What's New in Microsoft Outlook 2010 - Syracuse University · PDF fileHandout: What’s...

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ICT Training, Maxwell School of Syracuse University

What's New in Microsoft Outlook 2010 Table of Contents

EXPANDED RIBBON ........................................................................................................................................ 2

MANAGE YOUR ACCOUNT USING BACKSTAGE VIEW....................................................................... 2

PROCESS AND FILE YOUR MESSAGES FASTER .................................................................................... 3

AUTOMATE COMMON OR REPETITIVE TASKS WITH QUICK STEPS ..................................................................... 3

Default Quick Steps ...................................................................................................................................... 3

Configure or Change Existing Quick Steps .................................................................................................. 3

Create a Quick Step ....................................................................................................................................... 4

RESPOND TO AN E-MAIL MESSAGE WITH A MEETING REQUEST.......................................................................... 4

INSTANT SEARCH IMPROVEMENTS .................................................................................................................... 4

Find an Outlook item .................................................................................................................................... 5

Add more search criteria ............................................................................................................................... 5

Reuse a recent search .................................................................................................................................... 5

WORK SMARTER AND MORE EFFICIENTLY WITH MESSAGES ...................................................... 5

FORGOTTEN SUBJECTS ....................................................................................................................................... 5

AUTO-COMPLETE LIST IMPROVEMENTS ............................................................................................................ 5

Delete a name from the Auto-Complete list ................................................................................................. 6

INCLUDE SCREEN SHOT ...................................................................................................................................... 6

GET THE CALENDAR BIG PICTURE .......................................................................................................... 7

MEETING SUGGESTIONS .................................................................................................................................... 7

CALENDAR GROUPS ........................................................................................................................................... 7

Create a calendar group ................................................................................................................................. 7

View a calendar group .................................................................................................................................. 8

Delete a calendar group ................................................................................................................................. 8

SCHEDULE VIEW ................................................................................................................................................ 9

QUICK VIEW ...................................................................................................................................................... 9

STAY ON TOP OF YOUR TASKS .................................................................................................................. 9

TO-DO BAR ........................................................................................................................................................ 9

Change the size or contents of the To-Do Bar .............................................................................................. 9

Change the size of the To-Do Bar ................................................................................................................. 9

Change the information shown in the To-Do Bar ....................................................................................... 10

EASIER ACCESS TO YOUR OUTLOOK DATA FILES (.PST AND .OST) .................................................................. 11

STAY CONNECTED ........................................................................................................................................ 11

OUTLOOK SOCIAL CONNECTOR ....................................................................................................................... 11

Start using the Outlook Social Connector ................................................................................................... 11

I don’t see the People Pane ......................................................................................................................... 12

Hide the Outlook Social Connector ............................................................................................................ 12



ADDITIONAL IMPROVEMENTS ................................................................................................................ 13

VIEW ZOOM CONTROL ..................................................................................................................................... 13

NAVIGATION PANE .......................................................................................................................................... 13

DISCONTINUED FEATURES AND MODIFIED FUNCTIONALITY IN OUTLOOK 2010 ................ 13

GO MENU ......................................................................................................................................................... 13

DAV CONNECTIVITY FOR HTTP ACCOUNTS ................................................................................................... 13

QUICK VIEW .................................................................................................................................................... 13

LEGACY KEYBOARD SHORTCUTS ..................................................................................................................... 13

COPY FOLDER DESIGN ...................................................................................................................................... 13

Create a view ............................................................................................................................................... 13

Delete a custom view .................................................................................................................................. 14

MOST RECENTLY OPENED OTHER USER’S FOLDER ........................................................................................... 14

MAIL ................................................................................................................................................................ 14

Conversation view ....................................................................................................................................... 14

Organize pane .............................................................................................................................................. 14

CALENDAR ....................................................................................................................................................... 15

Group Schedule ........................................................................................................................................... 15

CONTACTS ....................................................................................................................................................... 15

Contact folder Activities tab ....................................................................................................................... 15

Microsoft Outlook 2010 includes new features and capabilities to help you stay connected with people and

better manage your time and information.

Expanded ribbon First introduced in Microsoft Office Outlook 2007, the ribbon

is part of the Microsoft Office Fluent user interface. It is

designed to help you quickly find the commands that you need

to complete a task. Commands are organized in logical groups

that are collected together under tabs. In Outlook 2010, the

ribbon has replaced the former menus in the main Outlook

window. In addition, the ribbon can be customized to include

custom tabs that you can personalize to better match your

work style.

Manage your account using Backstage view Many Outlook settings that are not directly related to creating or managing Outlook items, such as print

commands and account management options, are now in the Microsoft Office Backstage view. Click File to

manage your accounts, set up rules and Automatic Replies, and find other behind-the-scenes options.



Process and file your messages faster Automate common or repetitive tasks with Quick Steps Quick Steps is a new feature in Microsoft Outlook 2010 that applies

multiple actions at once to e-mail messages. This helps you to quickly

manage your mailbox. For example, if you frequently move messages

to a specific folder, you can use a Quick Step to move the message in

one click. Or, if you forward messages to your manager or peers, a

one-click Quick Step can simplify the task.

The Quick Steps included with Outlook 2010 can be customized. You also can create your own to make a

Quick Steps gallery of mail actions you take most often.

Default Quick Steps You can customize any of the default Quick Steps. When you use some Quick Steps for the first time, you are

prompted to configure them. For example, if you want a Quick Step to move messages to a certain folder, you

must specify the folder before you can use the Quick Step.

Default Quick Steps in Outlook 2010 include the following:

Quick Step Action

Move to: Moves the selected message to a mail folder you specify and marks the message as read.

To Manager Forwards the message to your manager. If your organization uses Microsoft Exchange

Server, your manager's name is detected in the Global Address List and inserted in the "To"

box, or you can specify the recipient.

Team E-mail Forwards the message to others in your team. If your organization uses Microsoft

Exchange Server, your team members names are detected in the Global Address List and

inserted in the "To" box.

Done Moves the message to a specified mail folder, marks the message complete, and then marks

it as read.

Reply & Delete Opens a reply to the selected message, and then deletes the original message.

Create New Create your own Quick Step to execute any sequence of commands, name it, and then

apply an icon to help you identify it.

Configure or Change Existing Quick Steps Do the following:

1) In Mail, on the Home tab, in the Quick Steps group, click the arrow at the side of the Quick Steps box

(Manage Quick Steps).

2) In the Quick Step box, click the Quick Step that you want to change, and then click Modify.

3) Under Actions, change or add the actions that you want this Quick Step to do.

4) If you want, in the Shortcut key box, click a keyboard shortcut you would like to assign to that Quick

Step.

5) If you want to change the icon for a Quick Step, click an icon next to the Name box, click an icon, and

then click OK.



Create a Quick Step

1) In Mail, on the Home tab, in the Quick Steps group, in the Quick Steps gallery, click the Create New

Quick Step.

2) Click an action type from the list or click Custom.

3) In the Name box, type a name for the new Quick Step.

4) Click the icon button next to the Name box, click an icon, and then click OK.

5) Under Actions, choose an action that you want the Quick Step to do. Click Add Action for any additional

actions.

6) To create a keyboard shortcut, in the Shortcut key box, click the keyboard shortcut that you want to

assign.

Note: New Quick Steps appear at the top of the gallery on the Home tab in the Quick Steps group. Although

changed Quick Steps retain the same location in the gallery, you can rearrange them in Manage Quick Steps.

Respond to an e-mail message with a meeting request While reading a message, you can schedule a meeting with all the message recipients with the new Meeting

Reply command. All the messages recipients are added to a new a meeting request in one click. The meeting

request invites everyone who is on the To line in the original message as Required Attendees, and everyone

on the Cc line as Optional Attendees.

1) Do one of the following:

a) In the message list, click the message, and then on the Home tab, in the Respond group, click

Meeting.

2) In an open message, on the Message tab, in the Respond group, click

Meeting.

3) Enter the location and start and end times as you do in any meeting

request. You can also add or remove attendees, use Scheduling

Assistant to find the best meeting time, or add attachments.

a) The header and body of the original message are included in the body of the meeting request.

Instant Search improvements Outlook 2007 introduced Instant Search. In Outlook 2010 it

is easier to narrow your search results by using criteria such

as sender, subject keywords, and other information such as

the presence of attachments. The Search Tools contextual

tab includes a set of filters that efficiently focus your search

to isolate the items that you want. The Instant Search pane

is always available in all of your Outlook folders, such as

Mail, Calendar, Tasks, and Contacts.



Find an Outlook item

1) In the Navigation Pane, click the folder that you want to search.

2) In the Instant Search box, type your search text.

a) Items that contain the text that you typed appear with the

search text highlighted.

3) To narrow your search, type more characters.

4) To widen your search to include all folders, at the end of the search results, click Try searching again.

Notes:

To return the insertion point to the Instant Search box, press CTRL+E.

When you are finished with the search, you can clear the search by clicking Close Search next to the

Instant Search box.

Attachments are searched, but search results from attachments are not highlighted.

Add more search criteria You can narrow your search by adding criteria. When

you click or type in the Instant Search box, the

Search Tools tab is created. In the Refine group, a

number of criteria options help to make the search

more specific.

Note: Search fields that you add are specific to where

you are within Outlook, such as Mail, Calendar,Contacts, Tasks, Notes, Folder List, or Journal. The search

fields are also specific to the Outlook e-mail profile that you are currently using. The search fields persist after

you exit and restart Outlook. The search query does not persist.

Reuse a recent search Your 10 most recent searches are saved and can be reused.

Click in the Instant Search box, and on the Search Tools tab, in the Options

group, click Recent Searches, and then click the search word or phrase that

you want to use again.

Work smarter and more efficiently with messages Forgotten subjects When you click Send on a message that does not have a subject, a

message appears to confirm that no subject was intentional.

Auto-Complete List improvements The Auto-Complete List is a feature which displays suggestions for names

and e-mail addresses as you begin to type them in the To, Cc, and Bcc

boxes. These suggestions are possible matches from a list of names and e-

mail addresses from the e-mail messages that you have sent.



Delete a name from the Auto-Complete list There might be entries that you want to remove, such as

entries that are no longer current or accurate. To remove

unwanted names, do the following:

1) Select the unwanted name or e-mail address by using

the UP ARROW or DOWN ARROW key.

2) Click or press DELETE.

3) To remove all names from your Auto-Complete list, do

the following:

a) Click the File tab.

b) Click Options.

c) Click Mail.

d) Under Send messages, click Empty Auto-Complete List.

Include screen shot Sharing what you see on your screen is easy with the

new include screen shot command. Select all or any

part of your computer screen and include a snapshot

of it in a message.

Note: Only one screenshot at a time can be added. To

add multiple screenshots, repeat steps 2 and 3 below.

1) Click the e-mail message that you want to add the

screenshot to.

2) On the Insert tab, in the Illustrations group,

click Screenshot.

3) Do one of the following:

a) To add the whole window, click the thumbnail in the Available Windows gallery.

b) To add part of the window, click Screen Clipping, and when the pointer becomes a cross, press and

hold the left mouse button to select the area of your screen that you want to capture.

If you have multiple windows open, click the window you want to clip from before clicking Screen

Clipping. When you click Screen Clipping, the program you are working in is minimized and only the

window behind it is available for clipping.



Get the calendar big picture Meeting Suggestions Introduced in Outlook 2007, Meeting Suggestions now

appears when you create a meeting request. The Meeting

Suggestions pane locates the best time for your meeting,

which is defined as the time when most attendees are

available. The best meeting time appears at the top of the

pane. To select any of the suggested times, click the time

suggestion in the Suggested Times pane. You can also

manually pick a time on the free/busy grid.

Calendar Groups If you have a set of calendars that you frequently view together, such as your

work colleagues or your family, using calendar groups makes it easy for you to

see the combined schedules at a glance. Calendar groups can also include

resources, Internet calendars or SharePoint calendars.

Note: This feature requires a Microsoft Exchange Server account.

Create a calendar group There are two ways that you can create a calendar group:

Pick members from an Address Book or Contacts list

Create a calendar group based on the calendars that you are viewing

Pick members from an Address Book or Contacts list

1) In Calendar, on the Home tab, in the Manage Calendars group, click Calendar Groups, and then click

Create New Calendar Group.

2) Type a name for the new calendar group, and then click OK.

3) Under Address Book, choose the Address Book or Contact list from which you want to pick members of

your group.

4) Browse for names or type them in the Search box, click the name that you want and then click Group

Members. Repeat this step for each calendar that you want to include in the group, and then click OK.



Create a calendar group based on the calendars that you are viewing

1) In Calendar, on the Home tab, in the Manage Calendars group, click Calendar Groups, and then click

Save as New Calendar Group.

2) Type a name for the new calendar group, and then click OK.

Notes:

The new calendar group opens beside any calendars or groups that were already open.

To add other calendars to the view, select the check boxes of the calendars that you want in the Navigation

Pane.

Add calendars to a calendar group

To add a calendar to an existing calendar group, in the Navigation Pane, drag it to the calendar group that you

want.

If the calendar that you want to add is not in your Navigation Pane, do the following:

1) In Calendar, on the Home tab, in the Manage Calendars group, click Open Calendar, and then click

the type of calendar that you want.

2) Browse for names or type them in the Search box, click the name that you want and then click Calendar.

3) Repeat this step for each calendar that you want to include in the group, and then click OK.

a) The added calendars appear in the Shared Calendars folder in the Navigation Pane.

Note: In Schedule View, you can click the Add a Calendar box at the bottom of the view and then enter

the name that you want. The calendar is added to the Shared Calendars folder in the Navigation Pane.

4) In the Navigation Pane, drag the calendar from Shared Calendars to the calendar group that you want.

Note: You can move a member of any calendar group to a different group. In the Navigation Pane, drag the

calendar to the calendar group that you want.

View a calendar group

1) In the Navigation, select the calendar check box.

a) Group calendars appear side by side or in horizontal Schedule View.

To see the calendars in overlay mode, do the following:

1) On the Home tab, in the Arrange group, click Day, Work Week, Week or Month.

a) The calendars are arranged side-by-side.

2) Click the View in Overlay Mode arrow on the tab on each calendar that you want to overlay.

Notes:

Any calendar in the Navigation Pane can be viewed together with any group, even if it is not a member of

that group. You can also view multiple calendar groups together. Select the check box of any calendar or

calendar group that you want to view.

You can hide any calendar from the view by clearing its check box in the Navigation Pane, or by clicking

Close Calendar on the calendar's tab. This only changes the calendars in the current view. It does not

remove any calendar from a calendar group.

Delete a calendar group

1) In the Navigation Pane, right-click the calendar group that you want to delete, and then click Delete

Group.



Schedule View Whether you use the new Calendar Groups, or manually

select multiple calendars to review, the new Schedule

View can help take some guesswork out arranging

meetings. Individual, resource, or Calendar Group

calendars appear in a horizontal view to quickly discover

the best time to meet.

Quick View When you receive a meeting request, Quick View helps you

better understand how a meeting request affects your calendar.

When creating or responding to a meeting request, a calendar

snapshot appears in the meeting request. You can instantly

review any conflicts or adjacent items on your calendar without

ever leaving the meeting request.

Stay on top of your tasks To-Do Bar The To-Do Bar has been improved based on customer requests. In Outlook 2010 there is better access to all-

day appointments and events. Additional improvements include visual indicators for conflicts and unanswered

meeting requests, day separators, and convenient drag and drop resizing to see more of what you want when

you want it.

Change the size or contents of the To-Do Bar You can customize the To-Do Bar to occupy a larger or smaller part of your screen, or to change how much

information appears.

Tip: You can also turn off the To-do Bar. On the View tab, in the Layout group, click To-Do Bar and then

click Normal or Off.

Change the size of the To-Do Bar Point to the edge of the To-Do Bar. When the pointer becomes a , drag to resize.

To minimize the To-Do bar, on the View tab, in the Layout group, click To-Do Bar, and then click

Minimized.

To restore the To-Do Bar to the size it was when last turned off or minimized, on the View tab, in the

Layout group, click To-Do Bar, and then click Normal.



Change the information shown in the To-Do Bar The To-Do Bar consists of three parts — the Date Navigator, the Appointments section, and the task list. You

can resize or hide each part.

To hide any part of the To-Do Bar, do one of the following:

In any Outlook folder, on the View tab, in the Layout group, click To-Do Bar and then click Date

Navigator, Appointments or Task List. A check mark indicates the part is turned on. Click to remove the

check mark and hide the part, or click again to restore the check mark and turn the part back on.

In any Outlook folder, on the View tab, in the Layout group, click To-Do Bar and then click Options. In

the To-Do Bar Options dialog box, select the check box for each part that you want to show, or clear the

check boxes for each part that you want to hide.

The Date Navigator

Multiple calendars can be arranged horizontally in one row by increasing the width of the To-Do Bar. To

show more calendars arranged vertically, change the number of calendar rows that appear in the To-Do Bar.

Do one of the following:

Show more calendars arranged horizontally

By default, one calendar is shown in the Date Navigator. You can change the number of calendars

displayed by modifying the size of the To-Do Bar window:

o Point to the edge of the To-Do Bar. When the pointer changes to , drag left or right to increase or

decrease the width of the To-Do Bar.

When you release the mouse button, the number of calendars increases or decreases to fill

the available space.

Show more calendars arranged vertically

By default, only one row of calendar months is shown in the Date Navigator. In the To-Do Bar Contents

dialog box, you can specify the number of calendars shown vertically:

1) In any Outlook folder, on the View tab, in the Layout group, click To-Do Bar and then click Options.

2) Under Show Date Navigator, in the Number of month rows text box, type a number from 0 to 9.

a) The more rows of months that appear in the Date Navigator increases the size of the Date Navigator

area.

Appointments

To view more appointments in the Appointments section, hide or reduce the size of the other To-Do Bar

parts. To change the number of appointments shown in the To-Do Bar, do the following:

Point to the bar between the Appointments section and Task List. When the pointer changes, drag up or

down to increase or decrease the size of the Appointments section.

o When you release the mouse button, the number of appointments increases or decreases to fill the

available space.



The Task List

To view more tasks in the Task List, turn off or reduce the size of the other To-Do Bar parts. To directly

change the number of tasks shown, do the following:

Point to the bar between the Appointments section and Task List. When the pointer changes, drag up or

down to increase or reduce the size of the Appointments section.

o When you release the mouse button, the number of appointments increases or decreases to fill the

available space.

Easier access to your Outlook Data Files (.pst and .ost) All earlier versions of Outlook

saved your data files in Personal Folders Files (.pst) and Offline Folders Files (.ost) in a hidden folder on your

computer. In Outlook 2010, any new data file that you create is saved, by default, in the DocumentsMy

Outlook Files folder. This makes it easier for you to back up your Outlook data and to locate and copy the

data file to a new computer.

Stay connected

Outlook Social Connector The Outlook Social Connector connects Microsoft Outlook 2010 to your business and personal social

networks. Within Outlook, you can stay up to date on the status and activities of your contacts, whether they

are from your organization’s network, or from social networking sites on the Internet.

For example, your colleague Luis Alverca belongs to two social network sites that you also use. Using the

Outlook Social Connector, you can see his status updates, comments, messages and alerts from the social

network sites, all in one location in Outlook. You can also see a list of all Outlook items that you share with

Luis, such as e-mail messages you have exchanged, attachments and meetings. The Outlook Social Connector

also updates Luis' information in your Contacts folder with any changes he makes to his social network

profiles. This will help you be up-to-date and well-informed the next time you contact Luis, either

professionally or socially.

Start using the Outlook Social Connector By default, the Outlook Social Connector is minimized and appears in Outlook 2010 as a single line at the

bottom of the Reading Pane. To use the Outlook Social Connector, click the expand arrow ,

or drag the top of the minimized pane up until it is the size that you want. This opens the People Pane, a new

area in Outlook where you view and access information that the Outlook Social Connector displays from

social networks.



If you are in an organization that uses Outlook 2010 and Microsoft Office SharePoint Server 2010, the

Outlook Social Connector can automatically connect with your organization's SharePoint sites, to display your

colleagues' available activity items.

Important: You must download and install an Outlook Social Connector add-in for each Internet social

network that you want to use. These add-ins are not provided by Microsoft — visit the social network sites

that you use to find out if they support the Outlook Social Connector.

The Outlook Social Connector automatically updates information about your professional and social network

contacts while Outlook is running.

To connect the Outlook Social Connector to additional social networks, on the View tab, in the People Pane

group, click People Pane, and then click Account Settings.

I don’t see the People Pane There are a few reasons why the People Pane of the Outlook Social Connector might not appear.

The Reading Pane is turned off: On the View tab, in the Layout group, click Reading Pane, and then

click Right or Bottom.

The People Pane is turned off: On the View tab, in the People Pane group, click People Pane, and then

click Bottom.

Your organization might not support connection with external Web sites: Some organizations do not

support access to social networking sites that are outside of their network. Contact your network

administrator for more information.

Along with the Reading Pane, the People Pane also appears at the bottom of open Outlook items, such as e-

mail messages, appointments or meetings, and contacts.

When you select an Outlook item, information about the sender of the item appears in the People Pane. When

you select an Outlook item that includes multiple people, a small image of each person also appears in the title

bar at the top of the People Pane. Click an image to display that person's information in the People Pane.

To see larger pictures of all the people included in the item, click All People on the title bar. Click any of the

images to display that person's information in the People Pane.

To see different information for the person in the People Pane, click any of the tabs at the left side of the list

window. There are six default tabs:

All items: This includes all activity and messages from the selected person.

Activities: This displays activity posted on the selected person's social network sites, such as alerts,

comments or messages.

Mail: A list appears of recent e-mail messages that you have exchanged with the selected person.

Attachments: Attachments that you have sent to or received from the selected person appear.

Calendar: Past and future meetings or appointments including both you and the selected person appear.

Status updates: This displays the most recent status updates that the selected person has posted.

Hide the Outlook Social Connector To hide the Outlook Social Connector from all Outlook views, do the following:

On the View tab, in the People Pane group, click People Pane, and then click Off.



Additional improvements View zoom control Zoom in or out of your mail or calendar views with the new zoom slider control at the bottom of the window.

Navigation Pane All commands and views that were previously in the Navigation Pane have moved to the ribbon. The order of

the folders was also changed to make it easier to find common default folders, specifically the Inbox and

Deleted Items. Some headers and icons were removed to streamline the appearance of the Navigation Pane.

Discontinued features and modified functionality in Outlook 2010 If you are familiar with Microsoft Office Outlook 2007 or earlier versions of Microsoft Outlook, the following

list describes features and functionality that have been discontinued or changed in Microsoft Outlook 2010.

Go menu The Go menu is removed. To switch between views in Outlook, such as Mail, Calendar, and Contacts, use

the Navigation Pane. Keyboard shortcuts for each view are still available. Point and pause the mouse pointer

over the Navigation Pane view buttons to see the keyboard shortcut.

DAV connectivity for HTTP accounts Outlook 2010 does not support the DAV protocol for connecting to HTTP-based e-mail accounts. To connect

to your Windows Live Hotmail accounts in Outlook, install and use the Outlook Connector.

Quick View Support for the generic file viewer Quick View is discontinued. Quick View is not supported on any operating

system that Outlook 2010 requires.

Legacy keyboard shortcuts The ribbon is used in all parts of Outlook 2010. Legacy keyboard shortcuts, such as Alt-E for the Edit menu,

are not available because the menus are replaced by the ribbon. Access to commands using the keyboard are

available, but not using the same keyboard shortcuts that were used with the older toolbar and menu user

interface. Keyboard shortcut keys that switch between mail views — Mail (CTRL+1), Calendar (CTRL+2),

Contacts (CTRL+3) — can continue to be used.

Copy folder design This feature is discontinued. As an alternative, use the Apply view to other folders command.

Create a view You can create a view based on an existing view, or you can build a new one.

Build a new view

1) On the View tab, in the Current View group, click Change View, and then click Manage Views.

2) Click New.

3) In the Name of new view box, type a name for the view.

4) In the Type of view box, select a view type (The basic structure of a view. When you create a view, you

must first select one of five view types (table, timeline, day/week/month, card, or icon) to determine how

information will be arranged and formatted in your new view.).



5) To change where the view is available, select an option under Can be used on, and then click OK.

6) In the Advanced View Settings: New View dialog box, select the options that you want to use.

7) When you are finished selecting options, click OK.

8) To use the view immediately, click Apply View.

Note: New views are added to the Current View submenu.

Create a view based on a predefined view

1) On the view on which you want to base your new view, on the View tab, in the Current View group,

click View Settings.

2) For each type of change that you want to make, click a button, and then select the options that you want.

When you are finished, click OK.


4) In the Views for folder folder name box, click Current view settings.

5) Click Copy.

6) In the Name of new view box, enter a name.

7) To change where the new view will be available, click an option under Can be used on.

Notes:

If you want other selected folders to use the current view, on the View tab, in the Current View group,

click Change View, and then click Apply Current View to Other folder Folders. Select the check boxes

of the folders to which you want to apply the view.

New views are added to the Current View submenu

Delete a custom view


2) In the Views for folder folder name box, click the view that you want to delete.

3) Click Delete.

Note: A predefined view cannot be deleted, even if you have changed its settings.

Most recently opened other user’s folder When opening another Exchange user’s folders a list of previously opened folder does not appear.

Mail Conversation view An improved conversation view is available for all mail folders. This new version of conversation view

presents items in one view, including your sent items, regardless of which folder contains the item.

Organize pane In previous versions of Microsoft Outlook, the

Organize feature enabled you to create conditional

text formatting rules for e-mail messages, create

rules to move items, and to change views. The

Organize pane is removed.



Conditional formatting

Conditional formatting was the most frequently used feature in the Organize pane. In Microsoft Outlook

2010, conditional text formatting for views remains, but it is now accessed in the Advanced View Settings

dialog box.

1) On the View tab, in the Current View group, click View Settings.

2) In the Advanced View Settings dialog box, click Conditional Formatting.

a) A set of default rules appears. In addition, any conditional formatting rules that you created in the

Organize pane with a previous version of Outlook appear.

3) Do any of the following:

a) To delete a rule, click the rule, and then click Delete.

b) To temporarily turn off a rule, clear the check box for that rule.

c) To change the criteria for a rule, click the rule, and then click Criteria.

d) To change the text formatting that is applied to a rule, click the rule, and then click Font.

e) To add a new conditional formatting rule, click Add, in the Name box, type a name, click Font to

specify the formatting, and then click Condition to specify the criteria for this rule.

Views

The commands previously in Using Views are available in Outlook 2010 on the ribbon on the View tab, in the

Current View group.

Rules

The commands previously in Using Folders are available in Outlook 2010 in the Backstage view. Click the

File tab, and then click Manage Rules & Alerts.

Calendar Group Schedule The View Group Schedules and Plan a meeting commands that previously appeared under the calendar are

removed. These commands are replaced by the new Group Schedule feature, integrated into Outlook

Calendar.

Contacts Contact folder Activities tab This feature is discontinued.

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