Outlook 2010 Training

Section 1: Getting Started with Outlook 2010

Lesson 1 - Getting Started with Outlook 2010 Training

In this lesson, we’ll walk you through the course structure, setup, and expectations so you can get the most out of Train Signal’s Outlook 2010 Training.

• Introduction to Outlook
• About This Course
• About the Instructors
Overview of the Course Structure

Lesson 2 - The Outlook 2010 Interface and Views

Outlook 2010 comes packed with a variety of new features and views, some of which might be confusing for veteran Outlook users. If you’ve opened Outlook 2010 and are feeling overwhelmed by all the changes, be sure to watch this video to become acquainted with the new Outlook 2010 Interface and Views.

• The Ribbon
• The Quick Access Toolbar
• The Navigation Pane
• The To-Do Bar
• The Reading Pane
• The People Pane
• The Status Bar

Lesson 3 - Customizing the Outlook 2010 Interface and Views

If after watching the previous lesson on the Outlook 2010 Interface and Views you find that you wish you could change or customize one of those views, then you’re in luck. In Outlook 2010 it is possible to customize almost any view you see. In this lesson, we’ll show you a few ways to customize the Quick Access Toolbar, the Ribbon, and popular panes such as the Navigation Pane, the Reading Pane, and the To-do Bar.

• Customizing the Quick Access Toolbar
• Customizing the Ribbon
• Customizing the Navigation Pane
• Customizing the Reading Pane
• Customizing the To-Do Bar
Modifying the Column Display Using Advanced View Settings

Section 2: Working with Email Messages

Lesson 4 - Outlook 2010 Custom Signatures

Save yourself the time and trouble of adding contact information every time you send an email. With custom signatures you can add that information automatically for every email message you send. In this lesson you’ll learn how to create multiple custom signatures for different email situations with as much or as little information as you desire. We’ll also show how to edit signatures, and create custom reply signatures.

• Introduction to Outlook Signatures
• Creating a Custom Signature
• Adding a Signature to a Mail Message
• Setting the Default Signature
• Edit a Signature

Lesson 5 - Reading and Sending Email Messages

Ever stop and think to yourself “I wish there were a way to let someone know that my email is really important?” Or maybe you’ve asked, “How do I attach a file?” In this lesson you’ll learn how to do these things in Outlook 2010, as well as copying someone on an email and secretly copying someone on an email. You’ll also learn to save a message before sending it, and how to send an Outlook email message as an attachment.

• Creating New Outlook Messages
• The Differences between HTML, Plain Text and Rich Text Messages
• Attaching a File to an Email Message
• Adding the BCC and From Fields to a Message
• Saving a Message as a Draft
• Attach a Saved Message to an Email Message
• Marking a Message as Important

Lesson 6 - Reviewing, Replying and Forwarding Messages

Once you are familiar with reading and sending email, the next step is to review, reply, and/or forward messages you’ve received. In this lesson, we’ll show you all the ways to view an email message as well as some things to do with messages you’ve received, such as replying or forwarding a message.

• Using the Preview Pane to View a Message
• Previewing an Email Attachment
• Replying to Messages
• Forwarding a Message
• Understanding Message Icons in Your Inbox

Lesson 7 - Proofing and Reviewing Messages

It is very important to proofread email messages before you decide to send them out. Luckily, in Outlook there are some easy-to-use proofing and review tools available to make this process fast and easy. In this lesson, we’ll explore all the ways to check spelling and grammar in addition to some other helpful writing tools.

• Using Spell Check
• AutoCorrect
• Using the Research Pane and Thesaurus
Using Find and Replace

Lesson 8 - Working with the Inbox

It’s pretty common for our inbox to get filled up very quickly. In this lesson you’ll get some great tips to help you stay on top of things. Learn to mark mail as unread so you can easily find it again. Discover how to sort mail by different criteria, and keep track of message threads by organizing them into conversations. You can also ignore conversations and remove redundant messages.

• Marking Messages as Read or Unread
• Inbox Sorting Options
• Displaying Messages as Conversations
• Ignoring Conversations
• Cleaning Up Conversations

Lesson 9 - Printing Messages

Sometimes people prefer having a hard paper copy of an email message. In this lesson, we’ll show you all the ways to print email messages in Outlook 2010.

• Previewing and Printing Messages
• Printing Options
Quick Print

Lesson 10 - Dealing with Junk Email

All too often, people will receive unwanted and unsolicited email messages or SPAM. Or, alternatively, sometimes legitimate email will end up in our Junk Email folder by mistake. In this lesson, we’ll show you how to mark messages as Junk, block senders, add senders to the safe senders list, and more.

• Tips for Dealing with Junk Email
• Setting Your Level of Junk Email Protection
• Add Senders to Your Safe Senders List
• Adding Senders to Your Blocked Senders List

Section 3: Subscribing and Maintaining RSS Feeds in Outlook 2010

Lesson 11 - Subscribing to RSS Feeds

In this lesson, we’ll show you how you can have your favorite blogs, news feeds, and other online content delivered straight to Outlook so you don’t have to keep checking all those websites for new updates.

• Entering a New RSS Feed Subscription Manually
• Subscribing to RSS Feeds in Windows Internet Explorer
• Sharing RSS Feeds

Lesson 12 - Customizing RSS Feeds

Once you’ve subscribed to your favorite RSS feeds, you may want to customize how often Outlook checks for updates, or just edit or remove the feed entirely. In this lesson, we’ll walk you through several ways to customize and edit your RSS feeds in Outlook.

• Change How Often RSS Items Are Downloaded
• Unsubscribing from an RSS Feed
• Deleting an RSS Feed

Section 4: Techniques for Dealing with Large Amounts of Email

Lesson 13 - Cleaning Up and Deleting Email Messages

It doesn’t take long for that inbox to fill up so maybe it’s time to delete some of that old email, and don’t forget to empty the deleted items folder while you’re at it. Watch this lesson and you’ll also learn how Outlook can clean up that mailbox by deleting redundant messages as well.

• Deleting Messages
• Running a Mailbox Cleanup
• Empty Your Deleted Items Folder

Lesson 14 - Creating Structure with Folders

When your inbox starts to overflow, take control by organizing your mail into easily managed folders and subfolders. Learn how easy it is to create folders and move messages into them. Watch this lesson, and finally get that inbox in order.

• Create New Folders
• Moving and Copying Messages to a Folder
• Renaming a Personal Folder
• Moving and Copying Folders
• Delete a Folder

Lesson 15 - Letting Outlook Automatically Handle Email

If you find yourself repeated the same steps over and over again in Outlook, you can save time by programming Outlook to perform those steps for you. In this lesson, we show students how to set up and use Quick Steps, the Out of Office Assistant, and how to create their own custom rules so Outlook will handle and organize email as it arrives.

• Using Quick Steps
• Setting Up the Out of Office Assistant
• Creating Rules

Lesson 16 - Using Categories to Color Code Your Outlook 2010 Objects

Categories are a great tool for organizing and color-coding email, calendar events, and even contacts in Outlook 2010. In this lesson, students will learn how to create and assign a category to an Outlook item and even learn how to sort and filter by category to find the item they’re looking for fast.

• Assigning Categories
• Editing Categories
• Creating New Categories
• Setting Quick Click
• Searching by Category
Sorting and Filtering by Category

Section 5: Working with Contacts

Lesson 17 - Organizing People and Contacts

Communication is essential to business success and Outlook 2010 can help you manage all of your contacts easily. In this lesson you’ll learn how to add, edit, view, and print your contacts. We’ll also explore the new Outlook 2010, Social Connector and People Pane, a great new way to keep track of your social network connections.

• Adding New Contacts
• Editing a Saved Contact
• Sending a Message to a Contact
• Viewing Contacts
• Contact Sorting Options
• Printing Options for Contacts
• Working with the People Pane

Lesson 18 - Using the Address Book

Outlook 2010 organizes contacts in a variety of locations. This lesson will give students a tour of Outlook's various address books and demonstrate how to view, import, export, and share those contacts by address book. We’ll even show you how to email and create a distribution list or group of contacts to save time.

• About the Address Book
• Emailing a Group of People with Distribution Lists
• Importing Email Addresses
• Exporting Email Addresses
• Sharing Contacts with Others

Section 6: Getting Organized with Outlook Calendars

Lesson 19 - Viewing the Outlook 2010 Calendar

In this lesson, we’ll explore all the different ways to view existing calendars in Outlook 2010 and even show you how to customize some of those views to personalize Outlook depending on your needs. In addition, we’ll show you how to view multiple calendars, hide calendars, set working hours, and import holidays.

• Viewing the Calendar
• Customizing Calendar Views
• Viewing Multiple Calendars
• Hiding a Calendar
• Setting Work Hours
• Adding Holidays

Lesson 20 - Creating Appointments

Do you have trouble remembering where you’re supposed to be and when? Do you suddenly find that you’re scheduled to be in two places at once? Put an end to that confusion with your Outlook calendar. In this lesson you’ll learn how to create appointments, block out time, create reminders and alerts and never miss out again.

• Adding an Appointment
• Create a Recurring Appointment
• Editing an Existing Appointment
• Setting Appointment Reminders and Managing Alerts

Lesson 21 - Scheduling a Meeting

Trying to get a group of people together in the same place at the same time can often be a difficult task. Finding a time when everyone is available is now a snap with the Outlook calendar meeting request, and scheduling tools. Outlook can also help find an available room for your meeting and avoid the embarrassment of conflicting meetings in the same space.

• Creating and Sending a Meeting Request
• Scheduling Meetings
• Selecting the First Available Meeting Time
• Selecting Available Room Resources
• Schedule Recurring Meetings

Lesson 22 - Replying to a Meeting Request

After someone schedules and invites you to a meeting, you’ll eventually need to reply or respond to that meeting. In this lesson, we’ll show you how to accept, decline, or mark meetings as tentative, as well as show you how to propose new times to fit your schedule and respond or reply to meeting recipients.

• Responding to a Meeting Request
• Replying to a Meeting Request
• Making Meeting Suggestions

Lesson 23 - Updating a Meeting Request

What do you do if you want to update or change the meeting time after all the invites have gone out? Watch this lesson to learn how easy it is to update the meeting time or communicate with members of a meeting with Outlook 2010.

• Tracking Meeting Responses
• Changing the Meeting Time
• Emailing the Meeting Attendees
• Forwarding the Meeting
• Canceling the Meeting
• Viewing an Updated, Forwarded or Canceled Meeting

Lesson 24 - Creating New Calendars

Having a central location to track all your appointments is great, but what if you’d still like to create some separation between your personal and work appointments? Watch this lesson to learn how to create new or multiple calendars to separate appointments by project or by privacy.

• Creating a New Calendar
• Creating a New Calendar Group
• Deleting a Calendar

Lesson 25 - Printing a Calendar

Unlike messages or tasks, Outlook gives you many ways and views to print a calendar. Watch this lesson to learn how to print your calendar as a monthly, daily, weekly, tri-fold, or details style.

• Printing Calendar Items
• Printing a Calendar
Filtering Calendar Items

Lesson 26 - Sharing a Calendar

For ease of scheduling, collaborative efforts, or just for general information, you may well benefit from having a shared calendar. With Outlook 2010 sharing calendars is effortless. You can apply permissions easily, and even open web calendars with just a few simple clicks of the mouse.

• Sharing a Calendar with Someone Else
• Calendar Permissions
• Opening a Shared Calendar
• Opening a Web Calendar
• Saving a Calendar in the Portable iCal Format

Section 7: Maintaining a To-Do List with Outlook Tasks

Lesson 27 - Creating Tasks in Outlook 2010

Have a busy day ahead with lots to do? Keep track of those important duties using Outlook’s Tasks. You can group, sort, organize and track the progress of your tasks, and even set task reminders so you’ll never forget to do something again.

• Creating a New Task
• Creating a Recurring Task
• Creating Task Folders
• Task Viewing Options
• Task Sorting Options
• Editing Tasks

Lesson 28 - Assigning Tasks

If you are managing people on the job, you may find it easier and more efficient to assign or delegate tasks to others right from Outlook. Watch this lesson to learn how to assign, accept or decline, or send a task update within Outlook.

• Creating a Task Request
• Responding to a Task Request
• Marking a Task in Progress
• Sending a Status Report
• Marking a Task as Complete
• Viewing Task Updates

Lesson 29 - Working with Flags in Outlook 2010

Oftentimes, when we view an email message isn’t always when we read or act on that email message. In this lesson, students will learn how to flag an email message for follow-up.

• Introduction to Flags
• Flagging Messages for Follow Up
• Flagging Tasks
• Organizing Flagged Messages and Tasks
• Clearing a Flag

Section 8: Locating and Archiving Important Outlook Items

Lesson 30 - Filtering Messages in Outlook 2010

When your inbox and other email folders become quite full, finding email messages can become slow. Luckily, Outlook has integrated many search features to help you sort and filter out what’s important from what’s not-as-important. In this lesson, we’ll take you through some filtering basics so you can quickly locate email messages and appointments.

• Using Quick Filters
• Setting the Scope
• Refining the Filter
• Filtering with Multiple Filters

Lesson 31 - Expanded Search Capabilities in Outlook 2010

In this lesson, we’ll continue learning more about Outlook search features by locating email using the Quick Search bar. Also, we’ll learn how to use and create new search folders to save commonly-used searches.

In this lesson, we’ll continue learning more about Outlook search features by locating email using the Quick Search bar. Also, we’ll learn how to use and create new search folders to save commonly-used searches.

Lesson 32 - Working with Search Tools

If you thought you knew everything there was to searching for email messages in Outlook, think again. Watch this lesson to learn some more advanced search techniques as well as learn how to index and filter by location to save valuable search time.

• Indexing
• Specifying Locations
• Launching the Advanced Find Dialog Box
Viewing Additional Search Options

Lesson 33 - Archiving and Saving Messages

In this lesson, we explore the basics behind archiving and saving messages locally to conserve valuable server space.

• About Archiving Data
• Retrieving Archived Items
• Disable AutoArchive
• Running the Manual Archive
• About Personal File Folders
Creating a Personal File Folder

Section 9: Keeping Track of Your Day with Outlook 2010 Journals

Lesson 34 - Working with Outlook 2010 Journal Entries

If you’ve ever found yourself looking for an Excel or Word file but can’t remember where it’s saved or even what it’s named, then Outlook journaling is a tool for you. The journal folder provides a specific location to track your work, office files, and other daily interactions. In this lesson we’ll explore the journal folder, how to turn on automatic journaling, creating manual journal entries, and how to edit entries.

• Introduction to Outlook's Journal
• Viewing the Journal
• Creating Automatic Journal Entries
• Creating Manual Journal Entries
• Editing a Journal Entry

Section 10: Next Steps

Lesson 35 - Next Steps

Now that you’ve watched Train Signal’s Outlook 2010 Training, where do you go from here if you need additional help or support? Watch this lesson to learn how to advance your Outlook skills or interact with members of the Outlook community.