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Microsoft Outlook: Tips and Tricks

Posted on June 24, 2014.

Below I have complied a list of Outlook tips and tricks that will help you get things done faster and more efficiently . This is a series that will cover tips and tricks for all Microsoft Office products.

 

Screen Clipping

You can take and embed a screenshot into an email right through outlook. When writing your message, click on the Insert tab on the Ribbon and click Screenshot. A tiny dialog box shows you all the current windows open on your desktop so you can choose the one you want to insert, or click on Screen Clipping and click to draw a box on screen. Press Enter, and the contents of the box will be inserted into your message.

Screen Shot 2014-06-24 at 2.07.12 PM

 

Auto Close

When you’ve replied to a message you probably don’t want to keep staring at the email window, so let Outlook close the message window automatically after you send a reply. To make Outlook do this trick for you, click on File, then Options, then Mail, then scroll down to Replies and Forwards, and add a checkmark next to “Close original message window when replying or forwarding.” Make sure to click OK.

Screen Shot 2014-06-24 at 2.29.44 PM

 

 

Empty Trash

Tired of seeing hundreds of messages pile up in your Deleted Items folder? You can let outlook automatically empty your trash when exiting Outlook. Click on the File menu, then Options, then Advanced, and find the Outlook Start and Exit section. Add a checkbox next to Empty Deleted Items folder when exiting Outlook. Make sure to click OK.

Screen Shot 2014-06-24 at 2.40.57 PM

 

Create Emails

You don’t need to be in Outlook or even have Outlook running to create appointments, messages, or meeting request if you have Windows 7 running. Outlook tasks can all be created from the Windows 7 taskbar or Start menu using Jump Lists.

Jump Lists give you quick access to creating Microsoft Outlook 2010 items without switching from another program that you are using. Also, If Outlook isn’t running, you can still send a message or meeting request or create contacts, tasks, or add an item to your calendar by using Start menu Jump Lists.

If Outlook is running, use the Jump List on the taskbar to quickly create an Outlook item.

Right-click the Outlook button on the taskbar, and click New E-mail Message, New Appointment, New Meeting, New Contact or New Task.

If Outlook isn’t running then click Start, point to Microsoft Office 2010 and click on the right arrow next to it, and click New E-mail Message, New Appointment, New Meeting, New Contact, or New Task.

Screen Shot 2014-06-24 at 4.59.18 PM

 

 

Start Location

You can set the default start location for Outlook. When Outlook opens you can choose the tab or folder you want to be directed to.  Click on the File menu, then Options, then Advanced, and find the Outlook Start and Exit section. Click the Browse button to choose what folder you want Outlook to open to. Make sure to click OK.

Screen Shot 2014-06-24 at 5.07.58 PM

 

 

 

Post by Kaitlyn Reish, Training Specialist at HPU.

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