The Final Guide

Microsoft Outlook 2007 is very widely used now-a-days in offices pcs and personal pcs. Some people often feel hard to use Outlook. Here are some tips to enhance handling Outlook 2007.

 

1. How to create and use an e-mail signature

 

e-mail signature is a very good feature provided by Outlook which is used frequently in replying emails. Instead of retyping what you want to add at the end of the mail, you can create an e-mail signature and add it to the mail. Follow the below steps and create your own e-mail signatures.

 

• In Microsoft Outlook 2007, Goto Tools –> Goto Options–>Click Mail Format tab
• Click on the button labelled “Signatures…”, which will open a window to manage Signatures. Here click New button to add a new signature and type the name for your signature and click “Ok”
• Edit the content of your signature in the below box and format it according to your needs(with hyperlinks also if you need like site links), and click Save in the above pane to save. You can add another signature if you want.
• In the right side of the window you can find a section “Choose default signature” which provides options setting up e-mail signature for New Message and Replies / Forwards. Select the email-signature you wish to use for either of these and click “OK” to exit and use e-mail signatures.

 

2. Categorize the e-mails in Outlook to differentiate mails easily

 

• In Microsoft Outlook 2007, Goto Menu Edit –>Goto Categorize –> Select “All Categories” which will open a window to maintain categories associated with business mails or personal mails or work mails etc.,
• Add Categories of your preference and click “Ok” to save the categories.
• In Outlook select the mails you want to categorize –>Right Mouse Click –>Choose category and click to apply the category for the selected mails.
• You can categorize the e-mails, calendars, tasks, etc.,

 

3. sort emails easily: Sorting is a trick that we use rarely with Outlook 2007. Outlook is an advanced gridview showing all the mails. We can apply sorting feature on this outlook grid also.

 

• The Outlook grid shows mail details in columns with column headings such as “From”, “Subject”, “Received”, “Size”, etc.,
• Click once on these column headings to sort by either column “From” or “Sender” or “Subject” or “Received”  (to see mails order by received date / time)
• In order to reverse the sort, just click again on the particular column which will give in reverse sort order (from Z-A to A-Z / from A-Z to Z-A).

 

4. Formatting Column names: The columns like “From”, “Received”, etc., which are defaultly named in Outlook, can be formatted to our needs like “Sender”, “Mail Subject”.

 

• Right click on the Column header–>Select Format Columns
• Select each field and change the label, width & alignment too.

 

5. Enable Spell Check: We can have spell checker for Outlook which is built-in to check while we type and an option to enable checking mail for spelling mistakes before sending.

 

• In Microsoft Outlook, Goto Tools –> Click Options.
• In options window click “Spelling” tab.
• check the option “Always check before sending”
• Click “Ok”

 

6. Use Advanced Find: In Outlook 2007 we need to wait too long to search messages in the normal Search provided above the Outlook mail grid. Its annoying to scroll throught he search results to the search criteria. We can use the advanced Find option available in Outlook 2007.

 

• Click key combinations of Ctrl + Shift + F to bring up a dialog to give the search criteria.
• Choose options like searching only in the related fields of mails and search which saves a lot of time.

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