Control K Shortcut This shortcut will assist with easily adding someone to the To field without using the Address Book.

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1 Outline Control K Shortcut Finding employees in the address book... 2 Autocomplete Feature... 3 Deleting someone in the autocomplete history... 3 Department listings in... 4 Narrow your search to show just departments... 4 Edit the department (for one time send)... 4 Sending message to All Faculty, All Staff, All Offices... 5 Sending a message to Everyone... 5 Exclude someone from an Everyone (for one time send)... 5 Control K Shortcut This shortcut will assist with easily adding someone to the To field without using the. Create a new message by clicking the New button (or click File-New-Mail Message). Type a few digits of the person s last name in the To field. Next, hold the Ctrl key down and press K If there is only one possible match, the name may automatically pop into your To Field. If there are many possible matches, a check names window will appear with all possible matches. Double click on the person s person you wish to send the to. Once you ve used this method, the next time you begin typing their last name, the field should automatically prefill for you. Office of Technology, Bloomsburg University Page 1 of 5

2 The can be used to find other university employee addresses to send an to. To use it, click the New button to create a new message (or click File-New-Mail Message). Click on the To button The Global will now be available. This lists all university staff and faculty, and department groups. 1 person icon indicates an individual 2 person icon indicates a department or group Finding employees in the address book Type a portion of someone s last name in this field. You will then be positioned in that alphabetical section. Double click on their name so it ends up in the To, Cc or Bcc field below. (Or single click on name and click To, Cc or Bcc button in the bottom portion.) Repeat as necessary to add other individuals. Click OK when you have the name(s) in the To, Cc or Bcc fields. You will be returned to the message you are drafting. Office of Technology, Bloomsburg University Page 2 of 5

3 Autocomplete Feature When you ve ed a person once, their address is saved in Outlook s autocomplete history. Simply type 3 digits of their last name in the To field of a new message. If there is only one obvious match, the name may pop up underneath the white line. Click on it to use it. If there are several possible matches, a window should pop up with names. Click on the name you wish to send the to. The name(s) will have an underline and semi-colon after them, as illustrated below: Deleting someone in the autocomplete history There may be times when someone shows up in your autocomplete history that you would like to delete. Use the up or down arrows on your keyboard to highlight the person you wish to delete. Then press the delete button on your keyboard. Office of Technology, Bloomsburg University Page 3 of 5

4 Department listings in Click on the To button you will see departments listed in the Global, along with individual employees. Narrow your search to show just departments Clicking on the dropdown arrow next to Global and choose All Groups. Edit the department (for one time send) You cannot permanently edit the departmental group, but to edit it for one time sending purposes, find the department in the address book. Double click on it so it is located in the To field of a drafted . Click on the + sign in front of the dept name. That expands the group to show all individuals within it. Click a person s name and press the Delete button on your keyboard to remove them. Office of Technology, Bloomsburg University Page 4 of 5

5 Sending message to All Faculty, All Staff, All Offices Click on the To button Find the listings All Faculty, All Staff or All Offices to send to all individuals in these groups. These groups cannot be edited for a one time send. They are dynamic groups, maintained by the networking department. Every time a new faculty or staff person is hired, they are automatically included in these groups. Notice the icon next to these groups this indicates a dynamic group. Sending a message to Everyone Click on the To button Find the listing called Everyone. Exclude someone from an Everyone (for one time send) You cannot expand the Everyone group to edit it for a one-time send; however, there is a workaround if you should have the need to exclude someone from an Everyone message. Click the New button to create a new message. Draft your message. Click on the To button Click on the dropdown arrow next to Global and choose All Users. Highlight the entire group. Click on the top name - use the scroll bar to take you to the very end. Hold down the shift key and click the last name. All names will be highlighted in blue. Let up on buttons. Deselect a name by holding the Control key down and clicking on a name. Once you ve selected all names, click To button to add everyone to the To field. Then click OK. When ready, send your message. Office of Technology, Bloomsburg University Page 5 of 5

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