How to use Outlook Effectively

How to use Outlook Effectively?
Outlook is big, powerful and flexible but it can also be confusing. We always find that people have an idea  of how to compose mails through Outlook they may not know how to use it effectively .
I’d like to share with you some tips about Outlook in this post.
Shall we get started?                                                                                                                                                                                     

1.      How to check your Outlook folders' sizes
2.      How to export your Outlook contacts to a CSV File
3.      How to get reminded to reply to a message in Outlook
4.      How to write a message using a specific message format in Outlook
5.      How to see total (Not Just Unread) inbox message count in Outlook
6.      Restore Outlook mail, contacts and other data from a backup
7.      How to create  a distribution list in Outlook
8.      How to filter one sender's mail to a certain folder automatically
9.      How to forward multiple messages individually in Outlook
10.  How to save multiple attachments at once with Outlook
11.  How to change default language in Microsoft Outlook
12.  How to turn on the Out of Office Assistant
13.  How to use categories to track items in Outlook
14.  Add voting buttons to a message
15.   Outlook shortcuts

How to Check Your Outlook Folders' Sizes


Is your outlook very slow?
Has handling email in Outlook become slow and heavy, or is your hard disk shrinking and you suspect the ten thousand emails with their twenty thousand attachments might be involved?
But which folder is to be blamed, where do the big emails hide? Fortunately, Outlook comes with a small tool that lets you find out exactly how much space each folder occupies.
Check Your Outlook Folders' Sizes

To see the size of your Outlook folders:
Select Tools | Mailbox Cleanup... from the menu. 

Click ‘View Mailbox Size’  

How to Export Your Outlook Contacts to a CSV File


If you move from one email program to the next, you don't want to leave your contacts behind. While Outlook stores everything including mail and contacts in a complicated file, exporting your contacts to a format that most other email programs and services can understand is pretty easy.
1.      Export Your Outlook Contacts to a CSV File
2.      To save your contacts from Outlook to a CSV file:
3.      Select File | Import and Export... from the menu. 




4.Make sure Export to a file is highlighted.  



5.Click ‘Next >’.  


6.Now make sure Comma Separated Values (Windows) is selected.
7.Click Next > again. 

8.Highlight the Contacts folder.
9.Click Next >.
10.Use the ‘Browse...’ button to specify a location and file name for the exported contacts. Something like ‘Outlook.csv’ or ‘ol-contacts.csv’ on your Desktop should work fine. 
Click Next > (once more).
Now click Finish.                    

How to Get Reminded to Reply to a Message in Outlook

 Messages that I do not deal with instantly tend to get forgotten for quite some time. Unfortunately, sometimes I forget to answer a mail until it's too late.
1.      Get Reminded to Reply to a Message in Outlook
2.      To make Outlook reminded you to reply to an email:
3.      Right-clicking on the message you want to set the reminder for.
4.      Select Follow Up | Add Reminder... from the menu.
5.      In Outlook 2000-2003, select Flag for Follow Up from the context menu.
6.      Choose the date when you have to completed the task.
7.      Click OK.  

How to Write a Message Using a Specific Message Format in Outlook


1.      To compose an email using a specific format in Outlook:
2.      Select Actions | New Mail Message Using from the menu in Outlook. 

11.Choose the desired format.  

How to See Total (Not Just Unread) Inbox Message Count in Outlook


To have Outlook show you the total number of messages in any folder, say your Inbox, instead of just counting the unread emails:
1.  Open the desired folder, for example your Inbox, in Outlook.
Select File | Folder | Properties for "folder name" from the menu. 
2.      You can also click on the desired folder with the right mouse button and select Properties from the context menu
3.      Go to the General tab.
4.      Make sure Show total number of items is selected. 

Restore Outlook Mail, Contacts and Other Data from a Backup 


1.      To restore your mail, contacts and other data from a backup copy of an Outlook PST file:
2.      Select File | Import and Export... from the menu in Outlook.
3.      Select Import from another program or file.

9.  Highlight Personal Folder File (PST)
10. Click next again.

10. Now use the Browse button to select the backup copy of the PST file you want to recover from your backup location.
11. Make sure Replace duplicates with items imported is selected.
12. Click Next.
13. Finish the import process with Finish.

How to create a distribution list in Outlook

Ø  Add Members to a Distribution List in Outlook
On the File menu, point to New, and then click Distribution List. 
In the Name box, type a name. 
Click Select Members. 
In the Show names from the list, click the address book that contains the e-mail addresses you want in your distribution list. 
In the Type name or select from list box, type a name you want to include. In the list below, select the name, and then click Members. Do this for each person you want to add to the distribution list, and then click OK. 
If you want to add a longer description of the distribution list, click the Notes tab, and then type the text.
The distribution list is saved in your Contacts folder by the name you give it.  

How to change the language settings in outlook

Ø  Changing the Language
 Go To Outlook->Tools->options
1.) Click Mail Format
2.) Click Editor Options 
3.) Click Popular on the left
4.) Then Click Language Settings
5.) Here you will be able to change the default language      Go to top

How to Forward Multiple Messages Individually in Outlook


Ø  Forward Multiple Messages Individually in Outlook
1.      To have Outlook forward a heap of messages individually for you:
2.      Create a new folder. (Call it "Forward" perhaps.)
3.      Copy all messages you want to forward to the "Forward" folder.
4.      Make sure the "Forward" folder is open.
5.      Select Tools | Rules and Alerts... from the menu.
6.      Click New Rule....
7.      Highlight Check messages when they arrive. 
8.      Click Next >.
9.      Click Next > again, leaving all conditions unchecked.
10.  Click Yes.
11.  Make sure forward it to people or distribution list is checked under Step 1: Select action(s).
12.  You can alternatively check forward it to people or distribution list as an attachment to forward messages not inline but attached.
13.  Click people or distribution list under Step 2: Edit the rule description.
14.  Double-click the desired contact or list from your address book, or type the email address to which you want to forward under To
15.  Click OK.
16.  Click Next >.
17.  Click Next > again.
18.  Make sure Turn on this rule is not checked under Step 2: Setup rule options.
19.  Now make sure Run this rule now on messages already in "Forward" (if you named the folder "Forward").
20.  Click Finish.          

How to Save Multiple Attachments at Once with Outlook


Ø  Save Multiple Attachments at Once with Outlook
1.      To save multiple attachments at once in Microsoft Outlook:
2.      Open the message in Outlook.
3.      Select File | Save Attachments | All Attachments... from the menu.
4.      In Outlook 2002 and Outlook 2003, select File | Save Attachments from the menu.
5.      Click OK.
6.      Select the folder where you want to save the attached files.
7.      Click OK again.   

How to Filter One Sender's Mail to a Certain Folder Automatically


To have Outlook file a particular sender's messages automatically:
1.      Click with the right mouse button on a message from the sender whose messages you want to filter.
2.      Select Create Rule... from the menu that comes up. 
3.      Make sure From {Sender} is checked.
4.      Also check Move the item to folder:.
5.      Click Select Folder....
6.      Highlight the desired target folder.
7.      Click OK.
8.      Click OK again.
9.      To move all existing messages from the sender (albeit 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.
10.  Either way, the rule will automatically file the sender's all newly incoming messages in the future, of course.
11.  Click OK once more. 

How to Turn On the Out of Office Assistant


On the Tools menu, click Out of Office Assistant.
1.      In the Out of Office Assistant dialog box, click I am currently Out of the Office. 
2.      In the Auto Reply only once to each sender with the following text box, type the message that you want to send while you are out of the office.

How to Use Categories To Track Items In Outlook


A category is a specific word or phrase that you can use to group your Outlook items so you can easily find them later
Outlook has a predefined set of categories. However, you do have the option of creating your own categories if the existing ones do not meet your requirements. So as an alternative, by performing a few simple steps, you can create your own custom categories.

Ø  Create a new category
Ø  Outlook view

Add voting buttons to a message

1.      In the message, click Options.
2.      Select the Use voting buttons check box, and then click the voting button names you want to use in the box.
3.      To create your own voting button names, delete the default button names, and then type any text you want. Separate the button names with semicolons.

4.      Under Delivery options, select the Save sent message to check box. To select a folder other than the Sent Items folder, click Browse.
5.      Click Close, and then click Send.  

Outlook shortcuts

For basic navigation






For basic navigation
To do this
Click
Switch to Mail
CTRL+1
Switch to Calendar
CTRL+2
Switch to Contacts
CTRL+3
Switch to Tasks
CTRL+4
Switch to Notes
CTRL+5
CTRL+6
Switch to Shortcuts
CTRL+7
Next item (with item open)
CTRL+COMMA
Previous item (with item open)
CTRL+PERIOD
Switch between the Folder List and the main Outlook window
F6 or CTRL+SHIFT+TAB
Move among the Outlook window, the Navigation Pane, and the Reading Pane
TAB
Move around within the Navigation Pane
Arrow keys
Go to a different folder
CTRL+Y
Expand/collapse a group (with a group selected) in the Navigation Pane
PLUS or MINUS SIGN on the numeric keypad
Collapse/expand a group in the e-mail message list
Left and right arrow keys
Switch to Inbox
CTRL+SHIFT+I
Switch to Outbox
CTRL+SHIFT+O
Choose the account from which to send a message
CTRL+TAB (with focus on the To line) and then TAB to the Accounts button
Send
ALT+S
Reply to a message
CTRL+R
Reply all to a message
CTRL+SHIFT+R
Mark a message as not junk
CTRL+ ALT+J
Display blocked external content (in a message)
CTRL+SHIFT+I
Post to a folder
CTRL+ SHIFT+S
Check for new mail
CTRL+M or F9
Go to the next message
UP ARROW
Go to the previous message
DOWN ARROW
Go to the row above (message or group heading)
ALT+ UP ARROW
Go to the row below (message or group heading)
ALT+ DOWN ARROW
Compose a new message
CTRL+N
Open a received message
CTRL+O
Display the Address Book
CTRL+SHIFT+B
Convert an HTML or RTF message to plain text
CTRL+SHIFT+O
Add a Quick Flag to a message
INSERT
Display the Flag for Follow Up dialog box
CTRL+SHIFT+G
Mark as read
CTRL+Q
Show the menu to download pictures, change automatic download settings, or add a sender to the Safe Senders List.
CTRL+SHIFT+W



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