Friday, May 13, 2011

Outlook Send a Message to a Category

I've shown how to use the Category feature in the past; but other than sorting, some users aren't sure how else to use this feature.

Let's say you've setup a Category for your son's sports team.  When you need to send a message to the team, simply filter your Outlook Contacts by typing the Category name in the "Look For" field and press "Enter."

Outlook Category Sort

When the names in the Category appear, press "CTRL A" to select all of the contacts.  Choose "Actions" from the menu and select the "New Message to Contact" option.

All email addresses within the Category appear in the "To" field of a new email message window.

Type your Subject Line and email message and press the "Send" button.

It's that simple!

Excel Quick Tip

Press "CTRL ~" to display all formulas.

Not only does this provide a quick view of the formula in the first cell, but it shows all formulas in the entire spreadsheet.  This can be used to quickly see information without having to scroll to the cell and view the formula in the formula bar.

Press "CTRL ~" again to hide the formulas and return to the standard view.

Friday, May 6, 2011

Outlook Calendar Tip

I've shown many different ways of changing the appearance of Outlook; but this one is easy and used by many people I've trained over the years - I just had to share it with everyone.

When using the Calendar in Outlook, the default time periods are 30 minute intervals.  But, what if you have appointments or other scheduled items that need to be broken down into 15 minute intervals?

Follow this tip to learn how.

With the Calendar open, simply right-click in any blank area.

Select the "Other Settings" menu item.

Outlook Calendar Time Settings

Click on the "Time Scale" drop down arrow and select the time interval you want to appear.

Notice the interval options are from 1 to 60 minutes.  Personalize Outlook's Calendar to fit your needs.

Click on the "OK" button to save the changes.

It's that simple.

  The only views that show the new time intervals are the "Day" and "Work Week."  Or any other personalized views that show the default intervals.

How to Delete Blank Rows in Excel