Outlook 2010 tips

MICROSOFT OUTLOOK 2010Ten Tips for Outlook 2010

Tip #1: Adding Bcc Permanently

Open Outlook Choose “new email” as if you are about to

compose a new message Choose “options” from the top tabs Choose BCC and then close the email

message. (no need to save the message) The next time you open a new email to

compose, you will see the BCC icon

Tip #2: Changing the Color Scheme

Open Outlook Go to File/Options From the Color Scheme dropdown box on the

right side choose a color There are three color schemes to choose from:

Blue (light blue) Silver (pale color) Black (looks dark grey)

FYI: If you change your color scheme in Outlook, it will change for all the other Office applications (Word, PP, Excel, etc)

Tip #3: Desktop Alert Settings

Desktop alerts (email title, sender, and first 2 lines of email) will appear in the bottom right corner of your computer

How to edit transparency and time limit: File/Options/Desktop Alert Setting

You can set the transparency/duration How to turn off desktop alerts:

File/Options Under Desktop Alert Settings – uncheck the box that

says “Display a Desktop Alert” FYI: If you are using Outlook on your laptop, be sure to close

Outlook before teaching from your laptop. If desktop alerts are turned on then email notifications will appear on your Promethean Board over your flipchart.

Tip #4: Adding a Signature Go to File/Options/Mail (on the left side) Click “Signatures” icon on the right side Click “New” and type your name in the popup

box Type in your name and title/change

font/change color of font in the box below your signature

You can add a hyperlink or picture using the icons on the toolbar

Be sure to choose your name from the dropdown boxes on the top right side so your name appears automatically

Click OK on the bottom right corner when finished

Tip #4: Adding a Signature

How to add your signature to all emails as

default.

Tip #5: Adding District Groups Choose “Contacts” icon from the bottom left

corner. Choose “Add New Group” Title your group and choose “add member” Choose “from address book” on the dropdown box You will see the district address book where you

can search for members by name Double click their name to add them to the

“member” box located at the bottom of the popup Do NOT close until you have all the names of the

members you want to add Don’t forget to SAVE! (top left corner)

Tip #6: Adding Skyward Groups

Export an excel file of your parent names and emails Open the Excel document, delete the parent name or

student name cell (you can only have one name field) Copy the name and email cells (Ctrl + C = copy) Open Contacts, choose add new group, then choose add

members from address book In the “members” box paste the names/emails you just

copied from Excel (Ctrl + V = paste) You can click on each member and from their contact

box choose “add to Outlook contact” to be able edit their information. Don’t forget to SAVE! (top left)

FYI: If you need one on one assistance, please contact your Instructional Technology Specialist.

Tip #7: Adding Stationery Open Outlook/Choose File/then Options/then Mail Choose Stationery and Fonts from the right side Click on the “Themes” tab in the top left corner Scroll through the list to see what stationery

(background) you would like. (the ones that have the word “stationery” in the ( ) are backgrounds)

You should be able to see the background when you click on it

Choose OK to save Next time you open a new email message you will

see your new theme/background

Tip #7: Adding Stationery

# 1

# 2…choose the stationery you like

# 3…choose OK to save

Tip 8: Quick Access Toolbar The quick access toolbar allows you to add tools

that you use on a regular basis to your toolbar The toolbar appears above your ribbon or can be

moved below the ribbon

Click the dropdown arrow to

add tools to the toolbar.

This is your Quick Access Toolbar

Tip #9: Sharing your Calendar

Click on the Calendar icon on the bottom left corner

Choose the “Share Calendar” icon from the toolbar

Enter the email address of whom you would like to share

You can choose what availability you would like to share...availability only, limited details, or full details

Once the shared calendar is opened from email it will appear next to your calendar

With shared calendars you can choose to display them next to your calendar or not by placing a check mark in the box next to the person’s name who shared with you

Tip #9: Sharing your Calendar

All Shared Calendars will appear in the

navigation pane to the left of

your calendar. Click in the box

next to the shared calendar name to make

it appear on the page.

Tip #10: Appointments vs. Meetings

Calendar appointments are how you add events to your calendar that involve NO invitations to anyone else

Calendar meetings are used when you want to invite someone via email to a scheduled meeting

Click on “New Appointment” or “New Meeting” to get started

Follow the prompts on the screen Don’t forget to SAVE before you close

Tip #10: Appointments vs. Meetings

Appointments:• Fill in subject/location/start

time/end time• You can add notes also.• Don’t forget to click SAVE in the

top left corner.

Meetings:• Fill in To/subject/location/start

time/end time• You can add notes also.• When finished, choose SEND