Tag Archives: Office Tips

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 )

Improve Microsoft Outlook Performance – 2 Simple Tips

By standss - Comments ( 3 ) Friday, July 22nd, 2011

If your Outlook is slow and unstable, it can seriously affect your productivity and may even lead to increased stress levels when you are not able to get your work done on time.

In this Post, we will provide you 2 simple tips which you can use to keep your Outlook fast and stable.

1. Maintain your Outlook Data (PST) Files

If you started using (or maybe are still using) Outlook before Outlook 2003 then your PST file (Outlook data file) is allowed a maximum size of 2 GB. This may still be true even if you migrated to new versions of Outlook since then.

If your pre-Outlook 2003 data file exceeds 2 GB then Outlook will not be able to open it… there’s also no warning built in to Outlook telling you that you are getting close to this dangerous limit. You might just come to work one morning and find that your Outlook does not open and you have lost all important emails, not forgetting the stress this will lead to and the time and money spent on getting it up and running.

It is for this reason that maintaining your PST files is very important. Here are a few things you can do to keep your PST files small:

  1. Delete messages that you don’t need to keep (don’t forget the Sent Items folder)
  2. Empty the Deleted Items folder regularly.
  3. Compact your PST file occasionally to remove the empty space that remains even after you delete emails. (Click the Compact button shown in the screen above)

2. Disable Addins you don’t need

Running alot of addins (unnecessary addins) can drop the performace of Outlook making it slower. Disabling unnecessary addins is a great way to make your Outlook run faster, more reliably and take less memory.

To disable unnecessary addins:

If you are using Outlook 2000, XP and 2003:

  • Start Outlook and go to your Inbox.
  • Click Tools -> go to Options
  • Click on the Other tab
  • Click on the Advanced Options button
  • Click on the Com-Addins button. You will see your full list of addins installed.
  • Untick the checkboxes for all addins you want to disable
  • Click OK
  • Restart Outlook

If you are using Outlook 2007:

  • Start Outlook and go to your Inbox.
  • Click Tools -> Trust Center
  • On the screen that appear -> click on add-ins on the left side
  • Select Com-Addins on the Manage drop-down -> Click Go. You will see your full list of addins installed.
  • Untick the checkboxes for all addins you want to disable
  • Click OK
  • Restart Outlook

If you are using Outlook 2010:

  • Start Outlook and go to your Inbox
  • Click on the File tab > Options > Addins
  • Select “COM Add-ins” in the Manage drop-down
  • Click GO
  • Untick the checkboxes for all addins you want to disable
  • Click OK
  • Restart Outlook

I hope these simple tips will help you keep your Outlook performing faster, more reliably and keep your Outlook data safe.

Categories : Outlook Performance Comments ( 3 )

Updating General Information for multiple contacts in Outlook

By standss - Comments ( 2 ) Wednesday, March 16th, 2011

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

Group by Settings in Outlook

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.

Categories : Outlook Contacts Tips Comments ( 2 )

Displaying your FULL Work Week in Outlook

By standss - Comments ( 0 ) Wednesday, September 29th, 2010

Are you still using Outlook 2003 (or earlier)? Do you need to display more than 5 days of the week in your calendar in a way that makes it easy to add new appointments.

(This article is less useful to users of Outlook 2007 and 2010 which already displays a very useable 7 days calendar)

If you are using Outlook 2000/2002 or 2003, there are two buttons on the Calendar toolbar that displays weekly views.

Clicking the Work Week button displays 5 days. This shows you the whole day (for each day) including empty time slots. It is easy to add a new appointment by clicking on the calendar in the appropriate time slot.

Clicking the Week button shows all 7 days… but in a condensed view that only shows existing appointments for each day. Empty time slots for the days are not shown and it takes more steps to add a new appointment.

Here’s how you can change the Work Week to show all 7 days…. empty appointment slots and all.

  • Click Tools-Options.
  • Select the Preferences Tab (should be selected by default anyway)
  • Click the Calendar Options button.
  • Tick Sat and Sun under Calendar Work Week.
  • Click OK

Now when you click the Work Week button at the top of the screen, all 7 days will be displayed.

Categories : Outlook Calendar Tip Comments ( 0 )

Easy Screenshots in Word 2010 for Blog Posts, Help Manuals, Technical Support etc.

By standss - Comments ( 1 ) Thursday, June 17th, 2010

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.

HOW…

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:

  1. Write blog posts
  2. Write help manuals or instructions to teach someone else how to do something with software.
  3. Provide feedback to someone when testing their software (we did a lot of this last week while testing the new version of EmailNotes)
  4. Providing details of error messages etc to a technical support team of software that you are having problems with.
Categories : Office Tip Comments ( 1 )

Note from Sanjay: I will be away in India

By standss - Comments ( 3 ) Sunday, May 9th, 2010

A quick note to let everyone know that I will be away in India for the next two weeks. This visit is part of my duties as the Chairman of Save the Children Fiji.

Several generations ago, my great grandparents moved to Fiji from India. This will be my first visit there so I am planning to also take a week off to see some of the sights.

Things in the office will continue as normal with my team ready to support you in anyway you need… they may actually be more productive without me interrupting them to discuss new product ideas, blog posts etc.

Talking of blog posts… I have written your Outlook Tips for the next few weeks. The team will be posting them at the same regular intervals… you won’t even know I’m gone.

If there are any readers in the New Delhi or Jaipur area who’d like to say hello, please send an email to support@standss.com and they will forward it on to me.

Categories : Office Tip Comments ( 3 )

Outlook/Office Tip: Scroll the Ribbon using the Mouse Wheel

By standss - Comments ( 3 ) Friday, May 7th, 2010

The Ribbon was introduced in Office 2007 and is everywhere in Office 2010. Here’s an easy (hidden) way to move around the ribbon using the scroll wheel of your mouse.

  1. Move your mouse up to the Ribbon.
  2. Now scroll using the wheel on your mouse.

You should see that you will move between the different tabs.

I find this a much nicer way of moving between tabs on the Ribbon… I don’t need to move the mouse around and it stops me from accidentally clicking on the wrong icon too.

Categories : Office Tip Comments ( 3 )