Quick Source Learning Guides Outlook 2010 Quick Source Guide | Page 3

Mail Extras & Mail Formatting

Mail Extras
Working with Quick Steps

Quick steps allow you to quickly
apply actions to a selected message.
To apply a quick step, select a
message in the Reading Pane and
select a quick step in the Quick
Steps group. To manage quick steps, including editing, deleting, and
restoring, click the More button in the Quick Steps group and
select Manage Quick Steps from the resulting menu.

Formatting Message Text

1. In the message text box, select the text you want to format.
2. Click on the Format Text tab.
3. Click the Show the Font dialog box
launcher in the

bottom-right corner of the Font group.

4. Make font formatting selections.
5. Click the OK button when you are finished.

Note: To quickly format text, click the buttons in the Font group.

Creating a New Quick Step

Applying Paragraph Formatting

Click the Create New quick step in the Quick Steps group.
Enter a name for the quick step or leave the default name.
Click the arrow on the Choose an Action box.
Select an action from the resulting menu.
Optional: To add an additional action, click the Add Action
button. Click the arrow on the Choose an Action box and
select an action from the resulting menu.
6. Optional: Click the Shortcut key box and select a key
combination from the resulting menu.
7. Optional: Enter text in the Tooltip text box.
8. Click the Finish button.
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1. In the message text box, select the text you want to format.
2. Click on the Format Text tab.
3. Click the Show the Paragraph dialog box
launcher in the

bottom-right corner of the Paragraph group.

4. Make paragraph formatting selections.
5. Click the OK button when you are finished.

Note: To quickly format text, click the buttons in the Paragraph
group.

Applying a Style to Text

In the message text box, select the text you want to format.
Click on the Format Text tab.
Click the More button on the Styles box.
Select a style from the resulting gallery.
Note: When you place your mouse pointer over a style in the
gallery, the selected text will show how the formatting will look.
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Creating a Signature

Click on the File tab and select Options in the left pane.
Select Mail.
Click the Signatures button.
Click the New button.
Enter a name for the signature and click the OK button.
Enter and format signature text in the Edit signature box.
Optional: To apply a signature to all new messages, click the
arrow on the New messages box and select a signature from
the resulting menu.
8. Optional: To apply a signature to all replies and forwards, click
the arrow on the Replies/forwards box and select a signature
from the resulting menu.
9. Click the OK button to close all remaining open dialog boxes.
Note: To apply a signature to an individual message, click the
Signature button in the Include group and select the signature
name from the resulting menu.
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Applying a Theme to a Message

A theme is a set of unified design elements
and colors.
1. Create the message you want to apply a
theme to.
2. Click on the Options tab.
3. Click the arrow on the Themes button in
the Themes group.
4. Select a theme from the resulting gallery.
Note: To return to the default, click the
arrow on the Themes button in the Themes
group and select Reset to Theme from
Template from the resulting menu.

Inserting a Screenshot
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Mail
Formatting

Create the message you want to add a screenshot to.
Click in the message where you want to insert the screenshot.
Click on the Insert tab.
Click the Screenshot button in the Illustrations group and do
one of the following:
• To insert a screen that you have open on your computer,
select the screen in the Available Windows section.
• To create your own screenshot, select Screen Clipping from
the resulting menu. Click and drag the area you want to
insert in the message.

Applying a Page Color to a Message

1. Create the message you want to apply a color to.
2. Click on the Options tab.
3. Click the arrow on the Page Color button in the Themes

group.

4. Select a color from the resulting color palette.
5. Optional: To add fill effects, select Fill Effects from the

resulting menu and make selections in the Fill Effects box and
click the OK button when you are finished.
Note: If you do not want a page color, click the arrow on the Page
Color button in the Themes group and select No Color from the
resulting menu.

Working with Desktop Alerts

When you receive a new message a desktop alert will appear on
your desktop. Do one of the following:
• To open the message, click on the sender’s name.
• To delete the message without opening it, click the Delete
button.
• To flag the message for follow-up, click the Flag Item
button.
• To close the desktop alert, click the Close
button.

Changing the Message Format

1. Create the message you want to change the format for.
2. Click on the Format Text tab.
3. Click the HTML, Plain Text, or Rich Text button in the

Format group.

4. Optional: If a dialog box appears, click the OK button to

continue.

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