This section is intended to help you generally navigate around the Outlook 2010 application window and understand how to find and use basic functions. For a more detailed level of instruction, please click here for a tutorial with individual-paced directions as well as videos.
Main Mail Window
The main Mail window is divided into five different sections. In the image below they are outlined by separate colors and numbered.
- Navigation (Red) – This part of the window on the far left allows you to navigate through different parts of the Outlook 2010 program. You may select between the different folders of your email, such “Inbox”, “Sent Items” and others. At the bottom of the Navigation pane is a group of options that allow you to move between the multiple areas of the Outlook application.
- Messages (Blue) – This middle section shows all of the mail currently stored in whatever folder is selected in the Navigation pane. As shown, it is arranged in Conversation View. If you would like to change this to the older, chronological ordering of Blitzmail, click where it says “Arrange By: Date (Conversations)” at the top of the Messages window and un-select “Show as Conversations” near the bottom of the list.
- Reading Pane (Yellow) – This is where the material contained in each email is displayed. If you click on an email once in the Messages section it will be displayed in the Reading Pane. Double clicking on the message in the Messages section will cause it to appear in a new window.
- Actions (Orange) – This “ribbon” at the top of the Outlook window contains buttons for common commands or actions.
- Tasks (Purple) – This displays all upcoming events like Meetings, Appointments and Flagged Mail.
Mail Action Ribbon
The icons in the Mail Action Ribbon are organized by function. In the image below they are outlined in different colors:
- Basic Operations (Red):
- Clicking “E-mail” will automatically create a new message window for you.
- Clicking “New” will show a drop-down menu of different items that are part of Mail, Calendars, Contacts, etc.
- Clicking “Delete” will move a selected email into the “Deleted Items” folder in the Navigation section. (Note: you must click on the “Deleted Items” folder, select a message and then press “Delete” again in order to permanently remove messages from your account)
- Message Actions (Blue):
- Clicking “Reply” or “Reply All” will create a new window that is addressed to the sender or all Contacts included in the message being viewed.
- Clicking “Forward” will create a new window and you can enter in the Contact that you would like the message forwarded to.
- Clicking “Meeting” will create a new window for sending a Meeting Request to the original Contact(s) of the message being viewed.
- Organizational Tools (Yellow):
- Clicking “Move” will relocate a selected message to a different.
- Clicking “Rules” allows you to create rules regulating how Outlook Mail receives and sorts your incoming email messages.
- Clicking “Unread” will change the status of an email message you have already viewed once to “unread”.
- Clicking “Categorize” provides you with various labeling options for your messages.
- Clicking “Follow Up” will designate a message as needing further attention. You can set when you need to follow up on the message and if you would like a reminder sent to you at that time.
- Clicking “Filters” displays options for sorting the messages displayed in the Message section.
Main Calendar Window
Clicking on the “Calendar” option in the bottom of the Navigation section on the left will bring you to the Main Calendar Window. This is divided into three different sections that are outlined in different colors and numbered in the image below:
- Navigation (Red) – On the far left of the Outlook application window, this section will help you search through your various calendars.
- Content (Blue) – This largest portion of the main Calendar window contains all Appointments and Meetings for the time period you have displayed. You can double click anywhere in this section of the Calendar window to create a new window for scheduling events.
- Actions (Orange) – This “ribbon” at the top of the Calendar window contains a series of buttons that can be used to perform basic actions within the Outlook Calendar.
Calendar Action Ribbon
The Calendar Action Ribbon has three important areas that are outlined in different colors in the image below:
- Basic Operations (Red):)
- Clicking “New Appointment” will create a new window that will add an event to your Calendar only. At the top of the Appointment window is another “ribbon” that includes a calendar icon called “Invite”. Clicking this button will change your Appointment into a Meeting with invitations sent to the Contacts including in the new “To…” field.
- Clicking “New Meeting” will create a new window for adding a Meeting to your Calendar. You must add Contacts in the “To…” field of the new window in order to send them invitations to add the event to their Calendar.
- Clicking “New Items” creates a drop-down menu of different items that are part of Mail, Calendars, Contacts, etc.
- Specific Dates (Blue):)
- Clicking “Today” will automatically view the current date within the Content part of the Calendar window.
- Clicking “Next 7 Days” displays the next seven days from the current date.
- Display Options (Yellow):
- Clicking “Day” makes the Content section display only one day at a time.
- Clicking “Work” makes the Content section display only the days Monday through Friday.
- Clicking “Week” makes the Content section display only one week at a time.
- Clicking “Month” makes the Content section display a whole month at once.
- Clicking “Schedule View” shows all saved Appointments and Meetings in a chronological order from left to right corresponding with the days of the week.