Showing posts with the label Outlook

Helpful Outlook Shortcuts

I'm always looking for shortcuts to reduce the time I spend moving the mouse. My company just sent this email with a few helpful Outlook shortcuts, and therefore I'm sharing them with you... Outlook 2010 Shortcuts Ctrl + E will help you find a message or other item. Ctrl + Alt + R will reply to an email with a meeting request. Ctrl + Shift + A will create an appointment. Ctrl + Alt + F will forward an email as an attachment. Ctrl + Shift + M will draft a message from any Outlook view. Outlook 2011 for Mac Shortcuts Shift + ⌘ + K will send all the messages in your outbox. Shift + ⌘ + O will display all unread messages in your inbox. Ctrl + ⌘ + C will check recipient names in an open message. Ctrl + 2 will flag an item for follow up for “tomorrow;” Ctrl + 3 will flag for “this week;” Ctrl + 4 will flag for “next week”.

Creating Multiple Email Profiles for Outlook

Want to use Outlook to access 2 or more email accounts? By adding additional Profiles to Outlook, you can avoid multiple email clients. The upside is that you can share your archive folders across your accounts. The downside is that you can only manage one account at a time. To add a new Profile, follow these simple steps: Open Control Panel Click Mail Click the Show Profiles button Click the Add button Provide a Profile Name Complete the Account Setup Wizard  Once created, you can select to be prompted for the Profile you want to open when starting Outlook or you can have it always open a specified Profile. Once you have more than one Profile, you can force Outlook to open to a specific Profile by configuring Shortcuts for each. Create a copy of your existing Outlook Shortcut Right-click the new Shortcut and select Properties On the Shortcut tab, go to the Target text box At the end of the line (after the ending quote), add the following on the same line: space /p

Create an Outlook Template

Do you find yourself having to send the same message over and over again? With Outlook Templates you can save yourself from having to recreate the same message. Further, it can help to make sure your messages are consistent. It's actually quite easy to do. Create the Template Start with a new blank message. Write the message. Add a subject. (optional) Add recipients if you like. (optional) Select Office Button >> Save As... Change the Save as Type to Outlook Template (*.oft). Name the file and click Save. Use the Template Go to Tools >> Forms >> Choose Form... From the Look In drop-down, select User Templates in File System. Select your template and click Open. Make any last minute changes, add/remove recipients and Send.

Remove Outlook 2007 Add-Ins

In Outlook 2003 you needed to go to Tools | Options >> Other >> Advanced Options >> Add-In Manager... and COM Add-ins...; Close and Re-open Outlook to remove various Add-ins. Unfortunately if you try that in Outlook 2007 you wont find the same choices. In Outlook 2007 go to Tools | Trust Center... >> Add-ins and you can see what Add-ins are installed, and of those which are active and which are inactive. Select COM Add-ins in the Manage drop-down and click Go.... The COM Add-Ins screen will pop-up. Uncheck the Add-Ins you want to disable (check those you want to enable). When you are completed, click OK. Close and Re-open Outlook for the changes to take affect. Once you're satisfied that by disabling your Add-in, there was no negative effect, you can return to delete the Add-ins. Go back to Tools | Trust Center... >> Add-ins >> COM Add-ins (Go...). From the Comm Add-Ins screen, select the Add-in you want to delete and click the Remove butt

How to Create an Outlook Forward Rule

Note: These steps were written using Outlook 2003. Though most if not all versions should support this functionality, it may take slightly different steps in different versions. These steps will describe how to forward an email that contains a specific Subject, e.g. “the subject,” from a specific email address, e.g. "," to another Outlook user, e.g. "Outlook User." 1. Within Outlook go to Tools >> Rules and Alerts… 2. Click New Rule… This will start the Rules Wizard 3. Select the “Start from a blank rule” option 4. Select “Check messages when they arrive” 5. Click Next 6. Select the two check boxes “from people or distribution list” and “with specific words in the subject.” This puts both phrases in the lower “Step 2” text box. 7. Click on the “people or distribution list” text in the lower box. This will open a new Rule Address dialog box, similar to the standard Address Book dialog box. 8. In the From - > field (at the

Sync Your Outlook Contacts and Calendar to Your Droid

As nice of a phone as the Droid is, its Outlook integration is not yet up to what you can accomplish with the iPhone. Previously I blogged about how to get your Outlook email onto your Droid , as the instructions that come with the Droid are not clear. The rest of this post will tell you how to sync your Calendar (events) and Contacts between your Droid and Outlook. It takes three things to make this work. Compatible version of Outlook: Outlook 2003 or 2007 on Win XP (32-bit only) and Vista. Gmail account: You should already have this, since it's required for the Droid. Google Calendar Sync application: The Google Calendar Sync program will sync your calendar and contacts between your Outlook account and your Gmail account -- your Droid can interact with your Gmail account. Download this from Google onto your computer that's running Outlook. Once you've downloaded the Google Calendar Sync program, install it. Just a few simple steps, and you'll have your Contacts a

Get Exchange (Outlook) Email on your Droid

With my new Droid, it was extremely easy to get my Gmail, but I found the instructions for getting Exchange email not so clear. It's actually quite easy once you realize what's being asked -- the key is it's the same as your Outlook Webmail. Here's what you need to do: Click/Open the eMail App and choose Add Account. Enter your Outlook email address and password. If you want this to be your default email, be sure to check the box before clicking next. Select Exchange from the account type options. Complete the following Domain\Username : This will likely have your email username as entered in step 2. It may not be the same as your network username, which is required here. Most of us don't have to remember our domain, except when using Webmail, e.g. mydomain\myusername. Password : The password you use to login to your corporate computer, and therefore your email. It should also be the same password you use when retrieving Outlook Webmail. Server: This will likely ha

Fix corrupt Outlook.pst (2007) in Vista

Unlike XP, Vista does not provide the same privileges by default, and therefore it can be difficult to repair your PST file. The trick is to run the scan and repair program with Admin privileges. Here are the steps: Close Outlook -- likely it's already closed, because if the PST file is corrupt, Outlook wont run. Find the Command Prompt, right-click, and run as Administrator. At the command prompt, enter "C:\Program Files\Microsoft Office\Office12\SCANPST.EXE", including the quotes. If you have a different version of Outlook, you may still have a repair program -- find it and replace with the string I have here. When prompted to Repair, select Repair. Enter 'Exit" at the command prompt to close the Command Prompt window, and run Outlook again. That should do the trick. Some folks may not have an Admin password for Vista. If that's the case, check out these instructions for further help.

Manage your Contacts

Most of us have Contacts spread among many systems and it takes a lot of effort to keep them in sync or they're not in sync and you find yourself re-entering contacts in each system. With the help of Outlook (2003), LinkedIn , Gmail , My Digital Life , and Contact Scrubber for Outlook , I was able to sync a majority of my Contacts. Here are the steps I used: I downloaded and installed the LinkedIn Toolbar for Outlook . With the toolbar app, I was able to add Contacts from LinkedIn into my Outlook Contacts -- the master list. Then I used TeamScope's Contact Scrubber for Outlook to merge any duplicates that Outlook hadn't already picked up. Next with the help of My Digital Life blog, I exported my Gmail Contacts and imported them into Outlook. Again I used Contact Scrubber for Outlook to merge duplicates. Then with the help of My Digital Life again, I exported my Outlook Contacts and imported them into Gmail. Notes: Contact Scrubber for Outlook is a Trial that works wi

Word 2003 slowly launches

I had experienced problems with Word 2003 taking a long time to launch. I'm not sure when it occurred, though I suspect it was when I tested it as the email editing client for Outlook. Even though I disabled Outlook from using Word 2003, Word continued to launch slowly. I searched Google, but couldn't find much that would help. I resorted to using the Detect and Repair feature contained in the Help menu. After some processing, the Detect and Repair process asked me for my install disk. Since this is a company computer, Office was installed from a shared drive that I don't have access to, so I canceled the process. When I returned to Word, it acted as though it was the first time launching, and it now seems to open faster. Unfortunately, when I opened Outlook, it also acted like it was the first time launching. My profile was gone with my settings to access my email and the pointer to my email archives. Fortunately I keep all most of my email on the server, so I can access i

Open additional mailboxes within Outlook

You may have the need to open and view more than one Outlook Inbox at the same time. Take for example an employee quitting... who's going to monitor his inbox until a replacement is hired? In my office, email support is handled through a shared email account, with designated individuals watching it at various times. Here's how you can add additional inboxes to Outlook, so you do not have to switch back and forth between accounts: Start Outlook Go to Tools | E-mail Accounts... Make sure View or change existing e-mail accounts is marked and click Next Make sure your Microsoft Exchange Server is highlighted and click Change Click More Settings... Click the Advanced tab Click Add Enter the name of the additional inbox you want to add. This is the same name you find in the Outlook Address Book. Click OK -- you may have multiple choices, if the name you gave matches more than one account. If so, select the account you want and click OK , again. Click OK Click Finish Here's a

Help managing your inbox - Xobni not ready for prime-time

Based on a review I read, I thought I'd give Xobni a try. As described on the Xobni home page, "Xobni is the Outlook plug-in that helps you organize your flooded inbox." Xobni installs a new right-hand pane in Outlook and tracks your contacts communications. When you view an email, prior emails, files transfered and other cc'd contacts display in the Xobni window. Xobni provides you additional information as well, such as the contacts phone number, the numbers of sent and received emails to the contact and how the contact ranks in comparison to your other email contacts. You can also see a graph of when the contact communicates with you (by hour of the day). And finally, Xobni has a search feature to help you find emails. The Xobni website covers the features in more detail . The reason I'm uninstalling Xobni as I have not found the benefit in comparison to the pain. Every morning when I start Outlook, it now checks for errors because it did not close properly th

Outlook is slow....

For the last several months, Outlook 2003 has periodically been real slow. The most common time would be first thing in the morning, so I wasn't sure whether it was network related or startup related. I would also experience it occasionally when sending an email... it would hang for a long time before starting the spell checker, and then between words it would hang again. I did some research, and though it has not been long enough to be certain it has been corrected, it looks promising. Here are the suggestions that I tried: Archive everything older than 3 months (it was 6). This should reduce the size of your PST file -- mine was 2.6 MB. My understanding is that newer versions of Outlook do not have problems with large PST files, but why take a chance? Tools | Options >> Other >> AutoArchive... Start a new outcmd.dat file (C:\Documents and Settings\[your user name]\application data\microsoft\outlook), as it could be corrupt. Close Outlook, rename the file, start Outloo