Email Using Outlook 2010

VisAbility – Guide Dogs WA
The Perron Centre

Email Using Outlook 2010
(with Windows 7)

Written by Annette Thompson and Gino Del Casale

©VisAbility – Guide Dogs WA

Email Using Outlook 20101

VisAbility – Guide Dogs WA
The Perron Centre

Skills you will learn in this training manual

Send and Receive

• Create and Send emails
• Reply to emails
• Forward emails

Features

• Create and use Signatures
• Use the CC feature
• Use the High Priority feature

Attachments

• Attach files to emails
• Open, save and print attachments

Contacts and Lists

• Create Contacts
• Create Contact Groups

Manage Emails

• Create email folders
• Save emails in created folders
• Sort emails
• Archive
• Search emails
• Delete emails

Email Using Outlook 20101

VisAbility – Guide Dogs WA
The Perron Centre

Table of Contents

Use the table of contents below to navigate within this document.

Press Up or Down Arrow to locate the required topic and then place the cursor within the line of text and then press Enter to move directly to that topic.To return to the Table of Contents, press Alt Left Arrow, (ZoomText users will need to pass through by pressing Alt Pause).

Introduction...... 9

Assistive technology versions...... 9

Before you start...... 9

How to get the best from the training manual...... 9

Conventions used in practical and review exercises...... 10

Time to get started...... 10

Chapter 1.Electronic Mail...... 11

Introduction...... 11

Email Addresses...... 11

Netiquette...... 12

Email Services...... 13

Email Considerations...... 13

Organisational Requirements...... 15

Online Collaboration...... 16

Chapter 2.What’s New in Microsoft Outlook 2010...... 17

Outlook 2010...... 17

Start Microsoft Outlook...... 17

What’s New in Microsoft Outlook 2010?...... 18

Access Screen Information...... 21

Colour Schemes...... 21

Quick List Keystrokes...... 23

Chapter 3.Create and Send Emails using Outlook 2010...... 25

Set Up Microsoft Outlook Views...... 25

Personal Folders...... 27

Navigate Between Folders...... 28

Check for Incoming Mail...... 29

Create an Email Message...... 29

Navigate within a Message...... 30

Send an Email Message...... 31

Quick List Keystrokes...... 31

Review Exercises...... 32

Chapter 4.Receive, Reply, Forward and Delete Email Messages...... 33

Receive a Message...... 33

Read a Message...... 34

Reply to a Message...... 35

Forward a Message...... 36

Delete a Message...... 37

Empty the Deleted Items Folder...... 37

Automatic Email Address Entry...... 38

Quick List Keystrokes...... 39

Review Exercises...... 40

Chapter 5.Drafts, Priorities and Signatures...... 43

Draft an Email Message...... 43

Spellcheck a Message...... 44

Set Message High Priority...... 44

Signatures...... 45

Quick List Keystrokes...... 50

Review Exercises...... 50

Chapter 6.Email Attachments...... 53

Attach a File to an Email...... 53

Receive a File Attachment...... 54

Compressed Files...... 57

Quick List Keystrokes...... 60

Review Exercises...... 60

Chapter 7.Print Options...... 63

Print Email Messages...... 63

New Combined Print and Print Preview Screen...... 63

Tab Order of Print Screen...... 63

Print on Both Sides of the Paper...... 68

Quick List Keystrokes...... 69

Chapter 8.Email Contacts...... 71

Change the Contacts Folder View...... 71

Create a Contact...... 72

Contact Groups...... 76

Use Blind Carbon Copy...... 79

Quick List Keystrokes...... 80

Review Exercises...... 81

Chapter 9.Email Management: Sort and Archive...... 83

Outlook Folders...... 83

Sort Emails...... 84

Search for an Email...... 85

Archive Emails...... 86

Delete a Folder...... 87

Quick List Keystrokes...... 88

Review Exercises...... 88

Chapter 10.Flags, Requests, Vote, Recall/Resend and Out of Office...... 91

Flag Emails...... 91

Delivery and Read Receipts...... 95

Email Voting...... 96

Track Voting Responses...... 98

Recall a Message...... 100

Resend a Message...... 102

Out of Office: Automatic Replies...... 103

Quick List Keystrokes...... 104

Conclusion107

Where To From Here?...... 109

Additional Training Manuals...... 109

For Further Information Contact:...... 109

Skills and Knowledge Required for Assessment...... 111

Send and Receive...... 111

Features...... 111

Attachments...... 111

Contacts and Lists...... 111

Manage Emails...... 111

Quick List Keystrokes...... 113

Chapter 2What’s New in Microsoft Outlook 2010...... 113

Chapter 3Create and Send Emails using Outlook 2010...... 113

Chapter 4Receive, Reply, Forward and Delete Email Message...... 114

Chapter 5Drafts, Priorities and Signatures...... 114

Chapter 6Email Attachments...... 115

Chapter 7Print Options...... 115

Chapter 8Contacts...... 115

Chapter 9Email Management: Sort and Archive...... 116

Chapter 10Flags, Requests, Vote, Recall/Resend and Out of Office...... 116

Appendix A Use the Spelling and Grammar Checker...... 119

Appendix B Navigate the Insert File Dialog Box...... 121

Email Using Outlook 20101

VisAbility – Guide Dogs WA
The Perron Centre

Chapter 9Email Management: Sort and Archive

This chapter explains how to maintain a tidy email system by using folders, sorting and archiving email messages. On completion of this chapter you should be able to:

• Create email folders
• Move emails between folders
• Sort emails
• Search for emails
• Archive emails
• Delete a folder

Outlook Folders

There are many folders already created in Outlook to help you receive incoming messages, keep copies of emails drafted and sent, and keep email contact information.

You can create folders to store email messages to suit your own work environment. For example, you may create a folder to store messages received from friends, or one to collect emails received in reply to a project on which you are working.

Create a New Folder within the Inbox

To create a new folder within the Inbox, ensure that the Inbox is displayed and all message windows are closed. Press Alt O to activate the Folder Ribbon then press N to display the Create New Folder dialog box. The cursor is located in the Name: edit box. Type a name for your new folder and then press Tab to move to the Folder Contains: box. Check that the list box is set to Mail and Post Items and then press Tab to move to the Folders list. Press Up or Down Arrow to select Inbox and then press Enter. The new folder is created as a subfolder of the Inbox folder.

Practical Exercise: Create a New Folder within the Inbox

1. Ensure the Inbox is displayed

1. Press Alt O then N (Folder Ribbon, Create New Folder)
2. Type “Personal” in the Name: edit box
3. Tab to Folder Contains and ensure that Mail and Post Items is displayed
4. Tab to the Folder list and ensure that Inbox is selected and then press Enter. The ‘Personal’ subfolder will be created as a subfolder of the Inbox
5. Press Control Y to display the Go To dialog box
6. Press Up or Down Arrow to explore the folders and ensure that the new Personal folder is displayed

Note: If you cannot locate the Personal folder, select the Inbox and press Right Arrow to display the subfolders within the Inbox

1. Press Escape to close the Go To dialog box
2. Leave Microsoft Outlook open for the next practical exercise

End of Practical Exercise

Move an Email to a Folder

Emails can be moved from the Inbox to another folder. Ensure that the email message is selected and is closed. Press AppKey and choose Move and press Enter, or press M. A context menu is displayed. Press Up or Down Arrow to select the subfolder to which you wish to move the message and then press Enter. The message is removed from the Inbox and placed in the selected subfolder.

Practical Exercise: Move an Email to a Folder

1. Ensure the Inbox is displayed
2. Select a message from a friend or fellow student but do not press Enter to open
3. Press AppKey and choose Move and press Enter, or press M. A context menu is displayed
4. Press Up or Down Arrow to select the Personal folder and press Enter. The message will be moved from the Inbox to the Personal folder
5. Move three other messages from the Inbox to the Personal folder using the same technique
6. Leave Microsoft Outlook open for the next practical exercise

End of Practical Exercise

Sort Emails

Emails are usually displayed in a folder according to the date they were received. This means that the most recent emails appear at the top of the list.

You can change the sort order of emails to help you to locate specific emails more quickly. For example, if you are looking for an email that you know has a large attachment, you can sort the list of emails by size. If you want to quickly find an email from a particular person or organisation, you can sort the emails according to the person they were received from. You can also sort by subject.

To change the sort order of a list of emails in a particular folder, navigate to the folder and then press Alt V to activate the View Ribbon then press V to display the Advanced View Settings: Compact dialog box. Press Up or Down Arrow to select ‘Sort’ and then press Enter, or press S to display the ‘Sort’ dialog box.

The focus is located in the Sort Items By edit combo box. Press Up or Down Arrow to select the required option and then press Tab to move to the option buttons for Ascending or Descending order. Press Up or Down Arrow to select the required sort order and then Tab to OK and press Enter. The Sort dialog box is closed and you are returned to the Advanced View Settings: Compact dialog box. Tab to OK and press Enter to close the dialog box and apply the settings.

Practical Exercise: Sort Emails

1. Ensure the Inbox is displayed

1. Press Alt V then V (View Ribbon, Advanced View Settings)
2. Press Up or Down Arrow to select Sort and then press Enter, or press S to display the Sort dialog box
3. Press Up or Down Arrow until the Size option is selected, or press S to locate the first option beginning with S then Down Arrow to Size
4. Press Tab to move to the Sort option buttons and press Up or Down Arrow until Descending is selected
5. Tab to OK and press Enter to close the Sort dialog box and return to the Advanced View Settings: Compact dialog box
6. Tab to OK and press Enter to close the dialog box. The Inbox is displayed where the messages are sorted by size with the largest message at the top of the list
7. Press Up or Down Arrow to review the list of messages
8. Press Alt V then V (View Ribbon, Advanced View Settings)
9. Press Up or Down Arrow to select Sort and then press Enter, or press S to display the Sort dialog box
10. Press Up or Down Arrow until the From option is selected or press F to locate the first option beginning with F then Down Arrow to From
11. Press Tab to move to the Sort option buttons and press Up or Down Arrow until Ascending is selected
12. Tab to OK and press Enter to close the Sort dialog box and return to the Advanced View Settings: Compact dialog box
13. Tab to OK and press Enter to close the dialog box. The Inbox is displayed where the messages are sorted in alphabetical order by sender name
14. Press Up or Down Arrow to review the list of messages
15. Change the sort order to Received in descending order to display messages according to the date they were received with the latest message at the top
16. Leave Microsoft Outlook open for the next practical exercise

End of Practical Exercise

Search for an Email

Sometimes you need to find an email from a specific person or about a particular subject. There are several ways that you can search in Outlook. In this method you will use the Instant Search option.

Navigate to the required folder and then press Control E to activate the Search Query edit box. Type the name or subject to search for and press Enter. The search results are displayed in a list. Press Tab until you locate the list and then press Up or Down Arrow to review the emails which have been located by the search.

Press Enter to open the email. Press Escape to close the email.

Press Escape to close the search window and return to the full list of emails in the displayed folder.

Practical Exercise: Search for an Email

1. Ensure the Inbox is displayed

1. Press Control E to activate the Search Query edit box
2. Type the name of one of your fellow students and press Enter
3. Press Tab until you locate the list of emails returned by your search
4. Press Up or Down Arrow to review the emails received from your fellow student
5. Press Enter to open the email. Press Escape to close the email
6. Press Escape to close the search list and return to the Inbox
7. Navigate to the Sent Items folder
8. Press Control E to activate the Search Query edit box
9. Type the name of a fellow student and press Enter
10. Press Tab until you locate the list of emails returned by your search
11. Press Up or Down Arrow to review the emails sent to your fellow student
12. Press Enter to open the email. Press Escape to close the email
13. Press Escape to close the search list and return to the Sent Items folder
14. Leave Microsoft Outlook open for the next practical exercise

End of Practical Exercise

Archive Emails

Archiving allows you to store old emails in an efficient way. Archived emails are stored in archive folders that are displayed in the Folders list. These folders are also included in the list of folders contained in dialog boxes.

You can automatically archive your emails with AutoArchive. Every two weeks this clears out emails that are more than six months old and stores them in an archive folder.

You can also choose to archive items manually. To do this, navigate to the folder that you wish to archive. Press Alt F to activate the File Ribbon then Tab to Cleanup Tools and then press Enter. Tab to Archive and then press Enter to display the Archive dialog box. The focus is in the list of folders. Select the folder that you wish to archive (it should be selected already) and then press Tab to move to the Archive Items Older Than: edit box. Type the date before which you want emails to be archived. For example, if you want to archive all emails received before 11 August of this year, type in this date. Press Enter to close the dialog box and complete the archive. The archived emails will be added to the archive folder.

Note: You can type the date in any of the following formats:
11 August 2011
11 Aug 2011
11/08/2011
today

Practical Exercise: Archive Emails

1. Ensure the Inbox is displayed

1. Press Alt F to activate the File Ribbon
2. Tab to Cleanup Tools and press Enter
3. Tab to Archive and press Enter to display the Archive dialog box
4. Press Up or Down Arrow until Inbox is selected
5. Tab to Archive Items Older Than: edit box
6. Type “today” and press Enter. Emails received before today will be archived
7. Press Control Y to display the Go To dialog box
8. Press Up or Down Arrow to locate the Archive folders and press Right Arrow to display the subfolders within the Archive folder. The recently archived emails are displayed in the Inbox subfolder
9. Navigate back to the Inbox
10. Leave Microsoft Outlook open for the next practical exercise

End of Practical Exercise

Delete a Folder

You can easily delete a folder that you have created when you no longer require it.

Navigate to the folder you wish to delete then press Alt O to activate the Folder Ribbon and then press D F to Delete Folder. The message ‘Are you sure you want to delete the folder “Folder Name” and move all of its contents into the Deleted Items Folder?’ is displayed asking you to confirm the deletion. Press Y to confirm or N to cancel the deletion. The folder and its contents will be removed to the Deleted Items folder.

Practical Exercise: Delete a Folder

1. Ensure the Inbox is displayed

1. Navigate to the Inbox
2. Create a new subfolder with the name ‘Unwanted’
3. Navigate to the Sent Items folder
4. Select two or three emails and move them to the Unwanted folder
5. Navigate to the Unwanted folder and ensure the emails are located here
6. Press Alt O then D F (Folder Ribbon, Delete Folder)
7. The message ‘Are you sure you want to delete the folder “Unwanted” and move all of its contents into the Deleted Items Folder?’ is displayed
8. Press Y to confirm the deletion
9. Leave Microsoft Outlook open for the next review exercise

End of Practical Exercise

This is the end of the chapter. Complete the following review exercises to ensure that you are able to:

• Create new folders
• Move emails between folders
• Sort emails
• Search for emails
• Archive emails
• Delete a folder

Quick List Keystrokes

Create New FolderAlt O then N

Move Email to Folderlocate message, AppKey then Move then Enter, or M, locate folder, Enter

Sort EmailsAlt V then V then ‘Sort’ then Enter, or S

Search for EmailsFrom within required folder, Control E, type required text press Enter, Tab to List

Close Search windowEscape

Archive EmailsAlt F then Tab to ‘Cleanup Tools’ then Enter, Tab to Archive then Enter, Tab to “Archive Items Older Than’

Go to Archive FolderControl Y, Archive Folder

Delete FolderOpen Folder, Alt O then D F then Y to confirm

This is the end of the quick list for this chapter.

Review Exercises

Review Exercise 1

In this exercise you will create several new folders to store emails and then move emails into the new folders

1. Create a new subfolder in the Inbox with the name ‘Project’

1. Create a new subfolder in the Inbox with the name ‘Action Required’
2. Navigate to the Sent Items folder
3. Select two or three emails and move them to the Project folder
4. Select two or three emails and move them to the Action Required folder
5. Leave Microsoft Outlook open for the next review exercise

End of Review Exercise

Review Exercise 2

In this exercise you will sort folders into different orders