Working with Data MS Outlook Advance

1. ® ®
Microsoft Outlook 2010 Training
Working with Data
NaveenKumar Namachivayam
Founder - testTalk Academy
http://naveenkumarn.in

2. Course contents
• Find Related Messages
• Edit Subject Lines
• Address Multiple E-Mails at Once
• Send an E-Mails from an Office Application
• Perform a Mail Merge
• View Non-Consecutive Dates on the Calendar
• Read Receipt Options
• Calendar Options
• Publish Your Calendar to the Internet
• Summary

3. Find Related Messages
• Click on the message in the list with the right mouse button.
• Select Find Related | Messages in This Conversation from the menu that comes up.

4. Edit Subject Lines
• As many users know, you can edit the subject line in a message. This makes it easier to find messages
especially when they don't include a subject.
• In Outlook 2010, when you use the default view with the Date (Conversation) setting, you'll see the original
subject in the message list:
• As you can see, the edited subject shows in the preview pane but not in the message list, because you are
only changing the subject, not the conversation title, and the new Conversation view uses the Conversation
field.

5. Address Multiple E-Mails at Once
• Launch Outlook 2010, and navigate to Home tab, from Quick Steps group, click Create New.
• Upon click, Edit Quick Step dialog will appear. Now from Choose an Action drop-down list, under Respond
group, select New Message.

6. Address Multiple E-Mails at Once
• Now from Name, give this Quick Step an appropriate name and click Show Options to fill out other details.
• Upon click, it will show different options. You can add pre-defined Subject, set Flag, Importance and Text to
the message. From Optional select desired Shortcut key from the list. Now click Add Action to add more
email addresses and pertaining information.

7. Address Multiple E-Mails at Once
• Repeat the procedure to add more New Message from Respond
group and start adding as many contacts as required with desired
subject and message. Click Save to continue.

8. Address Multiple E-Mails at Once
• Now you will see the newly created step is now created in the Quick
Steps group, ready to send messages at once.
• Upon click, multiple Mail Compose windows will open-up, just click
Send on respective windows to send emails instantly.

9. Send an E-Mails from an Office
• Application
Go to File > Save & Send
• Select Send Using E-mail
• Click on Send as Attachment

10. Perform a Mail Merge
• Email: You can also personalize your newsletters or flyers, and email them out automatically to a
customized contact list.

11. Step 1: Set up your Word doc
• Open the template that you want to use for your flyer or newsletter, or open a new
document.
• Click on the Mailings tab and click Start Mail Merge.
• Then click E-mail Messages.

12. Step 1: Set up your Word doc
• Add the text and graphics that you want to appear on your email message.

13. Step 2: Connect to your data
• Click Select Recipients.
• Click Select from Outlook Contacts.
• If you have more than one account in Outlook, click the contacts list
that you want to use, and then click OK.
• The Mail Merge Recipients dialog box opens.

14. Step 2: Connect to your data
• This is your chance to fine-tune your list.
• Clear the check boxes next to any names you don’t want to include. Or use
filtering.

15. Best practice
• Click Match Fields to confirm that your column headings match the column
headings that Word will look for during the merge.
• If they don’t match, you can map them.
• For more information, see Use mail merge to send personalized e-mail
messages to your e-mail address list.

16. Step 3: Insert a greeting line
• Click where you want to add personalized information—for example, a
greeting line to each recipient of your email message.
• On the Mailings tab, in the Write & Insert Fields group, click Greeting
Line.
• Choose the format that you want for your greeting, and then click OK.

17. Step 3: Insert a greeting line
• To change the font, size, or color of your greeting line, select the
entire field code, including the chevrons on each end.
• Then choose the font, size, and color that you want in the Font group
on the Home tab.

18. Step 4: preview and Send
• To see all your messages, click Preview Results.
• You can use the arrows to click through the results.

19. Gotcha Alert
• Your document will be sent in the body of the email message, so
readers don’t need to have Word installed on their computers.
• When you click Send E-mail Messages, you’ll be prompted to
provide a subject line.
• When you click OK, your email messages will be sent automatically.

20. Step 4: preview and send
• Click Finish and Merge, and then click Send E-mail Messages.
• Type a subject line for your message in the Subject line box, and
then click OK.

21. Step 4: preview and send
• Finally, save your document.
• The data will remain connected to your document, so that you can use it again.
• The next time you open the document, Word will ask whether you want to keep that
connection.
• Click Yes to open the document, and then you’re ready to run another mail merge.

22. View Non-Consecutive Dates on
•
the Calendar
For Outlook 2010, click the View tab, and then click Navigation Pane in the Layout group and choose
Normal.
• Click February 16 in the Date Navigator to add it to the Calendar view.
• Press and hold down the [Ctrl] key.
• While holding down the [Ctrl] key, click February 21.
• Continue to hold down the [Ctrl] key and display March by clicking the small right arrow at the top of the
Date Navigator (circled above).
• Continue to hold down the [Ctrl] key and click March 2.
• Outlook displays the dates in consecutive order, not the order you click them. Don’t forget about your
users - anyone who uses Outlook will find uses for this.

23. Get delivery and read receipt
•
confirmations
A delivery receipt confirms delivery of your email message to the recipient's mailbox, but not that the
recipient has seen it or read it. A read receipt confirms that your message was opened.
Track all messages that you send
1. Click the File tab.
2. Click Options.
3. Click Mail.
4. Under Tracking, select the Delivery receipt confirming the message was delivered to the recipient's
e-mail server or Read receipt confirming the recipient viewed the message check box.
Track a single message
• In the message, on the Options tab, in the Tracking group, select the Request a Delivery Receipt or the
Request a Read Receipt check box.

24. Get delivery and read receipt
confirmations
Track receipt responses
1. Open the original message that you sent with a request for a delivery or read receipt. This message is
usually located in the Sent Items folder.
2. On the Message tab, in the Show group, click Tracking.

25. Calendar Options
Change the time scale
• By default, the calendar grid shows a time interval of 30 minutes. You can increase or decrease this interval.
• In Calendar, on the View tab, in the Arrangement group, click Time Scale, and then click the grid interval
that you want to show in the calendar.

26. Calendar Options
Change the background color
• On the View tab, in the Color group, click Color.
• Click the color that you want.
• To change the default background color for all calendars:
• Click the File tab.
• Click Options.
• Click Calendar.
• Under Display Options, click Default calendar color, click the color that you
want, and then select the Use this color on all calendars check box

27. Calendar Options
Set work week options
• Click the File tab.
• Click Options.
• Click Calendar.
• Under Work Time, do any of the following:
• To set your work days, select the check boxes next to the days of the week that you
want.
• To set the first day of the week, in the First day of week box, click the day that you
want.
• To set the first week of the year, in the First week of year box, click the option that
you want.
• To set the beginning and end of your work day, enter times in the Start time box and
the End time box.

28. Change the displayed time range
• In Calendar, on the Home tab, in the Arrange group, click Day, Work Week, Month, or
Schedule View.
• To change the amount of information that appears in the month view, click the bottom half of
the Month button, and then click a detail level.
• Show Low Detail Only holidays appear on a blank calendar.
• Show Medium Detail Holidays and color bars appear that indicate days on which you have
calendar items.
• Show High Detail Time and header information, including category colors for calendar
items appear.

29. Publish Your Calendar to the
•
Internet
The Microsoft Outlook Calendar Sharing Service enables you to publish and share calendars
on Office.com. You control who can view or subscribe to calendars that you publish.
• Your friends and colleagues can subscribe to your published calendar and receive updates in
programs such as Outlook, Windows Live Calendar, Google Calendar, or Apple iCal
• In Calendar, in the Navigation Pane (navigation pane: The area in the Help window that
contains the Table of Contents, the Answer Wizard, and the Index.), under My Calendars,
select the check box for the calendar that you want to publish.
• Note Make sure that only one calendar check box is selected.
• On the Home tab, in the Share group, click Publish Online, and then click Publish to
Office.com.

30. Publish Your Calendar to the
•
Internet
If this is the first time that you have used the Outlook Calendar Publishing Service, a dialog
box appears so that you can register for Office.com using a Windows Live ID. If you do not
have a free Windows Live ID, you can create one during the registration process. Click Sign
in, and then follow the instructions that appear.
• When the initial registration process is complete, the Publish Calendar to Office.com dialog
box appears.
• For Time Span, select how many days of calendar information to share.
• For Detail, click the down arrow, and then choose the amount of detail to share.

31. Publish Your Calendar to the
•
Internet
If you are publishing your main default Outlook calendar, the Show time within my working hours only check
box appears. If you have set workday hours in Outlook and want to restrict shared details to those hours, select the
check box.
• For Permissions, choose whether you want to restrict access to invited subscribers or allow access to anyone who
knows the Web address for the calendar. Restricting access requires each subscriber to use a Windows Live ID.
• Only invited users can subscribe to this calendar An Outlook sharing e-mail message opens after
the calendar is published to Office.com. Send the sharing e-mail message to each person to whom you
want to grant access to your calendar. The sharing message includes a link to the calendar. You can also
include additional information in the message, just as you would with a regular message.
• Anyone can subscribe to this calendar Anyone who knows the link to your calendar can view it. A
Windows Live ID is not required to access your calendar.
• Changes that you make to the calendar are published to Office.com during the next manual or automatic Outlook
send/receive process. By default, there is a 30-minute interval between each automatic send/receive for each
Send/Receive group. The minimum interval for automatic send/receive is 20 minutes.
• If you do not plan to publish updates for this calendar, click Advanced, and then click Single Upload: Updates will
not be uploaded.
• Click OK.

32. Summary
•Find Related Messages
•Edit Subject Lines
•Address Multiple E-Mails at Once
•Send an E-Mails from an Office Application
•Perform a Mail Merge
•View Non-Consecutive Dates on the Calendar
•Read Receipt Options
•Calendar Options
•Publish Your Calendar to the Internet