Outlook
Adding Task Reminders to your Calendar:
If you want to add recurring tasks and/or reminders to your Outlook calendar, such as “Check Supply Closet” or “Water Plants”, this is how to do so:
1. Open your Outlook Calendar
2. From the menu, select Actions, New Recurring Appointment
3. In the Appointment Time section of the dialog box, select a Start Time. Select the same time for the End Time. (This way Outlook will NOT block the time on your calendar). Make sure 0 Minutes displays under “Duration”.
4. Select the desired options under Recurrence Pattern and Range of Recurrence.
5. Click OK.
6. Type a name for the reminder in the Subject box of the Appointment Screen and click Save and Close.
How can I add holiday's to my calendar?
Outlook has the option to set up the calendar to automatically include the holidays.
Here's how:
1) From the Outlook desktop, select Tools, Options, and choose Calendar Options.
2) Under Calendar Options, click the Add Holidays button.
Open, Dismiss, or Snooze Multiple Reminders at the Same Time:
Did you know that you could act on more than one reminder at a time in Outlook 2002?
Your reminders are listed in the Reminders window, which is accessible from the View
menu. From there you can open, dismiss, or "snooze" multiple reminders with a single click.
To work with multiple reminders:
1) Select the first reminder.
2) Hold down CTRL.
3) Select any additional reminders.
4) Click Open Item, Dismiss, or Snooze.
Color-Code Your Calendar:
In your Outlook Calendar, you can use colors to help you
manage your appointments. For example, you can choose colors with predefined
labels such as "Personal", "Needs Preparation," or "Must Attend;" or, you can
create your own labels. Here's how:
To color an appointment or meeting
with a predefined label:
1) Click Calendar.
2) Right-click an
appointment or meeting, point to Label on the shortcut menu, and then click a
color-coded label in the list. (To remove the color from the appointment or
meeting, in the Label list, click None.)
To create your own colored label:
1) Click Calendar.
2)
Right-click an appointment or meeting, point to Label on the shortcut menu, and
then click Edit Labels.
3) Pick the color you want to rename, type in your
new label name, and then click OK.
Use vCards to Send Your Business Contact Information:
Microsoft Outlook supports the use of vCards, the Internet
standard for creating and sharing virtual business cards. By adding a vCard to
your e-mail signature, you can include your business contact information with
each e-mail message you send. If you receive a vCard and would like to save the
information it contains, simply double-click it, and it will open as a contact
item that you can easily save to your Contacts folder.
To include a
vCard with your e-mail signature:
1) On the Tools menu, click
Options,
and then click the Mail Format tab.
2) Under Signature, click
Signatures,
and then click New.
3) Select the options you want, and then click Next.
4) Under vCard options, select a vCard from the list or click
New vCard from
Contact.
See a Group's Schedule at a Glance:
Do you often set up meetings for the same set of people?
The Calendar group schedule in Microsoft Outlook® makes it easy for you to see
the combined schedules of a number of people or resources at a glance.
You can create and save multiple group schedules, each showing a group
of people or resources. For example, one group schedule might contain all
employees in a department. Another might contain all conference rooms in a
building.
To create a group:
1) Click Calendar on the Folder
List (or in the Outlook Shortcuts bar).
2) Click Schedules in the Advanced
toolbar.
3) In the Group Schedules dialog box, click New.
4) Type a name
for the new group schedule, and then click OK.
5) In the dialog box that
appears, click the Add Others button, and then click either Add from Address
Book or Add Public Folder.
6) Select the names or the public folder, and
then click Save and Close.
To view the group calendar, select the group
schedule you want to view, and then click Open.
Organize Your Outlook Contacts Using Categories:
Use the Categories feature in Outlook to organize your
Contacts list. For example, you can group your contacts into categories such as
Family, Friends, and Business.
1) Select the contacts you want to assign
to a category. To select multiple contacts, click the first contact, and then
hold down CTRL and click additional contacts.
2) On the Edit menu, click
Categories.
3) In the Available categories box, select the check boxes next
to the categories you want.
If the category you want isn't available,
you can quickly add a new category to the Master Category List. Type the
category name in the Item(s) belong to these categories box, and then click Add.
You can quickly view contacts by category. On the View menu, point to
Current View, and then click By Category.
Schedule E-mail Responses in Your Outlook Calendar:
If you receive an e-mail message in Outlook and you don't
have time to respond to it immediately, you can easily add it to your calendar
and schedule a block of time when you will be able to reply.
To turn an
e-mail message into an item on your calendar:
Drag the message from your
Inbox onto the Calendar icon on the Outlook Bar or onto your Calendar folder.
This will create a new appointment item.
Enter the date and time you want to
reply and specify any additional options you want. (The body of the e-mail
message is automatically added to the appointment.)
Click Save and Close to
add the appointment to your calendar.
Outlook will automatically notify you
when it is time to respond to that e-mail.
Outlook PST File Size:
Each version of Outlook has some kind of limits on the size of the PST file.
The PST file is the database that holds all of your Outlook information.
Outlook 2000 has limits on the number of items that can be contained in each
folder. You can learn about how you can enlarge the size limit in Outlook
2000 by going here. Outlook
2002 (XP) also has limits. The maximum size of its PST file is about 2
Gigabytes. While this seems very large, just imagine if your hard drive
was that small. There is a Microsoft knowledge base page on this issue
that you can read about
here.
If size is an issue, then it is time to upgrade to Outlook 2003. Microsoft
Office Outlook 2003 has both a different format and a larger overall size limit
for the personal folders (.pst) file than the .pst files that are in the earlier
versions of Microsoft Outlook. In Outlook 2002 and earlier, the .pst files are
in the American National Standards Institute (ANSI) format, and the overall size
has a limit of 2 gigabytes (GB).
By default, .pst files are in the Unicode format in Outlook 2003. Additionally,
the overall size of the .pst files has a limit that is more than the 2-GB limit
that is imposed by the ANSI .pst files. By default, the limit for a Unicode .pst
file in Outlook 2003 is configured to be 20 GB.
Changing the File As default setting:
There are times when you may not want the File As information default to
be Last Name, First Name when you enter it. You can change
this by selecting a contact folder, then select Tools from the menus in
the top bar of Outlook, then Options. You will see this:
Now, choose Contact Options...(1) and you
will see this:
You can also now change the default "Full Name" order
(1) in this window. Choose your new "File As" setting
from the drop down list (2) and press the
OK button to finish. Doing this does not change the items in your
database, it only changes the items that you add after this change.
Using The
Outlook Journal:
The Journal automatically records actions that you choose relating to the
contacts that you choose and places the actions in a timeline view. In
addition to tracking Microsoft Outlook items, (items include e-mail
messages, appointments, contacts, tasks, journal entries, notes, posted items,
and documents) you can even track other Microsoft Office documents, such as Microsoft Word
or Microsoft Excel files. You can keep a record of any interaction you
want to remember— even something that is not located on your computer, such as a
phone conversation or a handwritten letter you mailed or received.
Basically you can use the Journal to record the dates and times of your
interactions with contacts, such as tracking hours spent on a particular
account. If you want to create a list of all the items related to a contact, use
activity tracking, instead, to link the items to that contact.
Do you remember the day you worked on a file, but can't remember the path to it?
Use Journal to locate information based on when you perform actions. For
example, you can quickly look up an Excel document you worked on last Tuesday if
you set Excel documents to be automatically recorded in Journal. Journal
entries are recorded based on when the action occurs. For example, a Word
document is recorded on the timeline when it is created or was last modified.
You can organize Journal entries on the timeline into logical groups— such as
e-mail messages, meetings, and phone calls— to quickly locate information, such
as all the meetings you attended in the past week or month.
You can open a Journal entry and review details about the activity, or you can
use the Journal entry as a shortcut to go directly to the Outlook item or the
file that the Journal entry refers to.
Activating The Journal:
To record Journal entries for a contact, on the Tools menu, click
Options. Now click Journal Options.
In the For these contacts box (1), select the check box next to the contact you want to start automatic
recording for.
Using
RealeSeller, you can select any prospect to enable the Journal feature by
right-clicking the name in the grid and choosing Enable Journal Logging.
In the Automatically record these items (2) box, select the check box next to the
items you want to start automatic recording for. Items include
e-mail messages, appointments, contacts, tasks, journal entries, notes, posted
items, and documents. In the Also record files from
(3) box, select the check boxes next to the
programs whose files you want to automatically record in Journal.
Warning!
Items recorded by the journal retain "links, or short-cuts" to the
items you create, like email, tasks, etc. If you delete the item, there
will be a broken link in the Journal.