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West Chester University

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Outlook 2010

Getting Started
Create a Profile Delete a Profile Out of Office Assistant
Calendar Share My Calendar
Create a Contact Contact Form Create a Personal Distribution List
Send an Email Message Add an Attachment

Add an Auto Signature

Categories Follow Up Flag

Deleted Items

Recover Deleted Items    


Junk E-mail Folder Search Folder
New Features
Task Bar Ribbon Bar Quick Access Toolbar

Creating an Email Profile

Click on the Outlook icon located on the Quick Launch bar or on the Start Menu.

An Auto Account Setup box will appear. Enter your information in the boxes as directed.
After entering the information and clicking "Next", the setup wizard will verify and configure your email,
and it will be ready to use.

Add New Account


Deleting a profile

Go to your Start menu and click on Control Panel. Find the Mail icon and double click on it.

Click on the File tab in the top left corner, then the Account Settings option, as seen below:

Account Settings

From the box that opens, you can pick between a variety of options outlined in the red box in the image below.
These options include the removal of an account, adding an account, and changing or repairing the account selected.

Account Options


Out of Office Assistant

This option automatically replies to incoming messages while you are out of the office.  Note that only one
Out of Office message will be sent in reply to the person sending you a message.  After that person receives
the first Out of Office message he or she will not receive another one regardless of how many new
messages they send you.

Select File at the top left hand corner, then select the Automatic Replies button.

Automatic Replies

In the box that appears, select Send automatic replies or Do not send automatic replies,
depending on your situation. After you have configured the settings and message for your
automatic reply, hit Ok, and you are set!

Automatic Replies Prompt


Begin by selecting the calendar button on the bottom of the pane on the left hand side. There are a multitude
of options presented above the calendar, offering a variety of ways to view the calendar. Creating appointment
or meeting reminder is easy with the option to send out a message with the date and time to your contacts.

Webmail Calendar

Sharing Calendars

At the top of outlook, find the Share Calendar Button in the Share group.
Type the name(s) in the To box, just like sending an email.

If you would like to access the recipient’s calendar check the box underneath the subject line.
Select the amount of details you would like to include from the drop down menu.
Type a message if you would like, and send!

Share Calendar Button


Contacts are located in the same area where you can access the calendar, tasks, and notes.
Outlook 2010 is set up in such a way that makes sorting through your contacts easier than ever.
Explore the ribbon buttons at the top of Outlook to further utilize the capabilities.

Contact Form
The Contact Form has also taken on a new look. 
You now have the option to enter more detailed information using the Details button.

When you are finished entering all the information click on Save and Close in the upper left corner of the Ribbon.

Creating a Distribution List

  1. Click on the New Contact Group button in the top left hand corner section.
  2. Enter a name for the list.
  3. Click the Add Members button in the middle of the ribbon to select the names of the members from
    your contacts, address book, or a new contact.
  4. When you have finished entering the names for the distribution list click on the Save and Close
    button located in the upper left corner of the Ribbon.
  5. You can add and remove members from the list at anytime by highlighting the name
    and clicking on the Remove Member icon .

Distribution List Buttons

Sending Messages

To open "new mail message", click on the New Email icon

New Email Button

To deliver your message, click on the send button.

Adding an Attachment

While in a new e-mail message click on the paper clip icon:

Attatchment Button

Choose the file you would like to send and click on the insert button.  

Auto Signature

An auto signature is a short block of text that identifies you and perhaps supplies some information about you.  
Outlook does not limit you to one signature, you can create several different ones. 
Auto Signatures can automatically be inserted into all new messages or you may choose to insert the signature manually

Open up a new email.
Click on the Signature button.

Signature Button
Click "New" and name the signature.
Format the signature as you wish in the box provided.

Signature Options


Outlook 2010 provides the option to categorize your messages by color.
On the right-hand side of our messages there is a rectangular shape.
Right click on this area and the following box will appear:

Categories Example

You can edit your categories by clicking "All Categories".

Follow-up Flags

To help us keep track of important messages, Outlook 2010 has Quick Flags with pop-up reminders
to aid us in managing our workload.  Different shades of red flags make it easy to categorize our messages. 
The Follow-up Flags can also be attached to contact items and tasks.  These icons are conveniently located
to the right of each email in every folder in your mailbox and local mail folders.

Follow Up Flags Example

Right click on the Quick Flag to the right of a message and a sub-menu will appear.

Flag Variations

Deleting Messages

Select the message you would like to delete and hit the delete button located in the ribbon.

All deleted items are initially transferred to the Deleted Items folder until they are manually
expunged or when you log out of your mail. (If you have that option selected)

To permanently delete your messages, empty the deleted items folder.

Point to the Deleted Items Folder and right click.

From the menu, choose Empty “Deleted Items” Folder.                  

Recovering A Deleted Item

After you emptied your Deleted Items folder you realize that an important message has been deleted, oops! 
No problem, you can recover that deleted message up to 30 days after deletion.

  1. Click on the Folder tab.
  2. Click on "Recover Deleted Items".

Junk E-mail Folder

The junk mail filter in Outlook 2010 examines every piece of email as it arrives, looking at the content of the message,
when it was sent, and other factors to determine whether it is likely to be junk.  Once Outlook has determined that a
message is junk mail it is moved to the Junk E-mail folder.  ***You can adjust the settings to make the filters more
restrictive but in doing so you run the risk of legitimate messages being caught in the filters

Search Folders

Search folders contain constantly-updated search results of all email items matching specific search criteria. 
You can see all the unread email messages from every folder in your mailbox in a Search Folder named “Unread Mail.” 
To help you reduce the size of your mailbox, the “Large Mail” Search Folder shows you the largest mail in your mailbox,
regardless of what folder the messages are stored in.  You can create your own Search Folders:  choose from a list of
pre-defined templates or criteria and save it as a Search Folder for future use.  The purpose of these folders is to enable
you to quickly see all messages that are flagged for follow-up, mail from specific people and unread emails and so on. 
Note these Search Folders do not move messages from the inbox or any other folder that they are stored in, 
it is a tool to help you quickly get to these messages without having to scroll through your other folders.

To add a folder to your Search Folders right click on Search Folders and select from the pre-defined templates.

To delete a Search Folder right click on the folder and select delete. 
Note: The messages inside the folder will not be deleted, only the folder.

Search folders

Task Bar

The Task Bar is located in the same area as the calendar and contacts.
The Task bar is a To-Do list that displays an integrated list of everything you need to do today, tomorrow,
or anytime in the future, including tasks, appointments, flagged messages and notes.

Task Bar


This is a sleek new format called the Ribbon.
The Ribbon has a set of tools specific to that Ribbon’s functionality that you cannot change.

The Ribbon

Quick Access Toolbar

The Quick Access Toolbar is a customizable location for your frequently used commands. 
You have the option to have the toolbar appear above or below the Ribbon.

Quick Access Toolbar