MICROSOFT OUTLOOK TIPS AND TRICKS

Transcription

1 Materials Provided by Tim McCurdy MICROSOFT OUTLOOK TIPS AND TRICKS Tips for Outlook Mail 1. Set a reminder to reply to a message 2. Add your own words to a follow-up flag for a new message 3. Send a message to multiple people without revealing other recipients' identities 4. Find related messages 5. Jog your memory with a follow-up flag 6. Save searches that you use often. 7. Search for and move items or files to different folders. 8. Use a file shortcut instead of an attachment to reduce the size of a message. 9. Sort messages alphabetically by sender name 10. Receive notifications when messages you send are delivered or read 11. Verify that the message is authentic 12. Quickly mark a message as read 13. Make a folder available for online and offline use 14. Want to move an Inbox item to a folder in the Navigation Pane but can't see the folder? 15. Quickly see the next or previous mail message in a conversation or thread 16. Quickly print search results from your Inbox 17. Recall that message! 18. Automatically add a signature or logo to each message you send 19. Show blocked images in an message 20. Keep track of messages that require action 21. See more messages in your Inbox with single-line view 22. Quickly test the hyperlink in the message you just wrote 23. Speed up exporting and archiving items 24. Does your mailbox need a quick cleanup? 25. Choose which account to use 26. The mail folder list is just a click away 27. Delete names from the AutoComplete list 28. Keep a Desktop Alert on the desktop 29. Want to turn off New Mail Desktop Alerts? 30. Change in priorities? Quickly change the color of a message's Quick Flag 31. Quickly read messages without opening them

2 32. Make sending a file through even easier 33. Reduce spam by not replying to suspicious messages 34. Create a Search Folder quickly from the Find bar 35. Find all messages sent by the same person 36. Get a different view of the way that Outlook groups messages 37. Quickly add an attachment to a new message 38. Flag that message fast 39. Was an important message sent to the Junk folder? 40. Save multiple attachments at one time 41. View all your unread messages in the Inbox 42. Create a rule from a message 43. Start fresh! Clear your address history 44. Check an alias against the names in your address books 45. Make a message unavailable to recipients after a specific date 46. Save a message thread in a text file 47. Open several messages at the same time Tips for Outlook Calendar 1. Automatically add holidays to your Calendar 2. Quickly display several days side by side in Calendar 3. Contact meeting attendees with a reminder or other message 4. Show Saturday and Sunday in separate boxes in your monthly calendar 5. Change your time zone 6. Need to schedule a meeting with someone in another time zone? 7. Abbreviate when entering meeting times 8. Quickly create an appointment in Calendar 9. Quickly switch to viewing by month in Calendar 10. To set an appointment to repeat, designate it as recurring 11. Use your signature for meeting requests 12. Let Outlook find a meeting time when all attendees are available 13. Quickly see when conference rooms in your building are available 14. Quickly create an all-day event in Calendar 15. Quickly switch between viewing a day, week, or month in Calendar 16. Quickly move an appointment 17. Change the subject of a meeting or appointment 18. Change the time periods in the Calendar grid 19. Need consensus on a meeting time? Let invitees propose new meeting times 20. Change the number of days shown in Calendar

3 21. Manage multiple Calendars? Create a group to store Calendar shortcuts 22. Track all attendees even if you can't send them a meeting request 23. Quickly change an appointment into an all-day event 24. Quickly turn an appointment into a meeting 25. Attach an agenda or meeting minutes to a meeting request 26. Quickly share meeting notes with attendees 27. Quickly create a meeting request from a meeting agenda 28. Remove a name fast from Other Calendars 29. Change the time interval of a reminder to give you more time to prepare 30. Want to see your Calendar while you're looking at the Inbox? 31. Automatically open someone else's Inbox or Calendar 32. Quickly copy an appointment in your Calendar 33. Avoid meeting request responses Tips for Outlook Contacts 1. Quickly dial a phone number for a contact 2. Add a new contact from an message 3. Create a task related to a contact 4. Are there phone numbers that you have Outlook call frequently? 5. Quickly move through contact address cards with the arrow keys 6. Create a contact card from a message 7. Send a message fast to a contact 8. Quickly change the number of columns of contacts in your Contacts list 9. Quickly schedule a meeting with a contact 10. Remove a name fast from Other Contacts Tips for Outlook Notes 1. Send that note fast! 2. Quickly create a note from text in another program 3. Make your notes more eye-catching 4. Assign a note to a category

4 Tips for Outlook Tasks 1. Quickly mark a task complete 2. Quickly assign a task 3. Remove a name fast from Other Tasks list 4. Change the order of tasks in a task list 5. Quickly create a task from a file containing details about the task 6. Quickly send a new message about a task Tips for Outlook Journal 1. Try the quick way to open Journal entries 2. Quickly record any file in Journal 3. Quickly record any item in Journal 4. Quickly go to another date in Journal Customization Tips 1. Start Outlook in a folder other than Inbox 2. Do you travel between time zones? 3. Quickly change the time zone for all Windows-based programs 4. Reuse custom views 5. Quickly add contact information that isn't represented by existing fields 6. Quickly create a contact with the same company name and address as another contact 7. See details about the view you are using 8. Missing some items? Adjust your view filter settings 9. Want a custom view of your information, sorted or filtered in a different way? 10. Customize the names of the voting buttons 11. Save time when you change print styles 12. Customize the buttons in the Navigation Pane for one-touch access 13. Customize the name of a duplicate.pst file to avoid confusion 14. Customize how Outlook archives items 15. Change the size of the buttons at the bottom of the Navigation Pane 16. Move Desktop Alerts to a different monitor 17. Turn off New Mail Desktop Alerts 18. Access any Outlook folder from your Windows desktop

5 19. Make New Mail Desktop Alerts less visible 20. Shade group headings 21. Display folders at the top of the mail folders view 22. Alphabetize the order of the mail folders in the Navigation Pane 23. Shrink the Favorite Folders pane 24. Quickly remove a column from the view Keyboard shortcut tips Additional Tips 1. Try the quick way to print an item 2. Quickly attach a file to a message, task, appointment, meeting request, journal entry, or contact 3. Access your newsgroups from Outlook Quickly assign tasks, contacts, or appointments to categories 5. Set up automatic archiving for your Outlook folders 6. Not sure where your archive folder is? 7. Create a document, worksheet, or presentation 8. Hide Outlook when minimized 9. See where Outlook stores your Mail, Calendar, and Contacts data 10. Check your spelling in Outlook