The Ribbon was a great addition to Outlook 2007 and carried forward to 2010 however it does take up alot of screen space. With a simple Keyboard shortcut, you can make the Ribbon disappear and appear again.
* To hide the Ribbon, simply press CTRL+F1
* To show the Ribbon, press CTRL+F1 again
Here’s how you can get Outlook to display pictures of the people you are sending emails to… a quick glance and you will know if you’re sending the email to the right person.
And the best part… Outlook will bring the person’s picture to you from Facebook or LinkedIn… you don’t have to do anything yourself.
Why is this useful?
The internet is full of horror/funny stories of people using Outlook accidentally sending emails to the wrong person… funny when it happens to someone else… possibly job-threatening if it happens to you.
The main reason this happens is Outlook’s Autocomplete feature… as you type an email address in the To, CC or BCC fields, Outlook automatically completes it for you.
Although this is normally a very useful feature, it also makes it super easy to accidentally send the email to someone else who has a similar name or email address to the person you really want to contact.
Microsoft Outlook recently released a new (free) connector that pulls information from Facebook and LinkedIn directly into Outlook.
When you create an email, the person’s picture will automatically be displayed under your email.
A quick glance… and you know if your email is going to the right person.
Obviously this only works if the person you are writing to is on either Facebook or LinkedIn. Otherwise Outlook will not be able to display a picture.
You can try out the Outlook Facebook connector for yourself from this link. It works in Outlook 2003, Outlook 2007 and Outlook 2010.
Your Clients are seeing your Embarassing Facebook Pictures in Outlook
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Deleting Email Addresses from Outlook’s Auto Complete List
A friend of mine upgraded his PC from Windows XP to Windows 7 recently and was not able to find the Mail icon in the Control Panel as he wanted to make some changes to his Outlook mail profile. It occured to me that there would be other people who maybe facing a similar situation so I thought to do a small post on this.
The exact location of the Mail icon depends on your version of Windows and your layout settings of the Control Panel.
If your Control Panel is in the Classic layout, you should see the Mail icon directly in the list of icons.
For a 64-bit version of Windows Vista, the icon would be listed in the “View 32-bit Control Panel Items” section.
If your Control Panel is in Category View you can find the Mail icon in:
• Windows XP: User Accounts
• Windows Vista: User Accounts
• Windows Vista 64-bit: Additional Options-> View 32-bit Control Panel Items
• Windows 7: User Accounts and Family Safety
For Windows Vista and previous, if you have Outlook pinned to the top of your Start Menu there is a much easier way to find it:
Click the Start icon > right click on the Outlook icon >click Properties
In Windows 7 and Windows Vista (32-bit only), there is also a quick way of finding it by typing “Mail” in the search box in the right top corner of the Control Panel.
Let us know if this post is helpful or not by leaving a comment.
Creating contacts in Outlook is very easy and even before you might realize, you would have hundreds or thousands of them in your Outlook Contacts folder. It is also likely that most of the contacts might have some relation to the others for exmaple working in the same company. Now if the company relocates itself, would you want to go and change the address for every contact who works in that company? I know I wouldn’t!
Here is a easier method that will let you update the general information for multiple contacts that are linked with one another.
To start off, we simply update the information for one contact (in this case the Business Address) and then Save and Close that contact. Then we modify the view of
the Contacts folder so that all the contacts are grouped by that updated field. So for our example of the Business Address that would be;
1. In Outlook 2010, Click View > View Settings…
In all other versions of Outlook, Click View-> Arrange By-> Customize Current View…
2. Click on Group By…
3. At the bottom set the “Select available fields from:” to “Address fields”
4.At the top set the “Group items by” to “Business Address” field
5.Click OK and then OK again.
Now you’ll notice that all your contacts are grouped by the Business Address. Select the contacts who still have the old address, drag and drop them into the group of your updated contact. Outlook will now automatically update the Business Address field for all the contacts you added to the group.
The above example was for updating the Business address but you can follow the same steps to update any other outlook fields for multiple contacts
Do you have any other methods of updating multiple contacts? Let us know by leaving a comment.
Here’s a quick tip that you can use to get Outlook to automatically display special emails in a different colour so that they stand out in your Inbox (or any other folder)
In this example we will be using this technique to display in green bold any emails that you have added notes to (using Email Notes for Outlook).
Step By Step
1. Go to the Folder in which the emails are. This can be the Inbox or any other folder.
2. In Outlook 2010, Click View on the Ribbon and then click View Settings.
On all other versions of Outlook, on the menu at the top, Click View – Arrange By – Current View – Customize Current View to display the Customize View screen.
3. In Outlook 2010, Click the Conditional Formatting… button
On all other versions of Outlook, click Automatic Formatting… button
4. Click the Add Button
5. Enter a name e.g. “Emails with Notes”
6. Click the Font button and using the resulting screen to choose how you want emails to be highlighted (I chose the colour Green and Bold). Click OK to return to the previous screen.
7. Click the Conditions… button to display the Filter screen.
8. Click the Advanced Tab
9. Click the Field button > User-defined fields in Inbox > EmailNotes
10. For the Condition: drop-down, select “is (exactly)” and for the Value: enter “Yes”.
11. Click Add to List
12. Now OK your way back to the Outlook Inbox
You should now notice that any emails with notes would appear in the format you have defined.
In this example we have used this technique to highlight emails with notes linked to them. You can also use the same technique to highlight any emails that are important to you (e.g. emails from you main clients/manager etc).
I had to write to let all our normal newsletter and blog readers know that… in a little over 24 hours we are going to increase the price of Email Notes for Outlook by 50%.
Email Notes has become one of our top selling addins in less than 12 months. We still wanted to make it better so…
We gave Email Notes a MAJOR NEW LOOK and the response from users has been FANTASTIC!
AWESOME upgrade!! Much much better than version 1.
Thanks for the improvements to Email Notes! It continues to work well… useful tool and a joy to have available.
LOVING the new product… this new Email Notes plug-in is my new must-have tool.
Easy to use… wonder how I managed without so far!
Email notes, in just a few days, has made me more effective and organized! I really appreciate the stability I have seen so far along with the functionality.
If you haven’t had a chance to see what Email Notes for Outlook is about, go to our website and find out why adding notes to emails can be AS EASY AS STICKING A NOTE TO A PIECE OF PAPER.
PS: Don’t forget, we have an amazing guarantee that removes ALL the risk from your decision. Try it for 30 days, and if you aren’t happy, you get all your money back:
Click here to get a license for EmailNotes for Outlook now.
The promised update to Email Notes is now ready.
Email Notes for Outlook was already one of our best selling addins but this MAKEOVER makes it so much EASIER.
As a result of this update the price of Email Notes will be GOING UP… but you can still buy at the old price till the END OF THE WEEK.
And before I forget… existing users don’t need to purchase again. Just download and install the new version and it will automatically pick up your existing license information.
I hope you find the new version as exciting as we do. I look forward to receiving your comments.
PS: If you’re not a user of Email Notes yet, try the free trial today. You only have a few days before Email Notes prices will go up by 50%.
You may not know this but it is possible to edit received and sent emails in Outlook. In this post we will discuss why you may want to edit emails, why you really shouldn’t… and an alternative to editing emails that still achieves your goals for editing emails… without actually editing the emails (I hope that makes sense).
How to Edit Emails in Outlook
- Double-click the email to open in a new window.
- In Outlook 2010, Select Actions > Edit Message from the Move section in the Message ribbon.
In Outlook 2007, Select Other Actions > Edit Message from the toolbar.
In Outlook 2003 and earlier, Select Edit > Edit Message from the menu.
- Make the changes to the Body and Subject of the email
- Press CTRL+S on the keyboard to save the changes to the email.
Why you may want to edit emails?
We did a survey of close to 10,000 of our readers last year and we found out that many users edited their emails to capture additional notes.
These notes were basically ideas that users had while reading the email… or additional information gathered by follow up phone calls etc.
For many users, it was easier to simply edit the email and enter their notes so that all the information was in one place.
Why you should NOT edit emails?
The two big reasons we recommend that you do not edit your actual emails are:
- Editing emails is DESTRUCTIVE to the original message i.e. you may no longer have a true record of what the original email was. You may need it later for reference (or even for legal reasons).
- You may accidentally pass on confidential information to others when you forward or reply to an email which you have edited.
A better way of making notes on emails
According to our survey, the main reason that users edited emails was to add notes. So we created Email Notes for Outlook.
Email Notes for Outlook lets you add notes to your emails without changing the actual email.
But… later this week (hopefully by the 4th of March 2011), we will be releasing a FANTASTIC update to Email Notes. This update makes Email Notes even easier to use and (I know I’am probably biased) just so much sexier to look at.
We’ll let you know when it is ready.
PS: We haven’t decided yet if there will be a price increase after the update but all existing users will get the upgrade for free.
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