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THE COMPLETE
Microsoft Outlook 2010

LEVEL 2
CompleteVISUALTM Step-by-step Series Computer Training Manual www.computertrainingmanual.com
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Microsoft
Outlook 2010
HOW TO USE THIS MANUAL
Level 2
The CompleteVISUALTM step-by-step computer training manual is specially developed and organized based on the Instructional Design concepts, to ensure the effectiveness of the learning process. Most of the tasks in each chapter fit into a single page for easy reference. Most tasks are summarized to less than 10 key steps and accompanied by actual screen illustrations. Every step you go through is practical and relevant. All chapters are independent. No exercise files need to be installed prior to the training, so you can start training from the modules that best suit you or your trainees. However, the module sequence that we suggest is designed to optimize your computer learning process.
Section name. Each

section groups related chapters to make sure you learn all the related features and skills in complete details.
Chapter name. Each

chapter is an independent learning unit. No exercise files need to be installed prior to the training. This lets you start your training anywhere or anytime you like.
Chapter introduction.
Each chapter begins with a presentation and illustration to prepare you for the concepts you will learn.
Microsoft
Outlook 2010
HOW TO USE THIS MANUAL
Instructions
Click File tab >> Open. Press <Shift>+<Tab> Type Photo from Kevin Jeff.
Level 2
You are asked to

Click the File to expand the menu, and then click the Open command. Hold down the Shift key while pressing the Tab key on the keyboard. Type the phrase Photo from Kevin Jeff. Handy summary. Each task concludes with a summary that reinforces the key steps in the task. It also serves as a cue card for a specific task.
Task Name. Each task consists of a series of fully

illustrated step-by-step instructions, which help you through the hands-on activities.
Visual step-by-step instructions take you

through hands-on activities to accomplish each task. These instructional actions appear in bold. The important commands or keywords are highlighted in this font and style. The text that you need to type in appears in this font and styles.
Detailed descriptions and explanations on

each step help you to learn more about the step that you have just performed.
Actual screen illustrations such as the

dialog boxes and the result outcomes are displayed to show you how they appear on screen. This helps you to learn visually and effectively. A rectangle or circle is used to draw your attention to the part of the illustration that you are dealing with.
Appropriate tips, tricks, and shortcuts that you may

find useful are included to further enhance your skills.
Microsoft
Outlook 2010
TABLE OF CONTENTS
Level 2
WORKING WITH THE CALENDAR ................................................................. 8

Understanding The New Interface ........................................................................................ 9 How To Navigate In The Calendar ................................................................................ 10 How To Change The Calendar View ............................................................................. 11 Scheduling Appointments And Events .............................................................................. 12 How To Schedule An Appointment ................................................................................ 13 How To Set An Appointment Options ............................................................................ 14 How To Schedule An Event .......................................................................................... 15 How To Schedule A Recurring Appointment / Event ...................................................... 16 How To Remove Recurring Appointment / Event ........................................................... 17 Managing And Organizing Activities.................................................................................. 18 How To View Appointment Details Using The Reading Pane......................................... 19 How To Turn Off The Reading Pane ............................................................................. 19 How To Use The Calendar Tools .................................................................................. 20 How To Open An Appointment ...................................................................................... 20 How To Delete An Appointment .................................................................................... 20 How To Assign A Color Category To An Appointment ................................................... 21 How To Color-coding Appointments Automatically ........................................................ 21 How To Print A Calendar .............................................................................................. 24 Sharing Calendars .............................................................................................................. 25 How To Share Calendar By E-mail ................................................................................ 27 How To Share Calendar Using MS Exchange Server .................................................... 28 How To Change The Calendar Permissions .................................................................. 29 How To Stop Sharing Your Calendar ............................................................................ 30 How To Open A Shared Calendar From The Sharing Invitation Email ........................... 31 How To Close A Shared Calendar ................................................................................ 32 How To Remove A Shared Calendar ............................................................................ 32 How To Work With Multiple Calendars .......................................................................... 33 How To Overlay The Calendars .................................................................................... 34 Scheduling And Managing Meetings ................................................................................. 35 How To Schedule A New Meeting ................................................................................. 36 How To Accept A Meeting Request ............................................................................... 38 How To Propose A New Meeting Time .......................................................................... 39 How To Decline A Meeting Request .............................................................................. 41 How To Cancel A Meeting Request............................................................................... 42
WORKING WITH TASKS ..................... ERROR! BOOKMARK NOT DEFINED.

Creating And Updating Tasks ................................................... Error! Bookmark not defined. How To Open The Tasks Folder ...................................... Error! Bookmark not defined. How To Create A Task..................................................... Error! Bookmark not defined. How To Create A Task From An E-mail message............. Error! Bookmark not defined. How To Create A To-Do Item From A Contact.................. Error! Bookmark not defined. How To Create A Task In The Daily Task List In Calendar Error! Bookmark not defined. How To Open A Task....................................................... Error! Bookmark not defined. How To Update A Task .................................................... Error! Bookmark not defined. How To Prioritize A Task.................................................. Error! Bookmark not defined. How To Mark A Task As Completed................................. Error! Bookmark not defined. Managing And Organizing Tasks .............................................. Error! Bookmark not defined. How To View Tasks ......................................................... Error! Bookmark not defined. How To View Your Tasks In The To-Do Bar ..................... Error! Bookmark not defined.
2010 CommputerTrainingManual.com
Microsoft
Outlook 2010
TABLE OF CONTENTS
Level 2
How To View Your Tasks In The Daily Task List In Calendar........... Error! Bookmark not defined. How To Sort Tasks .......................................................... Error! Bookmark not defined. How To Organize Tasks With Folders .............................. Error! Bookmark not defined. How To Assign A Color Category To A Task .................... Error! Bookmark not defined. How To Assign A Task..................................................... Error! Bookmark not defined. How To Accept/Decline An Assigned Task ....................... Error! Bookmark not defined. How To Share Task Information With Others ................... Error! Bookmark not defined.
WORKING WITH NOTES AND THE JOURNAL .... ERROR! BOOKMARK NOT DEFINED.
Creating And Organizing Notes................................................. Error! Bookmark not defined. How To Open The Notes Folder....................................... Error! Bookmark not defined. How To Create A Note ..................................................... Error! Bookmark not defined. How To Open A Note ....................................................... Error! Bookmark not defined. How To Modify A Note ..................................................... Error! Bookmark not defined. How To Create An Appointment From A Note .................. Error! Bookmark not defined. How To Create A Task From A Note ................................ Error! Bookmark not defined. How To Send An E-mail From A Note .............................. Error! Bookmark not defined. How To Assign A Note To A Contact................................ Error! Bookmark not defined. How To Assign A Color Category To A Note .................... Error! Bookmark not defined. How To Change The Notes View ..................................... Error! Bookmark not defined. How To Delete A Note ..................................................... Error! Bookmark not defined. How To Share Your Notes With Others ............................ Error! Bookmark not defined. Using The Journal ...................................................................... Error! Bookmark not defined. How To Record Journal Entries Automatically .................. Error! Bookmark not defined. How To Record Journal Entries Manually......................... Error! Bookmark not defined. How To Open The Journal Folder .................................... Error! Bookmark not defined. How To Change The Journal View ................................... Error! Bookmark not defined. How To Open A Journal Entry.......................................... Error! Bookmark not defined. How To Modify A Journal Entry ........................................ Error! Bookmark not defined.
ADVANCED EMAIL FEATURES.......... ERROR! BOOKMARK NOT DEFINED.

Using The Out Of Office Assistant And Rules .......................... Error! Bookmark not defined. How To Automatically Reply To Incoming Messages While Out Of Office................ Error! Bookmark not defined. How To Create A Custom Reply Template ....................... Error! Bookmark not defined. How To Create A Rule For Sending The Custom Reply While Out Of Office............ Error! Bookmark not defined. How To Delete A Rule ..................................................... Error! Bookmark not defined. Reducing Junk E-mail And SPAM ............................................. Error! Bookmark not defined. How To Add A Name To The Blocked Senders List .......... Error! Bookmark not defined. How To Add A Name To Your Safe Senders List.............. Error! Bookmark not defined. How To Add A Name To Your Safe Recipients List .......... Error! Bookmark not defined. How To Set The Junk E-mail Filter Options ...................... Error! Bookmark not defined. How To Mark A Message As Not Junk ............................. Error! Bookmark not defined. How To Empty The Junk E-mail Folder ............................ Error! Bookmark not defined. Working With Stationery ............................................................ Error! Bookmark not defined. How To Set Default Stationery For All New Messages ..... Error! Bookmark not defined. How To Apply Stationery To A Message .......................... Error! Bookmark not defined. Working With Voting .................................................................. Error! Bookmark not defined.
Microsoft
Outlook 2010
TABLE OF CONTENTS
Level 2
How To Conduct A Vote With Outlook.............................. Error! Bookmark not defined. How To Respond To A Vote............................................. Error! Bookmark not defined. How To Check The Reponses ......................................... Error! Bookmark not defined. How To Track The Voting Result...................................... Error! Bookmark not defined. How To Copy Voting Results To Excel ............................. Error! Bookmark not defined. Creating A Signature.................................................................. Error! Bookmark not defined. How To Create A Signature ............................................. Error! Bookmark not defined. How To Edit A Signature .................................................. Error! Bookmark not defined. How To Insert A Signature In A Message ......................... Error! Bookmark not defined. How To Set A Default Signature In All Messages ............. Error! Bookmark not defined.
Working With The Calendar
Objectives:
When you have completed these lessons, you will be able to:
View And Navigate Your Calendar Add And Remove Holidays Schedule An Appointment/Event Set An Appointment Options Schedule And Remove A Recurring Appointment / Event View Activity Details Using The Reading Pane Modify and Delete An Activity Assign A Color Category To An Activity Color-coding Appointments Share Your Calendar With Others Change Sharing Permissions Open A Shared Calendar From The Sharing Invitation Email View Multiple Shared Calendars SideBy-Side Send A Calendar Snapshot Work With Multiple Calendars Overlay The Calendars Schedule A New Meeting Accept And Decline A Meeting Request Propose A New Meeting Time
Microsoft Outlook 2010 Level 2
Cancel A Meeting Request
Microsoft
Outlook 2010
WORKING WITH THE CALENDAR
Understanding The New Interface
Level 2
The Microsoft Outlook 2010 Calendar is the calendar and scheduling component of Outlook. It is an electronic daily banner fully integrated with e-mail, contacts, and other features. You can view or organize your calendar activities in a day, a week, or a month easily using the Calendar component. With the Calendar you can create appointments, events and invite people to a meeting.
Date Navigator
Minimize the Navigation Pane
Calendar View
Total reminders
Time Bar
Appointment indicators
Event Banner
Microsoft
Outlook 2010
How To Navigate In The Calendar
Level 2
1.
In the Navigation Pane, click the Calendar button.

Outlook displays the Calendar view.
SUMMARY
1. In the Navigation Pane, click the Calendar button.
2.
2. In the Date Navigator, click the left or right arrow to go the previous or next month. 3. In the Date Navigator, click on any date to view that specific days schedule.
In the Date Navigator, click the right arrow to change the current month.
Outlook changes the current month to the following month.
3.
In the Date Navigator, click on any date to view that specific days schedule.
Outlook displays the calendar for the selected day.
4.
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Microsoft
Outlook 2010
How To Change The Calendar View
Level 2
1.
In the Arrange group, click Week.

Outlook displays that week in the Calendar view. If you want to view only the work week, in the Arrange group, click Work Week.
SUMMARY
1. In the Arrange group, click Week to display that week in the Calendar view. 2. In the Arrange group, click Month to display that month in the Calendar view. 3. In the Go To group, click Next 7 days. 4. In the Go To group, click Today to display the current day.
2.
In the Go To group, click Next 7 Days.

Outlook displays the next 7 days in the Calendar view. This is a new view in Outlook 2010.
3.
In the Go To group, click Today.

Outlook displays todays date in the calendar view.
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Microsoft
Outlook 2010
Scheduling Appointments And Events
Level 2
Appointments are activities that you schedule in your calendar that do not involve inviting other people or reserving resources. A meeting is an appointment you invite people to or reserve resources for. An event is an activity that lasts 24 hours or longer, for example a seminar, a trade show or a vacation.
The icon in an appointment indicates it is recurring.
An Event is an all-day event. It does not occupy blocks of time in your calendar; instead, they appear as banner.
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Microsoft
Outlook 2010
How To Schedule An Appointment
Level 2
1.
Click the Home tab. In the New group, click New Appointment.
The new Untitled Appointment window appears, as shown below.
SUMMARY
1. Click the Home tab. In the New group, click New Appointment. 2. In the Subject box, type a short description of the appointment. 3. In the Location box, enter where the appointment will take place. 4. In the Start time and End time list boxes, click the drop-down arrow to select the date and time when the appointment is scheduled to begin and end. 5. In the Actions group, click the Save & Close button.
2.
In the Subject box, type Sales Meeting. In the Location box, type Conference Room.
This is a short description of the appointments and where it will take place.
3.
In the Start time list box, click the date drop-down arrow and select a date from the pull-down menu. Click the time drop-down arrow and select the time from the pull-down menu.
This is to set when the appointment is scheduled to start.
TIPS
To quickly schedule an appointment, click a time slot in the appointment area and type a short description of the appointment, then press <Enter>.
4.
In the End time list box, repeat step 3 for the date and time the appointment is scheduled to end.
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Microsoft
Outlook 2010
How To Set An Appointment Options
Level 2
1.
In the Options group, click the Show As drop-down arrow and then click Tentative.
Make sure you are under the Appointment tab.
SUMMARY
1. In the Options group, click the Show As drop-down arrow and select an availability option. 2. In the Options group, click the Reminder drop-down arrow to select a reminder time, if you want. 3. In the Actions group, click the Save & Close button.
2.
In the Options group, click the Reminder drop-down arrow and click then 1 day.
Outlook will remind you 1 hour before the appointment is scheduled.
3.
In the memo area, type To discuss sales performance. In the Actions group, click the Save & Close button.
The new appointment is saved in your Calendar.
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Microsoft
Outlook 2010
How To Schedule An Event
Level 2
1.
Click the Home tab. In the New group, click New Appointment. Click the All day event check box.
The new appointment you create will be the all-day event in your Calendar.
SUMMARY
1. Click the Home tab. In the New group, click New Appointment. Click the All day event check box. 2. In the Subject box, type a short description of the event. 3. In the Location box, enter where the event will take place. 4. In the Start time and End time list boxes, click the drop-down arrows to select the dates when the event is scheduled to begin and end. 5. In the Options group, click the Show As drop-down arrow and select an availability option. Click the Reminder drop-down arrow to select a reminder time. 6. Click the Save & Close button.
2.
In the Subject box, type Marketing Training. In the Location box, type GS Training Center.
This is a short description of the event and where it will take place.
3.
In the Start time list box, click the drop-down arrow and select a date from the pull-down menu.
This is to set when the event is scheduled to start.
4.
In the End time list box, click the drop-down arrow and select a date from the pull-down menu.
This is to set when the event is scheduled to end.
5.
TIPS
To change an event to an appointment, clear the All Day Event check box.
In the Options group, click the Show as drop-down arrow and click Out of Office. Click the Reminder drop-down arrow and then click 1 day.
Outlook will remind you one day before the event is scheduled.
6.
In the Actions group, click the Save & Close button.

The new event is saved in your Calendar. Events do not occupy blocks of time in your calendar; but appear in banners.
An all-day appointment displays time as busy when viewed by others, while an event or annual event displays time as free.
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Microsoft
Outlook 2010
How To Schedule A Recurring Appointment / Event
Level 2
1.
In Calendar, double-click Sales Meeting.

The Sales Meeting Appointment window appears.
SUMMARY
1. Open the appointment/event that you want to make recurring. 2. In the Options group, click the Recurrence button. 3. Under Recurrence pattern, click the frequency with which you want the appointment to recur and then select options based on the pattern. 4. Under Range of recurrence, select the time span when you want the appointment to recur, if you want. 5. Click the Save & Close button.
2.
In the Options group, click the Recurrence.

The Appointment Recurrence dialog box appears.
3.
Under Recurrence pattern, click the Monthly option button.

Under Recurrence pattern, select how often you want the Event to recur. For example, the Sales Meeting is held regularly on a monthly basis. After you have chosen a pattern, Outlook offers options based on the pattern. You can th select options for the frequency; for example, the meeting is held in 12 of every month, or the second week of every month etc. Under Range of recurrence, select the range of time during which the Event will recur.
4. 5.
Click the OK button.

The Appointment Recurrence dialog box closes.
In the Actions group, click the Save & Close button.

The recurring appointment is saved in your calendar. The icon appointment indicates it is recurring, as shown below. in an
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Microsoft
Outlook 2010
How To Remove Recurring Appointment / Event
Level 2
1.
In Calendar, double-click the Sales Meeting recurring appointment.

The Open Recurring Item dialog box appears, as shown below.
SUMMARY
1. Open the recurring appointment/event that you want to remove. 2. In the Open Recurring Item dialog box, click the Open the series option button and click the OK button. 3. In the Options group, click the Recurrence button. 4. Click the Remove Recurrence button. 5. Click the Save & Close button.
2.
Click the Open the series option button, and then click the OK button.
The Sales Meeting Recurring Appointment dialog box appears.
3. 4.
In the Options group, click the Recurrence button.

The Appointment Recurrence dialog box appears.
Click the Remove Recurrence button.

The recurrence for the appointment is removed and the Appointment Recurrence dialog box closes.
5.
Click the Save & Close button.

The Sales Meeting Recurring Appointment dialog box closes.
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Microsoft
Outlook 2010
Managing And Organizing Activities
Level 2
In this lesson, you will learn how to assign a color category to Calendar activities manually or automatically. Color categories connect your calendar items for easy identification. You will also learn how to view activities by reading pane, how to
modify, delete or print activities in a Calendar.
You can track all items related to a particular appointment or event by using color categories to easily identify and organize the items.
You can configure Outlook to automatically apply a color to an appointment based on one or more keywords in the appointment subject or notes field. For instance, you can set up Outlook to automatically apply an orange background to appointments that include the word Meeting in the subject.
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Microsoft
Outlook 2010
How To View Appointment Details Using The Reading Pane
Level 2
1.
In Calendar, click the View tab. In the Layout group, click the Reading Pane drop-down arrow, and then click Bottom.
Outlook displays the Reading Pane on the bottom of the Calendar view.
SUMMARY
1. In Calendar, click the View tab. In the Layout group, click the Reading Pane drop-down arrow, and then click Bottom or Right. 2. Click an appointment to view it.
2.
Click the Sales Meeting appointment.

Outlook displays the details for the selected appointment in Reading Pane, as shown below.
How To Turn Off The Reading Pane
3.
In the Layout group, click the Reading Pane dropdown arrow, and then click Off.
The Reading Pane disappear in the Calendar.
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Microsoft
Outlook 2010
How To Use The Calendar Tools
Level 2
1.
In Calendar, click the Sales Meeting appointment.

Note that when you click an activity in the Calendar, the contextual tool Calendar Tools appears on top of the title bar, as shown below.
SUMMARY
In Calendar, click the appointment to select it, the Calendar Tools appears on top of the title bar.
How To Open An Appointment

SUMMARY
2.
In the Actions group, click Open.

Outlook opens the selected appointment.
In the Actions group, click Open.
How To Delete An Appointment
3.
In the Actions group, click Delete.

The selected appointment is deleted.
SUMMARY
In the Actions group, click Delete.
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Microsoft
Outlook 2010
How To Assign A Color Category To An Appointment
Level 2
1.
In the Options group, click the Categorize button, and then click a color category.
NOTE: Make sure the appointment is selected. A category must be listed in the color category list before you can assign it. If it is not listed, you can simultaneously create a new color category.
SUMMARY
1. In the Options group, click the Categorize button, and then click a color category. 2. Click the Yes button.
TIPS
A category must be listed in the color category list before you can assign it. If it is not listed, you can simultaneously create a new color category: 1. In the Options group, click the Categorize button, and then click All Categories 2. In the Color Categories dialog box, click the New button. 3. In the Add New Category dialog box, enter a name of the category in the Name box. 4. Click the OK button. 5. Click the OK button.
Outlook prompts you a message if this is the first time you use the selected Category.
2.
Click the Yes button.

Outlook applies the category to the selected appointment.
How To
You can configure Outlook to automatically apply a color to
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Microsoft
Outlook 2010
Color-coding Appointments Automatically
Level 2
an appointment based on one or more keywords in the appointment subject or notes field. For instance, you can set up Outlook to automatically apply an orange background to appointments that include the word Meeting in the subject. This is called a rule, and you can create rules based on keywords, appointment times, meeting attendees, and other conditions.
SUMMARY
1. In Calendar, click the View tab. In the Current View group, click View Settings. 2. Click the Conditional Formatting button. 3. Click the Add button. 4. Under Properties of selected rule, in the Name box, type a name for the new rule. In the Color box, click the drop-down arrow and then click a color. 5. Click the Condition button. 6. In the Search for the word(s) box, type one or more keywords that you want Outlook to match. 7. In the In box, click the drop-down arrow and then select where you want to search for the keywords. 8. Click the OK button. 9. Click the OK button.
1.
In Calendar, click the View tab. In the Current View group, click View Settings.
The Advanced View Settings: Calendar dialog box appears.
2. 3. 4.
Click the Conditional Formatting button.

The Conditional Formatting dialog box appears.
Click the Add button.

A rule named Untitled is added.
Under Properties of selected rule, in the Name box, type Meeting. In the Color list, click the drop-down arrow and then click the Olive.
You will create a new rule named Meeting and select orange to apply to appointments that satisfy the new rules conditions.
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Microsoft
Outlook 2010
5. 6.
Click the Condition button.
The Filter dialog box appears.
Level 2
In the Search for the word(s) box, type Meeting. In the In box, click subject field only.
If you want to color-code appointments created by another person, click Organized By and then select a contact. If you want to color-code appointments that have a particular attendee, click Attendees and then select a contact. If you want to color-code appointments by time, use the Time lists to select an operator (Starts, Ends, Created, or Modified) and a time.
TIPS
With the rule applies to all the appointments in your Calendar, youll never have to manually color code any appointment. With just the content of the appointment, Outlook will automatically color code it for you without any intervention on your part.
7.

The Filter dialog box closes and returns to the Automatic Formatting dialog box.
8.

The Automatic Formatting dialog box closes and the rule is applied to all activities in your Calendar. In the future, whenever you create an appointment or event which contains the word Meeting in the subject, Outlook will automatically assign orange to the activity.
9.

The Advanced View Settings: Calendar dialog box closes.
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Microsoft
Outlook 2010
How To Print A Calendar
Level 2
1.
In Calendar, click File tab>> Print.

The Print settings screen appears, as shown below.
SUMMARY
1. In Calendar, click File tab >> Print. 2. Click the Printer drop-down arrow, and then click the printer you want to use Under Print style, click the print style you want. 3. Under Settings, click the print style you want. 4. Click the Print Options button to set the Page Setup or Print Range. 5. Click the Print button.
2. 3. 4.
Click the Printer drop-down arrow, and then click the printer you want to use. Under Settings, click the print style you want.
When you click on a style, Outlook previews the style on the right screen.
Click the Print Options button to set the Page Setup or Print Range.
To set the print options, such as the paper orientation or the fonts used, click Page Setup, and then select the options that you want.
5.
Click the Print button.

Outlook sends the specified calendar to the printer.
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Microsoft
Outlook 2010
Sharing Calendars
Level 2
There are several ways to share your Outlook 2010 Calendar with other people. You can send a calendar by e-mail, share your Microsoft Exchange Calendar with others on the same server or publish a calendar online. This lesson provides an overview of the Office Outlook 2010 Calendar sharing, with an emphasis on new and improved features. Calendar Shared by e-mail You can send any of the calendars you own to another person in an e-mail message. This is a type of Internet Calendar called a Calendar Snapshot. The calendar appears within the body of an e-mail message. The Office Outlook 2010 user who receives the Calendar Snapshot can choose to open the calendar as an Outlook calendar.
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Microsoft
Outlook 2010
Calendar Shared by Microsoft Exchange Server
Level 2
You can share your default Microsoft Exchange Calendar with others on the same server. Your calendars can be viewed only other to whom you have given permissions.
Schedule View, new in Outlook 2010, is a new horizontal layout for the Outlook calendar that displays many calendars at the same. It is useful when you work closely with a team of co-workers who share their calendars.
When you open a shared Calendar, the Calendar is added to the Shared Calendars list in the Navigation Pane. Shared Calendar displays in Schedule View.
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Microsoft
Outlook 2010
How To Share Calendar By Email
Level 2
1.
In Calendar, click the Home tab. In the Share group, click E-mail Calendar.
An Untitled message window appears. At the same time Outlook displays the Send a Calendar via E-mail dialog box, as shown below.
SUMMARY
1. In Calendar, click the Home tab. In the Share group, click Email Calendar. 2. In the Calendar box, click the calendar that you want to send. In the Date Range box, click the time period that you want the calendar to show. 3. Click the OK button. 4. Click the Send button.
2.
TIPS
Calendars shared by e-mail arrive in the recipients Inbox as email message attachments, with a Calendar Snapshot in the message body.
In the Calendar box, click the calendar that you want to send. In the Date Range box, click the time period that you want the calendar to show.
Enter or select any other options that you want in the Send a Calendar via Email dialog box.
3.

The Send a Calendar via E-mail dialog box closes and returns to the e-mail message screen, as shown below.
4.
Complete the E-mail message and then click the Send button.
The calendar is sent.
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Microsoft
Outlook 2010
How To Share Calendar Using MS Exchange Server
Level 2
1.
In Calendar, click the Home tab. In the Share group, click Share Calendar..
SUMMARY
Outlook display the Sharing invitation message window, as shown below.
1. In Calendar, click the Home tab. In the Share group, click Email Calendar. 2. In the Calendar box, click the calendar that you want to send. In the Date Range box, click the time period that you want the calendar to show. 3. Click the OK button. 4. Click the Send button.
TIPS
To request to view the Calendar of the recipient of your email message, click the Request permission to view recipients Calendar check box on the sharing invitation email message.
2.
In the To box, enter the person that you want to share with.
You can also click the To button to display the Select Names: Global Address List dialog box.
3.
Complete the E-mail message and then click the Send button.
You can enter or select any other options that you want, just as if you were sending an e-mail message.
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Microsoft
Outlook 2010
How To Change The Calendar Permissions
Level 2
1.
Click the Home tab. In the Share group, click Calendar Permissions.
The Calendar Properties dialog box appears, as shown below.
SUMMARY
1. Click the Home tab. In the Share group, click Calendar Permissions. 2. On the Permissions tab, click the user name of the person for whom you want to change. Under Permissions, in the Permission Level list, click a permission level. 3. Click the OK button.
2.
On the Permissions tab, click the user name of the person for whom you want to change. Under Permissions, in the Permission Level list, click a permission level.
Under Read, Write, Delete and Other, change the permission you want.
3.
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Microsoft
Outlook 2010
How To Stop Sharing Your Calendar
Level 2
1.
Click the Home tab. In the Share group, click Calendar Permissions.
The Calendar Properties dialog box appears.
2.
SUMMARY
On the Permissions tab, click the user name of the person with whom you would like to stop sharing. Click the Remove button, and then click the OK button.
The Calendar Properties dialog box closes.
3.
1. Click the Home tab. In the Share group, click Calendar Permissions. 2. On the Permissions tab, click the user name of the person with whom you would like to stop sharing. 3. Click the Remove button. 4. Click the OK button.
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Microsoft
Outlook 2010
How To Open A Shared Calendar From The Sharing Invitation Email
Level 2
1. 2.
In the Navigation Pane, click the Mail button.

Outlook opens the Mail folder.
In the Inbox pane, click the message.
SUMMARY
1. In the Navigation Pane, click the Mail button. 2. In the Inbox pane, click the message containing the shared calendar. 3. In the Reading Pane, click the Open this Calendar button. 4. Click the Yes button.
3.
In the Reading Pane, click the Open this Calendar.

Outlook prompts a message, as shown below.
4.
Click the Yes button.

Outlook switches to the Schedule View (new view in Outlook 2010) to display the persons calendar in your main Calendar. The Calendar is added to the Shared Calendars list in the Navigation Pane.
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Microsoft
Outlook 2010
How To Close A Shared Calendar
Level 2
1.
In Calendar, under Shared Calendars, click to clear the check box to close the calendar.
The shared calendar closes.
SUMMARY
In Calendar, under Shared Calendars, click to clear the check box to close the calendar.
How To Remove A Shared Calendar
2.
In Calendar, under Shared Calendars, right-click the persons name.

A shortcut menu appears, as shown below.
SUMMARY
1. Under Shared Calendars, right-click the calendar that you want to remove. 2. Click Delete Calendar.
3.
Click Delete Calendar.

Outlook removes the selected shared calendar.
32
Microsoft
Outlook 2010
How To Work With Multiple Calendars
Level 2
You can work with multiple calendars if your calendar is becoming cluttered or hard to use. For example, you can create one for office or business appointment and one for personal or family appointments.
1.
SUMMARY
In Calendar, click the Folder tab. In the New group, click New Calendar.
The Create New Folder dialog box appears.
1. In Calendar, click the Folder tab. In the New group, click New Calendar. 2. In the Name box, type a name for your new calendar. In the Select where to place the folder list, click Calendar. 3. Click the OK button.
2.
In the Name box, type a name for your new calendar. In the Select where to place the folder list, click Calendar.
TIPS
How to open multiple Calendars side-by-side: In Calendar, under My Calendars, click the check box of another calendar that you want to open.
3.

Outlook creates a new Calendar under My Calendars.
33
Microsoft
Outlook 2010
How To Overlay The Calendars
Level 2
SUMMARY
Viewing calendars in overlay mode lets you combine multiple calendars into a single view. For example, you might track your personal appointments on a separate calendar from your business appointments. This view is useful for identifying conflicts or wants to find a common free time slot on several different calendars.
1. In Calendar, select the check box of another calendar that you want to view. 2. On the Calendar tab, click the View in Overlay Mode button.
1.
In Calendar, select the check box of another calendar that you want to view.
The calendar that you selected opens next to calendar that is already displayed. Repeat this step for each calendar that you want to view.
TIPS
How to remove a calendar from the overlay stack: On the Calendar tab, click the View in Sideby-side button.
2.
On the Calendar tab, click the View in Overlay Mode button .

If your Calendars are not display in Side-by-side view, in the Arrange group, click Day.
The calendars are now in overlay mode, as shown below.
34
Microsoft
Outlook 2010
Scheduling And Managing Meetings
Level 2
A meeting is an appointment to which you invite people or reserve resources for. You can create and send meeting requests and reserve resources for a meeting easily using Outlook 2010. When you create a meeting, you can look up the availability of resources, invite contacts to your meetings, block out time in your Calendar and send meeting requests to the attendees. The Organizer of the meeting can use the new interface and improved scheduling capabilities to schedule meetings easily and in less time.
The Calendar allows you to open and view your calendar if the meeting time works for you.
The Appointment helps you to show the Appointment page to enter the details of the meeting. For example, the Subject, Location, Start time and End time. The Scheduling Assistant allows you to show the scheduling page, in which you can see the attendees free/busy times. You can use the AutoPick button to help you find the best time for the meeting.
The Cancel Invitation button allows you to cancel a meeting and the meeting will be removed from your calendar. The cancellation message is sent to the attendees.
35
Microsoft
Outlook 2010
How To Schedule A New Meeting
Level 2
1.
In Calendar, click the Home tab. In the New group, click New Meeting.
The Untitled Meeting window appears.
2.
SUMMARY
In the Subject box, type a short description of the meeting. In the Location box, type the location where the meeting will take place.
You can also click the Location drop-down arrow to choose from rooms available for automatic scheduling by using Microsoft Exchange.
1. In Calendar, click the Home tab. In the New group, click New Meeting. 2. In the Subject box, type a short description of the meeting. In the Location box, type the location where the meeting will take place 3. In the Start time and End time, select the start and end time for the meeting. 4. In the Show group, click the Scheduling Assistant button. 5. Click the Add Attendees. 6. Click the name of a person you want to invite to the meeting, then click the Required ->, button. 7. Click the Send button.
3.
In the Start time and End time lists, select the start and end time for the meeting.
If this is an all-day event, select the All day event check box.
4.
In the Show group, click the Scheduling Assistant button.

Outlook displays the scheduling window which helps you to view free/busy times to find the best time for your meeting.
5.
Click the Add Attendees.

The Select Attendees and Resource: Global Address List dialog box appears.
TIPS
If you are using a Microsoft Exchange Server for your network, you can reserve a resource, e.g. conference room, meeting room. In the Name list box, click the resource name and click the Resources-> button.
36
Microsoft
Outlook 2010
Level 2
6.
In the Name list, click the name of a person you want to invite to the meeting, and then click the Required -> button.
To select more than one person, press and hold the <Ctrl> key. The selected Required attendee appears in the To box on the Meeting tab.
7.

The Select Attendees and Resources dialog box closes. All those attendees you invited appear in the All Attendees list box. The free/busy grid shows the availability of attendees. A green vertical line represents the start of the meeting. A red vertical line represents the end of the meeting.
8.
Click the
Send button.
The scheduling window closes and Outlook sent the meeting invitation to all attendees.
37
Microsoft
Outlook 2010
Level 2
How To Accept A Meeting Request
1.
In Mail, click the Inbox and then click the e-mail with the meeting request.
Outlook displays the meeting request in the Reading Pane.
SUMMARY
1. In Mail, click the Inbox and then click the e-mail with the meeting request. 2. Click the Accept button, and then click the Send the response now button. 3. Click the OK button.
2.
Click the Accept button.

Outlook displays the options how you want to send the response.
3. 4.
Click the Send the response now.

If this option is selected, you accept the meeting request and the meeting will be moved to your Calendar.

Outlook sends the response and deletes the meeting request from the Inbox folder. The meeting is added to your Calendar.
38
Microsoft
Outlook 2010
How To Propose A New Meeting Time
Level 2
1.
SUMMARY
1. In Mail, click the Inbox and then click the e-mail with the meeting request. 2. Click the Propose New Time button, and then click Tentative and Propose New Time. 3. In the Meeting start and Meeting end boxes, specify a new meeting time. 4. Click the Propose Time button 5. Click the Send button.
2.
TIPS
Click the Propose New Time button, and then click Tentative and Propose New Time.
When you sent to propose a new meeting time, it is sent with a default message saying that you want to propose a new time, but that you have tentatively accepted the meeting.
. The Propose New Time window appears, as shown below.
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Microsoft
Outlook 2010
3.
Level 2
In the Meeting start and Meeting end boxes, specify a new meeting time.
You can use the AutoPick Next button to find a new time that does not clash with your existing appointments.
4.
Click the
Propose Time button.
The New Time Proposed message window appears, as shown below.
5.
Click the Send button.

Outlook sends the response and deletes the meeting request from the Inbox folder.
40
Microsoft
Outlook 2010
How To Decline A Meeting Request
Level 2
1.
SUMMARY
1. In Mail, click Inbox and then click the email with the meeting request. 2. Click the Decline button, and then click Edit the response before sending option button. 3. In the message area, enter your message and then click the Send button.
2.
Click the Decline button.

3.
Click the Edit the response before sending option button.

The Declined message window appears, as shown below.
4.
In the message area, enter your message and then click the Send button.
Outlook sends the response and deletes the meeting request from the Inbox folder.
41
Microsoft
Outlook 2010
How To Cancel A Meeting Request
Level 2
1.
In Calendar, double-click the scheduled meeting.

The appointment window appears.
SUMMARY
1. In the Calendar, double-click the scheduled meeting. 2. In the Actions group, click the Cancel Meeting button. 3. Click the Send Cancellation.
TIPS
The only person who can cancel a meeting is the meeting organizer.
2.
In the Actions group, click Cancel Meeting.

Outlook removes the meeting status at the top of the meeting window but the Cancellation has not been sent.
3.
Click the Send Cancellation button.

If you select this option, Outlook will remove the scheduled meeting from your Calendar and send a cancellation message to all others attendees to the meeting.
42

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THE COMPLETE

Microsoft Outlook 2010

Section name. Each

Chapter name. Each

You are asked to

Task Name. Each task consists of a series of fully

Visual step-by-step instructions take you

Detailed descriptions and explanations on

Actual screen illustrations such as the

Appropriate tips, tricks, and shortcuts that you may

WORKING WITH THE CALENDAR ................................................................. 8

WORKING WITH TASKS ..................... ERROR! BOOKMARK NOT DEFINED.

ADVANCED EMAIL FEATURES.......... ERROR! BOOKMARK NOT DEFINED.

Working With The Calendar

Microsoft Outlook 2010 Level 2

Cancel A Meeting Request

Minimize the Navigation Pane

In the Navigation Pane, click the Calendar button.

1. In the Navigation Pane, click the Calendar button.

In the Arrange group, click Week.

In the Go To group, click Next 7 Days.

In the Go To group, click Today.

The icon in an appointment indicates it is recurring.

In the Actions group, click the Save & Close button.

In Calendar, double-click Sales Meeting.

In the Options group, click the Recurrence.

Under Recurrence pattern, click the Monthly option button.

Click the OK button.

In the Actions group, click the Save & Close button.

In Calendar, double-click the Sales Meeting recurring appointment.

In the Options group, click the Recurrence button.

Click the Remove Recurrence button.

Click the Save & Close button.

modify, delete or print activities in a Calendar.

Click the Sales Meeting appointment.

How To Turn Off The Reading Pane

In Calendar, click the Sales Meeting appointment.

How To Open An Appointment

In the Actions group, click Open.

In the Actions group, click Open.

How To Delete An Appointment

In the Actions group, click Delete.

In the Actions group, click Delete.

Click the Yes button.

You can configure Outlook to automatically apply a color to

Click the Conditional Formatting button.

Click the Add button.

Click the OK button.

Click the OK button.

Click the OK button.

In Calendar, click File tab>> Print.

Click the Print button.

Click the OK button.

Outlook display the Sharing invitation message window, as shown below.

Click the OK button.

In the Navigation Pane, click the Mail button.

In the Inbox pane, click the message.

In the Reading Pane, click the Open this Calendar.

Click the Yes button.

How To Remove A Shared Calendar

In Calendar, under Shared Calendars, right-click the persons name.

Click Delete Calendar.