Outlook 2010 Tips & Tricks Away Messages:

Outlook 2010
Tips & Tricks
Away Messages: To set up away messages, click on the “File” tab, then
on “Automatic Replies”. Here you have the option to set start and end
dates/times and you can reply with one message to internal (GVSU)
addresses and either the same one or a different reply to people from
outside of our organization.
Adding Holidays to Your Calendar: You can automatically add
US holidays to your calendar by clicking on the “File” tab, then on
“Options”. Click on “Calendar”, then select “Add Holidays”.
Changing Settings for Reminders & Notifications: You can
change the default settings for alerts by clicking on the “File”
tab, then on “Options”. For Calendar, the settings are in the
“Calendar Options” section. For Mail the settings are in the
“Message Arrival” section.
CALENDAR VIEW
Viewing other calendars (not your own): Click on the “Home” tab, then on “Open Calendar” and
choose from the drop down options. “From Address Book” will allow you to choose from the global
address book. “From Room List” will allow you to choose from a list of all meeting rooms available in
Outlook. Just choose the calendar you would like to open and click “OK” and the calendar will
open next to yours. If you have not been given permission to view details of a calendar you will only
see “Busy” or “Tentative” for existing appointments.
Creating Calendar Groups: Once you have opened the calendars you want to include in the group
click on “Calendar Groups” and select “Save as New Calendar Group”.
You can also create a group by clicking on “Calendar Groups” and selecting “Create New
Calendar Group”. You will be prompted to name your group, then you can add members from the
Global Address Book to create your group.
Viewing Multiple Non-Consecutive Days:
You can view multiple nonconsecutive days for one or more calendars by holding down the “Ctrl” key
and clicking on the dates you would like to view using the small calendar in the
upper left part of your screen.
Side by Side View
Overlay View
Busy Searches: In Outlook, the “Scheduling Assistant” is the equivalent of the “Busy Search” in
Groupwise. Just click on the date/time you would like to schedule a meeting, click on “New
Meeting” on the “Home” Tab and select “New Meeting” from the dropdown. This will open a box
with a “Meeting Tab”.
Click on “Scheduling Assistant”, enter
the names of the attendees. If the
name doesn’t become underlined,
click on Check Names to find them in
the global address book. When your
names are added, you can click on
“Add Rooms” (bottom left corner of
screen) if you want to check room
availability as well. Once you have
entered all of the information, the
right side of the screen will show a 1
month calendar. Dates with white
background are good dates, those
with light blue will have at least one
or two conflicts, and the darker blue
dates will probably not be good.
Below the calendar you can scroll
down to see what the conflicts are
for any given date/time.
CONTACTS
Making Your Personal Contact List Available When Sending E-Mails: To
access the addresses in your personal contact list when you’re sending an email, click on “Contacts”, then right click on your personal contact folder.
Click “Properties”, then on the tab that says “Outlook Address Book”. Check
the box for “Show this folder as an e-mail Address Book”. Now, when you
open a new e-mail and click on “To” you can choose your contacts from the
drop-down list. You can make any Contact Folder in your list available as an
“Outlook Address Book”.
Changing Your Contacts View (List, Business Card, Card)
You can view your contacts in a few different ways. The Business Card view displays them in a format
similar to a business card. The Card view is an “abbreviated” version of the Business Card display.
The List view displays them in a list that you can sort by columns.
Business Card View
Card View
List View
E-MAIL
Tracking Sent E-Mails: Outlook doesn’t have the same functionality as Groupwise did for tracking emails that you have sent out to see who has read them and who has not. Outlook does give you the
option to request a “Delivery” and “Read” receipt. Just start a new e-mail, then click on the
“Options” tab. Here you can check the box indicating the type of receipt you would like to receive.
If you want to activate this feature for all e-mails that you send, go to “File” tab, click on “Options”
and scroll down to “Tracking”. This is also where you can opt to automatically send a read or
delivered receipt when someone else requests one.
Adding “Blind Copy” to your E-Mails: The “Blind Copy” field is not visible by default in Outlook. On
the same “Options” tab you accessed to request delivered/read receipts, you can click on the
“BCC” icon. The BCC field will now show up on all e-mails you send out. If you don’t want it to show
up, just click on it again to remove it.
Quick Steps: Quick Steps is a feature that allows you to set up “one click” actions for managing and
responding to e-mails. This is especially helpful when you perform the same action with several emails. For example, if you frequently forward e-mails to your manager, with Quick Steps you can set
the “To Manager” icon so it forwards the current e-mail to your manager (you have the option to
add a comment to it if you want.) You can also create custom quick steps.
Viewing E-Mails in “Conversation View”: Outlook features an easy way to view all sent and received
items that are related to the same message. If you have sent an e-mail to several people and asked
them to respond back to you, you don’t have to scroll through your in-box to find all of the responses,
just click on the “Show as Conversation” box located on the “View” tab.
OUTLOOK VIEWS
To Do Bar: When you are in “Mail”, the “To Do Bar” provides an “at a glance” view
of your calendar, tasks and upcoming meetings. If you prefer not to have it visible,
click on the carat in the upper left hand corner to minimize it.
Open in New Window Option: Outlook provides a handy feature that Groupwise did
not have. When you open Outlook and you’re in “Mail” you can right click on
Calendar, then click on “Open in New Window” and your calendar will open in a
new window. This is especially helpful if your work requires you to navigate back
and forth between e-mails and calendars to check meeting dates, or if you need
quick access to your calendars throughout the day. You can also do this with
Contacts and Tasks.
MISCELLANEOUS
Sync Issues: When you view the “Folder List” you will see a “Sync Issues” folder. I
have confirmed with IT that e-mails in this folder can just be ignored & deleted.
Public Folders: To view the Info & Barter Board folders, click on “Folder List” and
scroll to “Public Folders” (at the bottom). Click on All Public Folders and you will see
the shared folders that IT has set up.