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

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.