January 14, 2011 |

Working Smart with Microsoft Outlook Contacts

Your Contacts in Outlook contain two different types of items:

  • People outside your organisation
  • Your Contact Groups or Distribution Lists for people inside your organisation.

When you are viewing your Contacts, you can create an email to a Contact or Group by pointing at the appropriate name and dragging it over the Mail button in the Navigation Pane.  When you let go of the mouse button you are placed in a new email message and the individual or your Group’s name appears in the To field.You can use the same steps, but drop the Group name on the Calendar tab, and you will start a new Meeting Invitation.  All you need to do now is select the correct date and time, and complete the Invitation.You can also select a number of individuals in your Contacts in one step and create an email to these individuals.  The steps to do this are:

  • If the names are consecutive, click on the first one, hold down the Shift key and click on the last one
  • If the names are not consecutive, click on the first one, hold down the Ctrl key, keep it down, and click on all the names you need.

Now you release the Ctrl key, point at one of the selected names and drag and drop onto the Mail tab in the Navigation pane.  You will be placed in a new email addressed to all the people you have selected.A very strong suggestion for the use of Contacts.  They usually contain people’s personal address information.  It is your responsibility to protect the privacy of anyone you have in your Contacts folder.  Therefore, if you are addressing to a number of people it is sensible to place the addresses in the BCC field to ensure you are protecting their privacy. If you have used the steps above to highlight a number of names, cut them from the To field and paste them in the BCC field.

January 10, 2011 |

Calendar and Mail Windows

If your work day means you are constantly in Outlook switching between, say, Inbox and Calendar, there is another way to do this.

  1. Let’s say you have the Inbox open, right click on the Calendar button on the left, in the Navigation Pane.
  2. Select “Open In New Window”.
  3. The calendar opens in a completely separate window which can be maximised, and you can now switch between both by using the buttons on the Task Bar at the bottom of the screen or by using Alt + Tab.

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April 27, 2010 |

Check Only Your Spelling in Outlook

This comes courtesy of the WorldStart newsletter:Check Only My SpellingWhen you use MS Outlook 2007 to either forward or reply to a message are you ever astounded at the number of error the Spell Check finds … and most of them aren’t even yours!I mean, it’s going through and checking absolutely everything, which means that you’re busy trying to correct the mistakes of others.Now, maybe you don’t mind the all extra work but maybe you do …So, you’ve got to wonder if there’s any way to tell Outlook to stop checking everyone else’s work and stick to just yours.If that’s a sentiment you can definitely relate to then you’re in the right place.We’re going to start in the Tools menu with the Options choice.In the Options dialog box we need the Spelling tab.Uncheck the “Ignore original message text in reply or forward” option and click OK.Thank you WorldStart!

December 6, 2009 |

Dealing with Email

I always struggle with my email inbox and have to admit I am a hoarder of emails and have heaps of folders.  A suggestion in the New York Times – really quite simple too – was just set up a folder and call it archive and then stick everything you don’t want to get rid of but don’t really need to have sitting in your Inbox, into that folder and try to work with an Inbox that is current.  It isn’t rocket science, but it is a good idea.Here’s an except from Farhad Majoo’s article and the full link follows below:CLEAR OUT YOUR IN-BOX Set aside an hour or two to respond to every important message that has dogged you in the last couple months (anything older than that is too ancient to bother with). Next, move everything else into a new folder called Archive — this will be your storehouse of old mail.Your in-box should now be empty. Think of this as its optimal state — your goal, from now on, will be to keep this space as pristine as possible, either empty or nearly so. To realize that goal, live by this precept: Whenever you receive a new message, do something with it. Don’t read your e-mail and then just let it sit there — that’s a recipe for chaos.Full article: An Empty In-Box, or With Just a Few E-Mail Messages?