Did you know ?

Tips and Tricks on how to do some neat things
with that computer you use everyday.

April 2009

Computers - Just about everyone uses a computer each day, but do you really use it?

Most of us only scratch the surface of it's abilities. Within each issue of our newsletters, we will show you how to use some of the programs that you possibly already use daily, with tips to your advantage and just maybe make you smile.

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   Product Tip of the Month

Outlook "Rules"

Ever forward email to someone from the same person?  Why not automate this task by using Outlooks inbox rules?

This Outlook tip can be used by anyone and a bonus for those that use Outlook Express at home as similar rules are also present in that version.

Let's say you receive a published article weekly that you pass on to your associates so they can enjoy too.  Instead of manually doing this task each time, we'll create a rule to do this and it will happen as soon as the email hits your inbox.

OR  Let's say you keep receiving email from someone that you are tired of seeing (Hopefully not this newsletter) and your also tired of deleting it.  Instead of viewing, frowning, clicking delete, we'll just create an inbox rule for this and send it straight to the deleted folder.  You won't even have to frown the next time this rascal comes in as it will bypass go and straight to jail, otherwise known as Deleted Items.

The limits for these rules are only limited by your creativeness.

In this tip, we will learn how to:
 Create rules using Outlook
& Bonus: Outlook Express
First we show where these tools are in Outlook Express:

Find Tools
Drop down to Message Rules
Then slide over to Mail

In this example, we show how to handle an email From Someone and where to Move it.

Selection 1 - We select this box telling the rule that when ever an email comes from "someone".

Selection 2 - We select this box telling the rule that the action we want is to "Move it".

Note: You see by looking at this list that we can do MANY things with this action.  Move it, Copy it, Delete it, Forward it.

Selection 3 - For Contains People we simply put who we want listed here.  You might have to copy the email address from a previous email if this person is not listed in your address book.

For Specified folder, we simply select a folder that we want to move this email to. In this example, we want to keep emails from this newsletter in another folder so we have created a new folder called Articles.


Other Examples

Move all emails from a business associate
Newsletters to a holding folder
Archiving certain emails
Forward Newsletters
Auto reply to a particular email
Flag a particular email
More than one email account, move mail from each account to it's own inbox.

Now Outlook

You will find this is fairly similar to Outlook Express.

Find Tools
Drop down to Rules and Alerts and select

This display is from Outlook 2007 so yours might look different, but the only differences will be the view and possibly more options to work with.

The highlighted rule is a rule that I made that automatically deletes anything with the word Facebook in the subject line.  (This is a problem with Postini, but that's another topic for later)

Light bulb just came on I can tell!

I did find that Outlook 2007's Rules Wizard interface is more helpful than it's earlier versions, even giving explanations and tips.

2007 even let's us play a certain sound clip when a email is received from a particular person.

Outlook Rules are just a tip of what tools are available for your use.  Some functions may require Microsoft Exchange Server be in place but overall take the time to look through all of it's options and see how they might help you be more productive throughout your work day!

   Keyboard tip of the month
This months keyboard shortcut is sweet and simple and very BOLD.

Need to change some wording to bold?  Simply highlight the letters needing changed and Press CTRL and B together and the selection is instantly changed to BOLD text.


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