Microsoft Outlook 2007 & 2010 Tips & Tricks

Transcription

1 Microsoft Outlook 2007 & 2010 Tips & Tricks Presenter: Steve McClatchy Alleer Training & Consulting Steve McClatchy Alleer Training & Consulting 6 Rambling Lane Malvern PA Phone Fax Steve.McClatchy@ALLEER.com Toll Free Alleer Training & Consulting,

2 Microsoft Outlook 2007 & 2010 Tips, Tricks & Shortcuts Use Your Outlook 2007 & 2010 Like a 365 Day To-Do List: When you have a task that you can t do today it is a waste of your time to look at it today. Let Microsoft Outlook remember the task for you. In Outlook 2007 & 2010 your To-Do Bar (formerly the TaskPad in 2003) is available in all Office Outlook views, so you have access to the information whether you re working in the Calendar, Tasks, Mail, or one of the other views. To view your To-Do Bar click the View pull down menu and select To-Do Bar and then select Normal (see picture below). 1. Click the View pull down menu. 2. Scroll down to To-Do Bar View and select the menu item for Normal. There should now be a check mark next to Normal. (If you want to see the Date Navigator and your upcoming Appointments on your To- Do Bar follow the same process and check the menu items that say Date Navigator and Appointments). You re ready to go. 3. Now create a New Task. 4. Type in the subject line of the new task. 5. Select the Start Date that you want the task to appear on your To-Do Bar. If no Start Date has been selected then the task, by default, will appear on your To-Do Bar for today s date.) 6. If appropriate, check the Reminder box and select a time you want Outlook to remind you of the task. When the reminder pops up you now know the task is on your To-Do Bar for today. Dismiss the reminder and manage your tasks for the day from your To-Do Bar. The advantage of the reminder feature is, as long as Outlook is open on your desktop, the reminder window will pop-up no matter what program you are in. You can be working in Microsoft Word or any software program and at the exact time you requested the reminder window will appear and remind you of the task. Adding an to Your Junk Folder: In Outlook 2007 & 2010 right click on the and select Add Sender To Block Senders List. That s it! Organize Using Folders: Using folders to organize your s can save you time in locating s when you need them. 1. Left Click and Drag and Drop the to the folder of your choice. The will no longer be in your Inbox it will now be in the folder you have selected. 2. If you want to copy an into a folder Right Click and Drag & Drop the to the folder of your choice. A pop-up menu will appear automatically when you let go of the . From this menu select Copy. Change the Subject Line of Any so it s Easy to Find Later: 1. Open any message. 2. Highlight the subject line with your mouse. 3. Type in the new subject line. 4. When asked if you want to Save These Changes? Select Yes. Your now has a new subject line. 2

3 Easily Turn s into Tasks, Appointments or Contacts: Need to follow up on an but can t do it now? Need to schedule a meeting on your calendar because of an you just received? Have you received an from someone you want to add as a contact to your Outlook? Follow these easy drag-and-drop steps to do it quickly. 1. Click on the you want to make into a Task and physically drag it to the Task Folder and let go. 2. The will instantly be converted into a task and the original will remain in your Inbox. 3. The Subject Line of the task will be the same as the Subject Line of the . Make changes to the Subject Line of the task to reflect the action you would like to take with the . (Example: John Doe Follow up call) 4. Select the Start Date that will trigger Outlook to put the task on your To-Do Bar. (When you select a Start Date the Due Date is automatically filled in for you. The function of the Due Date is to simply turn the task Red on your Task Pad when the task is overdue. Remember you can always view all of the Tasks you have placed into Outlook by clicking the Task Folder on your Outlook Shortcut Bar.) 5. Click the Reminder Button and choose the exact time that you would like Outlook to remind you of the task. This reminder can also act as a notice that the task is now on your To Do Bar with a due date of today. 6. Choose Save and Close. Outlook will now remind you of the task at the appropriate time. Turn an into a Contact 1. Left click on the you want to make into a contact and physically drag the out of your Inbox and drop it on the Contact Folder. 2. The will instantly be converted into a Contact and the original will remain in your Inbox. 3. You should now be looking at a Contact Page with the name and address filled in and the actual that you dragged and dropped at the bottom in the notes section. 4. To add this person to your Contacts hit the Save and Close button at the top. You have just added this person as a Contact. Turn an into an Appointment 1. Left click on the you want to make into an appointment and physically drag the out of your Inbox and drop it on the Calendar Folder. 2. The will instantly be converted into an Appointment and the original will remain in your Inbox. 3. You should now be looking at an Appointment Page with the actual in the notes section. 4. Now select the Subject, Location, Start Time, End Time and a Reminder if you would like one and hit Save and Close. 5. You have now added an Appointment to your calendar. The that generated this appointment is now in the notes section of the appointment. (If the has an attachment and you would like to include the attachment in the appointment Right Click (instead of Left Click) the and drag it to the Calendar Folder. From the menu that appears select Copy Here as Appointment with Attachment. 3

4 Turn Off Your New Item Alert Window: The default setting in Outlook is for new s to appear in the new item alert window. It s a little box that pops up in the bottom right hand corner of your computer screen that alerts you that a new has been delivered to your inbox. This is quite a distraction when you are trying to work on a report, PowerPoint presentation, proposal, Excel formula, etc. If this feature was not turned on by default you would probably have never turned it on. If you would like to turn off the sound an makes when it arrives or turn off the preview in Outlook 2007 & 2010 here s how. 1. In 2007 from the Tools pull-down menu go all the way to the bottom of the menu and select Options. 2. Under the Preferences Tab click the Options button. 3. Then select the Advanced Options button (next to the Tracking Options button where you can set things like Read Receipts and how you want Outlook to respond to requests for Read Receipts). Uncheck the box that says Play a sound and Display a New Mail Desktop Alert. In Microsoft 2010 the New Item Alert feature is in a different location. 1. In 2010 from the File menu select Options. 2. On the left hand side you will see all of the different options you can select. Select the Mail option. It should be the second one down underneath General. 3. Under the heading Message Arrival you will see different options that you can check or uncheck for when new messages arrive. Uncheck the box next to Play a sound as well as the box next to Display a desktop alert. Turn It On For Certain People: If you would like to turn on this feature for certain people or organizations that you here is how you would do it. 1. Right click on the you want to set an alert for and select the menu option for Create a Rule. The Rules Wizard window should appear. 2. Now check the box next to the condition you would like to select. The first heading should read When I get with all of the selected conditions. The first option should read From John Doe (with John Doe being the person or organization that sent you the you would like to receive the alert for). 3. The second heading should read Do the following. The first option down under this heading should read Display in the New Item Alert Window. Once you have selected this box you select the OK button. 4. Now when s come in from this sender they will automatically pop up in the New Item Alert Window. 4

5 Have Outlook Automatically Move s into a Folder: Some s do not have to be viewed by you when they come into your inbox. You want to receive them but you don t want to waste your time looking at them when they arrive or waste the time it takes to move each one into a folder. Good examples are s from award programs, newsletters or even coupons. You can set up a folder for these s and then have Outlook do the work for you. 1. Right click on the you want to move into a folder and select the menu option for Create a Rule. The Rules Wizard window should appear. 2. Now check the box next to the condition you would like to select. The first heading should read When I get with all of the selected conditions. The first option should read From John Doe (with John Doe being the person or organization that sent you the you want to put into a folder). 3. The second heading should read Do the following. The third option down under this heading should read Move the item to folder: and a box for you to select the desired folder where you would like to move the . Once you have selected the folder now select the OK button. 4. Now when s come in from this sender they will automatically be moved into the folder that you have chosen. A blue highlighted number (2) next to the folder indicates how many s are in that folder that have not been opened or read. (Note: This number does not indicate the number of s in the folder just the number of unread s.) Automatically Reply To Incoming Messages While Out Of The Office: Don t use it just for vacations use it all the time. If you are going to be out in the morning or afternoon or just not checking for a while let those that you know when they can expect a reply. Your Outlook must be connected to Microsoft Exchange Server for this feature to work. If you do not have Microsoft Exchange Server you will need to contact your Internet Service Provider (ISP) to find out how to turn on your Out of Office Message. 1. Click the Tools pull down menu and select Out of Office Assistant. 2. Click I am currently Out of the Office. 3. In the AutoReply text box, type the message you want to send to others while you are out. Keep Your Personal Information Private: If you share your Outlook Calendar with other users, there may well be some personal appointments that you'd prefer that they didn't know about. You can get around this by marking the appointment as Private: 1. Go to the Calendar and type the appointment into the correct time slot. 2. Right-click on any appointment on your calendar and select Private. A little icon appears to indicate that the appointment is private. This means that your colleagues will see that you're busy, but won't be able to see what you're doing. Resend An If anyone has ever asked you to resend an here s a way to do it quickly. 1. In Mail, in the Navigation Pane, click Sent Items. 2. Open the message you want to resend. 3. On the Actions menu, click Resend This Message. 4. Click Send. 5

6 Forward a Contact (vcard) to Another Person: Microsoft Outlook supports the use of vcards (Virtual Business Cards), the internet standard for creating and sharing contact information. To send one of your Contact Files to someone else who has Outlook do the following: 1. Open the Contact you would like to forward. (See Find A Contact Tip) 2. Click the Actions pull down menu and select Forward as vcard. 3. An will automatically be generated with that contact as a vcard attachment. To add the vcard to their Contacts the recipient of the needs to drag the attachment onto the Contact Folder on their Folder List or Outlook Shortcut Bar. The Contact is then automatically added to their Outlook database of contacts. To add one of your Contacts (or your own vcard) to an you are already in the process of sending to someone click the Insert Tab at the top of the . Select your business card or select Other Business Cards to select someone from your Contact List. Impress Your Boss; Send an On-Time or When You Know They ll Be There: When you have the time to create an now but don t want the to be delivered until an exact time in the future do the following: 1. From the Actions menu in Outlook click New Mail Message. 2. Click the Options button at the top of the screen. 3. Check the box that reads Do Not Deliver Before and select the date and the exact time in the future you want the message to be delivered. When selecting a time you can choose one of the times listed or type in your own. This way you can have a message delivered at exactly 5:37 A.M and not 5:30 A.M. 4. Now type your message and hit Send. It is important that you hit the Send button for this feature to work. Simply closing the puts it into your Drafts Folder and will not send the . The message will now reside in your Outbox until the appropriate time. If you are part of a network then the message will be delivered at the exact time you specified. If you must log on to your network to send and receive then your message will be sent the next time you log on after the selected date and time. (Note: When the receiver of the opens the the sent time will be the time that you hit send it your Outlook ). Find a Contact Quickly in Outlook : Trying to find an Outlook contact but can't remember the person's last name? Or do you remember a contact's catchy address, but can't remember their name? What if you remember just the name of their company? Use the Find a Contact box on the Standard toolbar in Outlook to quickly locate the contact without even opening your Contacts folder. On the Toolbar, type the name of the contact you want to find in the Find a Contact box. You can enter a partial name, such as Judy L, a first or last name, company name, or an alias. To quickly open a contact you previously searched for, click the Find a Contact Arrow and select a name. 6

7 Creating a Distribution List Using Microsoft Outlook : A distribution list is a group of addresses grouped under a single address. When you send to a distribution list, you're really sending to everyone whose address is included in the list. It's much easier than picking 30 different addresses from the Address Book. 1. Open Microsoft Outlook 2. Click File 3. New 4. Distribution List 5. Name the Distribution List 6. Click Select Members 7. Add the appropriate members to the list (they should move to the right-hand box) 8. Click OK (you should now see your new distribution list members) 9. Click Save and Close To send out an to a distribution list place the name of the distribution list in the To: line of your . If you don t want any of the recipients to see the names and addresses in your distribution list place the name of the distribution list in the Bcc: field of the you are sending. Voting Buttons Make It Easy To Receive Quick Responses from Groups of People: When you need a quick response don t just send an send an with Voting Buttons. Voting Buttons make it easy for your recipient to respond and you get the information you need fast. 1. Open Microsoft Outlook and choose to create a New Mail Message. 2. Click the Options button at the top of the screen. 3. Check the box that reads Use Voting Buttons and type in the selections you would like to include separated by a semicolon. 4. When recipients receive the they will be able to respond simply by selecting one of the voting buttons. 5. To track all of the responses go to your Sent Items folder and find the that you sent. Select the you sent and open it. Now select the tracking tab at the top of the . The tracking screen will now show you everyone who responded and their selections. This tracking button is also available on each response you receive. Each response you receive updates all the tracking buttons instantly. The Voting Buttons in 2007 are now viewable when the recipient is Previewing the in their Preview Pane. The no longer has to be opened for the receiver to cast their vote. There will be a banner going across the top of the that states Click here to vote. Click on the banner and a pull-down menu will appear with the appropriate selections. Never Forget Another Birthday: Do you have trouble remembering birthdays? How about the anniversary of when someone started with the organization? Enter the information into Outlook and you ll never forget again. 1. Open up a Contact Page in Outlook. 2. Select the Details Tab at the top of the contact page. 3. Fill in the birthday or anniversary date for the contact. 4. Select Save and Close. If you know the year your contact was born then type over the default date. You do not have to know the day of the week your contact was born, Outlook will fill that in for you. If you don t know the date your contact was born then just select their birthday for the current year and Outlook will remind you each year. 7

8 Create A Signature That Is Automatically Added to Your s: You ve seen people s signatures before in s you receive. They often contain the sender s name, title, company name, phone and/or fax numbers, address, and company address. Sometimes a signature will contain a disclaimer block at the end stating that if you are not the intended recipient of the then you should disregard and delete the . This is not information you have to type each time you send an . You can set it up once and let Outlook do the rest. 1. Go to your Outlook Inbox view. Then select the Tools pull down menu at the top and select Options. 2. Select the Mail Format tab at the top of the window. 3. Click the Signature button under the Signature heading. 4. Click the New button and give the signature a name. The reason you are naming each signature is so it will be easy to change your signature on the fly while in an Enter the text for the new signature in the Edit Signature window or paste the information in and click OK. (If you would like your vcard virtual business card attached to this signature click the button that says Business Card just above where you enter the text of your message. 6. Remember also to select the signature you would like for New Messages and the signature you would like for Replies/ Forwards. This appears in the top right of the window. 7. Click the OK button to finish. 8. Outlook 2007 users you can right click anywhere on your Signature while in an and it will bring up a menu of all of your stored signatures. To make a change just select the desired signature for the you are sending. Consider yourself a power user and turn your template s into signatures. Template s are s you send over and over again with slight modifications. Examples include thank you s, meeting requests, marketing announcements, proposals, referrals, keep in touch or even a happy birthday wish. Never Get Lost Again: Outlook and Bing Maps work together to make finding a location or getting directions easy. To see a map of where a contact is located or to get directions from your location to the location of a contact follow these steps. 1. Open a page you have for a contact (see Find a Contact Quickly in Outlook ). 2. At the top of the page click on the button that looks like a yellow street sign. In 2010 next to the address is a button that says Map It. 3. If you are connected to the internet your web browser will launch and take you to a map of your contacts location. Follow the on screen instructions to get directions from your location. 4. Once you arrive at the map for your location click on the Aerial button to see a satellite image of your destination. 8

9 Reduce The Size of Your Outlook: If your Outlook is set up to work with a Microsoft Exchange Server then by default you are given a certain amount of space on the server for your Outlook mailbox. The amount of space you are given on the server is determined by your network administrator. Before reducing the size of your Outlook you may want to contact your network administrator to see if you can have more space allocated on the server. If the response is no you can t have more space or if you just want to reduce the overall size of your Outlook the below tip can be helpful. The best place to start to reduce the overall size of your Outlook is in your Sent Items Folder. Your Sent Items Folder contains copies of the s you send along with their attachments. Most people would like to keep a record of the s they send but keeping the accompanying attachment is unnecessary and takes up a lot of unnecessary space. To locate your s with the largest sized attachments and just remove the attachment follow the instructions below. 1. Click on your Sent Items Folder. 2. Right click anywhere on the Title Bar and go down to the option for Field Chooser. 3. Scroll down until you see the field for size. 4. Drag and drop the Size field onto your Title Bar. You should how have the size of each displayed in this field. 5. Click on the word Size on your Title Bar and Outlook will sort all your s by Size. Now scroll to the s that are the largest size. These s will most likely all have attachments. Click and open up an that contains an attachment. 6. Right click on the attachment and select the word remove. This will remove just the attachment from the . The text of the will remain in tact. 7. Now save and close the . You have now successfully removed the attachment from the and significantly reduced the size of the and your Outlook. Assign a Task to Someone Else: If you need to assign a task to someone you can do it using the Task Request function in Outlook. Start with creating a new task. 1. To create a new task (task: A personal or work-related duty or errand that you want to track through completion.), on the File menu, point to New, and then click Task Request. To assign an existing task, in the task list (task list: A list of tasks that appears in the Tasks Folder and on the To-Do Bar), open the task you want to assign, and click Assign Task. 2. In the To box enter the name of the person you want to assign the task. To select the name from a list, click the To button. 3. For a new task, in the Subject box, type a task name. (In an existing task, the Subject box is already filled in.) 4. Select the due date and status options you desire. 5. Select or clear the Keep an updated copy of this task on my task list check box and the Send me a status report when this task is complete check box. 6. If you would like the task to repeat, click Recurrence, select your desired options, and then click OK. 7. In the body of the task, type instructions or information about the task. Note: If you assign a recurring task, a copy of the task will remain in your task list, but it won't be updated. If you selected the Send me a status report when this task is complete check box, you will receive a status report for each completed occurrence of the task. 9

10 Reduce The Size of Your Outlook by Deleting Old Appointments: Appointments (particularly those with attachments) can slowly add up over time. If you work for an organization that limits mailbox size, available space is always a critical item. Instead of having to search through your calendar month by month, you can simply pull up a list of all appointments and then choose those that you no longer need and delete them. 1. Open the Outlook Calendar. 2. Click View. 3. Move our mouse over Current View, and select All Appointments. 4. Select and delete the desired appointments. 5. Go to your Deleted Items and permanently delete the items from your mailbox. Microsoft Office Outlook 2007 & 2010 Quick Parts Do you find yourself inserting the same information into different messages. Quick Parts can help you store frequently used content like directions, terms and conditions, frequently asked questions, your logo, tables, promotions, etc. and pop it into any message when you need it. 1. The first step is selecting and saving the content - text or an image - that will later be used as a Quick Part. To do this, select a given part of text when composing a new message, navigate to Insert tab and locate the Quick Parts button. Upon clicking it, a drop-down menu will appear with Save Selection to Quick Part Gallery option. A new window will appear where it is possible to name, describe and categorize the saved element. After clicking the Ok button, the selected content will be saved to the Quick Parts gallery. Fig.1. Creating a new Quick Parts item. 2. Now it is possible to use the newly created item during composing a new in a very simple way. The procedure is similar to the previous one. When composing a new message, navigate to Insert tab and click Quick Parts button. A drop-down menu with a previously saved text item will appear. Now it only takes to click on the item, and it will be inserted into the new message. ALLEER Training & Consulting 6 Rambling Lane, Malvern, PA (Main), (Office), (Fax) Steve.McClatchy@Alleer.com, This material is proprietary to Alleer Training & Consulting. It is intended for the private use of participants that have attended an Alleer training or speech. The recipient of this material is not permitted to make duplications or share this material with any non-seminar or speech participants. 10