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Outlook Tips MS Outlook 2000: Technology Quick Tips #71 - 80
71. Hitting the Snooze Button Even after you've instructed Outlook to nag you to pieces with flags and reminders, you can always wait just a teeny bit longer by hitting the Snooze button when your flag pops up. 1. If you're using Outlook 2000, click the scroll-down menu that says "Remind me again in." If you're using Outlook 98, click the scroll-down menu that says "Click Snooze to be reminded again" on the Reminder dialog box. 2. Choose the length of time by which you want to delay the reminder. 3. Click the Snooze button (or press Alt + S). ~~~~~~~
Why keep old mail you'll never need? It's just taking up valuable hard drive space! Here's how to configure your Outlook 2000 to delete them automatically: * Select or Right-click the folder that contains the old items * Select Properties * Choose the AutoArchive tab * Check the box next to Clean Out Items Older Than * Enter a number in months * Select Permanently Delete Old Items * Select Apply * Select OK. ~~~~~
You have to tell the Journal to start recording everything, but fortunately, you only have to tell it once. To activate the Journal's automatic recording feature, follow these steps: 1. Choose Tools, Options. 2. Select the Journal Options button to open the Journal Options dialog box. 3. Click to place a check box for the items and files you want to record automatically and for the contacts about whom you want the information recorded. 4. Select OK. One peculiarity about the Journal is that you can't blithely check off a box that says, "Record everything about all my contacts." You must check off every contact's name in the Journal Options dialog box. Alternatively, you can check the Automatically Record Journal Entries for This Contact check box on the Journal tab of the Contact form when you create each new contact entry. ~~~~~
Keep those personal details personal! When sending info to a friend that you want to be kept private, compose your message, Select View, Options, and set Sensitivity to Personal, Private, or Confidential. Then, Send! ~~~~~
Outlook enables you to exchange contact information in the form of electronic business cards known as vCards. A vCard file is a standard way of exchanging such information over the Internet. Outlook uses records in the Contacts folder to create vCards. If you want to create a vCard file to send along with your messages, you start by creating a Contact record for yourself. To create a vCard file from an existing Contact record, follow these steps: 1. Open the Outlook Contacts folder. 2. Select or Double-click the Contact record you wish to use. 3. Select File, Export to vCard file. 4. Specify a name for the file in the File Name text box. You normally want to use the same name as the Contact record name, but you can use a more descriptive name if necessary so that you can more easily identify the vCard file. 5. Choose the Save button to save the file. 6. Select the Close button to close the Contact record. Now you can include the vCard file as part of your signature. You probably won't want to automatically include a vCard with each new message. Not only will this increase the size of your messages, but it's also likely to annoy message recipients who receive multiple copies of the same vCard each time they receive one of your messages. Instead, create a separate signature that includes your vCard file, and then use that signature discretely rather than making it your default signature. ~~~~~ 76. Calendar At A Glance Did you know you can print out the whole month, so you can see your schedule at a glance? This way, you don't have to turn on your computer to know where you're supposed to be. Here's how: * Begin by choosing Calendar. * Select File, Print. * Select Monthly Style in the Print Style box. * Enter the first day to print in the Start box, and the last day in the End box. * Then, choose OK to print. ~~~~~
When using Word as your default email editor you can right-click on a misspelled word to get a list of probable corrections. Just choose the one that's correct! ~~~~~
Got a lot of rules lying around that you don't use? Get rid of them! From the Inbox, select Tools, Rules Wizard In the "Apply Rules In The Following Order" box, select the rule you want to delete, choose Delete, and then select OK.
Did you know Outlook can search for commonly used phrases in e-mail messages and automatically move messages containing these phrases to your Deleted Items folder? Using this feature you can easily configure Outlook to delete unwanted solicitations, especially those that contain vulgar or unseemly language. Here's how: - On the standard toolbar, select Organize - Choose Junk E-Mail - In the bulleted items for Junk and for Adult Content messages, in each of the first lists, select move. When you select move, the second list on each line will change from a list of colors to a list of folder destinations. - You can leave the default destination (Junk E-Mail), choose Deleted Items, or select Other folder and choose or create one. - Select Turn On to enable the feature. ~~~~~
This tip applies to Outlook 98, 2000, and 2002. The equivalent of the Outlook Express mailing group in regular Outlook is the Personal Distribution List. After you create a Personal Distribution List, you can send a single message to reach everybody on the list in one swoop. To send a message to your Personal Distribution List, follow these steps: 1. Choose File, New, Mail Message. (Or press Alt, F, W, M.) 2. Choose the To button. The Select Names dialog box appears, showing names from your Contacts list. 3. Select Personal Address Book from the Show Names From drop-down list. Now the names in your Personal Address Book appear in the left window. Note: You can store a Personal Distribution List only in the Personal Address Book, not the Contact list. If you have already created a Personal Distribution List, it appears in the Personal Address Book in boldface with a little two-faces icon. (with apologies to women using screen readers). 4. Select the name of the Personal Distribution List you want to use. 5. Choose the To button if you don't mind everyone seeing everyone else's name on the list. Click the Bcc button (blind copies) if you don't want each person to see the others' names. 6. Select OK. The New Message form reappears with the list you selected displayed as the recipient. ~~~~~
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