Introduction
Outlook 2010 is a personal
information manager included in the Microsoft Office 2010 suite,
commonly used in the workplace. While Outlook is perhaps best known as a
tool for sending and receiving email messages, it also includes powerful
features for managing calendars, contacts, and tasks.
In this lesson, you'll learn how to
navigate the Outlook 2010 interface, the Ribbon, and Backstage
View. We'll also talk about how to set up Outlook.
All About Outlook 2010
To use Outlook 2010, you will navigate between several different views,
including Mail, Contacts, Calendar, and Tasks. Because of
these robust productivity features, Outlook is often used in many
offices and workplaces to help employees communicate,
manage their time, and
organize meetings.
Watch the video to learn how to navigate Outlook 2010.
This tutorial will cover the basic features
of Outlook 2010, including how to use the Mail, Contacts, and Calendar
views. Many of Outlook's features are geared toward those who plan to
use Outlook in the workplace, but much of this tutorial will
still apply if you plan to use Outlook on your personal computer.
Getting to Know the Outlook Interface
If you're familiar with Outlook 2007 or 2003, you'll notice several changes
to the 2010 interface. The main change is the addition of the Ribbon,
which appears in all the Office 2010 applications. Outlook 2010 also uses Backstage
View, which we will cover later in this lesson.
Whether you're new to Outlook or familiar with previous versions, you should
take some time to learn your way around the interface.
The Ribbon
The tabbed Ribbon system was introduced in Outlook 2010 to
replace traditional menus. The Ribbon contains multiple
tabs, each with several groups of commands.
You will use these tabs to complete the most common tasks in
Outlook, such as composing an email, scheduling a meeting, or adding a contact.
The commands on the Ribbon will change depending on which view
you have selected: Mail, Calendar, Contacts, or Tasks.
The Ribbon
To Minimize and Maximize the Ribbon:
The Ribbon is designed to respond to your current task, but you can choose
to minimize the Ribbon if you find that it takes up too much
screen space.
- Click the arrow in the upper-right corner of the Ribbon.
Minimizing the ribbon
- The Ribbon will be minimized. To maximize the Ribbon, click the arrow again.
Maximizing the Ribbon
Backstage View
Backstage view gives you various options for managing
accounts, saving and printing items (like an email message or calendar), and
more. Though it is similar to the File Menu from earlier
versions of Outlook, Backstage view will expand to fill the entire
screen, unlike a traditional menu. The options in Backstage view will
change depending on which view you have selected.
To Access Backstage View:
- Click the File tab on the Ribbon. Backstage view will appear.
Clicking the File tab
Click the buttons in the interactive below to learn more about
using Backstage view.
Setting up Outlook 2010
You'll need to set up Outlook before you can start using the application to manage your email, contacts, calendars, and tasks. The setup process will vary depending on how you plan to use Outlook:- If you plan to use Outlook in the workplace with an employer-provided email account, it's likely that your account will already be set up when you start using Outlook. If not, your office IT department or supervisor will help you with the setup process.
- If you plan to use Outlook on your home computer with a personal email account, either from an internet service provider or a webmail service like Hotmail or Gmail, it's easy to get started.
Using Outlook with a Personal Email Account
While Outlook is most commonly used in the workplace, there are several reasons you might want to use it at home. If you use more than one email account—for example, one for personal email and one for work email—you can add multiple accounts to Outlook, allowing you to read and manage all of your messages at the same time. You'll also have the added convenience of using a desktop application to keep all your information, such as your contacts and calendar, together in one place.To Add a Personal Email Account:
In our example, we'll add a Gmail account.- Click the File tab to access Backstage view.
- Locate and select Add Account below Account Information.
Adding a new account
- The Add New Account dialog box will appear.
- Enter your name, email address, and password, then click Next.
Adding account information and
clicking Next
- Outlook will configure the account. This process can take several minutes.
Connecting with the email server
- Once the configuration is complete, click Finish.
Clicking Finish
- The email account will be added to Outlook.
The added email account
Challenge!
- Open Outlook 2010 on your computer. Try switching between different views.
- Click through the tabs and notice how the commands on the Ribbon change.
- Minimize and maximize the Ribbon.
- Access Backstage view.
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