Thursday, October 16, 2014

Delay the Delivery of Email!

You can create an email and then tell Outlook when to send it. Follow these steps:

  • Create & address the email
  • Choose the OPTIONS tab
  • Select the DELAY DELIVERY icon
  • Use the pull-down arrows to choose a date & time

Email will stay in the Outbox and will send automatically at the selected time.

Monday, August 4, 2014

How to use Voting Buttons in an email

Do you need to collect a Yes or No response regarding an event or certain topic?  You can use the VOTING BUTTON feature in Outlook to collect this information.

For this example, we will be posing a question.  The question is "Should we add a vending machine to the break room?"

Follow these steps:
  • Open up a new email
  • In SUBJECT, type the question you want to ask.  We will type the question posed above.
  • Choose the recipients for the email
  • Select the OPTIONS tab
  • Locate the USE VOTING BUTTONS icon
  • Use pull-down arrow to choose from these options: ACCEPT;REJECT, YES;NO,YES;NO;MAYBE
In the body of the email, type these instructions:
Voting Buttons do not work on your iPhone, iPad, or DROID
Respond only from your Outlook Inbox
Open up the email
Locate the VOTE icon in the RESPOND section of the menu ribbon
Use the pull-down arrow and choose your response - YES or NO
  • Choose SEND
At DJC we teach you how to create folders to hold information until you are ready to review.
  • Create a folder to hold these responses
  • As emails are received, move them to the folder
  • When you are ready to review all of the answers, it will be easy to go back & sort by SUBJECT to see the results of the voting.

Monday, May 19, 2014

Using the Activities feature in Contacts

I had a client who was having trouble with a vendor who never returned email requests. Using the Activities feature in Contacts, we were able to provide a record of all emails sent and answered from this vendor.  The client was able to share this real-time information in order to confirm the communication issues. 

Follow these steps:
1.  Locate a contact record to use in your Outlook CONTACTS
2.  From the HOME tab, choose the ACTIVITIES icon in the menu ribbon
3.  In SHOW, use the pull-down arrow to change from ALL ITEMS to E-MAIL
4.  Search will begin and all emails will be listed
5.  Select the GENERAL tab to return to the default view

This is one of those hidden features in Outlook that can be beneficial when looking for needed information!

Monday, April 21, 2014

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  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  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. 

Friday, February 21, 2014

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
  • 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.