Outlook Mail 2010 (New User)
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
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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
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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.
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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
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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.
Tip – Open a
File
The shortcut
CTRL + O
will display
the Open
dialog box.
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
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Lesson 1: Outlook 2010 Mail Interface
Open Outlook
1. To open Outlook, double click on the Outlook button on the desktop
once on the Outlook icon on the quick launch toolbar
or click
in the task pane.
2. When Outlook 2010 is opened, this is the window that is displayed.
The Ribbon
Navigation
Pane
To-Do
Bar
Messaging Pane
AKA: Inbox
Reading Pane
Note: You have an email quota of 500MB.
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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:
Groups
The Ribbon in Outlook Calendar 2010:
Groups
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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).
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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.
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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.
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6. Click on the Rename
The University of Akron
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.
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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.
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14. Continue to select a Group and add Commands as desired.
For example:
Custom Tab
Custom Group
Commands
Custom Group
Commands
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.
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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
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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.
Minimize
Maximize
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.
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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
Appointment Section
Task Input Panel
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.
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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.
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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)
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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%.
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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.
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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.
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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).
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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.
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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.
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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.
You can open the Global Address book by using the Address Book button.
Names
Include
Tags
Zoom
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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.
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.
Opens Zoom dialogue box.
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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.
Inserts a Microsoft Office Word Table.
Inserts Pictures, ClipArt, Shapes (squares, circles, lines, arrows, etc), SmartArt, or
Charts.
Inserts Hyperlinks or Bookmarks into your message.
Inserts Text boxes and Word Art. Also, you can use the Quick Part button to insert
reusable pieces of content.
You can insert Symbols such as ©, ☺, ☼, and other symbols you have previous
added using an Office program.
Tables
Illustrations
Links
Text
Symbols
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.
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.
You can add the restriction of not allowing message to be forwarded.
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.
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.
Show Fields
Permission
Tracking
More Options
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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.
Choose between HTML, Plain Text or Rich Text.
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.
You can use the Bullets, Numbering, Indent, Alignment, Fill, and Table buttons.
Use the Styles Gallery to see what selected text will look like if that style is selected.
Click on a style to apply.
Find specific text and if necessary replace that text with new text.
Format
Font
Paragraph
Styles
Editing
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
Language
Use this group to review the message with spell check.
Use the Translate button to do basic word translations.
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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.
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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.
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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.
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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).
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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.
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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.
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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.
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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.
1. From the open message, go to the Options Tab.
2. In the Format
Text.
group, make a selection for HTML, Plain Text, or Rich
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.
1. From the open message, go to the Options Tab.
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.
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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.
1. From the open message, go to the Options Tab.
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.
1. From the open message, go to the Options Tab.
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.
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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
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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.
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Spell Checker
1. Create the e-mail message.
2. Prior to sending the message, click on the Spelling
Tab.
button on the Review
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.
6. Click on the OK button.
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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.
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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.
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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
The University of Akron.
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10. You can create rules by using the Rules button.
11. Click on the OK 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.
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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
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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.
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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.
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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.
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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.
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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.
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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.
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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.
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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.
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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
and then More Items. Finally, select the option for Contact Group:
button
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
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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:
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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.
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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
on the Insert Tab and then Outlook Item.
button
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.
5. Click on the OK button.
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.
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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
Alerts.
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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.
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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.
Click on the OK button.
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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.
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9. Click on the Next button.
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.
10. Click on the Next button.
Make any exceptions by using the top frame to make your selections.
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11. Click on the Next button.
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.
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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.
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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.
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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.
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4. Click on the Close button to return.
Old and Large Items
Empty Deleted Items folder
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.
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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.
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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
ribbon.
OR
Drag and drop the message into the Deleted Items
4. Return to the Inbox by clicking on the Inbox folder
Pane.
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button on the
folder.
in the Navigation
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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.
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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.
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3. Click on the Add
The University of Akron
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
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6. Click on the OK button.
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.
8. Click on the OK button.
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.
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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).
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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.
4. Click on the OK button.
5. Continue to create folders that will allow you to organize and store your e-mail
messages efficiently.
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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.
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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.
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3. Click on the Run button.
4. Click on the Next button.
Select the radio button for I accept the License Agreement.
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5. Click on the Next button.
6. Click on the Next button.
7. Click on the Finish button.
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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.
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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.
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15. Click on the OK button.
16. Click on the Save Backup button.
17. Click on the OK button.
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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.
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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.
Tip—Delegates
The name of the Delegate should appear.
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.
7. Select OK.
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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.
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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.
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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.
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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
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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.
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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.
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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.
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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.
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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.
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Out of Office Assistant: Create a reply for inside the organization and a
different reply for outside the organization.
Inside the
Organization
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
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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.
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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.
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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.
6. Click on the Finish 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.
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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.
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4. In the Select where to place the folder frame, select your Mailbox. It is typically
identified by the Mailbox- Last Name, First Name.
5. Click on the OK button.
6. To locate the folder, click on the Folder List icon
or Banner
at the bottom of the Navigation Pane.
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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.
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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.
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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.
Click on the OK button.
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.
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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.
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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.
7. Click on the Finish 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 )
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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.
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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.
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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
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File name extension
File type
.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
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File name extension
File type
.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
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File name extension
File type
.wsh
Windows Script Host Settings File
.xnk
Exchange Public Folder Shortcut
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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.
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Change Existing Quick Steps
1. On the Home Tab, click on the More
the option for Manage Quick Steps.
button in the Quick Steps group. Click on
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.
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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.
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4. Under Actions, use the drop down to select the action you want the Quick Step to
do.
5. Click on the Finish button.
6. The Quick Step will now be displayed in the Quick Steps group on the Home Tab
in Outlook Mail.
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