CORAZON IT

Outlook Tips
Outlook 2007
Elene Marsden
1/21/2011
 Outlook Tips

Table of Contents
1 Viewing Outlook in Multiple Windows ........................................................................................... 2
2 Set your Personal Contact list as your default ................................................................................ 2
3 Colour coding important messages................................................................................................. 2
4 Send business cards via email. ........................................................................................................ 3
5 Using Quick Parts in emails ............................................................................................................. 5
6 Adding hyperlinks to emails ............................................................................................................ 5
7 Conducting voting via email. ........................................................................................................... 6
8 Shortcuts for sending messages – 6 shortcuts ................................................................................ 7
9 Using your Address Book – 2 Ways ................................................................................................. 7
10 Sending Email to groups- 3 Ways .................................................................................................. 7
11 Using the BCC field -5 Ways .......................................................................................................... 7
12 Formatting Emails effectively 5 Ways ........................................................................................... 8
13 Ways to Spice up the occasional email ......................................................................................... 8
14 Attaching Files to Emails 5 faster ways ......................................................................................... 9
15 Skipping attachments .................................................................................................................... 9
16 Sharing Calendars in Emails ........................................................................................................ 10
17 Setting up Multiple signatures .................................................................................................... 11
18 Using the draft folder - 2 Unusual Ways ..................................................................................... 12
19 Holding an email in your outbox ................................................................................................. 13
20 Organising emails by category .................................................................................................... 13

Elene Marsden
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 Outlook Tips

1 Viewing Outlook in Multiple Windows

Right click over the Calendar in the Navigation pane –Open in New Window to see your
Inbox and Calendar open at all times

Alt Tab to switch between windows

2 Set your Personal Contact list as your default

The Global Address List is your company Address Book - Control Shift B.

Set your Personal Contact list as your default. Perfect if you sent lots of emails to people
outside company

Under Address Book go to Tools, Options

3 Colour coding important messages.

Tools, Organise Using Colours. Go to Automatic Formatting to edit rules for colour
formatting. All messages will now be in colour, both new ones and existing ones.

In Outlook 2010 Go to View, Current View, View Settings.

Select conditional formatting and Add. Give the condition a name, change the Font colour
or type and select Condition…

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 Outlook Tips

4 Send business cards via email.

From email message, go to Insert, Business card.Choose the contact’s card and it will be
inserted into the message. This will also attach a Vcard which the recipient can click on and
add this contact to their own contact list.

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 Outlook Tips

Elene Marsden
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5 Using Quick Parts in emails

To avoid retyping, eg driving directions to office. Use Words Quick Parts feature. Type
content, highlight and add. When ready, go to Insert, click Insert Quick Parts, Save Selection
to Quick Parts Gallery.

You can add an entire letter with hyperlinks and images. There’s no limit to the numbers of
Quick Part entries you can have.

6 Adding hyperlinks to emails

To insert a hyperlink, type the word and insert hyperlink on the menu or right clicking or use
shortcut Control K

You can link to:

A web page
A place in the document or
Another email address

Look at Browsed pages or Recent Files to quickly copy an address.

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 Outlook Tips

If you select hyperlink to email address you can add text to display, another person’s email
address and a subject heading. When your reader clicks on this link a new message window
will open.

Note: Recipient only has to click once on hyperlinks. When you test them you’ll have to hold
down control button and click

7 Conducting voting via email.

Go to the Options tab on new mail message. Voting options can be added. Select custom
and type options separated by semi colons.

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 Outlook Tips

When they receive your message, they will be prompted to click here to vote. When
response is selected they can send back a reply if required

Tracking options will appear on the ribbon. Can only be used for one question. But does
work with contacts outside your organisation.

8 Shortcuts for sending messages – 6 shortcuts

1. Control Shift M New message
2. Control R to reply
3. Control Shift R to reply All
4. Use Tab to move through the options To CC BCC Subject etc.
5. SHIFT tab to go back
6. ALT S will send the message

9 Using your Address Book – 2 Ways

Click the To Button to bring up the address book. Use Control to multi select

On the To Line, start typing name, Autocomplete comes from previously typed address. Use
the tab key to select email, down arrow to select incorrect entry. Hit delete if incorrect

10 Sending Email to groups- 3 Ways

1. Type first name, a semi- colon will automatically be added use autocomplete for
other names
2. Copy emails from a list in Excel, provided each address is on a separate line, the
action of pasting names onto the To Line will act as if there’s a semi colon separating
addresses. Note: Drag recipients names onto the BBC line if you don’t want all email
addresses to be visible
3. Type name of distribution list when sending to an existing group of recipients

11 Using the BCC field -5 Ways

1. Click TO or CC buttons to see BCC line. To have this showing permanently go to New
Message, Options show BBC. This will permanently be displayed until you click this
button again.
2. Using BBC will prevent Reply to All occurring
3. Send invite to contact and BBC copy to yourself to your personal email address
4. When replying to someone’s important message you can add your name in the Bcc
LINE SO THAT THE message shows up in your inbox too and is a double reminder
5. Tell person that we will pass details onto someone else in the business, and add that
persons email address on the BCC line. Thus saving you having to send separate
email to the person who has the action against them

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12 Formatting Emails effectively 5 Ways

Use bullets eg for step by step directions
Use bold for heading
Separate sections with a horizontal line, Insert Horizontal Line

Add photos or images to emails if appropriate, have text wrapped around image
Add hyperlinks to avoid long URLs

13 Ways to Spice up the occasional email

Use styles, style sets and themes. Go to format text tab on the ribbon. Change style,
select new style set, colours or fonts
Under Options, select theme and add background colour

Don’t overdo this – just for occasional emails so that they stand out

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14 Attaching Files to Emails 5 faster ways

Click Attach file paper clip – most obvious method
But if you have a window open with the files you want to attach use drag and drop.
The files will be automatically attached and you can multi select too
Right click over things you want to attach, copy and then paste somewhere in the
message. They will appear as attachments
Right click on a file and Send To Email Recipient
Or from the application, eg Word, Go to Office button or File in Outlook 2010 and
Save and Send using email, add a recipient subject and send.

15 Skipping attachments
Copy the body of the message and paste in.

Advantages:

This requires less space and can be read immediately without opening the
application
Doesn’t require recipient to have Word Excel etc.
Readable on mobile devices
More easily searchable

Copy and paste into email messages

paste as a picture, great for security

if you want someone to edit the file and return it don’t use this method. Use one of
the Paste Options

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16 Sharing Calendars in Emails

Exchange allows you to share calendars with others in your organisation but you can also
share with others outside your company

Go to Message and Insert Calendar. Choose the date range, working hours only. Click
Advanced to layout as daily schedule or list of events.

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An .ics file is attached and the appointments show below

Note: This calendar is not synchronised but does show when you’re free. Great for any
recipient regardless of which software they use to read their email.

17 Setting up Multiple signatures

Signatures make your messages more professional, you can have more than one

Select Signatures in Message window. Copy other people’s signatures and paste into your
New Signature window.

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Select
the signature you want to use and set as your default

18 Using the draft folder - 2 Unusual Ways

Outlook automatically saves message as a draft- great if your computer crashes. Click
Control S to force message to be saved.

If you know you want to send similar messages to multiple people, click the message in the
Draft Folder, select Control C and Control V as many times as you want.

Now open up each message in turn and add each recipient’s name and send

Use drafts to hold messages, if you are feeling angry. This is a great holding space for you to
calm down and re-read your email later

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19 Holding an email in your outbox

Compose message in advance and let it wait especially good if you’re working late at night.
From the message window, click Options, Delay delivery, this will keep the message ready
to release at the time you choose.

20 Organising emails by category

Right click to categorise. Modify your categories, add new ones, choose your colours and set
a keyboard shortcut too

Search for emails by category, go to View, Categories. Emails are now sorted by category.

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