11
2006
TRICKS FOR MICROSOFT OUTLOOK
If you need to insert the time anywhere in an e-mail, Outlook has some simple shortcuts. For example, to type 5 pm, just type 5p,
while 6:45 am can be entered as 645a.
Days at a glance
You can view 1 day, 5 days, 7 days or 31 days at a glance, in the Outlook calender. It is also possible to view 2 to 14 days at a glance—any 14 days irrespective of the month or year. While in the Calendar view, press [Alt] + [0 to 9]. For example, if you press [Alt] + [0], you get a view that shows the next 10 days from the current selected day. Say you wish to plan all Sundays of the month, click the first Sunday, press [Ctrl] and select all the Sundays of the month.
Move fast
There are some shortcut keys in Outlook, which are very helpful while navigating. Pressing [Ctrl] + [Shift] + [I] moves you directly to the Inbox folder and similarly [Ctrl] + [Shift] + [O] moves you to the Outbox folder. Similarly, if you are working with Calendars and constantly need to switch between the weekly and monthly view, then you can use the keys [Alt] + [-] and
[Alt] + [=] to do so.
Mass mail
Mass mailing from Outlook are available. The add-ins vary in the features they provide— some just help you send e-mails, while others help you sort the responses as well.
Auto zip attachments
This add-in helps to reduce bandwidth requirements. Whenever you attach a file in a new e-mail, this add-in converts your attachment into a zip file reducing its file size, in turn, reducing the time taken to transfer the e-mail. One of the addins in this category is bxAutoZip from www.baxbex.com. Before any e-mail is sent, bxAutozip compresses and zips attached files.
Reminders via e-mail
Some might wonder about the uses of e-mail reminders. They can be sent to yourself, your colleagues, subordinates, bosses,
or even friends. Another advantage is that the reminders aren’t limited to Outlook users, as they can be sent even to non Outlook users.
Add holidays
Outlook does have a way to add holidays, but you will find no entry for India. To personalise it to Indian holidays, you need to modify the Outlook.txt or Outlook.hol file. Locate the Outlook.txt or Outlook.hol file and open it using word pad. The file contains a list of holidays— one per line, grouped by the country name. Go to the bottom of the file and add a new group name—‘India’ in square rackets, followed by a number, denoting the totalnumbe of entries. Finally add the names and dates of the holidays you want to mark. It should look something like this: [India] 3 XYZ Day: 0000/05/99 You can add as many holidays as you want, as long as you add the proper count after the square brackets. Now, go to Tools > Options > Calendar Options > Add Holidays, search for the entry ‘India’, select it and press OK.
Forward contact
The simplest way to forward contacts is to switch your view to Phone list in Contacts. Select the single or multiple entries that you wish to forward, right-click and select Forward Items. Now, type the e-mail address of the intended person and press Send.
Originally from TECH WORLD by