Office 2000: Outlook Tips and Tricks

Retrieve Embarrassing Emails

Have you ever accidentally sent an e-mail you wish you could "unsend"? Well, maybe you can.

1.        Open your Sent Items folder.

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2.        Double-click the message you want recalled.

3.        On the Actions menu, click Recall This Message.

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4.        To recall the message, click Delete unread copies of this message. To replace the message with another one, click Delete unread copies and replace with a new message, click OK, and then type a new message.

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5.        To be notified about the success of the recall or replacement for each recipient, select the Tell me if recall succeeds or fails for each recipient check box.

6.        Click OK.

7.        Crisis averted. :)

Add Contacts Quickly in Outlook 2000

If you receive an e-mail message from a person whom you want to add to your Outlook contact list, here's a quick way to do it:

1. Open the e-mail message that contains the name you want to add to your contact list.
2. In the From box, right-click the name you want to make into a contact, and then click Add to Contacts on the Shortcut menu.
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3. This creates a new contact with that person's name and e-mail address already filled in. You can also fill in any additional information you have about that person, such as a phone or fax number, and then save it in your Contacts folder for easy access.
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• Click “Save and Close” at the top and then you’re done.

Send an Office Document Without Opening Outlook

1.        On the File menu, point to Send To, and then click Mail Recipient (as Attachment).

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2.        Fill in the Receipts, Subject, and message boxes and click Send.

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Forward Outlook Distribution Lists to Others

Here's a quick way to send one of your colleagues or friends a contact from your Contacts folder:

1. Click on your “Contacts” folder
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2. Double Click the distribution list that you want to send.
3. Click on the “Actions” menu item, then choose the “Forward” option.
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4.  Outlook will automatically create a new message with that contact included as an attachment.
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5. Enter the recipient's address. Then fill in any other information you want, and click Send.

When your e-mail message arrives, the recipient simply drags the attached contact to the Contacts icon on the Outlook Shortcuts bar and the contact will be added to that person's Contactslist.

Set Up an Out of Office Vacation Auto-Reply in Outlook

1.        In Outlook click on the “Tools” option in the menu bar and then click on the “Out of Office Assistant.”

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2.        Click the radio button next to “I am currently Out of the Office”

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2.        Type in the message that you want others to receive.

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4.        Make sure that you let people know when you will be back and to whom they should go to if they need help.

3.        Click OK when you are finished.

Create a Signature for emails

·         Click on “Tools” from the menu bar and the click on the “Options” option.

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·         Click on the “Mail Format” tab.

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·         Click on the “Signature Picker”

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·         Click the “New Button

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·         Give your Signature a name

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2.        Click the “Next” button

·         Type what you want for your signature in this box.

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·         Click the “Finish” button.

·         If there are any other boxes still open, go ahead and close them all.

Setup a Distribution List

·         In outlook click on the following icon.

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·        In the next box click “File” and then choose “New Entry.”

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·        Click on the “New Distribution List” option then click “OK”

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·        Give your distribution list a name in the “Name” box.

·        Click on the “Select Members” button.

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·        Select the members that you want included and then click the “To” button and then “OK”.

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·        Click the “Save and Close” button when you have your distribution list members listed.

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Making Personal Offline Email Folders

1.                    Open up Outlook

2.                    Go to “File” and then “New.” 

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1.        You might need to stay on “New” for three seconds so that the “Personal Folders File (.pst)” option becomes visible.

2.        Click on the “Personal Folders File (.pst)” option.

3.                    Give it a name.  I just left it as “Personal Folders”

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4.        Click the “Create” button.

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·         You can call it whatever you want here too.

5.                    You will now see your personal folder that you created on the left hand side toward the bottom of Outlook.

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6.  As you can see, you can now add many folders to help with organization.  To add a folder just right click on “Personal Folders” and click on the “New Folder” option.

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6.        Name your folder

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8.  Add as many folders as you would like.  These folders do not count against your mailbox size.