Transcript Tips & Tricks Presented by: Tim Trice Madisonville Community College Ever send e-mail back and forth among several people, creating a huge conversation? E-mails.

Tips & Tricks
Presented by: Tim Trice
Madisonville Community College
Ever send e-mail back and forth among several people, creating a
huge conversation?
E-mails can pile up quickly, and as you reply to a message in this
virtual conversation, it can be hard to keep up with everything that
was said. Though many people quote messages to help show the
train of thought, some don't use this functionality, and some may
delete quotes if the messages get too large. Thus, when replying
to an e-mail, it may be beneficial to read the conversation that led
up to the current point. Luckily, this is easy.
From the folder view Right click an e-mail message, then click
"Find All" - "Related Messages". Outlook 2007 will search your email folders and return all e-mail that it deems are related to the
current message, usually those sharing the current subject.
There may be situations when sending e-mail in Outlook 2007 where you
need to attach copies of previous e-mail messages. Perhaps you need to
write a report of a conversation between several colleagues, or you may
need to provide a new employee information previously found in earlier
e-mails. To do this:
1. Start composing an e-mail message.
2. Choose "Insert" - "Item".
3. The "Insert Item" dialog box will appear. Choose the radio button to
insert the items - such as e-mail attachments, journal entries, or meeting
requests - as attachments or just to insert the text contained in the items
("Text Only").
4. Browse through your folders and select the item(s) to insert.
5. Click "OK".
Normally, Outlook 2007 keeps copies of your sent mail in the "Sent Mail"
folder. There may be times, however, where you want to file an e-mail
message to a different folder, such as "Status Report", "Meeting
Reminder", "Agenda", or whatever. To make this change:
1. While composing an e-mail message, click "Options".
2. Click “Save Sent Items…”, “Other Folder…”
3. Click the "Browse" button next to the aforementioned checkbox, and
choose the folder where you want the message saved.
4. Click "Close" to close the dialog box.
As soon as you send your e-mail message, it will be filed away to the
folder of your choosing and not "Sent Items".
There may be times where you want to compose an e-mail message now, but send it at a later time.
Perhaps you want the e-mail to be sent during a normally quiet period so it gets more attention,
or you may want an e-mail sent after an event has taken place thanking the participants.
1. After composing an e-mail message, click "Options“ – “Delay Delivery”
2. When the "Options" dialog box appears, check "Do not deliver before".
3. To the right of the checkbox, in the first pull-down, select or enter the date when you want the
e-mail sent.
4. In the second pull-down to the right of the checkbox, select or enter the time when you wish
the e-mail sent.
5. Click "Close" to close the dialog box.
6. Click "Send" to save your e-mail message.
When performing this operation for the first time, you should test it first by e-mailing a quick
message to yourself to ensure the e-mail is not sent until you tell Outlook 2003 to deliver the email.
Need to ask a group of people where to eat for lunch, whether they approve or reject a proposed policy change, or anything else that requires a vote?
When sending e-mail to other Outlook 2007 users, you can add voting options to your email. To do so:
1. When composing an e-mail message, click the "Options" button.
2. When the "Message Options", click "Use voting buttons".
3. Click on the pull-down next to the button to choose the voting options such as "Yes;No", or enter your own, separated by a semicolon.
4. Click the "Close" dialog box.
5. Continue to compose and send your message.
When your message is received, recipients will have the option to vote on the e-mail by clicking on voting buttons or a message Infobar.
Responses will be sent to your Inbox as e-mail messages.
To view the official tally:
1. Click on your "Sent Items" folder.
2. Open the original e-mail in a new window (double-click the e-mail).
3. Select the "Tracking" tab.
You will now see who received your message, the reply totals for each voting option, and how each person voted and when they voted. Note that
people can change their vote at any time, and you will need to close and re-open the original mail to see the current tally.
To request a delivery and/or read receipt for a particular email message without changing the defaults for all e-mail
messages, do the following:
1. While composing an e-mail message, choose “Options”.
2. As desired, check "Read receipt requested" and/or
"Delivery receipt requested".
3. Send the message.
Note that not everyone honors return receipt requests. Of
particular note: if a user is not running Outlook 2007, their
e-mail software probably will not honor such requests.
Recalling is not just for politicians. There may be times where you send an e-mail message and quickly realize you didn't mean to send the message, or
you noticed an error in the e-mail that needs to be fixed. Outlook 2003 has an option to recall messages, yet there are several caveats:
1. The recipient must also be using Outlook 2007. Recipients using other e-mail software may not recognize such messages.
2. If sending to other companies or organizations using Outlook 2007, a particular other e-mail server may not support or recognize recall
messages.
3. Recall will not work if recipients have already read the message.
4. An e-mail server may accept message recall yet it may still store an old copy of the message for archiving.
To attempt to recall a message:
1. From Outlook 2007, open the "Sent Items" folder.
2. Double-click the e-mail you wish to recall, opening it in a new window.
3. Select “Other Actions" - "Recall this message".
4. Choose to either delete unread copies of the e-mail or delete unread copies of the e-mail, replacing it with a new message.
5. Check or uncheck "Tell me if recall succeeds or fails for each recipient" as desired.
6. Click "OK".
7. If you chose to replace the e-mail, enter in your new message and send it.
Need to email a group of people frequently? You
can setup a distribution list to eliminate the need
to type each email address.
1. Click on “New”, “Distribution List”
2. Click “Select Members” and find the names of
the people you wish to be members of the
group. You can double click the name to add
them to the group. Click “Ok” when everything
looks good.
3. Type a name for your group and then click “Save
& Close”.
You are now ready to send an Email to the
group you have just created. Follow these
steps to send Email to your distribution list:
1. Click “New Email Message”
2. Type the name of the group in the To: field.
(Alternatively you can click “To:” select “Outlook Address Book
Contacts” in the Address Book dropdown. You should now see your local
Distribution Lists and Contacts, simply double click the name)
3.
Type the Email as you normally would, and
click “Send” when done.
Archiving messages allows you to free up space on
your Exchange server account. These messages
can still be accessed from your computer where
they are now stored. To auto-archive messages
older than a certain date follow these steps:
1. Click “File”, “Archive…”
2. Select “Archive this folder and all subfolders”
and select “Mailbox - <Your Name>
(Madisonville)”.
3. Select the date you wish to archive messages
older than.
4. Click “OK”
Outlook’s calendar allows you to add
appointments and set reminders for future
appointments. To add a new appointment follow
these steps:
1. Click on “Calendar”
2. Highlight the time and length of the
appointment then Right-Click and “New
Appointment”
3. Enter the subject and location and adjust
reminder time. Click “Save & Close” when
everything looks good.
Most of these tips can also be used with
Exchange Webmail from your home
computer or any other computer with
Internet access.
This allows you to check your email on the go
and also view your upcoming Calendar
appointments or add new ones.
Microsoft hosts a variety of online instructional
modules on their Office website. Most of these
range in length from 30 to 50 minutes.
http://office.microsoft.com/training/training.aspx
?AssetID=RC101153581033 - Get Up To Speed
with Outlook 2007
http://office.microsoft.com/enus/training/CR100654581033.aspx - Training
Modules