related to its

name.

By categorizing and grouping the actions that you take when working in Office, it makes

it easier to find the tool that you need. The organization of the Ribbon makes it possible

to find the tool even when you are not sure what it is called. In previous versions of

Office, you needed to menu surf and drill down in dialog boxes, searching for the

appropriate choice.

The Ribbon in Outlook Mail 2010:

The Ribbon in Outlook Calendar 2010:

Groups

Groups




File Tab: Backstage View

New in Office 2010, is the File Tab which opens the new Backstage View. The File Tab

replaces the Office Button and the File menu used in previous versions of Office.

The Backstage View appears as follows:

The Backstage View is used for basic commands such as saving, printing, and closing

Outlook. This is also to the location for changing Options within Outlook 2010

(previously Tools, Options from the menu).




Creating Custom Tabs and Groups

In Office 2010, you are able to create custom Tabs and groups which will allow you to

create a workspace conducive to how you work in Outlook 2010.

The three basic steps for creating custom Tabs and Groups:

1. Create the custom Tab.

2. Create custom Groups on the Tab.

3. Add Commands to the Groups.

1. Click on the File Tab to open Backstage View.

2. Click on the Options Tab.




3. Click on the Customize Ribbon Tab.

4. Click on the New Tab button to create a new custom Tab.

5. Click on the New Tab (Custom) from the list to select it.




6. Click on the Rename button.

Enter a new name for the Tab and click on the OK button.

7. Now, you can add a group to the Tab. Click on the New Group

button.

8. The New Group (Custom) should be selected, if not select it from the list. Click

on the Rename button.

Enter a Display name for the new group. Click on the OK button.

9. Continue to add new groups as desired.

In this example, a total of three groups were created on the Training Tab.

10. To add a command to the group, first select the group from the list that you want

to add commands to.




11. In the left frame, choose a command that you want added to the selected group.

If necessary, change the Choose commands from drop down for more options.

For example, you can select All Commands for a complete list of Outlook

commands to pick from.

12. For example, the command for Print will be added to the “General” group on the

custom Tab.

Locate Print from the command list and click on it to select.

13. Click on the Add button.

The command is now in the newly created custom group.




14. Continue to select a Group and add Commands as desired.

For example:

15. To move the custom Tab to a specific location on the Ribbon, select the custom

Tab name from the list and use the Move Up and Move Down buttons.

For example, you may want to move the custom Tab to the first Tab, after the

File Tab, on the Ribbon.

Custom Tab

Custom Group

Commands

Commands

Custom Group




16. Click on the OK button to return to Outlook and see the new custom Tab on the

Ribbon.

The new custom Tab:

Note: This is what the new Tab looked like when it was being created.

17. To remove a custom Tab from the Ribbon, you can uncheck the Tab in the list of

Tabs on the Customize Ribbon Tab which will remove it from the Ribbon, but will

not delete the Tab. You can then go back and turn it on at a later time to use it

again.

To delete a custom Tab, select it from the list and use the Remove

button.

Note: Commands can only be added to Custom Groups. Custom Groups can be added

to existing Tabs or to custom Tabs on the Ribbon.

Note: You can use the Reset button to reset the entire Ribbon or just a selected Tab.

This will return the Ribbon and/or Tab to the original setup




Navigation Pane

The Navigation Pane is a context-sensitive pane that shows you the information you

need, when you need it. You use the Navigation Pane to navigate through Outlook and

to move between the different Folders such as your Inbox, Calendar, Contacts, and

Tasks.

In the Navigation Pane, in any Outlook Folder, you can save space in your Outlook

window by using the Minimize the Navigation Pane arrows in the top right corner of

the Navigation Pane. This will minimize the entire Navigation Pane. Click on the

arrows in the collapsed Navigation Pane to maximize once again.

Tip—Public Folder To locate and use Public Folders, click on the

Folder List icon or Banner at the bottom of the Navigation Pane. You will then see Public Folders. Click on the Expand button and then the Expand button again for All Public Folders. You will then see a list of available Public Folders. Locate the folder that you want to open, and click on the Expand button one last time to display the public folder you want opened.

Minimize Maximize




Messaging Pane (a.k.a. Inbox)

The Message Pane is your e-mail Inbox, and this is where e-mail is received. The

Inbox frame provides information about each e-mail through text and symbols.

Reading Pane

The Reading Pane allows you to preview items in your Inbox without actually opening

the item. To turn this pane on and off go to the View Tab, Reading Pane button, Off.

To-Do Bar

The To-Do Bar integrates your Tasks, e-mail messages flagged for follow-up, upcoming

Appointments, and Calendar information in one convenient place. This pane gives you

a glance at your priorities for the day.

The To-Do Bar is divided into three components:

Date Navigator: Allows you to quickly go to any date, in your Outlook Calendar,

with a single click.

Appointment Section: Shows your next three (or more) Appointments (or

Meetings). To go to a specific item in your Calendar, double click the banner.

Task Input Panel: You can create new Tasks in the Type a New Task field at the

top of this component. This panel also displays existing Tasks and items that have

been flagged for follow-up.

Date Navigator

Appointment Section

Task Input Panel




Some additional notes for the To-Do Bar:

To add or remove the To-Do Bar from the view, go to the View Tab on the

Ribbon and click on the To-Do Bar button. From this button, you can also

customize the To-Do Bar by removing one of the three components (Date

Navigator, Appointment Section, or Task Input Panel). Simply uncheck the

item from the menu option to remove it from the To-Do List view.

To customize the To-Do Bar even further, select Options from the shortcut

menu above.

In the To-Do Bar Options box, you can adjust how many months you will see

in the Date Navigator, how many Appointments/Meetings you will see in the

Appointment Section, and if you do or do not want to view the Task List.

Note: You can customize the width of the Navigation Pane or the To-Do bar by

resting the mouse pointer on the split bar to the right of Navigation Pane or the

left of the To-Do Bar. The pointer will become a double arrow . Drag the

double arrow cursor to the right or left as desired.




Lesson 2: Viewing in Outlook Mail

Inbox Tools

There are several icons that will appear in your Inbox that you may want to be aware of.

These icons will help you to identify messages that were sent with importance, those

that have attachments, as well as identifying a Meeting Notice. Also, in your Inbox, you

have the option to use Categories and Flags.

Icon or Field What is it?

New Mail

Opened Mail

Mail that has been Replied to

Mail that was sent with High Importance

Mail that was sent with an Attachment

Meeting Notice

A Category was Assigned

Item is Flagged (if highlighted in Red)




Sorting the Inbox

You can sort the Inbox by using the column headings right in the Inbox which is a time

saving method for a quick sort.

1. To sort the messages in your Inbox, simply click on a column heading to sort.

2. To sort by more than one search criteria, hold down the Shift key and click on

another column heading.

Desktop Alert

In addition to notifying the user with a sound and the envelope appearance in the

system tray, there is a message notification called the Desktop Alert. This appears in

the lower right corner of the screen as a temporary window.

This window will display the sender’s name, a signature, a subject, first line of the

message, importance level, and if there is an attachment. The user is given several

options with the alert. You can delete the message immediately, flag it for further

action, open the message from the temporary window, or to close the temporary

window immediately.

The default time for this Alert message is 7 seconds, but it can be shortened to 3

seconds or expanded to 29 seconds by the user. The transparency of the message

may also be adjusted beyond the default 20%.




Desktop Alert Settings

1. Select the File Tab on the Ribbon.

2. Select Option.

3. Click on the Mail Tab.

4. Click on the Desktop Alert Settings button.

5. Make changes and click on the OK button. Click on the OK button 2 more times

to return.




Using the Desktop Alert

1. When you see the Alert pop up, you can move the cursor over it to activate it for

use.

2. If you want to delete the message, click on the Delete icon.

3. If you want to flag the message, click on the Flag icon.

4. If you want to open the message, click once with the mouse over the sender’s

name or subject.




Lesson 3: Creating Messages

Creating a New Message

1. On the Home Tab, click on the New E-mail button.

2. To address the message, you can start typing the person’s last name in the To

field and a drop down list will pop up with possible matches. If you locate the

person, simply click on their name to fill it in the To field.

You can also use the Global Address Book. Click on the To button to open the

Global Address Book.

The Global Address List contains all University of Akron individuals who have a

mailbox on the Exchange Server (all faculty, staff, and designated graduate

assistants).




Use the Search field, at the top left, to enter the last name of the person. When

you locate the person, click on the To, Cc, or Bcc field.

Click on the OK button.

3. Enter a Subject for the message.

4. Below the Subject, type your message.

5. Click on the Send button.




Delete a Name from Auto-Complete List

When you are addressing an email message and you start typing, names and email

addresses will automatically display. This is the Auto-Complete feature in Outlook

working. This list is from those messages that you have previously sent. These

instructions show how to remove a name from this display.

1. When looking at the display, there is an “x” to the right of the name and email

address. Locate the name from the list that you want to remove.

2. Click on the “x” to remove the name from the Auto-Complete list.




The Ribbon

You will notice that the Ribbon contains several command Tabs; Message, Insert,

Options, Format Text, and Review. When using the Ribbon, certain groups and buttons

will be available only when the insertion point is in the body of the e-mail message.

Also, when creating a message, some Tabs on the Ribbon will only be available when

you do specific tasks (for example, when you use pictures, charts, drawing tools,

diagrams, or Tables).

Each Tab, from the Ribbon, will be displayed below with some of the common actions

found on each.

Message Tab

The Message Tab is where you will spend most of your time when working with

messages. This Tab has the most common Outlook Mail commands.

Action Group

Actions

Clipboard You can use the actions of Cut, Copy, Paste, and Format Painter. You can also use the dialogue box launcher to open the Clipboard task pane.

Basic Text Contains all the basic text formatting for you message. You can also use the dialogue box launcher to open the Font box.

Names You can open the Global Address book by using the Address Book button.

Include Attach a file using the Attach File button, insert or add a signature using the Signature button, or insert a Calendar Snapshot using the Calendar button.

Tags Flag the message for follow-up, or add High Importance to an important message. You can use the dialogue launcher to open the Properties box.

Zoom Opens Zoom dialogue box.




Insert Tab

The Insert Tab allows you to insert different items into your message such as a file, an

electronic business card, a signature, Tables, clip art, picture, screenshots and more.

Anytime you need to “insert” something, this is the Tab to visit.

Action Group

Actions

Include Allows you to attach a file, another Outlook item, a Calendar Snapshot, or a Signature to the message.

Tables Inserts a Microsoft Office Word Table.

Illustrations Inserts Pictures, ClipArt, Shapes (squares, circles, lines, arrows, etc), SmartArt, or Charts.

Links Inserts Hyperlinks or Bookmarks into your message.

Text Inserts Text boxes and Word Art. Also, you can use the Quick Part button to insert reusable pieces of content.

Symbols You can insert Symbols such as ©, ☺, ☼, and other symbols you have previous added using an Office program.

Options Tab

The Options Tab allows you to show the Bcc field, use Delivery Receipts, Delay

Delivery, and more. This Tab has commands that are not required or used for everyday

e-mail operating, but there are great tools for when a specific situation arises.

Action Group

Actions

Themes Themes allow you to change the overall design of your e-mail. Themes will work more efficiently with documents, presentations, and spreadsheets in Word, PowerPoint, and Excel.

Show Fields Add the Bcc (Blind Carbon Copy) field to your messages. Also, you can use the Show From button to send a message on behalf of somebody else. You must have delegate rights to use the on behalf feature.

Permission You can add the restriction of not allowing message to be forwarded.

Tracking Use to obtain a Delivery Receipt or to Request a Read Receipt. You can use the dialogue box launcher to open the Message Options box.

More Options Use to send responses to another user by using the Direct Replies to button. You can create a message to be sent at a later time by using the Delay Delivery button. You can use the dialogue box launcher to open the Message Options box.




Format Text Tab

The Format Text Tab, allows you to enhance your message with Microsoft Word

formatting. You have the tools necessary to cut, copy, paste, adjust fonts, align

paragraphs, and adjust styles. Remember that basic formatting tools can also be found

on the Message Tab.

Action Group

Actions

Clipboard You can use the actions of Cut, Copy, Paste, and Format Painter. You can also use the dialogue box launcher to open the Clipboard task pane.

Format Choose between HTML, Plain Text or Rich Text.

Font Use this group of actions to format your text by changing the Font, Font size, Attributions such as Bold, Italics, and Underline, Color Text, and use the Highlight button to make text stand out. You can use the dialogue box launcher to open the Font box.

Paragraph You can use the Bullets, Numbering, Indent, Alignment, Fill, and Table buttons.

Styles Use the Styles Gallery to see what selected text will look like if that style is selected. Click on a style to apply.

Editing Find specific text and if necessary replace that text with new text.

Review Tab

The Review Tab, allows you to do basic tasks such as spell check an email message.

This Tab will also allow you to do basic word translations.

Action Group

Actions

Proofing Use this group to review the message with spell check.

Language Use the Translate button to do basic word translations.




Attachments

Sometimes an attachment (file or graphics) must go with the message. Follow these

steps to insert an attachment to an e-mail message.

1. From the open message, go to the Message or Insert Tab, click on the Attach

File button.

2. Locate the file and select it with the mouse.

3. Click on the Insert button.

4. The message returns with the attachment.




Inserting Screenshots

In Outlook 2010, you can insert a screenshot directly into the body of an email

message. (You can also add a screenshot to other Outlook items) the new feature can

be found on the Insert Tab and by using the Screenshot button.

There are two options available with the Screenshot tool:

Available Windows: Will show thumbnail of open windows for you to select

from.

Screen Clipping: Will allow you to go to the last window used and lets you copy

a section of the window.

Available Windows

1. Create a new email message. Address the message and add text to the body of

the message. The cursor must be in the body of the e-mail message.

2. Go to the Insert Tab on the Ribbon and click on the Screenshot button.

All open windows will display.

3. Click on the window that you want to paste into the e-mail message.




Screen Clipping

1. Create a new email message. Address the message and add text to the body of

the message. The cursor must be in the body of the e-mail message.

2. If you have multiple windows open, be sure to click on the window that you want

to clip from before using the Screen Clipping tool.

3. Go to the Insert Tab on the Ribbon and click on the Screenshot button. Select

the option for Screen Clipping in the bottom left.

4. The window you opened, before using the Screen Clipping button, will display

and will be opaque. You can now drag select the part of the window that you

want pasted into the e-mail message.




Flags

You have several options available to you for flagging an outgoing message. You can

flag the message for you to follow-up or you can flag the message for the recipient to

follow-up on. Furthermore, you can set this follow-up for the time frame that works for

this specific message.

1. From the open message, go to the Message Tab and click on the Follow Up

button.

2. To flag the message for you to follow-up, make a selection for the time frame you

want a reminder (Today, Tomorrow, This Week, Next Week, No Date, or for a

custom flag, Custom).




3. To flag the message for the recipient to follow-up, select Custom.

At the bottom of the box, make your selections and click on the OK button.

4. You can do both follow-ups on one message. When you are finished with the

follow-ups, the message will add an indication of the flag.

5. For the recipient, the message will be automatically flagged in their Inbox upon

arrival. For your follow-up, the message will be listed in your Task List and a

reminder will display.




E-mail Options

Signatures

1. From an open message, go to the Message Tab and click on the Signature

button. From the drop down, click the option for Signatures.

2. To create a new signature, click on the New button.

Enter a name for the signature and click on the OK button.

3. In the Edit signature frame, enter the text and format as you wish.

4. In the Choose default signature area, you can select what signatures you want

to use for New Messages, and for Replies/forwards.

5. Click on the OK button.

6. If you made a selection to show a certain signature for New Messages and for

Replies/forwards the signature will automatically be inserted.

7. If you did not add an automatic signature, from the open new message, click on

the Signature button and from the drop down list, select the signature to be

inserted into the message.




Importance Level

1. From the open message, go to the Message Tab.

2. In the Options group, click on the button for High Importance

to assign this level to the message.

Blind Carbon Copy

1. From the open message, go to the Options Tab.

2. Click on the Bcc button.

3. The field will display below the Cc field in the header of the message.




E-mail Format

There are three options for the format of your e-mail messages: Plain Text, HTML, or

Rich Text.

HTML: Hypertext Markup Language allows formatted pages with graphics,

horizontal lines, pictures, and multimedia files. You can select stationary as a

background. The recipient’s mail program must be able to read the format.

Plain Text: This unformatted appearance is best for general mail and

newsgroups. Send this to individuals who do not use Outlook or Windows

Messaging.

Rich Text: Do not send to recipients who are not using Outlook or Eudora

because attachments do not appear, only the notation, Winmail.dat.


2. In the Format group, make a selection for HTML, Plain Text, or Rich

Text.

Delivery Receipt

A delivery receipt notifies you when the message you sent has been delivered to the

recipient’s mailbox. It does not indicate that it has been seen or read.


2. In the Tracking group, select the option for Request a Delivery Receipt.

3. A message will be delivered to your Inbox when the message was delivered to

the recipients Inbox.




Read Receipt

A read receipt notifies you when the message you sent has been opened by the

recipient. It does not indicate that it has been read. Furthermore, it does still depend on

the recipient’s mail server, e-mail program, and what options this person may have set.


2. In the Tracking group, select the option for Request a Read Receipt.

3. A message will be delivered to your Inbox when the message was opened by the

recipient.

Delay Message Delivery

You can create a message and set a future date and time for delivery to the recipients

e-mail Inbox.


2. In the More Options group, select the option for Delay Delivery .

3. In the Delivery options frame, use the Do not deliver before fields to select a

date and time for the delivery of the e-mail message.

4. Click on the Close button.

5. Continue with the message as usual.




Stationary

Stationary and themes are available in Outlook 2010 and they allow you to easily add

formatting and design elements into HTML formatted e-mail messages. You can apply

a theme or stationary to all messages or you can do it on only those messages that you

choose.

Apply Stationary or Themes to Messages

1. Click on the File Tab and then Options.

2. Click on the Mail Tab.

3. Click on the Stationary and Fonts button.




4. Click on the Theme button.

5. In the left frame, Choose a Theme, click on the theme or stationary you desire.

There will be a preview in the right frame.

6. Click on the OK button three times to return to your Inbox.




Spell Checker

1. Create the e-mail message.

2. Prior to sending the message, click on the Spelling button on the Review

Tab.

3. If you want to set up Spell Checker to automatically review all messages, go to

the File Tab. Then, click on Options.

4. Go to the Mail Tab.

5. Check the box for Always check spelling before sending.





Out of Office Assistant

The Out of Office Assistant may be used to manage mail while you are away from the

office. For the specified time of absences, you can create an outgoing message as a

reply to people who send mail as well as route incoming messages to others for action

or to certain folders for subsequent review.

With the upgrade to Exchange Server 2007, you have the ability to send different

messages to those inside the organization (The University of Akron) and outside the

organization.

1. Go to the File Tab on the Ribbon. The Backstage View displays.




2. Click on the Automatic Replies (Out of Office) button.

3. Select the option for Send automatic replies.

Selecting just this option will turn on the Out of Office reply from the current time

to when you return and turn this option off.




4. To specify a time frame for the Out of Office reply, use the Only send during

this time range checkbox and Start and End time fields.

5. On the Inside My Organization Tab, enter and format a message that you want

to be used for those people at The University of Akron.

6. Click on the Outside My Organization Tab.

7. Click in the checkbox for Auto-reply to people outside my organization.

Note: To only have an Out of Office reply sent as a reply to messages from

those at the University of Akron; simply uncheck the option for Auto-reply to

people outside my organization.

8. Select the radio button for either My Contacts only or Anyone outside my

organization.

9. Enter and format a message that you want to be used for those people outside of





10. You can create rules by using the Rules button.


Note: IMPORTANT. The Out of Office Assistant remains in effect until you turn it

off, unless you specified specific dates. To turn this option off, return to the Out of

Office Assistant box and select the option Do not send Out of Office auto-replies.




Lesson 4: Opening Messages

Opening Messages

Discussion

To open a message to read, simply double click on the message in the Inbox.

When, you open a message:.

When viewing messages in a conversation (several replies back and forth) you can now

quickly scroll through the messages. Each message is separated by a thin blue line

and a small amount of shading. If you move your mouse cursor over this area, you will

see the Next and Previous buttons. You can click on these buttons to move to the next

or previous message in a conversation.

Next & Previous

Message




Replying and Forwarding

To Reply to or Forward a message, click on the Reply, Reply All, or Forward button.

When you Reply or Forward a message, you will have access to the Ribbon. The

Ribbon is identical to the Ribbon that you use when creating a new message.




Attachments

If the message that you opened has an attachment, you will see the attachment in the

header information. Note that Outlook still blocks potentially unsafe attachments that

might contain viruses. To see a list of files Outlooks blocks by default, see Appendix E.

Also, you should only open or preview attachments unless you know it is from a trusted

source.

A message with an attachment appears as follows:

To open the attachment, double click on the attachment.

To preview an attachment:

1. Click once on the attachment and the following message may appear:

2. Click once on the Preview file button. You can also unselect the checkbox

below to prevent this message from appearing the next time you want to open a

similar attachment (same program).

3. The attachment will be previewed in the message window. To return to the

message, click once on the Message button.

Tip—Remove Attachment To reduce the size of an e-mail message with a large attachment that you want to save, you can remove the attachment from the message by right clicking over the attachment and selecting Remove. You can now file the message and not worry about the size of a large attachment.




Printing

To print an e-mail message, you have three options:

1. Use the keyboard command Ctrl + P.

2. Click on the File Tab on the Ribbon, Print Tab, and then make your selections

for printing.

3. Click on the Customize Quick Access arrow and select the option for Quick

Print to add the Quick Print button to the Quick Access toolbar. You can now

click on the Quick Print icon to send the item directly to the default printer.




Messages that Require Downloading

Due to increased security measures, newsletters or other information sources which

contain graphics from the Internet may appear similar to the screen below:

Notice that the pictures are blocked (by default) and each graphic is marked by a

placeholder.




Downloading Pictures in a Message

1. To download the pictures, click on the Information Bar. The Information Bar is

below the Ribbon and above the From address line.

2. Select the option for Download Pictures.




Deleting a Message

1. From the open message, click on the Delete button on the Ribbon.

2. You can also delete a message from the Inbox by clicking once to active it and

then click on the Delete button on the Ribbon.

Move the Message to a Folder

1. From the open message, click on the Move to Folder button.

From the list, select the folder that you want the message moved to.

2. You can also move a message from the Inbox by clicking and dragging the

message into the Navigation Pane and into the folder you desire.

Add a Category

1. From the open message, click on the Categorize button.

2. Select, from the list, the Category you want assigned to the message.




Add a Follow-Up

1. From the open message, click on the Follow-Up button.

2. Select, from the list, the time frame for this follow-up. To create a custom flag,

select the option for Custom.




Add Sender to Contacts

1. From the open message, right click over the name that appears in the From field.

2. Select the option for Add to Outlook Contacts.

3. Verify and fill in information for the Contact.

4. Click on the Save & Close button on the Ribbon.




Lesson 5: Contact Groups

In Outlook 2010 Distributions Lists are now called Contact Groups. Contact Groups

cluster individuals together, enabling the same message to be sent simultaneously to all

on the list rather than creating individual messages to each group member. Contact

Groups are created and stored in your Contacts folder.

Creating Contact Groups

1. To create a new Contact Group from the Inbox, select the New Items button

and then More Items. Finally, select the option for Contact Group:

2. Enter a name for the group in the Name field.

3. To add members, click on the Add Members button. To locate the

individuals using the Global Address Book, select the option for Address Book.

4. Save the new Contact Group by clicking on the Save & Close button.

Note: In the Contacts Folder, you can also add a new Contact Group. Click on the New

Contact Group button.




Using a Contact Group

1. Create a new e-mail message.

2. Click on the To button.

3. Below Address Book, use the arrow to expand the drop down list. From this list,

scroll upwards and look for the Address Book that says, Contacts.

4. Your Contacts will be listed in the frame. Look for the name of the Contact

Group. You can quickly identify a Contact Group because the icon in the left

column has two people’s heads and the entry is bold. For example:




5. Click once on the list name and click on the To, Cc, or Bcc field. Click on the

OK button to return to the message.

6. If you want to omit a member of a Contact Group from a particular message, click

on the plus sign to the left of the distribution name.

7. A warning will display. This will alert you that you cannot collapse the list once

you expand it to view the individual names. Click on the OK button.

8. Continue with the message and send as normal.




Send a Contact Group via E-mail

1. Create a new e-mail message.

2. Before you are ready to send the message, click on the Attach Item button

on the Insert Tab and then Outlook Item.

3. In the Look in frame, locate and click once on Contacts. Your Contacts will be

listed in the bottom frame.

4. Locate the Contact Group and select it.


6. The Contact Group has been attached.

7. The recipient will receive the e-mail message with attachment. If they want to

save the Contact Group for use, they need to double click on the attachment.

This will open the Contact Group form. Click on the Save & Close button.




Lesson 6: Rules

Discussion

Per Microsoft Help, a rule is an action that Microsoft Office Outlook takes automatically

on an arriving or sent message that meets the conditions that you specify in the rule.

You can choose many conditions and actions by using the Rules and Alerts Wizard.

Rules do not operate on messages that have been read, only on those that are unread.

Creating a Rule

1. On the Home Tab, click on the button and then Manage Rules and

Alerts.




2. Click on the button for New Rule.

3. In Step 1 (top frame), select the rule template that you want to use as a starting

point for your command.

4. In Step 2 (bottom frame), click on the underlined value to make your rule specific.




5. Click on the first set of underlined words. In this example, you would click on the

link for specific words.

For this example, you would enter specific words for this rule and click on the

Add button.

When finished adding words, click on the OK button.

6. Click on the next set of underlined word(s). In this example: you would click on

the folder where you want the messages with these word(s) in the subject to go.





7. The Rules Wizard displays again. Verify that your selections are correct in the

Step 2 frame.

8. Click on the Next button.

Now, you select the conditions that you want the message to meet for the rule to

apply. You will do this in Step 1: Select condition(s) which is the top frame.

After you make those choices, move to Step 2: Edit the rule description and

make any changes to what you previously did, if necessary.





Now, you select the actions that you want the rule to take when specified

conditions are met. You will do this in Step 1: Select action(s) which is the top

frame. After you make those choices, move to Step 2: Edit the rule description

and make any changes to what you previously did, if necessary.


Make any exceptions by using the top frame to make your selections.





In Step 1, enter a name for the rule.

In Step 2, check the box for Turn on the rule.

Click on the Finish button.

The Rule now displays.

12. Click on the Apply button.




Lesson 7: Maintenance

This lesson introduces you to processes that will help you with the overall maintenance

of Outlook 2010. The processes outlined in this section are:

► Mailbox Cleanup: Helps you focus your clean-up efforts.

► Deleting e-mail and the Deleted Items Folder: Help you decrease your

storage on the Exchange Server.

► Deleting Sent Items: Help you decrease your storage on the Exchange Server.

► Removing Large Attachments from E-mail Messages: Help you decrease

your storage on the Exchange Server.

► Creating a Spam Filter: Help you decrease your storage on the Exchange

Server and the clutter of spam messages in your Inbox.

► Creating Personal Folders: Allows you to create folders, off of the Exchange

Server, for organization purposes.

► Backing up your PST File: Backup your Personal Folders for retrieval in

emergency situations.

Discussion: Exchange Mail Quota Limits

There is a storage limit on the Exchange Server; each person has a maximum of

500MB. This includes Inbox items and their attachments, Contacts, Calendar items,

Tasks, as well as the items in the Deleted Items, Sent Items, and Junk Mail folders.

Once the limit is exceeded, no new mail is received and messages are bounced back to

the sender with an error message.

Overall, you have two options to free up space on the server.

Delete unneeded messages from the Inbox, Sent Items, Junk Mail and all related

sub-folders as well as empty the Delete Items folder.

Move messages to Personal Folders.




Mailbox Cleanup

Periodically, you should check the size of your Mailbox so you know when you need to

do some “housekeeping.” You can use the Mailbox Cleanup Option to help focus your

attention on the areas where you can free up space.

1. Click on the File Tab to go to Backstage View.

Note: There is now a visual representation of how much space you have left in

your Outlook quota.




2. Click on the Cleanup Tools button and then Mailbox Cleanup.

3. To view your folder sizes, click on the View Mailbox Size button.

On the Server Data tab, you will see the size of your Outlook Folders. By looking

at this list, you can determine where you need to focus your attention.




4. Click on the Close button to return.

From Mailbox Cleanup, in the second frame, you can search for old items

and for large items which is another great tool that can help you focus

your attention.

From the fourth frame, you can view and delete the Deleted Items folder

which is a quick way to reduce the size of your Mailbox.

Old and Large Items

Empty Deleted Items folder




Deleting E-mail & Deleted Items Folder

After you review and/or reply to a message, messages can be deleted. To delete a

message from the Inbox, select the message and:

Use the Keyboard shortcut of Ctrl + D

From the Ribbon, click on the Delete button

When you delete an item it is sent to the folder called Deleted Items. This does not

delete the item from the Exchange Server. If you want to remove this item from the

Exchange Server follow the steps below.

1. From the File Tab, click on Clean-up Tools button, Empty Deleted Items

Folder.

OR

2. Right Click over the Deleted Items folder in the Navigation Pane and select the

option for Empty Folder.




Deleting Sent Items

When you send an e-mail message, a copy of the message gets stored in the Sent

Items folder. These messages are included in your overall 500MB of space so it is a

good idea to go in periodically and delete unwanted sent messages.

1. From the Navigation Pane, click on the Sent Items folder .

2. All the Sent Items are listed and grouped by time frames.

3. To delete messages, click on the message and use the Delete button on the

ribbon.

OR

Drag and drop the message into the Deleted Items folder.

4. Return to the Inbox by clicking on the Inbox folder in the Navigation

Pane.




Removing Attachments

To reduce the size of an e-mail with a large attachment, that you want to save (store in

a public folder or in your Inbox), you can remove the attachment from the message.

1. From the open message, right click over the attachment and select the option for

Remove Attachment. (You can first save the file to another location by using the

Save As option first.)

2. When you close the message the following message will display:

3. Click on the Yes button to remove the attachment.




Creating Personal Folders

All messages are handled by the Exchange Server, this arrangement allows access to

mail via the Internet from any computer on or off campus. However, you do have the

500 MB limit.

As an alternative to storing mail on the server you can choose to store items on your

local computer’s hard drive by placing these in a Personal Folder. It is important to

keep in mind the following concepts when working with Personal Folders:

Personal Folders are NOT viewable via Outlook Web Access.

If the storage quota on the server approaches the maximum 500 MB, items can

be moved to Personal Folders to free up space on the server.

Personal Folders are available even when the network or mail delivery service is

down.

Personal Folders should only be stored on your local drive, DO NOT store

Personal Folders on a network drive.

Personal Folders are NOT backed up unless you do the back up.

Creating a Personal Folder

1. Go to the File Tab and click on the button for Account Settings, and then

Account Settings again.

Be sure that you are on the Data Files Tab.

2. If you want to learn more about data files, click on the Tell Me More button.




3. Click on the Add button.

4. Select the option for Office Outlook Personal Folders File (.pst). Click on the

OK button.

5. In the File name field, enter a name such as your last name. Do not remove the

file extension of .pst. Your file name should appear similar to the following:

lastname.pst





7. In the Name field, enter a name for the Personal Folder file. A good idea is to

use one’s own name (i.e. Sue Smith) or specify “Personal Folders” for the folder

name. Another option is to name the file, Personal Folder (Sue Smith), placing a

name after the indication of the type of folder.


9. The Data Files Tab displays again. Notice that there is now a listing for the

Personal Folders shown as a data store.

10. Click on the Close button.




11. You now have a Personal Folder created. In the Navigation Pane, look for the

folder you created (you name or Personal Folder- depending on what you named

it in Step 6).




Creating Sub-Folders

After you create your Personal Folder, you can create sub-folders that will help you

categorize mail messages. Sub-folders enable easy searching for messages, rather

than storing all messages in one giant space.

1. In the Navigation Pane, right click over the Personal Folder.

2. Select the option for New Folder.

3. Enter a name for the folder in the Name field.


5. Continue to create folders that will allow you to organize and store your e-mail

messages efficiently.




Moving Messages

1. After you create folders and sub-folders you can simple drag and drop messages

from the Inbox into your Personal Folders.

2. You can also right click over a message and select the option for Move, then

select folder from list.




Backing up your PST File

The Steps outlined in this section only need to be done one time. After you follow these

instructions and download the Add-In, you will then automatically be prompted to back

up your PST file every 30 days.

1. Click on the Start button, Control Panel, and then the Run Advertised

Programs button.

2. Locate MS Outlook 2003 Personal Folder Backup from the list in the Program

Name column.




3. Click on the Run button.


Select the radio button for I accept the License Agreement.






7. Click on the Finish button.




8. Go to the Add-Ins Tab on the Ribbon.

9. Click on the Backup button.

10. Click on the Option button.

11. In the Reminder area, change the value from the default 7 to 30 days.

12. In the Backup these personal folder files frame select those folders you want

to backup. Remember that you can have more than one set of personal folders.




13. In the File location frame, click on the Browse button. This location should be

your folder on the H drive.

14. Click on the Open button.

Verify that the File location is correct.





16. Click on the Save Backup button.





Lesson 8: Delegates

Discussion

A Delegate is a person that has rights to handle Outlook items on somebody’s behalf.

You set the specific permissions that the person will have for your Outlook Mail,

Calendar, Contacts, and so forth.

Set a Delegate

1. Click on the File Tab on the Ribbon and click on the button for Account

Settings.

2. Select the option for Delegate Access.




3. Locate the person, using the Add button.

4. In the Inbox field, use the down arrow to select what rights the Delegate will

have. For example:

Reviewer (can read items)

Author (can read and create items)

Editor (can read, create, and modify items)

5. If you want a confirmation e-mail sent to the Delegate after you complete the

process outlining their rights, select the checkbox; Automatically send a

message to delegate summarizing these permissions at the bottom of the

box. This is recommended.

6. Select OK after you have set your Delegate permissions.

The name of the Delegate should appear.

7. Select OK.

Tip—Delegates If you are a Delegate and need to open the Mail Folder, go to the File Tab, Open, Other Users Folder. Use the Open Other User’s Folders box to make selections. Click on the OK

button.




Lesson 9: Contacts

The Outlook component, Contacts, should be used as an Address Book of names,

conventional address, e-mail addresses, and other pertinent information for individuals

who are not part of the University of Akron community. If members of the University

community are entered into the Contacts folder, you will not be able to review these

people’s Calendars when setting up Meetings.

Contacts View

To open the Contacts folder, click on the Contacts icon or the Contacts banner

in the Navigation Page. When you open the Contacts folder,

you will see a window similar to the following:

The default view is the Business Cards view, but can be changed by using the

Current View frame in the Navigation Pane.




You can open a Contact by double clicking on the business card.

From the open Contact, you can send an e-mail message or create a meeting.

To do this, click on the E-Mail or Meeting buttons on the Contact Tab, in the

Communicate group, on the Ribbon.




Creating Contacts

1. From the Mail folder, click on the New Items button on the Ribbon (Home Tab)

and then Contacts. If you are in the Contacts folder, click on the New Contacts

button on the toolbar.

2. In the Full name field, enter the full name with Last Name first. If you prefer to

use a form, click on the Full Name button.

3. The File as field, will default, but you can override by using the down arrow.

4. Use the E-mail field to enter the Contact’s e-mail address.

5. Fill in any other information that you desire.

6. Click on the Save & Close button.




Appendix A: E-mail via the Web

When you do not have access to your local drive on your computer, you can still access

your Outlook e-mail via the Internet and via the Exchange 2007 Server. Please note

that that there are some differences in appearance and capabilities of the web-based

Outlook depending upon the browser used and the view selected by the user.

The following is a brief list of features that are not available via the Web-Access

(Internet) version of Outlook:

Tools, Options (the actual menu option is not available, but many of the options

can be found in Options)

Creation and usage of Delegates

Personal Folders

1. To reach the web-access version of Outlook begin by opening a browser. In the

address field, enter:

https://exchange.uanet.edu/exchange

https://exchange.uanet.edu/exchange




2. Enter your UANET ID in the User name field as well as your Password.

Note: The options under Security are defined as this by Microsoft:

This is a public or shared computer: Select this option if you use Outlook Web

Access on a public computer. Be sure to log off when you have finished using

Outlook Web Access and close all windows to end your session.

This is a private computer: Select this option if you are the only person who

uses this computer. Your server will allow a longer period of inactivity before

logging you off.

Note: The option for Use Outlook Web Access Light is defined as this by

Microsoft:

The Light client provides fewer features and it is sometimes faster.

Use the Light client if you are on a slow connection or using a

computer with unusually strict security settings. If you are using a

browser other than Internet Explorer 6 or later, you can only use Light

client.




3. Click on the Log On button.

4. You can manage your messages using the toolbar above the Inbox. You have

buttons that will allow you to create a new message, turn the Reading Pane on or

off, make each message a single line to conserve space, delete, move a

message, and check for new messages. If you have the Reading Pane turned

off, you will also see options for Reply, Reply to All, and Forward.

5. If you click on the New button, you will be able to add/create several Outlook

items.




6. If you have the Reading Pane turned on, you will have the Reply, Reply to All,

and Forward buttons available directly in the Reading Pane Preview, therefore,

there is no need to formally open a message to reply to the sender.

7. If you click on the Calendar banner in the Navigation Pane, you will advance to

your Outlook Calendar.




8. If you create a meeting, the Meeting Form opens.

When you need to determine a good time for all attendees, you can use the

Scheduling Assistant. Click on the Scheduling Assistant Tab.

You can adjust the time using the green and red bars, but you can also use the

right side pane, which provides a list of times that are good and the number of

attendees that the time works for. You can click on any of the time slots to

select.




9. You also have the ability to make some changes to how your Outlook Web

Access works. In the blue banner at the top of the Outlook Web window, click on

the button for Options in the top right corner.

In the Navigation Pane, you have several Options to click on that will present

new options in the right frame. Some of the features you have available are:

Messaging: Signatures, Message Format, Message Tracking, and

Reading Pane Options.

Spelling: Spelling Options and Language Settings

Calendar Options: Calendar Options, Reminder Options, Calendar Work

Week, and Automatic Calendar Processing.




Out of Office Assistant: Create a reply for inside the organization and a

different reply for outside the organization.

Rules: Create new rules or edit existing rules.

Junk E-Mail: Manage Safe Sender and Block Sender Lists.

Deleted Items: Empty Deleted Items at Sign-off and Recover Deleted

Messages.

10. Click on the Mail banner to return to the Inbox.

11. When you are finished using Outlook on the web, log off. To log off, click on the

Log Off button in the top right corner of the Outlook Web window.

Inside the

Organization

Outside the

Organization




Appendix B: Exporting Contacts from Outlook to Excel

Note: This export does NOT include Contact Groups.

1. In Outlook, go to the Backstage View by clicking on the File Tab. Then, click on

Open and then Import in the right frame.

2. Select the option for Export to a file. Click on the Next button.




3. Select the option for Microsoft Excel 97-2003. Click on the Next button.

4. Scroll through the list and click on Contacts. Click on the Next button.




5. Use the Browse button to open the Browse box. Use the Browse box to select

the location for where the file will be exported to. After you select a location, click

on the Next button.


7. You will see an Exporting screen showing you the progress of the export. When

the process is complete this screen will disappear, leaving you in Outlook once

again. Go to the location where you saved the file and open.




Appendix C: Exporting Excel Data into Contacts

Note: Process 1 only needs to be done once. Process 2, 3, and 4 need to be

completed each time new (additional) data is entered in the Excel spreadsheet and is to

be transferred to the “Special” Outlook Contacts folder.

Process 1: Creating Another (Special) Outlook Contacts Folder

1. From the menu choose File, New, Folder.

2. In the Name field, enter a name for the folder (such as SpecialContacts).

3. In the Folder contains field, use the down arrow to select the option for Contact

Items.




4. In the Select where to place the folder frame, select your Mailbox. It is typically

identified by the Mailbox- Last Name, First Name.


6. To locate the folder, click on the Folder List icon or Banner

at the bottom of the Navigation Pane.




Process 2: Creating and Saving Data in an Excel Spreadsheet

1. Create a Microsoft Excel file. Make certain to use the first row for the names of

the columns. For example FirstName, LastName, StreetAddress, City, State,

Zip, and E-mail.

Enter data into the spreadsheet.

2. Select the range to be sent to Outlook.

3. Click on the Name box to the left of the formula bar. Enter a name for the range

and press the Enter key.

4. Save the Excel workbook. You need to save the workbook as a Excel 97-2003

Workbook. To do this, go to the File Tab, Save As, Save As Type field, Excel

97-2003 Workbook.

5. Close Excel.




Process 3: Importing Data to a Special Outlook Contacts Folder

1. In Outlook, go to the Backstage View by clicking on the File Tab. Then, click on

Open and then Import in the right frame.

1. Select the option for Import from another program or file. Click on the Next

button.




2. Select the option for Microsoft Excel 97-2003. Click on the Next button.

3. Click on the Browse button. Locate the file that you previously saved in Excel.


4. After you select the file and return to the Import a File box, select the option for

Do no import duplicate items in the Options frame. Click on the Next button.




5. Locate and click on the new Contacts folder that you previously created. Click on

the Next button.

6. Click on the Map Custom Fields button to map the field names in your Excel file

to the fields Outlook uses in Contacts.

The left frame are the fields that you used in your Excel file. The fields in the

right frame are the fields that Outlook uses in Contacts.

If you scroll in the right frame you will see in the Mapped from column your field

names. The name fields mapped correctly as seen in the above example.




If you need to correct the mapping, drag your field from the left over the top of the

Microsoft Office Outlook field in the right frame. You may need to expand fields

in the right frame, for example, Business Address or Home Address to see all

fields.

Once your fields are mapped correctly, click on the OK button.


8. To see the Contacts, navigate to the Special folder. (In the Navigation Pane,

click on the Folder List icon or banner and then the Special Contacts folder will

display )




Process 4: Creating a Contact Group (Distribution List) in the Special Outlook Contacts Folder

1. In the Contact Folder, click on the New Contact Group button.

2. When selecting members (click on the Add Members button) use the Address

book down arrow to select the Special Contacts folder. The names from this

folder will display.

3. Continue to create a Contact Group.

4. Save the new Contact Group.

5. The Group will be saved in this new folder for future use.




Appendix D: Using VPN

You can run Outlook at home or when on the road (hotel) by using VPN (Virtual Private

Network), and this is typically done by those employees using a University Laptop. By

setting up VPN, this will allow you to connect to the University’s network.

Part 1: Setting up VPN

1. Instructions for setting up Virtual Private Network can be found at the following

website:

http://support.uakron.edu/wiki/index.php/VPN

2. Follow instructions for setting up VPN.

Part 2: Using Outlook via VPN

1. Connect to VPN (instruction are documented in the document referenced above).

2. Open Outlook as you do when you are on-campus.

http://support.uakron.edu/wiki/index.php/VPN




Appendix E: Attachments Blocked by Outlook

Per Microsoft Office Online, here is a list of file types that Outlook blocks by default.

File name extension File type

.ade Access Project Extension (Microsoft)

.adp Access Project (Microsoft)

.app ExecuTable Application

.asp Active Server Page

.bas BASIC Source Code

.bat Batch Processing

.cer Internet Security Certificate File

.chm Compiled HTML Help

.cmd DOS CP/M Command File, Command File for Windows NT

.com Command

.cpl Windows Control Panel Extension (Microsoft)

.crt Certificate File

.csh csh Script

.der DER Encoded X509 Certificate File

.exe ExecuTable File

.fxp FoxPro Compiled Source (Microsoft)

.gadget Windows Vista gadget

.hlp Windows Help File

.hta Hypertext Application

.inf Information or Setup File

.ins IIS Internet Communications Settings (Microsoft)

.isp IIS Internet Service Provider Settings (Microsoft)

.its Internet Document Set, Internet Translation

.js JavaScript Source Code

.jse JScript Encoded Script File





.ksh UNIX Shell Script

.lnk Windows Shortcut File

.mad Access Module Shortcut (Microsoft)

.maf Access (Microsoft)

.mag Access Diagram Shortcut (Microsoft)

.mam Access Macro Shortcut (Microsoft)

.maq Access Query Shortcut (Microsoft)

.mar Access Report Shortcut (Microsoft)

.mas Access Stored Procedures (Microsoft)

.mat Access Table Shortcut (Microsoft)

.mau Media Attachment Unit

.mav Access View Shortcut (Microsoft)

.maw Access Data Access Page (Microsoft)

.mda Access Add-in (Microsoft), MDA Access 2 Workgroup (Microsoft)

.mdb Access Application (Microsoft), MDB Access DaTabase (Microsoft)

.mde Access MDE DaTabase File (Microsoft)

.mdt Access Add-in Data (Microsoft)

.mdw Access Workgroup Information (Microsoft)

.mdz Access Wizard Template (Microsoft)

.msc Microsoft Management Console Snap-in Control File (Microsoft)

.msh Microsoft Shell

.msh1 Microsoft Shell

.msh2 Microsoft Shell

.mshxml Microsoft Shell

.msh1xml Microsoft Shell

.msh2xml Microsoft Shell

.msi Windows Installer File (Microsoft)

.msp Windows Installer Update

.mst Windows SDK Setup Transform Script





.ops Office Profile Settings File

.pcd Visual Test (Microsoft)

.pif Windows Program Information File (Microsoft)

.plg Developer Studio Build Log

.prf Windows System File

.prg Program File

.pst MS Exchange Address Book File, Outlook Personal Folder File (Microsoft)

.reg Registration Information/Key for W95/98, Registry Data File

.scf Windows Explorer Command

.scr Windows Screen Saver

.sct Windows Script Component, Foxpro Screen (Microsoft)

.shb Windows Shortcut into a Document

.shs Shell Scrap Object File

.ps1 Windows PowerShell

.ps1xml Windows PowerShell

.ps2 Windows PowerShell

.ps2xml Windows PowerShell

.psc1 Windows PowerShell

.psc2 Windows PowerShell

.tmp Temporary File/Folder

.url Internet Location

.vb VBScript File or Any VisualBasic Source

.vbe VBScript Encoded Script File

.vbs VBScript Script File, Visual Basic for Applications Script

.vsmacros Visual Studio .NET Binary-based Macro Project (Microsoft)

.vsw Visio Workspace File (Microsoft)

.ws Windows Script File

.wsc Windows Script Component

.wsf Windows Script File





.wsh Windows Script Host Settings File

.xnk Exchange Public Folder Shortcut




Appendix F: Quick Steps

Per Microsoft Outlook 2010 Help, Quick Steps is a feature that applies multiple actions

at the same time to email messages. This helps you quickly manage your mailbox.

The default Quick Steps in Outlook 2010:

Quick Step

Action

Move to Moves the message to a mail folder that you specify and marks the message as read.

To Manager Forwards the message to your manager.

Team E-mail Forwards the message to other in your team.

Done Moves the message to a specified mail folder, marks the message complete, and then marks it as read.

Reply & Delete Opens a reply to the selected message and then deletes the original message.

Create New Create your own Quick Step to execute any sequence of commands, name it, and then apply an icon to help you.




Change Existing Quick Steps

1. On the Home Tab, click on the More button in the Quick Steps group. Click on

the option for Manage Quick Steps.

2. In the left frame, Quick steps, click on the Quick Step that you want to modify.

For example, if you want to have the To Manage Quick Step go to your manager.

Select To Manager.

3. Click on the Edit button.

4. Complete the fields and click on the Save button.




Create a Quick Step

1. On the Home Tab, in the Quick Steps group, click on the Create New button.

2. The Edit Quick Step box:

3. In the Name field, enter a name for the new Quick Step.




4. Under Actions, use the drop down to select the action you want the Quick Step to

do.


6. The Quick Step will now be displayed in the Quick Steps group on the Home Tab

in Outlook Mail.

table of contents - university of akron · lesson 1: outlook 2010 mail interface open outlook 1. to...

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