Monthly Archives: September 2012


Cheat Sheet for Microsoft Outlook

By standss - Comments ( 1 ) Wednesday, September 26th, 2012

Download and print a quick guide to the most important features in Outlook 2010. The writers of these cheat sheets normally charge for them but they are currently available for free.

For those who are not aware what these are, Cheat Sheets or Quick Reference guides are sort of user-manuals, but a greatly trimmed down versions (1 or 2 pages) that provide information about the important features only.

I like using keyboard shortcuts to carry out common functions in Outlook like opening new email, printing, saving etc. Here are some of the common keyword shortcuts for Outlook (that I learnt through the cheat sheet):

Keyboard Shortcuts
Save <Ctrl> + <S>
Preview and Print <Ctrl> + <P>
Undo <Ctrl> + <Z>
Cut <Ctrl> + <X>
Copy <Ctrl> + <C>
Paste <Ctrl> + <V>
Check Spelling <F7>
Check for Mail <F9>
Save, Close, and Send <Alt> + <S>
Reply <Ctrl> + <R>
Reply to All <Alt> + <L>
Address Book <Ctrl> + <Shift> + <B>
Help <F1>
Switch Between Applications <Alt> + <Tab>
New Item (Email, Event and Contact) <Ctrl> + <N>
Search <Ctrl> + <E>

For Outlook beginners or users looking for quick tips on using Outlook 2010, here is a cheat sheet you can download to learn more about Outlook 2010 features, keyword shortcuts, basic and advanced usage of Mails, Calendars, Contacts etc.

Looking for Free cheat sheets for Word 2010, Excel 2010, PowerPoint 2010 or Office 2010?

You can use the links below to download the needed cheat sheet:

Till next time, have a better Outlook.

Thank you to Slaw Tips for bringing this to our attention.

Categories : General, Outlook Email Tips Comments ( 1 )

Customize Outlook to Suit your liking and Working Style

By standss - Comments ( 0 ) Wednesday, September 19th, 2012

For those who are using Outlook for years now, you probably already have Outlook customized the way that best suits your working style. 

But if you are new to Outlook or still have not figured out how to customize features in Outlook, here are just some things which you can easily customize to get things done faster (saving you some additional clicks): 

Change the default Outlook Start-up folder 

By default, Outlook is setup to open the Outlook Today screen which gives you a quick overview of your upcoming tasks, appointments and number of emails in the Inbox etc BUT you can easily change this to open a folder of your choice like your Inbox, Calendar or even Tasks folder. Here’s how: 

In Outlook 2010

  • Click the File tab > Options > click Advanced on the left column
  • Under Outlook start and exit, click Browse and then choose what folder you want Outlook to show you first: Calendar, Contacts, Tasks or any of your other folders

In Outlook 2007 & 2003

  • Click the Tools menu > Options
    Click the Other tab, and then click Advanced Options.
  • Under General Settings, next to the Startup in this folder box, click Browse and then choose what folder you want Outlook to show you first: Calendar, Contacts, Tasks or any of your other folders.

Now when you start Outlook, it will display the folder that you have selected above. 

Change the default Message format type 

For those who are not aware, Outlook supports 3 message format types: 

  • Plain Text – this creates messages in Text only with no formatting whatsoever.
  • HTML – messages with formatting (bold, italics etc), supports images, clickable links etc
  • Rich text – only allows simple text formatting specific to Outlook

To set the format you want to use by default: 

  • In Outlook 2010, click File tab > Options
  • Click Mail on the left pane
  • Under Compose messages, for “Compose messages in this format:”, select the format of your choice
  • Click OK
  • In Outlook 2007/2003, click Tools > Options
  • Click on the Mail Format tab
  • For “Compose in this message format:” select the format of your choice
  • Click OK

Your default message format will now always be what you select above however you can also change the format when composing your emails (from the toolbar or ribbon) 

Change the default Appointment Reminder time 

Appointment Reminders by default are set to appear 15 minutes before but if you often find yourself changing this to a different time, say 30 minutes, it would save you time to change this by default to 30 minutes so you don’t have to change it each time.

To change the default Reminder time:

  • In Outlook 2010, click the File tab > Options
  • Click Calendar on the Left pane
  • Under Calendar Options, for Default reminders:, select the reminder time of your choice
  • Click OK
  • In Outlook 2007/2003, click Tools > Options
  • Under the Preference tab in the Calendar section, for Default reminder:, select the reminder time of your choice
  • Click OK

This should now set the default reminder time to what you selected above saving you that one additional click.

This are just few of the many customizations you can do in Outlook. What other things do you customize in YOUR Outlook?

Let us know by leaving a comment below.

Track Progress of Tasks Assigned to others inside Outlook

By standss - Comments ( 1 ) Wednesday, September 12th, 2012

It can be difficult to keep track of tasks and projects when different people work on different tasks… but it is possible using Outlook (you don’t need any complex Project Management software).

In this post, I will show you how you can use Outlook’s own built in features to assign/delegate tasks to others in the team as well as keep track of their progress right INSIDE Outlook.

Read on to learn how to assign/delegate Tasks to others and keep track of their Task’s progress:

  • In Outlook 2010, click the Home tab > New Items > Tasks
    In Outlook 2007/2003, click File > New > Task
  • Click Assign Task on the ribbon/menu

Assign Task in Outlook

  • In the To: field, enter the email address of the person the task will be assigned to. Complete the task form filling in the other required details
  • Ensure that the 2 options “Keep an updated copy of this task on my task list” and “Send me a status report when this task is complete” are both ticked.
  • In the body of the Task, you can add information about the Project, the Task, instructions for the person who this is assigned to etc.
  • Click Send

This will now create a new Task in your Task folder and send an Invite to the Assignee to accept. Once the Task is accepted, it creates an entry in their Tasks.

You will now be able to keep track of the task assigned to others as it progresses right inside your Outlook from your desktop at any time you want.

If project management is a big part of your work, then you may also want to look at Smart Schedules for Outlook.

Do you have your own simple, easy methods of managing projects using Outlook?

Share it with our readers and us by leaving a comment below.

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