Search in Outlook 2007, 2010 and 2013 is awesome. Depending on the way you work, this little tweak will save you a little time every time you need to do a search for emails.
Outlook (by default) searches emails in the current folder you are in. The Search results also come up with a link at the bottom to “Try Searching all Mail Items”. I find myself ALWAYS clicking on the Search All link as I rarely bother to move to the relevant folder first.
Here’s a quick setting changing that will force Outlook to search all mail items by default.
In Outlook 2010/2013, click File-Options and then click the Search tab to display Search Options.
Click All folders and then click OK
In Outlook 2007, click Tools-Options and then click the Search Options button on the Preferences tab to display the Search Options box.
Click All folders and then click OK.
It’s a small tweak but it could save you a lot of clicks.
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 and Outlook 2010
Finding contacts quickly (for a phone number etc) was easy in Outlook 2007 (and below) thanks to the Find Contact drop-down on the toolbar. The toolbar has been replaced by the ribbon in Outlook 2010 but you can still have quick access to the Find Contact dropdown… thanks to the Quick Access toolbar.
What is the Quick Access Toolbar…. It is a row of small icons that are placed on the title bar… basically the upper left hand corner of your Outlook window. The icons will be displayed irrespective of which tab of the Ribbon you are on… and you can add your own icons/commands to it.
To add “Find a Contact” to the toolbar:
- Click on the downward pointing arrow on the right of the Quick Access toolbar (circled in red above)
- Make sure that “Find a Contact” is ticked.
Once you have “Find a Contact” ticked, your Quick Access toolbar will look like:
To find a contact, simply click on the dropdown, type the contacts name (any part of the name will do… you don’t need the full name) and click Enter on the keyboard.
Did you find this tip useful or do you have a better way of finding contacts quickly in Outlook 2010.
Let me know by leaving a comment on the blog.
Outlook automatically inserts a signature for you in emails. It is best to keep signatures as small as possible but still convey enough information to help the reader and represent you. What are the essential elements of information that you should include in your signature?
- Your Name (obviously)
- Your Phone Number (don’t lose out on a sale just because you’ve made it hard for someone to call you for more information)
- Your website URL (makes it easy for them to find out more about your company by clicking on a link)
- SMALL corporate logo and slogan (for branding purposes)
- SMALL Picture of yourself usually instead of the corporate logo (depends on the nature of your business… better suited to people in sales… or where you are the brand you are promoting)
- Links to follow you on Twitter, Facebook etc (can be useful for social media marketing)
A WASTE OF TIME
- Email Address (they can just click reply… don’t waste space at the bottom of your email)
Agree… Disagree. Did we miss something? Let us know by leaving a comment on the blog.
Outlook lets you send out emails with a background/stationery/wallpaper. Well… just because you can does not mean you should.
For the vast majority of business (and even personal) emails, do NOT use any stationery… leave the email to have its plain white background.
I cannot tell you how many times I have been annoyed trying to read emails against over-enthusiastic backgrounds.
It’s even more frustrating having to remove them when I forward or reply to the email (I don’t want my emails looking unprofessional).
Plus… you don’t know if the background will look right on the recipient’s computer… what if they are not using Outlook?
The short of it is that most emails are about using words to communicate. Anything that gets in the way of your message should be taken out.
Agree… Disagree. Let us know by leaving a comment on the blog.
People often email me several questions in the same email. My answer is normally… Please see comments below… and then I write comments inside the “original message” that is part of the email.
I have setup Outlook to automatically insert my name to identify MY comments to the reader. Here’s how you can do the same.
Go to your Inbox.
In Outlook 2007 or earlier, click Tools-Options. (Outlook 2010 instructions later)
Select the Preferences tab.
Click the Email Options button to display the following screen.
Tick the “Mark my comments with” checkbox.
In Outlook 2010, click File-Options
Select the Mail tab and down to the Replies and Forward Section.
Tick the “Preface comment with” box and write your name in the space provided.
The next time you comment on an email, your comments will stand out.
While we’re on the topic of shortcuts, did you know that Outlook can keep and organize shortcuts to almost anything in Outlook, your computer, your network or the Internet. Here’s how…
Open the shortcuts pane by going to Outlook and then clicking CTRL-7 to display the Shortcuts Pane.
To add a new Shortcut Group, right-click over any of the existing group names and click New Shortcut Group.
To add a new shortcut to an Outlook folder, right-click over any of the existing group names and click New Shortcut.
To add a new shortcut to any file or folder on your computer or network, drag and drop it to the appropriate shortcut group inside Outlook.
To add a new shortcut to any website, drag and drop its address (URL) from your Internet Browser to the appropriate shortcut group inside Outlook.
Some further comments:
- You can change the display name of a shortcut to something smaller or more meaningful after adding it by right-clicking over it and then clicking Rename Shortcut.
- I personally do not like adding web pages to my shortcuts because it displays it within Outlook. This can make your Outlook display script related error messages that are annoying. (If you know how to get the shortcut to open in a Browser window instead, please leave a comment on the blog)
Last week’s post discussed how easy Outlook 2010 makes it to email screenshots to other people. This feature has also been implemented in Word 2010. I now use it to prepare my blog posts and thought it was worth sharing with you even though it is not an Outlook tip.
The steps are almost identical to what they are in Outlook but I will repeat them here.
Click on the position in your Word document where you want the image.
Click Insert and then Screenshot on the ribbon (Screen shot is one of your choices in the illustrations group… it may be displayed simply as an icon depending on the size of your email window).
Word will display a list of Windows that you can pick from or you can click on Screen Clipping (at the bottom of the list) to copy any part of the screen.
The screenshot will be inserted automatically into the document that you are working on.
WHAT CAN YOU USE IT FOR?
Pretty much anything that requires you to take screen shots and also write your own comments. You can use it to:
- Write blog posts
- Write help manuals or instructions to teach someone else how to do something with software.
- Provide feedback to someone when testing their software (we did a lot of this last week while testing the new version of EmailNotes)
- Providing details of error messages etc to a technical support team of software that you are having problems with.
Many productivity gurus say that keyboard shortcuts can save you a lot of time. I don’t use keyboard shortcut too much myself but there are a few that I do find useful. Here’s a list of the main keyboard shortcuts in Outlook.
Let me know what you think is the most useful shortcut by leaving a comment on the blog. My favourite is CTRL-SHIFT-G to add reminders to emails (aside from CTRL-C for copy and CTRL-V for paste).
This list is pretty big… I’ve highlight the ones that I find useful in Red.
|Ctrl-Shift-I||Go to Inbox|
|Ctrl-Shift-O||Go to Outbox|
|Alt-S or Ctrl-Enter||Send|
|Ctrl-R||Reply to a message|
|Ctrl-Shift-R||Reply all to a message|
|Ctrl-F||Forward a message|
|Ctrl-Alt-F||Forward as attachment|
|Ctrl-Alt-J||Mark a message as not junk|
|Ctrl-Shift-I||Display blocked external content (in a message)|
|Ctrl-Shift-S||Post to a folder|
|Ctrl-Shift-N||Apply normal style|
|Ctrl-M or F9||Check for new messages|
|Ctrl-N||Create a new message (when in Mail)|
|Ctrl-Shift-M||Create a new message (from any Outlook view)|
|Ctrl-O||Open a message|
|Ctrl-Shift-G||Display the Flag for Follow-up dialog box|
|Ctrl-Q||Mark a message as read|
|Ctrl-U||Mark a message as unread|
|F4||Find or replace in a open message|
|Shift-F4||Find next in an open message|
|Alt-Enter||Show the properties for the selected item|
|Ctrl-B||Display Send/Receive progress|
|Ctrl-Shift-A||Create a Appointment|
|Ctrl-Shift-C||Create a Contact|
|Ctrl-Shift-L||Create a distribution list|
|Ctrl-Shift-X||Create a fax|
|Ctrl-Shift-F||Create a folder|
|Ctrl-Shift-J||Create a Journal entry|
|Ctrl-Shift-Q||Create a meeting request|
|Ctrl-Shift-M||Create an e-mail message|
|Ctrl-Shift-N||Create a note|
|Ctrl-Shift-H||Create a new Microsoft office document|
|Ctrl-Shift-S||Post to this folder|
|Ctrl-T||Post a reply in this folder|
|Ctrl-Shift-P||Create a search folder|
|Ctrl-Shift-K||Create a Task|
|Ctrl-1||Go to mail|
|Ctrl-2||Go to Calendar|
|Ctrl-3||Go to Contacts|
|Ctrl-4||Go to Task|
|Ctrl-5||Go to notes|
|Ctrl-6||Go to the folder list in the Navigation Pane|
|Ctrl-7||Go to shortcuts|
|Ctrl-.(period)||Go to the next message (when you have a message open|
|Ctrl-,(comma)||Go to the previous message (when you have a message open|
|F6 or Ctrl-Shift-Tab||Move between the Navigation Pane, the main Outlook window, the Reading Pane and the To-Do Bar|
|Tab||Move between the main Outlook window, the smaller panes in the Navigation Pane, the Reading Pane and the sections in the To-Do Bar|
|Arrow Keys||Move around within the Navigation Pane|
|Ctrl-Y||Go to a different folder|
|F3 or Ctrl-E||Go to the Search box|
|Alt-Up arrow or Ctrl-,(comma) or Alt-Page Up||In the Reading Pane, Go to the previous message|
|Alt-Down arrow or Ctrl-.(period) or Alt-Page Down||In the Reading Pane, Go to the next message|
|Left arrow or Right arrow||Collapse or expand a folder in the Navigation Pane|
|Alt-B, Alt-Left arrow||Go back to the previous view in main Outlook window|
|Alt-Right arrow||Go forward to the next view in main Outlook window|
|Ctrl-Shift-W||Select the infobar and, if available, show the menu of commands.|
Don’t forget to let me know your favourite shortcut by leaving a comment.
Since we are about to release a small update to Email Notes for Outlook, I thought we would share a user’s story of how he uses Email Notes in his business.
I love my clients, but more times than not the e-mail I receive from them just isn’t clear or doesn’t provide a complete picture, and I usually follow up with a phone call in order to fill in the gaps.
I used to keep notes of the phone calls in a notepad on my desk, and never had a good way to keep the follow-up notes in line with the original e-mail.
Thank you, Addins4Outlook for EmailNotes. Now my follow-up notes stay attached with the e-mail and I can easily forward the message AND notes to my team and colleagues. You guys rock.
IT Solutions Consulting
Thank you John… I’ am frequently surprised at the different needs that the same application can fill. If you have your own story, please email us at firstname.lastname@example.org.
If you haven’t tried Email Notes for Outlook yet, click here to find out how adding notes to Outlook emails can be as easy as sticking notes to a piece of paper.
Outlook 2010 has a new feature that makes it really easy to send screen shots (pictures of any screen) to someone else via email. This is really handy if you need to send someone a picture of your screen because of technical problems etc.
- Create a new email.
- Click on the message body part of the email (otherwise the options for inserting the screenshot will be disabled).
- Click Insert and then Screenshot on the ribbon (Screen shot is one of your choices in the illustrations group… it may be displayed simply as an icon depending on the size of your email window).
- Outlook will display a list of Windows that you can pick from or you can click on Screen Clipping (at the bottom of the list) to copy any part of the screen.
The screenshot will be inserted automatically into the email that you are working on.
What are other features in Outlook 2010 that you like. Let us know by leaving a comment on the blog.