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In Outlook 2010 Essential Training, author Karen Fredricks provides in-depth instruction on the key features of Outlook 2010. The course shows how to master fundamental Outlook features including sending and receiving email, creating an address book, and scheduling activities and tasks. It also covers basic administrative tasks including backing up the data file, setting up email accounts, and organizing data both manually and automatically.
We make most of our changes to our Preference Settings by going up to the File tab. The File tab is so important that it actually appears as a bright orange color; in fact, in some of the early betas, the Microsoft liked to call this File tab the Backstage View, because they felt it was a backstage entry into the program. So, we're going to click on the File tab, and see some of the choices that we have. First of all, I'd like to draw your attention to the Exit button and the X. Now, don't click on those, because what's going to happen is you're actually going to close out of Outlook itself.
If you want to leave your File tab, simply click on a different tab. Now, the other thing I'd like to draw your attention to is the fact that we're currently on this particular e-mail message. Hold that thought. We're going to back to our File tab, and we're going to start by going up to the Save As item. Now, if you're wondering what's going to get saved, it's going to be that e-mail message that we currently have selected. If you wanted to save something else, you'd want to make sure that you select the item before you go into the File tab and select Save As.
Now, another trip to our File tab will take us down to the Info area. The Info area is a pretty important place, because this is where we can add additional e-mail accounts. Once you've added an account, you might want to go into Account Settings. You'll notice, by the way, that we see a little triangle that means we actually have more options there. So, if I click on that icon, you can see, once again, I can get into those account settings. This is where I could actually change one of my e-mail addresses; say if I change my password.
And you notice, once I make changes, I'm pretty unceremoniously dumped out of that File tab, so I have to keep returning back to the scene of the crime. Now, one of the options that I see is Open. I can open a calendar in case someone has sent me a copy of their calendar, I can open an Outlook data file, if this is a new machine, and it copied my Outlook data from an old machine, or I can actually import an Excel spreadsheet into my existing Outlook data, if I wanted to bring in new contacts.
The Print option, I really like because it actually gives me a preview of the currently selected item. If I want to print that item, I can simply click Print or switch to another printer. The Help menu, as its name implies, will give you a little bit of help with Microsoft Outlook. One of the things I find helpful is the fact that my license number, once I activate the software, will appear in this area. I also can see, very easily, what version of Outlook I'm currently using.
In addition, you might want to go into this Microsoft Office Help where you can search for information on any feature that you can think of, simply by typing in the name of the feature, and clicking on Search. Probably, the biggest area of the File tab is found in the Options. So, I'm going to click Options. In fact, there are so many choices, so many things that we can change in Outlook that the Options window actually has its own Navigation Bar. I find that, out-of-the-box, I'm pretty happy with the basic Outlook preferences, but I'd like to show a few of them that you might like to change; for example, you might want to go into Mail preferences and tell Outlook to always check the spelling before you send an outgoing e-mail, just in case you've made a spelling mistake, or you might decide that the person next to you is getting very irritated by hearing that little twang every time you get a new e-mail, and you might to turn off the sound effects.
We have similar options for every portion of the Outlook program, including the Calendar, Contacts, Tasks, and Notes and Journal, and even our Search options. You notice that once we make a change to our options, the File tab automatically closes and we return to the original spot where we were at. Although it looks like just another tab on the Ribbon, Outlook's File tab provides you with one place to set up just about any Outlook preference that you can think of. Older versions of Outlook had most of the same functionality, but it was harder to get to them because they were sprinkled throughout the entire menu system.
Now they're in one easy-to-find location.
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