User GuideOutlook 2010Mail, Calendar, Contacts, Notes & TasksIT Training(818) SUN IT Training YouTube Channelhttp://www.youtube.com/user/CSUNInfoTech
Table of ContentsIntroduction . 1Managing Your Exchange Mailbox . 1Best Practice Using Microsoft Outlook Exchange . 1Determining Mailbox Folder Size . 1Getting Started . 2Launching Outlook . 2Outlook 2010 Window . 3Navigation Pane . 4Outlook 2010 Mail Folder . 6Previewing Mail Messages . 6Opening Mail Messages . 6Creating Signatures. 6Using the Global Address List (GAL) . 8Creating a Mail Message .10Adding Mail Attachments .12Recalling Sent Messages .12Auto Reply Using the Out of Office Assistant.13Personal Outlook Address Book .16Personal Folders in Outlook .18Creating a Personal Folder (.pst file) .19Accessing Junk Mail Options .22Archiving Mail .23Outlook 2010 Calendar .25Outlook 2010 Calendar Window .25Choosing a Calendar View .26Viewing a Specific Date .26Sizing the Calendar .26Creating New Appointments .27Creating a New Meeting Request .28Recurring Appointments/Meetings .29Outlook 2010 – Mail, Calendar, Contacts, Notes & TasksPage i
Assigning Categories .30Rename &Customize Predefined Categories .32Adding a New Category.33Deleting a Category.33Outlook Calendar Symbols .34Sharing a Calendar Folder .35Opening and Viewing a Shared Calendar .35Modifying Shared Calendar Folder Permissions .36Outlook 2010 Contacts Folder .38Creating a New Contact .38Creating a Secondary Contacts Folder .40Sharing the Contacts Folder .42Opening a Shared Contacts Folder .43Removing Shared Contacts Folder Permissions – Owners .44Outlook 2010 Tasks Folder .45Creating a New Task .45Assigning a Task Request .46Accepting or Declining a Task Request .47Sharing a Task Folder .48Opening Shared Tasks Folder .49Modifying Shared Task Folder Permissions.50Outlook 2010 Notes Folder .51Creating a Note .51Changing a Note’s Category .52Sharing the Notes Folder.53Open Shared Notes Folder .54Modifying a Shared Note Folder Permissions .54Office Outlook Web (OWA) .54Internet Explorer Security .54Logging in to Outlook Web Access (OWA) .55Using the OWA Mail Folder .58Using the OWA Calendar Folder .59Using OWA Contacts Folder .60Outlook 2010 – Mail, Calendar, Contacts, Notes & TasksPage ii
Using OWA Tasks Folder .60Outlook 2010 Folder Permission Levels .61Training and Support .62IT Training .62Outlook 2010 – Mail, Calendar, Contacts, Notes & TasksPage iii
INTRODUCTIONMicrosoft Outlook is the official email and calendaring program for staff and faculty. There aremany helpful features in Outlook Exchange 2010. This document covers the basic concepts ofusing the program and focuses on using Mail, Calendar, Contacts, Notes and Task Folders ofOutlook 2010 Exchange to organize your workday. This includes creating items within thedifferent folders of Outlook, sharing folders and assigning permissions for shared folders.MANAGING YOUR EXCHANGE MAILBOXManaging your mailbox is very important to help maximize campus resources and to ensure thatthe mailbox containing the Mail, Calendars, Contacts, Tasks and Notes Folders, does notexceed the 500mb quota limit. The Mail folder should be monitored daily as email, voice mailmessages and attachments often use large amounts of space.Best Practice Using Microsoft Outlook ExchangeFollowing best practices will help you:o Organize your mailbox by using a system that is meaningful to youo Move items from your Inbox to your organized folders DAILYo Empty Deleted Items and Junk E-Mail folders DAILYThe items in the Mail, Calendar, Contacts, Tasks and Notes folders contribute to the500mb quota provided with the Exchange Mailbox.Local folders that you set up are located on your hard drive and are not available viaOutlook Web Access.Determining Mailbox Folder Size1. To determine the space used in a mailbox, right-click the desired mailbox and select theData File Properties option. Figure 1.Figure 1 – Mailbox ShortcutOutlook 2010 – Mail, Calendar, Contacts, Notes & TasksPage 1
2. Select the Folder Size button.3. The Folder Size window displays Total Size (including subfolders) and subfolderbreakdown. Figure 2.Figure 2 – Folder Size WindowGETTING STARTEDLaunching Outlook1. Select the Start button on the Taskbar at the bottom left corner of your Windowsscreen.2. Select All Programs.3. Select Microsoft Office.4. Select Microsoft Outlook 2010.5. Select the Mailbox – Your Name to display the Mailbox – Your Name – OutlookToday window. Figure 1.Outlook 2010 – Mail, Calendar, Contacts, Notes & TasksPage 2
Figure 1 – Microsoft Outlook – Outlook Today ViewOutlook 2010 WindowThe Outlook window for the Mail, Calendar, Contacts, Tasks and Notes folders are similarin that they contain the Standard Toolbar, a Navigation Pane, and a Viewing Window.Each window provides different viewing options specific to the folder. Below is the Mail Folder- Inbox display window (see Figure 2) along with a close-up of The Ribbon and Tab options.Figure 3.Figure 2 – Inbox – Microsoft Outlook 2010Outlook 2010 – Mail, Calendar, Contacts, Notes & TasksPage 3
1.2.3.4.The Ribbon – Tools for use with Outlook 2010. The Ribbon is new to Outlook 2010.Navigation Pane – Shortcuts to Folder List and Outlook folders.Viewing Pane – Displays the contents of the selected folder.Reading Pane – Displays the contents of the selected item without opening aseparate window.Figure 3 - The RibbonNOTE: One major change for Outlook 2010 from Outlook 2007 is that the Microsoft Officebuttonhas been replaced by a File tab. Although different in look, the function of the tab isthe same as the button. If you were using versions previous to 2007, this tab has the functionsnormally found in the File menu on the old style toolbar.Navigation PaneThe Navigation Pane, located on the left side of the Outlook window, provides shortcut accessto the folders in your mailbox. Selecting a folder displays its contents in the window above.Figure 3 displays the Mail folder.Outlook 2010 – Mail, Calendar, Contacts, Notes & TasksPage 4
Figure 3 – Navigation Pane1.2.3.4.5.6.7.Mail Folder: Mail is composed, sent, received and read.Calendar Folder: Appointments and meetings are created and viewed.Contacts Folder: Contains contact information not available in the Global Address List.Tasks Folder: Tasks are created, sorted, tracked and assigned.Notes Folder: Electronic post-able notes are created and viewedFolder List: Displays the folder structure in a hierarchical format.Shortcuts: Area to create and view additional shortcuts.Outlook 2010 – Mail, Calendar, Contacts, Notes & TasksPage 5
OUTLOOK 2010 MAIL FOLDERThe Outlook 2010 Mail Folder contains the mail subfolders used to assist the user inorganizing the contents of the Inbox. In addition to the Inbox and the default provision ofsubfolders, users can create additional subfolders for organizing email. The Deleted Itemsand the Junk E-mail folders should be emptied on a daily basis.Previewing Mail Messages1. To preview a message, select the View tab.2. Select the Reading Pane button; select the Right or Bottom option to place thepreview to the right of bottom of the screen. Figure 1.3. Highlight the message to preview.4. Content displays in the Reading Pane.Figure 1 – Reading Pane SelectionOpening Mail Messages1. To open a message in a separate window, double-click the message.2. To close the message, select the Close icon in the upper-right corner of the messagewindow.Creating SignaturesCustom signatures display name, contact information or general information to the body of anemail. You can create multiple signatures for different uses.To create a signature line:1. From the File tab, select Options. The Outlook Options window displays. Figure 2.Outlook 2010 – Mail, Calendar, Contacts, Notes & TasksPage 6
Figure 2 – Outlook Options – Signature2. From the left hand navigation pane, select Mail.3. Select the Signatures button from Create or Modify signatures for messages line.The Signatures and Stationary window displays. Figure 2b.Figure 2b – Signatures and Stationary Window4. Select the New button.5. In the New Signature dialog box, , enter the name for the new signature.Outlook 2010 – Mail, Calendar, Contacts, Notes & TasksPage 7
6. Select the OK button. The name now appears in the Select signature to edit box inthe upper left corner.7. In the Edit signature field, enter the text that you want to include in the signature. Usethe format toolbar to format your signature.8. To add elements besides text, place the cursor where you want the element to appear,click or select, and then do any of the following:Figure 3 – Signature Elements (from MS.com)9. To include your signature in all new messages, under the Choose default signaturecategory select the down arrow in the New messages field and select the signature toinclude.10. Select OK to complete the signature.Inserting a Signature ManuallyIf you have created multiple signatures and want to choose a signature to go with your email,you can insert the selected signature when you open a new message. To do this:1. In a new message, from the Message tab, in the Include group, select Signature.2. Select the applicable signature name.NOTE: To remove a signature from a message, select the signature in the message body, andthen select the Delete key on your keyboard.Using the Global Address List (GAL)What is the Global Address List (GAL)?The GAL is a list of CSUN Exchange users that is globally accessible by all Exchangeusers.The GAL is listed in the Address Book field when a new message window opens.1. With a new message window open, on the Message tab, in the Names group, selectAddress Book .Outlook 2010 – Mail, Calendar, Contacts, Notes & TasksPage 8
Figure 5 – Address Book2. The Select Names: Global Address List window displays (Figure 6) where you can enter aname in the search field to find the person you are looking for.Figure 6 – Global Address List3. Select the name in the Name field and then select the To, CC, or Bcc button to includethe selected name in the appropriate distribution.Information Technology can set up distribution groups (groups of email addresses) bydepartment or project to improve productivity and communication. Users can also createtheir own distribution groups from the Contacts tab within Outlook.Restrictions can be placed on distribution groups so only certain users are allowed tosend to it.To view the members of a distribution group, right-click a group list, and selectProperties. The Properties window displays the members.Outlook 2010 – Mail, Calendar, Contacts, Notes & TasksPage 9
Creating a Mail Message1. From the Home tab, select the New E-mail command icon.Figure 7.Figure 7 – New E-mail Button2. The Untitled – Message (HTML) window displays. Figure 8.Figure 8 – New – Untitled – Message (HTML) Window3. In the message window, select the To or Cc button to add names from the GAL orother contact list. Separate names with a semi-colon.4. In the Select Names: Global Address List window, enter and search for a name.Names are typically listed last name, first.5. Once found, select the To - , Cc - , or Bcc - button to place the address in theproper location. Figure 9.Outlook 2010 – Mail, Calendar, Contacts, Notes & TasksPage 10
Figure 9 – Select Names: Global Address Window6. Once all the email recipients are added, select the OK button.7. In the message body, enter your message.8. Select the Send button to send the message. Figure 10.Figure 10 – Send ButtonOutlook 2010 – Mail, Calendar, Contacts, Notes & TasksPage 11
Adding Mail Attachments1. On the Message tab, in the Include group, select Attach File to add documents,spreadsheets, photos, etc. or, to attach an Outlook item such as a Business Card,Calendar or Outlook Item, select Attach Item.2. Locate and select the file to attach.3. Select Insert.4. Complete the message and select the Send button.Figure 11 – Message w/AttachmentRecalling Sent MessagesThere may be times where you send an email message and want to retrieve it. Exchange2010 has an option to recall messages. However, there are several caveats:The recipient must be an Outlook Exchange user.Message must be unread.Copy of message may be saved on e-mail server.To Recall a Message:1. Select the Sent Items folder.2. Open the message you wish to recall.3. With the message open, select Actions Recall This Message. Figure 12.Outlook 2010 – Mail, Calendar, Contacts, Notes & TasksPage 12
Figure 12 – Actions4. Choose to either Delete unread copies of this message or Delete unread copiesand replace with a new message.5. Check or uncheck the Tell me if recall succeeds or fails for each recipient box asdesired, Figure 13.Figure 13 – Recall This Message Options6. Select the OK button.7. If you choose to replace the email, enter your new message and select Send.Auto Reply Using the Out of Office Assistant1. From the File tab, select Automatic Replies. Figure 14.Outlook 2010 – Mail, Calendar, Contacts, Notes & TasksPage 13
Figure14 – File Automatic Replies Option2. In the Automatic Replies window, Do not send automatic replies is the defaultsetting. Figure 15.Figure 15 – Automatic Replies Window #13. To send and automatic reply while you are away, select the Send automatic repliescheck box and then select the Only send during this time range: check box4. The Start time: and End time: fields activate and allow you to specify the Start andEnd dates and times for your automatic reply. Figure 16.Outlook 2010 – Mail, Calendar, Contacts, Notes & TasksPage 14
Figure 16 – Out of Office Assistant Activated5. Automatically reply once for each sender with the following messages: allowsyou to create a response for incoming messages receive
Outlook 2010 – Mail, Calendar, Contacts, Notes & Tasks Page 3 Figure 1 – Microsoft Outlook – Outlook Today View Outlook 2010 Window The Outlook window for the Mail, Calendar, Contacts, Tasks and Notes folders are similar in that they contain the Standard Toolbar, a Navigation Pane, and a Viewing Window. Each window provides different viewing options specific to the folder.
Outlook 2013, Outlook 2016, or volume-licensed versions of Outlook 2019 Support for Outlook 2013, 2016, and volume-licensed versions of Outlook 2019 ends in December 2021. To continue using the Outlook integration after the end of 2021, make plans now to upgrade to the latest versions of Outlook and Windows. Outlook on the web
Outlook 2003 with Exchange 2010 still gives an excellent email experience and the improvements made in Outlook 2007, Outlook 2010 and Outlook 2013 are relatively minor. Outlook 2003 was the first version of Outlook capable of connecting to an Exchange server over the Internet, as opposed to an Exchange server located on the same LAN.
Outlook 2016 Setup Instructions Page 1 of 18 How to Configure Outlook 2016 to connect to Exchange 2010 Currently Outlook 2016 is the version of Outlook supplied with Office 365. Outlook 2016 will install and work correctly on any version of Windows 7, Windows 8 or Windows 10. Outlook 2016 won't install on Windows XP or Vista.
o Microsoft Outlook 2000 o Microsoft Outlook 2002 o Microsoft Outlook 2003 o Microsoft Outlook 2007 o Microsoft Outlook 2010 o Microsoft Outlook 2013 o Microsoft Outlook 98 o Microsoft PowerPoint 2000 o Microsoft PowerPoint 2002 – Normal User o Microsoft PowerPoint 2002 – Power User o Microsoft PowerPoint 2002 – Whole Test
User Setup Guide for Outlook (2010) Note: This setup guide is for Outlook 2010. Account configuration may look differently on other versions of Outlook. However, the configuration settings provided in this guide will function for any version of Outlook. The following guide will walk you through several easy steps to configure Outlook to work .
For users with Outlook 2010 and Exchange 2010 on Windows, use the Amazon Chime Add-In for Outlook on Windows. Supported Outlook versions: Microsoft Outlook 2010 Outlook 2013 Outlook 2016 Supported Exchange versions: Office 365 On-premises Exchange Downloading Amazon Chime. Amazon Chime User Guide. Amazon Chime User Guide.
Outlook Integration with Salesforce Page 1 of 19 Outlook Integration with Salesforce This guide will help you set up the Outlook Integration add-in, which replaces the Salesforce for Outlook app you may be familiar with, within Outlook and Outlook on the Web to connect to Salesforce, and show you how to log emails, events and meetings to Salesforce.
The API commands in this guide are applicable to the Polycom RealPresence Group 300, Polycom RealPresence Group 500, and Polycom RealPresence Group 700 systems.