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Outlook Tips MS Outlook 2000: Technology Quick Tips #44 - 59
44. Colour Coded Ever miss an important message because it got lost between unimportant messages? Why not set Outlook to display messages from certain people in a colour that gets them noticed? Here's how: - Select a message from the person (like your boss) - Click the Organize button - Select Using Colors - Select the color you want - Click Apply Color.
Would you like to create your own stationery? Outlook lets you create your own from scratch or customize any of the existing designs. Here's how: - Choose Tools, Options - Click the Mail Format tab - Click Stationery Picker, then click New - Enter a name for your new stationery - Select Start With A Blank Stationery - Click Next - Choose the font and background you want - Click OK twice. Your new stationery will now be included in the Use This Stationery By Default box. To use it, select it and click OK. ~~~~~
Sometimes it's handy to look over your calendar and remind yourself of upcoming yearly events such as Mother's Day, Father's Day, your anniversary, or your best friend's birthday (oops, that was last month?). If you remember to enter important birthday and anniversary dates in your Outlook Calendar, you can call up a quick rundown any time by choosing View, Current View, Annual Events. Annual Events shows the list of items that last at least an entire day and return at the same time each year. If you want to separate your list of birthdays from the 14 annual general meetings and conferences you also listed as annual events, you can further filter the list by following these steps: 1. In the Annual Events view, choose View, Current View, Customize Current View. 2. In the View Summary dialog box, click the Filter button. 3. On the Appointments and Meetings tab, type birthday in the Search for the Word(s) text box. 4. Click the Advanced tab. 5. In the Define More Criteria section, click the Field button. 6. Choose All Appointment Fields, Recurrence. 7. From the Value dropdown list, select Yearly. 8. Click Add to List. 9. Click OK twice to return to Outlook. Voila! A list of everyone's birthdays for the year appears. ~~~~~
Did you know you can easily change the intervals for appointments in your calendar? Here's how: - Select the Calendar folder - Right-click on the Time Bar - Select time span you want. ~~~~~
The standard Outlook Calendar view shows the current month and the next month. But what if you want to look further in the future? Just use the Go To Date command: - Choose View, Go To, Go To Date - Select the date you want to jump to - Click the down arrow to see the month calendar - Click OK, and your calendar jumps to that date. ~~~~~
Did you know you can have Outlook automatically delete old files? Here's how: - Right-Click the folder that contains the old items - Select Properties - Select the AutoArchive tab - Check the option Clean Out Items Older Than - Enter a number in months (how often archiving will run) - Select Permanently Delete Old Items - Choose Apply - Choose OK ~~~~~
Here's how you can automatically empty your deleted items folder: - Select Tools, Options - Select Other Tab - Select Empty the Deleted Items folder upon exiting check box - Select the Warn before permanently deleting items check box to display a confirmation before deleting an item. ~~~~~
You can print the text of a message you're reading in Outlook by clicking the Print button on the toolbar. The Print button sends your message directly to the printer without opening a Print dialog box to offer you some choices about how many copies you need or what kind of paper to print on or which printer to use (if you're using a network with more than one printer). To see your range of choices before you print, choose File, Print (or press Ctrl+P). The principles of printing are the same in all Outlook modules. ~~~~~
Here's some quick shortcuts to allow various views in your Calendar. In Outlook Calendar, do the following: - Press ALT+MINUS
SIGN (-) to display the current week. ~~~~~
On the Outlook Calendar's View, Current View menu, you find both Day/Week/Month and Day/Week/Month with AutoPreview listed as options. These two choices are identical except that the second displays the first line of an event's description when you pause the mouse over the item. You can select any of the standard day, work week, week, or month choices when you choose the Day/Week/Month View with AutoPreview view. Navigation is identical whether you choose AutoPreview or not. Choosing the Day/Week/Month view with AutoPreview view does make it slightly easier to find specific events because you don't have to open the events to see a brief description of them. ~~~~~
To have Outlook spell check every message you send: - Select Tools, Options - Select the Spelling tab - Selection Always Check Spelling Before Sending - Click OK ~~~~~
Ever get lost perusing future dates in your calendar view? Here's a quick and easy way to return to today's date. If you're in the Day/Week/Month view of the calendar, simply click the Go To Today button on the Standard toolbar. You can also right-click in the Appointments pane, then choose Go To Today from the shortcut menu. ~~~~~
Here's a neat trick to display appointment times as miniature clocks in Week or Month view: - Select the Calendar folder - Select View, Current View, Customize Current View - Click Other Settings - Under Week and/or Month Select Show Time As Clocks - Click OK twice. ~~~~~
Want to schedule an appointment based on information you've just received in an e-mail? Here's how: - Click on the email message - Drag it to the calendar on the Outlook Bar or in the Folder List - A new appointment window will pop up for today's date. - The subject of the email message will appear in the subject line of the appointment - The text of the email will appear in the Appointment window - Adjust the time and date - Save your appointment ~~~~~
Did you know you can easily add a colour background to your e-mail? Begin by composing a new message. Next, select Format, Background, Color. Then, choose a color from the menu that appears. Alternatively, you can also choose Format, Background, Picture to fill the background of your message with a picture. ~~~~~
Here's the easiest way to send a document attached to your e-mail. Simply create a new message. Fill out the To and Subject field. Write whatever message you'd like to send, then click the Insert File button on the message window Standard toolbar. You can also choose Insert, File. In the Look In box, navigate to the folder where the desired file is saved -- for example, My Documents. Select the file, then click Insert. Finally, click OK. The file will conveniently be displayed in the message as an icon. ~~~~~ Go to MS
Outlook 2000: Technology Quick Tips # 60 - 70
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