MICROSOLVE - IT Network & Infrastructure Solutions - Sydney - Wollongong - Australia

Our clients are often asking how to do certain things in Microsoft Office Outlook. Here's some useful tips that we have shared with them in the past including setting flags, saving searches and changing the default view.

1. Set a reminder to reply to a message Right-click the message you want to set the reminder for, point to Follow Up, and then click Add Reminder. In the Due By list, click the date when you have to complete the reply. In the second list, click a time. In the Flag colour list, click the flag colour you want, and then click OK.

 

2. Add your own words to a follow-up flag for a new message Click the Message Flag button and then type the text you want in the Flag to box.

 

3. Send a message to multiple people without revealing other recipients' identities. To send a message to someone without other recipients of the message knowing, use the Bcc line in the message. Bcc stands for blind carbon copy. If you add someone's name to the Bcc line, a copy of the message is sent to that person, but his or her name is not visible to other recipients.

 

4. Save searches that you use often. On the Tools menu, point to Find and then click Advanced Find. In the Advanced Find dialog box, specify your search criteria and click Save Search on the File menu. You can share the search results with others by sending the search results file as an attachment in an e-mail message.

 

5. Sort messages alphabetically by sender name To sort, click Arranged By and then click From. To reverse the alphabetical order, click From again. To sort by Subject line, click Subject. You can sort this way in any table in Outlook.

 

6. Quickly mark a message as read Right-click the message and then click Mark as Read.

 

7. Want to turn off New Mail Desktop Alerts? On the Tools menu, click Options, click the Preferences tab, click E-mail Options, and then click Advanced E-mail Options. Under When new items arrive in my Inbox, clear the Display a New Mail Desktop Alert (default Inbox only) check box.

 

8. Create a rule from a message Right-click the message, and then click Create Rule. Select the conditions and actions you want to apply, and then click OK.

 

9. Get a different view of the way that Outlook groups messages By default, Outlook groups messages by periods of time such as Today, Yesterday, and Last Week. To collapse a section to see only the group heading, select any message and then press the LEFT ARROW key. The RIGHT ARROW key expands the group.

 

10. Quickly add an attachment to a new message Locate the file, for example a .doc file in your My Documents folder, and then drag it to your Inbox. Outlook opens a new e-mail message with the file attached. You can also drag multiple files.

Information taken from office.microsoft.com