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O-Tip of the Day: Seek, and ye shall find

July 7, 2009


After we’ve shown you Rules and Alerts in our last Outlook Tip, we will provide you with the promised search feature in case you can’t find an e-mail. This feature is divided in Instant Search and Advanced Find. Don’t worry, we’ll explain you step by step what to do with the two search features and how you can use them.

Instant Search
This feature allows you to search in a defined folder for a defined text. Messages that contain the text that you typed are displayed in the Instant Search Results pane with the search text highlighted.

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O-Tip of the day: Keep your Inbox empty

June 3, 2009


Every morning when you start your computer at work your Inbox is overflowing with lots of e-mails waiting to be sorted by you. Especially if you had holiday this task can be very annoying and time-consuming. For this problem Outlook offers little helpers for sorting, so-called rules. With this function Outlook sort your e-mails automatically. We’ll show you on an example how to do it.

You have subscribed to several newsletters? They often unnecessarily overcrowd your inbox. You can simply make a rule that every newsletter will be move automatically to a provided Outlook folder.

First, create in your Inbox (or Personal Folders) a subfolder with the name “newsletter”. To do this, click the right mouse button on the Inbox (or Personal Folders) - New folder and name it with newsletter.

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O-Tip of the day: Save your bookmarks in Outlook

July 1, 2009


You can much more than just sending and receiving e-mails or time scheduling in Outlook. More specifically, with Outlook, you can even surf the Internet. At least in part, a browser is still not replaced.

In Outlook you can specify a list of websites that you frequently need. You can also jump directly from Outlook on the pages.

1) Go in Outlook menu to Go- shortcuts. (key shortcut: Ctrl +7).

2) Then click on Add New Group.

3) Enter a name, for example bookmarks

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Tip of the day: How to recall your message in Outlook

June 29, 2009


Do you know the recall feature in Outlook which recalls sent e-mails? But before you want to vent your anger about a colleague by e-mail, because you can call the message back, I have you to slow down in advance. This feature admittedly sounds very attractive. But however there is a small catch. The feature works only under the following conditions:

1) The recipient has not yet read your message
2) You are working on an Exchange server
3) You sent the e-mail internally.

If these conditions are met, you can recall your e-mail at any time and replaced it by another. This is just useful if you forgot to insert an attachment.

For recalling a message try this:

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O-Tip of the day: Do you know Quick Parts?

June 26, 2009


Just in time for the weekend, we’d like to provide you with a good tip which saves much time in writing your e-mails.

Are you familiar with the Quick Part in Outlook 2007? These are very useful if you have frequent requests with identical e-mails to answer. As an example, people from HR department often write a standard e-mail to each candidate which confirmed the receipt of the application. Rewriting the text every time is much too cumbersome. Similarly, the old copy-and-paste method can’t deal with the Quick Parts.

In previous Outlook versions this function was called auto correction. It worked just like Quick Parts. But how do I create a Quick Part? That’s very simple. We show you step by step. Let’s go!

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O-Tip of the day: How to add a new e-mail address quickly to your Outlook contacts

June 25, 2009


Again and again you receive e-mails from new contacs who should be added to your address book in Outlook. The common way is to copy the e-mail address, open contacts, open a new contact form and put in the address.

That’s definitely too slow and uncomfortable. We found two ways to add new contacts faster in your Outlook address book.

1. You want to add only one e-mail address
Open the e-mail and click with the right mouse button on the sender’s address. Select Add to Contacts on the context menu.

kontakthinzufugen3

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O-Tip of the day: 4 possibilities to create a task in Outlook

June 24, 2009


There are many people using Outlook for their task management. You too? Certainly you know how to create a new task in Outlook. But did you know that there are four ways to create? And perhaps you’ll find here a possibility which is more comfortable for you.

1. Create a new task on the menu
You can use the menu to create a task. Click in the menu on File – New – Task.

aufgabe_erstellen3

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O-Tip of the day: Sending your e-mails delayed

June 23, 2009


Often it is useful to prepare one or more e-mails and send them delay. This can be accomplished easily with Outlook.

1. Open a new e-mail in Outlook. After you have done with writing, open the message options. You can find it in Outlook 2007 by clicking this button:

e-mail_timeshift2

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O-Tip of the day: How to make a fast entry in your Outlook tasks

June 19, 2009


I’m sure you know this situation: Suddenly you remember that you needed to call Mr. X due to product Y. However you’re in the middle of another task, which must be done quickly. At the same time the phone rings nonstop to your attention.

Sure, you could create a new task in Outlook. But let’s face it, in the hustle and bustle of everyday life you don’t have the time to click through the task form.

We have good tip how you can make a fast entry in your Outlook tasks. Type your task in keywords directly in the task list without creating a new task form. With the Tab key you can go into the next field. Later, if you have enough time, you can still specify the task.

Also you can type directly the due date. Instead of selecting a date you can e.g. write “tomorrow” or “next week”. Then confirm with Enter. Outlook will now automatically select the correct date.

tasklist1

Just try it out.

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O-Tip of the day: Never forget the upper case

June 18, 2009


Do you know the shortcut cherry_keyboard_105_keys + F3 in Word? Well you won’t be surprised if I tell you that you can use a lot of shortcuts from Word in Outlook.

It often happens to me, that I don’t mind the upper case when I have to reply quickly an e-mail. With the shortcut above you can proofread your letters easily. The cursor must be in or at the end of the word. Now press the shortcut and you can select the desired spelling.

I give you an example: Just write the word outlook. By pressing Shift + F3 you will get Outlook. And with another press on the keys you get the upper case word OUTLOOK.

Just check it out. Even if you are good in typing it is not always easy to mind the upper case. But now you have a good and quick method for proofreading your e-mails.

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