Tips for Outlook
We have talked about keeping the Inbox clean in previous posts, here are a few more tips that can help out. From quickly moving messages between folders to creating templates and undeleting messages to create rules for automatic filing in folders. Hope you enjoy!!
Move Email Messages Quickly in Outlook
Keeping your messages organized takes some moving around, from one Outlook folder to another. An easy and fast way to transfer a message is with a handy keyboard shortcut.
To file mail fast in Outlook:
o Press Ctrl-Shift-V
o Highlight a folder with the mouse or the up and down keys.
o Press Enter
You can also create a new folder directly in this dialog by selecting the New... button.
Create and Use an Email Template in Outlook
About to click Send, it dawns on you: the email you have composed looks a lot like email you wrote yesterday. And, who knows, perhaps you'll write the same message again next week?
Wait. Do not click Send yet. Save the message as an Outlook template first, and next week's email will be that much faster starting from that template.
To save an email message as a template in Outlook:
o Create a new message and enter the desired Subject: and content.
o Click the Office button and select Save As.
o In Outlook 2003, select File | Save As from the menu.
o Select Outlook Template under Save as type: in the Save As dialog.
o Type the desired template name (if different from the email subject) under File name:
o Click Save.
To compose a message using the new template:
o In the Outlook Inbox, select Tools | Forms | Choose Form... from the menu.
o Select User Templates in the File System under Look In:
o Double-click the desired message template.
o Address, make any changes, and send the email.
Undelete a Message Quickly in Outlook
It happens to me all the time: I hit Delete and the message is gone. In the very same nanosecond, I spot something in the email that catches my interest. Too late.
Too late? No, because Outlook makes it really easy to recover a message you have just deleted. It works just like undoing something in Word, for example.
o To undelete a message fast from the keyboard in Outlook:
o Press Ctrl-Z.
If you have mistakenly deleted a message previously, you can move it from the Deleted Items folder to any other folder to restore it.
Filter One Sender's Mail to a Certain Folder Automatically in Outlook
Whether it's mail from your daughter, best client, oldest friend, boss, co-worker or must-read newsletter: wouldn't it be great if it went to the right folder, right away?
Outlook can send all incoming messages to any folder automatically using a filter. Fortunately, it's easy to set up, too especially if you have a message from the sender ready.
o To have Outlook file a particular sender's messages automatically:
o Click with the right mouse button on a message from the sender whose messages you want to filter.
o Select Create Rule... from the menu that comes up.
o Make sure From {Sender} is checked.
o Also check Move the item to folder:.
o Click Select Folder....
o Highlight the desired target folder.
o Click OK.
o Click OK again.
o To move all existing messages from the sender (only in the current folder) to the filter's target folder right away, check Run this rule now on messages already in the current folder.
The rule will automatically file the sender's all newly incoming messages in the future, of course.
Click OK once more.