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Quick Tips for Microsoft Outlook

Alex Christie

19 July 2010

Here is a few tips on how to use Microsoft Outlook more productively, and get the most out of your day(s).

Email:

Remove Invalid E-Mail Addresses from Autocomplete List

MS Outlook icon

MS Outlook

When composing an e-mail, you may have come across a time where you have started entering a name in the “To” field, only to see an invalid or old nickname / e-mail address appear. To get rid of the invalid nickname or e-mail address from the Autocomplete list, just use your cursor keys to highlight the invalid nickname/address and press DELETE.

Set a reminder to reply to a message

Right-click the message you want to set the reminder for, point to Follow Up, and then click Add Reminder. In the Due By list, click the date when you have to complete the reply. In the second list, click a time. In the Flag color list, click the flag color you want, and then click OK.

Add your own words to a follow-up flag for a new message

Click the Message Flag button and then type the text you want in the Flag to box.

Send a message to multiple people without revealing other recipients’ identities

To send a message to someone without other recipients of the message knowing, use the Bcc line in the message. Bcc stands for blind carbon copy. If you add someone’s name to the Bcc line, a copy of the message is sent to that person, but his or her name is not visible to other recipients.

Calendar:

Automatically add bank holidays to your Calendar

On the Tools menu, click Options, click Calendar Options, and then click Add Holidays. Check United Kingdom and click OK.

Let Outlook find a meeting time when all attendees are available

On the Scheduling tab, type the names of the attendees in the All Attendees list, and then click AutoPick Next.

Schedule a meeting with someone in another time zone

Just add the time zone to Outlook. On the Tools menu, click Options, and then click the Preferences tab. Click Calendar Options, click Time Zone, and then select the Show an additional time zone check box. Click the time zone you want in the Time zone list.

Contact meeting attendees with a reminder or other message

Open the original meeting request, click the Actions menu, and then click New Message to Attendees.

Tasks:

Quickly mark a task as complete

Right-click the task and then click Mark Complete on the shortcut menu.

Quickly assign a task

Right-click the task, and then on the shortcut menu, click Assign Task and type a name in the To box.

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