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.

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!

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.