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Outlook 2010 New Features
Illustration by Neil Webb

Using the Outlook Ribbon


From:

Outlook 2010 New Features

with Karen Fredricks

Video: Using the Outlook Ribbon

If you've been using Word, Excel and one of the other components of Office 2007, you're already familiar with the Ribbon that runs along the top of Microsoft products. Now, for the first time, the Ribbon has made its way into Outlook. Now you'll notice that the Ribbon, and we see it here along the top of Outlook, is divided into four tabs. In this case, we have the Home tab, the Send/ Receive tab, the Folder tab and the View tab. We also have a File tab, which you're going to see in all portions of Outlook, but we've got another chapter that's going to go into that in a little bit more detail because that File tab is where we set all the basic Microsoft options.

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Outlook 2010 New Features
46m 2s Appropriate for all May 21, 2010

Viewers: in countries Watching now:

In Outlook 2010 New Features, Karen Fredricks demonstrates the new and upgraded features in Outlook 2010. This course teaches how to create Quick Steps to automate commonly performed tasks, find email faster with enhanced search, and connect to social networking sites such as LinkedIn directly within Outlook.

Topics include:
  • Customizing the look and feel of the Ribbon in Outlook
  • Creating Quick Steps
  • Using the enhanced search functionality
  • Viewing multiple schedules
  • Reading email via threaded conversations
  • Using the new inbox clean-up tools
Subject:
Business
Software:
Outlook
Author:
Karen Fredricks

Using the Outlook Ribbon

If you've been using Word, Excel and one of the other components of Office 2007, you're already familiar with the Ribbon that runs along the top of Microsoft products. Now, for the first time, the Ribbon has made its way into Outlook. Now you'll notice that the Ribbon, and we see it here along the top of Outlook, is divided into four tabs. In this case, we have the Home tab, the Send/ Receive tab, the Folder tab and the View tab. We also have a File tab, which you're going to see in all portions of Outlook, but we've got another chapter that's going to go into that in a little bit more detail because that File tab is where we set all the basic Microsoft options.

So for now, we're just going to stick with the other four tabs. You noticed, for instance, when I look at the Home tab, it's broken up into groups. So in this case I have the New group, Delete, Respond, Quick Steps, and so on. But if I move to one of the other elements of Outlook, for example the Calendar, you'll notice that my groupings are slightly different, and they will reflect Calendar options. So I'm going to return back here to the Mail Options. And you see that each group is divided up into a number of icons.

And if you hover your mouse over any of those icons, you get a little tooltip that actually tells us, in more detail, what the function is of that particular icon. Now if you look closely, after some of the items on the Ribbon, you see a small down-pointing arrow, and that arrow means that if you click that particular icon, you're going to get more choices. So, for example, if I want to move something and I click the Move icon, you notice it's kind of giving me more choices of ways that I can move items.

One of the things that you might want to do, if you don't like the Ribbon, is to minimize it. We can minimize the Ribbon by hitting this up arrow, and the Ribbon goes away, or we can hit the down arrow to return the Ribbon back to where it was. If you're like I am, you like to customize things and have them just your own way, and the Ribbon's no exception. So in this case, if I want to customize the Ribbon, one of the easiest way to do it is to do a right-click on the Ribbon bar and choose Customize the Ribbon. Now what you're seeing in the left- hand side are all of the commands that are found in Outlook - actually, right now looking at the Popular Commands that we would normally associate with the Inbox. But if you click this down arrow, we can see commands that are not in the Ribbon, or we can see all commands that we find in the entirety of the Outlook program.

So sometimes this list is a little bit long and overwhelming. So I'd like to restrict it to either the Popular Commands, or the commands that are not currently in the Ribbon. So I'm going to choose Popular Commands. Now in the right-hand side, you see all the items that are currently found in the Ribbon. Now first thing I'm going to do is I have decided I don't like the order, over here, of the New group and the Delete group. So what I'm going to do is click on New, hit the single pointing down arrow, and I've now changed that order.

I'm going to click OK, and you notice that I've now reversed the order of those two groups. But I've also decided that I don't really use those Quick Steps. I'm not really familiar with that feature yet. So I'm going to remove that group from the Ribbon. What I'm going to do now is do a right-click, customize the Ribbon. Here's my Quick Steps. I'm going to remove it by clicking Remove one time, and clicking OK. And you notice that the Quick Steps has now been removed from my Ribbon. But wait a minute.

I'd like to print, and I am not seeing a good Print button here. Not only put Print up there, I'm going to set it up in my own new grouping. So I'm going to do a right-click. I'm going to customize the Ribbon, and I'm going to add a new group. You can see my new group right here. I'd like to give it a better name, so I'm going to rename it Karen. I'm clicking OK. And now I'd like to put that Print icon in the Karen group.

So I click on Print, and I've already got Karen highlighted, and I click Add. And you can see that Print icon is going to be there. I click on OK, and now we have that Karen group with our Print icon, just in case you're not happy with the changes, because you can make as many changes as you want with the Ribbon, continuing to follow that same process until you get the Ribbon exactly the way you wanted. But if you're not happy, do a right-click. Go back to Customize the Ribbon.

We have this wonderful button down here called the Reset button. And what that does is it will reset all the changes that you've made back to the way it was when you first installed Outlook. So I'm going to click on Reset all customizations. I'm going to answer Yes to the prompt and click OK. And now you see that my Ribbon is exactly the way it was when we first started. I compare the introduction of the Ribbon into Outlook 2010 to purchasing a new car. At first, it's hard to find all the bells and whistles, but after a short period of time, you don't know how you ever lived without it.

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