Microsoft Outlook Training
August 6, 2014 This Microsoft Outlook training covers some of the lesser known tips and techniques that will save you hours of time. Whether you are a new user or someone who has used Outlook for years, you won’t want to miss this information packed seminar that will cover shortcuts and organizational tips across the major Outlook functions: Email, Contacts, Calendar, Tasks and Search.
Sandy Rylander of Rylander Consulting gives us an inside look at Outlook 2010 and a sneak peak at the One Note Training coming up on September 9th.
The webinar covers some secrets to your Outlook Mailbox
How to condense your toolbars to take up less space
How to arrange your mail by date
How to arrange mail by from (in order by person who sent it)
How to collapse view your mail
How to narrow down or increase the scope of emails that have to be searched
The search bar can be used to limit your search from 50-30-6 by applying simple filters
How to organize by conversation
How to clean up a conversation which keeps just the final thread of each conversation
Sandy also covers how to add the Blind Carbon Copy (BCC) feature to your new mail options.
Next Sandy discusses the new People Pane which allows you to:
Arrange by a person and the date
Shows all emails from or to a person
Shows up in the email preview window at the bottom left.
Creating a Signature Block: to create a signature block, click signature and create a new one by first giving it a name.
Designate new or reply signature blocks so you don’t send people you email everyday your full block every time.
To change your signature quickly, right click on it, and you get all the options.
TIP: If you ever have a question about how to do anything in Outlook, 99% of the answers are found by right clicking whatever you don’t know how to do.
Quick Access Toolbar
Fully customizable for all your favorite tools
First, grab the tool bar and move it below the ribbon, so it’s closer to the body of your email.
To add tools, right click and “add to Quick Access Toolbar”
Same option is available in Word, PowerPoint, etc
Right click to customize the toolbar and add whatever you want.
Insert a Screen Clipping or Screen Shot
Takes you to the last screen that you saw outside of the Outlook window
Then allows you to crop exactly what you want to send
Insert screen shot does the whole screen (no cropping)
Auto-Create
Drag an email from your inbox to the contacts to Auto create a new contact
By dragging and dropping the contact will be created by pulling data from their signature block (NO TYPOS!)
Drag an email from your inbox to your calendar to create an appointment or meeting
Drag an email from your inbox to tasks to create a new task
Saves so much time!
View:
Whenever you want to change the look of something use the view tab
This allows you to sort data more effectively for how you use it
Calendar Color Coding:
Auto Color Code ( set up conditional color coding)
Or Categorize manually, by changing the color of your different events.
To set up color coding go the view menu and click settings.
Choose conditional formatting and give it a name ie (Birthdays) and choose a color (red)
Set up the conditions for example in this category, I want all birthdays or anniversaries. Any time I create an even with one of those words, my event will auto turn red.
Separate conditions by commas
Make them somewhat unique
Sandy Rylander ends this training by fielding questions, and introducing the group of over 100 to One Note which will be taught on September 9th.
One Note in 5 Minutes:
Basically a note taking piece of software
Contains binders to help you organize your life
To do
Travel
Investments
Business
The search option easily searches text so you can quickly find where your notes are
Easy to send emails to one note or from the web
Sandy’s Book on Outlook 2010 is available to you For non-commercial, non-profit use only Copyright Sandy Rylander. She suggests either reading it on your screen, or maybe printing out one copy for office use. http://lsntap.org/blogs/outlook-webinar