Top10 outlook2007mailtips

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Transcript of Top10 outlook2007mailtips

  • 1. Copyright 2008, Bill Mann. All rights reserved.

2. ContentsIntroduction.............................................................................................................................................................................. 1Assumptions.........................................................................................................................................................................1Send Messages Without Touching the Mouse..............................................................................................................2Outlook 2007 & HTML Mail.................................................................................................................................................3What Does this Mean to You?........................................................................................................................................3Attach Reminders to Messages..........................................................................................................................................4Set a Reminder on a Closed Message..........................................................................................................................4Set a Reminder on an Open Message..........................................................................................................................4Clean Up Your Auto-Complete List...................................................................................................................................5Deleting Addresses from the Auto-Complete List.................................................................................................5Preview PDF Attachments...................................................................................................................................................5Download and Install Acrobat Reader 8.1................................................................................................................6Save More than One Mail Attachment at a Time.........................................................................................................7Saving More than One Mail Attachment at a Time................................................................................................7Send Calendar Info in Email Messages...........................................................................................................................8Zoom the Message Body.......................................................................................................................................................9Change Message Fonts........................................................................................................................................................10Print Mail Messages Automatically...............................................................................................................................11Getting Auto Print............................................................................................................................................................11Configuring Auto Print...................................................................................................................................................11The End!................................................................................................................................................................................... 13Top Tips for Living With Outlook 2007 .................................................................................................................13 3. IntroductionAs an author and online instructor, Ive worked with thousands of Outlook users over the years.This short report contains 10 tips for dealing with Outlook 2007 mail. I put these together inresponse to some of the most common questions Ive received from all those Outlook users.Chances are good that youve had some of those same questions yourself, and that the tips here willprovide the answers you are looking for.AssumptionsWe all know what happens when you make assumptions, but sometimes you have to do it anyway.Here are the assumptions I made when I created this report.1. You are already using Microsoft Office Outlook 2007 (Outlook 2007). If not, you need to learn the basics of Outlook 2007 before reading the rest of this book. If you would like to learn about Outlook 2007 by reading a book, I strongly recommend my book for beginning to intermediate Outlook 2007 users, How to Do Everything with Microsoft Office Outlook 2007.2. You want to make your relationship with Outlook 2007 work better by learning new ways to make it do what you want it to, without writing scripts or doing any programming.3. If you are using Outlook 2007 at work, you will follow any corporate guidelines that they give. Your companys policies and guidelines always trump anything you read in this book.With that said, I hope you enjoy this report and find it to be helpful in improving your relations withour dear friend Outlook 2007!--Bill1 4. Send Messages Without Touching the MouseKeyboard shortcuts are one of the best ways of getting things done when using Outlook. Keepingyour hands on the keyboard and hitting various key combinations is much faster than using themouse to accomplish the same tasks. Youve probably seen lists of Outlook keyboard shortcuts thatreplace various mouse actions. In this tip, Ive put it all together in a set of steps for sending mailmessages without touching the mouse.To send email using only the keyboard (assuming Outlook is running), follow these steps:1. Get into Outlook using the ALT+TAB shortcut if you are not already there.2. Open a new mail message window. If you are in a Mail view, use CTRL+N. If you are in any other view, use CTRL+SHIFT+M.3. The cursor should now be in the To field. Type the name of the first person you want to send the message to. If Outlook offers you a menu of choices as you type, you can use the up and down arrow keys to scroll through this list, then press ENTER to select that person.4. If you want to add more people to the To field, type a semi-colon (;), a space, then the next person. Press TAB when youre done with the To field.5. Fill in the Cc and Subject fields the same way you did the To field, pressing TAB to move to the next field each time. Press TAB in the Subject field to put the cursor in the message body.6. Type your message normally.7. To check the spelling of your message, press the F7 key.8. Press CTRL+ENTER to send the message. You may see a dialog box asking if you want to use CTRL+ENTER as a keyboard shortcut for sending a message.9. Press P to tell Outlook not to show you this dialog box again, then press Y to tell it you want to use CTRL+ENTER as a shortcut for sending a message from now on.Thats all it takes to send email without touching the mouse. If youre like me, it will take you somepractice to get consistent with this way of doing things, but once you do, youll get this most 2 5. common of Outlook tasks done with less effort. Over the course of your day, the savings willdefinitely add up.Outlook 2007 & HTML MailTheres something very different about HTML mail in Outlook 2007. One of the changes Mcirosoftmade was to make Word 2007 the only email editor for Outlook 2007. This has simplified life insome ways, but caused some problems as well.One of the biggest problems with this change is that Outlook 2007 doesnt display HTML mailmessages nearly as well as Outlook 2003 did. Its not a disaster, but it is definitely noticeable andwill cause the people who create HTML mail messages some headaches.Microsoft has published articles that describe all the limitations in the way Word 2007 (andtherefore Outlook 2007) supports web publishing standards. It is easy to see that there areproblems. For example, heres an image from an HTML mail message as it appears in Outlook 2003:And heres the same piece of the exact same message displayed by Outlook 2007:As you can see, the positioning of the two parts of the image is incorrect in Outlook 2007. SimpleHTML mail messages seem to come through ok, but most that rely on Cascading Style Sheets (CSS),a standard tool for formatting HTML, will be messed up. According to the articles Microsoft posted,Word 2007 doesnt support dozens of the properties that are part of the current CSS standard.What Does this Mean to You?At one level, this means nothing to you, because there is nothing you can do about it, short ofsticking with Outlook 2003.At another level, it means that you can expect to see weirdness in the HTML mail you receive onceyou start using Outlook 2007. Since Outlook has the vast majority of the market for corporate mailprograms, eventually people will redesign their HTML mail to eliminate all the features thatOutlook no longer supports and messages should look ok again. But for some time to come, therewill be weirdness.If you create HTML messages using some tool other than Outlook 2007, particularly messages thatuse CSS for formatting and layout, they will likely appear different than you expect when Outlook2007 users view them. Test everything in both versions of Outlook, and expect to have to do someredesign. 3 6. Attach Reminders to MessagesOften the messages you receive require some sort of action. For each message like this, you couldcreate a new task or appointment, then enter the relevant information from the message into thetask or appointment, and save the new item. Or you could just set a reminder on the message itself.Note: In Outlook 2003, this only worked for messages in your Inbox. If the message was in anotherfolder, you could add the reminder, but it would never appear. In Outlook 2007, this is fixed.Set a Reminder on a Closed MessageHeres how you set a reminder on a closed message: 1. Select the message in the Unread Mail pane or the Inbox.