Outlook 2007 Tip - Edit Quick Parts

In a previous blog post, Increase Efficiency with Quick Parts, I went over the steps for creating a quick part you can use over and over again.

Unfortunately, Outlook 2007 doesn't provide an easy way to edit quick parts. The way to do it is to make changes to the Quick Parts item, and re-save it, using the same name as the original Quick Parts.

Editing Quick Parts Message - Steps.

Start a New Email Message.
Click the Insert tab.
Click Quick Parts in the Text group.
Click to Insert the Quick Parts.
Make your changes.
Select the text.
Click the Insert tab, the drop down next to the Quick Parts.
Click Save selection to Quick Parts Gallery.
Use the same name as the existing Quick Parts.
When prompted, click OK to overwrite the existing Quick Parts.

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Outlook 2007 - House Cleaning Tips

If you feel as if keeping your inbox clean in an on-going battle, you are not alone. Here are a couple of quick housecleaning tips for Outlook 2007.

Permanently delete messages.

When you hit the "Delete" key, your messages are moved to your Deleted Items folder. In order to permanently delete them, you have to empty the Deleted Items folder.

You can merge the two steps into one by:

• Selecting the message, and
• Pressing the Shift key while you hit Delete. You can also select multiple messages, and permanently delete them in one fell swoop.

Save an attachment to your hard drive.

You do not have to have an email message open in order to save its attachment to your hard drive.

You can simply:

• Highlight the email
• Click the File menu
• Click Save attachments, and then the name of the attachment. Outlook will open a browse window so that you can select the storage folder on your hard drive.
• (Alternatively, you can type ALT + F + N + Enter.)

Remove an attachment from an email.

One of the constant complaints I get from corporate clients is that they have a tough time keeping their Outlook mailboxes within the size recommended by their IT departments. An option is to first save the attachment using the method I explained above, and then remove the attachment so that it no longer takes up space in Outlook.

• Double-click the message to open it.
• Right-click the attachment.
• Select Remove. Remember: If you think you will need the attachment later, save it.
• Close the email message.
  

Save emails as text files.

There are some emails you really don't need, but may want to keep a record of just in case. You can always save the text of the email messages as text files. A benefit of this tactic is text files take up very little space on your hard drive.

• Highlight one or more email messages.
• Click the File menu, then Save As (or ALT + F + A).
• Under the Save as Type box, change the file type to Text Only (.txt)
• The email messages are now saved to your hard drive, and you can delete them from Outlook if you wish. Keep in mind, attached files will not be saved. (The name of the attached file will be saved in the text file.)
  

Would you like more tips?

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Outlook 2007 - Increase Efficiency with Quick Parts

In a previous blog post,
Automate your Standard Emails with Outlook Signatures, I explored one of my favorite tips of all time - the ability to use Outlook 2003 create standard email blurbs as signature files, and pop one or more of the signature files in an email when needed. I used this all of the time, to insert class confirmation and directions, my contact information, and much more.

With Outlook 2007, you can only use one signature file per email. This really put a cramp in my style as I was accustomed to inserting multiple signature files in one email.

Instead, Outlook 2007 has Quick Parts. So here are the simple instructions for bypassing Outlook 2007's signature file restriction.

Create and Save your QuickParts Message.

1. Start a new email message.
2. Type the text you want to use (ex., directions to your office).
3. Click the Insert tab, and then Click Quick Parts.
   
4. Select Save Selection to Quick Part Gallery.
   
   

Use your Quick Parts Message

1. Start the email you want to type.
2. Click Quick Parts under the Insert Tab.
3. The Quick Parts you've saved will be on a list. Select the first one you want to use.
4. Repeat the process until you've selected all the QuickParts you want to use in your email.
5. Address and send your message.

For more on this topic, see Managing Leads with Outlook 2007 (Categories, email merge & more).

Outlook 2007 - How to Export 1 Folder

To export just one folder in Outlook 2007.

• Click the File menu.
  
  
  
• Click Import/Export.
  
  
  
• Choose Export to a file.
  
  
  
• Click Next.
  
  
  
• Choose Personal Folder File and click Next.
  
  
  
• Select the folder you wish to export from the list, click the include subfolders box if you want to include subfolders.
  
  
  
• Create the name you'd like to use for your exported file. Decide if you want duplicated items created.
  
  
  
• Click Finish - and you're done.
  

For additional information on Outlook 2007, please see our webinars: Clearing Inbox Clutter and Mastering Outlook Tasks.

Office 2007 - Adding Items to the Quick Access Toolbar

In this post, I revealed one of my favorite Office 2003 time savers, adding buttons to the toolbar.

Unfortunately, this feature was removed in Office 2007. Instead, it has been replaced by the Quick Access Toolbar.

• Position your mouse in the blue area next to the Ribbon tab.
• Right click, then choose Customize Quick Access Toolbar.
• Under Choose commands from, change Popular Commands to All Commands.
• Select a command, click Add.

Add the rest of the commands to the list, and click OK.

Outlook 2007 - 2 Ways to Create an Appointment from an Email

One way to keep your inbox clear of clutter is to take action on every email that comes into your box. Here are two ways to create an appointment from an email.

1st Method
• Drag the email to the calendar on the To-Do Bar.
• The email changes to an Appointment.
• Make sure the date and time are correct.
This method copies places a copy of the email on your calendar. If you delete the email, the appointment is not affected.

2nd Method
• With the email open, click the Move to folder button.
• Move the email to the Calendar folder.
This method removes the email from your inbox, and places it on your calendar. If you delete the appointment, you are also deleting the email.

For additional information: Clearing Inbox Clutter - Outlook 2007

Outlook Tasks Tip - Create a Things to Do Today List

One of the benefits of using Outlook Tasks is the convenience of removing every single "I've gotta do this" from your mind. This frees of mind of clutter, leaving it open to focus on your high value activities. With tasks, you have a things to do list that is really easy to access.

Some of the students in my Outlook Tasks classes do not view this as a benefit. In fact, they feel as if they will end up with an overwhelming list, and lose the convenience of having the paper list at their fingertips.

I have a simple solution - set Task reminders for the items you'd like to have on your "things to do" list for the day.


Decide when you'd like to have your reminders pop up. I have mine set for 7am (the things to do today list) and Noon (for any calls I have to make to my West Coast clients).

Set your reminders. Open up a task. Put a check mark in the reminder box, and enter the date and time you'd like to be reminded.

With this system, your Tasks list becomes a well-organized holding place for all the things you have to do, and your reminders provide you with a convenient "things to do today" list.

For additional information, see Mastering Outlook 2007 Tasks - Atlanta Outlook Training Class.

Outlook Tip: Change Subject Line

Let's say you received an email from someone with a blank subject line, or a subject line that doesn't match the email's content. You'd like to edit the subject line so that the email message is easy to find.

Simply double-click in the grey subject line area, type in your new subject, and it's done.

Outlook Tip - Quickly Calculate Dates

In a previous Outlook tip, Write Now, Send Later, I talked about using Outlook's Message Options feature to send an email at a later date.



Here's another shortcut that I use when:

• scheduling a Message for future delivery,
  
• setting appointments in Calendar, or
  
• setting deadlines in Tasks.

Did you know Outlook saves you the hassle of looking up a date? If you want to set a task deadline for 6 weeks from now, for example, all you have to do is type +6w in the due date field. Outlook automatically calculates the dates for you.




Here are some other date shortcuts:

• 
  d: days
  
• h: hours
  
• m: minutes
  
• mo: months
  
• y: years

So, 90 minutes from now will be entered as +90m.



Hope you find this helpful.