Saturday, September 13, 2008

Outlook Time Saving Tips

I have had many people ask me what tips I learned from the Outlook mini-seminar I took. Some of them follow. Not sure this is the easier to follow but here you go:

Re Outlook Menus: With the standard installation of Outlook it shows just a portion of the menu when you click on it. To change this so you see the full menu, just click on:

  • Tools
  • Customize
  • Options
  • Always show full menus
  • Close

Let Outlook do the typing for you; for example, I type "107" and the system automatically types out our full office address.

  • Tools
  • Options
  • Spelling
  • AutoCorrect Options
  • Options
  • Replace: (type in the abbreviation of the word you want to be typed out in full; for example, 107)
  • With: (type in the full word or words; for example, 107 Woodlawn Rd W, Guelph ON N1H 1B4)
  • OK, OK

Change the colour of incoming emails; for example, any email that I receive from my assistant appears in green.

  • Tools
  • Organize
  • Using Colors
  • Color messages (fill this in and choose the color)
  • Turn on
  • Close

Are you in a hurry to see a map of an address in your Outlook Contacts?

  • Open the specific Contact
  • Click on the yellow diamond shaped icon with the black curved arrow in the menu bar and it will automatically show you a map of the location. You can also get driving directions.

To quickly add a name and email address of someone who just emailed you:

  • From "Inbox" just drag the person name’s from the "From" column to your "Contacts" folder
  • Save and Close

To show statutory holidays in your Outlook Calendar:

  • Tools
  • Options
  • Calendar Options
  • Add Holidays
  • Click on the country
  • Ok, Ok, Ok

In addition to tips on how to use Outlook, we need to use good email etiquette:

· Only use "Reply to All" when everyone in the originating email needs to know the information.

· Know when to pick up the phone and call the person instead of continuing a long trail of emails.

· Only use "Cc" when absolutely necessary. It is frustrating to receive emails that you don't need to read.

1 Comments:

At 9:19 AM, Anonymous Nickolas said...

Also a search tool for outlook like Lookeen can save you a lot of time!

 

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