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Outlook Tips MS Outlook 2002: Technology Quick Tips #1 - 10
1. Saving Instant Messages Instant messaging is a relatively new feature that Outlook 2002 supports. With instant messages you can chat back and forth almost like a real conversation, but if you're chatting about something important, you may want to save a copy of that conversation. With the message window still open, simply select the entire thread of messaging and copy it to another document. Some people might prefer to copy it to a Word document, but if you copy it into an e-mail in Outlook, you may find that format more convenient. For example, you may already have a folder of e-mails that were exchanged on this topic before the conversation culminated in instant messages, so you can just add this one to the rest. ~~~~~
Some news servers for discussion groups may impose a size limit of, say, 1 MB on posted messages so that you can't send huge files that clog up the works. However, you can sneak in a longer message with the help of Outlook 2002. This advanced technique
breaks up a large message into smaller pieces while they flit over the
Internet and then reassembles 1. In the main Outlook view, choose Tools, Accounts. 2. Select the News tab, and click the Properties button. 3. Select the Advanced tab. 4. In the Posting section of the Advanced dialog box, select Break apart messages larger than, and fill in the appropriate size in kilobytes. 5. Choose Apply. Of course, you should still make an effort to post only messages of a considerate length for the sake of your fellow newsgroup participants. ~~~~~
It's possible to exchange e-mail through more than one e-mail address with Outlook and Outlook Express. You may have different e-mail addresses for business use and personal use. All you have to do if you want more than one address is to set up a separate account (follow your ISP's instructions for that) for each address. Normally, Outlook and Outlook Express send replies to e-mail messages through the account from which you received the message, so you don't really have to think about which account you're using. When you're creating a message from scratch, though, Outlook and Outlook Express send the message through the account that you marked as the default account. If you want to check which account a message will be sent through, click the Accounts button on the message form toolbar and look at the box labeled "Send Message Using." ~~~~~
With Outlook 2002, you can view a recently visited Web site without minimizing or closing Outlook. This is a quick, easy, and great new feature! - On the Address Bar click the vertical line next to Address - Slide it to the left until you see the Address box and the Go, Stop, and Refresh buttons - Type in the address you want - Click Go. ~~~~~
If you have more than one e-mail account, you may not intuitively recognize each one by its proper name. Rather than trying to remember the difference between jdoe1345@isp.com and jdough987@isptoo.com, you can rename these accounts something like My Business Account and The Silly Walkers Club. Follow these steps to change an account name: 1. Choose Tools, Accounts. 2. Select the View or change existing e-mail accounts option, and then click Next. 3. In the account list, select the account you want to rename by clicking it. 4. Click the Change button. 5. Click More Settings. 6. Type a new name for the account in the text box. Go for something memorable this time. ~~~~~~~
Looking for the best reason to upgrade to Outlook 2002? How about instant messaging capabilities? With Outlook 2002, whenever you open an e-mail message (even if you're just previewing it), you see a little message informing you whether the sender is online and thus available to receive an instant message. If you want to chat right away, you can start an MSN Messenger session. You set up this feature by following these steps: 1. Select Tools, Options. 2. In the Options dialog box, click the Other tab. 3. Select "Enable Instant Messaging in Outlook." 4. Click OK. ~~~~~
Want to add automatic signatures to all your e-mails? Here's how: - Click Tools-Options - Click the Mail Format tab - Click the Signature Picker button - Name your signature and click Next - Type in your signature block in the Signature Text section - Click Finish - Click OK twice ~~~~~~
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. ~~~~~
If you want to send a copy of a message to someone else but you don't want the other recipients to know about it, use the Bcc: (Blind Carbon Copy) filed instead of the Cc: or To: field. A copy of the message is sent to each person listed in the Bcc: field, but the people in the To: and Cc: fields can't see the names of the Bcc: recipients. If the Bcc: field doesn't appear in the New Message window, choose View, Bcc to enable this optional field. ~~~~~
With Microsoft Outlook version 2002, you can view a recently visited Web site without minimizing or closing Outlook. When you select a Web site address from the Address Bar, the Web page appears within Outlook. This is a quick and easy new feature. Here's how to open a Web page from within Outlook: - In the Address box, type the address for the Web page you want to display - Click Go - To return to Outlook folder click the Back button on the Address Bar. ~~~~~
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