Outlook 2010 Quick Reference
CREATE AND ADD A SIGNATURE
MAIL
CREATE A NEW MESSAGE
1.
2.
3.
4.
5.
6.
On the Home tab, click New E-mail (in the
New group).
Address the message.
Enter a Subject for the message.
Type the message.
To add an attachment, click Attach File (on
the Message tab).
Click Send.
1.
2.
3.
4.
5.
6.
Select the File tab and select Options.
Select Mail.
Within the settings area, click the
Signatures button.
Click New to add a new signature, type the
name of the signature and enter the
necessary information within the Edit
Signatures section.
Repeat step 4 to create additional
signatures.
Specify the default signature to use for new
messages and replies under the “Choose
default signature” heading.
8.
OUT OF OFFICE ASSISTANT
1.
2.
3.
INSERT A SCREENSHOT
1.
2.
3.
Create a new email message. Address
and add text to the body of the message.
Click the Insert tab and click the
Screenshot button.
All open windows display. Click on the
window you wish to paste into the email
message.
click Signatures (on the Messages tab) and
select the desired signature.
Note: Signatures are not maintained across
clients. Therefore, you must create a
signature when using another email client
(i.e. Outlook Web App).
4.
5.
6.
Select the File tab and select Automatic
Replies.
Select Send Automatic Replies.
Option: Select Only Send During this time
range checkbox to schedule your out of
office replies. If a start and end date are not
specified, auto replies are sent until the Do
Not Send Autoreplies checkbox is
selected.
Messages can be specified for Inside my
Organization (University of Akron) and
Outside my Organization.
Enter the message to be used.
Click OK.
OPEN OR SAVE AN ATTACHMENT
1.
2.
INSERT A SCREEN CLIPPING
1.
2.
3.
4.
Create a new email message. Address
and add text to the body of the message.
If multiple windows are open, click the
window you wish to clip.
Click the Insert tab and click the
Screenshot button. Select the option for
Screen Clipping.
The window opened in Step 2 will display
and will be opaque. Drag select the part of
the window you want pasted in the email.
3.
4.
5.
7.
To change the signature (from the default)
for a specific message, when creating a
new message or replying to a message,
Select the email with the attachment.
Right-click on the attachment icon in the
Reading Pane.
Select Save All Attachments and click
OK.
Specify the location to save the file.
Note: To remove an attachment, use the
same right-click menu but select Remove
Attachment.
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Outlook 2010 Quick Reference
MAIL
TO DO BAR
ADD SENDER TO CONTACTS
1.
CREATE A FOLDER
1.
2.
3.
4.
5.
Click the Folder tab.
In the New group, click New Folder.
Enter a name for the folder.
In the Select where to place folder list,
click the location for the new folder.
Click OK.
2.
3.
4.
1.
2.
From the open message, click the Move
button and select the folder from the list or
select Other Folder if the folder is not
listed and then select the folder from the
display.
You can also move a message from the
Inbox by clicking and dragging the
message into the Navigation pane and the
folder you desire.
2.
1.
2.
3.
Open the message.
Click Meeting (on the Messages tab).
A meeting request opens. Specify the
meeting details and click Send.
ADD A FOLLOW-UP
1.
2.
3.
From the open message, click Follow-up.
Select, from the list, the time frame for
follow-up.
To create a custom flag, select Custom.
Select the View tab.
Click the To Do drop-down and select
Calendar. This will display a calendar and
list of upcoming appointments in the right
navigation frame.
For an open message:
•
Click Categorize and select, from the
list, the Category to assign the
message.
For a message in the Inbox or any message
list:
•
Right-click the message, point to
Categorize, and click the color
category.
RENAME A CATEGORY
1.
CREATE A MEETING FROM A MESSAGE
1.
2.
ASSIGN A COLOR CATEGORY TO A
MESSAGE
MOVE A MESSAGE TO A FOLDER
1.
From the open message, right-click over the
name that appears in the From field.
Select Add to Outlook Contacts.
Verify and fill in information for the contact.
Click Save.
2.
3.
4.
5.
6.
On the Home tab, click Categorize (in the
Tags group).
Click All Categories.
The Color Categories dialog box displays.
Select the checkbox next to the color
category you wish to assign.
Click Rename to rename the category.
Click OK.
DESKTOP ALERT SETTINGS
1.
2.
3.
4.
Select the File tab and select Options.
Select Mail.
Within the settings area, click the Desktop
Alert Settings button.
Set the options you wish to use.
READING PANE OPTIONS
1.
2.
Select the View tab.
Click the Reading Pane drop-down and
select either Right, Bottom or Off to
specify the location of the reading pane.
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Outlook 2010 Quick Reference
CALENDAR
3.
4.
CREATE A NEW APPOINTMENT
•
On the Home tab, click New Appointment
(in the New group).
OR
•
6.
Right-click a time block in your calendar
grid and click New Appointment.
7.
OR
•
5.
Press CTRL + N
Click the Scheduling Assistant button on
the Meeting tab.
Enter the names of the people you wish to
invite or click Add Attendees and search
for the individuals to invite.
View the availability of the meeting
attendees.
To schedule a room, click the Add rooms
button and locate the room and its
availability.
When finished, click Send.
UPDATE A MEETING
1.
2.
3.
4.
Double click the meeting to open it.
Make the necessary changes.
Click Send Update.
A notice will be sent to the attendees with
the changes highlighted.
EMAIL ATTENDEES
1.
2.
Double click the meeting to open.
Click the down arrow of the Contact
Attendees button (on the Meeting tab) and
select New Email to Attendees.
MAKE A MEETING RECURRING
1.
2.
With the meeting already opened, click the
Recurrence button on the Meeting tab.
In the Recurrence pattern time frame, make
your selections for when this meeting
should occur.
TRACK MEETING RESPONSES
1.
2.
3.
Double click on the meeting to open.
Click the Tracking button on the Meeting
tab.
Select the option View Tracking Status.
DELETE A MEETING
1.
2.
3.
4.
Double click the meeting to open.
Click Cancel Meeting.
Click on the Send Cancellation button.
The attendees will receive a notice, via
email.
CREATE A NEW MEETING
1.
2.
Use one of the following methods to enter a
new meeting:
• Click New Meeting (on the Home tab)
• Right-click a time block and select New
Meeting Request
• Press CTRL + SHIFT + Q
• Initiate an appointment and click Invite
Attendees on the ribbon
Enter the information for the meeting.
3.
Click OK.
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Outlook 2010 Quick Reference
CONTACTS
CREATE A NEW CONTACT
1.
2.
3.
4.
Click the Contact icon in the Navigation
bar.
Click New Contact on the Home tab (in the
New group).
Enter the contact details.
Click Save & Close.
USING A CONTACT GROUP
1.
2.
3.
4.
Create a new email message.
Click the To button.
Click the drop down below Address Book
and select Contacts.
Your Contacts will be listed. Contact
Groups are identified by an icon with two
people’s heads and the entry is bold.
EDIT A CONTACT
1.
2.
3.
Double click the contact name you wish to
edit.
Edit and make changes.
Click Save & Close.
5.
6.
7.
Select the Contact Group.
Click OK.
To omit a member of the Contact Group
from a particular message, click the plus
sign to the left of the distribution name.
8.
9.
A warning message displays. Click OK.
Continue with the message and send as
normal.
CONTACT GROUPS
1.
2.
3.
4.
5.
6.
Click the Contact icon in the Navigation
bar.
Click New Contact Group on the Home
tab (in the New group).
Enter a name for the contact in the Name
box.
On the Contact Group tab, click Add
Members (in the Members group), and
select From Outlook Contacts, From
Address Book or New Email Contact.
Find the individual you wish to add. Note:
select Global Address List from the
Address book drop down to search for U
of A employees.
When finished, click Save & Close.
TRAINING MANUALS
Visit the Training Services website to obtain
complete Outlook 2013 Mail and Calendar training
manuals. http://www.uakron.edu/training/
ONLINE TRAINING COURSES
Atomic Learning offers online training courses in
Microsoft Office. To access these courses:
1. Log in to My Akron.
2. Click the Technology Support tab.
3. Click the Atomic Learning link under the
“Computer Software Help” heading.
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