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Archive for the ‘MS Outlook’ Category



Need More Data?

Tuesday, March 17th, 2009

Are you an MS Outlook user who often finds yourself wishing for more Contact fields? That is, maybe you’re looking to enter data that has no “pre-made” location?

Frustrating, isn’t it?

What do you do?

I mean, you want the data recorded for future use, but where?

Let’s face it. If you “slide” it into another field just to have a record of the information, you could easily forget where… Continue reading

Check it Now

Monday, March 16th, 2009

Do you like MS Outlook’s ability to check e-mail addresses on your messages then complete them or, if there are multiple contacts that could be used, have it give you the filtered list with only the contacts compatible with what you’ve typed?

Or have you never noticed that it does that as you enter addresses or when you hit the Send button?

Maybe you’ve never seen a window like this… Continue reading

Overlay Calendars

Monday, March 16th, 2009

Overlay Calendars

If you like to use multiple calendars in Outlook 2007 then you know what I mean about how limited the viewing space for each one can be when you want to see more than one of them at a time.

Here’s how four calendars side by side on my monitor appear in a month view.

Keep in mind that I have a widescreen monitor so that extends… Continue reading

Zoom Inbox, Zoom Outbox

Friday, March 13th, 2009

Zoom Inbox, Zoom Outbox

Do you work in MS Outlook and find that you seem to flip between the Inbox and the Outbox quite frequently?

Tired of needing the mouse to jump back and forth between the two?

Yeah, me too.

So, here’s just the key combinations you need to zoom from one to the other.

  • Ctrl + Shift + I will take you immediately to the Inbox.

Start the Task When?

Thursday, February 26th, 2009

Start the Task When?

By default, MS Outlook 2007 puts your tasks at the bottom of your weekly calendar.

It really is a nice feature to have. One quick glance and you can see which items are due each day, all while checking your appointment schedule as well.

But what if you take a look at your task list for the day and realize something pretty big is due and… Continue reading

Don’t Forget Your Flags

Wednesday, January 28th, 2009

Don’t Forget Your Flags

I don’t know about you, but I’m terrible with flagged e-mails.

Flagging something for later is a great idea until you forget it’s at the bottom of your e-mail list! In those cases, it’s forgotten just like everything I didn’t flag.

So, now what?

Well, in MS Outlook 2007, you can not only mark it with a flag, but you can also set a due date… Continue reading

Reply to All?

Tuesday, January 27th, 2009

Reply to All?

Really? Are you sure?

I mean, does everyone who received the message really need to see your response?

Sometimes yes, but often no. Yet, we continually hit the Reply to All button (whether intentionally or by accident) and our Inbox becomes unnecessarily full with e-mails we really don’t need.

So, you must ask yourself, “What can I do to prevent myself from using Reply to All when… Continue reading

Organizing the Calendar List in Outlook 2007

Do you use multiple calendars in MS Outlook 2007?

Do you have quite a list of them?

Do you get frustrated as you look through the list, trying to locate the one calendar you need?

You might try to display them all, but let’s face it, you can only display so many at one time and still be able to see what’s going… Continue reading

Making the To-Do Bar Yours

Friday, January 16th, 2009

Making the To-Do Bar Yours

I don’t know about you, but I really like the To-Do Bar in MS Outlook 2007 (it’s on the right side of the Outlook 2007 program window).

I find I’m constantly using the Task List to see what’s due and to see what’s coming up in the near future.

At any rate, if you’ve grown attached

Preview Your Attachments Too?

Thursday, January 15th, 2009

Preview Your Attachments Too?

If you use MS Outlook 2007′s reading pane, you may not be aware, but you have some extra viewing power when it comes to attachments.

Within the reading pane, you can choose to view your attachment in a read-only format, allowing you to decide if you need to open it, save it or do something else with it.

Obviously, we need to discuss that you still… Continue reading

Find It Now!

Monday, January 5th, 2009

Find It Now!

Are you using MS Outlook 2007?

Have you noticed this little guy just above your e-mail list?

Well, that’s your Instant Search box.

If you enter a word into the Instant Search box, Outlook will instantly start sorting through the e-mails in the currently displayed list to give you just the ones that meet your keyword criteria.

Now

A More Subtle E-mail Alert

Tuesday, December 30th, 2008

A More Subtle E-mail Alert

So, after yesterday’s discussion on desktop e-mail alerts in MS Outlook 2003 and 2007, I’m sure there are at least a few of you who are wondering what’s available that might be a little more subtle. Am I right?

Well, I asked that very same thing myself. At work, I often project my computer screen as part of my teaching and I certainly don’t need… Continue reading

On the Move

Monday, December 29th, 2008

On the Move

Let’s talk about e-mail alerts in MS Outlook 2003 and 2007, shall we?!

You know, the little guy that appears when you receive a new message:

If you’re interested in turning that alert feature off or making changes to its settings, be sure to check out a previous MS Office tip located in our archives here.

Do Not Deliver Before!

Thursday, December 18th, 2008

Do Not Deliver Before!

Ever find yourself putting together an e-mail message that you want to send, but just not yet?

Use MS Outlook 2003 or 2007?

Then I’ve got just what you need!

Regardless of your Outlook version, start by composing your message.

In Outlook 2003, you need to click on the Options button located above the To: field.

In Outlook 2007, you need to go to the Options

Oops! How Can I Undo That?

Sunday, November 23rd, 2008

Oops! How Can I Undo That?

Okay, so the other day, we learned how to add to the Safe Senders list in MS Outlook 2003 and 2007.

But what if you’ve accidentally added someone to the list who shouldn’t be there? How can you remove that name from the list?

It’s a good question and I thought it deserved an answer, so let’s get right down to business!

In Outlook… Continue reading

Small Screen + Outlook 2007 = No Problem!

Wednesday, November 19th, 2008

Small Screen + Outlook 2007 = No Problem!

Do you work with a fairly small computer monitor?

I know there are some frustrating moments for me at work, because my monitor there is significantly smaller than the one I have at home. You know, once you work on a larger monitor, it’s hard to adjust backwards.

But luckily, when it comes to MS Outlook 2007, there are a few ways… Continue reading

What Time Is It There?

Monday, September 1st, 2008

What Time Is It There?

Do you frequently work with people from different time zones?

Maybe you live on the East Coast, but you end up making a lot of phone calls to the West Coast. If so, do you find yourself wondering if it’s too early to call?

Well, if you’re also a user of MS Outlook’s calendar, I have some helpful information for you!

Within just a few… Continue reading

One to Ten Days

Friday, August 22nd, 2008

One to Ten Days

I’m sure most of you who use MS Outlook’s calendar know that you can customize exactly which days are displayed by highlighting them on the mini calendar.

But what if you aren’t very fond of the mouse and you’re looking for a quick way to change what you’re seeing with just the keyboard?

I’m sure some of

Browse the Web from Outlook?

Monday, July 14th, 2008

Browse the Web from Outlook?

Yep, you read that right! With the newer versions of MS Outlook (2002, 2003 and 2007), you can surf the Web, without ever leaving Outlook.

First, you need to display the Web toolbar. It’s located under the View menu, Toolbar submenu, Web choice.

To switch to the Internet from one of your usual Outlook functions, simply enter a Web address into the Web toolbar and… Continue reading

Don’t Forget the Follow Up

Monday, June 30th, 2008

Don’t Forget the Follow Up

Have you ever sent an e-mail message from MS Outlook and while it’s sending, thought to yourself, “I have to remember to do that?”

It really doesn’t matter what “that” is, the main issue is the remembering part.

So, how can you help yourself to remember?

While I’m sure you have developed a variety of ways to handle this type of situation, I’d like to… Continue reading

Multiple Categories

Wednesday, May 14th, 2008

Multiple Categories

Do you use MS Outlook 2007′s category colors?

If you do, you’re probably like me and you have quite a few different categories, each with its own color code.

Still, I’m sure there are times when you wish you could combine two categories together for a single message, without defining yet another new one that’s just simply a hybrid of what you already have.

Seems like a waste… Continue reading

Over and Over Again

Thursday, March 20th, 2008

Over and Over Again

Do you use MS Outlook’s calendar feature? Do you have some appointments (such as weekly staff meetings or daily deadlines) you enter into your calendar repeatedly?

If so, Outlook can make those repetitive entries for you! To set an appointment as a recurring event, you need to first open the appointment.

Now, go to the Recurrence choice. In older versions of Outlook, you’ll find it under… Continue reading

Send it Quick!

Friday, February 8th, 2008

Send it Quick!

Using MS Outlook? Prefer keyboard shortcuts to the mouse? If so, I’m sure you know about these:

  • Ctrl + F to forward a selected e-mail.

  • Ctrl + R to reply to a selected e-mail.

  • Ctrl + Shift + R to reply to all for

I’ll Reply to That Later

Friday, January 25th, 2008

I’ll Reply to That Later

Do you have an e-mail in MS Outlook you know you need to reply to, but you just don’t have the time right now?

I know you hate to just leave the e-mail sitting there though, because let’s face it, there’s a very good chance you’ll completely forget about it.

So, what can you do to ensure you address the situation on time?

Well, I… Continue reading

Starting Up Outlook

Friday, January 18th, 2008

Outlook Startup Options

Do you use MS Outlook primarily for something other than e-mail? Is your routine to boot up your computer, open up Outlook and immediately switch from your Inbox to the Calendar or maybe the Tasks section?

Wouldn’t it be nice to bypass the Inbox and have Outlook start up in the place you use the most?

Yeah, me too! So, after a reader’s question came in, I… Continue reading

No More Saving One at a Time

Friday, January 11th, 2008

No More Saving One at a Time

Tired of saving e-mail attachments one at a time in MS Outlook?

I mean, you have to save them all, but who wants to go through opening each one and saving them separately? Not me! So, how can you expedite the situation and save them all in one quick move?

That’s a good question and fortunately, I have a good answer!

Here’s the… Continue reading

Complete Closure in Outlook

Thursday, December 27th, 2007

Complete Closure in Outlook

Do you know about the wonderful world of the F4 key? If anything at all, you probably at least already have knowledge of these two little tidbits:

  • Ctrl + F4 will close the file.

  • Alt + F4 will close the program.

I bet some of you have tried

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