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A Publication Featuring The Information Services Technology of Maine State Government
| Volume IV, Issue 11 | November 2001 |
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By Janey Barton
Another Outlook tip--calendars: By default, only the area between 8 a.m. and 5 p.m. Monday through Friday indicates work hours with a white background, while the rest is gray. If you work hours different from 8-5, then change the settings to reflect your schedule. To change them: select Tools, Options, and click the Calendar Options button. Under Calendar Work Week, select just the days you work, and then adjust the Start time and/or End time to match your typical workday. While on this screen, you can also change the background color, if you haven't already, and adjust other settings. Click OK twice, and your Calendar should look differently.
Another Outlook tip--messages that expire: For messages that become irrelevant after a certain date, you can set any messages about a meeting, for instance, to expire after the meeting date or time. To do this, open a new message, by clicking on the New button on your toolbar. Click the Options button on the toolbar. In the Delivery Options section, check "Expires after", and choose the date and time by clicking the down arrow. Click Close, then click Send. Outlook will hold the message until the time you specify. After the expiration time you set, the message will still be in recipient’s mailbox but will be grayed out and have a line through it. The recipients will be able to read the message about the fun time they missed at the meeting. In this same Message Options area, you can also create voting and tracking options, plus schedule delivery times, and other interesting things.
Another Outlook tip--your mailbox is full: What if you get one of those messages that says you have exceeded your mailbox size? It probably also means that you won't be able to send and receive email. You need to get busy and clean up your mailbox. One fast way of clearing space is to delete email that has large attachments. That should get you back into the business of sending and receiving email. The next question, though, is how do I find those large files? Click Tools, Advanced Find. Click "Any type of item" in the "Look for" section, and then choose the"More Choices" tab. In the "Size" (kilobytes) section, click "greater than", type 1000 (or whatever size). Click "Find now". Outlook will find messages with large attachments, and you can delete them from the list.
Another Outlook tip--including original message text when forwarding or replying: It is often useful to include the original text with a reply or forward of a message. How to display it, though, that is the question! If you would like to indent the original text, then select Tools, Options. On the Preferences tab, click on the "Email Options" button. In the "On replies and forwards" section, choose "Include and indent original message text". Other options are available there, too. Check it out!
