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Top Outlook mail tips

Posted In Email, MS office - By Techtiplib on Wednesday, April 11th, 2012 With No Comments »

This article shares you outlook tips on mail:

– 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 color list, click the flag color you want, and then click OK.

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

Outlook tips– 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. 

– Find related messages – To find related messages, right-click the message, and then on the shortcut menu, point to Find All and then click Related Messages. The Advanced Find dialog box appears with a list of related messages. 

– Jog your memory with a follow-up flag – Create a follow-up flag as a reminder to follow up on a message. On the Actions menu, clickFollow Up and click the flag color of your choice.

– Save searches that you use often – On the Tools menu, point toFind 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.

– Search for and move items or files to different folders – On theTools menu, point to Find and then click Advanced Find. In theAdvanced Find dialog box, specify your search criteria and click Find Now. After the results are displayed in the search results window, move them to the folder of your choice.

– Use a file shortcut instead of an attachment to reduce the size of a message – Right-click the file and drag it to the Inbox. On the shortcut menu, click Send with Shortcut.

– Sort messages alphabetically by sender name – To sort, clickArranged 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.

– Receive notifications when messages you send are delivered or read – On the Tools menu, click Options, and then click thePreferences tab. Click E-mail Options, and then click Tracking Options.

– Verify that the message is authentic – If you have security set up, you can verify that a message you receive with a digital signature has not been tampered with. In the message, click the Verify Digital Signature button.

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

– Make a folder available for online and offline use – Right-click the folder, click Properties, and then click the Synchronization tab. The folder must be on your network, not on your hard disk.

– Want to move an Inbox item to a folder in the Navigation Pane but can’t see the folder? – Drag the item to the top or bottom of the group and pause until the correct folder scrolls into view. Subfolders must be expanded to view them.

– Quickly see the next or previous mail message in a conversation or thread – In a message, click the small arrow next to the Previous Item button or Next Item button, and then click Item in Conversation Topic.

– Quickly print search results from your Inbox – To print a list of your search results from the Advanced Find dialog box, press CTRL+P.

– Recall that message! – To recall or replace a sent message, open the message in the Sent Items folder, and on the Actions menu, click Recall This Message.

– Automatically add a signature or logo to each message you send – On the Tools menu, click Options, and then click the Mail Format tab. If you have more than one account, select the account you want to create the signature for, and then click Signatures.

– Show blocked images in an e-mail message – Click the InfoBar at the top of the message, and then click Download Pictures.

– Keep track of messages that require action – Instead of just using rules to move messages to folders, use rules to assign a category to a message. Then the messages will be arranged in groups in your Inbox.

– See more messages in your Inbox with single-line view – Change from multiline view to single-line view. On the View menu, point toArrange By, and then click Custom. Click Other Settings. Clear theUse multi-line layout in widths smaller than n characters check box.

– Quickly test the hyperlink in the message you just wrote – Press CTRL while you click the hyperlink.

– Speed up exporting and archiving items – Make exports and archives of your Outlook mailbox faster by emptying the Deleted Items folder first. Right-click the Deleted Items folder, and then clickEmpty “Deleted Items” Folder.

– Does your mailbox need a quick cleanup? – On the Tools menu, click Mailbox Cleanup. Select options to find items that are old or large and then move or delete them. Click AutoArchive to move old items to Archive Folders, or click Empty to permanently delete items from your Deleted Items folder.

– Choose which e-mail account to use – If you have multiple e-mail accounts in Outlook, you can choose which to use when sending messages. For example, choose your Hotmail account, and recipients receive the message from that account, complete with your Hotmail return address. In a new message, click Accounts, and then click the account you want from the list.

– The mail folder list is just a click away – To quickly view the Folder List, click Folder List  in the button tray at the bottom of theNavigation Pane.

– Delete names from the AutoComplete list – Select the unwanted name by using the UP ARROW or DOWN ARROW key and then press DELETE.

– Keep a Desktop Alert on the desktop – To keep a Desktop Alert visible so that you have more time to read it, pause your insertion point over the alert before it fades from view.

– 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.

– Change in priorities? Quickly change the color of a message’s Quick Flag – Locate the flagged message in the message list. Right-click the flag, and then click the flag color that you want on the shortcut menu.

– Quickly read messages without opening them – To see the first three lines of each message in the message list, on the View menu, click AutoPreview. To see the complete message to the right of the message list, on the View menu, point to Reading Pane, and then click Right.

– Make sending a file through e-mail even easier – You can send a file on your computer through e-mail by right-clicking the file, pointing to Send To, and then clicking Mail Recipient. Text is automatically added to the body of the message; however, you can delete the text and add your own text by clicking in the message body and pressing CTRL+A.

– Reduce spam by not replying to suspicious e-mail messages – Replying tells a spammer that your e-mail address is valid and probably won’t remove you from their mailing list.

– Create a Search Folder quickly from the Find bar – Press CTRL+E to open the Find bar, type what you want to find in the Look for box, specify which folder to look in by using the Search In box, and then click Find Now. When the search is complete, click Options on theFind bar, and then click Save Search as Search Folder.

– Find all messages sent by the same person – Right-click a message from that person, and then on the shortcut menu, point toFind All. Click Messages from Sender. The Advanced Find dialog box displays a list of all messages in a folder from that person.

– Get a different view of the way that Outlook groups messages – By default, Outlook groups messages by periods of time such asTodayYesterday, 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.

– 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.

– Flag that message fast – Select a message in the message list, and then press INSERT.

– Was an important message sent to the Junk E-mail folder? – If an item gets moved to your Junk E-mail folder by mistake, select the message, and then press CTRL+ ALT+J.

– Save multiple attachments at one time – Open the message. On the File menu, click Save Attachments. Click OK, and then click the folder where you want to save the attached files. Click OK.

– View all your unread messages in the Inbox – On the View menu, point to Arrange By, point to Current View, and then click Unread Messages in This Folder.

– 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.

– Start fresh! Clear your address history – To clear your AutoComplete cache, open the C:\Documents and Settings\user name\Application Data\Microsoft\Outlook folder, and then delete theprofile_name.nk2 file. Outlook recreates this file as you type new addresses.

– Check an e-mail alias against the names in your address books – To immediately resolve an e-mail alias in the ToCc, or Bccbox, press CTRL+K.

– Make a message unavailable to recipients after a specific date – To set the expiration date on a message you are composing, click Options . Under Delivery options, select theExpires after check box, and then in the lists, select the date and time you want the message to expire.

– Save a message thread in a text file – Select the messages by pressing CTRL and clicking the messages you want. On the Filemenu, click Save As. Your messages are saved to a .txt file. Only message headers (To, From, Sent, and Subject) and body text are saved; attachments and and HTML formatting are not included in the text file.

– Open several messages at the same time – Hold CTRL while you click each message. After you select the messages, on the Filemenu, point to Open, and then click Selected Items.

Outlook tips from Microsoft

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