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Outlook Tips MS Outlook 2000: Technology Quick Tips #81 - 90
81. Avoid Errors In Rules To avoid mistyping, create rules based on a message. Open a message, and then on the Actions menu, choose Create Rule. Many conditions and exceptions will be filled in for you. To test newly created rules, select "Run this rule now" on messages already in "Inbox"
This tip applies to Outlook 98, 2000, and 2002. You can control the appearance of messages that you forward in distinctive ways in Outlook. To set the format of a forwarded message is much like setting the format for a reply: 1. Choose Tools, Options (or press Alt, T, O). The Options dialog box opens. 2. Select the E-mail Options button (or press M). The E-mail Options dialog box appears. 3. Select the scroll-down button (triangle) at the right end of the When Forwarding a Message box. A menu of options drops down. This menu has one choice fewer than the When Replying to a Message box does, but it works the same way, with that little diagram of the page layout off to the right. 4. Choose the style that you prefer to use for forwarded messages and click OK. ~~~~~
Did you know you can easily configure Outlook to track phone calls with the Journal feature? - Go the Contacts folder and select or double-click the contact you are going to call - On the Actions menu, choose New Journal Entry for Contact - When you begin the call, choose the Start Timer button - While you're talking, you can record notes from your call in the space provided in the Journal Entry - When you're done, select Pause Timer and save your entry.
This tip is for all versions of Outlook. Be aware that sending large attachments can sometimes cause e-mail troubles, especially for attachments that approach a megabyte (1 MB) or more in size. Take smaller bytes: If possible, mail several smaller attachments instead of one large one. If the large attachment can't be divided into smaller sections, consider shrinking it with a file compression program, such as WinZip, before you attach it. You can download
WinZip for free from winzip.com at this pinpoint URL:
Avoid conditions and exceptions that search for words in the message body. Unless your e-mail messages are short, this search could take a very long time. Also, you should select with specific words in recipient's address or with specific words in sender's address as a condition instead of sent to people or distribution list or from people or distribution list. Searching for a specific name or word in the To or From field is faster than searching through distribution lists. ~~~~~ 86. Scheduled Responses In Your Outlook Calendar If you receive an e-mail message in Outlook and you don't have time to respond to it immediately, you can easily add it to your calendar and schedule a time when you will be able to reply. Here's how: - Drag the message from your Inbox onto the Calendar icon on the Outlook Bar or onto your Calendar folder. - Enter the date and time you want to reply and specify any additional options you want - Click Save and Close to add the appointment to your calendar. ~~~~~
This tip is for all versions of Outlook. All Microsoft Office programs automatically recognize the addresses of items on the Internet. If you type the name of a Web page, such as http://www.dawncanada.net or http://dawn.thot.net, Outlook changes the text color to blue and underlines the address, making it look just like the hypertext you click to jump between different pages on the World Wide Web. That makes it easy to send someone information about an exciting Web site; just type or copy the address into your message. If the recipient is also an Outlook user, she can just click the text to make the Web browser pop up and open the page you told that user about. ~~~~~
Be aware and order the sequence in which your rules operate. For example, order your rules with the following in mind: Rules running on the server, such as Microsoft Exchange Server, always operate first, followed by those running in Outlook on your computer. To avoid multiple rules operating on the same message, especially if you don't want the bottom-most rule to prevail when multiple rules apply, select stop processing more rules as an action.
In addition to using the built-in Outlook filters, you can create custom rules to filter out specific types of unwanted messages. Custom rules include additional words or phases that are not included in the Filters.txt file. Just as with the built-in feature, you can specify that the rules you create move messages from your Inbox to the junk e-mail folder, to your Deleted Items folder, or to any other folder you specify. On the Tools menu, click Rules Wizard, and then follow the instructions on your screen. ~~~~~~
Here's how to check through your unwanted e-mail to make sure you don't miss an important letter. On the standard toolbar, choose Organize * Select Junk E-Mail * Select the underlined phrase * In the second bulleted item, choose Edit Junk Senders or Edit Adult Content Senders You can now review, add, edit, or delete entries from the list. ~~~~~
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Outlook 2000: Technology Quick Tips #91 - 100
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