Outlook 2010 Advanced – Lesson 1 – Customizing Outlook

Outlook’s default settings might not suit your needs. You can reset certain general options as well as options specific to each folder. You can add shortcuts to the Outlook Bar and move them to a convenient location. And you can also change your password to keep up with your security needs.

Customizing the Navigation Pane

The Navigation Pane can be normal, minimized or off. You can select whether or not to include a Favorites area on the Navigation Pane. You can also control the number and order of options that appear on the Navigation pane.

Use the Navigation Pane button on the View tab.

  1. Select the View tab from the Ribbon.
  2. Select Navigation Pane.

  1. Select Normal, Minimized, or Off to change how the Navigation is displayed.
  2. Select Favorites to include or remove this area from the Navigation Pane.

Use the following procedure to use the Navigation Pane Options dialog box.

  1. Select the View tab from the Ribbon.
  2. Select Navigation Pane.
  3. Select Options.

Outlook displays the Navigation Pane Options dialog box.

  1. Check a box to include the button in the Navigation Pane. Clear the box to remove it.
  2. To change the button order, highlight a button name and select Move Up or Move Down.
  3. To change the font of the items in the Navigation Pane (not the button labels), select Font. Select the Font, the Font Style, the Size, and if applicable, the Script. Select OK.

  1. To reset the Navigation Pane Options to the default settings, select Reset.
  2. Select OK to close the Navigation Pane Options dialog box.

Use the following procedure to add or remove buttons from the Navigation Pane.

  1. Click the arrow at the bottom of the Navigation Pane.
  2. Select Add or Remove Buttons.
  3. Select the button to add or remove. Buttons that are visible are highlighted in orange.

Changing the Reading Pane

Use the following procedure to view the Reading Pane command on the View tab.

 

  1. Select the View tab from the Ribbon.
  2. Select Reading Pane.
  3. Select Right, Bottom, or Off to indicate where (or if) the Reading Pane is displayed.

Use the following procedure to use the Reading Pane Options dialog box.

  1. Select the View tab from the Ribbon.
  2. Select Reading Pane.
  3. Select Options.

Outlook displays the Reading Pane Options dialog box.

  1. If you consider items read after you have viewed them in the Reading Pane, check the Mark items as read when viewed in the Reading Pane box. If the box is check, enter the number of seconds to wait before marking an item read.
  2. Check the Mark item as read when selection changes box to mark items read when the Inbox selection changes to another item.
  3. Check the Single key reading using space bar box to use the space bar to navigate the reading pane for scrolling and moving to the next message at the end of each message.
  4. Select OK to close the Reading Pane dialog box.

Changing the To-Do Bar

To access the To-Do Bar command on the View tab.

  1. Select the View tab from the Ribbon.
  2. Select To-Do Bar.

  1. Select Normal, Minimized, or Off to change how the To-Do Bar is displayed.
  2. Select Date Navigator to turn on or off the Calendar display in the To-Do Bar.
  3. Select Appointments to turn on or off the upcoming appointments display in the To-Do Bar.
  4. Select Task List to turn on or off the Task List display in the To-Do Bar.
  5. Select Quick Contacts (if applicable) to turn on or off the Quick Contacts display in the To-Do Bar.

Use the following procedure to use the To-Do Bar Options dialog box.

  1. Select the View tab from the Ribbon.
  2. Select To-Do Bar.
  3. Select Options.

Outlook displays the To-Do Bar Options dialog box.

  1. Check the applicable box to show that item in the To-Do Bar.
  2. Select OK to close the To-Do Bar Options dialog box.

Use the following procedure to rearrange the way the tasks are organized.

  1. Right-click the Arrange By heading for the To-Do List in the To-Do Bar.
  2. Select the option from the context menu.

Resizing Panes

You can resize any pane in Outlook 2010 to make the panes you need larger and the less important panes smaller. Just click and drag the dividers. If you want to return the sizing to the original settings, you can always reset the view.

Use the following procedure to resize a pane.

  1. Hover the mouse over the edge of the area you want to resize.
  2. The cursor changes to an icon with two arrows.

  1. Drag the divider to the new location.

Use the following procedure to reset the view.

  1. Select the View tab from the Ribbon.
  2. Select Reset View.

Outlook displays a message to make sure you want to reset the view.

  1. Select OK.

Setting Options

The Options page has all the various elements of Outlook set out on the left and has contextual options pages. The page, shown in Figure 112, lets you make changes that apply throughout Outlook.

Figure 112: The General Page of Outlook Options

Figure 112: The General Page of the Options Dialog Box

To set options:

1. From the File menu, choose Options.

2. In the Options dialog box, select a tab.

3. On the selected page, select the desired check boxes and option buttons.

4. Select the desired items from lists.

5. As desired, select additional tabs and repeat steps 2 through 4.

6. Choose OK.

In the following exercise, you will set options.

1. From the File menu, choose Options The Options dialog box appears.
2. Select the Advanced button The Other page appears.
3. In the Outlook start and exit area, select the Empty Deleted Items folder when exiting check box
4. Select the Calendar Options… button The Calendar page appears
5 In the Calendar Work time area, Select Mon to Fri and from the Start time: drop-down list, select 9:00 AM, and from the End time: drop-down list, select 5:00 PM
6. In the Calendar options area set the Default reminder: from the drop down list box to 10 mins.
7. Select the Notes and Journal Options button The Notes and Journal Options page appears.
8. Select the Journal Options button The Journal Options dialog box opens
9. In the For these contacts: area, select Charles Simon and Clio Hebert
10. Choose OK The new options are set.
11. Exit from Outlook A message box that asks, Are you sure you want to permanently delete all the items and subfolders in the “Deleted Items” folder? appears.
12. Choose Yes
13. Open Outlook Outlook opens in the Calendar folder. The workday starts at 9:00 a.m. and ends at 5:00 p.m.

Adding Shortcuts to the Outlook Bar

Once you create new subfolders, you can display shortcuts to them on the Outlook Bar. Adding shortcuts gives you easy access to your new folders.

To add shortcuts to the Outlook Bar:

1. Click on the Shortcuts menu in the Outlook Bar

2. Right click the shortcuts option on the outlook navigation bar on top and choose Add New Shortcut from there.

3. The Add to Navigation Pane dialog box will appear. In the Folder list, select the desired folder.

4. Choose OK.

In the following exercise, you will add shortcuts to the Outlook Bar.

1. Right-click the Outlook Bar The shortcut menu appears.
2. Choose Add New Shortcut The Add to Navigation Pane dialog box appears.
3. In the folder list, expand the Contacts folder, and then select Association members
4. Choose OK
5. Scroll to the end of the Outlook Bar The shortcut to the Association members contact list appears at the bottom of the Outlook Bar.
6. Right-click the Outlook Bar The shortcut menu appears.
7. Choose Add to Outlook Bar The Add to Outlook Bar dialog box appears.
8. In the Contacts folder list, select Friends and Family
9. Choose OK The shortcut to the Friends and Family contact list appears below the Association members’ shortcut on the Outlook Bar.
10. Click the Association members shortcut The Association members contact list appears.
11. Click the Friends and Family shortcut The Friends and Family contact list appears.

Moving a Shortcut on the Outlook Bar

You can rearrange the shortcuts so that the ones you use most frequently are at the top of the shortcut list and appear when you open Outlook or you click one of the group buttons on the Outlook Bar.

To move a shortcut on the Outlook Bar:

  1. Drag the shortcut to the desired position between other shortcuts (or between the top or the bottom edge of the Outlook Bar and the end shortcut).

OR

  1. Right click the relevant shortcut folder and select either Move Up in List or Move Down in List

In the following exercise, you will move a shortcut on the Outlook Bar.

1. Drag the Association members shortcut to the bottom of the Outlook Bar A horizontal line will appear above the shortcut you are moving as you drag it so that you can position the shortcut.
2. Drag the Association members shortcut to the position below the Contacts shortcut
3. Drag the Friends and Family shortcut to the position below the Association members shortcut

Removing a Shortcut from the Outlook Bar

When you no longer need a shortcut you added to the Outlook Bar, you can easily remove it.

To remove a shortcut from the Outlook Bar:

1. Right-click the shortcut you want to remove.

2. From the shortcut menu, choose Delete Shortcut

3. Microsoft Office Outlook message box will appear saying Are you sure you want to remove this shortcut? choose Yes.

In the following exercise, you will remove a shortcut from the Outlook Bar.

1. Right-click the Friends and Family shortcut The shortcut menu appears.
2. Choose Delete Shortcut The message box that asks Are you sure you want to remove this shortcut? appears.
3. Choose Yes The Friends and Family shortcut is removed from the Outlook Bar.

Changing Your Password

You might be concerned about keeping your messages confidential. If anyone knows your Outlook password, security is compromised, and you should change your password, including the initial password provided by your system administrator. When choosing a new password, make an effort not to use a password that is easy for someone to guess, such as your first name, your birthday, your spouse’s name, your family pet’s name, and so forth. The most secure passwords contain at least seven alphanumeric (letter and number) characters. After setting a new password, you can quit Outlook and sign in again to test it.

To change your password:

1. From the File menu, choose Info option.

2. Choose the Account Settings option. The Account Settings dialog box will appear Select the Data Files tab and from the submenu, choose Settings.

3. In the settings, click Change Password dialog box, type in your Old Password.

4. In the New password text box, type your new password.

5. In the Verify new password text box, type your new password again. (optional – you can select the save this password in your password list box by ticking the box)

6. Choose OK.

7. In the Account Settings dialog box choose OK.

8. Choose Close

 

In the following exercise, you will change your password.

1. Open the Inbox
2. From the File menu, choose Info option if not already selected.
3. Choose the Account Settings option. The Account Settings dialog box appears
4 Choose Data Files tab, Choose Settings submenu The Outlook Data File dialog box appears
4. Select Change Password. In the Old password text box, type the password assigned by your instructor at the beginning of the class For security, the characters are not displayed.
5. In the New password text box, type new1234
6. In the Verify new password textbox, type new1234
7. Choose OK
8. Choose OK, choose Close
9. From the File menu, choose Exit and Log Off
10. Start Outlook using your new password

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