Outlook 2010 Guide by Pamela James

GUILFORD COUNTY SCHOOLS

Pamela James Software Support and Training Technology Services Guilford County Schools October 2010

TABLE OF CONTENTS CHAPTER 1 INTRODUCTION ACCESSING OUTLOOK NAME CHANGES CLOSING ACCOUNTS PERSONAL USE OF EMAILS PRIVACY OF EMAILS GCS EMAILS AND PUBLIC RECORD

7 9 10 11 12 13 14

CHAPTER 2 NAVIGATION OVERVIEW MINIMIZE THE RIBBON TOOLBARS HELP SEARCH TO-DO BAR NAVIGATION PANE ADDING NEW ITEMS THE RIBBON THE READING PANE NEW MESSAGE RIBBON

16 17 19 23 24 25 27 28 30 31 42 43 2

TABLE OF CONTENTS (CONT.) CHAPTER 3 SENDING AN EMAIL HOW TO SEND AN EMAIL ADDRESSING AN EMAIL COMPOSING AND SENDING EMAIL RECALLING AN EMAIL ATTACHMENTS IN EMAIL HIGH AND LOW IMPORTANCE AND OPTIONS SETTING CATEGORIES OPTIONS VOTING OPTIONS DELIVERY OPTIONS

54 55 56 59 61 66 71 72 73 75 77

CHAPTER 4 THE INBOX READING MESSAGES INSTANT SEARCH MANAGEMENT OF EMAIL ACCOUNT

80 81 86 87

CHAPTER 5 MANAGING YOUR EMAIL CREATING A NEW FOLDER FOR STORAGE CREATING A PERSONAL FOLDER

89 90 92 3

TABLE OF CONTENTS (CONT.) CHECKING FOLDER SIZE EMPTYING DELETED ITEMS FOLDER CHAPTER 6

CONTACTS

CONTACT LIST CREATING A CONTACT GROUP SHARING A CONTACT GROUP

MASS DISTRIBUTION OF EMAIL RELEASE OF EMAIL ADDRESSES

CHAPTER 7 CALENDAR VIEW CREATING A CALENDAR EVENT CHANGING NUMBER OF APPOINTMENTS SCHEDULING AN APPOINTMENT CREATING A MEETING SHARING YOUR CALENDAR SENDING YOUR CALENDAR IN AN EMAIL SCHEDULING EVENTS-RECURRING

96 99 102 103 108 113 115 116

118 119 121 122 124 127 129 130 133 4

TABLE OF CONTENTS (CONT.) PRINTING YOUR CALENDAR TASKS CREATING NOTES

CHAPTER 8

AUTOSIGNATURE

CREATING AN AUTOSIGNATURE DELETING A SIGNATURE

CHAPTER 9

RULES WITH EMAILS

OUT OF OFFICE ASSISTANT CREATING EMAIL RULES

CHAPTER 10 NEW SPAM FILTER BLOCKED SENDERS ALLOWED SENDERS

SPAM

134 135 138 142 143 146 150 151 152 155 156 159 160

TABLE OF CONTENTS (CONT.) CHAPTER 11 TAKE CONTROL OF YOUR EMAIL TAKE CONTROL OF YOUR INBOX DELETE IT DO IT DELEGATE IT DEFER IT

162 163 168 171 172 173

    

Name Changes Closing Accounts Personal Use of Emails Privacy of Email GCS Email and Public Records

Section 1

With Microsoft Outlook, you can communicate and share information with other people in an effective and timely manner. It lets you easily send and receive, organize and share information, regardless of its location or format.

Accessing Outlook If you have a GCS username and password, you can login to a GCS computer with that info. You will then click on Start>Programs >Microsoft Outlook (year). Once you have opened Outlook, you will find the Outlook icon on your taskbar. YOU DO NOT NEED TO GO TO WEBMAIL.GCSNC.COM. 9

Network access and email accounts are based on the legal name of an employee as stored in the Human Resource Management System. If a name change has been requested of Benefits, the network access and email accounts will be changed soon after the system change. Employees will be notified via courier mail. (New staff will also receive their info through courier.)

Unless it is a legal name change, you cannot change your email username.

Email accounts will be closed within 90 days of retirement or resignation of an employee. Terminations will result in immediate closing of email accounts. All trainers are given printouts as well, so names will be removed from Wimba, SchoolCenter, Gaggle, etc.. After 90 days your email account is â&#x20AC;&#x153;inactiveâ&#x20AC;? but you may possibly continue to receive email for a while.

Email accounts are provided to all employees and should be utilized for school-related purposes and performance of job duties. Incidental personal use of email is permitted as long as such use does not interfere with the employeeâ&#x20AC;&#x2122;s job duties, the performance of system operations or other email users. Incidental personal use is defined as use by an individual employee for occasional personal communications. Ex.: Typing a letter to your sister while working-NO Typing this letter during your lunch time-OK

 Email

is not private.

 Guilford

County Schools is the owner of all messages sent using the district’s email system.

 Employees

are reminded that there is no expectation of privacy provided.

ď&#x192;&#x2DC; All

email correspondence is subject to the North Carolina Records Law, which may result in monitoring and disclosure to third parties. GCS keeps email about 18 months.

ď&#x192;&#x2DC; Guilford

County Schools reserves the right to access email at any time for troubleshooting and maintenance purposes as well as any situation in which life, limb or property is in perceived danger.

Questions-Section 1 1.

Can you change your username for your GCS email account because you don’t like it?

No. You can only have it changed if you have had a legal name change. 2.

How long will you be able to access your GCS email if you: a. retire? At least 90 days b. resign? At least 90 days c. are terminated? Account is immediately closed

Can you check your personal email or type a letter to your grandmother while at work? Yes, as long as you do it on your own time and it doesn’t interfere with your duties. Now, let’s take a look at the new Outlook!

Overview  Toolbars  Help  To-Do Bar  Navigation Pane  Adding New Items  The Ribbon  The Reading Pane  New Message Ribbon 

Outlook 2010

The Ribbon:

 Toolbar has been replaced with the Ribbon in 2010.

Quick Access Toolbar:  Customizable toolbar.  Contains commands that you add.  Can move to different areas.

Navigation Pane:

 Organizes your email with folders.  Right-click a folder to Move, Rename, create a New Folder and more.

Email:

 Allows you to drag/drop email into folders.  Right-click to print.  Assign categories and much more.

Outlook 2010

To-Do Bar:

Calendar and Recent Contacts list to use for appointments, events, and more.

Selection Buttons: Provides

quick navigation between various sections of Outlook.

Reading Pane: Displays text from selected email.

Outlook 2010

Minimize or Maximize the Ribbon: You can minimize or maximize your Ribbon by clicking the small arrow in the upper right corner of the page or by double-clicking any tab.

Viewing Outlook

Navigation View: You have the option of viewing the Navigation area in Normal, Minimized or Off View.

Viewing Outlook (cont.) Reading Pane: You have the option of putting your Reading Pane to the Right or Bottom of your emails or you may turn it Off.

Viewing Outlook (cont.) To-Do Bar: You have the option of opening your To-Do Bar in Normal view, Minimizing it or turning if Off.

You can also make changes to other areas of your To-Do Bar, such as turning your Calendar and Task List on or off.

You have the Quick Access Toolbar again in Outlook 2010, in which you can add commands to make working in Outlook easier.

You also have the Mini Toolbar that will appear when text is selected. This will allow you to make basic changes with text. You will have the live preview with this in 2010.

If you are having a problem, you may want to use the Help button by clicking on the question mark in the upper right corner.

Type in a keyword or phrase to find an answer to your problem.

Instant Search: Instant Search allows you to find items quickly in Outlook. 1. In the Navigation Pane, click the folder you want to search. 2. In the Instant Search box, type in what you are searching for. Outlook will automatically do a search. 3. When you have finished, you can clear your search by clicking Close Search (X) next to the Instant Search box.

Handout for Section 2

Using Help: 1. Log in with your username and password. 2. Click on the Help icon. Type in â&#x20AC;&#x153;how to create a contactâ&#x20AC;?, go to Create or add a contact, scroll to Create a Contact and click. 3. You will notice that you have step-by-step directions on how to create a contact. 4. Close box when done.

Located at the far right of the window is the To-Do Bar. The To-Do Bar is there to help you keep track of upcoming appointments and recent contacts. Found within the To-Do Bar (if you so choose):  Date Navigator Basic Calendar  Upcoming calendar appointments Display any event coming up on your calendar.  A place to enter new tasks by typing Allows you to create new task  See your recent contacts See at a glance the last few people that you have recently been in contact with.

Favorites: Inbox, Unread and Sent Mail are displayed in Favorites folder.

Section Buttons: Allows you to click quickly between the various sections of Outlook.

All folders: Deleted Items, Inbox, Outbox, Sent, etc.

You can change the order of the items in your Navigation Pane by doing the following:

1. Click the Navigation Options button.

2. Select Navigation Pane Options.

Adding New Items By going to Home>New>New Items, you can start a new email message, make a new appointment, send out an invitation to a meeting, add a new contact or task. By going down to More Items, you have several other options available for you to do with new items, such as adding a contact group, making a journal entry or a note.

In Outlook 2007 you didnâ&#x20AC;&#x2122;t see the Ribbon until you opened a new message. In 2010, you will see the Ribbon as soon as you open Outlook. This new Ribbon gives you many options to make email easier and more efficient.

Under the File Tab, you will find the commands to Save As, Save Attachments, Info, Open, Print, Help, Options and Exit.  Save As-Clicking this will allow you to navigate to the area in which you want to save your file.  Info-Allows you to modify settings, set up auto-replies, use your mailbox cleanup tools, and use Rules and Alerts.  Open-Allows you to open a variety of files or folders.

 Print-Print has changed from 2007. You will see your document on the right (print preview), Print Settings, Printer Options, and Print What.  Help-Allows you to get help for Microsoft Office, Contact info and options for the language, display and other settings.  Options-Allows you to customize Outlook.  Exit-Closes Outlook.

Quick Tip: To print an email, just open the email and click Ctrl + P to take you to the Print screen. 33

The Home Tab is broken down into seven groups: New, Delete, Respond, Quick Step, Move, Tags, and Find.

 New-Has New Email and New Items; such as Appointment, Meeting, Contact, Task, and more.  Delete-Will let you Ignore messages, Clean Up messages, gives you options for your Junk mail, and Delete messages.  Respond-Will allow you to click on any unopened email and reply to it, Reply All, or Forward it. It will also allow you to send the email as a Meeting request, Forward as an attachment, or call the person the email is from (if you have Communicator).

 Quick Steps-Allows you to perform multiple tasks quickly.  Move-Allows you to move an email, create rules, or send an item to OneNote.  Tags-You’ll find your Follow Up flags, Categorize and marks your items as Read or Unread.  Find-Here’s your Address Book and where you can filter your email.

The Send/Receive Tab is broken up into four groups. You will find the Send/Receive, Download, Server, and Preferences groups here.

 Send and Receive-From here you can: Send/Receive items from all folders, Update Folders, Send All unsent email, Send/Receive items from a particular group.  Download-Show the progress of the Send/Receive status and/or cancel.  Server-This group deals with headers. You can download them, mark them to download, unmark them, or process them.  Preferences-Make a connection using dial-up.

Under the Folder Tab you will find the New, Actions, Clean Up, Favorites and Properties groups.  New-Create a new folder in the Navigation Pane or create a New Search Folder with specific criteria.  Actions-In this group you can rename folders, copy, move, and/or delete folders.  Clean Up-This group allows you to mark all your email as read, run your rules, clean up folders, delete all items or recover deleted items.  Favorites-Will show the selected folder at the top of the Navigation pane in your Favorites.  Properties-Select when and where items in this folder are archived, set your permissions, and view the folder properties.

You can choose to view your emails in a Compact view, Single view or in Preview. You can also select to change your View Settings or Reset the settings to their original state. 40

 



Click View. Look at the Arrangement group. Select arrangement options you want. 41

The Reading Pane

Reading Pane on right.

With Reading Pane options, you can put the Reading Pane on the right side of your screen, on the bottom or turn it off. When selecting Options, you have 3 other choices you can make regarding your Reading Pane.

Reading Pane on bottom.

New Message Ribbon When you select to send a new email, you will see a different Ribbon with different Tabs, Groups and Commands.

File Tab

Under the File tab, you will find Save, Save As, Save Attachments, Close, Info, Print, Help, and Options. Under the Info tab, you will be able to set permissions, move items to different folders and view properties, which includes tracking, voting, and your delivery options.

Message Tab

Under the Message Tab you will see groups of commands which organizes the commands you may need for a type of task.

Clipboard Group:    

Cut Copy Paste Format Painter (allows you to copy format from one area and apply to another).

Basic Text Group

Names Group

Basic Text Group  Font  Size/Color  Bold/Italics/Underline  Bullets/Numbering  Text Alignment  Increase/Decrease Indent  Clear Formatting and more.

Names Group  The Global Address Book/Contact List  Check Names buttonSimplifies your search to the first or last name of the person you are looking for.

Include Group

Include Group  Attach File  Attach Item * Attach Business Card * Attach Calendar * Attach Outlook Item  Attach/Make a Signature

Tags Group Tags Group  Follow Up Flag to receiver  High/Low Importance

Zoom Group Zoom Group  Allows you to zoom in/out of message.

Insert Tab

Under the Insert Tab you will see groups of commands which allows you to insert various items into your new message. Include Group     

Attach File: any item from your computer Outlook Item: any item from Outlook Attach a business card Attach a calendar Attach or make a signature

Tables Group

 Insert a table

Insert Tab (cont.) Illustrations Group      

Pictures Clip Art Shapes SmartArt Charts Screenshot

Text Group      

Links Group  Hyperlink  Bookmark

Text Box Quick Parts WordArt Drop Cap Date and Time Object

Symbols Group  Equation  Symbol  Horizontal Line 48

Options Tab

Under the Options Tab you will see groups of commands which allows you to change your themes, Bcc field, use voting button, request receipts and more. Themes Group     

Themes Colors Fonts Effects Page Color

Show Fields Group  Bcc  From

Permissions Group  Permission

Options Tab (cont.) Tracking Group  Use Voting Buttons  Request a Delivery Receipt  Request a Read Receipt

More Options Group  Save Sent Items To…  Delay Delivery  Direct Replies To

Format Text Tab

Under the Format Text Tab you will see groups of commands which allow you to cut, copy and paste text, format your font in a number of ways, format your paragraphs and more.

Review Tab Under the Review Tab you will see groups of commands which allow you to check your spelling and grammar, use a Thesaurus or count your words, and translate your email into another language.

Proofing Group    

Spelling & Grammar Research Thesaurus Word Count

Language Group  Translate  Language 52

Questions-Section 2 1.

Where is the To-Do Bar? On the right-hand side of the Outlook screen.

2. What is one thing you would find in the To-Do Bar? * * * *

Basic Calendar Upcoming appointments Task List Recent Contacts

3. I want my Reading Pane to be on the bottom of my page. How do I get it there? Go to View>Reading Pane>Bottom. 53

         

How to Send An Email Addressing An Email Composing and Sending Email Recalling An Email Attachments in Email High and Low Importance and Options Setting Categories Options Voting Options Delivery Options

Section 3

To open a new message window, click on Home>New>New Email.

Enter recipient’s name or email address in To… textbox OR…

Click the Toâ&#x20AC;Ś button to get the address book. Type a last name, first initial, double click on name, and click OK.

OR Type in the first or last name in the Toâ&#x20AC;Śbox, click Check Name Button for a shortened list of names.



In To… field you may enter the email address. This is the person you are talking directly to-expect a reply.



Cc.. stands for carbon copy which sends a copy of the email to someone else. This person is listening to the conversation-no reply expected.



Bcc.. stands for blind carbon copy which sends a copy to a recipient without other recipients knowing. (Go to Options>Bcc…) Outside of the doorethically shaky. If you have parents email addresses, send using Bcc…

1. Type your message in the body. 2.

Click Send.

Should you type in a subject? Plain and simple, YES! Always add a subject that tells briefly what your email is about. Don’t leave it blank or type in “Hi” or “Hello”. 59

Minding Your Email “P’s and Q’s” Below are some guidelines for acceptable and effective correspondence: • Don’t use an email to let off steam. If you’re angry or upset, compose yourself before typing your message. Once you hit the SEND button, your email message is on its way through the email system.

• Control the urge to flame. An email flame is one that is blunt, rude, insensitive, or obscene. Flames have no place in a business environment.

Recalling An Email Have you ever sent an email and wish you could have it back? You can recall it as long as the receiving person has not opened it yet by doing the following: ď&#x192;&#x2DC; Open the email you want to recall. ď&#x192;&#x2DC; In the Move group, click Actions > Recall This Message > click. Click in the correct box and click OK. 61

Handout for Section 3 Recalling an Email: 1. Open a new email, address it to jamesp3@gcsnc.com, subject is Test, and in the body type: This is a recall test and click Send. 2. After you have sent the message, go to Sent messages, and open the message. In the Move group, click Actions > Recall This Message > click.

When you are typing realize that the color of the font can impact your readers ability to read your email. For Example: Yellow text is almost impossible to read on white! Another consideration: As many as 10% of the population have some degree of color blindness. The most common is red/green color blindness. The recommendation: For most emails, it is suggested that they be sent with black text on top of a white background. This impacts those who use the stationary background within email. Although it may be visually appealing, the background choice may be making your email hard to read for some of your readers.

Please remember that those answering your email will need to change their font color to something that will show up well on this or any other background that is dark in color or busy. 64

Email Etiquette As strange as the term may seem it continues to have relevance. Email uniquely offers both the opportunity for deliberative thoughts to be conveyed with the corresponding opportunity for those same thoughts to be misunderstood. For example: “You do not need to attend the meeting this morning.” This simple email can be interpreted in a couple of different ways. For some: They don’t want me at the meeting??? Why? Oh-no!! For others: Thank goodness I don’t have to go to that meeting!

If understanding is important, take the time to explain the meaning behind the emails you are sending! 65

To send an attachment:  Click on the paperclip.  Navigate to where your file is saved.  Double-click on the file you wish to add to your email. Your file will show up at the top of your message.

To help maintain the GCS network there is a size limit of 10 megabytes on all email attachments. ď&#x192;&#x2DC; Any mail that exceeds this amount will not be sent and you will get an error message. ď&#x192;&#x2DC;

Attachments in Email Attachments within email are the primary means by which email viruses propagate. With use of some basic email etiquette it could help minimize this risk and improve your reader’s experience. 

In the subject line, tell the reader what the attachment is about.



In the body of the email, tell the reader the program needed to read the text.



Use links when possible instead of attachments.

Handout for Section 3 Sending an Email with Attachments: 1. 2. 3. 4. 5. 6. 7. 8. 9.

Click New>New Email. Click Toâ&#x20AC;Ś and type your last name, your first initial. DC on your name. Notice the name is in the To-> box at bottom. Click OK; after your name add a semi-colon, and type Pamela. Click Check Names and DC on James, Pamela. Click in Subject and type TEST. Click in body and type: We are at an Outlook 2010 workshop today. Highlight the sentence and change the size to 16 and the color to green. Click Attach File in the Include Group, click a file (document or picture). Then click Attach Item and click Calendar. Attach a daily calendar. 10.Click OK and then Send.

Handout for Section 3

Opening an Email with Attachments: 1. DC on the email you sent yourself. 2. Right click on the attachment and click Preview. 3. Click on the Message Tab, click the Open Group>Open this Calendar>Yes. If there is not an appointment on the calendar it will not open. 4. Right click on the senderâ&#x20AC;&#x2122;s name and click Contact Card. 5. Delete this email.

After creating a message there are options that can be added to the message.

Follow-Up â&#x20AC;&#x201C; Set a flag to remind you to follow up on this item later.

High Importance - Is a visual signal to the receiver that the message is to be considered of high importance and to open as soon as possible.

Low Importance â&#x20AC;&#x201C; Is a visual signal to the receiver that the message is not important and does not need to be read immediately.

To set flag, click one time on email>click the flag>select flag. 71

Setting Categories allows you to mark emails with certain colors, grouping them according to projects or subjects.  Click the category box on the message or select the message and click the Categorize button on the Standard Toolbar.  Select a color category.  Now arrange your messages according to categories.

To change or delete a category:    

Click the Category button. Select All Categories and click. Select category to rename or delete. Click on Rename or Delete.

When you click on the Tag Options button, a Dialog box will open that allows you to change Message Settings, do Voting and Tracking, change Delivery Options, and more.

You can tag as personal, but it canâ&#x20AC;&#x2122;t be guaranteed that it will be treated that way! Student info should NEVER travel in an email. 74

You can add other choices. Do not leave a space between choices, just a semi-colon.

Enter the email address(es) where you would like replies sent to here. Allows the sender to add a vote button that the receiver can respond to. Example:

Voting and Tracking Options When sending out a vote, you can see the tallied responses by doing the following(after at least one vote has been made):

ď&#x192;&#x2DC; Open the voting message that you sent from the Sent Items folder. ď&#x192;&#x2DC; On the Message tab, in the Show group, click Tracking and you will see the above screen.

 Have replies sent to: allows user to select an email address you would like any replies sent to. You can select multiple addresses.  Do not deliver before: allows the user to select a date and time to send an email.  Expires after: allows the user to select a date and time that the email will be “unsent” if it is not read by a certain date and time.

Handout for Section 3 Voting: 1. Click New>New Email. In the Toâ&#x20AC;Ś field type your email address. 2. Click Options tab and then click Use Voting Buttons. 3. Click Custom. Click in the long bar next to Use Voting Buttons and type black;blue;khaki DO NOT ADD ANY SPACES! 4. Click in Have Replies Sent to: and type in your email address. Click Close. 5. Type in the Subject area: School Uniforms and then the question you are voting on in the body: Which color pants do you prefer for school uniforms? Please select one. 6. Click Send.

7. When you receive the email, open it, vote (found in the Respond Group), click OK and then delete it and the email you receive about the vote after you have read it.

1. How can I get to the Global Address Book when I have a new message open? * Click To… * Click Address Book 2. Should you ever type a subject in your emails? Yes…always add a subject.

3. Do we all read and interpret email messages the same? No! That’s why it’s very important to explain your email messages as well as you can so there will be little to no misunderstandings. No matter how well you explain your messages though, misunderstanding will happen.

 Reading Messages

 Instant Search  Management of Email Accounts

Section 4

Any new email you receive should be visible in the New Mail Window. New messages will appear in Bold type. If there are no Bold type messages you have no new messages. ď&#x192;&#x2DC; To read your email, double-click on the appropriate message identifier in the New Mail Window. Once this is done, the mail message will appear in the Message window. ď&#x192;&#x2DC;

Reply: sends a message to the sender.

With Reply-strips out attachments.

Reply to All: sends a message to the sender AND anyone else who received the message.

With Reply to All: sends attachments.

Forward: sends the message to any addresses that you put in the To: box.

With Forward: sends attachments.

Add new content to the TOP of the message. Delete all email addresses and chit-chat when you forward an email. *

Drag and Drop You can drag and drop your emails into any folder in the Navigation Pane as needed. If you have an email in a folder you donâ&#x20AC;&#x2122;t want anymore, just Delete it.

Instant Search The Instant Search feature allows you to search for specific items in your email. For example, the Instant Search can be used to search an email folder for messages containing key words. To find an email using Instant Search: 1. Select the folder in which you want to conduct your search. 2. Type your key word or words in the search box and press Enter. 3. Emails with the key word will show with the key word(s) highlighted.



The email system is provided for the purpose of communication, not as a storage device.



Mailbox space will be limited for all employees.



When the user’s mailbox is within 10% of the size limit, users will be sent a warning message. It is the responsibility of the user to delete old or unwanted email messages and to move important email messages. When the mailbox has reached the limit, all outgoing mail will be refused.

1. How do you (quickly) know if you have any new messages? They will be in BOLD type. 2. You should have no more than 30 pieces of mail in your box at one time.

 Creating A New Folder

 Creating a Personal Folder  Checking Folder Size  Emptying the Deleted Items Folder

Section 5



Click the Folder group on the Ribbon. Click on New Folder. Name the folder, select the items the folder should contain, and select where to place the folder. Click OK.

To delete a folder: 1. Navigate to the folder you wish to delete. 2. Right-click on the folder, select Delete Folder. 3. Click Yes.

Why do you need a personal folder? (Also known at “Archiving”) It takes the email “mess” out of Outlook and moves it to My Documents or your jump drive so you don't use up space. To make a personal folder: Go to Home>New Items>More Items>Outlook Data File and click.

Go to My Documents (or jump drive). Change the file name if you like. Click OK. You can make multiple folders.

You will see your Personal Folder in the Navigation Bar and can now drag and drop emails into this folder.

You will also see the folder in your Library under Documents. NOTE: You will not see this folder from home! 94

Handout for Section 5 Creating a New Folder: 1. Click the Folder tab. 2. Click on New Folder. 3. Name the folder, select where you want to place the folder, and click OK. To Delete a Folder: 1. Navigate to the folder you wish to delete. 2. Right-click on this folder, click Delete Folder, click Yes. Creating a Personal Folder for Outlook: 1. Go to Home>New Items>More Items>Outlook Data File and click, click OK. 2. Go to My Documents (or jump drive). Change the file name if you like. Click OK. 3. Click OK again.

1. To check your folder size, click on File>Info> Cleanup Tools>Mailbox Cleanup.

2. Select View Mailbox Sizeâ&#x20AC;Ś

3. View your mailbox size and scroll to see what areas you need to delete. *

The Total Size to the right indicates the total amount of storage being used by your email account.  Teachers have 100,000 KB  Central Office and Principals have 500,00 KB 

Handout for Section 5

1. Click on File>Info> Cleanup Tools>Mailbox Cleanup.

2. Select View Mailbox Sizeâ&#x20AC;Ś

3. View your mailbox size and scroll to see what areas you need to delete. *



Click on your Deleted Items folder. Click on Folder. Click on Empty Folder, Yes. Items still count against your mailbox storage total until you complete this step. You can recover items for up to 7 days. 99

When managing your inbox or deleting email, it is quite easy to overlook or completely ignore those email messages in the Sent Items folder. These email messages need the same attention as those in your Inbox folder. If you receive an email message and reply to it, you only need to keep the sent message. The original received email message can be permanently deleted from your inbox.

100

1. How do you create a new folder? Go to the Folder tab>New Folder. Give the folder a name, select where you want the folder to go, make selections, and click OK. 2. How do you check your folder size? Click on the File tab>Info>Clean Up Tools>Mailbox Cleanup>View Mailbox. 3. How many days do you have to recover a message? You have seven days before the message is permanently deleted.

101

 Contact List

   

Creating a Contact Group Sharing a Contact Group Mass Distribution of Email Release of Email Addresses

Section 6

102

The Contact List is available for you to store your email addresses. 



To create a Contact, click on Home>New Items>Contact. Enter the information you will need for your contact.

Click Save and Close.

103

Name E-Mail Addresses

Phone Numbers Additional Information

104

105

When you receive an email from someone, you can add them quickly to your contact list by right-clicking their name in the From: field and selecting Add to Outlook Contacts, Save and Close.

106

Handout for Section 6

Adding a Contact:  Click to select Home>New Items >Contact.  Fill in with the contact info shown here.  Click Save & Close.

107



Click Contacts.



Click New Contact Group.



In the box next to Name, enter the name of the group. Ex. 1st Grade, Leadership Team, Media Specialists.

108

 Click Add Members from Outlook Contacts.  Start typing last name of person in Search box.  Double-click on name and repeat this process until you have all the names you want in this list.  Click OK>Save and Close.

Be careful! A man sent a joke to one of his Contact Groups and sent it to the wrong group. It ended up in HR and they did not find it amusing at all!

It is very important to give your group a name. If not, it won’t be saved…you will lose the file!! Make sure you give the file a distinctive name that you will remember. **

109

It is very important to give your group a name. If not, it won’t be saved…you will lose the file!! Make sure you give the file a distinctive name that you will remember. **

110



Enter the last name of the person you wish to add. Once the name is found, double-click on it.

The name has been added to your list. Continue adding all the names you want in that list and then click Save & Close.

111



Click Add Members. From the Global Address book, select New Email Contact. Highlight the name. Click the Enter key 2 times.

112

1. Open a New email. 2. Type in address and minimize email. 3. Go to Contacts. 4. Click the contact you want to share and while HOLDING your mouse button down, move cursor down to minimized email (keep holding the mouse button!). 5. Your email will pop-up. 6. Release mouse button while on the new email. You should see the Contact as an attachment now.

Can also share a contact by going to Forward Contacts>As An Outlook Contact. Need to be in Contacts. 113

Handout for Section 6 Creating a Contact Group: 1. 2. 3. 4. 5.

Click on the Contact button>New Contact Group. In the box next to Name, enter the name group. Click Add Members>From Address Book. Enter the last name of the person you wish to add. Once the name is found, double click on it and look for the next person in your group by typing in the first few letters of their last name. 6. Continue adding all the names you want in that list and then click OK>Save & Close.

114

ď&#x192;&#x2DC; Employees

are limited to distribution of email to their site only. Email should not be used for any type of personal gain including, but not limited to: money-making schemes, advertising and sales. The distribution of mass emails and chain letters is prohibited.

115

ď&#x192;&#x2DC; The

release, publication, or distribution of Guilford County Schools email addresses to any outside party whose intent is to communicate with email account holders is prohibited. An email address may only be given to an outside party by the owner of that email address.

116

1. How do you create a Contact Group? Click on the Contact button>New Group>New Contact Group, enter the information and click Save & Close. 2. What happens if you don’t give a Contact Group a name? You’ll lose it! Make sure you give your list a name before you click Save & Close. 3. If I wanted to have a yard sale, could I send out an email to some schools inviting the staff to come? No. According to GCS policy, “Email should not be used for any type of personal gain including, but not limited to, moneymaking schemes, advertising and sales…”

117

 View

         

Creating A Calendar Event Changing Number of Appointments Scheduling An Appointment Creating A Meeting Sharing your Calendar Sending Your Calendar In An Email Scheduling Events-Recurring Printing Your Calendar Tasks Creating Notes

Section 7

118

ď&#x192;&#x2DC;

Click Calendar button 119



The Calendar will open either to today’s date or with today’s date highlighted.

120

Creating a Calendar Event How do you receive most requests for meetings, conferences, etc? In your email, of course! To create a Calendar Event from an email: â&#x20AC;˘ Click on the email you would like to make a calendar event and drag it to your calendar.

121

Changing Number of Appointments

You can change the number of Appointments that show by pointing to the bar between the Appointments sections and the Task List and dragging this bar up or down to increase or decrease the size of the Appointments section.

122

Handout for Section 7 Adding an Event to the Calendar: 1. I have sent you an email with an appointment. Click on the email and drag it to your Calendar. 2. Fill in the subject, location and check the times. 3. Click Save & Close. 4. Delete the email I sent. 5. Click on Calendar button on bottom left of screen. 6. Find the event you just added to your Calendar and DC. 7. Click Reminder (under Options Group) and select 1 hour. 8. Click Close and Save. 9. Find this appointment on your Calendar, right click on appointment, and click Delete.

123

ď&#x192;&#x2DC;

Click the Calendar button on the navigation bar. Move to the date that you need for the appointment and double-click.

124

The Appointment Dialogue Box will open. Add relevant information. Click Save & Close. 125

Scheduling an Appointment (cont.) If you are looking around and need to get back to todayâ&#x20AC;&#x2122;s date on your calendar, you will click on Today. If your appointment time has been extended, click on the bottom of the box, drag down to the appropriate time. You can set a reminder notice to appear before an event on your calendar by double clicking on the event, select the appropriate time. You can even add sound to your reminder.

126

Creating a Meeting You can also schedule a Meeting from your calendar. To do this you will right click on the date of the meeting, select New Meeting Request.

A pop-up box appears and allows you to add and then send the information to the staff in your address book. 127

Creating a Meeting (cont.) Itâ&#x20AC;&#x2122;s possible to check the calendar to make sure all the people you are inviting to your meeting can attend. To do this: Once you have created your meeting, click on the Scheduling Assistant button. A window opens and lists the attendees, as well as when they are busy, out of the office, etc..

128

1. Click on the Calendar button at the bottom of the Navigation bar. 2. Click Share Calendar command in the Share Group. 3. In the Toâ&#x20AC;Ś field, type the name of the person to your right. 4. Select Full Details by the Details box. 5. Click Send>Yes (if everything is correct). 6. Open the email and click Open This Calendar. 7. Right click on personâ&#x20AC;&#x2122;s name in Navigation bar and click Delete Calendar.

129

1. While in your calendar, click Email Calendar command in the Share Group. 2. A box opens that will allow you to make choices as to the date and detail level you wish to be in your calendar.

130

3. Select the date range or choose specific dates. 4. Decide what â&#x20AC;&#x153;detail levelâ&#x20AC;? you want to display. 5. Click OK and the Email Message window opens. 6. Type in the name of the person to whom you are sending your calendar. 7. Give your message a subject. 8. Type a note or any information needed. 9. Click Send. OR

131

Sending Your Calendar in an Email (cont.) 1. Open a new email. 2. Select Attach Item in the Include Group. 3. Select Calendar. 4. Make your selections for your calendar in the box that opens and click OK. 5. Select the email recipients and click Send.

132



 

Double click on the day in the calendar that the event is reoccurring. Click Recurrence button. Enter information. Click OK.

133

Printing Your Calendar

To Print your calendar, make sure you are viewing your calendar, click File>Print >select the calendar style you want. When your calendar looks like you want, click Print at the top of the page, OK.

134

Tasks

Tasks are any items you need to track until you complete them. To add a task, click in the white box in the Task area. Click Enter and the task will be added to your Task list. Double-click on the task and you will get a box where you can add detailed information about your task.

You will need to remove the task once completed by right clicking on it and selecting Delete.

135

Tasks (cont.) Click on the Tasks button on the lower right of the Navigation bar. By clicking on a Task, you have a variety of options you can do with this Task.

136

Tasks (cont.)

When you click on a task, you will receive a Task Tools Contextual tab that allows you to make changes to your task. 137

Creating Notes

Instead of putting â&#x20AC;&#x153;sticky notesâ&#x20AC;? all over your computer you can add Notes by clicking on the Notes button>New Note. Type your note>click the X to close. To delete a note, right click on Note, select Delete.

You can change the size by clicking and dragging bottom, right corner. Click Note icon (upper left) to: Add new note Save Delete Forward Categorize Print 138

The calendar can be used to keep your daily lesson plans. Lesson plans can be printed off whenever needed. Users may share their lesson plans and you can review your lesson plans anywhere you have internet access.

139

Handout for Section 7 Scheduling an Appointment: 1. DC a date on the Calendar. 2. Add relevant information and click Save & Close. Scheduling a Recurring Calendar Event: 1. DC on the day in the Calendar that the event is recurring. 2. Click Recurrence button. 3. Enter information, click OK, and click Save and Close. Adding Notes: 1. Click on the Notes icon and then New Note. 2. Type your note and click the X to close. 3. To delete a note, click on Note that you want to delete, select Delete from Home tab.

140

1. You’ve just received an email with an appointment time and date. How are you going to quickly add it to your Calendar? Click on the email, drag it to your calendar and release. 2. Why would you want to send someone your calendar? Open for discussion.

3. Instead of putting “sticky notes” all over your computer, what is another option and how do you do it? Add Notes by going to Notes>New Note.

141

 Creating An AutoSignature

 Deleting A Signature

Section 8

142

ď&#x192;&#x2DC; AutoSignature

is a file that can be attached to your outgoing messages. It usually contains your full name, title, and the school or office you work from.

143



Click to open a new email. Under the Include Group, click Signature >Signatures…

144



Click New.

 Enter a name for your AutoSignature.



Click OK.

 Then enter the Signature you want.  Click OK. You can create multiple signatures, just save them with different “names” . 145

Deleting an AutoSignature

To delete a signature, click on the signature you wish to delete and then click Delete.

146

AutoSignature Electronic Mail

Font Arial, 11-point type for text in the body of the e-mail is recommended. E-mail signatures (Arial type is recommended.) To keep a consistent and professional appearance, all Outlook e-mail accounts must bear a signature, which will appear at the left-hand bottom portion of the email. The signature must include employeeâ&#x20AC;&#x2122;s first name, last name, position title, department, telephone number, fax number, e-mail address and the districtâ&#x20AC;&#x2122;s Web address. Please set up your e-mail signature so that it appears in the following order:

Name (Place your name in bold type) Position title District Name Department Address Your telephone number/extension Your fax number Your e-mail address Web site address (Add a space here) Striving. Achieving. Excelling. (in bold type)

Please do not include photos or other graphics. E-mail wall paper should be white with no additional graphics included. You may use a color font in your email signature; however, the color must conform to the color palate listed in this style guide.

http://www.gcsnc.com/pdfs/GCS%20Style%20Guide.pdf 147

Creating an AutoSignature

To Create an AutoSignature: 1. Open a new email. 2. Click on Signature>Signaturesâ&#x20AC;Ś in the Include Group. 3. Click New, give your signature a name, add your signature, and click OK.

Name (Place name in bold) Position title District Name Department Address Your phone number/extension Your fax number Your email address GCS web address (Add a space here) Striving. Achieving, Excelling. (in bold)

148

Questions-Section 8 1. What are four items you must have in your AutoSignature? Name Position Title District Name Department Address Phone # Fax # Email Address GCS Web Address “Striving. Achieving. Excelling” 2. What graphic do you include in your AutoSignature? None…zip…zilch! You do not include any graphics in your AutoSignature. Pamela James Software Support and Training 3. Does your font need to be black in Guilford County Schools your AutoSignature? Technology Services 425 Prescott St. No. You may use other Greensboro, NC 27401 colors as long as they (336) 379-2307 Ext. 4 conform to the color palate. (336) 378-8812 jamesp3@gcsnc.com www.gcsnc.com

Striving. Achieving. Excelling. 149

Rules With Emails

 Out of Office Assistant

 Creating Email Rules

Section 9

150

 Click on File.  Click Info.  Click Automatic Replies.  Make your selections and add message.  Click OK.

151

Rules in Outlook can help you keep your Inbox organized. For example, you can have all messages from a specific sender moved to a specified folder.

  

Click on File. Click on Info. Click on Manage Rules and Alerts.

152

 

Make your Rules. Click OK.

153

Handout for Section 9

Out of Office Assistant: 1. Click on File>Info. 2. Click on Automatic Replies. 3. Choose Send Automatic Replies. 4. Type the text you want in the Autoreply and click Cancel. (Normally you would click OK.)

154

 New Spam Filter

 Blocked Senders  Allowed Senders

155

New Spam Filter  Periodically an email will arrive with a list of emails which have been deemed questionable by the new GCS filter.  A user can choose to Move to Inbox which will send the email to the inbox.  A user can also click on Not Junk so that this email does not continue to go to SPAM.

All items will be gone after 15 days. https://725-mail38.gcsnc.com:41443/brightmail/

156

New Spam Filter (cont.)

https://725-mail38.gcsnc.com:41443/brightmail/

157

Spam Message Quarantine You can set this for people you don’t want to receive email from. It will get stopped in the filter and kicked “back into cyberspace”. You can block domains also (ex. www.badperson.com ) but that is not recommended. It is best that you block individuals.

All SPAM can’t be stopped. There are about 10,000 emails that get caught daily. About 5-100 emails get through.

158

Unwanted_Sender@domain.com Click Add

159

Wanted_sender@domain.com

Click Add

160

1. How long will Spam stay in the Spam filter? 7 days and then it gets kicked out into “Cyber Space”. 2. Can you block domains or just individuals? You can block both domains and individuals but it is recommended that you block individuals only.

3. True or False…All Spam can be stopped. False. GCS Spam filters stop about 10,000 pieces of Spam daily and still 50-100 pieces get through.

161

 Take Control of Your lnbox

   

Delete It Do It Delegate It Defer It

Section 10

162

Set up a simple and effective email reference system.  The first step toward an organized Inbox is understanding the difference between reference information and action information. 



Reference information is information that is not required to complete an action; it is information that you want to keep in case you need it later. Action information is information you must have to complete an action.

163

ď&#x192;&#x2DC;

Most people receive a considerable amount of reference information through email. Sometimes as much as one-third of your email is reference information. So it is essential to have a system that makes it easy to transfer messages from your Inbox into your email reference system. An Email Reference System is a series of email file folders where you store reference information to ensure you have easy access to it later. Once you take care of filing your reference information, you can use the next three steps to handle email you have to do something with, your action information.

164



It's nearly impossible to complete anything when you allow constant interruptions from the phone, and people stopping by your office.



Many email messages require you to make a decision.



Good decisions require focus, and focus requires uninterrupted attention.



You need to establish a regular time each day to process your email.

165



Book yourself a recurring appointment for an hour a day to process email, and mark it as "busy." During this time don't answer the phone or take interruptions, and work only on processing your Inbox. At first, keeping these appointments will take discipline, but over time the discipline becomes habit. And once you get to zero email in your Inbox, you'll see the value of this one hour a day and you'll stick to it like glue.

Process One Item At a Time, Starting at the Top.

166

Under the 4 D's model, you have four choices: Delete it!

Defer it!

Delegate it!

Do it! ď&#x192;&#x2DC;

ď&#x192;&#x2DC;

Decide what to do with each and every message. How many times have you opened, reviewed, and closed the same email message over and over? It is better to handle each email message only once before taking action.

167

ď&#x192;&#x2DC;

Generally you can delete about half of all the email you get but some of you shudder when you hear "delete." You're hesitant to delete messages for fear you might need them at some point. That's understandable, but ask yourself honestly: What percentage of information that you keep do you actually use?

168

ď&#x192;&#x2DC;

If you do use a large percentage of what you keep, then what you're doing is working. But many of you are keeping a lot more than you use. Here are some questions to ask yourself to help you decide what to delete:

169

2. 3.

Does the message relate to a meaningful objective you're currently working on? If not, you can probably delete it. Why hang on to information that doesn't relate to your main focus? Does the message contain information you can find elsewhere? If so, delete it. Does the message contain information that you will refer to within the next six months? If not, delete it. Does the message contain information that you're required to keep? If not, delete it. 170



If you can't DELETE IT, then decide, "What specific action do I need to take?" and "Can I DO IT in less than two minutes?" If you can, just DO IT.

There is no point in filing an email or closing an email if you can complete it in less than 2 minutes. You could file the message, you could respond to the message, or you could make a phone call. You can probably handle about one third of your email messages in less than two minutes.

171

ď&#x192;&#x2DC;

If you can't DELETE IT, can you DELEGATE IT? If you can delegate it, do it right away. You should be able to compose and send the delegating message in about two minutes. Once you delegate the action, delete the original message or move it into your email reference system.

172

ď&#x192;&#x2DC;

If you cannot DELETE IT, DO IT or DELEGATE IT, then the action required is something that only you can accomplish and that will take more than two minutes. Because this is your dedicated email processing time, you need to DEFER IT and deal with it after you are done processing your email. There are two things you can do to defer a message: turn it into an actionable task or turn it into an appointment.

173



Experience shows that on average, people can process about 100 email messages an hour. If you receive 40 to 100 messages per day, all you need is one hour of uninterrupted email processing time to get through your Inbox.



50% can be deleted or filed.



30% can be delegated or completed in less than 2 minutes.



20% can be deferred to your Task List or Calendar to complete later.

174

ď&#x192;&#x2DC;

Of course, if you have a backlog of hundreds of messages, it will take time to get to the point where your daily routine keeps you up to date. It's important to get that backlog down, so I would suggest setting chunks of time aside to work through it. Then you can really enjoy processing your messages every day using the 4 D's.

175

Day 2 Morning Exercise and Review:  Create an email and address it to the person sitting to your right.  Add an attachment (from My Pictures>Sample Pictures).  Add a Voting Button of your choice.  Send this email.  Create a folder.  Move a new email to this folder. (Send an email to yourself for this step, if you prefer.)  Delete this folder (Make sure you have a copy of the email you put in this folder if you need it).  Empty deleted items.  Recover a deleted item.

176

End of Course Project and Evaluation Please pull out the End of Course Project from your packet and complete all the steps. Once you have completed the Project, please fill out and turn in the Course Evaluation also included in your packet. If you have any questions in the future regarding Outlook 2010, please feel free to contact me at jamesp3@gcsnc.com . Thank you! Pam James Software Support and Training Technology Services

177