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Archive for the ‘MS Outlook’ Category

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

When you use Microsoft Outlook do you find yourself moving messages from place to place with the old drag and drop?

For many people that process works just great – but what about all those people who would prefer to use a key combination over the mouse?

Is there any help for them?

Well, of course there is… you just have to know the combination to unlock Outlook’s move abilities.… Continue reading

One Key Flagging in Outlook 2007

Wednesday, April 29th, 2009

Flag It Super-Fast!

When using Outlook 2007 do you frequently flag messages?

If so, would you like a one-key way to flag them?

If you’re thinking that this might be a good idea then here’s what you need to know.

First, select the message(s) to be flagged. (Yes, it works with multiple messages highlighted as well as it does for a single message.)

Now hit the Insert key.

Voila! Message(s)… Continue reading

Many people, including me, use the To-Do Bar in Outlook 2007 and have the monthly calendar displayed at the top of the bar.

But, did you know that if you double-click any date on the To-Do Bar’s mini calendar and you’ll be whisked away to Outlook’s Calendar feature where you’ve already been sent to the date you clicked.

This means that if you want to see something 3 months… Continue reading

OK – So by now I’m sure that you’ve found the Search box in Outlook 2007.

This is a quick and handy way to locate a message with a quick key word or phrase.

However, sometimes the results are so numerous that it’s no help at all…

Logically you might take the next step to expand the search box by clicking the double down chevrons at the very right.… Continue reading

Color Coded Categories in Outlook 2007

Thursday, April 9th, 2009

Do you use the color-coded categories in MS Outlook 2007?

I don’t know about you but I love them in conjunction with e-mail rules so that as certain messages come in they are marked for my attention as soon as they hit my Inbox.

What I’d like to discuss today is an extension of the category use.

Did you ever notice that practically everything in Outlook 2007 can be categorized… Continue reading

Autocorrect in MS Office

Monday, April 6th, 2009

Have you ever found yourself frustrated with the AutoCorrect feature found in the MS Office suite programs?

Yeah, I’m sure you have.

Most of the time, they’re helpful little changes in spelling or things like capitalization and we’re thankful to have the program looking out for us.

But, what about the times when AutoCorrect is making changes that we really don’t want or need?

Sometimes it’s enough to make a… Continue reading

Changing Shapes in MS Office

Thursday, April 2nd, 2009

Have you ever drawn a shape in an MS Office program only to find that you’ve changed you mind and want something different?

What did you do?

Most people I know would choose to start over… makes you want to just keep the original one, even if it’s not your first choice anymore, doesn’t it?

Well, today I’d like us to take a look how to change the shape without… Continue reading

The Quick Signature Switch

Wednesday, April 1st, 2009

Here’s a handy little signature feature I just found today in MS Outlook 2007…

If you’re like me then you have a few different signatures for your e-mails. Depending upon who is the recipient or what the message is about you may find yourself constantly locating the Signature button on the Home tab of the message’s Ribbon to change out a signature for a different one.

But… there’s a slightly… Continue reading

MS Outlook -What a Drag!

Monday, March 30th, 2009

Have a file that needs to be attached to an e-mail?

Need the file’s information in an appointment?

Maybe it contains information that you need in the notes of a new contact, or a task to be completed.

Whatever the need – the point is that you need the file’s information and nobody wants the hassle of manually transferring all of it. After all, the file already contains what you… Continue reading

Red “X” Remedies

Monday, March 30th, 2009

Q: Why are some of my images showing up as a red x when I try to view them? It’s so frustrating!

A: Good golly, I sure do get a lot of questions about this! I’m glad that I finally get to set the record straight about the mysterious (and annoying) red X, once and for all! Here’s a list of the top reasons for the red X and… Continue reading

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

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