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Archive for the ‘MS Outlook’ Category



Outlook Templates

Monday, November 16th, 2009

Do you find yourself sending the same or very similar messages over and over again?

I know I have… still do and it gets rather frustrating knowing that I’m repeating my work.

To avoid the repetition I’m sure that most of us have resorted to searching out an already sent message then editing a forward copy.

The method works but it… Continue reading

Outlook Direct Replies To

Monday, November 2nd, 2009

Have you ever been asked to send an e-mail message out on behalf of someone else?

Maybe a boss, colleague or friend who just aren’t in the right place, don’t have the time or access to the information and you do.

So they ask and you’d like to (or in the case of your boss, have to) help out.

The problem is that when the message goes out since you… Continue reading

Set Work Week in Outlook Calandar

Friday, October 23rd, 2009

Many of us tend to use MS Outlook’s calendar feature at work. Often, when we choose to display a “week” what we really want to see is a work week.

By default the program considers a work week to be Monday through Friday.

But… what if that isn’t your work week? Maybe you need Saturday added and Tuesday removed from your work week calendar… Continue reading

Change Outlook Calendar Font

Thursday, October 22nd, 2009

Do you use the Calendar portion of MS Outlook?

Are you one of those people who feel the need for everything to look “just so”?

I know that I am… if there’s a color, font or whatever type of setting I can manage then I do. I just like things to be pleasing to my eyes. After all, with the amount of time I… Continue reading

View By Conversation in Outlook

Thursday, October 15th, 2009

Here’s the situation:

An e-mail message arrives from someone with whom I have an on-going dialogue… problem is that the conversation has been delayed enough that I no longer remember what was said last or what questions that person is actually answering.

Someone is currently wondering why I don’t just scroll down past their reply to view the message I last sent.… Continue reading

Read Items in Outlook

Wednesday, September 30th, 2009

How annoying do you find it that MS Outlook automatically marks any message displayed in the Preview / Reading Pane as read.

Just because I open the Inbox and a new message is selected doesn’t mean that I’ve actually read it. Often I’ll get the program started and then move off to something else… sometimes the message selected has been looked at and sometimes not but, either… Continue reading

Keyboard Font-Size Shortcuts

Tuesday, September 15th, 2009

Over the years, I’ve run into a couple of different keyboard shortcuts for changing font sizes and I thought it might be of interest to my readers who love a good keyboard shortcut.

To be exact, I have two different sets of key combinations for increasing and decreasing font size in various MS Office programs. (For the record, I was able to make this trick work in… Continue reading

Re-send a message in Outlook

Friday, September 4th, 2009

Have an e-mail message that you need to resend?

Maybe you sent something to one person and after the fact decided that it should also go to someone else… or maybe you sent something to someone who “lost” it and need to get the information to them once again.

Whatever drives the need to resend a message the question becomes how do you accomplish… Continue reading

Spell Check in Outlook

Thursday, September 3rd, 2009

Many of us rely on the spellcheck feature in MS Word and PowerPoint, so why not in Outlook?

Or, maybe you do, but you’re doing so by activating the feature manually before sending out each message.

Either way (manual operation or none at all), why not set Outlook to behave like your other programs and have it check your messages automatically?… Continue reading

Texting from Outlook?

Monday, August 17th, 2009

Yep – that’s right – you can send text messages to phone using an Outlook e-mail.

Now, I can already hear you thinking … but I wouldn’t even begin to know how to address the message and my computer isn’t connected to the phone line.

No problem because addressing the message is a breeze and you aren’t actually phoning them so that connection won’t… Continue reading

E-mail Distribution Lists

Friday, August 14th, 2009

You know that person who e-mails everything so efficiently using distribution lists?

And… what are you doing?

Choosing each person individually for each message you send?

Maybe you’re searching out a previously sent message that went to the right group of people, creating a forward message, clearing out the old content of the message and then composing the new e-mail?… Continue reading

Access Address Book in Word

Friday, August 7th, 2009

Find yourself tired of the old copy/paste routine to get an address of a contact into a Word document?

Or… do you spend the time it takes to look up the address then type it into the new document each time?

Either way, it’s annoying and time consuming.

Ever find yourself wishing that you could get Outlook to transfer that information… Continue reading

Details in MS Outlook Calendar

Wednesday, July 29th, 2009

When you’re using MS Outlook’s calendar do you find yourself staring at those 30 minute time slots provided and wishing that you had more detail to it? Less detail?

Maybe your life goes at an amazing pace and you need to see detail at smaller time intervals…

Or, maybe you end up with long appointments in your calendar and really don’t even need the… Continue reading

Drag & Drop Into a Subfolder

Wednesday, July 22nd, 2009

We all know that a little plus sign in front of the folder indicates that there are other folders contained inside this one.

We also know that if we click the plus sign the folder will expand to show us the subfolders it contains.

The plus sign becomes a minus sign and clicking that will collapse the view back to… Continue reading

Clear Recently Used Files in MS Office

Tuesday, July 21st, 2009

So, we all know about the recently used file list found on the File menu / Office Button in the MS Office Suite programs.

It’s automatically there and I know that I personally use it a lot. But what if someone else is going to use the computer and you don’t want them to see the list… for whatever reason you may have.

The… Continue reading

Dates and Times in Outlook

Monday, July 20th, 2009

Let’s talk about setting start and finish dates and times in an Outlook task or appointment.

When you start a new task or appointment Outlook defaults to the current date and time.

However, you need a different date than the one placed there by default. And while many people probably just type in the date they need, what if you’re not sure of the… Continue reading

Multiple Open Windows in Outlook

Friday, July 17th, 2009

Do you use more than one feature of MS Outlook on a daily basis?

Maybe you like to have the Inbox right there for quick information but at the same time you need access to your calendar almost just as often.

Tired of switching from on to the other?

I know that in the past we’ve covered using the Ctrl key… Continue reading

Delay Outlook E-mail

Thursday, July 9th, 2009

No, I’m not talking about procrastination today… although I am excellent at it… it’s not the focus for today.

What I’m discussing today is delaying e-mail messages from being sent.

Why would you want that?

Well, how many times have you sent a message then immediately thought “Darn, I also should have added…” or, the ever popular, “Man… I shouldn’t have… Continue reading

Undo that email move.

Wednesday, July 8th, 2009

I don’t know about you but I tend to go through my e-mail messages and then “sort” them. You know, delete it or move it to some folder or another.

When moving messages I simply drag and drop them into their new location using the folder list.

The problem inevitably is that I accidentally drop some into the wrong location.

Usually I realize it right away but still have to… Continue reading

Navigation Switch in Outlook 2007

Thursday, June 25th, 2009

Recently, I stumbled across the fastest method I’ve seen for jumping between different features of MS Outlook 2007… so I thought I’d share.

I’m sure most people agree than fast = key combinations. (As opposed to the time it takes to accomplish a task with all of the mouse work.)

So logic suggests that what I have for you today is a list of key combinations (and logic happens to… Continue reading

Distribution Lists in Outlook

Wednesday, June 24th, 2009

Do you frequently find yourself addressing your Outlook e-mails to the same group of people? You know, over and over again, you end up building the “To” field with the same set of names. Tired of repetitive work?

If you answered yes, then I’ve got good news for you! What you need is to set up a distribution list for that group of people. With a quick few clicks, you’ll… Continue reading

Outlook Calendar Reminders

Friday, May 29th, 2009

Do you use MS Outlook’s calendar feature with its reminders for appointments?

I don’t know about you, but I love that I can set Outlook to remind me of upcoming events before they’re scheduled to happen.

But, as much as I like the reminder messages, I find the default reminder of 15 minutes before the appointment isn’t really as much time as I’d like. What if you have some materials… Continue reading

Finding All the “Relatives”

OK – so not really relatives in the sense of the annual family reunion – but instead related messages in Outlook 2007.

You know, when you’re looking at a message and thinking, “Now what else was I supposed to know about this?” or “What else did he send me?”

You could begin a search guessing what subject or text phrase to search for or you could… Continue reading

Rulers in Outlook 2007

Thursday, May 21st, 2009

When you’re using MS Outlook 2007 to write a message that’s more than just a bunch of text – maybe something more like a flyer announcement instead of a message – do you find yourself missing the ruler feature of Word or PowerPoint to help with the layout?

Never fear – that much desired ruler is closer than you think.

When you’re working on the message take a quick look… Continue reading

Tasks in Outlook Calendar

Wednesday, May 20th, 2009

When you’re checking to see how your day is shaping up in the MS Outlook Calendar do you notice the tasks and think “Ok, so that needs to be done by 2 and this one has to be completed by 3:30″?

After that what’s your next thought?

Maybe it’s something along the lines of “Exactly when today will I have time to get this done?”

Most likely, and yet the… Continue reading

Outlook Start-up Choices

Thursday, May 14th, 2009

Here’s a tip that comes to you courtesy of a reader’s question. She was looking for a way to force Outlook to open straight to the Inbox.

Sounds like a very relevant and legitimate concern.

I don’t know about you, but when I start up Outlook, I’m looking for my e-mail. Don’t get me wrong, there’s lots of other great stuff in Outlook, but 99.9 percent of the time, I’m… Continue reading

Color Coding Messages in Outlook

Tuesday, May 5th, 2009

Are you an Outlook 2007 user who misses the color-coded messages you were able to use in older versions of Outlook?

You know… the color coding rules that would actually change the color of the text in your message list based upon the sender?

Well, I don’t know about you but I used it for lots of messages. I found that it really helped me to locate the most important… Continue reading

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