Outlook Tips & Tricks

Harish AC

© 2007 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice

Outlook Tips
• • • • • • • • • •

Show dual time zones Automatically add country specific holidays on your calendar Flag messages for follow up Color code email messages Automatic format messages Use personal offline folders to reduce email size Drag and drop messages into your task item list Create rules Change view of your inbox
02/09/08

Other important email Best Practice tips (By Sandie Urso)

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Did you know – You can show two time zones at once in Outlook calendar?

Go into “Tools” > “Options” > Click on the “Calendar Options …” button and then the “Time Zone” button on the lower right side.
− Alternatively, open your calendar, you “right-click” the time bar on the left side of the calendar and choose "Change Time Zone“

Now you can turn on any second time zone you wish. You can label one or both of them to help you remember what they are.
A word of caution: Be Use cautionabout Daylight Savings button. change. cautions with the "Swap Time Zones" Time It does a little more than you might think--it promotes your secondary time zone to be your new Windows system time zone as well as making your old primary time zone secondary. This means that your system clock will change, meaning that you probably only want to do this when you're physically located in a secondary time zone and want to swap everything (Outlook and Windows.) The good news is, if you swap by mistake, a simple press of the Swap button again will put 02/09/08

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Did you know - You can automatically add country specific holidays?
• Go

into “Tools” > “Options” > Click on the “Calendar Options …” button and then select “Add Holidays…” select the countries whose holidays you want to add … United States, Canada, … installed the standard country-specific holidays will show up on your outlook calendar

• Now

• Once

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Did you know - You can flag a message and/or add a reminder for follow up?
• • •

“Highlight” the message you want to flag Click the right mouse button to open a menu

Select “Follow up” • Either just select a flag with the color of your choice Or select “Add Reminder …” to specify a date & time to be reminded

All messages with follow up flags are shown in the “For Follow Up” Favorite Folder on the upper left side.

To clear a flag simply select “Clear Flag” from the menu

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Did you know - You can color code your messages for a particular person?
• In

the inbox folder, select a message from or to the person whose messages you want Outlook to color-code in the future.

− You must open the inbox or another mail-item folder, but selecting a message is optional, because you can later type • the name.

Go to “Tools”, then click “Organize” to open the “Ways to Organize Inbox” pane

•Select the “Using Colors” tab to display the color-coding options •Select the color that you want for this person • Click on “Turn On”

02/09/08

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Did you know - You can select automatic formatting?
•Go to “Tools”, then click “Organize” to open the “Ways to Organize Inbox” pane. •Click on the “Automatic Formatting …” link in the upper right corner • Select the type of message you want to change format for: Font Font Size Font Color

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Personal Offline Folder (.pst) to reduce size of your mailbox on the Exchange server?
• • • • •

Click on “File” > “New” Click on “Outlook Data File…” Select “Office Outlook Personal Folders File (.pst)” Browse to the path where you want to put the .pst file Enter a name for your folder and click “OK”

You can have various .pst folders, for example:
Named by Organizations People/Teams Advisory Group Projects
02/09/08

i.e. HRGO, TSG, PSG, … i.e. TSG HR Generalists, i.e. Meetings
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Did you know - You can drag and drop messages to your personal folder (.pst)?

− Highlight the Personal Offline Folder − Click on “File” > “New” > “New Folder …” or click the right mouse button to select “New Folder …” • Now “Drag and Drop” messages into your folders and/or set up Rules* to have them move automatically.
* Page 11

First you should create subfolders:

02/09/08

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Did you know - You can drag and drop messages to task list for follow up?
Simply “Drag and Drop” messages from your inbox into “Task” item folder

− You do not need to have the task list open.

A new window will open with the email content.
• •

Specify the “Due Date” and “Reminder” date and time; add additional comments if needed
A word of caution. Attachments will not be copied in the task item using “drag and drop”. You will have to copy them manually if necessary. (It is not recommended though as it increase the size of your 02/09/08 10

Did you know – You can create rules?
1. From the “Tools” menu, choose “Rules and Alerts” or in the “Ways to Organize pane” click “Rules and Alerts”, • • Click “New Rule” to display the “Rules Wizard” dialog box The options in the box allow you to create rules for organizing messages in the Inbox. You can create a rule by using a set of pre-formatted templates or a blank rule. You can receive a notification for all incoming messages by using the Manage Alerts tap in the Rules Alerts dialog box. The New Alert button enables you to set alerts for messages coming from a specific Web sites. In Step 1, Select the pre-formatted template. Step 2, Edit the rule description (click an underlined value) and click “Next” In Step 3: • • • • Make appropriate selections for the rule you wish to create. To move message for a specific address Click to put a check in the box to run this rule in the Inbox. Click OK.
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2. 3.

02/09/08

Did you know – You can change the view?
• Using Views is used to provide options for organizing messages in the Inbox. Using this tab, you can review unread or sent messages or messages received in the last seven days. You can choose the Message Timeline view to display messages horizontally according to the date received. From the “Tools” menu, select “Organize” Select the “Using Views” tab. Select the type of view you wish to use. • • For more options, click on Customize Current View above and make desired selections. Click OK.

Change to a view: • • •

Close the Ways to Organize Inbox pane.

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Email Storage
Here’s some handy tips to easily reduce the size of your mailbox.

Delete messages in accordance with the Electronic Mail Policy http://finance.hp.com/Records/Policies/Policy-E-mail.htm Personal e-mails, both internal and external, sent and received, should not be kept longer than 30 days Remove file attachments from your messages in your reply Use webpage links (like our Sharepoint Site) instead of attachments Archive older messages Setup personal folders Empty Deleted Items and Sent Items folders often
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• • • • •

Email Signatures
Do you get emails from other HP employees that include the HP logo, “dancing smiley faces,” or other animated graphics? A short Outlook email message is about 3KB in size.  A graphic like the HP logo can be 10-50KB or more.  When you include a graphic in your email signature the size of the email increases by the size of the graphic. Putting a picture or graphic in your email signature can increase the size of emails by 5, 10, or even 20 times! If you do not have direct contact with external customers, then your e-mail signature should not use an HP logo image file.

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Email Signatures (cont’d)
If you do have direct contact with external customers, then you have the option to include the HP logo in your signature with the following requirements:
• • •

The HP logo used is the corporate-approved trademark The logo is used according to HP trademark standards including positioned against a white background Do not use versions of the hp logo that are not approved for communication including the image of the hp 3-d jewel for product and spinning or animated logos

www.hp.com/guidelines username = design password = bravohp
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Email Best Practices

Subject line discipline − Designate what you want the reader to do as a result of your email. TO and CC discipline − Only send to individuals you expect to take the action in the subject line.  Summarize your email − Summarize article or string of emails to identify a point or purpose in sharing. Forwarding or Responding − Delete the list of email address from the original message. Get to the Point − Identify the action and deadline toward the top of an email to attract attention. 
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Email Best Practices cont.

Attachment Size − Be sensitive to the size of your attachments. Avoid reply all
− Only include those that must be on the distribution.

Do not set up an auto forward to an external address − This is against HP policy and can potentially cause a message loop that compromises server disk space. Avoid weekend/holiday emails − Minimize number of emails distributed over the weekend. E-mail and work are not the same − Despite the fact that many people go home if their e-mail stops working.

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More Tips & Tricks
http://getit.hp.com/getsmart/index.h tm