This document provides a quick guide to using Outlook 2010. It covers the navigation pane, creating and managing emails, calendar items like appointments and meetings, contacts, tasks, notes, permissions and sharing calendars. Key functions like composing emails, scheduling meetings, setting reminders and signatures are described. Calendar views and ways to share calendars are also outlined. The document is an overview of Outlook 2010's basic and common features.

1. OUTLOOK 2010
QUICK GUIDE
Version 1.6.

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Table of Contents
1. THE NAVIGATION PANE............................................................................................... 5
1.1. Mail.............................................................................................................................. 5
1.2. Calendar....................................................................................................................... 5
1.3. Contacts ....................................................................................................................... 5
1.4. Tasks............................................................................................................................ 5
1.5. Notes............................................................................................................................ 5
1.6. Folder List.................................................................................................................... 5
1.7. Shortcuts ...................................................................................................................... 5
2. E-MAIL............................................................................................................................... 5
2.1. Create a new e-mail message....................................................................................... 5
2.2. Forward or reply to an e-mail message ....................................................................... 6
2.3. Add an attachment to an e-mail message .................................................................... 7
2.4. How to insert the “BCC”-field?................................................................................... 7
2.5. Out of Office Assistant............................................................................................... 7
2.6. Signature...................................................................................................................... 9
2.6.1. Adding Signatures to messages (permanent) ..................................................... 11
3. CALENDAR..................................................................................................................... 11
3.1. Create an appointment............................................................................................... 11
3.2. Schedule a meeting.................................................................................................... 12
3.3. Cancel a meeting ....................................................................................................... 12
3.4. Accept a meeting request........................................................................................... 13
3.5. Set a reminder............................................................................................................ 14
3.6. How to add holidays to the Calendar?....................................................................... 15
3.7. Calendar Views.......................................................................................................... 16
3.8. Create a contact ......................................................................................................... 18
4. TASKS.............................................................................................................................. 19
4.1. Create a task............................................................................................................... 19
4.2. Set a reminder............................................................................................................ 19
4.3. Create a note .............................................................................................................. 19
5. PERMISSIONS................................................................................................................. 19
5.1. IHS Calendar Sharing Policy..................................................................................... 19
5.2. Calendar Permissions ................................................................................................ 20
5.3. Calendar Permission Levels ...................................................................................... 22

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5.3.1. Read.................................................................................................................... 22
5.3.2. Write................................................................................................................... 22
5.3.3. Delete Items........................................................................................................ 23
5.3.4. Folder ................................................................................................................. 23
6. DELEGATE ACCESS...................................................................................................... 23
6.1. On your mailbox........................................................................................................ 23
6.2. On your calendar ....................................................................................................... 25
6.2.1. Three types of delegates..................................................................................... 25
6.2.2. To delegate access.............................................................................................. 25
7. ADDRESS BOOK............................................................................................................ 27
7.1. Creating Address Book Entries ................................................................................. 28
7.2. Finding people in the Address Book ......................................................................... 29
7.3. Using Contact Groups ............................................................................................... 30
8. SHORTCUTS ................................................................................................................... 33

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1 … Ribbon | 2 … Navigation Pane | 3 … Reading Pane | 4 … To do Bar | 5 … Zoom | 6 … Quick Access Toolbar | 7 … Close Button
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1. THE NAVIGATION PANE
1.1. Mail
Mail contains mail-related folders like your Inbox, Sent Items, and Search Folders. Use the
Favorites section at the top of the pane for easy access to frequently used folders.
1.2. Calendar
The calendar lets you view and schedule appointments, events, and meetings. View shared
calendars and compare calendars by viewing them side-by-side.
1.3. Contacts
In Contacts you can store addresses, phone numbers and e-mail-addresses.
1.4. Tasks
With Tasks you organize To-Do-lists. You can delegate tasks to others and track a tasks
progress.
1.5. Notes
Use them like electronic Post-Its to write down information.
1.6. Folder List
Lists all your Outlook folders.
1.7. Shortcuts
Here you may add shortcuts to folders and locations in Outlook.
2. E-MAIL
2.1. Create a new e-mail message
To create a new e-mail, go to the Home tab, switch to the New group and click New E-mail
(like in the picture below).

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Keyboard shortcut: CTRL + SHIFT + M
Sending an Email requires a valid Email-address in the “To”-field. There are two ways how
to insert a name or a valid Email-address:
Way 1: Type in the field a valid Email-address (if you know the address)
Way 2: Click onto the “To”-field and the IHS contacts will open. There you only have to
Double-Click on the name for sending an Email-message.
If there is more than one recipient you can type more addresses into the field separated with a
semicolon (;).
Chapter 2.4. describes how to insert the “Bcc”field.
2.2. Forward or reply to an e-mail message
To forward or reply to an e-mail-message, go to the Home or Message tab, switch to the
Respond group, click Reply, Reply All, or Forward.
Note: The name of the tab depends on whether the message is selected in the message list or
opened in its own window.
To remove a name from the To and Cc lines, click the name and then press Delete. To add a
recipient, click in the To, Cc or Bcc box and enter the recipient.

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2.3. Add an attachment to an e-mail message
Files can be attached to an e-mail message. Also, other Outlook items, such as messages,
contacts, or tasks may be included with messages you send.
Step 1: Create a message, or for an existing message, click Reply, Reply All, or Forward.
Step 2: In the message window, go to the Message tab switch to the Include group and click
Attach File.
2.4. How to insert the “BCC”-field?
If you want to insert the “BCC”-field in an Email you have to click on the Option Tab and
then on BCC.
Now the Header of the Email you will send will look like this:
2.5. Out of Office-Assistant
The Out of Office-Assistant lets you automatically generate replies to incoming messages
when you aren´t in the office.
For using the assistant go onto the File Tab and click onto “Automatic Replies”.

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In the Automatic Replies dialog box click “Send Automatic Replies”.
Choose “Only send during this time range” and then use the Start Time drop-down list to
specify the starting date and time when you will be out of office.
Use the End Time drop-down list to specify the date and time that you will return to the
office. Click the “Inside My Organization” box, and then type your Out of Office reply.
Click “Outside My Organization” tab, and then specify the message you want sent to people
outside your organization.
When you are satisfied with both messages, click OK.

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If you forgot to activate the Out of Office Assistant through Outlook 2010, you can do so in
OWA.
2.6. Signature
For creating your signature go on the File Tab and click „Options“.
Then select the Mail page.
Click “Signatures” to open the “Signatures and Stationery” dialog box, and then, on the E-
mail Signature tab, click New.

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In the New Signature dialog box, specify a name and then click OK.
In the “Signatures and Stationery” dialog box, click the signature that you just created in the
step before. In the Edit Signature area, type the text that you want to include in the signature
(or Copy & Paste from Thunderbird Email Program). You can also use the toolbar to format
the text.
When you have finished with the signature, click Save.

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2.6.1. Adding Signatures to messages (permanent)
In the Choose Default Signature area, select an account in the E-Mail drop-down list. Select a
signature in the New Message drop-down list and one in the Replies/Forwards drop-down list.
3. CALENDAR
3.1. Create an appointment
Appointments are activities you schedule in your calendar and that do not involve inviting
other people or reserving resources.
To create an appointment, go to your calendar (select it in the navigation pane), and click
New Appointment (Home tab, group New). Alternatively, you may select a time block in
your calendar grid, and then click New Appointment.
Keyboard shortcut: CTRL + SHIFT + A

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3.2. Schedule a meeting
A meeting is an appointment that requires the presence of other people. Responses to meeting
requests appear as e-mail messages in your Inbox.
Go to your calendar. On the Home tab switch to the New group, click New Meeting.
Keyboard shortcut: CTRL + SHIFT + Q
In the Meeting window, enter the Subject and the location of the meeting and specify the
date and time when the meeting will be held.
Now click on the Invite Attendees in the Attendees group.
In the To field enter the usernames of the persons you want to invite to the meeting. Click
Send when you’re finished.
3.3. Cancel a meeting
If you need to cancel a meeting for any reason, open the Calendar, right-click on the meeting
and select Cancel Meeting.

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All attendees will receive an e-mail notification telling them that the meeting has been
cancelled.
3.4. Accept a meeting request
When you receive a meeting request you will see the following message in your Inbox. Open
the message with a double-click and you will see a preview of the calendar, showing the
meeting request and all adjacent and conflicting calendar items.

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As shown in the picture above you can either Accept, Tentative, Decline, Propose New
Time or only Respond to this request.
When you choose to accept, tentatively accept, or decline a meeting request, there are three
options:
• Send the response right now (which sends the default response)
• Edit the response before sending (which allows you to send a custom response)
• Do not send a response
You may also propose a new meeting time for a meeting invitation you have received. Click
Propose New Time, and then choose Tentative And Propose New Time or Decline And
Propose New Time, depending on whether you want to accept or decline the invitation.
3.5. Set a reminder
Open an appointment or meeting item. Go to the Appointment or Meeting tab. In the
Options group you’ll find a Reminder drop-down list where you can specify when the alarm
should go off. To disable a reminder select None.

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3.5.1. For e-mail messages, contacts, and tasks
Go on the Home tab, in the Tags group, click Follow Up, and then click Add Reminder.
Hint: You can quickly flag e-mail messages as to-do items by using reminders. Right-click
the Flag Status column in the message list. Or if you have the message open, on the Message
tab, in the Tracking group, click Follow Up, and then click Add Reminder.
3.6. How to add holidays to the Calendar?
For adding holidays to your calendar, go to File  Options.
Now you have to change into the “Calendar” Tab and click onto the “Add Holidays” button.

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Now you can select the State from which you want to import the holidays.
3.7. Calendar Views
There are four different types of calendar views.

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You can select Day, Work Week (only Monday to Friday), Week and Month.
If you have selected and opened shared calendars the views are also available.
In this picture we have selected three different calendars in the view “Day”. If you want to
overlay the calendars you only have to click the arrow beneath the name of the shared
calendar. Now all three calendars are in “Overlay Mode”.

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The different colors show you the owner of the appointment.
If you want to create a meeting request and you want to view in advance whether the
attendees have the time for it, click onto “Schedule View”.
This timetable will show you the Free / Busy information of all the people selected.
3.8. Create a contact
A contact basically consists of a name and an e-mail address. Additionally it may include
additional information such as a street address, multiple phone numbers, a picture, birthday,
and any other information that relates to it.
To create a new contact, go to Contacts (Contacts folder in the Navigation Pane), and click
New Contact (Home tab, group New).
Keyboard shortcut: CTRL + SHIFT + C

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4. TASKS
4.1. Create a task
Many people keep a list of things to do - on paper, in a spreadsheet, or with a combination of
paper and electronic methods. In Microsoft Outlook you can combine various lists into one,
get reminders and track a tasks progress.
Go to Tasks in your Navigation Pane. On the Home tab switch to the New group and click
New Task.
Keyboard shortcut: CTRL + SHIFT + K
4.2. Set a reminder
Open a task item. Tick the Reminder checkbox and specify the date and time when the
reminder should go off. To disable the Reminder untick the Reminder checkbox.
4.3. Create a note
Notes are the electronic equivalent of paper sticky notes. Use notes to jot down questions,
ideas, reminders and anything you would write down on paper.
Go to Notes in your Navigation Pane and click New Note in the New group on the Home tab.
Keyboard shortcut: CTRL + SHIFT + N
5. PERMISSIONS
5.1. IHS Calendar Sharing Policy

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The IHS Calendar Sharing Policy has the following setting:
1. Private appointments cannot be seen from anyone
2. For the whole department an appointment is seen Free / Busy , Subject and Location
but does not see details of the appointment
3. All other people do not see anything
Everybody may change the setting for their own (like in 6.2. Calendar Permissions). Within a
department there are no changes to do.
If you invited an outstanding person (of HIS) there are no changes on the rights to make (Free
/ Busy information of the non-IHS-person is not available)
5.2. Calendar Permissions
Select the calendar you wish to set sharing permissions for, and right-click it to bring up the
menu shown below. Choose Properties and then click on the Permissions tab.
This will open the Calendar Properties dialog.

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The area marked red details the exact level of access, an individual user will have, with the
options selected in the Permission Level pull-down. As you can see, Default (everyone else)
is set to Free/Busy time only.
To grant permissions to another user click on the Add… button.
By default, this brings up the Global Address List (GAL), but there are additional search
options as well. To add Jane User type in her full name in the field marked red. Once the user
is found click Add and then OK.

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5.3. Calendar Permission Levels
Below are the explanations of the specific permission levels you can give to individuals with
access to your calendar.
5.3.1. Read
Read refers to what a person can see in your calendar.
• None - Users cannot see any of your appointments, including neither if you are free or
busy. This can only be set for all users (the name, "Default"), not for individuals; your
calendar cannot be opened in the schedule assistant.
• Free/Busy time - Individuals can see if you have an appointment at a certain time, but
cannot see the location nor the subject of the appointment.
• Free/Busy time, subject, location - Individuals can see your appointments, including
their subject/title, and location.
• Full Details - Individuals can view all information about an appointment.
5.3.2. Write
This set of permissions refers to whether or not one can create events in your calendar, and
modify these entries. You can select more than one option at a time.
• Create items - Individuals can create appointments and meeting requests on your
calendar.
• Create subfolders - Not Applicable

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• Edit Own - Individuals can modify/change any items they created in your calendar,
such as appointment time, subject, etc.
• Edit All - Same as above, plus the permission to edit all entries created by yourself
and other users.
5.3.3. Delete Items
• None - Individuals cannot remove entries in your calendar, regardless whether or not
they created it.
• Own - Individuals can delete any entry they created.
• All - Individuals are allowed to delete all entries, even those you have created.
5.3.4. Folder
• Folder Visible - This option will automatically be selected if you are a "Contributor"
or are granted a higher permission level. It allows one to open an entire calendar
including the ability to see the details of meetings. This is required in order to view
the calendar.
6. DELEGATE ACCESS
6.1. On your mailbox
WARNING: The settings described in the following will reveal your privacy! If you’re
receiving business mail as well as private mail you should leave the following settings at
their defaults! Please keep in mind that you cannot be forced to give delegate access to
your mailbox. Don’t hesitate to contact the Employee’s Council if you are in doubt
about your rights!
In the folder list, right-click on a mailbox or folder name and select Properties.
In the Properties dialog select the Permissions tab. Click Add...

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Select the username of the person you want to give delegate access click OK. You need to
grant at least the Reviewer permission in the Permission Level drop-down box.
Click OK. The delegate can now add your mailbox to his/her folder list.
Note: You can set different permission levels for individual folders in your mailbox, using the
method described above.

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6.2. On your calendar
In Outlook 2010, you can set up Delegate Access to your Calendar allowing people you
choose to see, edit, or send items on your behalf including creating and responding to meeting
requests.
6.2.1. Three types of delegates
Editor
Create, read, modify and delete your Calendar items.
When you make someone an editor, you may also decide to have that person
receive meeting related e-mails that are sent to you. An editor can create meetings
and accept or decline meeting requests on your behalf.
You may allow a delegate with editor access to view items that you have marked
as private (private items can only be viewed by the editor).
Author
Create and read your Calendar items.
An Author can create new meetings in your calendar but is unable to modify
existing calendar items or to change anything else.
An Author is less powerful than an Editor.
You may allow a delegate with author access to view items that you have marked
as private (private items can only be viewed by the author).
Reviewer
Read items only.
A reviewer can view your Calendar but cannot make any changes to it.
You may allow a delegate with reviewer access to view items that you have
marked as private (private items can only be viewed by the reviewer).
6.2.2. To delegate access
To delegate access to someone, switch to your calendar. Go to the File tab and click the
Account Settings button (located under Account Information). From the drop-down list,
select Delegate Access.

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In the Delegates window, click on the Add button.
The Global Address List will open. Find the person to whom you would like to give delegate
access, double-click the persons entry to select it click OK. This brings up the Delegate
Permissions window.
Open the drop-down menu next to calendar. You will be presented with the three mail options
(Editor, Author, Reviewer) described in the table above. The fourth option None means that
the delegate will not be able to access the calendar feature of your account.
To have a delegate receiving copies of meeting-related messages that are sent to you, please
tick the checkbox Delegate receives copies of meeting-related messages sent to me. If the

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checkbox is already ticked and you do not want to delegates to receive copies of meeting-
related messages, untick the checkbox.
Please note the two checkboxes at the very bottom of the dialog.
• Automatically send a message to delegate summarizing these permissions
• Delegate can see my private items
7. ADDRESS BOOK

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The Global Address List – presents the list of mailboxes on the server as well as other
address items created, including distribution groups and external addresses. User cannot
create address information in the GAL.
Other Address Books –
7.1. Creating Address Book Entries
To create a contact quickly while you are composing a message, type the email-address in the
To, Cc or Bcc field, and then press TAB. Right-click the email-address and select “Add To
Outlook Contacts.
You can also create new contacts, contact groups and other types of entries for your address
book from any navigation pane. To do this, select the drop-down arrow to the New Items
button on the Home Tab and choose the type “Contact”.

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7.2. Finding people in the Address Book
Follow the steps to locate an address in any address book:
1. Click the Address Book button to open the address book
2. In the Address Book drop-down list, select the address book you want to search in.
3. Click “Advanced Find” to display the Find dialog box

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4. Decide on which criteria you want to search and enter data in the fields to define the
search.
5. Click OK to perform the search.
7.3. Using Contact Groups
If you often send messages to groups of people, adding all their addresses to a message one at
a time can be real chore, particularly if you are sending the message to many recipients.
Therefore you can create contact groups.
1. Open the Address Book
2. Choose File, New Entry or right-click in any area of the address list field and click
New Entry.
3. From the drop-down list, select the address book in which you want to store the
distribution list.

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4. In the Select the entry type list, select New Contact Group, and then click OK to
display the Contact Group dialog box.
5. In the Name box, specify a name for the group.
6. Click Add Members if the contact already exists, choose From Outlook Contacts to
add addresses. Or choose From Address Book to add from other location in the
Address Book.

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7. If the contact does not exist, click Add Members on the ribbon and choose New E-
Mail Contact to open the Add New Member dialog box. Enter the person´s name
and email-address.
8. Click Save & Close.

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8. SHORTCUTS
Save Ctrl + S
Preview and Print Ctrl + P
Undo Ctrl + Z
Cut Ctrl + Y
Copy Ctrl + C
Paste Ctrl + V
Check Spelling F7
Check for Mail F9
Save, Close and Send Alt + S
Reply Ctrl + R
Reply to All Alt + L
Address Book Ctrl + Shift + B
Search Ctrl + E
ANY OTHER QUESTIONS?
send an E-Mail to
hotline@ihs.ac.at