Microsoft Office Outlook 2010

QuickSteps

CAROLE MATTHEWS, MARTY MATTHEWS, BOBBI SANDBERG


Chapter 1 Stepping into Outlook

Start and exit Outlook; upgrade from Outlook Express; use the
Navigation pane, toolbars, and menus; get help; customize Outlook

Chapter 2 Receiving and Handling E-mail

Set up e-mail, use Hotmail, receive and read e-mail, filter spam and
junk mail, set rules, find and print messages, manage attachments

Chapter 3 Creating and Sending E-mail

Create, address, and edit messages; use stationery; attach files; sign
and forward messages; check spelling; use custom signatures; set
priority and request receipts

Chapter 4 Managing Contacts 

Create, edit, and copy contacts; create a distribution list; find,
arrange, flag, and phone contacts; use print a map or contact
information; mail-merge e-mail

Chapter 5 Scheduling and the Calendar

Set up, navigate, use, customize, share, and print the calendar;
create appointments, events, and meetings; use reminders; respond
to invitations

Chapter 6 Using Tasks 

Use and customize the Tasks folder; create, change, assign, manage,
and monitor tasks; create status reports; use the To-Do bar

Chapter 7 Using a Journal and Making Notes

Set up and use a journal; add, change, delete, move, and print
journal entries; set up, use, change, share, and print notes

Chapter 8 Managing Files and Folders 

Create, copy, rename, share, and delete folders; create search folders;
create, view, group, sort, and import and export files; secure e-mail

Chapter 9 Using Forms, Labels, and Mail Merge

Create, modify, use, and publish forms; create templates; prepare
for and carry out a mail merge

Chapter 10 Using Outlook in Other Ways

Set up and use instant messaging, work with RSS feeds, use the
Clipboard, use Microsoft Office Word features

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MICROSOFT® OFFICE
OUTLOOK® 2010
QuickSteps


About the Authors
Carole and Marty Matthews have been connected to
computers for over 35 years. During that time, they have
been on all sides of software products: as programmers
and systems analysts, and as managers and founders and
co-owners of a software company. They have authored or
co-authored more than 70 books. Titles include Windows 7
QuickSteps, Microsoft Offi ce Word 2010 QuickSteps, Dynamic
Web Programming: A Beginner’s Guide, Photoshop CS4
QuickSteps, and Microsoft Offi ce PowerPoint 2010 QuickSteps.
Carole and Marty live on an island in Puget Sound in
Washington State with a very old cat. They have one son, Michael.

Bobbi Sandberg has been involved with computers and
accounting for fi ve decades. Her extensive background
combined with her ability to explain complex concepts in
plain language has made her a popular instructor, speaker,
and consultant. Bobbi has been a CPA and was a geek long
before it was popular. She is the co-author of Quicken 2007
Personal Finance Software QuickSteps. Currently semi-retired,
she lives on an island surrounded by deer, chipmunks, and
trees—and has at last count, 23 computers in various stages of operation.

Acknowledgments
This book is a team effort of truly talented people. Among
them are:
Roger Stewart, sponsoring editor, believed in us enough
to sell the series and continues to stand behind us as we go
through the third edition. Thanks, Roger!
Joya Anthony, acquisitions coordinator, always a friendly
and positive voice from McGraw-Hill, has made sure that
the manuscript and art are intact and people have what they
need. Joya is often the silent hand that makes things happen.
Thanks, Joya!
Janet Walden, editorial supervisor, and Harleen Chopra,
project manager, greased the wheels and straightened the
track to make a very smooth production process. Thanks,
Janet and Harleen!
Lisa McCoy, copy editor, added greatly to the readability
and understandability of the book while always being a joy
to work with. Thanks, Lisa!
Madhu Prasher, proofreader, has carefully gone through
each page, catching errors no one else could see, always
keeping the integrity of the book intact. Thank you, Madhu!
Valerie Perry, indexer, who adds so much to the usability
of the book, and does so quickly and at the last moment.
Thanks, Valerie!

Introduction
QuickSteps books are recipe books for computer users. They
answer the question, “How do I...” by providing a quick
set of steps to accomplish the most common tasks with a
particular operating system or application.

The sets of steps are the central focus of the book. QuickSteps
sidebars show how to quickly perform many small functions
or tasks that support the primary functions. QuickFacts
sidebars supply information that you need to know about a
subject. Notes, Tips, and Cautions augment the steps; they
are presented in a separate column so as not to interrupt the
fl ow of the steps. The introductions are minimal rather than
narrative, and numerous illustrations and fi gures, many with
callouts, support the steps.

QuickSteps books are organized by function and the tasks
needed to perform that function. Each function is a chapter.
Each task, or “How To,” contains the steps needed for
accomplishing the function, along with the relevant Notes,
Tips, Cautions, and screenshots. You can easily fi nd the tasks
you need through:
The table of contents, which lists the functional areas
(chapters) and tasks in the order they are presented
A How To list of tasks on the opening page of each chapter
The index, which provides an alphabetical list of the
terms that are used to describe the functions and tasks
Color-coded tabs for each chapter, or functional area,
with an index to the tabs in the Contents at a Glance
section (just before the table of contents)

Conventions Used in this Book
designed to make the book easier for you to follow:
• A or a in the table of contents and in the How
To list in each chapter references a QuickSteps or
QuickFacts sidebar in a chapter.
• Bold type is used for words or objects on the screen
that you are to do something with—for example,
“click the File button, and click Print.”
• Italic type is used for a word or phrase that is being
defined or otherwise deserves special emphasis.
• Underlined type is used for text that you are to type
from the keyboard.
• SMALL CAPITAL LETTERS are used for keys on the
keyboard, such as ENTER and SHIFT.
• When you are expected to enter a command, you
are told to press the key(s). If you are to enter text or
numbers, you are told to type them.


Table of Contents
Acknowledgments........................................................................ x
Introduction ................................................................................xi
Chapter 1 Stepping into Outlook .................................................1
Starting Outlook in Other Ways ......................................................................2
Start Outlook ............................................................................................................2
Use the Start Menu to Start Outlook ...............................................................2
Use the Startup Wizard .....................................................................................3
Upgrade to Outlook ..........................................................................................4
Exit Outlook ........................................................................................................5
Reviewing Versions of Office 2010 ..................................................................6
Explore Outlook .......................................................................................................6
Explore the Outlook Window ..........................................................................6
Become Familiar with the Ribbon ...................................................................9
Use Tabs and Menus .......................................................................................10
Change Views ...................................................................................................10
Use the Navigation Pane ................................................................................11
Customize the To-Do Bar ................................................................................12
Use Outlook Today ..........................................................................................13
Personalize and Customize Outlook ..................................................................14
Work with File View ........................................................................................15
Customize the Ribbon .....................................................................................15
Customize the Quick Access Toolbar ............................................................18
Get Help ..................................................................................................................20
Obtain Help ......................................................................................................20
Find a Message .................................................................................................21
Customize Outlook ................................................................................................25
Setting Preferences ...........................................................................................25
Update Outlook ...............................................................................................30
Chapter 2 Receiving and Handling E-mail ................................ 31
Set Up E-mail ..........................................................................................................31
Getting a Gmail Account ................................................................................32
Get Online .........................................................................................................33
Receive E-mail ........................................................................................................34
Check for E-mail ..............................................................................................35
Read E-mail .......................................................................................................36
Download Sender and Subject Information Only .......................................36
Filter Junk Mail .................................................................................................39
Handle E-mail Messages ......................................................................................41
Mark Messages as Read or Unread ...............................................................41
Change the Time for Being Read ...................................................................41
Flag Your Messages for Follow-up ................................................................42
Arrange Messages in a Folder ........................................................................43
Make Up Your Own Rules ..............................................................................45
Manipulating the Rules ...................................................................................46
Delete Messages ...............................................................................................46
Manage Attachments .......................................................................................47
Archiving Messages .........................................................................................48
Print Messages ..................................................................................................48
Chapter 3 Creating and Sending E-mail............................ 51
Write Messages .......................................................................................................52
Create a Message ..............................................................................................52
Address a Message ..........................................................................................52
Use a Contact Group .......................................................................................55
Add Carbon and Blind Copies .......................................................................55
Edit a Message ..................................................................................................56
Formatting Messages ......................................................................................58
Use Stationery ..................................................................................................58
Including Hyperlinks ......................................................................................61
Attach Files .......................................................................................................61
Sign Messages ...................................................................................................64
Using Signatures ..............................................................................................65
Use Digital Signatures .....................................................................................65
Check Spelling ..................................................................................................67
Send Messages .......................................................................................................68
Reply to Messages ...........................................................................................68
Forward Messages ...........................................................................................70
Set Message Priority ........................................................................................71
Request Receipts ..............................................................................................71
Sending Messages ............................................................................................72
Delay Delivery with a Rule ............................................................................72
Chapter 4 Managing Contacts.............................................. 75
Create Contacts ......................................................................................................75
Add a New Contact .........................................................................................78
Editing Contacts ...............................................................................................81
Copy Contacts from E-mail ............................................................................81
Create a Contact Group ..................................................................................81
Remove a Name from a Contact Group .......................................................83
Use Contacts ...........................................................................................................84
Add Contacts to E-mail ...................................................................................84
Arrange Contacts .............................................................................................85
Working with Color Categories .....................................................................86
Manage Your Contact Views ..........................................................................87
Find a Contact ..................................................................................................91
Print Contact Information ..............................................................................93
Phone a Contact ...............................................................................................96
See a Map for a Contact’s Address ................................................................97
Using Keyboard Shortcuts with Contacts ....................................................99
Create a Mail-Merged E-mail ........................................................................99
Chapter 5 Scheduling and the Calendar .......................... 103
Use the Calendar ..................................................................................................103
Explore the Calendar .....................................................................................105
Navigating the Calendar ..............................................................................106
Customize the Calendar ...............................................................................106
Using the Navigation and Reading Panes .................................................109
Customize Calendar Views ..........................................................................109
Set Up the Calendar .......................................................................................114
Maintain Multiple Calendars .......................................................................117
Share a Calendar ............................................................................................119
Understanding Internet Calendars .............................................................121
Use the Calendar ..................................................................................................121
Entering Dates and Times .............................................................................122
Create Appointments ....................................................................................122
Enter Recurring Appointments ....................................................................125
Move Appointments ......................................................................................126
Use Reminders ...............................................................................................127
Print Calendars ...............................................................................................127
Plan Meetings and Request Attendance ...........................................................129
Schedule a Meeting ........................................................................................129
Respond to an Invitation ..............................................................................131
Chapter 6 Using Tasks ......................................................... 133
Use the Task Window ..........................................................................................134
Explore the Tasks Window ...........................................................................134
View Tasks ......................................................................................................134
Customizing Task Settings ...........................................................................139
Create Tasks ..........................................................................................................139
Create a New Task from the Ribbon ...........................................................139
Set Recurring Tasks ........................................................................................141
Categorize a Task ...........................................................................................142
Assign a New Task ........................................................................................144
Accepting or Declining a Task Assignment ...............................................146
Make a Task Private .......................................................................................146
Manage Tasks .......................................................................................................146
Mark a Task as Complete ..............................................................................146
Choose to Not Display a Completed Task .................................................147
Delete a Task ...................................................................................................148
Rename a Task ................................................................................................148
Linking a Task to a Contact ..........................................................................149
Create Status Reports ....................................................................................149
Work with Follow-up Flags ................................................................................150
Add a Flag to an Existing Task ....................................................................151
Set a Quick Click Flag ...................................................................................151
Work with the To-Do Bar ....................................................................................152
Set the To-Do Bar to Show Only Tasks .......................................................152
Chapter 7 Using a Journal and Making Notes ................ 153
Explore the Journal ..............................................................................................153
Locate the Journal Icon .................................................................................154
Explore the Journal ........................................................................................154
Setting Up the Journal ...................................................................................156
Add a Journal Entry ......................................................................................156
Change a Journal Entry .................................................................................157
Delete a Journal Entry ...................................................................................158
Move a Journal Entry in the Timeline .........................................................158
Attach Contacts to Journal Entries ..............................................................158
Viewing Journal Entries ................................................................................159
Assign a Category to a Journal Entry .........................................................159
Print Journal Entries ......................................................................................160
Make Notes ...........................................................................................................162
Find the Notes Folder ....................................................................................162
Create Notes in Another Outlook View ......................................................163
Add Notes in the Notes View ......................................................................164
Change the Note Icon Size ............................................................................164
Setting Up Notes ............................................................................................165
Delete a Note ..................................................................................................165
Categorize Notes ............................................................................................165
Using Notes in Other Outlook Areas ..........................................................166
Organize Notes by Category/Color ...........................................................167
Forward a Note ..............................................................................................167
View Notes ......................................................................................................168
Print Notes ......................................................................................................170
Chapter 8 Managing Files and Folders ............................. 171
Work with Folders ...............................................................................................171
Create a Normal Folder ................................................................................172
Create a Search Folder ...................................................................................172
Copying and Moving Folders ......................................................................173
Rename Folders ..............................................................................................174
Delete Folders .................................................................................................174
Set Folder Properties .....................................................................................174
Manipulate Files ...................................................................................................175
Copying and Moving Files ...........................................................................176
Delete Files ......................................................................................................176
Group Files ......................................................................................................176
Viewing Files ..................................................................................................177
Sort Files ..........................................................................................................177
Import and Export Files ................................................................................178
Make Outlook Secure ..........................................................................................180
Set Security and Privacy Options ................................................................180
Secure E-mail ..................................................................................................181
Protecting Against Viruses ...........................................................................184
Manage Add-ins .............................................................................................184
Chapter 9 Using Forms, Labels, and Mail Merge ........... 187
Use Forms .............................................................................................................187
Explore Outlook Forms in the Developer Tab ...........................................188
Modify a Standard Form ..............................................................................189
Create a Custom Form ..................................................................................190
Use the Control Toolbox ...............................................................................194
Change the Tab Order ...................................................................................196
Use Separate Compose and Read Layouts ................................................196
Creating and Using a Template ...................................................................198
Publish a Form ...............................................................................................198
Use a Custom Form .......................................................................................199
Selecting Contacts ..........................................................................................200
Perform a Mail Merge .........................................................................................200
Prepare Contacts ............................................................................................201
Prepare a Mail Merge Document in Word .................................................202
Perform a Mail Merge ...................................................................................204
Print Labels .....................................................................................................206
Print Envelopes ..............................................................................................208
Chapter 10 Using Outlook in Other Ways........................... 211
Use Instant Messaging with Outlook ...............................................................211
Set Up Instant Messaging .............................................................................212
Respond to an Instant Message and Chat ..................................................215
Implement RSS Feeds ..........................................................................................216
Locate and Subscribe to RSS Feeds .............................................................217
Read and Work with RSS Articles ...............................................................220
Organizing RSS Articles ................................................................................223
Transfer RSS Feeds .........................................................................................223
Cancel an RSS Feed ........................................................................................225
Use Other Extensions of Outlook ......................................................................226
Use the Office Clipboard ..............................................................................226
Using Microsoft Word Features ...................................................................229
Create Electronic Business Cards ................................................................230
Index .......................................................................................235


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Product details
 Price
 Pages
 257 p
 File Size
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 File Type
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 ISBN
 978-0-07-163495-3
 Copyright
 2010 by Matthews Technology 
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