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Outlook Tips MS Outlook 2002: Technology Quick Tips #11 - 20
11. Give Junkmailers The Blues Here's a quick and easy way to tell junk e-mail senders that there's nobody home. When you empty the contents of your Deleted Items folder, Outlook 2002 allows you the option to accept or decline to send the reply requested by the sender. (Outlook 2002 also gives you the chance to do this as soon as you read the message.) Many senders request a reply to confirm that they've reached a working e-mail address. The best practice is to discard these messages without responding. If senders perceive your e-mail address is no longer valid, they might remove it from their lists, which could mean less junk e-mail in the future.
Now you can act on more than one reminder at a time in Outlook 2002. Reminders are listed in the Reminders window, which is accessible from the View menu. From there you can open, dismiss, or "snooze" multiple reminders with a single click. Here's how to work with multiple reminders: - Select the first reminder - Hold down CTRL - Select any additional
reminders ~~~~~ 13. Using a Personal Distribution List in Outlook 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. ~~~~~
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. ~~~~~
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:
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, 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. ~~~~~
If you use Outlook on a network at work, you may find some interesting info is posted in public folders. Many public folders are organized as open discussions in which anyone can put in his or her two cents' worth. All the messages can be read by anybody, so everybody reads and replies to everybody else. If you view a folder and find it's full of messages from different people all replying to one another, you're looking at a discussion folder. To add new items to a public folder, follow these steps: 1. Choose View, Folder List or click the Folder List button in the toolbar. The Folder List appears. 2. Click the name of the folder. The list of messages in the folder appears. 3. Choose File, New, Post in This Folder. The New Item form appears. 4. Type a subject and your message. 5. Click Post. Now your message is part of the list of items in the folder.
Did you know that you could act on more than one reminder at a time in Outlook 2002? Here's how: To work with multiple reminders: - Select the first
reminder
This tip applies to Outlook 98, 2000, and 2002 When you use the drag-and-drop method to change the length of appointments in the Outlook Calendar, you can make appointments begin and end only on the hour and at 30 minutes after the hour. When you have appointments that you need to begin and end at other times, you have to open the appointment and enter the times you want, just as you did when you first created the appointment, like this: 1. Double-click the appointment. 2. To change the time the appointment begins, click the Start Time box and type the time you want. 3. To change the time the appointment ends, click the End Time box and type the time you want. You also can change any other details about the appointment while the Appointment form is open. 4. Click the Save and Close button (or press Alt+S).
This tip applies to all versions of Outlook There's good news and bad news about e-mail. The good news is that e-mail is free; you can send as much as you want for virtually no cost. The bad news is that e-mail is free; anybody can easily send you more e-mail than you can possibly read. Before long, you need help sorting it all out so you can deal with messages that need immediate action. Outlook has some handy tools for coping with the flood of electronic flotsam and jetsam that finds its way into your Inbox. You can create separate folders for filing your mail, and you can use Outlook's view feature to help you slice and dice your incoming messages into manageable groups.
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