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- View Offline
- 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
Skill Level Appropriate for all
In previous versions of Outlook, some of the preference settings were found on the File menu, others looked in the tools menu, and still others build into the Help menu. Finally, Outlook 2010 consolidates all of the common user settings in one easy- to-find area called the File tab. In fact, Microsoft was so excited about this new feature that they dubbed it the Backstage view. Now we find the File tab in the top left-hand corner. It is bright orange. So when I click on the File tab, the File tab opens.
We notice that the File tab has its very own Navigation Bar. Now let's discuss first how we get in and how we get out of that File tab. It's pretty easy to find it because it was orange. Getting out is a little trickier. You might think that you should hit the X in the top right corner to get out of the File tab. Wrong, that will not only get you out of the File tab, it will actually close the entire Outlook program. The same thing happens if you hit Exit on the bottom left corner. Again, it will not only close the File tab, but it will totally close you out of Outlook.
Now when you go into some of the options, Outlook will automatically take you out of the File tab. So you don't really have to exit out of it; you're just going to be removed from it, kind of unceremoniously. Now if I decided that I got into the File tab, and I want to get out without making any changes, the easiest way to do it is just to click on a different tab. In this case, I clicked on the Home tab, once again, return to my homepage. Now before we go back into the File tab, I want you to notice that I am in the Inbox, and that I have selected a message from my friend Ken Snyder.
Now that doesn't seem that important, but when we go into the File tab, you notice that the first option on this Navigation bar is Save As. When I click on Save As, you might not really know what you're saving, unless you'd only made note of where you were before you went into the File tab. Kind of strange. So at this point, I can give that e-mail message a name, and choose whatever folder I want to save it to, and save it.
Of course, once I save it, Outlook puts me back into the homepage, and out of the File tab. Not to be deterred, I'm going to make a trip, one more time, to that File tab. This time, I'm on the Info section of the File tab navigation bar. As one would expect, the Info tab tells me a little bit more information about Outlook. We start out by seeing the name of the account that I'm currently using. And if I want to set up another account, this is where I would do it.
We also notice that we have a box that says Account Settings. You notice that little down-pointing arrow, which means if I click on the Account Settings, I get even more options. We continue our tour with Automatic Replies. Now you might not see that Automatic Replies button if you're not using Outlook Exchange Server, which is what automates the process of sending out notifications when you're out of the office. We also notice that we have Mailbox Cleanup tools, which will help compress the size of our mailbox, which we'll be covering in the later chapter.
We also have the Rules and Alerts, which is an area where you can set up Outlook Rules. Now if I go over to the Open area, this is where I can open a Calendar someone might have sent me, or another Outlook Data File, or I can import an existing file, such as an Excel spreadsheet, into my Outlook, or if I'm using Exchange Server, actually open somebody else's Outlook information. Now I happen to like this Print feature. Again, that's why it was important to know what message was currently displayed in Outlook before I made my trip to the File tab, because when I go into Print, I'm actually seeing a preview of what message I would be printing.
The Help menu is very helpful for number of reasons. First of all, it's going to show you your license number, which you might want to jot down and put in a safe place, just to make sure that you don't lose it. We also have Microsoft Office Help, and this is going to take you to the offline Help screen, where you can search for help that you may need at any of the Outlook features. I'm going to return once more to my File tab, and go back down to Help, and continue my tour.
We have a Getting Started area, and Getting Started will help you using Outlook if you are brand-new user. We also have Contact Us, which will actually go out to the Internet and provide you with more options from getting support directly from Microsoft. Now we're going to go over to the Options area. The Options area should look vaguely familiar to you if you've been using other versions of Outlook, because in the Options area, you notice that we have the options for setting up our Mail, or setting up our Calendar, setting up our Contacts.
Again, all those options were found in the older versions. They've now all been consolidated onto the File tab, which makes it a little bit easier to find. Again, when I close those options, once again, I'm closed out of the File tab, but I can return to it at anytime, by giving into a click. Although it looks just like any other tab on the Ribbon, Outlook's File tab provides you with one easy place to set up just about any of the Outlook preferences you can think of. Older versions of Outlook had most of the same functionality, but it was hard to get to it because the various features were sprinkled throughout the menu system.
Now they are in one easy-to-find place.