Tag Archives: Outlook 2010

Practice Exam Question: Outlook 2010 – Block Junk Mail by Sender

outlook-pst-256_32

In Microsoft Outlook 2010,
how do you block Junk Mail by sender?

scroll-down

Answer:

1. In Outlook, on the Home tab in the Delete group, click the drop down arrow associated with the Junk button. Select Junk Mail Options.

2. Select the Blocked Senders tab in the Junk E-mail Options dialogue box. Click the Add button and enter the email address you wish to block. Click OK to confirm your entry. Repeat as necessary. When you’re finished, click OK in the Junk E-mail options box.

Outlook2010-Junk

Outlook2010-Junk-Options

-Katie Caplan,
Client Service Coordinator and Instructor,
Sector Learning Solutions

Outlook 2010 : How to Set Up Desktop Alerts to Only Pop Up for High Priority Emails

Last month my mentor and I chatted about barriers to productivity – including how the staggering number of emails we receive on a daily basis can negatively affect our work performance. We both agreed how distracting and disruptive Outlook’s Desktop Alerts can be – popping up in the corner of our screens like a groundhog from a burrow every time a new email is received.

She suggested I consider disabling the desktop alert function for a set period of time every day to remove the temptation to divert from the task at hand. This solution made sense, but was not perfect – what if an ‘urgent’ email with vital information or amendments to the project was left sitting idle in my inbox for hours?

We agreed that removing the functionality altogether felt more like a Band-Aid solution that a flawless fit. In an ideal virtual world Desktop Alerts could be set up to only pop up for high priority emails. Convinced that Microsoft could not be shortsighted enough to not include this option, I promised my mentor a solution by the end of the week.

Big mistake. There were no step-by-step tutorials or YouTube videos on the subject. The closest topic I could find was how to set up an incoming email rule. I’m not the type to blame Google or admit defeat so I decided to design my own solution through a series of time consuming trial and error tests.

I’ll admit the following solution is slightly time-consuming to set up, but fortunately, once you’ve set it up it takes two clicks to turn off and on:

How to Set Up a Rule That Only Notifies You of High Priority Emails Using Desktop Alerts

Desktop Alerts are the Outlook 2010 notifications that appear on your desktop when you receive new email message.

To Set Up the High Priority Desktop Alert Rule

To adjust some of the features of Desktop Alerts to suit your preferences, do the following:

To be able to only see Desktop Alerts for emails marked “Urgent,” you will need to create an email rule that moves all new messages out of your Inbox except those marked “Urgent.”

  1. Create a new folder. This will be the location where your incoming emails will be sent.

I titled my folder “New Emails.”

  1. In the Outlook 2010 ribbon, select Home tab. In the Move group, select the “Rules” button. A dropdown menu will appear. Select “Manage Rules & Alerts”. A new menu will open.
  2. Make sure the “E-mail Rules” tab is selected. Click on the “New Rule” button. Under the “Start from a blank rule” menu title, select “Apply rule on messages I receive.” Click Next.
  3. The “Rules Wizard” menu will open, asking you to “Select condition(s)”. Do not check a condition. This will ensure your new rule is applied to every email you receive. Click Next. A warning message will appear. Click Yes.
  4. The Rules Wizard will ask you to “Select action(s)”. Check the box beside “move it to a specific folder” action. In the “Step 2” section that allows you to edit the rule description, click on “specified.” Select the new folder you created in Step 1. Click Next.
  5. The Rules Wizard will ask you to “Select exception(s)”. Check the box beside “except if it is marked as importance.” In the “Step 2” section that allows you to edit the rule description, click on “importance.” Select “high” drop the drop down menu. Click OK.  Click Next.
  6. Name your new rule “New Emails”. Be certain that “Turn on this rule” is selected and NOT “run this rule now on messages already in “Inbox.” Click Finish.

From now on, all emails you receive that are not marked urgent will be pushed to the “New Emails” folder. The folder name will appear in bold with a dark blue number beside it when new, unread emails are in it. You can always drag emails back into your inbox folder if you want to sort them there.

To Turn Off the High Priority Desktop Alert Rule

  1. In the Outlook 2010 ribbon, select Home tab. In the Move group, select the “Rules” button. A dropdown menu will appear. Select “Manage Rules & Alerts”. A new menu will open.
  2. Unselect the New Emails Rule. Click OK.

To Turn ON the High Priority Desktop Alert Rule

  1. In the Outlook 2010 ribbon, select Home tab. In the Move group, select the “Rules” button. A dropdown menu will appear. Select “Manage Rules & Alerts”. A new menu will open.
  2. Select the New Emails Rule. Click OK.

-Kelly Marshall,
Director of Communications,
Outlook 2007/2010 Training @
Sector Learning Solutions

How to Subscribe to an RSS Feed

What is an RSS Feed?

RSS stands for “Really Simple Syndication.”

Syndication refers to when material is made available for publication in a number of different locations. (Such as when an agency that sells articles, features, or photographs for publication in a number of newspapers simultaneously.) 1

An RSS feed is a collection of RSS documents, or news feeds, delivered in a standardized format. (A news feed is used to distribute frequently updated content, such as blog posts, new headlines, YouTube videos or podcasts.) 2

They can be viewed using an RSS reader- which can be web-based (Google Reader), desktop-based (Microsoft Outlook) or mobile-devised-based (gReader).

Why Use an RSS?

An RSS is useful for readers who want to subscribe to timely updates from favorite websites as well as review feeds from many sites into one place. It helps with time management as the reader doesn’t have to waste time and effort checking individual sources for updates. Instead, new content is pushed to their RSS reader when it becomes available.

RSS allows users to avoid manually inspecting all of the websites they are interested in, and instead subscribe to websites such that all new content is pushed onto their browsers when it becomes available.

How Do I Set Up an RSS Subscription in Outlook 2010?

Here’s a step-by-step video on how to manually enter an RSS Feed subscription into Outlook 2010.

To enter an RSS Feed subscription manually:

  1. Click the File tab.
  2. Click Account Settings, and then click Account Settings.
  3. On the RSS Feeds tab, click New.
  4. In the New RSS Feed dialog box, type the URL of the RSS Feed.
    RSS URL:  http://sharepointee.com/?feed=rss2.
    (NOT the website URL: http://sharepointee.com/)

Note: Look for a link to the RSS feed page, often denoted by the RSS icon:

  1. Click Add then click OK.

For those of you still using Outlook 2007:
Add an RSS Feed for Outlook 2007

-Kelly Marshall,
Director of Communications,
Microsoft Outlook 2007/2010 training @
Sector Learning Solutions

Content for this blog post was researched at:
1 http://www.thefreedictionary.com/Syndication
2 http://en.wikipedia.org/wiki/RSS
3 http://office.microsoft.com/en-us/outlook-help/subscribe-to-an-rss-feed-HA010355679.aspx

Switching Tabs in Outlook 2007/2010

Do you find yourself switching between your Outlook inbox, tasks, contacts and calendar repeatedly throughout the day?

Why wait for the click of a mouse when the screen you want is a keystroke away? Since your fingers are already resting on the keys, you can switch between tabs a little bit quicker by using the keyboard shortcuts.

Ctrl + 1 takes you to your mailbox.
Ctrl + 2 takes you to your calendar.
Ctrl + 3 is for your contacts.
Ctrl + 4 is for Tasks.

Don’t try to do this with just your left hand as the movement is quite awkward. Instead, use both hands by either hitting the right hand Ctrl button with your right hand, and the number with your left. Alternatively, you can use the left Ctrl button and the number pad.

There are many useful keyboard shortcuts in Outlook that can speed up your day. It’s one of the applications you spend the most time in every day, and each little trick when added together can make up a number of hours over a month.

-Chris Stone,
Application Specialist,
Sector Learning Solutions

Image: Stuart Miles / FreeDigitalPhotos.net


Outlook 2010 – How to Set Up an Out of Office Message

Well, today’s my last day in the office before I embark on a much anticipated two week vacation. I thought it’d be appropriate to leave you with the step-by-step instructions for how to set up an “Out of Office” message in your Outlook.

How to Set Up an Out of Office Message in Outlook 2010:

  1. Click on the orange File Menu tab (far left side of the ribbon).
  2. In the Info section below “Account Settings” you will see a square button labeled “Automatic Replies.” Click away.
  3. Type or adjust your message with the current info (ie. “I will be returning on August 15, 2011, beautifully suntanned and glowing with renewed energy…”). Press ok to save.
  4. When you’re ready to leave, select “I am currently Out of the Office.”

Cheers folks!
Looking forward to connecting with you when I return.

-Kelly Marshall,
Sales and Marketing Coordinator,
Sector Learning Solutions