Outlook 2010 - Sending and Receiving Email

Outlook 2010 - Sending and Receiving Email
Introduction
Mail view is the default view for Outlook 2010, which you'll use to manage your email
messages.
In this lesson, you'll learn about using Mail view to send and receive email messages.
We'll also explain how to use the Compose window, add a signature, set an automatic
reply, and more. If you don't have much experience with email, visit our Email
101 tutorial before continuing with this lesson
Mail View
Mail view is selected by default whenever you open Outlook 2010. This is likely where
you'll spend a lot of your time in Outlook, so it's important to become familiar with
the interface.
Click the buttons in the interactive below to learn more about using Mail view in Outlook
2010.
Sending emails
When you write an email, you'll be using the Compose window. This is where you'll add
the email address of the recipient(s), the subject, and the body of the email, which is
the message itself. You'll also be able to add various types of text formatting, as well
as attachments.
To send an email:
 Click the New Email command on the Ribbon.
The Compose window will appear.
Click the buttons in the interactive below to become familiar with the Compose window.
Doing more with mail
Once you're familiar with the basics of Mail view, you can start taking advantage of its
most helpful features with these additional tips.
To create an email signature:

A signature is an optional block of text that appears at the end of every email you send.
If you send a lot of email messages, signatures can save you a lot of time. They're also a
good way to share your title and additional contact information, such as a phone
number, with new contacts.
1. From the Compose window, locate and the

select Signature command on the Ribbon, then
select Signatures... from the drop-down menu.
2. The Signatures and Stationery dialog box will appear.
Click New.
3. The New Signature dialog box will appear. Enter

a name for the signature, then click OK.
4. Enter the desired signature. A signature typically

includes your name and some contact information, like
your phone number or email address. You can also
include basic formatting and hyperlinks.
5. When you're satisfied with the signature, click OK.
6. The Compose window will appear. Locate and select
the Signature command, then select the newly created
signature from the drop-down menu.
7. The signature will appear in the body of the compose

window.
To set an automatic reply:
If you won't be able to answer your messages for several days, it's easy to set
an automatic reply (also known as a vacation reply), which will automatically reply to
any messages you receive. A vacation reply typically includes the date you plan to
return and contact information while you're unavailable.
1. Click the File tab on the Ribbon.
2. Backstage view will appear. Locate and

select Automatic Replies.
3. The Automatic Replies dialog box will appear. From
here, you can choose several options for your reply,
including a time range and rules.
4. Include a message for the reply, then click OK.
5. Your reply will be automatically sent to any messages

you receive.
6. To turn off automatic replies, navigate
to Backstage view and select Turn off.
You will not be able to use this feature without a Microsoft Exchange Account, which is
typically only used in the workplace.
To use Spell Check:

 Whenever you're composing an email, it's important to
make sure your message is free from spelling and
grammatical errors. Some spelling errors will be
detected automatically as you write your message, which
should feel familiar if you've ever used the Spell
Check feature in Microsoft Word. Check out our tutorial
on Email Etiquette and Safety to learn more about best
practices when using email to communicate in the
workplace.
To print email messages
If you need to reference or document an important message away from your computer, it's
easy to print an email message.
1. Click the File tab on the Ribbon.
2. Backstage view will appear. Locate and select Print.

3. The Print pane will appear. Choose your settings, then
click Print.
Challenge!
1. Use the Compose window to write an email message.
2. Add text formatting to your message.
3. Create an email signature and add it to a message.
4. Print an email message.

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Outlook 2010 - Sending and Receiving Email

To create an email signature:

1. From the Compose window, locate and the

3. The New Signature dialog box will appear. Enter

4. Enter the desired signature. A signature typically

7. The signature will appear in the body of the compose

1. Click the File tab on the Ribbon.

2. Backstage view will appear. Locate and

5. Your reply will be automatically sent to any messages

To use Spell Check:

1. Click the File tab on the Ribbon.

2. Backstage view will appear. Locate and select Print.

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