Pdf password unlock software application dll winforms html asp.net web forms I6%20-%20Outlook%20and%20OneNote0-part11

Making the Most of

Outlook and OneNote

in Office 2010

K2 Enterprises

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Making the Most of Outlook and OneNote

in Office 2010

Contents

Session Description: ..................................................................................................................... 3

Using Outlook 2010 – The Ribbon Interface ............................................................................ 4

Modifying the Quick Access Toolbar .................................................................................... 4

Work With the Conversation View (2010 only) ................................................................... 6

Ignoring a Conversation .......................................................................................................... 7

Cleaning Up Conversations .................................................................................................... 8

Acting on Conversations ......................................................................................................... 9

Quick Steps (2010 only) ......................................................................................................... 10

Instant Search (2010 only) ..................................................................................................... 12

Outlook People Pane (2010 only) ......................................................................................... 14

Outlook Today ........................................................................................................................ 15

Universal Drag-and-Drop ..................................................................................................... 18

Using Categories to Organize ............................................................................................... 20

Using Folders and Categories Together .............................................................................. 24

Using Rules with Folders and Categories........................................................................... 24

Contacts and Address Books ................................................................................................ 26

Sharing Contacts with Others ............................................................................................... 30

Getting Started With OneNote 2010 ........................................................................................ 34

What is OneNote? .................................................................................................................. 34

Working with OneNote ..................................................................................................... 35

Creating new Notebooks and Working with Pages...................................................... 36

Creating, moving, and deleting sections and pages ..................................................... 37

Working with subpages .................................................................................................... 37

Creating a note on a page ................................................................................................. 37

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Adding Content to Notes ...................................................................................................... 37

Working with unfiled notes ............................................................................................. 37

Copying and pasting content ........................................................................................... 38

Adding Images from Screen Clippings and Pictures ................................................... 38

Adding or Recording Audio Video Files ........................................................................ 39

Formatting Notes .................................................................................................................... 40

Viewing and Organizing Information ................................................................................. 41

Organizing the user interface ........................................................................................... 41

Creating multiple page views in new windows ............................................................ 42

Searching a notebook ......................................................................................................... 42

Creating links to pages, files, or locations ...................................................................... 42

Tagging notes ..................................................................................................................... 43

Understanding sections and section groups .................................................................. 43

Working with Tables .............................................................................................................. 45

Creating and working with tables ................................................................................... 45

Formatting tables and data ............................................................................................... 46

Moving tables and data ..................................................................................................... 47

Session Description:

Do you know what Outlook 2010 and its new sibling, OneNote 2010 can do for you?

Outlook 2010 features Quick Steps, Conversation View, and other time-saving

features which can help you work more effectively. OneNote integrates seamlessly

with Outlook and fills the void that many accountants encounter in keeping track of

daily information. Come find out how Outlook 2010 can save you hours of time per

week, and how you can use OneNote to organize, collaborate, share, search, and

sync your notes with others.

Using Outlook 2010 – The Ribbon Interface

Outlook 2010 users must now deal with the ribbon interface. Those users migrating

from Office 2007 will not face a steep learning curve because Office 2007 used the

ribbon interface. However, those upgrading from Office 2003 or earlier editions will

find the change disruptive at first. The biggest challenge will be to find where

frequently used commands are placed in the ribbon. Notwithstanding the problems you

may encounter, the ribbon provides a number of advantages, among them much better

organization of settings and menu options than found in prior versions. Options are

easy to find and settings are straightforward, as shown in Figure 1.

Figure 1 – Setting Section of the Ribbon

Modifying the Quick Access Toolbar

First, users should modify the Quick Access Toolbar (QAT) to improve productivity.

The few minutes that it takes to make these modifications will pay handsome

dividends. K2 instructors recommend making the following changes:

Right-click on the QAT and select Show Quick Access Toolbar Below the

Ribbon. Moving the QAT reduces the amount of mouse movement to access the

toolbar and makes it easier to read.

Add frequently used commands to the QAT. For example, if you often work on

slow network connections, add the Work Offline command from the Send/

Receive tab. Simply right-click on any command in the ribbon and select Add to

Quick Access Toolbar from the context-sensitive menu.

Customize the QAT to include commands that are not found in the ribbon.

Right-click on the QAT and select Customize Quick Access Toolbar to open the

Outlook Options dialog box shown in Figure 2. From here you can commands,

such as Save All Attachments, as well as rearrange commands or add separators

to better organize the QAT.

Figure 2 – Modifying the Quick Access Toolbar

Work With the Conversation View (2010 only)

E-mail messages can now be viewed by Conversation. When Conversations are

enabled, messages in the Message List that share the same subject

can be viewed in a

single thread. Users can quickly review and act on individual messages or complete

Conversations. Conversations are identified in the Message List with a white arrow

point. The messages within

Figure 3

each Conversation are sorted with the newest message at the

top of the expanded list. As new messages in the thread are received, the entire

Conversation is positioned in the Message List in the Date order currently active. When

users click on a Conversation header in the Message List, the newest message in the

thread is displayed in the Reading Pane. Any Conversation that contains unread

messages has a bold subject in the message header along with a count of the unread

messages in the thread. Expanded Conversations display any unread messages with a

bold heading. In default, Conversations can include messages from multiple folders.

For example, messages sent by a user are typically saved in the Sent Items folder, but

will appear and be grouped in a Conversation with messages in the Inbox, as shown in

Figure 3 – Conversation Thread Expanded in the Message List

When a message gets two or more responses, a Conversation can split into multiple

related but separate threads, as shown in Figure 4. Click on one of the splits to show the

messages from that split in the Reading Pane. Click on an individual message inside a

split to display its Reply Line - a dotted line that shows the messages to which it replies.

Note that the Conversation in Figure 4 displays the messages using the optional

indented view, which shows the newest message at the bottom of the thread. To use the

indented view, select View, Conversations, Use Classic Indented View.

Figure 4 – A Single Conversation Split into Separate Threads

To view messages in Conversations, the Message List must

Figure 5

be arranged in date order.

To enable Conversations, select View, Conversations, and then check Show Messages

in Conversations, as shown in

Figure 5 – Enabling Conversation View in the Message List



By design, Conversations are grouped by subject. Messages with the

same subject are grouped in a Conversation, even if the messages are

unrelated. This may cause problems for some users who send or receive

messages with commonly used subjects.

Ignoring a Conversation

Users can keep unwanted conversations out of their Inbox by using the Ignore

Conversation command, which moves all received and future messages of selected

conversations to the Deleted Items folder. Messages stored in Sent Items are not moved.

This functionality improves user productivity by acting as a gatekeeper to the Inbox,

Each of the orange circles

represents a separate thread.

sending unwanted messages directly to Deleted Items without blocking senders or

creating specialized rules.

To ignore a conversation:

In the Message List, click on any message in the conversation to be ignored and

then select Home, Ignore, as shown in Figure 6. Click Ignore Conversation to

confirm the action.

Figure 6 – Choosing to Ignore a Conversation

If a message related to a conversation to be ignored is open, select Message,

Ignore, also shown in Figure 6. Click Ignore Conversation to confirm the action.

To stop ignoring a conversation:

In the Deleted Items folder, select the conversation or any message within the

conversation to be recovered.

Click Home, Ignore. Click Stop Ignoring Conversation to confirm the action.

The conversation will be moved back to the Inbox, and future messages will be

delivered.



An ignored conversation can only be recovered if it is still available in

le in

the Deleted Items folder.

Cleaning Up Conversations

Users can reduce the size of a Conversation with the Clean Up command. It moves all

of the older, redundant messages in a conversation to a specified folder. In default,

items are moved to Deleted Items, but users may specify a different folder by selecting

File, Options, Mail, Conversation Clean Up. Individual conversations or all

conversations within a folder or set of folders can be cleaned up with a single

command.

Figure 7 – Cleaning Up a Conversation

To clean up a conversation, select the conversation in the Message List and then click

Home, Clean Up, Clean Up Conversation, as shown in Figure 7. Redundant messages

in the Conversation are moved to the Deleted Items folder. Clean Up always keeps the

most recent message of any thread in the Inbox, along with messages in the

Conversation that are flagged, categorized, or have attachments. Note how six messages

in the conversation in Figure 7 are reduced to two messages, while maintaining the

thread map of the entire conversation. Clean Up frees up space in the Inbox without

losing information by deleting older, redundant messages. To undo a clean-up

operation, find the conversation in Deleted Items and drag it back to the Inbox.

Acting on Conversations

The Conversation view is designed to reduce Inbox clutter and improve user

productivity by grouping e-mail messages into threaded conversations by subject.

Based on research conducted by Microsoft, users can expect a 40% reduction in Inbox

items. User productivity can be improved by acting on an entire conversation rather

than individual messages. As a unit, a conversation can be deleted, moved, categorized,

or marked as read. Once a conversation is categorized, all new messages arriving in that

conversation are automatically categorized. Working on a group of messages rather

than on individual messages saves users considerable time. Based on internal research,

Microsoft estimates that the time users spend in the Inbox will be reduced by up to 46%.

Using the Conversations view, users can expect to:

•

Reduce the amount of visual information in the Inbox by collapsing

conversations into single items

•

See entire conversations including related messages in Sent Items or filed in

other folders

•

Better understand who replied to whom when reading lengthy conversations

•

Speed up e-mail activities by acting on Conversations rather than individual

messages

•

Quickly hide annoying messages by using Ignore

•

Trim down the size of the Inbox without losing information by using Clean Up to

remove older, redundant messages

Quick Steps (2010 only)

Repetitive, multistep procedures can be converted to single clicks with Quick Steps. For

example, if users initiate messages to their managers frequently, the conventional

process requires opening and addressing a new message before composing the message

itself. A custom Quick Step can eliminate the first two steps in the process. Quick Steps

are executed from the Quick Steps gallery on the Home tab, as shown in Figure 8.

Figure 8 – Executing Quick Steps from the Home Tab

Outlook has six preconfigured Quick Steps, identified in the following table, that can be

customized or renamed to suit users' needs.

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