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Microsoft Outlook Tips & Shortcuts

1. Organize a meeting Organize a meeting by finding a time when all your co-workers are available, then send them an invitation to your meeting. The invitation goes out as e-mail (and if they accept, Outlook places the meeting on their appointment calendar for them). eg: File > New > Meeting request or CTRL+SHIFT+Q (Type email id, subject and body text) To perform this action... To switch to Inbox To switch to Outbox To choose the account from which to send a message To check names Press... CTRL+SHIFT+I CTRL+SHIFT+O CTRL+TAB (with focus on the To line), and then TAB to the Accounts button ALT+K (using Word as e-mail editor) CTRL+K (using the Outlook e-mail editor)

2. Create underlines without any text

This tip works with the majority of Microsoft Office applications. Easily create an underlined space by pressing CTRL + U to start the underline, then press SHIFT + Space for each underlined space you wish to create. An example of how this could be used is for printable forms, for example: Name:________

3. Print only sections of a document

Save on your printer ink by selectively printing in Windows programs such as Microsoft Word, Internet Explorer, WordPad, Outlook, etc. To do this highlight portions of text you wish to print and click print. In the printer dialog window under Page Range choose the option Selection. It is important to realize that not all programs or printer drivers support this feature. To perform this action... To switch case (with text selected) To add bold To add bullets To add italics Press... SHIFT+F3 CTRL+B CTRL+SHIFT+L CTRL+I

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Microsoft Outlook Tips & Shortcuts V1.0

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CTRL+T CTRL+SHIFT+T CTRL+L CTRL+E CRTL+U CTRL+] CTRL+[ CTRL+SHIFT+Z or CTRL+SPACEBAR

To increase indent To decrease indent To left align To center To underline To increase font size To decrease font size To clear formatting

4. Avoiding Spam Mails: 5 super-speedy steps To add your Outlook contacts to the Safe Senders list, perform the following steps:

1. On the Outlook Tools menu, click Options. 2. On the Preferences tab, under E-mail, click Junk E-mail. 3. Click the Safe Senders or Safe Recipients tab. 4. Click Add. 5. In the Enter an e-mail address or Internet domain name to be added to the list box, enter the name or address you want added, and then click OK.

1-2-3. Rescue e-mail from your spam bin If you have your Outlook Junk E-mail Filter set on a high level of protection, some of your genuine messages may go to your Junk E-mail folder for example, e-mails from friends or customers that your filter has not seen before. To be safe, you should check your junk folder daily if you are expecting a crucial e-mail. But to make sure your filter knows not to move mails from certain people to your spam folder, follow these three steps:

1. In Mail, click the Junk E-mail folder in the Navigation Pane. 2. Right-click any message that you want to mark as not junk. 3. On the shortcut menu, point to Junk E-mail, and then click Mark as Not Junk.

5. Blue from your boss or customer. Red for friends. Colour-coding To help you identify e-mails from management or certain contacts, Outlook lets you colour-

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Microsoft Outlook Tips & Shortcuts V1.0

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code e-mails. This means you wont miss critical orders from head office or your loved ones.

To colour-code your e-mails: 1. Select a mail from someone you want to colour code. 2. Press Tools then click Organise. A pane will scroll down. 3. On the left side of that pane choose Using Colours. The name of the sender will now be visible in the above box. 4. Choose the option From. Youll see the name field automatically adjusting when you select a message from someone else. 5. Choose a colour from the dropdown list and press Apply Colour. 6. Messages sent only to me now appear Blue. (So that you can better give attention to mails marked to you)

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Microsoft Outlook Tips & Shortcuts V1.0