Microsoft Outlook 2010 User Guide - Portal

Microsoft Outlook 2010 User Guide - Portal

Microsoft Outlook 2010 User Guide

This guide assumes that you have a basic understanding of Microsoft

Office (e.g., Microsoft Word, Microsoft PowerPoint, etc.). Users of

Office 2007 should find the transition to Office 2010 pretty seamless.

This guide covers: Email Management, Calendar Management,

Managing Contacts, Managing Task, Notes, Delegation and Shortcut

Keys.

Contents:

Introduction to Microsoft Outlook ................................................................................................................................... 5

The Power of Integration ............................................................................................................................................. 5

Outlook Features .............................................................................................................................................................. 5

Email Management ..................................................................................................................................................... 5

Calendar Management ................................................................................................................................................ 5

Managing Contacts ...................................................................................................................................................... 6

Managing Tasks & To-Do Lists ..................................................................................................................................... 6

Good Practice and Effective use of E-mails ....................................................................................................................... 6

Exploring the User Interface ............................................................................................................................................. 8

Ribbon ........................................................................................................................................................................ 8

Folder List ................................................................................................................................................................... 9

Navigation Pane .......................................................................................................................................................... 9

Inbox with Reading Pane (or Calendar Views, Contacts and Lists, etc.) ........................................................................ 9

Inbox with Reading Pane ................................................................................................................................................. 9

Calendar .......................................................................................................................................................................... 9

Contacts .......................................................................................................................................................................... 9

Tasks ................................................................................................................................................................................ 9

To-Do Bar ................................................................................................................................................................... 10

Project Window ......................................................................................................................................................... 10

Navigating the Inbox ....................................................................................................................................................... 11

The Inbox: Panes & Bars ............................................................................................................................................. 11

Positioning the Reading Pane ..................................................................................................................................... 11

Change the Size of Text in the Reading Pane............................................................................................................... 12

Organising Your Mail ....................................................................................................................................................... 12

Using Folders to Organize Your Mail ........................................................................................................................... 12

Using Rules to Organize Your Mail .............................................................................................................................. 13

Personalising Mail with Signatures .................................................................................................................................. 15

Create a Signature ...................................................................................................................................................... 15

Insert a Signature Manually ........................................................................................................................................ 16

Remove an Automatic Signature from a Message ....................................................................................................... 16

Setting an Out of Office Message .................................................................................................................................... 16

Searching Email ............................................................................................................................................................... 17

How to Search Your Mail ............................................................................................................................................ 17

Search Folders ................................................................................................................................................................. 18

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Create a New Search Folder ........................................................................................................................................ 19

Edit an Existing Search Folder ..................................................................................................................................... 19

Managing Emails ............................................................................................................................................................. 20

To Create a New Email Message: ................................................................................................................................ 20

To Attach a File: ......................................................................................................................................................... 21

To Attach a Hyperlink: ................................................................................................................................................ 22

Using the Global Address Book/List ................................................................................................................................. 23

Searching for Staff ...................................................................................................................................................... 23

Searching for a Distribution List .................................................................................................................................. 24

Calendar Interface ........................................................................................................................................................... 25

Creating an Appointment/Meeting Request .................................................................................................................... 26

To Create an Appointment ......................................................................................................................................... 26

To Create a Meeting Request ..................................................................................................................................... 28

Make Changes to Meeting Requests ........................................................................................................................... 29

To change the date, time or location ............................................................................................................................ 29

To update meeting attendees ....................................................................................................................................... 29

Attach a File or Hyperlink to the Appointment/Meeting request ................................................................................ 29

Using the Scheduling Assistant ........................................................................................................................................ 30

Responding to Meeting Requests ............................................................................................................................... 32

Proposing New Meeting Times ................................................................................................................................... 32

Checking Attendee Status (View Tracking) .................................................................................................................. 33

Sharing a Calendar .......................................................................................................................................................... 34

To Share a Calendar.................................................................................................................................................... 34

To Send a Calendar via E-mail ..................................................................................................................................... 35

Setting Your Calendar Permissions ............................................................................................................................. 35

Set Preferences for Your Calendar View ..................................................................................................................... 36

Viewing Public Calendars............................................................................................................................................ 37

View Other Peoples Calendars.................................................................................................................................... 37

To Add a New Calendar ................................................................................................................................................. 37

View Multiple Calendars Side by Side ......................................................................................................................... 38

Overlay View of Calendars.......................................................................................................................................... 38

Assign a Colour category ................................................................................................................................................. 39

To Assign a Colour Category: ......................................................................................................................................... 39

To Create a New Category ............................................................................................................................................. 40

To Rename a Category .................................................................................................................................................. 40

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To Delete a Category ..................................................................................................................................................... 40

Delegation ....................................................................................................................................................................... 41

About Delegation ....................................................................................................................................................... 41

Send-on-behalf-of Delegation ....................................................................................................................................... 41

Folder* Access ............................................................................................................................................................... 41

Delegation Requirements ........................................................................................................................................... 41

Adding/Removing Send-on-behalf-of Delegates ......................................................................................................... 42

Adding/Removing Folder Access ................................................................................................................................ 42

Managing Contacts .......................................................................................................................................................... 43

Exploring the Contacts Folder & Address Book ........................................................................................................... 43

Contacts Folder: Managing Local Contacts. ................................................................................................................. 43

Contact Folder Quick Reference: ................................................................................................................................... 43

Create a New Contact ................................................................................................................................................. 44

Create a Contact from an E-mail Message That You Have Received ............................................................................ 44

Address Book: Searching Global and Local Contacts ................................................................................................... 44

Address Book Quick Reference: ..................................................................................................................................... 44

Create and Manage a Contact Group (Personal Distribution List)..................................................................................... 45

Create a Contact Group .............................................................................................................................................. 45

Email a Contact Group ................................................................................................................................................ 45

From Contacts ............................................................................................................................................................... 45

From Mail ...................................................................................................................................................................... 45

Tasks ............................................................................................................................................................................... 46

Managing Tasks & To-Do Lists .................................................................................................................................... 46

To Create a Task ......................................................................................................................................................... 46

To Assign a Task ......................................................................................................................................................... 47

Accepting or Declining a Task Request ........................................................................................................................ 47

To Complete a Task .................................................................................................................................................... 47

Notes .............................................................................................................................................................................. 48

Create a New Note ..................................................................................................................................................... 48

Changing a Notes Category ......................................................................................................................................... 48

To Delete a Note ........................................................................................................................................................ 48

Keyboard Shortcuts ......................................................................................................................................................... 49

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Introduction to Microsoft Outlook

Microsoft Outlook is a comprehensive tool that enables you to manage your email, calendar, contacts, tasks and more all in one place.

The Power of Integration

One of the major selling points of Outlook is its seamless integration between various

Outlook tools, as well as other Microsoft products. For instance, if you receive an email and would like to follow-up on it at a later date, you can simply flag the email for follow-up. This will automatically add the email to your Task list.

You can also tie Outlook into other Microsoft products like Microsoft SharePoint

(Microsoft's premiere collaboration suite). For example, let's say that you have a remote team that is using SharePoint for online collaboration. You can easily synchronise Outlook

Tasks lists and Calendars with SharePoint. In other words, if team members add tasks or events to SharePoint, these items will appear in Outlook for you.

Outlook Features

Email Management

The most common use for Outlook is email management. Whether you are interested in the basics of sending/receiving mail, or want to figure out how to create filters and/or rules to help you automatically organize your email, be sure to check out this guide's wide range of email management topics.

Beyond the Basics - Did you know...?

• If you flag an email message for follow-up, the email is automatically added to your tasks list?

• If you email a group of people regularly, you can set up a contact group that will enable you to simply type the name of the group in the email composition window and Outlook will send out the email to everyone on the list (i.e., your own personal listserv)?

• You can create a separate Out of Office messages for internal recipients (those within Yorkshire and Humber Commissioning Support Unit (CSU)) and external recipients?

Calendar Management

Keep track of your schedule and/or easily schedule appointments and meetings with other people through Outlook's calendar management tool.

Beyond the Basics - Did you know?

• Outlook makes organizing meetings easy? You can plan a meeting via the meeting manager by letting Outlook find the participants' availabilities. You can also overlay your calendar with other calendars to find available times/dates.

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Managing Contacts

Use the contacts area to keep track of the people you know from your own Organisation and all the information about them. You can also use Outlook's address book feature to look up contact information for people from other Organisations via the National Global

Address List for all NHS mail account.

Managing Tasks & To-Do Lists

Keep track of tasks you need to complete, set due dates, and reminders via Outlook's Task

Management tool.

Good Practice and Effective use of E-mails

The following guidelines have been included into this Standard document to provide assistance to users in the effective use of Email services.

Subject Line:

• Ensure the subject line gives a clear indication of the content of the message.

• Indicate if the subject matter is sensitive.

• Use flags to indicate whether the message is of high or low importance and the speed with which an action is required.

• Indicate whether an action is required or whether the email is for information only.

Subject and Tone:

• Greet people by name at the beginning of an email message.

• Identify yourself at the beginning of the message when contacting someone for the first time.

• Ensure that the purpose and content of the email message is clearly explained.

• Include a signature with your own contact details.

• Ensure that the email is polite and courteous.

• Tone of an email message should match the intended outcome.

• Make a clear distinction between fact and opinion.

• Proof read messages before they are sent to check for errors.

• Try to limit email messages to one subject per message.

• Include the original email message when sending a reply to provide a context.

• Where the subject of a string of email messages has significantly changed start new email message, copying relevant sections from the previous string of email messages.

• Ensure email messages are not unnecessarily long.

• Ensure that attachments are NOT longer versions of the email.

• Summarise the content of attachments in the main body of the email message.

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Structure and Grammar:

• Try to use plain English.

• Check the spelling within the email message before sending.

• Use paragraphs to structure information.

• Put important information at the beginning of the email message.

• Take care when using abbreviations (explain what the abbreviation means)

• Avoid using CAPITALS.

• Try not to over-use bold and coloured text.

Addressing:

• Distribute email message only to the people who need to know the information.

• Using ‘reply all’ will send the reply to everyone included in the original email. Think carefully before using ‘reply all’ as it is unlikely that everyone included will need to know your reply.

• Use the ‘To’ field for people who are required to take further action and the ‘cc’ field for people who are included for information only.

• Think carefully about who should be included in the ‘cc’ field.

• Ensure the email message is correctly addressed.

General:

• Be aware that different computer systems will affect the layout of an email message.

• Avoid sending email messages in HTML format.

• Be aware that some computer systems might have difficulties with attachments.

• Internal emails should use pointers to attachments and information held on shared drives or the Intranet.

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Exploring the User Interface

Familiarise yourself with components of the standard Outlook 2010 window. These parts include the Office Ribbon and toolbars, your Navigation Pane with its folder lists, the To-Do

Bar, as well as the Reading Pane for viewing content.

Ribbon

Like other Microsoft Office programs ('07 and greater), Outlook 2010 allows you to accomplish many tasks through the Ribbon. The Ribbon toolbars are "context-sensitive"— they change depending upon what you're working on, be it your mail, calendar, tasks, etc. It serves as a quick, visual way to perform common operations.

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Folder List

There are generally two types of folder lists, each offering a similar way of finding and viewing content:

• A content-specific Folder List appears when you're working on a particular thing, whether Mail, Calendar or Tasks, etc.

• The master Folder List is accessible via the folder icon at the bottom of the

Navigation Pane. This reveals all content available to you in Outlook, regardless of kind.

Refer to your Folder List for a detailed view of all the folders and subfolders available to you in Outlook.

Navigation Pane

The navigation pane (which houses the Folder Lists) falls along the left side of the Outlook window. As its name suggests, you use it to move between the major features of

Outlook. In addition to the Folder Lists, it houses buttons that take you to your personal Mail inbox, Calendar, Contacts, Tasks, and Notes.

Inbox with Reading Pane (or Calendar Views, Contacts and Lists, etc.)

The central portion of Outlook changes to reflect whatever you have selected to view via the navigation pane. For your Mail this means your inbox. For your Calendar it gives you options for the calendar views, you'll always find a context sensitive Search Field here within the reading pane.

Inbox with Reading Pane

By default, this is what you see when Mail is selected. The contents of your email inbox are viewable in one pane, and in a separate pane for reading, the content of a selected message appears. You can customize the positioning of these via the Ribbon by selecting the View >

Reading Pane then selecting either Right, Bottom or Off as required.

Calendar

If the calendar is selected, you're given a choice between Day, Work Week, Week, Month or

Schedule View Views.

Contacts

Use this area to Look Up, Add/Edit contacts from either your own organisation or from other Organisations via the Global Address List if they have an NHS mail account or create from emails you’ve received.

Tasks

In short, there are two kinds of tasks:

• Emails flagged as To-Do items (accomplished by clicking the flag next to a message in a mail box view).

• Tasks created manually (accomplished by creating a New Task via the File menu or

New Task button).

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To-Do Bar

The To-Do Bar, to the far right of the Outlook window, offers a quick view of calendar events and tasks, allowing you to keep aware of upcoming appointments and due dates. You can expand to view or minimise to hide from view.

Project Window

Untitled Message:

Untitled Appointment:

When creating a new item of any kind—email message, calendar item, or task, an untitled window will appear. The Ribbon will change to reflect whatever it is that you're working on, but you can count on a consistent look and feel.

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Navigating the Inbox

The Inbox: Panes & Bars

Outlook enables you to customize the way mail is presented by simply choosing View (from the top menu bar), and select options from there. In the example below, the current view is the standard Compact view. We've also chosen to position the Reading Pane below our messages (see Positioning the Reading Pane below for more information). Although your

Outlook screen may not look exactly like the screen below, the basic concepts are still the same.

The Mail Folder List (far left) allows you to navigate through your various mail folders and view their contents.

Your Messages (centre top) displays the name of the selected folder (in this example it is the Inbox), and a list of messages it contains.

The Reading Pane (centre bottom) shows the text of a selected email message.

Positioning the Reading Pane

In Outlook, the Reading Pane can either be displayed to the right of the Messages Pane, under it (bottom) or turned off completely.

If you wish to change this display setting go to View > Reading Pane then select Bottom,

Right or Off as required.

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Change the Size of Text in the Reading Pane

If you are experiencing problems reading a message and wish to enlarge the font size for visibility purposes you can make the text or font in the Reading Pane larger or smaller by using the scroll wheel on your mouse.

• Click in the Reading Pane, press the CTRL key on your keyboard and then roll the scroll wheel on your mouse. Rolling the wheel away from you makes the text bigger, while rolling it towards you makes the text smaller.

Organising Your Mail

Using Folders to Organize Your Mail

As your Inbox grows in the number of messages it holds, it will become necessary to organize your email messages. By default you have several folders which are used to organize the items you have in your mailbox. Folders such as the Inbox, Deleted Items,

Drafts, Sent Items, etc. Outlook also gives you the ability to create custom folders.

• To create a new folder, right-click anywhere within 'Mailbox or on Your Name' in the

Mail Folder List.

• From there, select 'New Folder.

This works to create sub-folders, too; just right-click on the folder (i.e.,

Inbox), and add a new folder there.

If you don't need to access this folder from home or the web, and you'd like to save space on your account, you may instead select Archive Folders. This is known as a local folder.

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Using Rules to Organize Your Mail

Rules are an automated way of organising your email. Once you set a rule, Outlook will automatically perform certain actions when it receives email that matches the criteria you've specified. Messages with a certain subject line or from a particular sender can be rerouted to folders for organisational purposes.

• Select Rules from your home tab on the ribbon:

You will then have several options, select as appropriate:

Always Move messages from:

• Opens up the Rules and Alerts window for you to select the appropriate folder you want to move messages from this sender too:

• Once you’ve selected the folder, click on the ok button to set the rule.

Create Rule:

• Opens up the Create Rule window for you to select the options as appropriate

• Once you’ve completed the setup, click on the ok button to set the rule.

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Manage Rules and Alerts

• Opens up the Rules and Alerts window for you to select the options as appropriate:

• Select Email Rules tab – select New Rules button, which the opens the Rules Wizard screen:

• Select/complete as appropriate then click on Next.

Complete Steps 1 & 2:

• Then Click on Next or Finish and complete as appropriate.

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Personalising Mail with Signatures

A signature is a block of text appended at the bottom of an e-mail message often containing the sender's name, address, phone number, disclaimer or other contact information. You can use Outlook's Signature feature to add a personal signature to all of your messages so you don't have to repeatedly type the same information in all of your emails.

You can create as many signatures as you'd like. You can also configure Outlook to automatically add a signature to outgoing messages, or you can manually add the signature whenever it's needed. You can even create custom signatures for different types of audiences.

Many Organisations including the Yorkshire and Humber Commissioning Support Unit have their own corporate wording Template and Graphics for “Email Signatures” see example below, these can generally be found on the organisations intranet sites under documentation.

Create a Signature

• Click Tools, then Options. This will open the Options dialog box.

• Click on the Mail Format tab, and then click on the Signature button, about 3/4 of the way down the dialog box. This will open the Signatures and Stationery dialog box.

• Click the New button, then type a name for the signature, and then click OK.

• In the Edit signature box, bottom of the screen, type the text that you want to include in the signature.

• To change fonts or font sizes, add bold or italics etc., simply select the text and then use the formatting buttons and drop down boxes above the text area.

• Define which signature to use in the New Messages and the Replies/Forwards fields.

• Click the OK button when you are finished.

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Insert a Signature Manually

In the Ribbon of a new message, click the Signature button, and then select the signature you wish to use and it will then be displayed in the body of the message.

Remove an Automatic Signature from a Message

In the body of the message, highlight the whole signature, and then press the Delete key on your keyboard.

Setting an Out of Office Message

Many Organisations including the Yorkshire and Humber Commissioning Support Unit have their own corporate wording Template for Out of Office messages, see example below, these can generally be found on the organisations intranet sites.

• To create an automatic reply, notifying senders that you are out of office, use the

Out of Office Assistant wizard by going to File > Automatic Replies.

• When Automatic Replies comes up, select Send automatic replies. Check the Only

send during this time range box, and select the dates (start and end) when you will be out of the office. If you do not specify a start and end time, Out of Office autoreplies will begin immediately.

• On the Inside My Organization tab, type the response that you want to send to co-

workers affiliated with the NHS while you are out of the office.

• On the Outside My Organization tab, make sure the Auto-reply to people outside

my organization box is checked, and then type the response that you want to send to non NHS Mail email addresses while you are out of the office. This could be the same response you've set for Inside My Organization, or a different one.

• Once completed Click OK.

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Searching Email

How to Search Your Mail

• Click on/highlight the folder you wish to search under.

• In the Search box, type your search text and hit the Enter key on your keyboard.

• Messages that contain the text that you typed are displayed in the Search Results pane with the search text highlighted.

• You can use the logical operators AND, NOT, OR, <, >, =, and so forth to refine your search.

• To narrow your search, type more text in the search box.

• To widen your search, click Try searching again in All Mail Items at the end of the search results. Alternatively, in the Navigation Pane, under Mail Folders, select All

Mail Items from the Search tab of the ribbon (only visible when your cursor is placed

in the Search box), or press CTRL+ALT+A.

Note: Searching "All Mail Items" is based on the folders that are selected for this search option. To change these options, visit the Search tab & look in the Scope section. For example, you will initially need to select All Outlook Items to include local folders in the search results.

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Search Folders

The Outlook 2010 search folders are a useful feature for finding and organising messages. A search folder isn’t really a folder but rather a special view that functions much like a separate folder. In effect, a search folder is a saved search. You specify conditions for the folder, such as all messages from a specific sender or all messages received in the last day, and Outlook 2010 displays messages that meet the specified conditions in that search folder view.

Although the messages seem to exist in the search folder, they continue to reside in their respective folders. For example, a search folder might show all messages in the Inbox and

Sent Items folders that were sent by John Doe. Even though these messages appear in the

John Doe search folder (for example), they are actually still located in the Inbox and Sent

Items folders.

Outlook 2010 includes three search folders by default, which you can use as is or customize to suit your needs:

Call Logs - This search folder shows all voice calls made via Office

Communicator. (Note: If you do not have Office Communicator installed, this folder may not appear)

Categorized Mail - This search folder shows all messages that have categories assigned to them.

Large Mail - This search folder shows all messages that are 100 KB or larger.

Missed Conversations - This search folder shows all Office Communicator messages that were sent while you were offline. (N.B. If you do not have Office Communicator

installed, this folder may not appear)

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Create a New Search Folder

• Right-click the Search Folders folder, and then choose New Search Folder to open the New Search Folder dialog box.

The New Search Folder dialog box provides several predefined search folders which you can easily customize and create.

• If none of the predefined search folders are what you want then scroll to the bottom of the Select A Search Folder list and select Create A Custom Search Folder.

• Click the Choose button to open the Custom Search Folder dialog box to specify your criteria for the search folder, a search folder name, and which subfolders to include.

Edit an Existing Search Folder

• Select and then Right-click the folder, and then choose Customize This Search

Folder to open the Customize dialog box.

• To change which folders are included in the search folder, click Browse in the

Customize dialog box to open the Select Folder(s) dialog box.

• Place a check mark next to each folder that you want to include, or select Mailbox -

Your Name to include all folders in the search. Place a checkmark in the Search

Subfolders option to include all subfolders for a selected folder.

• When you have finished selecting folders, click OK, and then click OK again to close the Customize dialog box.

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Managing Emails

To Access the Inbox:

• Click the Mail button in the Navigation Pane.

To Check for New Emails:

• Click the Send/Receive

Message Indicators:

button on the Send/Receive Ribbon

• Message has not been read.

• Message has been read.

• File is attached to the message.

• Message has high or low importance.

To Open an Email:

• Open the Inbox, select a message to preview or double-click to open it.

To Create a New Email Message:

• Click the New button.

• Enter the e-mail addresses in the To box, or click the To button to use the address book and search from there. (Tip: Searching by Last Name, First Name produces better results).

• Click the Cc button and select the e-mail addresses for recipients to whom you want to send a copy of the message.

• Enter the subject of the message in the Subject box.

• Enter the text of your message in the text box.

• Click the Send button.

To Send a Blind Carbon Copy (Bcc):

• In the message window, click the Options tab on the Ribbon and select Show Bcc in the Fields group.

• Click the Bcc: button and select the e-mail addresses for recipients to whom you want to send a blind copy of the message.

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To Reply to the Message Sender:

• Click the message.

• Click the Reply button.

• Type your reply and then click the Send button.

To Reply to All Message Recipients:

• Click the message.

• Click the Reply All button.

• Type your reply and then click the Send button.

To Forward a Message:

• Click the message.

• Click the Forward button.

• Enter e-mail addresses in the To box.

• Enter comments in the text box and click the Send button.

To Delete a Message:

• Select the message and press the Delete key.

To Attach a File:

• Select the message.

• In the message window, click the Insert tab on the Ribbon.

• Click the Attach File

button to open up an Insert File window:

• Select My Computer and then select the appropriate drive and folders where the file/document is saved.

• Select the file/document and then click Insert and the file/document will be added into an attachment field under the Subject field of the message screen.

To Open an Attachment:

• Double-click the attachment at the top of the message window to open the file/document.

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To Attach a Hyperlink:

The recipient of the message must have access to the folder the file/document is saved in.

• Select the message and then click into the main body of the text screen where you want to insert the hyperlink.

• In the message window, click the Insert tab on the Ribbon.

• Click the Hyperlink

button to open up an Insert Hyperlink window.

• Click in the Look in field to select the Drive you want to search in.

• Then in the main body of the window select the file/document you want to create the link for.

• Select the file/document and then click OK, and the link will then be displayed in the main body of the meeting request.

To view the Hyperlink

• Double-click the Hyperlink to open the file/document.

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Using the Global Address Book/List

Using the Global Address List will enable you to search for any NHS email account holder.

When initially opening the Address book your own Organisation will be listed against your own email address, the example below is for Yorkshire and Humber Commissioning Support

Unit:

• Using the drop down arrow in the address book field to select a different search list such as your own Contacts, Suggested Contacts or the full Global Address list etc., see examples:

• Click on the Advanced Find on the right of the address list and a new window will open with additional fields for you to enter details for a search:

Searching for Staff

Using the Global Address book, enter the Name of the person you’re searching for in the name search field, (Tip: Searching by Last Name, First Name produces better results), once found, select and then double click on the selected name to default into the To field or select and then click on the appropriate To, CC or Bcc as required.

N.B. The Organisation of the person will appear in Brackets, this helps ensure you select the right person especially when there are multiple results for the searched name.

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Searching for a Distribution List

Using the Global Address book, enter the distribution list name you’re searching for in the search field, once found, select and then click on the appropriate To, CC or Bcc as required.

Common pre-fixes: DL = Distribution list, then the abbreviation for the organisation/team.

See Examples:

DL-NEL will list all of the distribution lists for North East Lincolnshire:

DL-NL will list all of the distribution lists for North Lincolnshire:

DL-NAV will list all of the distribution lists for NAVIGO (Mental Health):

DL-NYHCSU will list all of the distribution lists for Yorkshire & Humber Commissioning

Support:

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Calendar Interface

With the Outlook 2010 Calendar feature, you can organize your schedule and integrate communications, tasks and calendar items in one location. Click on the Calendar section of the Navigation Pane to display your calendar and calendar ribbon and toolbars.

Adjust calendar views – select Day, Work Week, Week, Month as required.

• Create a New Appointment, New Meeting -

• Manage calendar sharing.

• Navigation Pane – Folder options.

• Access Public Calendars.

Task Pane – active and completed tasks - To Expand/decrease view use arrow far right of field.

• Search appointments/events.

• Colours to categorize appointments/events.

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Creating an Appointment/Meeting Request

Meetings are similar to Appointments, except that they involve other participants and affect their calendars. Invitees can respond to the e-mail invitation message by choosing Accept,

Tentative, Decline or Propose New Time. If the invitee chooses Accept or Tentative, the meeting is scheduled in their calendar.

There are several ways to create meetings but this guide will show you how using the Home tab in your Calendar.

You can create either a one-time appointment/meeting or a recurring appointments/meetings (called series) using Outlook 2010.

N.B. Annual Leave policy for Yorkshire and Humber Commissioning Support, when sending an Annual leave request through please block the working time out in your own calendar as

‘Out of Office’, and when inviting others for information use ‘All day’ event and set the reminder as ‘None’ and show as ‘Free’ so that it doesn’t impact on everyone else’s calendar.

To Create an Appointment

• From the Home tab of the Calendar ribbon Click on the New Appointment icon to open the Appointment dialog window. Alternatively you can double-click on the date and time in the calendar where you want the appointment to be:

• Enter a subject and location (if applicable) for your appointment and then select the date and time. For an all day events, you can select All day event:

• In the body of the appointment you can enter a message/information if required.

• In the Appointment dialog window you can use the options listed in the Ribbon to customize your appointment.

Appointment Status (Show As): select as appropriate.

Reminder: Choose a time for an appointment reminder, None, 5, 10, 15 minutes, hours, days or weeks as required.

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Recurrence: Click this button to open the Recurrence screen, select appropriate options for the recurring events as required:

NB. If you make any Recurrence changes to a recurring appointment/meeting any information in the main text box of that recurrence appointment/meeting (either historic or future dates) will be deleted, so copy the text before amendments are made then re-paste into the text box.

Categorize: Keep your appointments organized by using Categories, see section on

Assign a Colour Category.

Private: Click the in the ribbon to keep your appointment details private. If you select this option others will only see "Private Appointment" during the specified time and a colour bar along the left of the appointment to denote the appointment status (busy, out of office, etc.).

• To set your appointment, click the Save & Close icon in the Appointment ribbon.

N.B. You can also convert an appointment to a meeting by choosing the Invite Attendees icon in the Appointments ribbon. Once you’ve added your attendees click on the

Send button in the main body of the meeting request to send.

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To Create a Meeting Request

• From the Home tab of the Calendar ribbon Click on the New Meeting icon to open the Meeting dialog window:

• To invite attendees to your meeting use the To field or alternatively use the

Scheduling Assistant see next section.

• Click the To... button If recipients are listed in your Address Book, search and select them from a list and click in the Required or Optional as required.

• Entering names manually will list each person as a required attendee.

• Use the Resources option from Scheduling or click on the Room button to add a

Meeting room from the room list.

• Enter a subject, location, date and time for your meeting.

• In the body of the message, you can enter a message to your recipients or additional meeting information.

• In the Meeting dialog window you can use the options listed in the Ribbon to customize your meeting.

Meeting Status (Show As): select as appropriate.

Reminder: Choose a time for the meeting reminder as required.

Recurrence: Click this button to open the Recurrence screen, select appropriate options for the recurring events as required.

Categorize: Keep your meeting organized by using Categories, see section on Assign

a Colour Category.

• Once your happy with your attendees list for the meeting invite click on the

Send button in the main body of the meeting request to send the meeting invite.

NB. If you make any Recurrence changes to a recurring appointment/meeting any information in the main text box of that recurrence appointment/meeting (either historic or future dates) will be deleted, so copy the text before amendments are made then re-paste into the text box.

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Make Changes to Meeting Requests

Occasionally, you may have to make changes to a meeting date, time, location or list of attendees after it is scheduled. When a change is made to the details of a meeting, Outlook can send a notification of these changes to the proposed attendees.

To change the date, time or location

• Open up the original meeting request.

• Amend the information as required.

• Then Click on the Send Update button and this will send an update to everyone who has been invited.

To update meeting attendees

• Open up the meeting.

Click on the Scheduling Assistant icon.

To Add someone either click in the To field and add their email address or click on

• the Add Attendees button to go to the Address lists and search for them, once selected then click on the ok button to add them.

To Delete someone, select them from the All Attendees list and then click on the

Backspace to remove them.

Click back on the Appointment icon.

When you click on the Send Update Button you will be given the choice to either send update only to added or deleted attendees or send updates to all attendees:

• Select as appropriate and the click the OK button to send.

Attach a File or Hyperlink to the Appointment/Meeting request

• Before sending the request, click on the insert tab from the ribbon:

Then select either:

Attach file – then you can search for the file by selecting My Computer and selecting the folder required, select the file/document and then click Insert and the file/document will then be displayed in the main body of the meeting request.

Hyperlink - then use the Look in field to select the folder required, select the file/document and then click OK, and the Hyperlink will then be displayed in the main body of the meeting request.

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Using the Scheduling Assistant

Outlook 2010 has a scheduling assistant feature that allows you to schedule a meeting with your colleagues. The Scheduling Assistant will help you determine if participants are available for a meeting if they are listed in the Address lists i.e. NHS account holders.

• Click on the Scheduling Assistant icon in the Meeting ribbon.

• Click the Add Attendees button if recipients are listed in your Address Book and select them from a list and click in the Required or Optional as required then click on the ok button to return to the scheduling list. This will show the invited attendees as well as when they are busy, out of the office or available.

• Alternatively click a row under the All Attendees column to add additional participants.

• If you want to remove a participant, select them from the All Attendees column and then click on the delete button on your keypad or select from the To field and delete.

• Click on the Room button to add a Meeting room if there is a room calendar to book the room.

• Click on a block of time when all participants are free. You can adjust the green and red start/end times by clicking and dragging them left or right or amend times using the time fields.

N.B. You can also use the Suggested Times in the panel on the right if free/busy data has been retrieved.

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Meeting Status (Show As): select as appropriate.

Black and White Striped: Outlook has no information for the time period marked. This most likely means that the attendee is not an Outlook/Exchange user within the Yorkshire and Humber Commissioning Support system.

• Click on the Appointment icon in the Meeting Ribbon to return to your meeting window.

• In the main body of the Meeting, you can enter a message to your recipients or additional meeting information.

• In the Meeting dialog window you can use the options listed in the Ribbon to customize your meeting.

Reminder: Choose a time for the meeting reminder as required.

Recurrence: Click this button to open the Recurrence screen, select appropriate options for the recurring events as required

Categorize: Keep your meeting organized by using Categories, see section on Assign

a Colour Category.

• Once your happy with your list of attendees for the meeting invite to send click on the Send button in the main body of the meeting request.

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Responding to Meeting Requests

When a Meeting request is sent, an E-mail message is sent to all the invited attendees where they will then have the option to Accept, Tentatively accept, Decline or Propose a

new time for the meeting. The attendee can click on the Calendar icon in the meeting ribbon to show a copy of his or her calendar with the meeting scheduled. Once accepted/tentatively accepted it will default into your own calendar.

N.B. - DO NOT send queries via a meeting response, please ensure you send a separate email to ask the query.

Yorkshire and Humber Commissioning Support have a NO Tentative use policy.

Proposing New Meeting Times

As a response to a Meeting request, attendees can propose new times for the meeting. You can adjust the green and red start/end times by clicking and dragging them left or right or amend times using the time fields.

After a new time is selected, be sure to click on the Propose Time button to send an update to notify all attendees of the new time.

If you receive a response proposing a new meeting time, you can either Accept the proposal or View all proposals to open the scheduling page and reschedule the meeting according to everyone's proposals.

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Checking Attendee Status (View Tracking)

As the meeting organizer you will receive E-mail responses from invited attendees as they respond to your request. Alternatively you can also check the status of each attendee using the Tracking button, shown in the Show group on the Meeting tab of the ribbon.

• The tracking button is only displayed in the toolbar after a Meeting request has been sent.

• The Tracking button shows each attendee, whether their attendance is required or optional and the status of their response.

• Only the meeting organizer can see this information:

N.B. If you use a Shared Calendar such as a Training room calendar etc. then all tracking and responses will be in the Shared Calendar not in your own calendar even though you were the organizer.

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Sharing a Calendar

Together with an Exchange account, Outlook 2010 allows you to share viewing rights to your calendar with others in your organization. This makes scheduling and collaborating with colleagues extremely easy.

To Share a Calendar

• In the Home tab of the Calendar ribbon, click Share Calendar.

• Click the To button to open the Address book and select the person with whom you wish to share your calendar:

• If desired, you can enter in a custom subject for your sharing message.

• Make sure that the Allow recipient to view your Calendar is checked. You also have the option to Request permission to view recipient's Calendar, if this is required then make sure this is checked also.

• In the Details field select what level of permissions to grant the recipient:

Availability Only - All School of Medicine faculty & staff have availability

information shared by default, so there's no need to share this setting with anyone, unless you have changed this setting. Time will be shown

 as Free, Busy, Tentative, or Out of Office.

Limited Details - Includes your availability and Subjects of calendar items only. If you marked any appointment as Private, Outlook shows this Subject line as "Private Appointment."

Full Details - This option includes the availability and full detail of calendar

 items.

Note that any items marked Private will appear with the subject Private

Appointment when Limited Details or Full Details are selected.

• If desired, type a note or additional information into to the body of your message.

• Then Click Send and a confirmation dialog window will appear.

• Click Yes if the information is correct to share your calendar.

For people not in your organization, you can also send an email with the contents of your calendar.

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To Send a Calendar via E-mail

• In the Calendar ribbon, within the Share category, click E-mail Calendar.

• Specify the dates that you want to include in your e-mail.

• Choose the amount of detail that you want to include (Availability only, Limited

details, or Full details).

• Click Show >> to show more advanced options

• Click OK to return to the Message Composition window.

• Add recipients, a custom subject, and an additional note in the body of your message and then click Send to send your calendar.

Setting Your Calendar Permissions

If you want someone to be able to view or edit your calendar, use this method to grant them permission.

• In the Home tab of the Calendar ribbon, click Calendar Permissions and it will display a Calendar Properties dialog box.

• Click onto the Permissions tab.

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• To allow a new user to have permission to your calendar, click the Add button and search for them from the address list.

• Select the person you want to add and then click on the Add button, this will then take you back to the Calendar Properties box.

• Ensure the User’s Name is highlighted then select the Permission Level you want the user to have for your calendar from the drop down list

Choosing one of these options will automatically update the data underneath it for the specific permission attributes of Read, Write, Delete Items, and Other.

You can also remove users from this screen if you no longer want them to have permissions to your calendar by selecting them then clicking on the Remove button.

• Click OK to save the settings and close down the dialog box

• The user you granted permission to will now be able to view/edit your calendar once they open it in their Outlook.

Set Preferences for Your Calendar View

Outlook Calendar preferences include a number of options that you might want to change to fine-tune the way Outlook looks and works for you. To access these settings:-

• From the Home tab of the Calendar ribbon, Click on the File tab.

• Then select Options then Calendar to display the Outlook Options dialog screen:

• You can then set the appearance of your calendar for ‘Working hours, Days of the

Week’ plus other display options.

• Once all data updated click on the OK button to save.

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Viewing Public Calendars

You can easily view Public Calendars that available to your Exchange community through the

Public Folders link.

To view Public Calendars (Folders):

• Click on the Folder List icon in the Navigation Pane.

• This will display all your Email folders. At the bottom of the list, click on Public

Folders.

• Within this list is where you will find link to Public Calendars that are made available to your group.

Right-click on a Public Calendar and choose Add to Favourite’s... to have easy access to frequently viewed calendars (via the Favourite’s folder).

View Other Peoples Calendars

If you frequently need to view other people’s calendars, you can add shared calendars to your list of calendars, from here you are able to display or hide the calendars in the

Navigation Pane.

To Add a New Calendar

• From the Home tab of your Calendar ribbon, click on the Open Calendar icon and a drop down list will be displayed:

• Select ‘From Address Book or as appropriate.

• Ensure you have the correct address book selected or just select Global.

• Type the persons’ name in the search field.

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• Once found, highlight and either ‘Double click’ on the selection or click on the

Calendar button to add them to the list, you can repeat this for all calendars required

• Click on OK, and a list of calendars will appear down the left hand side navigation pane under My Calendars. If you cannot see the level of information you require in the other person’s calendar you will need to ask for access.

View Multiple Calendars Side by Side

You can open a second calendar in a new window and display up to 30 calendars in side-byside view. You can also overlay calendars to see transparent calendars stacked on top of each other. This view is useful when you want to find a common free time slot on several different calendars.

• To view click on the checkbox

of the calendars you wish to view.

• You can change your view by clicking on the View tab and selecting the Day, Work

Week, Week, Month or Scheduled View as required to make it easier to read:

• To close the calendar click back on the checkbox to remove the tick or click on the X on the calendar tab.

Overlay View of Calendars

• Select the check box of another calendar that you want to view.

• Keep your mouse over the selected calendar and right click to view options:

• Select the Overlay option.

• The calendar will now appear as an overlay:

• To End the Overlay on the calendar, click on the checkbox to remove the tick or click on the X on the actual calendar tab.

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Assign a Colour category

Colour adds visibility to your Outlook items. Colour categories can be assigned to e-mail messages, meetings, and appointments enabling you to quickly identify them and associate them with related items. You can assign more than one colour category to the item, or use a

Quick Click category to click once and assign a colour category.

To Assign a Colour Category:

• Highlight the message/meeting, right-click on it and select Categorize and then click on the required category.

Example displays Yorkshire and Humber Commissioning Support Corporate Colour

Scheme:

Annual/other Leave

Attending

Attending Training

For Information

Must Attend

Not attending

Protected Time/To Do

Telephone/Conference Call

Travel

Green

Dark Orange

Dark Olive

Purple

Dark Red

Teal

Grey

Yellow

Dark Blue

• Click on Set Quick Click

and select as appropriate.

To see more categories or to create a New category, Rename or Delete them click on All

Categories to open the Colour categories dialog box.

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To assign a colour category from the Colour Categories dialog box, you must select the check box next to the colour category.

• The first time that you assign a default colour category to an item, you will be prompted to rename the category. At this time, you can also change the colour of the category and choose a keyboard shortcut if required.

If you want to see what the colours look like, create a new appointment, click the Categorize button, select All Categories at the bottom, then click on the drop down colour box, if you hover your mouse over each colour the name will be displayed:

• Please note that the above colours are also the same colours that are available on the NHS Mail Web version.

To Create a New Category

• Click on the New button and the ‘Add New Category’ dialog screen is displayed:

• Enter the Name, select the colour and shortcut key as required and then click on the

OK button to add it to the category list.

To Rename a Category

• Select a category and then click on the Rename button and then re-name as required.

To Delete a Category

• Select the category and then click on the Delete button, you will then get the following message:

• Select either the Yes or No button as appropriate.

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Delegation

Whether you're a busy executive who needs an administrative assistant to handle emails and respond to meeting requests or you're just heading out of town and need someone to keep an eye out for an important email, Outlook's delegation feature may be a good option for you. Learn how to give another person the ability to manage your calendar and/or email through delegation.

About Delegation

Outlook enables you to delegate certain responsibilities to another person. Unlike sharing your password with an assistant or colleague (which is strictly prohibited at Yorkshire and

Humber Commissioning Support), delegation enables you to selectively restrict a person's access to your data.

There are two types of delegation:

Send-on-behalf-of Delegation

When you specify an individual as a delegate for your account, you're giving them send-on-behalf-of delegation. This means that they can respond to/send out meeting requests, send emails, etc. on your behalf.

Folder* Access

Outlook enables you give others access to specified folders, without granting sendon-behalf-of delegation. For instance, if you want someone to have access to your

"Contacts" folder, you can grant them folder level access and then specify the type of things they can do in that folder (read-only, create contacts, delete contacts, etc.).

N.B. Outlook uses folders to organize your data. For example, the calendar folder contains your schedule, the contacts folder contains your contacts, the inbox folder is where your email is delivered, the tasks folder contains your tasks, etc.

Delegation Requirements

Both the manager and the delegate must be on the Yorkshire and Humber

Commissioning Support Exchange system.

Both the manager and the delegate must be using the same version of Outlook.

You can only delegate access to those folders living on the Yorkshire and Humber

Commissioning Support Exchange system (vs. the folder living on the person's computer).

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Adding/Removing Send-on-behalf-of Delegates

• Choose Account Settings > Delegate Access

• Click Add (to remove a delegate, simply click on the delegate and press Remove)

• Search for the name(s) of the delegate(s) (Tip: Searching by Last Name, First Name produces better results) and add the delegate by either double-clicking on the name or selecting and pressing Add->.

• In the Delegate Permissions window, specify the level of access you would like to grant the delegate(s)

• Specify the type of access you would like the delegate(s) to have for specific

Outlook items (i.e., folders):

None: The delegate will not have access to the folder.

Reviewer: The delegate can read the content in this folder but cannot modify content.

Author: The delegate can read existing content and create new content, but cannot modify existing content.

Editor: The delegate can read existing content, create new content, and modify existing content (including deleting content).

• Click OK to close the Delegate Permissions window.

• Once you are finished assigning delegates, click OK to close the Options window.

Adding/Removing Folder Access

N.B. Folder access can only be granted to folders that live on the Exchange system (vs. being stored on a person's computer)

• Right click the folder you would like to grant access and choose Properties.

• Click the Permissions tab.

• Select Default to set the permissions you want users to have if they aren't explicitly assigned permissions (i.e., their name doesn't appear in the names list.

• Click Add to add a user to the list if you would like to grant him/her explicit access

(to remove a delegate, simply click on the delegate's name and press

Remove). Search for the name(s) of the delegate(s) and add the delegate by either double-clicking on the name or selecting and pressing Add.

• Once you've finished adding the delegates, press OK. You should now see the delegates listed in the Permissions window.

• Select the delegate and set the permission levels for the delegate by either selecting each item individually or choosing a permission level in the drop-down menu (each permission level you choose from the drop-down menu will check the corresponding permissions so that you can see what each level encompasses).

• Once you're all set, press OK to close the Properties dialogue box.

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Managing Contacts

Exploring the Contacts Folder & Address Book

Use the contacts area to keep track of the people you know from your own Organisation and all the information about them. You can also use Outlook's address book feature to look up contact information for people from other Organisations via the National Global

Address List for all NHS mail account.

The Yorkshire and Humber Commissioning Support directory is integrated into the Address

Book, from which you can add individuals to your local contacts list.

Contacts Folder: Managing Local Contacts.

Contacts that you have compiled by hand (i.e., local contacts) are found in your Contacts

folder (located on the navigation pane). The Contacts folder is a place where you can store and manage contact information. If you've already been using Outlook or if your mailbox has been transferred from another email client, chances are you already have contacts in this folder.

Contact Folder Quick Reference:

Edit a contact: double-click the contact.

Find a contact: enter the contact's name in the search contacts box.

Delete a contact: select the contact and press the delete key.

Change the view: select a view on the Ribbon to change the way in which contact information is displayed (by default, the view is set to Business Cards).

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Create a New Contact

• Click on the Contacts button on the Navigation Pane

• On the Home tab of the Ribbon, click New Contact (or press Ctrl+Shift+C).

• Type a name for the contact.

• Enter the information that you want to include for the contact.

To specify how you want the contact's name to appear in the To line of a message, type a name in the Display As box.

To enter multiple entries for a field, such as more than one phone number or e-mail address, click the down arrow next to the field.

Create a Contact from an E-mail Message That You Have Received

• Open or preview the e-mail message that contains the name that you want to add to your contact list.

Right-click the name of the sender who you want to make into a contact, and then click Add to Contacts on the shortcut menu.

Address Book: Searching Global and Local Contacts

The address book (found by clicking the Address Book icon or the To button on email compositions) will enable you to search the entire Yorkshire and Humber Commissioning

Support directory as well as your local contacts.

Address Book Quick Reference:

Find a contact: enter the name of the contact in the search box and press Go. By default, Outlook will search the Global Address List (Yorkshire and Humber

Commissioning Support directory). If you would like to change the directory, simply select the down arrow under Address Book and choose another directory.

Add a global contact to your local contacts: While viewing a global Address Book entry, press Add to Contacts.

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Create and Manage a Contact Group (Personal

Distribution List)

Do you find yourself emailing the same group of people over and over again? If so, a contact group may be a good solution for you. Contact groups contain email addresses for multiple people. Unlike a listserv, a contact group is your own personal list of people that you manage via Outlook.

Create a Contact Group

• From the Navigation pane, click Contacts.

• From the Home tab of the Ribbon, click the New Contact Group button.

• In the Name field, enter a name for the list.

• To add members from the Yorkshire and Humber Commissioning Support directory or your local contacts, click the Add Members button and make the appropriate selection.

Enter the member's name and add it to the list by either double-clicking the

name or selecting it and pressing the Members -> button.

Press OK.

• To add members who are not in the Yorkshire and Humber Commissioning Support directory or your local contacts, click the Add Members button and select New Email

Contact.

Enter the person's name and email address.

By default, Add to Contacts is checked. If you don't want to, un-check it.

Press OK.

• Click Save & Close.

Email a Contact Group

From Contacts

• While viewing Contacts, double-click the contact group you would like to email.

• Click the E-mail button on the Ribbon.

• Compose a message as you normally would.

From Mail

• Click New E-mail on the Home tab of the Ribbon (or press Ctrl+N).

• In the To field, type the name of the contact group.

• Compose a message as you normally would.

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Tasks

Managing Tasks & To-Do Lists

Outlook enables you to keep track of tasks you need to complete, set due dates and reminders via Outlook's Task Management tool.

If you flag an email message for follow-up, the email is automatically added to your tasks list.

To Create a Task

• Click on the Task button on the Navigation Pane

• On the Home tab of the Ribbon click New Task to open an Untitled – Task window.

• In the Subject field, enter title for the task.

• Enter the Start/Due dates.

• Select the Status as required: (Not Started, In Progress, Completed, Waiting on

someone else, Deferred).

• Select the Priority required – (Low, Normal or High).

• Show the % of the completed task as you work through it by selecting as appropriate.

• Add a reminder by ticking the reminder check box and then selecting a date and

time for the reminder as appropriate.

• Add any additional notes in the main text window.

• Once task created, click on the Save & Close icon in the navigation ribbon.

• The task will then be displayed in the Task List on the right of the Task Pane.

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To Assign a Task

• In the Navigation Pane select New Items.

• Select

Task Request to open an Untitled – Task window:

• In the To field, select the name from the Global Address List.

• In the body of the task, enter instructions or information about the task.

• To track the task, select or clear the Keep an updated copy of this task on my task

list and/or the Send me a status report when this task is complete check box.

• Click on the Send button to assign the task.

• The recipient will then receive a task email.

Accepting or Declining a Task Request

• Open the Task Request email.

• Select the Accept or Decline button.

• The Accepting Task window displays.

• Select either Edit the response before sending (enter your comment in the message, and then select Send), or Send the response now. .

• Select the OK button.

To Complete a Task

Select & Highlight the task, and then click on Mark Complete, it will then no longer be listed in the To-Do Bar.

• Click the Remove from List to remove the flag on the item, it will then no longer appear in the To-Do-Bar, Daily Tasks list or Tasks.

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Notes

Notes are the electronic equivalent of the paper sticky notes. Use Notes to jot down questions, ideas, reminders, and anything you would write on note paper. You can leave

Notes open on the screen while you work. This is especially convenient when you're using

Notes for storing bits of information you may need later, such as directions or text you want to reuse in other items or documents.

Create a New Note

• Click on the Notes button on the Navigation Pane.

On the Home tab of the Ribbon click “

New Notes”.to open up a note screen as displayed:

• Enter the text for the note.

• To close the note, select the X in the upper-right corner of the Note window..

• The note is then displays in the main dialog screen on the right.

• Select the appropriate view you want Notes displayed as by clicking the Icon, Notes

List or Last 7 days icons in the Current View area of the ribbon.

N.B. You can leave the note open while you work, however once Outlook closes, the notes close until Outlook is reopened. When you change the note, the changes are saved automatically.

Changing a Notes Category

• Right-click the note.

• Select Categorize.

• Select a new category for the available options.

• The note displays the category change.

To Delete a Note

• Select the Note and click on the Delete icon within the ribbon to delete it.

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For use by customers of NYH CSU v1 April 2014

Keyboard Shortcuts

Once you've gotten the hang of Outlook, you can utilize keyboard shortcuts to make your everyday tasks more efficient. Outlook makes it easy to figure out keyboard shortcuts by listing them with their associated items in the top menu bar. For instance, if you select File

(from the top menu bar), then New, you'll see several new items you can create as well as their associated keyboard shortcuts.

Common Keyboard Shortcuts:

Pane Navigation:

Go to Mail: Ctrl+1

Go to Calendar: Ctrl+2

Go to Contact: Ctrl+3

Go to Tasks: Ctrl+4

Pane-Independent Functions:

Copy: Ctrl+C

Cut: Ctrl+X

Paste: Ctrl+V

Delete: Ctrl+D

Print: Ctrl+P

Help: F1

Undo: Ctrl+Z

Email Shortcuts:

New Message: Ctrl+N

Check Name: Ctrl+K

Move to Folder: Ctrl+Shift+V

Reply: Ctrl+R

Reply to All: Ctrl+Shift+R

Forward: Ctrl+F

Follow Up: Insert key

Send/Receive: F9

Address Book: Ctrl+Shift+B

Calendar Shortcuts:

New Appointment: Ctrl+N

Meeting Request: Ctrl+Shift+Q

Send Meeting Request: Ctrl+Enter

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For use by customers of NYH CSU v1 April 2014

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