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.

iPhone - Screen Shot

I was working with a client and I needed to show him some settings on my iPhone.  It is easy to take a screen shot!  I opened the settings app and went to the place I wanted to make a picture. 

By pressing the menu key and the on/off button on the top of the phone at the same time, I was able to take a picture!  To access this screen shot, I went to my Photos app and located my screen shot in camera roll.  I was then able to email this to my client.  

iPhone - Battery Life

I just upgraded to an iPhone and I noticed that my battery had to be charged almost every day.  My old phone could last up to a week without a charge.  I went searching for ways to prolong my battery life.  The two most important:

Turn off the Wi-Fi

• Choose Settings, Wi-Fi and then off

Turn all apps off

• Double tap the menu button
• All open apps will appear
• Press an app and you will see a "minus" sign in the top left hand corner
• I turned off all apps except for my phone

My battery is now lasting much longer!

Changing the font color of a hyperlink in PowerPoint

Today I was creating a new PowerPoint and  typed our website address.  The color of the font was too dark to be seen!  You can easily change the color of any hyperlink by following these steps.

• Select the DESIGN tab
• Use the pull down arrow next to COLORS
• Choose CREATE NEW THEME COLORS
• Under THEME COLORS, find HYPERLINK
• Use the pull down arrow to see all the colors available
• Choose a new color
• Select SAVE

The hyperlink will now show with a new color!

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