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Tip: Save an email conversation in a
text file (Outlook 2000/2002/2003)
- For informational purposes, you might need
to save an email conversation thread, but you don't want all those emails
cluttering your mailbox. It's easy to save the entire conversation in one text
file. To do so, select the message, or messages, from the Message list in the
appropriate Mail folder. Next, choose File | Save As. The Save As Type
dropdown list automatically displays Text Only. Choose a location to save the
file, and then enter a name in the File Name text box. Click Save and a new
text file is created that includes the selected emails. Once all the
information you need is in the new text file, return to Outlook and delete the
selected messages if you desire. It's important to note that no attachments or
formatting are saved in the text file; only the header information and message
text is saved.
Tip: Assign a category to a group of
existing Contacts (Outlook 2000/2002/2003)
- Perhaps you've imported a group of Contacts
from Microsoft Excel, and you now want to add a category to each of these
contacts. Click on the Contacts icon in the Navigation Pane (click on the
Contacts folder in the Folder List in 2000 and 2002). Select each Contact
entry that you want to add to a category by clicking on each Contact entry and
holding down the [Ctrl] key. Then, select Edit | Categories from the Outlook
menu bar. Next, select a check box from the Available Categories list box in
the Categories dialog box. Or, enter a custom category in the Item(s) Belong
To These Categories list box, and then click Add To List. Click OK to close
the open dialog box. This adds the category to all the selected Contacts in
one easy step.
Tip: A better way to create a Task from
an email message in Outlook (Outlook 2000/2002/2003)
- If you need to create a task and already
have the relevant information in an email message, use it to your advantage.
Just drag the email message from the Message list to the Tasks icon in the
Navigation Pane (in 2000 and 2002, drag the message from the Message list to
the Tasks folder in the Folder List). A new Task form launches with a subject
line and the body of the email message in the message area of the Task form.
- This method won’t include attachments from
the email message in the Task form, but here’s an easy way to get around that.
First, click on the Mail icon in the Navigation Pane (click on the Inbox
folder in the Folder List in 2000 and 2002).In the Message list, right-click
on the email from which you want to create a task. Then, choose Move To Folder
from the resulting shortcut menu. Select the Tasks folder from the Move The
Selected Items To The Folder list box in the Move Items dialog box, and then
click OK. A new Task form then launches with the Subject line filled in and an
attachment in the message area. Click on the attachment in the message area to
display the original email message along with any attachments.
Tip: Be considerate and block off your
Calendar when you’re away from the office (Outlook 2000/2002/2003)
- If you're on vacation, on a business trip,
or otherwise unavailable for meetings, it's a good idea to block off these
days and times on your Outlook Calendar. This way, others who have access to
your free/busy times in Outlook don't try to schedule meetings with you for
these times you're actually available.
- Open your Calendar and click on a day that
you'll be unavailable. Open a new Appointment form, and select the All Day
Event check box. Select Out Of Office from the Show Time As dropdown list.
Enter the effective start and end dates in The Start Time and End Time text
boxes--the event can span multiple days. Enter a subject, and then click the
Save And Close button.
Tip: Calculate your email delivery time
by delaying it (Outlook 2000/2002/2003)
- Did you know that you can create an email
and send it, but delay its delivery until a later date or time? By doing so,
if you change your mind about what you'd like to include in an email, you can
go back and retrieve it.
- It’s also quite useful if you simply need to
delay the delivery of a message; for example, if you're going on vacation and
don't want to send a message until the following week.
- To delay an individual message, create a
message and click the Options button on the Standard toolbar of the Message
form. Select the Do Not Deliver Before check box in the Delivery Options
section. Then, enter a date and time from the accompanying dropdown menu(s).
You can manually enter a date and time to deliver the message precisely when
Tip: Remind an email recipient with a
message Flag (Outlook 2000/2002/2003)
- If you send an important email, you can
easily remind the recipient to review it with an email flag. To do so, launch
a new Message form. Then, choose Actions | Follow Up | Add Reminder (Actions |
Follow Up in 2002; Actions | Flag For Follow Up in 2000). If you have
Microsoft Word set as your email editor, click the Message Flag button on the
form's toolbar instead. Make a selection from both the Flag To and Due By
dropdown lists in the Flag For Follow Up dialog box. Then, click OK. Complete
your message, and click Send. The recipient receives a reminder about
reviewing the email you sent at the date and time you've specified.
Tip: Complete a Send/Receive from
anywhere in Outlook (Outlook 2000/2002/2003)
- By default, the Send/Receive button is
located only on the Standard toolbar when a Mail folder is active. Therefore,
when you want to check for new mail or send an item immediately, you probably
switch to a Mail folder and click the button. Not necessary! Just press [F9]
and to run a Send/Receive.
Tip: Create a recurring appointment or
meeting quickly (Outlook 2000/2002/2003)
- To create a recurring appointment or
meeting, it’s easy to get right to it. Right-click on a blank area in a
Calendar day and choose New Recurring Appointment, New Recurring Event, or New
Recurring Meeting. This way, a new form launches and the Appointment
Occurrence dialog box displays automatically.
Tip: Have Outlook start when you launch
your computer (Outlook 2002/2003)
- If the first thing you do when you turn on
your computer every morning is launch Outlook, why not launch it automatically
instead? All you need to do is add an Outlook shortcut to the StartUp folder.
- First, create a shortcut to Outlook on your
desktop, if you don't already have one. To do so, choose All Programs |
Microsoft Office | from the Windows Start menu. Then, right-click on Microsoft
Outlook and choose Create Shortcut. Drag the newly created shortcut to your
desktop. Navigate to the \Document And Settings\All Users\Start Menu\Programs\StartUp
folder in Windows Explorer. Drag the Outlook shortcut from your desktop to
this folder. The next time you start up your computer, Outlook automatically
Tip: Print a blank calendar from
- A blank Calendar is helpful in several
situations. Perhaps you're attending a project planning meeting and need a
Calendar to flush out important project milestones. You don't want to deface
your own calendar with all the information, so print a blank Calendar from
- To do so, first create a blank calendar as
follows: Click on the Calendar icon in the Navigation Pane (click on the
Calendar folder in the Folder List in 2000 and 2002). Next, click the New
button's arrow and select Folder. Give the folder a name, such as Blank
Calendar, in the Name text box of the Create New Folder text box. Select the
Calendar folder from the Select Where To Place The Folder list box, if
necessary. Then, click OK.
- Now we’ll print the calendar: In 2003,
select the Blank Calendar check box from the My Calendars section of the
Navigation Pane and deselect all others. In 2000/2002, click on the folder in
the Folder List in 2000 and 2002. Choose File | Print from the Outlook menu
bar. Select a style from the Print Style list box, and enter dates in the
Start and End text boxes in the Print Range section. Click OK and a blank
calendar prints. Save this new Calendar if you often need to print blank
Tip: Save stationery used in email that
has been sent to you (Outlook 2002/2003)
- If someone sends you a message using
stationery, you can save the stationery template on your own system for later
use in Outlook. To do so, click on the Mail icon in the Navigation Pane (click
on the Inbox folder in the Folder List in 2002), and then open the message
that uses the stationery. Next, choose File | Save Stationery from the form's
menu bar. Enter a name for the stationery in the Enter A Name For Your New
Stationery text box in the Create New Stationery dialog box, and click OK.
Tip: Print your daily Calendar in Outlook (Outlook 2000/2002/2003)
- Some people live and die by their Outlook Calendars. But what
happens if you aren't at your computer to continually check your
Calendar? Well, you don't have to memorize all your appointment
and meeting details; just print your daily schedule instead. This
way, you have access to your schedule wherever you are. To begin,
click on the Calendar icon in the Navigation Pane (click on the
Calendar folder in the Folder List in 2000 and 2002). Next,
choose File | Print from the Outlook menu bar. In the Print
dialog ox, choose Daily Style from the Print Style list box.
Then, select today's date from both the Start and End dropdown
lists in the Print Range section. Click OK to print your
schedule, including each appointment, its time, and its location.
Tip: Send email to a distribution list minus a few names (Outlook 2003)
- It can be a real pain when you have a large distribution list
and you want to remove just a few names from before sending an
email. Perhaps you're having a surprise party for your
manager--you certainly don't want to send the email to her. Well,
removing her from the email and still using your distribution
list actually isn't hard at all. In Outlook 2003, you can expand
a distribution list by clicking on the plus sign that precedes
the list's name once you've entered it in the To, Cc, or Bcc
field. From there, you can simply delete any names that you'd like.
Tip: Quickly locate unread messages (Outlook 2000/2002/2003)
- If you receive a large number of Outlook
messages daily, it's quite easy to lose track of them. Oftentimes, you may
want to go back and check for any unread messages. To do so, click on the Mail
icon in the Navigation Pane (in 2000 and 2002, click on the Inbox folder in
the Folder List). Then, choose View | Arrange By | Current View | Customize
Current View from the Outlook menu bar (View | Current View | Customize
Current View in 2000 and 2002). Click the Filter button in the Customize View:
Messages dialog box (View Summary in 2000 and 2002). Next, click on the More
Choices tab in the Filter dialog box. Select the Only Items That Are check
box, and then select Unread from the corresponding dropdown list. Click OK
twice. Now your Inbox shows only unread messages. Click on any subfolder to
see its unread contents as well.
- In 2003, you have the additional option of
using Search Folders. This feature has a default folder that shows unread
messages. To use this feature, click on the Mail icon in the Navigation Pane,
and then click on the plus sign preceding the Search Folders folder in the All
Mail Folders list. Then, click on the Unread Mail folder. All your unread
messages, regardless of what folder they currently reside in, are listed in
this Search Folder.
Tip: Display multiple Outlook windows at once (2000/2002/2003)
- There may be times when you want to have multiple windows open
in Outlook. Perhaps you want to have easy access to your email
while you're viewing your Calendar. Well, it's easy to view
multiple windows at once. For example, right-click on the Mail
icon in the Navigation Pane (right-click on the Inbox icon in the
Outlook Shortcuts Bar in 2000 and 2002), and then choose Open In
New Window from the resulting shortcut menu. Outlook then opens
another window, where you can display whatever you'd like,
without closing what you previously had open.
Tip: Mark an entry as private in your Outlook Calendar (2000/2002/2003)
- Just because you give someone else permission to access to your
Outlook Calendar, it doesn't mean you want her to see everything.
If a particular meeting or appointment contains information you
don't want to share, you can make the item private so that no one
other than you can view its details. While you have an
appointment or meeting open, simply select the Private check box
in the bottom-right corner of the form. This ensures that only
you have access to this item's details.
Tip: Send an email to an entire category of Contacts (Outlook 2000/2002/2003)
- If you use categories to help organize your Outlook items, you
can easily send email to an entire category of Contacts. To
start, click on the Contacts icon in the Navigation Pane (click
on the Contacts folder in the Folder List in 2000 and 2002).
Next, click on the folder that contains the Contacts to which you
want to send email. Then, choose View | Arrange By | Current View
| Categories from the Outlook menu bar (View | Current View | By
Category in 2000 and 2002). Finally, click on the category header
that contains the entries you want to send email to, and then
choose Actions | New Message To Contact from the Outlook menu
bar. A new Message form launches containing all the Contacts
within the selected category. Simply enter the pertinent
information, and then click Send on the Message form.
Tip: Remove a sender from your Outlook junk email list (2003)
- Sometimes senders that we legitimately want to receive email
from get banished to our Junk E-mail folder. Here's an easy way
to put a sender back on your safe list. Click on the Mail icon in
the Navigation Pane, and then click on the Junk E-mail folder in
the All Mail Folders List. Next, in the Message list, click on a
message from the sender that you want to deem as safe. Then,
choose Actions | Junk E-mail | Add Sender To Safe Senders List.
Future messages from this sender should now remain out of the
Junk E-mail folder.
Tip: Locate all your unread messages in Outlook in a snap (2000/2002/2003)
- You may receive so many emails on a daily or
weekly basis that you lose track of them all. You may even skip over some
without reading them. Here's an easy way to locate all of your unread messages
within a folder quickly. Click on the Mail icon in the Navigation Pane, and
then click on the folder you'd like to search in the All Mail Folders List
(click on the folder that you'd like to search in the Folder List in 2000 and
2002). Choose View | Arrange By | Current View | Unread Messages In This
Folder from the Outlook menu bar (View | Current View | Unread Messages in
2000 and 2002).
- In 2003, you can also use a Search Folder to
locate all your unread messages. To do so, click on the Mail icon in the
Navigation Pane, and then click the plus sign in (+) from of the Search
Folders folder in the All Mail Folders List. Next, click on the Unread Mail
folder to view all of your unread messages; this technique displays all of
your unread messages regardless of their location.
Tip: Let [Ctrl]Z become you best friend in Outlook (2000/2002/2003)
- Pressing [Ctrl]Z reverses many actions in Outlook. For example,
if you move a message to a different folder, delete a message, or
type a sentence you don't want to include in an email, just press
[Ctrl]Z to undo the action. You must press [Ctrl]Z, however,
before performing any other action. This doesn't work for
everything (i.e., you can't undo sending a message or meeting
request), but give it a try next time you accidentally perform a
step. You may be pleasantly surprised at the power of this handy
little keyboard shortcut.
Tip: Show two Calendars side by side in Outlook (2003)
- A new feature in Outlook 2003 is the side-by-side Calendar
display, and it's simple to activate. Perhaps you like to keep
separate personal and professional calendars in Outlook.
Right-click on the Calendar check box in the My Calendars List,
and then choose New Folder from the resulting shortcut menu.
Next, enter a name for the new Calendar, such as Personal, in the
Name text box of the Create New Folder dialog box. Then, click
OK. Now, all you need to do to display these two calendars side
by side is select their corresponding check boxes in the My
Calendars List. That's all there is to it!
Tip: Save a series of Outlook messages in a text file (2000/2002/2003)
- Perhaps you often receive information, such
as new product numbers, in email. Now several of these emails are clogging up
your Inbox, but you can't get rid of them since you repeatedly reference them.
You can, however, save all these emails in one text file.
- Select the messages you'd like to save in
the text file from the Message list; use [Ctrl]-click to select several items.
If possible, select them in the order that you'd like them to appear in the
text file. Then, choose File |Save As. Enter a name for the file in the Name
text box of the Save As dialog box. Browse to the location you'd like to save
the file, and then click Save. Click Delete to get rid of the email messages;
you no longer need them since they're now all contained in a single text file
for easy reference.
Tip: Close all open Outlook items at once (2000/2002/2003)
- You realize that it's time to leave work and it's Friday
afternoon. You want to get out as soon as possible, but you have
several Outlook items open. One by one you start closing them,
but not so fast! Just choose File | Close All Items from the
Outlook menu bar to close every open Outlook item. You'll be on
your way to a blissful weekend in no time.
Tip: Hiding Outlook's toolbar in other Microsoft Office documents (2000/2002/2003)
- Let's say you're working in Microsoft Word and then decide to
send the document to someone via email; you'd just choose File |
Send To | Mail Recipient or File | Send To | Mail Recipient (As
Attachment) from the Word menu bar. Then, perhaps you realize
that you aren't ready to send the document or it's the wrong
document altogether. But now you can't get rid of the pesky
Outlook toolbar -- it's even there when you reopen the document.
Simply choose File | Send To | Mail Recipient from the menu bar
once again to send the pesky toolbar packing.
Tip: Link items to a Contact entry (Outlook 2002/2003)
- It's often helpful to link items to a
Contact entry for reference purposes. You can link all types of items to a
Contact entry in just a few easy steps. First, open (or just select) the
Contact entry to which you'd like to link an item. To link an Outlook item,
choose Actions | Link | items from the menu bar. Next, select the folder that
contains the Outlook item you'd like to link. Then, select the item to link in
the Items list box and click OK. To open the Outlook item that's linked, click
on the Contacts form's Activities tab and then double-click on the item.
- To link a file from outside Outlook (such as
a Microsoft Word document), choose Actions | Link | File from the Contact
form's menu bar. Next, choose the file to link and click Insert. A shortcut to
this document is then created in the Journal Entry form that displays. Click
Save And Close in the Journal Entry form. The journal entry then displays on
the Activities tab of the Contact form; double-click on the journal entry and
then double-click on the shortcut to open the linked file.
Tip: Find all messages in a specific conversation thread (Outlook 2000/2002/2003)
- You know how many times people can send email back and forth
about one particular topic. Luck would have it that the one email
in the conversation you're looking for isn't jumping out at you.
Luckily, you can find all the related messages in a snap. First,
right-click on one of the conversation's messages in the message
list. From the resulting shortcut menu, choose Find All | Related
Messages. Once you do this, the Advanced Find dialog box launches
with the search criteria automatically filled in. Outlook also
offers a By Conversation view. Just choose View | Arrange By |
Conversation from the Outlook menu bar (View | Current View | By
Conversation Topic in 2000 and 2002).
Tip: Move email from a specific sender to the
Junk E-mail folder (Outlook 2000/2002)
No one wants to continually receive unwanted
email, whether it's a company trying to sell you something or silly jokes from
an annoying classmate who retrieved your email address from the 20-year reunion.
So, we'll have Outlook move this email out of the way instead. First, we must
turn on the Junk E-mail feature. To do so, click on the Mail icon in the
Navigation Pane (click on the Inbox folder in the Folder List in 2002). Next,
click the Organize button on Outlook's Standard toolbar. Select Junk E-mail from
the Organize Inbox Pane, select Move from the first dropdown list and Junk
E-mail from the second, and then click the Turn On button at the end of the Junk
message line. Return to the message area by clicking the Organize button again.
To block email from a specific sender, right-click on a message from the sender
in the message list. Next, choose Junk E-mail | Add To Junk Senders List from
the resulting shortcut menu. That's all there is to it!
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