Did you know that Outlook let’s you refine your searches using human friendly English words. The following examples will get you started…
If I want to find all emails that were sent by James Raman, I just need to type the following into the Search Box…
From: James Raman
If I want to find all emails with the word Rugby anywhere in the subject, I just have to type the following in the Search Box…
If I want to find all emails with the word Rugby in the Subject that were sent by James Raman, I just have to type the following in the Search Box…
From: James Raman and Subject:Rugby
I can even refine this further to something like…
From: James Raman and Subject:Rugby and To:Sanjay
Other tags that you can use include BCC and CC.
This simple technique has greatly reduced the time it takes me to find emails. I hope you find it useful.
Do you have any other Search tricks that you find useful. Share it with other readers by leaving a comment on the blog.
Fixing Search Problems in Outlook 2007/2010
Whenever you type an email address in the To/CC/BCC field of an email, Outlook helps out by showing you a list of email addresses that match what you have typed. This can be very helpful in quickly entering a recipient’s email address. But …
People’s email addresses change or you may have stopped communicating with certain people – yet their old email addresses keep showing up in the list.
Deleting Single Entries
It’s easy to delete individual items from the list. Type a few characters in the To field to display the list. Then use the arrow keys on the keyboard to move to the old email addresses and click Delete.
Deleting the Whole List
Use with Caution because there is no way of getting the list back!
You can also completely delete the list to start from a clean slate by following the steps in this link:
It is almost Christmas… its the time of the year when we need to send out invitations, greetings and newsletters to friends and clients.
Depending on your contact list, the best way to contact your friends this year maybe using email, fax or post/hand delivery.
Most of these mailing can be considered “mass mailing” i.e. we want to send copies of the same mail to everyone… possibly customized with their name and address at most.
Microsoft Outlook and Word have some built-in features that automate this process for you. In addition we have built our own tools to further speed up and simplify the process for you.
In this post I’ll discuss both the built in free ways as well as our own addins.
How to Email out Invites, Greetings and Newsletters.
I am going to start with what I consider to be the easiest, fastest and most powerful way of doing this… our own EmailMerge PRO for Outlook.
You can view a short video on our website to see just how easy this is.
How to Fax out Invites, Greetings and Newsletters.
Despite what many people will have you believe, Faxing is not dead.
In fact in terms of deliverability, it can beat email – there is almost no chance that your fax won’t get delivered because of an over-zealous spam filter.
You can use Microsoft Word and the free fax printer that comes with Windows 2000/XP/Vista/7 to send out personalized faxes to your customers this year.
The Bad News: Windows Fax and MS Word don’t talk easily to each other out of the box.
The Good News: Fax4Word allows you to fax merge straight from Word to the Windows Fax printer.
How to Print Letters and Envelopes for Posting and Hand Delivery
Even if you will be sending paper based mail this year, technology can help you.
Here are step-by-step instructions to:
I hope you find the above information helpful in staying in touch with friends and family this year.
Over the last few weeks I have noticed that spammers have started more and more spam email from YOUR or MY email address. The email is from YOU and also to YOU. Chances are you have your email address white-listed. Here’s a little trick I use to stop these emails from getting into my Inbox.
First why would you email yourself…last week I wrote a tip on how you can stay organized by emailing yourself… that could be a reason.
Here’s how you can move the spam emails out of your Inbox but still keep the real emails you have emailed yourself.
Decide on a few characters that you will type in the Subject of every email that you send yourself. Keep it simple as you want to be able to type these characters from your BlackBerry etc as well. Use something like QAZ or whatever is easy for you to type.
Any time you send yourself an email type those characters in the Subject e.g. Instead of “Pick Stuff from Supermarket”, you would need to type (say) “QAZ Pick Stuff From Supermarket”.
Now setup Outlook.
- Add your own email address to the Safe Senders list in Outlook (this is probably already done)
- Create a Rule in Outlook so that all emails from your email address get moved to your Junk Mail folder, except those with your special tag in them (QAZ in the example above)
- If you are using Outlook 2010. Click on File and select the Info tab and then click on Manage Rules & Alerts.
For all other versions of Outlook, click Tools and then click Rules & Alerts.
- Click on New Rule… to display the Rules Wizard as shown below:
- Click Move messages from someone to a folder.
- Click people or distribution list. Enter all your own email addresses in the From field and click OK.
- Click specified folder. Use the screen that comes up to select the Junk E-mail folder and click OK.
- Click Next, Next and then Next again
- Tick except if the subject contains specific words.
- Click Specific Words. Enter the tag (QAZ in example) and click Add.
- Click OK
- Your Rules should look something like the following:
- Click Finish.
Now anytime Outlook receives an email from you, it will get moved to the Junk Emails folder, EXCEPT when they have your special tag. EASY!
Does this tip work for you? Do you have other better methods? Tell me what you think by leaving a comment on the blog.
Need to make sure that you get something done… EMAIL YOURSELF! This works much better for me then putting it on a Task List. Why? Like many people my Inbox acts as my real (or at least more immediate) Task List.
Here are some ways to get the most out of this super easy tip.
- Basic Way: Just Email yourself when you need to remember to do something.
- Need to follow up on an email that you are sending out to a client: BCC yourself on the email and a copy will end up in your Inbox.
- From your BlackBerry or other email-enabled phone: This is my FAVOURITE. It means that I can update my To Do List from anywhere… I’m at the supermarket and remember that I need to call a client on Monday… easy… I create and send an email from my phone… and I can get back to chasing my 4 year old down the candy aisle.
Did you find this tip useful? Do you have your own creative ways of applying this tip. Leave a comment on the blog.
If like me, you use Outlook Tasks and Appointments to manage your time, here are a few easy-to-implement tips that will save you a lot of time.
These tips came about as a result of my laziness(as most shortcuts do)… I don’t like having to switch to Outlook and then making the appropriate clicks to open the new Task or Appointment screen… there had to be a better way.
I wanted to either click a button on the Windows Quick Launch bar and/or use keyboard shortcuts that would work even when I wasn’t in Outlook.
(For those who are not familiar with the Quick Launch bar… it is the set of icons that you have just beside the Windows Start button. If it is not displayed, right-click on the horizontal bar at the bottom of the screen, click Toolbars and tick Quick Launch.)
Shortcut to create a new Task/Appointment
1. Right-click on any empty space on your desktop and click New-Shortcut.
2. In the location box, click Browse and locate your Outlook.exe file. You will then need to add some switches to the end of it telling Windows that you want Outlook to open the new Task screen instead of just opening Outlook. The path to the Outlook.exe would vary depending on your version of Outlook. (If you installed in the default location then the paths will be as follows)
If you are using Outlook 2010:
“C:\Program Files\Microsoft Office\Office14\OUTLOOK.EXE” /c ipm.task
If you are using Outlook 2007:
“C:\Program Files\Microsoft Office\Office12\OUTLOOK.EXE” /c ipm.task /a
If you are using Outlook 2003:
“C:\Program Files\Microsoft Office\Office11\OUTLOOK.EXE” /c ipm.task /a
3. Click Next and type in a name for the shortcut. By default OUTLOOK.EXE is displayed. I changed mine to New Task.
4. Click Finish.
5. Now right-click over the newly created icon and click Properties.
6. If you want to use keyboard shortcuts to open the application, click on the Shortcut Key field and press the combination of keys that you want to use (I use Ctrl-Shift-T)
7. Click Change Icon and select the Task icon so that the icon is a bit more meaningful.
8. Click OK (and OK again) to return to your desktop.
9. Now right-click and drag and drop the new shortcut to your Quick-Launch bar. On my Vista computer I found that I had to leave of a copy of the shortcut on the desktop if I wanted the keyboard shortcuts to work i.e. I had to Copy the shortcut and not Move it off the desktop.
Now whenever I need to create a new Task, I either click on the New Task button on my Quick-Launch bar or I press Ctrl-Shift-T.
You can use the same steps as above to create a new Appointment … but change the location field to read:
If you are using Outlook 2010:
“C:\Program Files\Microsoft Office\Office14\OUTLOOK.EXE” /c ipm.appointment
If you are using Outlook 2007:
“C:\Program Files\Microsoft Office\Office12\OUTLOOK.EXE” /c ipm.appointment /a
If you are using Outlook 2003:
“C:\Program Files\Microsoft Office\Office11\OUTLOOK.EXE” /c ipm.appointment /a
But … I prefer the following shortcut for appointments
Shortcut to open the Calendar folder
I need to see my existing appointments before I create a new appointment… here’s a shortcut that opens Outlook with the Calendar displayed.
The steps to do this are identical to what is described above. The only difference is that the location field changes to: (Depending on the version of Outlook you are using the name “Office14” in the path below will change. If you are using Outlook 2007, it will be Office12. If you are using Outlook 2003, it will be Office11)
“C:\Program Files\Microsoft Office\Office14\OUTLOOK.EXE” /select outlook:calendar
You can have similar shortcuts to open your Tasks and Contacts folders but I find them less useful.
“C:\Program Files\Microsoft Office\Office14\OUTLOOK.EXE” /select outlook:tasks
“C:\Program Files\Microsoft Office\Office14\OUTLOOK.EXE” /select outlook:contacts
I hope that you find these tips useful. They may not seem like much but you will find that the time it saves you quickly adds up.
Please leave a comment on the blog if you have other ideas to make these tips even more effective.
Do you need to arrange a meeting with someone in another time zone? Or maybe you are traveling and need to know the time at home and at your temporary destination.
Here’s a super simple tip to viewing two time-zones in your Outlook Calendar.
Display your Calendar in Outlook (either Day or Week view).
Right-Click over any of the time labels on the left hand corner to display the pop-up menu. (see big red dot in picture)
Click on Change Time Zone to display the Time Zone settings screen.
Tick the “Show a second time zone” checkbox and enter the rest of the settings.
Click OK .
Your Calendar will now be displayed with both time zones.
You can choose to leave both time zones displayed or turn one off once you’re done by following the steps above (by clearing the tick next to “Show a second time zone”).
I think Outlook’s Junk Email Folder does a fantastic job of keeping spam out of my Inbox but … occasionally real emails end up there. Here’s a quick tip to reduce the number of emails that get incorrectly moved to the Junk Email folder.
Outlook has a Safe Sender’s list. Outlook knows that anyone who is on your Safe Sender’s list is authorised to send you email.
It makes sense (most of the time) that anyone you actually write to should automatically be put on your safe sender’s list.
The ability to do this is built into Outlook but is turned off by default. To turn it on…
- Go to your Inbox.
- If you are using Outlook 2010, (on the ribbon) click File–Junk–Junk E-mail Options
For other versions of Outlook, (on the menu) click Actions – Junk Email – Junk Email Options
- Click the Safe Senders tab.
- Tick the checkbox “Automatically add people I e-mail to the Safe Senders List”.
- Click OK.
This happened to me yesterday. I used Outlook’s auto-complete feature to select an email address while addressing my email and selected the wrong person. I ended up sending the email to completely the wrong person.
My Outlook is configured to send out emails automatically and I wasn’t able to stop it … although I realised my mistake within seconds of clicking Send.
Luckily for me, the content of the email wasn’t confidential so there was no real damage done. But things could have been worse …
Here are two ways to avoid this problem.
Option 1: Disable the Send Immediately function (not my preferred option).
You can setup Outlook to only send out emails according to your preset schedule or when you click Send&Receive.
To turn off automatic sends:
- If you are using Outlook 2010, (on the ribbon) click File–Options. Click the Advanced section and then scroll down to “Send and Receive”.
If you are using earlier versions of Outlook, (on the menu) click Tools–Options. Click the Mail Setup tab.
- Remove the tick next to “Send immediately when connected“
Option 2: Delay all outgoing emails in your Outbox for (say) 30 seconds – this is what I have now implemented
It is possible to do this manually but it has to be done for every email you write … I am way to lazy for a manual solution … it’s not going to happen.
Instead I use the Delay Guard feature in SendGuard 4 Outlook to delay all my outgoing emails by 30 seconds. The settings screen is shown below.
I have set it up so that it asks me if I want the email delayed whenever I click Send (if you find the message intrusive, just remove one tick on the settings screen for all emails to be automatically delayed without the message)
Why 30 seconds? I find that I realise within 30 seconds of clicking Send if there’s something wrong with the email I just sent. After 30 seconds I’ve moved on to something else and the email would have been sent out any way.
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