Tips, Tools and Techniques for Managing Your Outlook

Transcription

1 Tips, Tls and Techniques fr Managing Yur Outlk

2 TIPS, TOOLS & TECHNIQUES FOR MANAGING YOUR OUTLOOK Are yu verwhelmed by the amunt f yu receive? D yu use yur Inbx as a hlding place and never seem t wrk yur way t the bttm f the pile? These guidelines are designed t help yu manage yur instead f letting it manage yu. Nte: Instructins are written fr Micrsft Office 2007 & If yu have a different versin, the cncepts are the same and the functinality is generally similar, hwever the lcatin f tls and ptins may be in different drp dwns menus and windws. Keep in mind that there is ften mre than ne way t accmplish setting changes in Micrsft prducts. CONTENTS THE TIPS... 4 Using the Jumplist... 4 Add Outlk t Yur Tlbar... 4 Viewing Panes... 5 Custmizing the Quick Access Tlbar... 6 Schedule Yur Incming... 6 Turn Off Ntificatin... 7 THE TOOLS... 7 Creating Flders... 7 Setting Retentin Guidelines in Outlk Flders... 7 Deleting Multiple s... 8 Empty Deleted Srt Yur Inbx by Frm Name, Subject r Date... 8 Find Yur Unread Messages Quickly... 9 Use the Shrtcut F12 in Outlk t Save Yur Nte t My Dcuments... 9 Hw t Dump the Junk Tips t Significantly Reduce Spam...10 Add t Blcked Senders List...10 Internatinal Junk Dmain List...10 Internatinal Junk Encding...11 THE TECHNIQUES...11 Add Cntact Infrmatin frm an Subject Line Shrtcuts...11 Add Cmments t Replies and Frwarded s Easily and with Distinctin...12 Creating a Calendar Item r Task frm an Autmatically...13 Easily Organize s that Yu Receive and Send...14 Saving Attachments...14 Change/Edit the Subject Line When Yu Save an Message...15 Save Sent Messages t a Specific Flder...15 Tips, Tls and Techniques fr Managing Yur Outlk 2

3 Change the Sent Lcatin f Yur Using Rules t Perfrm Tasks Autmatically...16 Delay Sending a Message...16 Use the Delay Send fr ALL s...17 File Incming s Frm yur Inbx...18 Create Alerts t Ntify Yu f a Respnse...20 Delete Sent Frward Infrmatin...21 Print an Reduce Spam...22 Cleaning Up Cnversatins...22 Ignring a Cnversatin...23 Find What Yu Need with Instant Search...23 Advanced Search...24 Share Yur Calendar with Others in an Use Outlk t Autmate Yur Wrk...26 Using Signatures...26 Use Quick Parts as a Template fr Frequently Used Text...27 Autmate Cmmn r Repetitive Tasks with Quick Steps...28 THE TECHNICAL STUFF...29 Checking the Size f Yur Mailbx...29 Understanding the Difference between Persnal Flders Backup, Exprting and Archiving...29 Abut Persnal Flders files (.pst)...30 The Persnal Flders Backup Tl...30 Dwnlad PST Backup tl...30 Backing Up Yur Outlk Files...31 Disk Defrag...32 Tips, Tls and Techniques fr Managing Yur Outlk 3

4 THE TIPS: Using the Jumplist Here s hw t keep Outlk clsed s that yu re nt distracted by incming , but still be able t send , update cntacts r add calendar items. If yu are using Outlk 2010 and have Windws Versin 7, there is a new feature called a "jumplist". Using the Jumplist frm Yur Tlbar If yu have Outlk 2010 clsed and yu wuld like t: Send a new message Create a new appintment Set up a new cntact Create a new task All yu have t d is right-click n the Outlk icn in yur tlbar and a Task menu windw will pen. This is called the Outlk "jumplist." Then, muse ver and select the ptin that yu wuld like t cmplete. Outlk will nt pen. Only the part f the Outlk interface yu selected will display (a new blank message, appintment windw, cntact screen r task frm). Yu can perfrm the wrk yu need t -- withut engaging the whle Outlk prgram! NOTE: Of curse if yu need t reply t a message, update a current cntact r mdify an existing appintment, yu will need t pen Outlk. The jumplist is fr NEW s, tasks, cntacts r appintments. Add Outlk t Yur Tlbar Dn't have Outlk in yur tlbar at the bttm f yur screen? Yu can add it in a few different ways. If the Outlk icn is n yur desktp, right-click n it and select "Pin t Taskbar." Additinally, yu can g t the lwer left Windws icn (Start menu) and if the Outlk icn is displayed, right-click n it and chse "Pin t Taskbar." Tips, Tls and Techniques fr Managing Yur Outlk 4

5 Or, yu can use the Prgrams menu. G t the lwer left Windws icn and click n All Prgrams, and select Micrsft Office and then right-click n Outlk 2010 and chse "Pin t Taskbar." TIP: If yu have Windws 7 and Outlk 2007 yu may get a few f the jumplist ptins, but nt all. Viewing Panes Outlk gives yu ptins in viewing yur screen s that yu can wrk mre efficiently. Since yu prbably spend a gd prtin f yur day in the view, take a few minutes t custmize it fr yur use. In the ribbn s View tab, there is a sectin called Layut. There are several ptins fr viewing yur screen. Navigatin Pane - this view shws the hierarchy f all yur mail flders n the left side f yur screen. Yu have three views t chse frm: nrmal, minimized, r ff (nt recmmended). Mst peple use the nrmal view. In minimized, the flders are reduced t a very small part f the screen, in a vertical view. Under Optins, yu can chse what shrtcuts shw in the bttm left f yur screen. Fr instance, if yu dn t use the Jurnal functin in Outlk, yu can uncheck that bx s the shrtcut is nt displayed. Reading Pane - this ptin allws yu t preview yur t either the right r at the bttm, f yur list -- r t turn the preview ff. Other ptins include the ability t mark items as "read" when they appear in the reading pane. T D Bar - this ptin cntrls the right side f yur screen where yu have the ability t display 1) yur calendar, 2) tasks and 3) appintments. Yu can turn any f these ptins n r ff by checking/unchecking next t the name f each. Peple Pane - when this is turned n, it displays previus s frm the sender yu're viewing in the preview pane. This lets yu see the full thread f a cnversatin in . Yu can display this as nrmal (will shw a list f messages), minimized (just shws the sender), r ff. Under "Accunt Settings", yu can take it ne step further and cnnect with scial netwrks. Tips, Tls and Techniques fr Managing Yur Outlk 5

6 Custmizing the Quick Access Tlbar The Quick Access Tlbar is that series f tiny icns in the tp left f yur Outlk screen. They appear n matter what tab yu are in n yur screen s it s handy t have what in this tlbar. By default, yu ll prbably see the Send/Receive and Save As icns in the list. Hwever, t make yur tlbar mre custm t yur use, yu can add cmmands that yu use mst ften. Fr example, yu may want t add the Print r frward. Or, click dwn arrw and ne f the chices is the Others ptin where yu ll see a list f ther cmmands yu can add. We like t use Create Meeting, s the example belw shws these cmmands added. Default Setting: New Cmmands Added: Schedule Yur Incming Did yu knw that yu can set hw frequently gets delivered t yur inbx? It is nt uncmmn t have ppped every minute r s. This causes frequent interruptins. If yu wuld like t have yur arrive less frequently, here s what yu can d: On the Outlk tl bar, g t the Send/Receive Tab In the Send & Receive sectin, click n the dwnward arrw beside Send/Receive Grups and select Define Send/Receive Grups Current Outlk Accunt will autmatically be selected and highlighted. Under the sectin called Settings fr All Accunt, check Include this grup n send/receive (F9) Schedule an autmatic send/receive every minutes. Click Clse > OK NOTE: Yu may ver-ride this ptin at any time, particularly if yu are expecting an . T d s, click n the Send/Receive cmmand at the tp f yur screen. Tips, Tls and Techniques fr Managing Yur Outlk 6

7 Turn Off Ntificatin T turn ff the little Outlk ntificatin that appears in the lwer right hand crner f yur screen r any f the audi ntificatins that yu receive, fllw these steps. On the Outlk tl bar, g t File > Optins. Click the Mail buttn. In the Message arrival sectin, uncheck all the items under When a new arrives in my Inbx. THE TOOLS: Creating Flders T help manage , yu can create flders fr specific prjects r cntacts. With Outlk pen, select File > Flder > New Flder Name the Flder Chse where yu want the flder placed by clicking the main flder grup (example: Inbx). Click OK when cmplete. OR right-click n an existing flder and chse New > enter the name and click OK. The new flder will be a sub-flder f the riginal. Setting Retentin Guidelines in Outlk Flders Yu can use the AutArchive functin in Outlk t help manage yur by autmatically backing up r deleting ld items. Highlight the flder that yu wuld like t apply AutArchive settings Right-click and select Prperties On the AutArchive Tab select Archive this flder using these settings Determine hw ften yu wuld like the items in the flder t be autmatically archived (yu can chse by days, weeks r mnths) Then designate where the items in the flder will be mved t (the default lcatin is: C:\Dcuments and Settings\Owner\Lcal Settings\Applicatin Data\Micrsft\Outlk\archive.pst) OR yu can select t Permanently delete ld items Click Apply and OK Tips, Tls and Techniques fr Managing Yur Outlk 7

8 Deleting Multiple s T save time, yu may want t delete multiple s all at nce. Entire Grup: Click n the first yu wuld like t delete > hld the Shift key dwn and then click n the last . All in between as well as the first and last will be highlighted. Nw click Delete. Select Click n the first yu wuld like t delete > hld the Cntrl key dwn and then selectively click n the individual s t delete. They will all be highlighted. When all are selected, click Delete. Empty Deleted When yu delete an it is nt permanently deleted frm yur Inbx, it just ges int a deleted file flder. These files can be large; especially thse with attachments, s emptying this flder autmatically can nt nly free up space, but save yu extra, unneeded steps later. G t File > Optins G t the Advanced tab. Under Outlk Start and Exit, select the Empty the Deleted Items flder upn exiting. Click Apply > OK. Srt Yur Inbx by Frm Name, Subject r Date One way t find messages quickly is t srt yur Inbx by the different clumn headings. The default is typically set s that yur messages are displayed with the mst current at the tp. Hwever, yu may want t find ALL messages frm a particular sender and view them all tgether. T d this yu can click in the tlbar where it says Frm. The messages will then be srted by the Sender s name. Anther way t find a string f messages that have the same subject is t srt by the Subject. Again, just click in the Inbx bar where it says Subject. Tips, Tls and Techniques fr Managing Yur Outlk 8

9 T return yur search t the date yu Received the message, simply click in the bar where it says Received. By clicking this area again, yu can tggle between yur messages listed frm ldest r newest r newest t ldest. Find Yur Unread Messages Quickly Many times we chse nt t pen right away. We leave the message unpened s the blded can be prcessed at a later date. Often times, despite ur best intentins, the amunt f unread messages gets larger and larger and sn these messages rll deeper and deeper int the Inbx. It is helpful that in the Mail Navigatin pane in Outlk, it tells yu hw many unread messages yu have, but sifting thrugh t find the unread messages can take a while. Here s a simple trick that will make the jb much easier. Yu can quickly filter yur messages and display nly thse that are still unread. On the left-hand side f yur Navigatin Pane are yur flders. Select the Unread Mail flder (usually a subflder f Search Flder). This will pull all unread frm where ever they reside the inbx r specific flders. Use the Shrtcut F12 in Outlk t Save Yur Nte t My Dcuments Have yu ever wanted t save an message like a dcument? Maybe the message has cntent yu may need in the future and yu want t make sure yu save it in a specific flder. Yur Inbx and sub-flders are suppsed t be temprary husing fr crrespndence. Saving cntent-rich t a Windws flder in My Dcuments can help t keep all yur related files in ne place. T use this shrt cut: 1. With Outlk pen, highlight the message yu want t save in the Inbx windw and press the F12 key. Or, press F12 with the message pen n yur desktp. Tips, Tls and Techniques fr Managing Yur Outlk 9

10 2. The Save As windw will pen. 3. Navigate t the file flder where yu wuld like t save the message. 4. The file name will autmatically be the Subject f the . Change the name if apprpriate. 5. Chse the file type yu wuld like t save the message as. Text Only is just that, saved in a.txt file withut any graphics r frmatting. Outlk Message Frmat will save the message as it riginally appears in Outlk frmat. If there are attachments they will als be saved with the message. HTML will save it in a web frm, but will nt save the attachment. Nte: The shrtcut key F12 als wrks as Save As in Wrd, Excel and PwerPint. Hw t Dump the Junk Tips t Significantly Reduce Spam Add t Blcked Senders List D yu regularly receive frm a sender that yu dn t want? Yu can easily add the address t the blcked sender list s messages will n lnger enter yur Inbx. In the Inbx, right-click n the yu wuld like t blck. Chse Junk > Add Sender t Blcked Senders List Delete the . Internatinal Junk Dmain List Junk frm surces utside the US is n the rise. T reduce the amunt f unwanted frm specific cuntries, use the Internatinal ptin (this is nt available in all Outlk versins). Tips, Tls and Techniques fr Managing Yur Outlk 10

11 On the Hme tab, in the Delete grup, click Junk and then click Junk Optins. On the Internatinal tab, click Blck Tp-Level Dmain List buttn. Select ne r mre f the cuntries r regins t add t the blcked dmain list. Click OK when cmplete. Internatinal Junk Encding Different languages have encding based n the character set. Yu can blck messages with a certain encding (language). On the Hme tab, in the Delete grup, click Junk and then click Junk Optins. On the Internatinal tab, click the Blcked Encding List buttn. Select ne r mre encdings t add t the blcked encding list. Click OK when cmplete. THE TECHNIQUES: Add Cntact Infrmatin frm an When yu get an and want t add the sender t yur address bk: Open the message. Right-click n the sender s address in the Frm: field Select Add t Outlk Cntacts. This pens a new dialg bx with the persn s name and autmatically inserted fr yu. NOTE: Yu may have t adjust the name a bit depending n hw the sender has set up his display name. Fr example, his name may appear as Thmas Jnes. Yu can change his first name t Tm if that is hw yu refer t him. If yu just need the name and address, click Save and Clse. Or, if yu d like t keep mre than the basic infrmatin, yu can enter it nw -- r at a later time. Subject Line Shrtcuts Using shrtcuts can save the recipient f yur valuable time. Use these tw shrtcuts in the Subject Line fr quick respnses and directin. Tips, Tls and Techniques fr Managing Yur Outlk 11

12 (em) end f message Example: Subject: Staff meeting at 10 am tday (em) (nrn) n reply necessary Example: Subject: Yur status reprt is due by 4pm (nrn) Add Cmments t Replies and Frwarded s Easily and with Distinctin It can be much mre effective when replying t messages t answer questins, respnd t suggestins, r prvide specific answers if yu reply right in the text f the sender s . Yu culd change the fnt and clr manually s yur respnses will pp ut t the persn t whm yu are sending the , r yu can use the Outlk functin that gives yu the ability t autmatically reply within the text and it will frmat yur cmments fr yu. T mark yur cmments autmatically with yur name (r any text yu chse) in all future messages: Open Outlk G t File > Optins Click n the Mail buttn In the Replies and Frwards sectin, check the Preface cmments with bx Add the name r initials yu wuld like t shw in replies and frwards Tips, Tls and Techniques fr Managing Yur Outlk 12

13 Yu can even change the fnt style clr and in replies: G t File > Optins Click n the Mail buttn again and in the Cmpse messages sectin, click n the Statinery and Fnts buttn. Under Replying r frwarding messages click the Fnt buttn t change the style/clr (yu can als set the mark cmments chice frm here.) Creating a Calendar Item r Task frm an Autmatically When yu need t create a Calendar item r Task based n the cntent in an that yu received, yu dn t have t start frm scratch. Yu can create an appintment r task right frm the . Click n the yu want t make int a task r appintment (dn t pen it). With yur muse highlighting the in yur preview windw, drag it dwn t the bttm left f the screen. Release the muse when yu are hvering ver the Calendar t create a new appintment r ver the Tasks fr a new T-D. A new windw will pen. The subject line f the will be the name. Yu can update/change this. Chse a date and time fr the task r appintment. The cntent f the will shw up in the ntes sectin f the calendar r task item fr reference. Save the task/appintment. Then yu can delete the if it is n lnger needed. Tips, Tls and Techniques fr Managing Yur Outlk 13

14 Easily Organize s that Yu Receive and Send Saving Attachments D yu ever receive with ne r multiple attachments? When yu save an message because it has an attachment that yu need (r might need), yu are taking up significant amunts f strage space. The slutin? Dwnlad the attachment and stre it in the apprpriate file. If yu receive multiple attachments, it takes time t save each individually. Here is a quick way t save ne r multiple attachments withut pening them. T Save One Attachment: Frm either the preview pane f yur , r after pening the , Right Click n the attachment An ptin bx will pen, click n Save as The Save Attachment wizard will pen In the Save in: bx, navigate t the flder that yu wuld like t save the attachment In the File name: bx, yu can save the file with the current name, r rename it accrding t the way that yu will remember it Click Save T Save Multiple Attachments All at Once: Open the In the Tlbar, g t File > Save Attachments The Save All Attachments windw will pen All attachments will be highlighted t save. If yu dn t want t save all f them, yu can click n nly the attachments yu want t save (hld dwn the Ctrl key and click each attachment yu wuld like t save) Click OK In the Save in: bx, navigate t the flder that yu wuld like t save the attachments in. Yu will nt have the pprtunity t change the names f any f the files. Click OK t save the files all t the same flder. Tips, Tls and Techniques fr Managing Yur Outlk 14

15 Change/Edit the Subject Line When Yu Save an Message Have yu ever received an and the subject line that is vague r even nnexistent? Maybe it says smething like: Urgent Infrmatin, r Let s chat smetime. If yu need t save the and file it in a flder, the subject line desn t d yu much gd when yu need t retrieve the at a later date. T change the Subject line befre yu file it, pen the , and start typing in the Subject line. Just clse the message when yu are finished and Outlk will prmpt yu t Save the changes. Nw yu can file it in the flder that yu want with a mre apprpriate Subject line. NOTE: Yu need t have the message pen t make this change; yu can t d it in the preview windw. Save Sent Messages t a Specific Flder Smetimes when yu send an , have yu ever wished yu culd save the actual message t send in the future t smene else easily? Yu culd g back and search fr it in yur Sent messages and frward the , but finding the actual message may be t time cnsuming. It may be a marketing , a seminar cnfirmatin, directins, etc that tk time t initially cmpse and frmat just right. Why waste time in duplicating yur effrts? With Outlk 2003 r later, there is a feature that lets yu determine in advance where yu want t save yur Sent nte s that yu can find it mre easily later. The desn t have t g t the Sent flder. YOU determine where want t save it. When yu create an that yu really like, yu can tuck it int a special flder in the Inbx and keep the latest versin t use time and again. Then, when yu re ready t send the same again, g t the flder, click n the message and frward it. Remember t take ut the frwarding infrmatin and it will lk exactly like an riginal. Yu d this in Message Optins a set f features that is nly available nce yu have started an nte. In Message Optins, yu can change the lcatin fr saving the Sent item. The trick is t remember t make the change befre yu send the message. Change the Sent Lcatin f Yur Cmpse the initial nte yu want t send Tips, Tls and Techniques fr Managing Yur Outlk 15

16 In the Optins tab, in the Mre Optins sectin, click the drp dwn arrw next t the Save Sent Item T sectin. Nw yu have the chice t pick a flder listed, r chse the Other flder chice and create a New flder. When yu create a New flder, it will prmpt yu t give it a name. Nw, cntinue t cmpse and send yur message as nrmal. Once the message is sent, it will be saved where yu specified instead f the Sent flder. After sending yur message, instead f being saved in the Sent flder, it will be saved in a flder where yu can easily access it in the future. Using Rules t Perfrm Tasks Autmatically Delay Sending a Message When sending , the default is set t send immediately. Hwever, yu may want t cmpse an , but chse t send it at a later time. Create yur nte. When cmplete, instead f clicking the Send buttn, click n the Optins tab at the tp. Under the Mre Optins sectin, lick n the Delay Delivery chice. A windw will pen. Under Delivery ptins, chse the Date and Time yu wuld like yur nte t be sent. After yur selectin is made, click Clse. The message will actually sit in yur Outbx until the Date and Time yu have specified. Tips, Tls and Techniques fr Managing Yur Outlk 16

17 NOTE: Yur Outlk prgram has t be turned n fr the message t send. S if yu have it clsed, the message cannt send until yu pen the prgram again, which may be after the date and time yu specified. Use the Delay Send fr ALL s Yu can actually take the tip abve and delay all utging messages if yu want. Why wuld yu d that? If yu ve ever hit Send prematurely, sent an in errr, sent t the wrng persn, sent withut an attachment, etc and then wanted t retrieve that message, but it has already left yur utbx, then yu knw what we mean! T set this up, yu create a Rule that keeps the message in yur Outbx based n the number f minutes yu set. This gives yu the ptin t g t that flder and duble-click n the message if yu need t make any changes t it. Once the time has elapsed (say ne minute if that was what yu set the delay t) the message will leave yur Outbx and be sent. T set up a Delay Send fr EVERY utging that yu send frm Outlk, set this rule up nce and it will affect all utging . G t File and click n the Manage Rules and Alerts buttn. In the Rules and Alerts windw, click n New Rule. In the next windw, scrll dwn twards the bttm and click n the ptin that says t Apply rule n messages I send. Click Next. And then Next again, Chse Yes in the windw that says This rule will be applied t every message yu send. Is that crrect? Then in the bttm f the current windw, check the ptin that says defer delivery by a number f minutes. Yu then need t cmplete Step 2 f this windw. Click n the hyperlinked wrds, a number f. And then add the amunt f minutes that yu want t defer the delivery f yur utging s. Click Ok, and then Next, and Next again. The last Rules Wizard windw will prmpt yu t name yur rule. Yu may want t chse smething like Delay Outging Messages X Minutes. In Step 2 f this windw, the Turn n this rule bx shuld already be checked. Chse Finish, then Apply. Then click the Ok buttn ne mre time t cmplete the set up. Tips, Tls and Techniques fr Managing Yur Outlk 17

18 Rules and Filters in Outlk allw yu t manage incming . Rules and Alerts help yu manage yur s in several different ways depending n hw yu custmize them t wrk fr yu. Yu can use them t: Deliver s directly t flders and by-pass yur inbx - ideal fr: Newsletters Prduct annuncements Reward prgrams Cupns and sales annuncements Mve large grups f s int a flder fr easier viewing and prcessing, such as: Prject based s Vender r prduct specific items Resurces Peple Departments Prevent spam r unwanted infrmatin frm entering yur in-bx File Incming s Frm yur Inbx A quick way t create a rule is frm a highlighted in yur inbx: Right click n the Chse Rules and select n Create Rule The Create Rule wizard will pen presenting yu with tw steps t take: 1. When I get with all f the selected cnditins: Check the cnditin r cnditins that yu wuld like t apply 2. D the fllwing: Check the cnditin r cnditins that yu wuld like t apply Mve t flder is a frequent chice. This gives yu the ability t direct incming t a specific flder. The will by-pass yur inbx, yet will land safely in a flder fr yur review at anther time. Check this bx, then click n Select Flder Yur list f flders will be displayed. Highlight the flder that yu wuld like this (and subsequent s with these cnditins) t land in and click OK. If yu d nt have an existing flder, yu may create a new ne by clicking n New The Create New Flder wizard will appear. Enter the Name f the new flder and click OK. Yu will return t the list f flders with yur new flder highlighted. Click OK. Tips, Tls and Techniques fr Managing Yur Outlk 18

19 Once yur flder has been selected yu will return t the Create Rule wizard. Click OK. The system will cnfirm that the new rule has been created. Additinally, it will ask yu if yu wuld like t Run this rule nw n messages already in the current flder (meaning the inbx). This is a great ptin! It allws yu t take all f the items (i.e. a specific newsletter) that have piled up in yur inbx and mve them all at nce int a file. Check the bx, click OK and watch the system mve all f thse s t their new flder! T create a mre detailed rule: Yu can start the same way frm an in yur inbx t create a mre detailed rule: Right click n the Chse Rules and select n Create Rule Click n Advanced Optins The Rules Wizard will appear Which cnditin(s) d yu want t check? Step 1: Select cnditins(s) Step 2: Edit the rule descriptin (click n underlined value) if there is ne that is underlined Click Next What d yu want t d with the message? Step 1: Select actin(s) i.e., mve it t a specified flder Step 2: Edit the rule descriptin (click an underlined value) i.e. the specified flder Rules and Alerts Wizard will pen displaying flders. Lcate the specific flder that yu wuld like t direct s t. Highlight the flder and click OK Click Next Are there any exceptins? If yu need t create a new flder, click n New Create New Flder wizard will appear: Enter name f file Click OK Step 1: Select exceptin(s) (if necessary) Step 2: Edit the rule descriptin (click n underlined value) Click Next Final Rule Set up Step 1: Specify a name fr this rule i.e., Organizing Newsletter Tips, Tls and Techniques fr Managing Yur Outlk 19

20 Click Finish Step 2: Setup rule ptins there are tw chices, yu may pick ne r bth: Run this rule nw n messages already in inbx. (This is a great way t quickly mve s ut f yur inbx. See nte in previus sectin.) Turn n this rule. This is autmatically checked fr yu. Create Alerts t Ntify Yu f a Respnse There are times when yu send an and want t be instantly ntified when the respnse t yur is received in yur Inbx. Fr example, yu want t invite a clleague t a lastminute lunch. Yu can use ne f the Outlk Alert tls t play a sund when the arrives. T create a new alert regarding a specific utging message yu are sending. With Outlk pen, create a New message Once yu have cmpsed the message including the address, subject and text f the message, g ahead and send the message. Then g t yur Sent Items flder and highlight the sent . Right click n it and chse Rules > Create Rule windw will pen. Here yu can chse the Cnditins f the message (Either wh the message is Frm r the cntents f the Subject line) Next, select the Actin yu wuld like t take. In the example belw we chse t play a sund when the message arrives. Click OK and then Send the message. Delete Sent Each and every yu send is saved in the Sent Flder. Yu can imagine, ver time, this flder verflws with unneeded files clgging up yur hard drive and slwing dwn yur cmputer. Outlks allw yu t archive and delete yur Sent autmatically. Highlight the Sent Items flder the right-click and chse Prperties. Chse the AutArchive tab. Tips, Tls and Techniques fr Managing Yur Outlk 20

21 Select Archive this flder using these settings. Chse hw lng yu wuld like t keep sent items (days, weeks r mnths) Yu can chse t divert ld items t anther flder r permanently delete the messages. When cmplete click Apply > OK. Frward Infrmatin If yu regularly frward certain n a regular basis, yu can set up a rule fr this. Fr instance, maybe yu want bank alerts frwarded t yur bkkeeper, r new newsletter signups t be sent t yur assistant t add t yur database. T set up this rule, right-click n the incming message that yu want t set up t autmatically frward. Select Rules, then Create Rule Click n either if yu want it frm a sender r if the subject cntains Chse the Advanced ptins buttn Click Next t advance t the 2 nd screen Check the frward t peple r public grup ptin In Step 2, click n the peple r public grup hyperlink Chse smene in yur cntact list, highlight their name and click the T buttn t add them t the list (yu can chse ne r several recipients) Click Next, then Next again Name yur rule s that yu can identify it in the future. There shuld be a checkmark in the Turn n this Rule bx. And click Finish t cmplete the prcess. Print an There may be s that yu always need t print when yu receive them. Maybe it s a reprt frm yur bss, r an itinerary frm yur travel agent. Yu can set a rule t autmatically print any s autmatically when yu receive them. T set up this rule, right-click n the incming message that yu want t set up t autmatically print. Select Rules, then Create Rule Tips, Tls and Techniques fr Managing Yur Outlk 21

22 Click n either if yu want it frm a sender r if the subject cntains Chse the Advanced ptins buttn Click Next t advance t the 2 nd screen In Step 1 check the print it ptin Click Next, then Next again Name yur rule s that yu can recgnize it in the future. There shuld be a checkmark in the Turn n this Rule bx. And click Finish t cmplete the prcess. Reduce Spam Undubtedly yu receive spam . There are great spam blcking tls ut there, but peridically unwanted s get thrugh. Yu can set up rules t help blck and reduce these. There are a few ways t set up rules fr spam. First, if yu ntice s cming thrugh with trigger wrds like Viagra, Gucci r Rlex watches, yu can set up a rule t blck s that cntain these types f wrds. On the Hme tab, in the Mve sectin, click n the Rules buttn and select Create a Rule In the Create Rule windw, g directly t the Advanced ptins buttn Check the bx that says with specific wrds in the bdy In Step 2 click n the specific wrds hyperlink In the windw that pens yu can add ne, r several different wrds t this rule. Click Next t advance t the 2 nd screen In Step 1 check the delete it ptin Click Next and enter any exceptins if there are any (like if the is frm a specific persn) Click Next again Name yur rule s that yu can recgnize it in the future. There shuld be a checkmark in the Turn n this Rule bx. And click Finish t cmplete the prcess. Cleaning Up Cnversatins A new feature in Outlk 2010 is the Cnversatin Clean Up tl. It will delete messages frm a cnversatin while preserving all f the infrmatin. Outlk is smart it can check whether a Tips, Tls and Techniques fr Managing Yur Outlk 22

23 later message cntains the text f an earlier message and then it deletes the earlier messages (which have the repetitive text). Fr example, yu may be ing back and frth with a clleague, replying t a message that was sent. Outlk can see that the series f messages cntain the same text, s it will delete the lder versins. T apply this t yur Inbx, first g t the View tab and click the bx next t Shw as Cnversatins. T clean up the cnversatin, right click n the message and chse the Clean up Cnversatin ptin. Ignring a Cnversatin Have yu ever been part f an back-and-frth cnversatin with several peple and yu really dn t need t be part f that cnversatin? Yu waste time deleting message after message in yur Inbx. If yu n lnger want t see these messages fill up yur Inbx, yu can use the Ignre a Cnversatin ptin. This will mve the incming s, and whle cnversatins autmatically t yur Deleted Items flder. T apply this t an , highlight it, right-click and chse Ignre. Find What Yu Need with Instant Search Have yu ever needed t find a message, cntact r task quickly? The Instant Search functin helps yu find what yu need quickly. N matter if yu are viewing , Calendar, Tasks r Cntacts in the upper right crner f the windw is a Search windw. Start by putting yur cursr n the flder that yu want t search, type a few wrds and press Enter. Yur results will be displayed. Tips, Tls and Techniques fr Managing Yur Outlk 23

24 If yu dn t find what yu re lking fr, an ptin called Try searching again in all mail items (r calendar items, r task items, etc ) will appear. If yu click that ptin it will search All items instead f just the flder yu selected. Advanced Search Have yu tried the Instant Search and nt fund what yu re lking fr? Yu may want t try Outlk s Advanced Search. Start by putting yur muse inside the search bx at the tp and a new tab will appear called Search Tls. Click the Search Tls buttn in the ribbn (it is the secnd frm the right) and chse Advanced Find. A windw will pen that will give yu mre specific chices in narrwing dwn yur search t find what yu need. Share Yur Calendar with Others in an Have yu ever needed t crdinate a meeting with smene and yu keep ging back and frth? Well, Outlk has a quick way t share yur calendar s that yu can cmmunicate yur availability easily and the recipient desn t even have t have Outlk t view it! Wrried abut the privacy f yur existing appintments and T-D s, well, yu dn t need t as there are disclsure ptins. Chse t shw: Yur availability nly s that yu can keep yur calendar private. Just Free, Busy, Tentative r Out f Office will be displayed. Yur availability, alng with the subject f yur appintment (e.g. Finance Meeting) s that yu can share sme infrmatin with a clleague r team member but nt the explanatin. Yur availability including the full details f yur calendar items s that yu can share all infrmatin with the peple wh need yur cmplete schedule (yur bss, assistant, etc ). In Outlk 2010 r 2007, pen a new message. Tips, Tls and Techniques fr Managing Yur Outlk 24

25 On the Insert tab, click the Calendar ptin. If yu have mre than ne calendar, use the first drp-dwn windw t select the crrect ne. Under Date Range yu can select frm several ptins: Tday Tmrrw Next 7 Days Next 30 days Whle Calendar Specify Dates where yu can pick yur wn range f days Select the level f detail Availability nly, Limited details r Full details Click Ok. If yu select Availability nly, there is a check-bx ptin t Shw time within my wrking hurs nly. This ptin makes sense t use. If yu select Limited details, chse t shw the Advanced ptins and there will be a chice t Include details f items marked private r nt. And if yu select Full details, under Advanced ptins, yu can als chse t include attachments with the calendar. Outlk will then include a visual f yur calendar inside the shwing the amunt f details that yu have chsen. Yu can type additinal text t yur recipient abve r belw yur calendar. There will als be an.ics attachement (universal calendar file) s that yur recipient can view yur availability this alternate way. Tips, Tls and Techniques fr Managing Yur Outlk 25

26 Use Outlk t Autmate Yur Wrk Using Signatures If yu have multiple accunts set up in Outlk, r mre than ne type f signature, then yu can use the Signatures feature t pre-set up these blcks f text. Fr instance, when yu send an t ne f yur clients using yur wrk address, yur signature blck cntains items like yur name, phne number, title, etc. But if yu are sending an frm a different address (yu may be president f the Parent Teacher Organizatin), yu will want t cnvey different cntact infrmatin in yur signature blck. T set up multiple signatures, pen a New message On the Message tab, in the Include sectin, click n the dwn arrw under Signature and select Signatures. T create a different signature, click n the New buttn. Yu will be prmpted t type in a Name fr this signature s that yu can identify it like Wrk, Hme, PTO, etc Once yu have created the Name, the Edit signature bx at the bttm gives yu an empty bx t create yur signature blck. Type in the cntact inf fr this particular signature and make the adjustments yu want -- such as the fnt size, type, clr. Befre clicking OK, in the upper right sectin, use the drp-dwn menu t select the accunt yu wuld like t assign this signature t. Decide if yu want t have the signature display when yu send New messages (f curse) and when yu Reply / Frward s -- by selecting these ptins with the drp-dwn bx. Tips, Tls and Techniques fr Managing Yur Outlk 26

27 When yu have set up yur signature and default ptins the way yu wuld like, click the OK buttn at the bttm. Use Quick Parts as a Template fr Frequently Used Text D yu ever send s with similar cntent n a regular basis? Yu may send weekly team meeting reminders, accunting inf r updated prduct sales reprts fr example. If nly a small part f the infrmatin changes each time, yu can save time by creating an template r Quick Part s that yu have mst f the wrk dne fr yu ahead f time. In Outlk 2010, Quick Parts are just that all, r pieces f an message that yu use regularly. They can cntain text, images, tables, etc mst anything yu can put in a nrmal . T create a Quick Part t use later: Create a New message Enter the cntent in the that yu want t save as a Quick Part. Nw select (highlight) the cntent that yu want t be saved as a Quick Part. G t the Insert tab and chse Quick Parts, then Save Selectin t Quick Part Gallery. Name the Quick Part s that yu can identify it later. Yu can even add new categries and prvide a descriptin. Click OK. Tips, Tls and Techniques fr Managing Yur Outlk 27

28 T use the Quick Part in an , create a new , after adding the cntact and subject line, put yur cursr in the text area and g t the Insert tab and chse Quick Parts. Select the template that yu created. Autmate Cmmn r Repetitive Tasks with Quick Steps Save even mre time by using Outlk s Quick Steps. This cheat sheet f repetitive steps is in the Hme tab, frnt and center. It gives yu the ability t d many things with a message at the click f a buttn: Mve an t a flder Reply and then delete an Flag items fr fllw-up Mark tasks assciated with the message as dne Create a meeting r an appintment time And many mre ptins T use an existing Quick Step, highlight the message in yur Inbx that yu are applying it t, and then click ne f the pre-determined Quick Steps in the windw. T create a new Quick Step, click the Create New in the Quick Step windw. Name yur custm step and chse the actin that yu want t happen when yu click that ptin n new messages received. In the example t the right, we want t autmatically file the message in a flder s we chse the Mve t Flder ptin and the drp dwn menu let us chse the flder frm ur list. Yu can create ne r several actins fr the same Quick Step. Yu culd create a step t mve it t a flder, reply t it, add a fllw-up flag and create a task all in ne step! Tips, Tls and Techniques fr Managing Yur Outlk 28

29 THE TECHNICAL STUFF Checking the Size f Yur Mailbx Part f managing yur is t nt let the amunt f mail in yur inbx get ut f cntrl. Yu can take a quick peek at hw much space yu are using in yur Inbx at any given time. With Outlk pen, highlight yur Inbx and rightclick n it. Chse Prperties. On the General Tab, click n the Flder size buttn. It will shw yu the size f yur flder with and withut subflders. Understanding the Difference between Persnal Flders Backup, Exprting and Archiving Nte: This prcess is applicable t versins: Micrsft Office Outlk 2003, 2002 and T check and see what versin yu currently are using: Open Outlk, g t Help > Abut Micrsft Office. Yur versin will be indicated at the tp f the windw. It is imprtant t first understand that there are three ways t back up yur Outlk messages, cntacts, appintments, tasks, ntes, and jurnal entries: The Persnal Flders Backup tl, Exprting, and Archiving. Backing up and archiving are tw wrds that are ften used interchangeably, but they have tw different functins. 1. The Persnal Flders Backup tl is used t COPY yur entire.pst file r files t yur hard disk r t a netwrk server r ther external lcatin. 2. Exprting is used t create a COPY f a file cntaining Outlk infrmatin, but still keep the riginal data in yur flders. The dwnside is that yu can nly exprt ne flder at a time, which leads t a very lng and tedius means f backing up yur flders. Tips, Tls and Techniques fr Managing Yur Outlk 29

30 3. Archiving is used t MOVE the items that yu want t back up ut f yur flders. This is typically set up as an autmatic feature that is set t mve ld items t a different place in yur hard disk, nt a means f backing up all f yur files. Abut Persnal Flders files (.pst) Unless yu are using a Micrsft Exchange Server accunt r an HTTP accunt, such as Yah, MSN r Htmail, all f yur Outlk data is stred in a Persnal Flders file (.pst). Hwever, if yu pull dwn yur int Outlk, even when yu have a Micrsft Exchange Server r Htmail accunt, yu can back up data t a.pst file, which is stred lcally n yur cmputer rather than n the server. Each.pst file cntains all f yur Outlk flders, including the Inbx, Calendar, and Cntacts. Yu can have a single.pst file (usually called Persnal Flders in yur Flder List), and als have an additinal.pst file that yu use fr archiving. Using the Persnal Flders Backup tl, yu can back up any r all f these.pst files. The Persnal Flders Backup tl nly backs up.pst files. If yu have an Exchange Server yur server mailbx flders shuld be backed up regularly by yur Exchange Server administratr. The Persnal Flders Backup Tl The tl prvides a quick and easy way t back up the Outlk infrmatin f yur chice t yur hard disk r netwrk server. After yu cmplete a backup yu can cpy these duplicates f yur Outlk data t a remvable media such as a CD, DVD r remvable flash drive. The backup files are exact cpies f the riginal files and are saved in the same file frmat. Yu can als set up peridic reminders t back up yur files at yur chsen interval. Dwnlad PST Backup tl T use the Persnal Flders Backup tl, yu must first dwnlad it frm Micrsft. This is a free service, but validatin f yur sftware is required. NOTE: If yu have Outlk 2010, after dwnlading the tl, yu have t enable it t wrk with this versin. Fllw these instructins: 1. Clse Outlk. 2. Click here t g t the Micrsft Office Online site (r paste this link in yur brwser: B8AF-5A6322F4FD01&displaylang=en ) Tips, Tls and Techniques fr Managing Yur Outlk 30

31 3. Find the prmpt t the Cntinue buttn and fllw the instructins in the dialg bxes t dwnlad the Outlk Persnal Flders Backup tl. 4. T start the setup prgram, find the file named Pfbackup.exe n yur hard disk where yu chse t save it, and then duble-click n it. When prmpted, chse Run. 5. Fllw the instructins n the screen t cmplete the installatin. 6. Start Outlk. Backing Up Yur Outlk Files The Persnal Flders file (.pst) that yu want t back up must be pen. If the file is visible in Flder List, it is pen. Tip: Befre yu begin the backup prcess, yu might want t check the size f yur.pst file. If yu have multiple flders in yur.pst file, yu must select the tp-level flder t determine the ttal file size fr all the flders. On the File menu, click Backup. 1. Click Optins. 2. In the Backup these persnal flders files list, select the check bx fr each item yu want t back up. 3. In File Lcatin, the default file name and lcatin where the.pst file is saved is shwn in the File lcatin bx. Change the.pst file name shwn. Or, t select a different flder, click Brwse, navigate t the lcatin yu want, and then click Open. Yu may want t create a flder named PST Backup. 4. T have Micrsft Outlk autmatically remind yu t make a backup cpy f this file, select the Remind me t backup every x days check bx, and then type the number f days between 1 and Click OK. 6. Click Save Backup. Imprtant: The items selected will nt be backed up until yu quit Outlk. 7. The file lcatin is where yur data will be cpied t. Yur riginal data will nt be mved and changed. Once a backup is cmplete, yu can use Windws Explrer t g t this lcatin and see the backup file r cpy it t remvable media such as a CD, DVD, prtable hard drive, r prtable memry device. Tips, Tls and Techniques fr Managing Yur Outlk 31

32 Disk Defrag On the Start Menu, g t All Prgrams > Accessries > System Tls > Disk Defragmenter. In the Disk Defragmenter windw, statistics f yur hard drive s space will be displayed: the hard drive capacity, free space and percentage f free space. Yu need at least 15% free space t be able t run a disk defrag (if yu have less than 15% yu will need t delete sme large files r unused prgrams). Click the Analyze buttn t get a picture f the status f yur fragmented files. This tl will give yu a visual reprt f hw yur disk space is used: Fragmented files files that are stred in pieces in different sectins f the disk. Cntiguus files files that are stred all tgether in ne chunk. Unmvable files system files that are nt mvable in this prcess. Free space unused sectins f disk space. After viewing the Defrag Analysis, click the Defragment buttn t begin the peratin. This prcess can take a while and it is recmmended that yu d nt use yur cmputer during this peratin. Fr mre infrmatin n imprving yur rganizatin and prductivity visit r call Tips, Tls and Techniques fr Managing Yur Outlk 32