and use an email template
Creating an email
template is a real time saver when you suspect that you will send a
similar message in the future. Follow these steps to create your template:
Create a new message and enter the desired template Subject:
Select File | Save As from the menu
Select Outlook Template under Save as type
- Type the desired template name (if different from the email
subject) in the file name box
To compose a message using the new template:
2. New Contacts from Incoming E-mail
In the Outlook Inbox, select Tools | Forms | Choose
Form... from the menu
Select User Templates in the File System under Look
Double-click the desired message template
Address, make changes and send the email
Adding people to your Address book is a piece of cake if the person has either sent an email to you or is included as a recipient in any e-mail you get. The name can be in either
the From, To or the CC field. To add a contact record from an e-mail,
right click the name you want to add to the contact list. Click on Add to
Contacts in the context menu and a new entry for the contact will open with the name
and e-mail address already filled in. Fill you other details if required and
save the contact.
3. Customize Your Startup
If you always want to see the Calendar or the Inbox folder as soon as you start Outlook, then
make it your default folder. You can choose Today, Inbox, Calendar,
Contacts, Task, Journal or Notes as your start up folder when you run Outlook. Click on
Tools > Options > Other. Click Advanced Options and select the folder
that you want to start with in the Startup in this folder dropdown list. Click
OK to apply the changes.
4. Send a message to multiple people without revealing other
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. You must have a valid email
address in the To: field, so if you do not have at least one address in the To: field, add your own email address there.
Outlook distribution lists are handy for sending to a group of people fast. But, they are
impossible to search and hard to administer. Fortunately, Outlook also lets you assign any number of categories to your
contacts. You can then sort your address book by category to create a new elegant, versatile and stable distribution list.
You can also use categories
to help you organize active messages in your Inbox. To group related messages
on any message, left-click on Categories...
category by checking one or more of the choices in your list. Click OK
to apply. Groups of messages can be more quickly categorized by sorting and
selecting first, and then by following the steps above.
To compose a new message
or meeting request to all members of the category-run distribution list:
Go to Contacts in Outlook
Select View | Current View | By Category from the menu
Click the desired list category's heading
Select Actions | Create | New Message to Contact or Actions
| Create | New Meeting Request to Contact from the menu
Click OK if Outlook notifies you that your action will
apply to all items in the group
puts all address in the To: field. To send a message to a long list
of recipients, it is usually better to have all addressees in the the Bcc:
field to avoid revealing addresses. Move the addresses to the appropriate
contacts with multiple email addresses, Outlook inserts each. It is best
to delete the unneeded addresses.
Compose the message or meeting request and send.
6. Managing the Outlook
To remove a name or
email address from Outlook's auto-complete list:
7. Save attachments to create a leaner mailbox
Create a new email message in Outlook
Start typing the name or address you want to remove
Use the down arrow key to highlight the desired
Attachments can be the
most important part of incoming emails, but they are also frequently what makes
your email archive grow big quickly. While a typical email message is 10 to 20 KB, attached files are often in the MB range. Saving the attachments
to a folder and removing them from the emails can make things cleaner, clearer
and speedier. Once the attached files are saved, you can remove them from the messages in
To delete attachments
from messages in Outlook:
Double-click on the desired message to open it in its own
Click on the attachment you want to remove with the right mouse
Select Remove from the menu
Close the message window
Click OK in the Do you want to save changes?
Of course, once you have saved the attachment to your hard
disk, you can often just
delete the entire message.
8. Create a shortcut for repetitive email
Do you send a daily
report to your boss via email? If so, you may want to create a shortcut to a
pre-written email with fixed recipient and CC email addresses. NOTE: This function
is limited because the Windows command line cannot be longer than 255
characters. Nevertheless, you'll have plenty of space to write a nice standard
First, create the shortcut and place
it on your desktop:
Right click on your desktop
- Select New
Select Shortcut from the menu, a wizard
will appear to help you create your shortcut
In the location box, type mailto:email@example.com (using your
recipients email address)
Click Next and enter a name for the
You have created the shortcut, now it's time to create the standard
- First right
click on the shortcut icon you created
Then Type "mailto:firstname.lastname@example.orgemail@example.com&body=Hi
Boss, here is today's report."
When you are ready to send
the report to your boss, click on the shortcut on your desktop, attach the
report and send it off to your boss.
The symbols used in this tip mean:
9. Displaying your
mailbox items in the way that you prefer.
- & - Marks the end of a field
- ; - Is used between multiple e-mail addresses
- ? - Is needed to separate the e-mail address from the
"CC" and "subject" field.
Outlook has two options for displaying mailbox items, in blue "()" and in green "". The Blue parenthesis "()" are for displaying the number of unread messages. And the green
brackets "" are for displaying the total number of messages in your inbox.
Follow these steps to
change the display property for your Outlook mail folders:
10.Quick Spelling Check
Select the mail folder
Select the general tab
Now select which value you want to have
displayed: "show number of unread items" or "show total number of items".
And click on apply and OK
To quickly check the spelling in a message, press [F7].
These MS Outlook Tips and Tricks were tested in Outlook 2003. If you find these
"cool" tips useful and would like more information about using MS Outlook more effectively, SmartSite Technology can provide training documents or
a live class for your employees. For additional information, contact us