Microsoft® Outlook® 2010 TrainingMessages

NaveenKumar NamachivayamFounder - testTalk Academy

http://naveenkumarn.in

Course contents• Read Messages (Reading Pane vs. Opening)

• Reply to and Forward Messages

• Create an E-Mail Messages

• Format a Message

• Spell Check a Message

• Attach a File, Preview, Open and Save Attachments

• Move and Delete Messages

• Summary

Read Messages (Reading Pane vs. Opening)

Reading Pane A window in Outlook where you can preview an item without opening it. To display the item in the Reading Pane, click the item.

On the View tab, in the Layout group, click Reading Pane, and then click Right, Bottom, or Off.

Read Messages (Reading Pane vs. Opening)

Keyboard shortcut   

To mark message as read, press CTRL+Q. To mark message as unread, press CTRL+U.

On the Home tab, in the Tags group, click Unread/Read.

Reply to Messages

On the Home or Message tab, in the Respond group, click Reply or Reply All.

When you reply to an email message, the sender of the original message is automatically added in the To box

 

Forward a message

On the Home or Message tab, in the Respond group, click Forward.

When you forward a message, the To, Cc, and Bcc boxes are empty and you must enter at least one recipient.

 

Create an E-Mail Messages• On the Home tab, in the New group, click New E-Mail.

• Keyboard shortcut  To create an email message, press CTRL+SHIFT+M.

• In the Subject box, type the subject of the message.

• Enter the recipients' email addresses or names in the To, Cc, or Bcc box

• (To, Cc, and Bcc boxes: A message is sent to the recipients in the To box. Recipients in the Cc (carbon copy) and Bcc (blind carbon copy) boxes also get the message; however, the names of the recipients in the Bcc box aren't visible to other recipients.). Separate multiple recipients with a semicolon.

• To select recipients' names from a list in the Address Book, click To, Cc, or Bcc, and then click the names that you want.

• I don't see the Bcc box. How do I turn it on?

• To display the Bcc box for this and all future messages, on the Options tab, in the Show Fields group, click Bcc.

• After you have composed the message, click Send.

Format a Message

Microsoft Outlook 2010 offers the flexibility in message formats that you need for different situations.

The message format that you choose determines whether you can add formatted text, such as bold fonts, colored fonts, and bullets, and whether you can add pictures to the message body.

Format a Message

Plain text

Outlook Rich Text format (RTF)

HTML   

Spell Check a MessageBy default, Outlook checks spelling and grammar automatically as you type.

Wavy red underlines indicate possible spelling problems, and wavy green underlines indicate possible grammatical problems.

On the Review tab, in the Proofing group, click Proofing, and then click Spelling & Grammar.

Spell Check a MessageAutomatically check the spelling before a message is sent

If you want each message that you send to be automatically spell checked before it is sent, do the following:

Click the File tab.

Click Options.

Click Mail.

Under Compose messages, select the Always check spelling before sending check box.

Attach a File

Attach a file to a message

Create a message, or for an existing message, click Reply, Reply All, or Forward.

In the message window, on the Message tab, in the Include group, click Attach File.

Browse to and click the file that you want to attach, and then click Insert.

 Tip    When composing a message, you can also attach files by using the commands on the Insert tab in the Include group, or drag files from folders on your computer and drop them on the message window.

Preview an attachment

Preview an attachment in an open message

In the open message, click an attachment. The preview appears in the body of the message. To return to the message, click the Message below the Subject line.

Preview an attachment in the Reading Pane

In the message list, select a message that includes an attachment.

In the Reading Pane, click the attachment. To return to the message body, click Message.

Open an attachment

You can open an attachment from the Reading Pane or from an open message. In either case, double-click the attachment to open it.

To open an attachment from the message list, right-click the

message that has the attachment, then click View Attachments, and then click the name of the

attachment.

Save an attachment

Save a single attachment from a message

Click on the attachment in the Reading Pane or the open message.

On the Attachments tab, in the Actions group, click Save As. You can also right-click the attachment, and then click Save As.

 Note    If the message is in RTF format, in the Reading Pane or the open message, right-click the attachment, and then click Save As.

Click a folder location, and then click Save.

 

Move Messages

There are multiple ways to move messages from one folder to another folder.

1. Drag and Drop

2. Cut and Paste

3. Move option

4. Right Clicking

 

Delete Messages

There are multiple ways to delete messages

1. Delete key

2. Clicking on Delete button

3. Right clicking and then delete

 

Manage your mail and more with conditional formatting

Summary• Read Messages (Reading Pane vs. Opening)

• Reply to and Forward Messages

• Create an E-Mail Messages

• Format a Message

• Spell Check a Message

• Attach a File, Preview, Open and Save Attachments

• Move and Delete Messages