Windows 7 Tips

Are you using Windows 7?  If so, you may not have noticed a new feature that will allow you to preview a document without actually opening it.  The PREVIEW icon is located between the folder view and Help (?) icon in the upper right-hand corner.   This can save time when looking for documents!

Change the subject of an email

I started receiving emails that had the same subject, but were actually about different clients.  To simplify retrieval, I highlighted the email subject and typed the name of the client.  When I need to find this email, it is much simpler!

Outlook Task's Feature

One tool that I highly recommend is Outlook's task list.  Having one place to record all of my tasks helps me make sure I do not forget deadlines or follow-up.   I would encourage you to learn how to use Outlook's task feature.   Here are my favorite tips:

1.  Drag and drop and email from the Inbox to TASKS!  A copy of the email will be in the notes section.  Just add a good subject and in the due date field use the pull-down arrow to access the calendar to set a date to work on the task.

2.  If I look at my list and I know I will not get all of my tasks completed that day, I pick three and make them a high priority.  At the end of the day, I feel like I accomplished the most important tasks.  The other tasks get a new date.

3.  Reminders are set for really important deadlines.  I do not use a reminder on all of my tasks so when I set one, I pay attention to it. 

If you need help setting up or using Outlook's task list, consider a virtual coaching session with DJC.

Outlook 2010 Quick Steps

Most of my tasks actually begin as emails in my Inbox.  Normally I add these emails to my task list by using "Move to Folder".  Outlook 2010 has given me another option.  There is a new feature called "Quick Steps" and you have the ability to customize a step to meet your needs.  I recently created a step called "Create a task".

Locate the Quick Steps in the main ribbon.

• Use the pull down arrow to find MANAGE QUICK STEPS
• Select NEW and then CUSTOM
• In NAME,  I typed "Create a task "
• In CHOOSE ACTION, scroll until you see CATEGORIES, TASKS, and FLAGS
• Choose CREATE A TASK WITH ATTACHMENT
• Select FINISH and then OK

Now when an email arrives that needs to be added to my task list, I  highlight it and choose my new quick step.  If you find yourself repeating the same action over and over again, such as filing an email into a certain folder, be sure to take a look at Quick Steps.

Read Receipts on emails

Have you gotten an email that has a "read receipt" request?  You can manage how Outlook handles these requests.

Outlook 2010
- Select the File tab, then Options
- Choose Mail
- Scoll down to Tracking
- To set tracking options for any message received that includes a read receipt request:
- Choose from Allow, Never, or Ask
- Click OK

Outook 2007
- Select Tools, then Options
- Go to Preferences tab
- Click E-mail Options
- Choose Tracking Options
- Under "Use this Option" you can select "Never send a response"
- Click OK

Automatically File Email into a Folder

When sending an email you can file it in a folder automatically by using this tip.  Open up a new email and the follow these steps.

2007 & 2010 Users

• Select OPTIONS tab
• Choose SAVE SENT ITEMS icon
• Select OTHER FOLDER..and choose the Outlook or Personal folder to save email after sending

2003 Users

• Select OPTIONS
• Check SAVE SENT MESSAGE TO
• CHOOSE BROWSE button and choose folder to save email
• Select CLOSE

When you send email, it will be filed into the folder you selected and will not be in the SENT FOLDER.

I am in the process of customizing a class for a client on how to utilize Outlook® as a time management system.  For this class, I am creating a filing structure based on the job responsibilities of an HR manager.

To share a copy of this foundation for approval,  I used a new feature in Word 2010.   I was able to quickly take a screen shot and share this foundation via email.

First locate what needs to be copied.  You can take pictures of websites, programs such as Outlook, or in my case My Documents. 

I opened up the sample foundation I had created in My Documents.  Then I followed these steps:

Ø  Open up Word 2010

Ø  Select INSERT tab

Ø  Choose SCREEN SHOT

Pictures of all open applications will appear. 

Ø  Highlight the picture you want to insert.

The picture will automatically be added in the Word document.

I was able to email the sample foundation for the client to make changes and approve.