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Outlook Tips MS Outlook 98 - Technology Quick Tips #10 - 19
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 98, click the scroll-down menu that says "Click Snooze to be reminded again" on the Reminder dialog box. If you're using Outlook 2000, click the scroll-down menu that says "Remind me again in." 2. Choose the length of time by which you want to delay the reminder. 3. Click the Snooze button (or press Alt + S).
11. Sorting by Sender When your supervisor calls and asks, "Did you get the e-mail message about bonuses that I sent you three weeks ago?" you probably don't want to spend a great deal of time sorting through everybody else's messages from the past three weeks. The quickest way to answer the supervisor's question promptly is to switch to By Sender view. To use the By Sender view: 1. Choose View, Current View. The list of current views appears. 2. Choose By Sender view. Your messages appear by sender, alphabetically. Or just click the Sender column heading, and Outlook resorts your Inbox the same way. ~~~~~
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. ~~~~~
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.
This tip applies to all versions of Outlook. If you use Outlook to send mail to online services, such as the Microsoft Network or CompuServe, or through an Internet service provider (ISP) you reach by using your telephone line, your outgoing messages are stored in the Outbox until you choose Tools, Send/Receive, All Accounts (or press F5) or click the Send/Receive button on the toolbar. Your messages are
then dispatched to your online service and sent on to your recipient.
This tip is for Outlook 98 and Outlook 2000 The biggest part of the Outlook screen, on the lower-right side, is the information viewer. Whatever you ask Outlook to show you appears there: * dates in your
Calendar; The Outlook bar is the rectangle on the left that contains shortcut icons to various functions of Outlook. Remarkably, you can drag items from the information viewer to icons on the Outlook bar to create new types of Outlook items from this information you already have. After you drop an item from one Outlook module into another, Outlook transforms the information and makes the item useful in a whole new way. For example, an e-mail message can become a Journal entry, and vice versa. ~~~~~
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