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Reading and responding to email can be a full-time job. In Outlook 2010: Real-World Projects, Gini Courter explores the new features in Microsoft's popular email and calendaring program that make the job faster and easier to manage. With Conversation View, Gini shows how to catch up on unread email strings without rereading duplicate information. Performing multiple tasks, like replying to and moving a message at the same time, is a snap with Quick Steps, which Gini reviews in detail. She also highlights the revised Contacts tabs and new Calendar features, groups, and tools.
Let me show you how Kim can use the built-in Quick Steps in Outlook 2010 to quickly handle messages. Kim's Inbox include a number of emails that will require specific action. First, Kim reviews the email about some proposed website design changes. The request was that she have Petal and Raul look at the designs, summarize their information, and send it on to Kirk. In the latest email, at the top of the list, you will notice that Petal has provided a comment document that Kim can easily forward.
She selects the email, clicks the To Manager Quick Step. The first time you click the To Manager Quick Step, Outlook will prompt you to select or enter your manager's email address. You can enter more than one address if you report to more than one manager. And click Send. Kim knows that when Kirk reviews the information that was provided by Petal and Raul, he will want to look at the originals that were received from Kyle.
Kirk has Photoshop on his computer so it would be easy simply to send the original Photoshop files that were received. She chooses any email from Kyle. In the People pane at the bottom then, she can find Messages, Attachments, Meetings, and other information that comes from Kyle. She is looking for Design samples for your review, clicks on the hyperlink, and here's the original email that she can then forward to Kirk.
Now that Kim has sent both the designs and the comments from Raul and Petal to Kirk for his review, it's time to let the team know that Kirk will be reviewing those. Kim uses the Team E-mail Quick Step. The first time you use the Team E-mail Quick Step, you'll be asked to enter or select the email addresses for your teammates. Kim's next task is to handle some responses to requests for information that she sent earlier.
Kim's been asked to coordinate Hansel and Petal's participation in garden shows and so she's been asking for information from some of the local counties and different groups that hold home and garden shows. She'd like to automatically move those to the Garden Shows folder here, so she simply selects the entire conversation and chooses Move>Garden Shows, to move that information. Finally, Kim has another question for Kirk. She has been receiving a series of emails from a local high school teacher who would like to know if Hansel and Petal is interested in having a co-op student.
She selects the message, clicks the To Manager button, and simply asks Kirk, "How "would you like me to handle this?" With Outlook 2010's built-in Quick Steps, you simply select the message and click to take one or more actions. This can save a lot of time, particularly for the steps that you take over and over again when dealing with your email.
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