wareSource

User Essentials for Microsoft Office Outlook 2010

Course Code: MOUE2010
Product: Microsoft Office Outlook 2010
Duration: 1 days
Topics/Pages: 13 topics / 290 pages
Price (US dollars):
$15 per user

Description

During this course you will learn how to use the core applications included in Microsoft® Office Outlook® 2010: Mail, Calendar, Contacts, Tasks, Notes, and Journal. These applications are similar to those you use in other integrated messaging applications, so you just need to learn the new ways of doing things in Outlook.

The application you will use the most is Mail, as it is the most-used business application. You will learn how to use the Calendar to organize your Appointments and Meetings, and how to track your projects in the Tasks application. You will keep a list of people you communicate with regularly in Contacts. You will also learn how to jot down random bits of information in Notes and track your activity in Journal.

As you use the core Outlook applications, you will recognize a common pattern that builds your competence and confidence.

Because Outlook works with several instant messaging clients, you will also know when people are online so you can send them an instant message.

Beyond the technical aspects of using Outlook, you will learn the “best practices” of how to use its applications to become more organized and to be a more effective communicator.

Course goals

In this course you will learn how to:

  • navigate in the Outlook user interface
  • launch the core Outlook applications from the Navigation Pane
  • set options to customize your working environment
  • send and receive e-mail Messages that include formatted text, tables, illustrations, Web hyperlinks, and file attachments
  • find and read new e-mail Messages
  • take action on e-mail Messages, which may mean to mark for follow up later, respond to now, forward, copy into a new Meeting or Task, or block the sender from sending future messages
  • configure the Out of Office Assistant to respond to e-mail Messages when you are away
  • change the sort order of Messages in views, search to find Message content, and organize messages into folders
  • add people and Distribution Lists to Contacts
  • use the Calendar application to schedule Appointments and Meetings
  • keep track of your projects in Tasks
  • use the Notes and Journal applications to save important information and track your actions
  • know when other people are online and send them instant messages.


Audience

This course is designed for new users of Microsoft Outlook 2010 running against Exchange 2010.

Duration

This course is sold as a 1 day course, though there is an abundance of material that you probably won't have time to cover.

Course design

This course combines concept presentations, demonstrations, and exercises to guide you as you experience the most widely used Outlook features and core applications. Though designed for instructor-lead classes, with the proper equipment and software individuals can also use this course for self-study.

Please consult the Set Up document for this course to make sure the correct environment is in place before starting the course.

Topics outside the scope of the course

While this course teaches you the basics of Outlook, there are many other things to learn about Outlook that this course does not cover, including:

  • Setting up accounts and profiles
  • Anything you can easily look up in Help or Office Online, such as the meaning of all the settings in dialog boxes
  • Microsoft® Windows® SharePoint® Services
  • Data file management, including back up and restore
  • Rules (and details about the Junk E-mail Filter)
  • Business Contact Manager
  • Office Outlook Web Access
  • Public folders
  • Telephony or voice mails
  • Macros
  • Offline usage
  • RSS feeds
  • Archiving
  • Delegation
  • Custom Forms


If there is sufficient demand, wareSource will create an advanced user course covering these topics.

Outline


Topic 1: Start Outlook 

Outlook and Exchange Server
Pattern of using Outlook
Applications included in Outlook
Exercise: Start Outlook
Outlook user interface
Ribbon
Minimize the Ribbon
Quick Access Toolbar
Navigation Pane
View Pane
Reading Pane
Pane size and layout
Windows in Windows
Outlook Today
Right-click menus
Keyboard shortcuts
Search
People Pane
To-Do Bar Pane
Pattern to use Outlook applications
Exercise: Use Outlook applications
Exit Outlook
Account Information
Multiple E-mail Accounts
Outlook Options
Trust Center
Exercise: Outlook Options
Work online or offline
Connection problem solving

Topic 2: Send Messages 

Create a new Message
Address fields
Auto-Complete addresses
Automatic Name Checking
Browse or search for addresses
Subject field
Message Body
Best Practice: Message Body
Review tab in Ribbon
Add other content to the Message Body
Send Message
Exercise: Create and send a new Message
MailTips
Save sent Messages
Save as you work, save as Draft
Attach a file
Exercise: Attach file
Best Practice: File Attachments
Set Message properties
Resend Mail Message
Recall Mail Message
Message Recall caveats

Topic 3: Read Messages 

Read a Message
Reading Pane
Exercise: Read a Message
Views of a folder
Find new Messages
Filter E-mail
Revert a Message to be unread
Best Practice: Schedule your time to read new Messages
Research Pane
Print Message or folder you are viewing
Open or save attachment
Preview an attachment
Open an attachment
Delete attachment from Message

Topic 4: Respond to Messages 

Best Practice: Take action on Messages
Is this Message relevant to me? Use Conditional Formatting
Mark Message for follow up
Where you see follow up flags
Exercise: Follow up on a Message
Reply to a Message
Some response automation
Exercise: Reply to a Message
Best Practice: Reply to a Message
Forward a Message
Best Practice: Forward a Message
Copy Message into a new Appointment or Task
Block Sender
Junk E-mail filter
Move Message to a folder
Delete Message
Exercise: Delete and recover a Message
Possibly restore hard deleted Messages
Mailbox Cleanup
Reply automatically if away from the office

Topic 5: Organize Messages in Categories and Folders 

Categorize Messages
Folders
Create a new folder
File a Message in a folder
Move versus copy
Exercise: Organize mail into a folder
Change folder properties

Topic 6: Custom and Conversation Views 

What is a view?
Create a custom view
Show view as conversation

Topic 7: Find Messages Instant Search
Instant Search uses Windows Search component
Use Instant Search
Related Messages
Advanced Find
Search Folders
Pre-defined Search Folders
Exercise: Create custom Search Folder

Topic 8: Keep a List of Contacts 

Open Contacts
Create a new Contact
Save Contact
Finished Contact and Communicate options
Exercise: Create Contact
Best Practice: Create Contact from Message
Duplicate Contact detected
Contact Activities view
Create Contact from an Address Book lookup
Send Business Card
Find a Contact
Contact Card
Delete Contact
Contact Groups
Exercise: Create Contact Group
Best Practice: Avoid duplicate Contact Group names
Create Groups view
Exercise: Create Birthdays view
Contact folders
Share Contacts
Open shared Contacts

Topic 9: Make an Appointment 

Open Calendar
Create a new Appointment
Appointment fields
Date and Time entry
Save an Appointment
Change an Appointment
Exercise: Create and change an Appointment
Copy an entry
Delete an entry
Appointment options
Change your Work Week and add holidays
E-mail an Appointment
Print Calendar
Create and display a second Calendar
Share a Calendar

Topic 10: Schedule a Meeting 

Create a new Meeting
Send request to
Request a Room
Scheduling Assistant
Employee responsibilities
Best Practice: Other meeting details
Attendee Response Options
Meeting Organizer: Send the request
Meeting Organizer: Caution for save as draft
Exercise: Schedule a Meeting
Attendee: Respond to a request
Meeting Organizer: Look for responses
Meeting Organizer: Declined room or resource
Meeting Organizer: Make changes to scheduled Meeting
Attendee: Request changes to scheduled Meeting
Exercise: Accept a Meeting request
Calendar Groups

Topic 11: Track Tasks

Open Task application
Create new Task
Copy into New Task
Where to find Tasks
Exercise: Create a new Task
Record your work on a Task
Exercise: Record work on a Task
Complete a Task
Exercise: Complete a Task
Delete a Task
Assign a Task to someone else
Exercise: Assign a Task

Topic 12: Take Notes and Keep a Journal 

Open Notes application
Create new Note
Note menu
Notes views
Notes folders
Outlook and OneNote integration
Open Journal application
Enable automatic recording
Journal views and arrangements
Manually record a Journal entry

Topic 13: Send Instant Messages 

Prerequisites to use Windows Live Messenger
Create a Windows Live ID account
Install Windows Live Messenger
Start Windows Live Messenger and sign in
Add IM addresses to Windows Live Messenger Contacts List
Enable Outlook to display online status next to a person name
Add IM addresses to Contacts in Outlook Contacts
View online awareness in Outlook
Change your online status
Send instant message to someone who is online
Exercise: Send an instant message

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