Translate an email written in another language

It is possible to translate an email written in another language to English. You could also translate an email from English to another language if you needed to send it to another country.  The feature called Translate will allow you do this is in Outlook 2010 & 2013.

If you would like to practice this, copy & paste this phrase written in French into an email:    Libérez votre potentiel pour gérer l'information, le temps et la technologie!  You will need to forward the email to yourself and then follow these steps

Ø  Open the email and highlight the phrase or words written in another language. 

Ø  Click on the TRANSLATE icon in the MESSAGE tab (2013 users will need to choose the REVIEW tab)

Ø  Select CHOOSE TRANSLATION LANGAUGE  

Ø  Under CHOOSE ITEM TRANSLATION LANGUAGES, use pull-down arrow under TRANSLATE FROM to choose language (in this example French)

Ø  In TRANSLATE TO, use pull-down arrow and choose English (US)

Ø  Select OK

Ø  Now the languages are set, click on the TRANSLATE icon again in the MESSAGE tab

Ø  Choose TRANSLATE ITEM FROM FRENCH (FRANCE) TO ENGLISH (US) 

Ø  A message will appear that Word is about to send the document for translation over the Internet, select SEND

Ø  The translation will appear in Microsoft’s Translator Help webpage.  In English, the phrase is our tagline “Release (Unleash) your Potential to Manage Information, Time, and Technology!”

There are many languages to choose from and you can easily change them as needed. This feature is also available in Word under the REVIEW tab. 

Change the Font size and Color of Unread Messages

You can change the font size and color of your unread email messages in Outlook.

Follow these steps from your Inbox.

• Place mouse on SUBJECT and right-click
• From the drop-down menu, choose VIEW SETTINGS or CUSTOMIZE CURRENT VIEW
• Select CONDITIONAL FORMATTING
• Make sure that UNREAD MESSAGES are checked
• Choose FONT - then choose style and size
• Under COLOR, use the pull-down arrow and choose the color
• Select OK, OK, and OK again to exit.

When you receive new unread mail it will be the size and color that you selected.

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