Effective Work with Microsoft Outlook

[Pages:28]Effective Work with Microsoft Outlook

eWay-Book

Katerina Rosova

Effective Work with Microsoft Outlook

Contents

Introduction .......................................................................................................................................................................................................................... 4 Use shortcuts........................................................................................................................................................................................................................ 4

Frequently used shortcuts........................................................................................................................................................................................... 4 Basic navigation ............................................................................................................................................................................................................. 5 Search................................................................................................................................................................................................................................. 5 Flags ................................................................................................................................................................................................................................... 6 Color categories.............................................................................................................................................................................................................. 6 Create an item or file .................................................................................................................................................................................................... 6 Commands in most views ........................................................................................................................................................................................... 7 Mail ..................................................................................................................................................................................................................................... 7 Calendar ............................................................................................................................................................................................................................ 9 People ............................................................................................................................................................................................................................. 10 People: in the Electronic Business Cards dialog box...................................................................................................................................... 11 Tasks ................................................................................................................................................................................................................................ 11 Format text.................................................................................................................................................................................................................... 11 Add web information to items ................................................................................................................................................................................ 12 Printing ........................................................................................................................................................................................................................... 13 Send/Receive ................................................................................................................................................................................................................ 13 Visual Basic Editor ...................................................................................................................................................................................................... 13 Macros............................................................................................................................................................................................................................. 13 Forms............................................................................................................................................................................................................................... 13 Views: Table view ....................................................................................................................................................................................................... 13 Views: With a group selected.................................................................................................................................................................................. 14 Views: Calendar day/week/month view .............................................................................................................................................................. 14 Views: Single day view .............................................................................................................................................................................................. 14 Views: Week view........................................................................................................................................................................................................ 15 Views: Month view...................................................................................................................................................................................................... 15 Date Navigator ............................................................................................................................................................................................................. 15 Business cards or Address view ............................................................................................................................................................................. 15 Business cards: Move between fields in an open card ................................................................................................................................... 16 Business cards: Move between characters in a field ...................................................................................................................................... 16 Timeline view (Tasks): When an item is selected ............................................................................................................................................ 17

Effective Work with Microsoft Outlook

Timeline view (Tasks): When a group is selected ............................................................................................................................................ 17 Timeline view (Tasks): When a unit of time on the time scale for days is selected ............................................................................ 18 Set up your Out of Office .............................................................................................................................................................................................. 18 Use notifications only for important e-mails ......................................................................................................................................................... 19 Create your e-mail signature in Outlook. ................................................................................................................................................................ 19 Use e-mail templates and QuickParts function..................................................................................................................................................... 21 Create a new item through text in clipboard......................................................................................................................................................... 21 Set up time of sending your e-mails ......................................................................................................................................................................... 22 Delay the delivery of a message ............................................................................................................................................................................ 22 Delay the delivery of all messages ....................................................................................................................................................................... 23 Use Quick Steps................................................................................................................................................................................................................ 23 Default Quick Steps.................................................................................................................................................................................................... 24 Create a Quick Step .................................................................................................................................................................................................... 24 Flag more e-mails in one step .................................................................................................................................................................................... 25 Make your search easier ................................................................................................................................................................................................ 25 Do people forget to reply to your e-mails? Set a reminder!............................................................................................................................. 25 How to surprise your coworkers with e-mails ....................................................................................................................................................... 26 How to quickly add holidays to Outlook calendar ............................................................................................................................................... 27

Effective Work with Microsoft Outlook

Introduction

One of the key features of eWay-CRM is its implementation with the mail client Outlook by Microsoft. We have brought many tips for effective work with eWay-CRM accompanied by tutorial videos. But today we want to offer you something more complex.

We'd like to share our tips for effective work with Outlook with you!

Read how to use Outlook effectively and simply. Read the list of shortcuts and find out how Outlook can brighten both your workdays and free days!

Use shortcuts

If a shortcut requires pressing two or more keys at the same time, this topic separates the keys with a plus sign (+). If you have to press one key immediately after another, the keys are separated by a comma (,).

Frequently used shortcuts

To do this Close Go to Home tab New message Send Insert file New task Delete Search Reply Forward Reply All Copy

Press Escape or Enter Alt+H Ctrl+Shift+M Alt+S Alt+N, A, F Ctrl+Shift+K Delete (when a message, task, or meeting is selected) Ctrl+E Alt+H, R, P Alt+H, R, P Alt+H, F, W Alt+H, R, A Ctrl+C

Send/Receive Go to calendar Create appointment Move to folder Attachment SaveAs

Alt+S, S Ctrl+2 Ctrl+Shift+A Alt+H, M, V, select folder from list Alt+JA, A, S

Effective Work with Microsoft Outlook

Basic navigation

To do this Switch to Mail view

Switch to Calendar view

Switch to Contacts view Switch to Tasks view

Switch to Notes

Switch to Folder list in the Folder pane

Switch to Shortcuts

Switch to next open message

Switch to previous open message

Move between the Folder pane, the main Outlook window, the Reading pane, and the ToDo bar Move between the Outlook window, the smaller panes in the Folder pane, the Reading pane, and the sections in the To-Do bar Move between the Outlook window, the smaller panes in the Folder pane, the Reading pane, and the sections in the To-Do bar, and show the access keys in the Outlook ribbon

Press Ctrl+1 Ctrl+2 Ctrl+3 Ctrl+4 Ctrl+5 Ctrl+6 Ctrl+7 Ctrl+Period Ctrl+Comma Ctrl+Shift+Tab or Shift+Tab

The Tab key

F6

Move around message header lines in the Folder pane or an open message Move around within the Folder pane Go to a different folder Go to the Search box In the Reading pane, go to the previous message

In the Reading pane, page down through text In the Reading pane, page up through text Collapse or expand a group in the e-mail message list Go back to previous view in the main Outlook window Go forward to next view in the main Outlook window Select the InfoBar and, if available, show the menu of commands

Ctrl+Tab Arrow keys Ctrl+Y F3 or Ctrl+E Alt+Up Arrow or Ctrl+Comma or Alt+Page Up Spacebar Shift+Spacebar The Left Arrow key or the Right Arrow key, respectively Alt+B or Alt+Left Arrow Alt+Right Arrow Ctrl+Shift+W

Search

To do this Find a message or other item

Press Ctrl+E

Effective Work with Microsoft Outlook

To do this Clear the search results Expand the search to include All Mail Items, All Calendar Items, or All Contact Items, depending on the module you are in Use Advanced Find Create a Search folder Search for text within an open item Find and replace text, symbols, or some formatting commands when in the Reading pane or in an open item Expand search to include items from the current folder Expand search to include subfolders Ctrl+Alt+Z Flags

Press Esc Ctrl+Alt+A

Ctrl+Shift+F Ctrl+Shift+P F4 Ctrl+H Ctrl+Alt+K Ctrl+Alt+Z

Flags

To do this Open the Flag for Follow Up dialog box to assign a flag

Color categories

To do this Delete the selected category from the list in the Color categories dialog box

Create an item or file

To do this Create an appointment Create a contact Create a contact group Create a fax Create a folder Create a meeting request Create a message Create a note Create an Office document Post to the selected folder Post a reply in the selected folder Create a Search folder

Press Ctrl+Shift+G

Press Alt+D

Press Ctrl+Shift+A Ctrl+Shift+C Ctrl+Shift+L Ctrl+Shift+X Ctrl+Shift+E Ctrl+Shift+Q Ctrl+Shift+M Ctrl+Shift+N Ctrl+Shift+H Ctrl+Shift+S Ctrl+T Ctrl+Shift+P

To do this Create a task

Commands in most views

To do this Save (except in Tasks view) Save and close (except in Mail view) Save as (only in Mail view) Undo Delete an item Print Copy an item Move an item Check names Check spelling Flag for follow-up Forward Send or post or invite all Enable editing in a field, in all views except Mail or Icon Left align text Center text Right align text

Mail

To do this Switch to Inbox Switch to Outbox Check names Send Reply to a message

Effective Work with Microsoft Outlook

Press Ctrl+Shift+K

Press Ctrl+S or Shift+F12 Alt+S F12 Ctrl+Z or Alt+Backspace Ctrl+D Ctrl+P Ctrl+Shift+Y Ctrl+Shift+V Ctrl+K F7 Ctrl+Shift+G Ctrl+F Alt+S F2 Ctrl+L Ctrl+E Ctrl+R

Press Ctrl+Shift+I Ctrl+Shift+O Ctrl+K Alt+S Ctrl+R

To do this Reply All to a message Reply with meeting request Forward a message Mark a message as not junk Display blocked external content (in a message) Post to a folder Apply Normal style Check for new messages Go to the previous message Go to the next message Create a message (when in Mail view) Create a message (from any Outlook view) Open a received message Delete and ignore a conversation Open the Address Book Add a Quick flag to an unopened message Display the Flag for follow up dialog box Mark as read Mark as unread Open the MailTip in the selected message Find or replace Find next Send Print Forward Forward as attachment Show the properties for the selected item Mark for download Check Mark for download status

Effective Work with Microsoft Outlook

Press Ctrl+Shift+R Ctrl+Alt+R Ctrl+F Ctrl+Alt+J Ctrl+Shift+I Ctrl+Shift+S Ctrl+Shift+N Ctrl+M or F9 The Up Arrow key The Down Arrow key Ctrl+N Ctrl+Shift+M Ctrl+O Ctrl+Shift+D Ctrl+Shift+B Insert Ctrl+Shift+G Ctrl+Q Ctrl+U Ctrl+Shift+W F4 Shift+F4 Ctrl+Enter Ctrl+P Ctrl+F Ctrl+Alt+F Alt+Enter Ctrl+Alt+M Ctrl+Alt+U

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