Outlook hints and tips

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Outlook hints and tips

Inserting a Screenshot in an Outlook 2010 message

When you want to send an image in an email, start by writing your message then click the Insert tab on the Ribbon, next click Screenshot. A box will appear showing you all the current windows you have open on your desktop, choose the one you want then press Enter.

Automatically close Outlook 2010's message window after you reply

If you want Outlook to automatically close the message window after each time you send a reply, click on File, then Options, then Mail, then scroll down to Replies and Forwards and check ''Close original message window when replying or forwarding.''

Emptying mail bin when exiting Outlook 2010

If you prefer not to have hundred's of messages pile up in your Deleted Items folder in Outlook 2010, click on the File menu, then Options, then click Advanced, find the Outlook Start and Exit section. Check the box next to Empty Deleted Items folder when exiting Outlook.

A few keyboard shortcuts for Outlook 2010

Here are some basic navigation keyboard shortcuts for Outlook 2010:

Switch to Mail = CTRL+1
Switch to Calendar = CTRL+2
Switch to Contacts = CTRL+3
Switch to Next Message = CTRL+PERIOD
Switch to Previous Message = CTRL+COMMA

How to Enlarge or Change the Font of the Calendar date's in Outlook 2010

If you want to change the size of the font in Outlook's calendar,

a) Select the ''File'' tab in the Ribbon
b) Click the ''Options'' button
c) Click ''Calendar'' in the left pane
d) Under, ''Display Options'' and below ''Date Navigator font,'' click the ''Font'' button and a box will open giving you options to change the font name, style and size etc.

Create own ribbon tab - Outlook 2010

a. In Outlook click on the File tab
b. Select Options from left hand side
c. Choose the Customize Ribbon section
d. Click the New Tab button (below the list of tabs on the right hand side of the dialog box)
e. Select the New Tab (Custom) and enter a name, by clicking the Rename button (below the list of tabs on the right hand side of the dialog box)
f. Select the New Group (Custom) and enter a name, by clicking the Rename button (below the list of tabs on the right hand side of the dialog box)
g. Add commands to your tab and group by locating them on the list on the right hand side (remembering that you can change the list using the drop down box at the top of the list of commands) and clicking the Add button between the two panes to add them to your tab and group
h. You can rearrange the commands in your group, the groups on any tab or the tabs, using the up and down arrow buttons beside the list of tabs.
i. Click OK to apply your changes

Change start-up view – Outlook 2010

a. In Outlook, click on the File tab
b. Select Options from left hand side
c. Click on Advanced
d. In the Outlook start and exit section, click on the Browse button and locate the view you want Outlook to display at start up (e.g Unread Mail)
e. Select that view and click OK on the Select Folder dialog box
f. Click OK on the Outlook Options dialog box to confirm your changes.

Choose an alternative signature – Outlook

a. This tip applies to Outlook 2000 onwards
b. If you use a default signature on your emails, but want to swap your signature on an individual mail message, you can right click anywhere on the signature within that e-mail message and a list of your signatures will appear. Click the one you want to use this time and the whole signature will be replaced with the alternative one you have just chosen.

Create a Signature - Outlook 2010

a. In Outlook, click on the File tab
b. Select Options from left hand side
c. Click on Mail
d. Click the Signatures button
e. In the Signature and Stationary dialog box which appears (check you are on the E-mail Signature tab), click on the New button
f. Type a name for the signature in the New Signature box and click OK on that box
g. Enter your signature in the Edit signature section (bottom half of the Signature and Stationary dialog box). You can format it using the tools above the box as well as add in pictures and hyperlinks.
h. When you’ve finished creating your signature click OK on the Signatures and Stationary box
i. Then click OK on the Outlook Options dialog box to confirm your changes.

Set default signature - Outlook 2010

a. In Outlook, click on the File tab
b. Select Options from left hand side
c. Click on Mail
d. Click the Signatures button
e. On the Email Signature tab in the Signature and Stationary dialog box choose your email account that you wish to set the signature for, from the E-mail account drop down box
f. Choose the signature you wish to use on new messages from the New messages drop down box
g. If you want to specify a different signature for replies and forwarded messages, choose that one in the replies/forwards drop down box, otherwise choose the same signature there. If you leave it blank then no signature will be added to replies or forwarded emails automatically.
h. When you’ve finished modifying your signature settings click OK on the Signatures and Stationary box
i. Then click OK on the Outlook Options dialog box to confirm your changes.

Set time display interval – outlook calendar

a. Right click on times to the left hand side of your calendar
b. From the menu that appears, choose required interval. This setting will apply to all calendars that you use in Outlook.

Using the Quick Access Toolbar in Outlook 2010

The Quick Access Toolbar is included in virtually every Office product, including Outlook 2010, Word 2010, Excel 2010, and PowerPoint 2010.

You will find the Quick Access Toolbar in the top-left side of the window. To begin, click the Customize button (it's the little black arrow at the end of the toolbar).

Simply click the commands you want to include.

Virtually any command can be added to the Quick Access Toolbar. Click the More Commands option and a new window will open from where you can browse the commands including those not on the ribbon.

Change what you see when Outlook opens

Instead of viewing your emails when you first open Outlook, you can change the settings so that your startup view is different.

Here's how:

1. Go to Tools - Options - Other.

2. Change the startup folder under General Settings (e.g. to Calendar).

3. Click OK.

Make Contacts your default Address Book in Outlook

If you store all your contacts' details in the Contacts address book and would like to set this as the default address book, do the following:

1. Using the Outlook Shortcut bar, right-click and select Properties, then Outlook Address Book.

2. Ensure that the 'Show this Folder as an Email address book' option is ticked.

3. Go to Tools - Address Book, then proceed to Tools - Options.

4. Under the 'Show this address list first' dropdown list, select Contacts.

What's the difference between Outlook and Outlook Express?

Outlook Express is a 'pared-down' version of Outlook that is included with MS Internet Explorer.

Outlook is one of the five major applications included in the MS Office suite. It offers many more features to users, which are business-oriented, such as making appointments or meetings.

Sort messages by multiple headings

It is possible to apply more than one sort to messages using the column headings that appear at the top of your inbox or other folders.

This will allow you to sort, for example, by Sender then by Received date.

Sort firstly by clicking on one column heading (to perform your first sort). As long as you hold down the Shift key in conjunction with clicking on the second column heading you wish to sort by, the messages should not completely rearrange themselves but retain your first sort then apply the second sort to the first sort.

View conversation threads in Outlook

You can easily view messages (sent and received) in threads using Outlook 2003.

Go to View - Arrange By - Conversation to view conversation threads.

Add holidays into Outlook

To display/record your holiday dates in Outlook:

1. Go to the Tools menu.
2. Select Options, then Calendar Options.
3. Select Add Holidays to add holiday dates.

Banish spam from your inbox

To set filters for your incoming mail:

1. On the menu bar, go to Tools - Options.
2. Select Preferences, then Junk Mail.
3. Set filtering levels as per your requirements.
4. Create list of Blocked Senders and Safe Senders to keep spammers at bay and allow messages from colleagues, friends and family to come through to your inbox.

Handy shortcut keys for Outlook messages

Let your fingers do the walking with these handy shortcut keys for dealing with Outlook messages:

- Ctrl + N starts a new message
- Ctrl + S sends a message
- Ctrl + R creates a message reply
- Ctrl + Shift + R starts a reply to all
- Ctrl + F forwards a message
- Use Ctrl + D to delete a message.

Preview incoming email messages from the task bar

It is possible to receive notification of and quickly preview any new incoming messages in Outlook.

In Outlook, go to Tools-Options-E-Mail Options-Advanced E-Mail Options, and select "Display a New Mail Desktop Alert" to enable this feature.

Assign tasks quickly in Outlook

If you right-click on a task this will bring up a shortcut menu. Choose the Assign Task option, then enter the name of the person you wish to assign the task to in the To box.

Remind yourself to reply to messages

Responding to email messages as they arrive can interrupt your work flow and lead to decreased productivity.

Why not set reminders to respond to messages that do not require an immediate reply so you can set aside a time to respond to messages all at once?

By right-clicking on a message, you can access a shortcut menu. Select Follow Up, and then click Add Reminder.

Send a meeting reminder quickly in Outlook

Send your colleagues a meeting reminder quickly by opening the original meeting request, then go to Actions-New Message to Attendees.

Large Icons on toolbar

You can make the buttons on your toolbars bigger by going to Tools / Customize / Options / select Large icons.

Showing all menu items

If you go into a pull down menu you usally find that you get a selection of items(this is the default) or sometimes everything. If you only get a selectiopn you have to go to the double arrows at the bottom of the menu and click it to get all of the hidden items.
To turn this off so that you always get everything, go to Tools / Customize / Options Tab / "Always show full menus". Make sure there is a tick in the box and you will always have every item.

Create a Resource In Outlook

If you would like to be able to book a resource (eg a meeting room or company car) using Outlook Calendar, you should create the resource as a separate account in the mail server.

Then give Author premissions to the whole company to access it (this allows people to book it, but prevents them deleting existing meetings created by others).

It can then be booked directly or by using the resource button when inviting delegates to a meeting.

Place Office Documents in Public Folders

To place an Office document in an Outlook Public folder:

1. Open the folder where the required document is held
2. Right click on the document
3. Click Copy
4. Open the target folder in Outlook Public Folders
5. Click in the folder
6. Press the keyboard shortcut Ctrl+V (Paste)

The document should now be available to all who have permissions to view that folder.

Quickly Add Categories to an Outlook Item

To quickly add categories to an Outlook item (E-mail, Contact, Meeting or Task):

1. Open the required forder in Category view
2. If the required Category is already been given to other items then drag an uncategorized item into the required category section.

Remove the Reading Pane from All Folders

If you are sick of the reading pane in Outlook 2003 popping up in your mail folders there is a way to globally disable it:

1. Right click the Outlook icon
2. Change the end of the command from /recycle to /nopreview.

The only problem is when Outlook applies certian updates it defaults it back but this isnt' very often.

Proofread All E-Mails Before Sending

To force Outlook 2003 to spellcheck all E-Mails before sending:

1. Click "Tools" and select "Options"
2. In the "Options" dialog box, click the "Spelling" tab
3. Check "Always check spelling before sending"
4. Click "OK".

Outlook will now spellcheck all messages as default.

Clear Deleted Items Folder On Exit

To permanently remove all items in your Deleted Items folder on exit.

1. Click "Tools" and select "Options"
2. In the "Options" dialog box, click the "Other" tab
3. Check "Empty the Deleted Items folder upon exiting".
4. Click "OK" to close.

NOTE that after this is done ALL items that were in the folder will be gone forever and cannot be retrieved.

recalling messages

If you have sent an email by mistake, you can quickly retreive it by going to your sent items folder, clicking on the message that you want to recall, andthen clcik on actions and recall message

Opening inbox using the keyboard

The quick to get back to the Inbox from any folder is CTRL+SHIFT+I

Opening outbox using the keyboard

The quick to get back to the Inbox from any folder is CTRL+SHIFT+O

Check for new mail

If you want to check for new mail quickly use CTRL+M or F9

Displaying the address book

If you want to open the address book quickly use CTRL+SHIFT+B.

Sending a message

Once you have typed your message press ALT + S

Accepting meetings quickly

Use ALT + C to accept a meeting request

Declining meetings quickly

Use ALT + D to decline a meeting request

Accept Tasks Quickly

Use ALT + C to accept a meeting request

Decline Tasks quickly

Use ALT + D to decline a meeting request

Change text case in Emails

When typing an email if the case is wrong press SHIFT + F3. This only works if Word is set as editor.

Setting Bullets Quickly

If want to create bullets quickly press CTRL+SHIFT+L.

Right click options using the keyboard

If you are on message use SHIFT+F10, this gives the box which would appear when you right click a message.

print preview a message

If you want to print preview a message press CTRL+F2. This does not work though on HTML messages.

looking at 1-9 days in calendar

Regardless if the view you are in, if you press the ALT key and a number from 1-9 it shows you that many days in the calendar view.

looking at 10 days in calendar

If you want to view your next 10 days in the calendar press ALT + 0

Switch to weeks view

If you need to quickly view the week view press ALT + Hyphen

Switch to Months view

If you need to quickly view the week view press ALT + Equal

Setting Follow-up Flag

If you want to set up a follow-up flag press CTRL + SHIFT + G. This works on messages in a folder and new messages.

Advanced Find Quickly

If you want Advanced Find quickly press CTRL + SHIFT + F

Creating New search folders quickly

If you want to create a search folder press CTRL + SHIFT + P

Moving Items Quickly

If you want to move an item quickly press CTRL + SHIFT + V.

Replying to an individual

If you want to reply to an Individual press CTRL + R.

Replying to all

If you want to reply to all press CTRL + SHIFT + R.

Replying to a Group

If you want to reply to a group press CTRL + SHIFT + R.

Adding Flags to messages

You can add the red flag (or the default one)to a message in a folder by pressing INSERT

Inserting Hyperlinks to messages

If you want to add a hyperlink to a message press CTRL + K. This only works when using Word as the e-mail editor.

Move to first email in a folder

Press CTRL + Home

Move to last email in a folder

Press CTRL + End

Selecting a group of items

Click on an item, Hold down the Shift key and click on the last item. This will select between 2 points.

Selecting individual items

Click on an item, Hold down the CTRL key and then select other individual items.

view non consecutive days

To view nonconsecutive dates:

On the right side of the window in the Date Navigator (the small calendar that displays the current month), click the first date you want to view.
While holding down the CTRL key, click any other dates you want to view. (To remove a date, click it again.)
You can display up to 14 nonconsecutive days!

Set Outlook to automatically save Unsent messages

In Outlook, you can automatically save unfinished messages in your 'Drafts' folder.

Click the 'Tools' menu, then select 'Options'.
Click 'Email options' and select the 'Automatically save unsent messages' option.

Your draft emails will now be saved every 3 minutes. If you want to save an email more often than that, just click 'Save' at any time.

Selected different days in the calendar

This works best in the 1 day view and is using the date Navigator.

If you want to view more than 1 day but they are not back to back hold down the CTRL key and click the days you want to see. This gives you the days you want but with the feel of the 5 day view. You can also use Shift to selected between 2 dates.

Creating quick appointments

Using the 1 day view select the time slots you want for you appointment and start typing. This will give you a busy appointment by default. Once finished typing press return.

Quick way to create a distribution list

If you have been sent an email that contains all the names you want in your distribution list then highlight and copy the names from the email. When you get to the address book for adding names paste the names into the members bar.

Sending on behalf of tip related to servers

If somebody gives you the correct access to there inbox then you should be able to send on behalf of that person. If it says that you do not have permissions then you would need to speak with the techie guys. There is a setting on all user accounts which gives you send on behalf of rights. Users would need to be added and thus solving the issue.

This is something that I came accross on a recent rollout.

Check Names shortcut for names in messages

If you use the check names button when creating emails then try it's keyboard shortcut Ctrl + K instead.


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