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Outlook Tips MS Outlook 98 - Technology Quick Tips #1 - 9
The difference between looking at messages in the Preview Pane and looking at them in AutoPreview mode (where the first few lines appear below the subject in your Inbox) is that you can see graphics and formatting in the Preview Pane, but you can only see the text of a message in the AutoPreview mode. If your friends send you messages using Outlook Stationery, for example, you can appreciate their graphic genius by viewing their messages in the Preview Pane. But if all you want is to cut to the chase and determine whether a message is worth opening, AutoPreview could do the trick. ~~~~~~
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." ~~~~
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.
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 create a lot of little electronic sticky notes, you may find yourself losing track of them all. You can use Outlook to print a list of your notes: 1. Click the Notes icon in the Outlook Bar. The Notes list appears. 2. Choose File, Print or press Ctrl+P. The Print dialog box appears. 3. In the Print Style box, choose Table Style. If you choose Memo Style, you print the contents of a note rather than a list of notes. 4. Click OK. ~~~~~~
Clicking the Reply button directs your response to the sender of the message. Reply to All, however, sends your message to the sender as well as everyone who received the original message. Sometimes you will even receive a copy of your own reply if you use Reply to All. You can manually delete your name from the To: line to avoid receiving this copy if you like. ~~~~~
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. ~~~~~
The Outlook Bar comes set up with the icons that Microsoft thinks you'll use most often, grouped into groups it finds logical. You may disagree with Microsoft and add, remove, or move around icons to your heart's content. You can add nearly anything to the Outlook Bar -- folders, documents, network drives, and even icons that launch other programs. To add an icon to the Outlook Bar: 1.Choose File, New, Outlook Bar Shortcut so that the Add to Outlook Bar dialog box appears. 2.Click the folder or drive in the box on the bottom that you want to add to the Outlook Bar. 3.Click OK. The Look In text box lets you choose between two different types of folders that you can add: Outlook folders that contain only Outlook items, or Windows file system folders that contain all the other types of files you create in Windows as well as disk drives. You will need to install Integrated File Management tools before you can install an icon for a floppy drive or for any folder from the Windows file system. ~~~~~
Go to MS Outlook 98: Technology Quick Tips #10 - 19
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