Business Software Made Easy - Time Saving Tips

Adjust your Outlook Email Folder's Font Size - When changing your screen resolution isn't enough

Sun, 26 Oct 2008 21:05:25 GMT

Originally Posted October 26 2008

Even after tweaking your computer screen resolution, the Font in your Outlook e-mail folders may still not be adjusted to a size that is large enough to read comfortably. You can adjust the Font size in Outlook, but the menu to do this is not easy to get to. Here's how.

In Outlook 2003 and 2007

View > Current View > Customize Current View...

-The Customize View: Messages window appears

Click the 'Other Settings...' button

-The Other Settings window appears

Click the 'Column Font...'

-The Font window appears

Select a size that is easier to read - usually 10pt works well

*You can even change the Font style if you wish

Click the 'OK' button when done

Continue by clicking the 'Row Font...' and 'Font...' buttons in the Other Settings window and change the Font size (and style) to match)

-When done

Click OK

Click OK

-The Font size is changed

That's it!

Remove Formatting when Pasting Text

Sun, 28 Sep 2008 21:36:32 GMT

Originally Posted September 28 2008

If you are like me, you probably try to minimize re-typing as much as possible. One technique that you probably use is the Cut (or Copy) and Paste. For example, if you are looking at a web page and need to copy a model number, serial number, or something with detail, you can merely highlight/select it, press CTRL + C to copy, open a Word document, Excel Spreadsheet, or E-mail then press CTRL + P to paste it. But, there may be a problem - the formatting of the text will probably transfer to what ever you pasted it in to. Here's how you can overcome it.

When you paste, instead of pressing CTRL + P,

1. Edit > Paste Special

2. Select Unformatted Text

3. Click OK

*This process works in most Microsoft programs

How to I set up an Out of Office e-mail message?

Sun, 6 Jul 2008 21:20:32 GMT

Originally Posted July 6 2008

This three day weekend reminds me of a question that I am frequently asked, 'How do I setup an 'Out of Office message' in Outlook?' I am a little reluctant to share the process for reasons I will explain a little later. But, depending on how your e-mail is setup there are a few different ways.

If you use Microsoft Outlook and are in a company that has an Outlook Exchange Server (a piece of software your IT guys use to manage your company's emails), you can simply setup your Out of Office message in Outlook by:

1. Tools > Out of Office Assistant

If you don't have this option then you have to setup your Out of Office Assistant a different way. Essentially, you have to log in to your e-mail management web page and create the message in there. Each service has its own process. Here are a few links to help.

GMail - Vacation Responder

http://mail.google.com/support/bin/answer.py?hl=en&answer=25922

Network Solutions - Auto Responder

http://customersupport.networksolutions.com/article.php?id=326

Go Daddy - AutoResponder

http://help.godaddy.com/article/369

Yahoo - Vacation Response

http://help.yahoo.com/l/us/yahoo/mail/original/basics/basics-52.html

The reason I am apprehensive to have people turn-on an Out of Office message is because your message will be sent to everyone including spammers. So in your absence, you can be notifying a spammer that your email address is a live and valid address. This is not so much of a problem if you (or your IT department) have some type of anti-spam protection.

The other reason is because of security. Since so many people work from their homes, why tell everyone that you will be out of the office until ___?

As a reminder, be sure to turn-off your responder when you get back into the office.

That's it!

Expand or Collapse your Groups in Outlook in a few clicks

Mon, 17 Mar 2008 21:35:25 GMT

Originally Posted March 17, 2008

If you have taken the time to classify your Contacts in MS Outlook into Groups, you may have wanted a short-cut to expand or collapse your Groups. Well, here's where it is:

In Outlook (all versions)

-In your Contacts folder when looking at Current View - By Groups:

1. View > Expand/Collapse Groups > Collapse Groups

All your Groups are collapsed

That's it!

How to attach your vCard to your outbound Outlook E-mail

Sun, 9 Mar 2008 21:17:05 GMT

Originally Posted March 9, 2008

I have gotten a few requests on how to attach your vCard to your outbound emails in Outlook (a vCard is an attachment to your email that contains your contact info you have previously entered). It is very handy since the recipient can merely double-click on the attachment then click on Save and Close and your contact info is saved to their Contacts folder. Here's how you do it:

In Outlook (This depicts versions through 2003. The 2007 version is very similar)

Create a vCard for yourself in your Contacts folder

In Outlook:

1. Open your Contact folder

2. Click New

3. Enter your contact information

4. Click the 'Save and Close' button

Setup Outlook to include your vCard with all your outbound emails

1. Click Tools > Options...

2. Click the 'Mail Format' tab

3. Click the 'Signatures...' button

4. Select your default email signature

Note: in 2007, click the 'Business Card' button, then click 'OK'

5. Click the 'Edit...' button

6. Click the 'New vCard from Contact...' button

7. Select your contact record info (be sure not to select your entry for your Business Fax)

8. Click 'OK'

Caveat: Completing the above steps will send a vCard with every outbound email - which may be annoying to people you email regularly since it will appear like each of your emails has a file attached. Instead, you may want to send your vCard selectively. You can do that by:

1. Create a new email

2. Insert > Item...

3. Select your Contact

4. Click 'OK'

That's it!

What is the winmail.dat attachment that I keep getting with my emails?

Sun, 2 Dec 2007 20:59:11 GMT

Have you ever received an e-mail that had a winmail.dat attachment? Have you ever wondered what it is?

The winmail.dat attachment is created when the sender of the email has set their Outlook to format new emails in RTF (Rich Text Format). The sender doesn't see the attachment when they create the email, rather it is generated as it makes its way to your Inbox because of a variety of reasons. The winmail.dat attachment appears with their email and there really isn't much much we can do about receiving it.

On the other hand, if your email recipients say they keep getting winmail.dat attachments, you can change your email format to keep from sending this attachment again. Here's how:

In Outlook:

1. Tools > Options

2. Click the 'Mail format' tab

-In the 'Compose in this message format' field

3. Select 'HTML' from the drop-down list

4. Click 'Apply'

5. Click 'OK'

When you send your next email, you'll be good to go!

How can I stop the Read Receipt requests in Outlook?

Sun, 19 Aug 2007 21:46:01 GMT

August 19 2007

Don't you hate it when you get those 'The message sender has requested a read receipt. Would you like to send one now?' when you are checking your e-mail in Outlook? Even if it is from someone you know, acknowledging when you read an e-mail is a little intrusive. If you are tired of dealing with these requests, you can suppress this request automatically and prohibit a message from being sent to the Sender for all e-mails with this request. Here's how:

In Outlook (all versions)

1. Tools > Options...

-Under the Preferences tab

2. Click the 'Email Options...' button

3. Click the 'Tracking Options...' button

-Under the last section

4. Select 'Never send a response'

5. Click OK

6. Click OK

7. Click OK

That's it!

How to resend a previously sent email in Outlook

Sun, 15 Jul 2007 22:48:33 GMT

July 16, 2007

Lately I have been doing a lot of training in Outlook. One of the most popular hints that I have been sharing is how to resend a sent email - Usually, saving time spent trying to cut & paste an email into a new email in order to resend.

In Outlook 2003 and older:

1. Open your Sent folder

2. Find and Double click on the email you want to resent to open it

-In the Toolbar

3. Actions > Resend This Message...

-Your message is re-queued

4. Click Send to resend

In Outlook 2007:

1. Open your Sent folder

2. Find and Double click on the email you want to resent to open it

3. Click 'Other Actions' in the Actions portion of the toolbar

4. Click 'Resend This Message...'

-Your message is re-queued

5. Click Send to resend

This is helpful especially if you send an email with an attachment and forget the attachment (like that never happens)!

Change your default Outlook Appointments to 1-hour

Sun, 4 Mar 2007 20:12:08 GMT

February 18 2007

Q: I use Microsoft Outlook to manage my appointments. Is there a way to change the default duration for new Appointments from 30 minutes to 1 hour?

A: Unlike other Schedule Management programs, Outlook doesn’t have an option to change the duration of new Appointments – In my opinion, this is a short-coming of Outlook. The way you can get around it is by changing the time increments of your Calendar, then by default the default for new Appointments changes to 1-hour.

Here’s how:

-In Outlook (all versions)

-Change the default duration of your calendar

1. Click on the Calendar button or your Calendar Folder in your Folder tree

2. View > Day (to change to the Day view if you aren’t already there)

3. View > Arrange By > Current View > Customize Current View >

-In the Customize Current View Day/Week/Month window

4. Click the ‘Other Settings…’ button

-In the Format Day/Week/Month window

5. Change the ‘Time scale:’ to 60 minutes

6. Click ‘OK’

7. Click ‘OK’

Now when you schedule a new appointment, it will automatically be scheduled for an hour.

That’s it!

Automatic backup software for Outlook

Sun, 25 Feb 2007 19:00:10 GMT

January 29 2007

Q: I learned that Outlook stores all my Email, Calendar Events, Tasks, basically everything in a single file called a .PST file. Is there a software that I can buy to back it up in case something happens to my computer?

A: Many people do not realize this fact about Outlook until it is too like and the .PST file becomes corrupted, is overlooked when backing up, or both. I think you'll agree that things usually come to a stop when you can't get into your Outlook. Having a backup of your PST will help prevent this.

Microsoft offers a free backup software for Outlook 2002 and Newer. It is available at:

http://www.microsoft.com/downloads/details.aspx?displaylang=en&familyid

=8B081F3A-B7D0-4B16-B8AF-5A6322F4FD01

Follow the instructions to download and install

Once installed, Open Outlook

The Backup Tool will prompt you to backup as soon as you close Outlook

You will have the option to:

-Set the reminder schedule

-Change the location of the backup file (Probably some place in your My Documents folder is best)

If you are using a version of Outlook older than 2002, here's what you do:

In Outlook

1. File > Import and Export...

-The Import and Export window appears

2. Select 'Export to a file'

3. Click 'Next'

-The Export to a File window appears

4. Select 'Personal Folder File' (.pst)

5. Click 'Next'

-The Export Personal Folders window appears

6. Select 'Personal Folders' at the top of the tree

7. Select 'Include subfolders'

8. Click 'Next'

9. Click the 'Browse...' button

-The Open Personal Folders window appears

10. Click the 'My Documents', or 'Desktop' button on the left hand side to save it where you can easily find it

11. Give the backup file a name. Ex. Backup 12-17-06

12. Click 'Finish'

13. Click 'OK'

You can then copy this file to CD. If it is too big for a CD (700MB max), you may want to save it to a flash/thumb drive.

That's it!

Email stuck in Outlook Outbox

Sun, 4 Feb 2007 12:27:46 GMT

November 6 2006

Q: I was trying to send a digital photo as an attachment when I realized that it got stuck in my Outbox [in Outlook]. I tried Clicking the Send/Receive to send the email without success. I even tried to delete it, but it still remains in my Outbox. How can I get rid of it?

A: This problem happens usually if you try to send an email with a large attachment like a digital photo (maybe 5MB or more). Well if you ever find yourself in this situation, here's what you can do:

-Take MS Outlook offline

Open MS Outlook

File > Work Offline

Shut down Outlook

Unplug your network cable from your computer (or turn off your wireless card)

-Delete the stuck email

Open MS Outlook

Open your 'Outbox' folder

Find and Delete the stuck email

-Permanently delete the stuck email

Open your 'Deleted Items' folder

Find and Delete the stuck email

-Change MS Outlook to Online

File > Work Online

If this doesn't work, then repeat these steps and restart your computer after step 4.

That's it!

Open directly into your Outlook Inbox

Sun, 4 Feb 2007 12:25:57 GMT

November 20 2006

Q: My Outlook used to open directly into my Inbox. Now it starts in my Outlook Today screen. How can I change this back?

A:

In Outlook:

1. Tools > Options...

-The Options window opens

2. Click the 'Other' tab

3. Click the 'Advanced Options...' button

-The Advanced window opens

4. Click the 'Browse...' button

5. Select 'Inbox'

6. Click the 'OK' button

7. Click the 'OK' button

8. Click the 'Apply' button

In Outlook Express:

1. Tools > Options...

-The Options window opens

-Under the 'General' tab

2. Select 'When starting, go directly to my 'Inbox' folder'

3. Click the 'Apply' button

4. Click 'OK' button

Remember important Anniversaries & Birthdays using Outlook

Sat, 3 Feb 2007 21:16:12 GMT

October 22 2006

Q: It would be nice if I could be reminded of when some of my Contacts anniversaries are – I think it would add a more personal touch when I communicate with them. Is there a way do this in Outlook?

A: Anniversaries including our own are sometimes hard to remember. Fortunately, there is a way to be reminded of them (and even Birthdays) when using Outlook. Here’s how:

In Outlook:

Create the Anniversary or Birthday

-Open your Contact folder

1. Double click on the Contact record you want to insert the Birthdate or Anniversary

-The Record opens to the 'General' tab.

2. Click the 'Details' tab.

3. Enter the Birthday or Anniversary (No need to enter the correct year, just the Month & Day are OK)

4. Click 'Save and Close'

Set the Pop-up reminder

5. Double click the Contact record again to re-open it

6. Click the 'Activities' tab

7. Find the Birthday or Anniversary (Listed something like 'Jane Doe Birthday'. You may need to scroll up or down the list)

8. Double Click on it to open it

-In the 'Jane Doe's Birthday - Recurring Event window

9. Change the Reminder to 2-3 days or what ever you like

-This will give you the advance notice we all need before the Birthday or Anniversary!

10. Click 'Save & Close'

That’s it!

Can't email to my Outlook Distribution list

Sat, 3 Feb 2007 21:08:27 GMT

August 14 2006

Q: I try to send an email to a Distribution List I created in Outlook, but I seem to have a problem. Frequently, Outlook crashed or produces some type of error. Is there something I am doing wrong?

A: Distribution Lists in Outlook are very handy for keeping several individuals informed of events or notices without much effort. The problem you are describing usually happens when we try to send an email to a Distribution List with over 100 contacts. If this is the case, then try to divide your Distribution List into half (A-L and M-Z perhaps). I know it may be a little cumbersome, but you will likely have more success when sending your emails.

If you are interested in sending emails as part of an email marketing campaign may I suggest SwiftPage from one of our technology partners. This software will send a personalized email (Dear John, Dear Mike, Dear Judy, etc) to each individual you desire in your Contacts folder. There is a free copy available at:

http://www.swiftpage.com/partners/partner.asp?Partner=BusinessSoftwareMadeEasy.PMurillo

How to Create a Distribution List in Outlook

Sun, 21 Jan 2007 14:17:13 GMT

Sept 4 2006

Q: ‘How do I create a Distribution list in Microsoft Outlook?’

A: Before I share the process, let me give a brief explanation. For those of you who may not know a Distribution List is an arbitrary group of Contacts that have a common characteristic which you regularly need to email. If you are an Attorney, it could be joint counsel, if you are a developer it could be construction and planning contacts, or if you want to send jokes regularly to your friends, you can use a Distribution List for this too!

To create a distribution list in Outlook, here's what you do:

In Outlook:

1. Open your Contacts folder

2. File > New > Distribution List

3. Enter a name for your distribution list Ex. Prospects

4. Click the 'Select Members...' button

-In the Select Members window

5. Double click on the names you want to add to the list

-The names are inserted into the 'Members' field

6. Click 'OK' when done

7. Click 'Save and Close'

To send an email to the Distribution List

1. Open a new email

2. Click the 'To' button

-In the Select Names window

3. Double click on the name of the Distribution List

3. Click 'OK' when done

4. Complete the Email as you would normally

5. Click the 'Send' button when done to send the email

Double Vision - Email and Fax Numbers Appear in Outlook

Sun, 21 Jan 2007 14:10:52 GMT

Sept 18 2006

Q: I use Microsoft Outlook to manage all my Contacts, Emails, Calendar, etc. When I create a new email and I click on the 'To:' button, the Contacts listed usually appear twice-once with their E-mail address and again with their Fax number. Even this had been a mystery to me for a while. How can I suppress the Fax number from appearing?

A: In Outlook

1. Open the Contact Folder

2. Double click on a Contact record that has a Fax number-Usually the 'Business Fax' field

3. Enter a 'F' for fax or 'BF' for business fax so it reads something like 'F512-555-1212'

4. Click 'Save and Close' when done

I admit that this will take a little bit of time to complete, but this will un-flag the Business Fax number as a fax number and remove it from the list when creating a new email.

Change Contact sort order in Outlook

Sat, 20 Jan 2007 23:19:05 GMT

July 24 2006

Q: How can I change the sort order for my contacts in Microsoft Outlook?

A: By default, Outlook will sort your contacts by Last Name, First Name fashion. If you want to organize your Contacts to be sorted in a different manner here’s how you do it:

In Outlook

1. View > Arrange By > Customize Current View...

2. Click the 'Sort...' button

-The Sort window appears

-In the 'Sort items' by field

3. Select 'Last Name'

-In the 'Then by' field

4. Select 'First Name'

5. Click 'OK'

-You may be asked if you want to display the Last Name and First Name fields.

6. Click 'NO' to each - this will keep your Contact View streamlined

7. Click 'OK'

Link your files - don't send an attachment

Sat, 20 Jan 2007 17:07:25 GMT

May 8 2006

Q: Managing common files is a little cumbersome in our company especially when we need to collaborate and need to update key documents oriented around a project frequently. Usually what happens is that the changes are made but are saved on copies of the original and saved on that employee’s PC and not on the server. Is there a way we can make sure updates are made on the files on the server?

A: This is a common situation in many companies. A simple solution is to share updates between team members by sending the document as a link and not as an attachment when relaying it to each other.

Here’s how you do it. In Outlook:

1. Create a new email (like you normally would)

2. Place the cursor in the body of the message

3. Insert > Hyperlink…

-In the Link To column (on the left hand side of the Insert Hyperlink window):

4. Click the 'Existing File or Web Page' button

-In the 'Look In:' field:

5. Locate the file for which you want to insert the link in the email, on your computer or your server

6. Click 'OK'

-A link is inserted into your email

7. Send your email like you normally would

Flag but don't penalize your Outlook Email

Mon, 8 Jan 2007 14:48:22 GMT

Mar 6 2006

Q: I receive so many emails every day and many of them I want to keep for a later follow-up, but it is a little hard for me to remember which ones. Is there a way in Microsoft Outlook to help manage this?

A: Outlook has a handy feature to do exactly this, called the ‘Flag’. Simply, the Flag feature will Flag any email with a priority color of your choice. You can then prioritize each outstanding email at your leisure.

Here’s what you need to do:

In Outlook, in your Inbox:

1. Right Click on the email you want to Flag

2. Select ‘Follow up’ from the Pointer Menu

3. Select the color of the Flag you want to mark the email

When you are done

1 .Right Click on the email that you flagged

2. Select ‘Follow up’ from the Pointer Menu

3. Select ‘Clear Flag’

That’s it!

Change the start time for the Day in Outlook's calendar

Wed, 18 Oct 2006 21:36:49 GMT

Dec 12 2005

Q: My Company uses Outlook 2003. When I open the calendar it always starts at 8a. My schedule is off-set where my day starts at 7a. Is there an option to make the Day Calendar in Outlook start at 7a too?

A: Well, you have more will power than I. At 7a I am barely through my first cup of coffee!

Anyway, here’s how you do it:

In Outlook

1. Tools > Options…

2. Click the ‘Calendar Options…’ button

-Under the Calendar Work Week section

Change the ‘Start time:’ field to 7a or the time you desire

In here you will also find options to change the work week and even display dual time zones!

I hope this Tip saves you time!

Mystery email addresses appearing in Outlook To: field

Wed, 18 Oct 2006 21:29:42 GMT

Nov 21 2005

Q: When I create an email in Outlook, I type in the first few letters of that’s person’s name in the ‘To:’ field and it provides a drop-down list of all the people to whom I have previously sent an email with the same first few letters in their name. I have a few incorrectly entered names that I need to correct, but this list does not seem to correlate to the names in my Contact folder or even Global Address list. How can I fix it?

A: This list is called the AutoComplete or Nickname cache and your deduction that this list is actually a separate list is correct. It list is saved deep within your computer. It is accessible, but cumbersome to do so. When you are facing a problem with incorrectly entered names, there is a faster way to fix it. Delete the incorrectly entered names from the drop-down list. Here’s how:

-In Outlook:

1. Create a new email

2. Type in the first few letters of the listing that you know is incorrect (enough so Outlook displays the drop-down list)

3. Use the Up/Down Arrow keys on your computer to Select/Highlight the one that is incorrect

4. Press the Delete key on your keyboard

That’s it!

Shortcuts-not just for programs

Wed, 27 Sep 2006 08:05:06 GMT

Sept 12 2005

Q:I attach files to my emails that are usually located in a Folder on my company’s server (Our ‘Z:’ drive). I use Outlook and it opens to my ‘My Documents’ Folder by default. I then have to click several times before I even get to it. Is there a way to access that Folder faster that doesn’t take so many clicks?

A: A simple way to solve this problem is to create a Shortcut your ‘My Documents’ folder that points to your Z: drive. This way, when you want to attach a File to an email you just double–click on the Shortcut in you ‘My Documents’ and you are immediately taken to your Z: drive!

To create a Shortcut to the Z: drive in My Documents:

1. Find the Z: drive

2. Right Click on the Z: drive icon

3. Select ‘Create Shortcut’

-A Shortcut is created for the Folder and placed at the end of the list

4. Right click on the new short-cut and select ‘Cut’

5. Find and open your ‘My Documents’ folder

6. Right click anywhere within you ‘My Documents’ folder and select ‘Paste’

-A short-cut for your ‘Z: drive’ is placed in your ‘My Documents’ folder

Create a personal calendar in Outlook 2003

Mon, 28 Aug 2006 00:03:17 GMT

July 18 2005

Q: I would like to create a calendar to track my personal events and keep them separate from my business activities in Outlook 2003. But, I would like to view them side-by-side so I make sure that I don't schedule myself for a business meeting and a personal appointment at the same time. Is there a way to do this?

A: Yes, Here's how:

First you have to create a new Calendar by:

1. Click on the 'Calendar' button to open your default Calendar in Outlook 2003

2. File > New > Folder...

3. Type in a Calendar name Ex. 'Karate Schedule'

4. From the 'Folder contains:' drop-down menu, select 'Calendar Items' (at the top of the list)

5. Click on 'Personal Folders' in the folders list window

-This will place your new Calendar at the same hierarchy level as your other folders

Now, you can display your new Calendar side-by-side to your default one by:

-Under the 'My Calendars' box at the upper left hand side of the screen, your Calendars are listed. The default Calendar is selected (has a check mark by it)

6. Place a check next to your new Calendar (Ex. Karate Schedule)

-Both your default Calendar and new Calendar are displayed side-by-side!

That's it!

Too many filters

Sat, 12 Aug 2006 15:35:50 GMT

June 27 2005

Q: My company has a firewall that includes a Junk Mail Filter. We use Outlook 2003 which also has a Junk Mail Filter feature. Consequently, many 'friendly' emails are diverted into the Outlook Junk Mail folder. How can I turn this feature off?

A: The Junk Mail filter feature is great if you have a stand-alone computer, but becomes redundant if you have a filter that your IT department has installed or even if you installed a 3rd party filter like Norton Anti-Spam, McAfee Anti-Spam, or similar). Here's how to turn-off the Junk Mail filter in Outlook:

-In Outlook:

1. Tools > Options...

2. 'Preferences' tab, under the E-Mail section

3. Click the 'Junk E-Mail...' button

4. Select ‘No automatic filtering’

5. Click ‘Apply’

6. Click ‘OK’

That's it!

My Friends are Junk Emailers

Mon, 31 Jul 2006 23:26:54 GMT

June 13 2005

Q: My company has anti-spam filters on our network. My Outlook 2003's Junk Email filter is capturing legitimate emails. How do I turn-off this filter?

A: Here's how:

-In Outlook 2003

1. Tools > Options...

-In the 'Preferences' tab

2. Click 'Junk E-Mail...'

-In the 'Options' tab

3. Select 'No automatic filtering'

4. Click 'Apply'

5. Click 'OK'

6. Click 'OK'

That's it!

How can I change what Contact fields Outlook displays in 'Address Card' mode?

Mon, 31 Jul 2006 23:17:49 GMT

June 6 2006

Q: I have my Contacts arranged in the default Address Card mode in Outlook. I want to eliminate some of the fields that are displayed. How can I do that?

A: Here's how:

In Outlook:

1. Open your Contacts folder

2. View > Arrange By > Current View > Customize Current View…

3. Click the ‘Fields…’ button

-You are presented with the ‘Show Fields’ window

-In the left Column are the Available fields for display

-In the right Column are all the Contact fields currently displayed and their order of display

4. Use the ‘Add ->’ and ‘<-Remove’ buttons to choose what fields you want displayed

-You can then adjust which field is displayed first, then the next one below that one, and so on by

5. Select/Highlight the fields you want to move then

6. Click either the ‘Move Up’ and ‘Move Down’ buttons

Now, you can customize your Contacts folder to your specific needs!

How can I fast forward through the mini-calendar in Outlook?

Wed, 26 Jul 2006 09:32:04 GMT

May 2 2005

Q: In Outlook, how can I quickly move ahead several months with in the Mini-Calendar (for clarification, I consider the Mini-Calendar the month calendar either at the upper right or left hand side of your screen when you are looking at your calendar folder)?’

A: All you need to do is:

1. Click on the name of the month in the Mini-Calendar

-A list of months before and after the current month are displayed

2. Drag the Pointer to the desired month then

3. Let go

That’s it!

*Bonus: This Tip also works in ACT! 6.0 - 2006 if you Right Click on the name of the month.

To revert to the current day in Outlook:

1. Right Click on the Day displayed (Ex. ‘Sunday, May 01, 2005’)

2. Select ‘Today’

I hope this Tip saves you time!

Let your mouse be your schedule administrator

Fri, 16 Jun 2006 00:57:01 GMT

February 21 2005

Q: Is there a faster way to reschedule my Appointment in Outlook than opening the meeting and entering in the new day & time?

A: Yes, you can just drag and drop the Appointment/Meeting to the new date. Here's how:

In Outlook:

1. Open your Calendar folder

2. Find the Appointment you want to reschedule

3. Click once on the Appointment to select/highlight it

-It is outlined in blue

4. Click on the left vertical blue margin of the Appointment and drag it to the new time within the same day or onto the new day in the mini Calendar.

Open Outlook Folders in individual windows

Fri, 16 Jun 2006 00:23:48 GMT

February 7 2005

Q: When I am looking for an email in my Inbox in Outlook, sometimes I need to open my Contact folder to look up an important contact. When I go back, I loose the spot I was in in my Inbox. How can I keep this from happening?

A: You can avoid this minor frustration by opening a separate window for your Inbox. Here's how you do it:

-In Outlook

1. Right Click on the Folder you want to open in a new window

-You can even Right Click on the short-cut buttons at the lower left-hand side of Outlook in the 2003 version

2. Select ‘Open in New Window’

Note: You can actually open several windows at the same time!

Check your spelling

Thu, 15 Jun 2006 22:59:36 GMT

April 25 2005

Q: I use Outlook as my email management program. Even though I am a pretty good speller, my typing needs improvement. How can I get Outlook to automatically check all my emails spelling before it sends them?

A: All you need to do is turn on the spell checker feature. Here's how:

1. Open Outlook

2. Tools > Options...

3. Click the 'Spelling' tab

4. Select 'Always check spelling before sending'

5. Click the 'Apply' button

6. Click the 'OK' button

*The same process works for Outlook Express. Now there are no more exqcuses

Where did the Help go?

Thu, 15 Jun 2006 19:48:41 GMT

April 4 2005

Q: I was working on an Excel spreadsheet and the right hand margin the 'Search for:' help field disappeared. How do I get it back into view?

A: The margin is called the 'Task Pane' and it was a new feature in Microsoft Office 2003. Here's how you get it back:

If you use Microsoft Office 2003 version software (Word, Excel, PowerPoint, etc). Perhaps you noticed with this flavor of Office there is a new Window that appears in the right hand side of the screen that (tries to) provide you with instructions on how to complete a task or as a help reference-this Window is called the Task Pane.

If you are like me, perhaps you have been in the middle of the process (maybe finishing mail merge), following the instructions in Task Pane, you mash a key, and it disappears. Now you are left trying to coax its reappearance.

Well, to bring it back all you need to do is this:

Press the F1 key on your keyboard.

-The 'Task Pane' reappears