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Archive for the ‘MS Outlook’ Category



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

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

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