CONCORDE CAREER COLLEGE MINDY SMITH, RN CPC APRIL 25, Microsoft 2010 Outlook

Outlook 2 Outlook is used by most professional offices It provides a contemporary, professional look to office messages Employees can use Outlook for information management, including calendars and

Outlook 3 Employees can share mailboxes, calendars, meeting schedules and SharePoint lists

Outlook 4 Some benefits to using Outlook:  Easy to set up  See other people’s schedules  Set reminders for meeting, activities  Reading panes for easier viewing

Outlook 5 Easy tutorials to learn Outlook from Microsoft Powerful communication tool within an organization Go to and click onhttps://support.office.com Outlook 2010 Videos, watch some for Day 4 & 5 answers

Outlook 6

Outlook Basics 7 When using Outlook as a system, your , calendar, and tasks are all related The four basic principles of Outlook:  Mail  Calendar  Contacts  Tasks

Outlook Basics Folders 8 It is important to set up a routine for using the basic components of Outlook and use them consistently Set up a folder structure, such as:  1-Reference  2-Personal  Contact groups  RSS feeds

Outlook Basics Categories 9 Assign color-coded categories to your s Categories allow you to group all related messages together for projects or topics you are working on Categories are more flexible than folders

Outlook Basics Categories 10 Name a category for messages to your manager or other important members of your organization and click OK

Outlook Basics Categories 11 Set up categories for messages in specific locations that will remind you where you should be when performing that task Use symbol when naming the category. For example: be combined with other categories also. Will organize related messages for projects

Outlook Basics Categories 12 you need to read but don’t need to respond to that you are waiting for someone to respond to or schedule an action about a project or activity that can be dealt with while on the phone.

Outlook Basics Tasks 13

Outlook Basics Tasks 14 Using the Tasks list in Outlook will help you get your paper to do lists and thousands of post its out of your head and into one place You can assign tasks, check the progress of them and provide a history of productivity

Outlook Basics Search s 15

Outlook Basics Search s 16 You can search s in Outlook by the following:  Subject Matter  From  To  Key words  Attachments

Outlook Basics Search s 17 Sort and search through s and place them in categories and folders that make sense to you Have one folder set up for personal s that no one else can see Another folder should be labeled for s from your direct supervisor or manager to have those readily at hand

Outlook Basics Etiquette 18 Some rules for composing s properly include:  Use proper English and do not abbreviate excessively  s can be traced to the source and can be retrieved after being sent so use common sense  Do not use a lot of symbols,

Outlook Basics Etiquette 19 Keep s short and to the point. For messages with a large amount of content, put the content in a file and attach it to the for the reader to open and read Type a brief description of the in the subject box

Outlook Basics Etiquette 20 Reading s can be a big disruption in the office work place Follow some simple rules to manage s and organize them so you can have a productive work day  Delete it  Do it  Delegate it  Defer it

Outlook Basics Etiquette 21 Delete it—easy to do and an efficient way to start the management process of your messages Do it—use a 2 minute drill process. If the message needs more than 2 minutes to take care of, add it to the task list to work on it later and file it in your reference folder

Outlook Basics Etiquette 22 Delegate it—if the message is meant for someone else, reply to the sender and add the task owner as a recipient. To perform a follow up on the message, put it in category

Outlook Basics Etiquette 23 Defer it—flag the as a task, add your categories to it and file it in the reference file to work on at a later date. Set aside a few minutes each day to review the tasks so nothing is forgotten

Outlook Basics Calendars 24

Outlook Basics Calendars 25 The calendars feature in Outlook can be used in many different ways:  By the day

Outlook Basics Calendars 26 By the week

Outlook Basics Calendars 27 The feature that makes offices most productive is using shared calendars to show everyone's availability

Outlook Basics Calendars 28 messages can be added to a calendar to schedule a meeting and forwarded on the invitees

Outlook Basics Contacts 29 At professional business conferences and meetings, it is customary for business people to exchange business cards with that person’s information printed on them When those same professionals return to the office however, many times those small business cards are misplaced or lost

Outlook Basics Contacts 30 Outlook provides a way in which professionals can make digital versions of their business contact information and use them as electronic signatures for their messages

Outlook Basics Contacts 31 A business professional can keep many cards organized in one place and send to others as needed

Outlook 32 Outlook gives office personnel the tools to be efficient and productive

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