Advance Microsoft Outlook Tips

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Microsoft Office 2003: Outlook
Advanced Outlook Tips, Tricks, and Savage Amusement...

Microsoft Outlook tips calendar tips inbox contacts office sent items personal folders pst address book

Select Discontinuous Days

In the Calendar, to select discontinuous days, hold down the CTRL key and use the monthly Date Navigator to select dates. You can even select discontinuous weeks by holding down the CTRL key and clicking to the left of different weekly rows. Or, you can use keyboard shortcuts to quickly change Calendar views. Press ALT+1 to display 1 day, ALT+2 to display 2 days, and so on up to ALT+9 to display 9 days side-by-side. You can also press ALT+HYPHEN (-) for Week mode and ALT+EQUAL SIGN (=) for Month mode.

Hierarchy View

For power users who like the folder hierarchy view, here are four ways to get it in Outlook:

Click the current folder name on the Folder banner (that is, the horizontal area with the name of the current folder you're in, such as "Inbox," located right below the Standard toolbar.)
Press CTRL, and then click the folder name in the Folder banner to drop down a list of only the subfolders in the current folder.
On the View menu, click Folder List. You can also turn off the Outlook Bar here, and get an "Exchange compliant" view.
Click the Folder List button on the Standard toolbar (fifth from the left.)

Mail Merge with Outlook Address Book

You can do Word mail merges with the Outlook Address Book. In addition, if you have a Category, such as Christmas Cards, on your Contacts, and you want to send the letter to just those people, you need to first filter the Contacts by Category. Select Christmas cards, copy these Contacts to a new Contact folder (New Folder command on the File menu.) Then, select this folder as the Outlook Address Book that you want to merge with.

Use the right mouse button to click shortcuts in the Calendar:

In the Daily view, using the right mouse button, click in the area above the time interval labels (for example, 8:00am, 9:00am) for a list of shortcuts.
Using the right mouse button, click in the date header (for example, Tuesday, October 1 in the Daily view) or on blank space on the Calendar grid (daily, weekly, monthly) for a list of shortcuts.

You can "autocreate" a new Outlook item from an existing one, and save on typing! Some examples include:

Drag a flagged e-mail message to the Task icon on the Outlook bar, and create a Task with a due date.
Drag a task to the Calendar icon to designate time to work on the task.
Alternatively, in the Calendar, select a task from the TaskPad. Instead of dragging, highlight the task and click Copy on the Edit menu; then, select the range of time you want to schedule for the task in the Calendar (in Day mode) and click Paste on the Edit menu. When you save the appointment, it will start and end in the range of time you selected in the Calendar.
Drag a contact to the Inbox icon to create a pre-addressed message.
Drag an Outlook note to the Inbox to create a message with the content of the note already in it.
Drag a contact to the Calendar icon to create a meeting request with the e-mail address already populated.

Send Contact Information to Someone

If you want to send contact information to someone who is not using Outlook, or send the username, address, fax #, and so on, to another application such as Word, here are several ways to do it

In the Contact's Address Card view, click Copy on the Edit menu.
Then, in an e-mail message or Word, on the Edit menu, click Paste Special, and then click Text. On the Insert menu, click Item.
Select a Contacts folder, select a Contact, and then click Insert As Text.
If you want to copy the contents of a Table view from Outlook to Microsoft Excel, try this: put your Contact folder in Phone List view, select several contacts, and click Copy on the Edit menu; then switch to Microsoft Excel and click Paste on the Edit menu.

Open Two or More Outlook Modules

If you want to have two or more Outlook modules open all the time, use the right mouse button to click any of the icons in the Outlook Bar (or folders in the Folder List) and click "Open in a New Window" on the shortcut menu. Outlook will remember to reopen the separate window when you restart your computer.

MIME and UU-Encoded Messages

Coming from the "Attachment Detachment" department. "We all get e-mail messages with attachments that do not decode properly. Next time, before deleting it and asking for a new copy, just save the message out as text and open it in a program like WinZip. It has the capability to decode both MIME and uuencoded messages." So very true! Should a certain recipient always experience these kinds of headaches, perhaps you should switch encoding algorhythms before blasting off the next attachment. In Outlook Express, select 'Options' under the 'Tools' menu, flip to the 'Send' tab, then press the 'Plain Text Settings' button. For your message format, you can choose a MIME derivation or Uuencode. You'll find that older clients handle uuencoded attachments much better. At least, that's the way it was before I started using Outlook.

Increasing the Font Size of Web Pages and Email

Increasing the font size of Web pages and Email is relatively simple to do. But when a Web author hardcodes a specific font size, you're out of luck. Or are you? Lockergnomie Pat Pluto figured out a workaround for the fixed-width font 'problems' that some of you have been having. Actually, I should say, those of you with Microsoft e-mail clients (or Web browsers); Netscape users shouldn't have to worry. This fix is universal -- applying to every HTML newsletter and Web site you encounter. Open up Internet Explorer, select Tools from the menu, then Internet Options, then press the Accessibility button. At that point, you can choose to ignore the font sizes specified on Web pages. This also applies to your e-mail (if you use a Microsoft e-mail client.) This should keep EVERYONE happy; you're in control again.

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