Outlook Quick Tip: Navigation Pane

Quickly turn the Navigation Pane On or Off by pressing "ALT + F1" and keep more room for reading emails.

This is such an easy tip, but can provide much more room in the Outlook window.

Outlook Calendar Tip: Date Picker

To quickly view specific days next to each other, follow this tip.

Click on the date in the "Date Picker" window.  This is the small calendar(s) usually on the left side of the screen.

Hold the "CTRL" key to select non-consecutive multiple days while clicking on each date.

As you click, each date will appear next to each other in the Calendar view.

It's that simple.

Start Outlook in a Folder other than Inbox

Many people I've trained use the Outlook Calendar to schedule their day.  So, this tip is dedicated to those that would like to start Outlook in a folder other than the Inbox.

Click on the "Tools" menu and select "Options."

Click on the "Other" tab.

Click on the "Advanced Options" button in the "General" area.

Click on the "Browse" button in the "Startup in this folder" field.

See image below.



Highlight the folder you want (in our Example above, we would select the "Calendar" folder) and click on the "OK" button.

The next time Outlook is started, the "Calendar" folder will open first.

You may change this option at any time, depending on your usage.
 

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."



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!

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.



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.

NOTE:  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.

Outlook Printing Tip

How many times have you clicked on the "Print" button in Outlook only to have 4 or 5 or more pages print?  And you really only wanted the first page of the e-mail - you know, the part that showed on your Preview Pane.

I've spoken of this tip before in relation to Word and Excel; but it also applies to Outlook.

Click and drag the mouse to highlight the area you want to print.

Click on "File | Print"and in the Print Dialog window, click on the "Selection" option within the "Page Range" area.  See the image below.



Click on the "Print" button to print.  Only the highlighted selection of the e-mail will print.  This tip can save you a lot of wasted paper and ink.

NOTE:  Depending on the version of Outlook, you will need to double-click to open the e-mail prior to highlighting and selecting "File | Print."

Outlook Archive Tip

When Outlook is first setup, the default Auto-Archive is 6 months.  This means that e-mails dated 6 months ago will automatically be moved into the "Archive" folder.

This saves space in your .PST file; which is the file that contains your e-mail account information - all e-mails in the user account folder.

There are a few ways to change the Archive settings; however, for most people, Auto-Archive is probably best.

But, what if you send and receive a hundred or more e-mails a day?  This could add up to quite a bit of e-mails in your folders and can slow Outlook down.

Simply change the "Auto-Archive" settings to a smaller time period.  Follow these steps to do so.

Click on the "File" menu and select the "Options" menu item.

Click on the "Other" tab.

Click on the "AutoArchive" button.

Ensure that the "Archive or Delete old items" is checked.

Once it is checked, select any of the options below to setup the AutoArchive to the time period you want.



Click on the "OK" button to save the changes and exit the window.

Click on the "OK" button to close the "Options" window and return to Outlook.

Outlook Quick Tip

Would you like more room on the Outlook Desktop?  If so, did you know you can turn the Navigation Pane On or Off, as needed?

Simply press "ALT + F1" to toggle the Navigation Pane On or Off.

Turn it "Off" when you need more space or turn it "On" when you need to see folders.

It's that simple!

12 Tips for E-mail Etiquette

Don't you wish that every person who received a new e-mail account had to agree to follow certain rules to use it? There are certain professional standards expected for e-mail use. Here are some things to keep in mind regarding professional e-mail conduct:

1) Be informal, not sloppy. Your co-workers may use commonly accepted abbreviations in e-mail; but when communicating with external customers, everyone should follow standard writing protocol. Your e-mail message reflects you and your company, so traditional spelling, grammar, and punctuation rules apply.
http://www.law.missouri.edu/lande/writingguidelines.htm

2) Keep messages brief and to the point. Just because your writing is grammatically correct does not mean that it has to be long. Nothing is more frustrating than wading through an e-mail message that is twice as long as necessary. Concentrate on one subject per message whenever possible.

3) Use sentence case. USING ALL CAPITAL LETTERS LOOKS AS IF YOU'RE SHOUTING. Using all lowercase letters looks lazy. For emphasis, use asterisks or bold formatting to emphasize important words. Do not, however, use a lot of colors or graphics embedded in your message, because not everyone uses an e-mail program that can display them.

4) Use the blind copy and courtesy copy appropriately. Don't use BCC to keep others from seeing who you copied; it shows confidence when you directly CC anyone receiving a copy. Do use BCC, however, when sending to a large distribution list; so recipients won't have to see a huge list of names. Be cautious with your use of CC; overuse simply clutters in-boxes. Copy only people who are directly involved.

5) Don't use e-mail as an excuse to avoid personal contact. Don't forget the value of face-to-face or even voice-to-voice communication. E-mail communication isn't appropriate when sending confusing or emotional messages. If you have a problem with someone, speak with that person directly. Don't use e-mail to avoid an uncomfortable situation or to cover up a mistake.

6) Remember that e-mail isn't private. I've seen people fired for using e-mail inappropriately. E-mail is considered company property and can be retrieved, examined, and used in a court of law. Unless you are using an encryption device (hardware or software), you should assume that e-mail over the Internet is not secure. Never put in an e-mail message anything that you wouldn't put on a postcard. Remember that e-mail can be forwarded, so unintended audiences may see what you've written. You might also inadvertently send something to the wrong party, so always keep the content professional to avoid embarrassment.

7) Be sparing with group e-mail. Send group e-mail only when it's useful to every recipient. Use the "reply all" button only when compiling results requiring collective input and only if you have something to add. Recipients get quite annoyed to open an e-mail that says only "Me too!"

8) Use the Subject Field to indicate content and purpose. Don't just say, "Hi!" or "From Jane." Be as specific as you can.

9) Don't send chain letters, virus warnings, or junk mail.Always check a reputable anti-virus Web site or your IT department before sending out an alarm. If a constant stream of jokes from a friend annoys you, be honest and ask to be removed from the list. Direct personal e-mail to your home e-mail account.

10) Remember that your tone can't be heard in e-mail. Have you ever attempted sarcasm in an e-mail, and the recipient took it the wrong way? E-mail communication can't convey the nuances of verbal communication. In an attempt to infer tone of voice, some people use emoticons, but use them sparingly so that you don't appear unprofessional. Also, don't assume that using a smiley will diffuse a difficult message.

11) Use a signature that includes contact information. To ensure that people know who you are, include a signature that has your contact information, including your mailing address, Web site, and phone numbers.

12) Summarize long discussions. Scrolling through pages of replies to understand a discussion is annoying. Instead of continuing to forward a message string, take a minute to summarize it for your reader. You could even highlight or quote the relevant passage, then include your response. Some words of caution:
Use these suggestions as a starting point to create e-mail etiquette rules that will help your team stay efficient and professional.

For more E-Mail training, visit GoAskDebbie.com.