|
|
Office 2000 Articles and Tips from MicrosoftMail/Message Tips
Add a Contact from a Message You can add an address to your contacts without typing that person's name and e-mail address. As long as you have a message in your Mailbox from that person, Outlook will enter it for you. Open in a separate window (not just Preview Pane) the message that contains the address you'd like to add. Right-click the address (even though it's in the gray, message header section) and select Add To Contacts. A new contact window appears with that address already entered. Complete the other fields as necessary, then click the Save And Close button. Address -- Moving Between To: & Cc: Addressing -- Moving an address between To: & Cc: Ever add someone to the To: field of the message you're composing and then realize that you really wanted to Cc: them instead? You don't have to delete and re-enter the address or use Cut and Paste. You can move an address from one field to another by clicking the name once to highlight it, dragging it to the desired field, and dropping it there. Automatic Spell Checking You can spell check your outgoing Messages by choosing Tools | Spelling or using F7. But if you want the spell check to happen automatically every time you send a message you can set this option in: Tools | Options | Spelling | Always check spelling before sending Changing Date, Time, or Duration of an Appointment Whether you need to adjust the date, time, or duration of an appointment you have on your calendar, changing it is a snap. To change only the date of the meeting, click and drag the appointment from your schedule--Day, Work Week, or Week View -- over to the Date Navigator (the calendar in the top-right area of the window) and drop it on the correct day. To change the time of the meeting, switch to Day View, then click and drag the appointment up or down to the correct time. Let go, and it slides into place. To change the duration of the meeting, still in Day View, hold your mouse pointer over the appointment's top or bottom edge. When the mouse pointer changes to a double-pointed arrow, click and drag up or down. Changing the Message Subject Saving messages to folders? If you'd like to file the message with a more meaningful subject, when you have the message open you can click on the subject (even though it's in the gray area) and edit as desired. When you close the message window you'll be asked if you want to save your changes. The answer is, "Yes." Cleaning up Message Space This link contains some tips for managing your e-mail storage on the Exchange server -- how much space is each folder using and how might some space be recovered. Color Code Your Messages Are there certain messages that you want to distinguish from the rest of the messages in your Inbox? Make sure you never overlook them by coloring those messages a nice shade of, say, lime green. From inside your Inbox or Sent Items folder, click the toolbar's Organize button on the right side of the toolbar. On the left side of the organizing area, click Using Colors, then complete the necessary information to the right. For example, you might create a rule that says, "Color messages from Paul Palumbo in Lime." Click Apply Color. The next time you receive a message from (or send one to) the specified person, it will appear in that color in the message list. (Note: The change is retroactive--you just need to close and reopen Outlook before existing messages appear color-coded.) Column Width Adjustments Tired of manually sizing the columns of your e-mail folders up (and down again) to accommodate wide entries--for example, those under Subject? Don't waste your time clicking and dragging column edges left and right. Instead, let Outlook autosize your columns for you. Right-click the column heading of the column you want to resize, select Best Fit, and Outlook enlarges (or shrinks) the column to fit the widest entry. Deleting and Restoring Messages Deleted messages (and other items) are moved to the Deleted Items folder and are not really gone until you Right-Click on Deleted Items and choose "Empty Deleted Items" Folder. In fact, once you empty your Deleted Items they are saved in a "hidden" Deleted Items folder on the server for 14 days. To restore something from the system Deleted Items folder to your Deleted Items folder:
Distribution List in Contacts (Outlook 2000, not 98) Finally in Outlook 2000 you can create a distribution list as a Contact! (Unfortunately you won't be able to see this "group contact" from the Web interface.)
To change members, just double-click the contact, and you may add, delete, and edit members. Disabling Outlook's Journal Feature If you are using Outlook, you may want to disable the Journal feature. This feature keeps a log of every file you open or create and can become quite large, eventually filling up your Inbox. In order to turn off the Journal, do the following:
Fields Displayed in Message List
Flag a Message for Followup To remind yourself that you want to follow-up on a message, you can put a little flag icon beside messages in your Inbox or in any other folder. Right-click the message, select Flag For Follow Up, select a follow-up type using the Flag To dropdown, then click OK. If you want to set a pop-up reminder to follow-up by a specific date and time, Open the Flag To Follow Up dialog box (right-click the message and select Flag For Follow Up), then use the Due by: dropdown to select a due date. Click OK. If you don't mark the follow-up action as complete or remove the flag entirely by the due date, a reminder appears on your screen and the message listing changes color in the list of messages for that folder. Keyboard Shortcuts for Messages
Keyboard Shortcuts for Navigating Calendar If you usually operate in Day View in your calendar, try these keyboard shortcuts to navigate your way to other days quickly and easily:
Keyboard Shortcuts in Screen Tips By default, when you hold your mouse pointer over a toolbar button, a small, yellow box--called a ScreenTip--appears with that button's name inside. You can ask Outlook to display that button's keyboard shortcut, if any, inside its ScreenTip. Select View, Toolbars, Customize, and click the Options tab. Select Show Shortcut Keys In ScreenTips, then click Close. To try out this new option, hold your mouse pointer over the Forward button. You'll see that the keyboard shortcut to this command is Ctrl-F. Opening Multiple Windows by Default You can have multiple windows open in Outlook. Any folder in your folder list can be opened in its own window. Right-click on the folder and choose Open in New Window. If you close Outlook by choosing File | Exit and Logoff the next time you open Outlook it will open all the windows you had open at the time you chose Exit and Logoff. Printing a Phone List from Contacts Need a printed phone list of all your contacts? Open the Contacts folder, then select View, Current View, Phone List. If there are columns you don't want to print, such as File As, you can remove them (they won't all fit across a standard page anyway). To do this, right-click an unwanted column's heading and select Remove This Column. For a quick preview of your phone list, select File, Print Preview. If it's what you want, click Print. Note: To put a column back, Select View, Current View, Customize Current View; click the Fields button; select the field you want to add on the left; click Add; use the Move Up button to position it, then click OK twice. Printing Message Header List Want to print a list of messages in a folder rather than the actual messages themselves? When looking at the message list (rather than a particular message open in a window) you go to File | Print and choose Table Style (rather than Memo Style). Note that you can also select messages and just print the selected messages in your table or print a table listing of all messages. Printing Messages to Text File Want to export the text of some messages to a text file that you can read in any text editor or word processor? First you need to have a Text Only Printer as one of your installed printers. If you need to add a Text Only Printer see: http://webdata.forestry.oregonstate.edu/helpdesk/faq/answer.php?ID=500 Then in Outlook go to the folder containing the messages you want to print,
Recall a Message Ever hit the Send button on an e-mail message and then wish you could have the message back? You can attempt to recall the message by:
Redirect Replies Are you sending out a message to lots of recipients, but you don't want to deal with the replies (for example, you might be sending out an office survey that your assistant will tally)? Outlook can help direct responses to the recipient of your choice. Compose the message as usual, but before sending it off click the Options button (or select View, Options). Under the Delivery options, select Have Replies Sent To. Click the Select Names button, select a recipient or type in an address, and click the Reply To button. (You can select multiple names or separate names with a comma or semicolon) Click OK, then click Close and send the message off as usual. When a recipient clicks the Reply button, the return message's To field lists the address to which you want replies sent. As long as s/he doesn't redirect the message to you, you'll never lay eyes on that response. You may want to include a note in the message mentioning that the recipient of the reply will not be you. Save Without the Attachment Want to save some space in your folders? You don't have to leave attachments attached to the messages you file away. Open the message. You can right-click on the attachment and save the attachment if needed and then right-click on the attachment and choose Remove. The attachment will be removed. When you close the window you'll be asked if you want to save your changes. The answer is, "Yes." Select Message Text Format First, go to Tools | Options | Mail Format and deselect Use Microsoft Word to edit email messages. (By default, MS Word is set to be the text editor.) Then in Compose in this message format dropdown choose the text format (HTML, RTF or Plain Text) that you want to use as the default for your mail messages. You can also change the text format from within a new message. Open a new message, go to Format. You will see a list of available formats, but which format options you see here is dependent on which format was selected under Tools | Options | Mail Format. If you selected Plain Text as the default, then you also see HTML and RTF text as options. If you have RTF text set as the default, then only Plain text shows as the other option, but not HTML. If you have HTML checked, then Plain Text is the only other visible option, but not RTF. To change from HTML to RTF or vice versa from within an open message, first select Plain Text. Caution: all current formatting will be lost if you say yes to the warning that you will lose all formatting and pictures. Then you can select the format (HTML or RTF) that you want. Set Attachment File Locations By default Outlook opens My Documents when you select File | Insert or when you click on  Want to change the location where Outlook When you insert a
file To change the default folder location when you want to insert a file
in Outlook 1. Open a new message 2. On the Tools menu, click Customize.
3. Click the Commands tab, and with the Customize dialog box open, click
the Insert File button on the toolbar. 4. Click Modify Selection in the
Customize dialog box, point to Edit Hyperlink, and then click Open... 5.
Browse to the folder that you want to open when you click on the Insert
File button. Click on OK, then close the Customize dialog box. 6. To change
the file locatin for the Menu Bar item: Insert | File, select Insert | File
from the Menu Bar in #3 above and then repeat steps 4 and 5.
Signatures on Messages A signature consists of some standard text lines included at the bottom of your messages. To create a signature (or two or three) in Outlook: Select Tools | Options, and click the Mail Format tab. Under Signature, click the Signature Picker button, then click New. Type a name for the signature, click Next, and in the Signature text box, type all the text you want to include at the end of each message. Click Finish, click OK, and back on the Mail Format tab, you'll see the signature name next to "Use this signature by default." Click OK if you want the signature to automatically appear on all new messages you compose. Choose <None> in the "Use this signature by default" dropdown if you don't want the signature to automatically appear. If you don't have a default signature you can add a signature to the message you're composing by choosing Insert | Signature (or the Signature icon on the toolbar) and selecting the signature you want to use. Sending Messages from Multiple Accounts If you have multiple accounts defined to Outlook, one of those accounts is the [default] account. The default account's name and address is used when you send messages. If you want to send a message using a different account: Compose the message as usual; then, assuming the desired account isn't the default, select File, Send Using, [account name]. If you find yourself constantly using this technique to select the same account, it's time to change the default account. Select Tools, Accounts, and on the Mail tab select the account you'd like to make the default. Click the Set As Default button. The selected account will now say "mail (default)" in the Type column. Sort Deleted Messages by Delete Date Want to sort your deleted items by the date when they were deleted? You need to add a column to the view of columns you have when looking at your deleted items. The column you want to add is the "created" column. (The item was created in deleted items when you deleted it.)
Using Outlook 98 with Handheld Devices See the article at the URL below for information about support for exchanging Outlook 98 information such as e-mail, schedules, and contacts with a variety of handheld computing and communication devices. http://office.microsoft.com/assistance/9798/3rdpartysync.aspx Viewing Another User's Mailbox Folders One way: File | Open Other Users Folder ... | be sure to select the folder you want from the drop down. Second way: You can "permanently" add another user's Mailbox to your Folder List (View | Folder List) by adding the mailbox in: Tools | Services | Properties of Microsoft Exchange Server | Advanced tab | Add the desired mailbox. In order to view folders in the mailbox the user has to grant you rights by right-clicking on their mailbox (one level above their Inbox) and in Properties | Permissions give you at least View rights to their Mailbox. Then right-clicking on the folder they want to share, they can do the same thing to give you the desired permissions to that specific folder. Outlook Bar Shortcut: If you use the View | Outlook Bar rather than the Folder List, you still have to add the user's mailbox to your Folder List before you can create a shortcut to the desired folder on your Outlook Bar. Viewing Internet Message Headers Want to see the full Internet message header for a mail message you received from a sender outside the OSU Exchange system? While viewing the message (not just in the Preview Pane), the View | Options window displays the Internet Headers. There is no way to print these headers or include them in a forwarded message. You can select the headers in the View | Options window and creatively use Copy | Paste. |
Warning: readfile(http://webdata.forestry.oregonstate.edu/helpdesk/problemcount.php): failed to open stream: HTTP request failed! HTTP/1.1 401 Unauthorized in /www/template/helpdesk/footer.php on line 69 disclaimer you may direct comments to the Forestry helpdesk
|
