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Free tips and tricks for using Microsoft Office and Windows

Microsoft Outlook

Microsoft Outlook is more than just an email program!

Explore the features which can take you from basic use to an Outlook ninja! See how to create a usable storage system, work with additional time zones, reuse text quickly when responding to emails, or create your own email templates.

What are you waiting for? Save time and check out these awesome articles…

How to display a second time zone in your Outlook Calendar

How to display a second time zone in your Outlook Calendar

For anyone with friends, relatives or colleagues living in a different time zone, it can be a fun maths game to work out what the time is where they are located. Personally I'm having to do this now after a ...
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How to Mail Merge bulk emails in Word

How to send bulk emails using Mail Merge in Word

For the most part, I find people have heard of a Mail Merge. The process of combining a list of contacts with a letter which you can then merge together and print. Did you know that you can also use ...
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Create folders to store emails in Outlook

Create folders to store emails in Outlook

Inspired by my achievement this week of reducing the number of emails in my inbox from over 1,000 down to 296, I thought it would be a great idea to touch on the processes of how to store emails in ...
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How to reuse text and images using Quick Parts in Outlook

How to reuse text and images using Quick Parts in Outlook

As a business owner, I spend a significant amount of time responding to and sending email messages. Often I need to respond to the same question once or twice a week. Instead of going into my Sent Items to copy ...
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Free up mailbox space and download email to Microsoft Outlook

Free up mailbox space and download email to Microsoft Outlook

I’ve encountered more than a few clients now who have run into issues with their allocated mailbox space. Depending on your hosting provider, you could be provided with email storage from 250MB to 10GB. The more space we have, the ...
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Scan Microsoft Outlook for errors using Inbox Repair Tool

Scan Outlook for errors using the Inbox Repair Tool

If you have tried to open your Microsoft Outlook client and have received an error relating to your .pst file then you have come to the right place. The Inbox Repair Tool is a utility included with Microsoft Outlook which ...
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How to create a new contact in Outlook

How to create a new Contact in Outlook

Microsoft Outlook gives you the ability to create and manage contact details in a personal address book. Because Outlook encompasses email, contacts, scheduling and more, you can utilise these features across any task you are performing which is associated with ...
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Create your own custom email template in Outlook

Create your own custom email template in Outlook

For anyone who sends emails on a regular basis, you may find yourself sending the same information over and over. This is especially relevant for people running a business and it is this situation where email templates can come in ...
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How to create a recurring appointment in Outlook

How to create a recurring appointment in Outlook

I don't know about you, but I have many appointments which repeat on a regular basis. I for one, certainly do not want to have to put those into my calendar one by one, it would take a long time. This ...
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How to open any Microsoft Office program

How to open any Microsoft Office product

For those starting out using Microsoft Office and even for those familiar with the programs, our computers can sometimes be a treasure trove full of so many programs that it's impossible to find the one we want. Being able to ...
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The Best Keyword Shortcuts for Outlook

The best keyboard shortcuts in Microsoft Outlook

Anyone who has ever attended training with me, or even anyone who has read my other "shortcut key" posts, will know that I am a big fan of keyboard shortcuts. Anything that can improve efficiency and workflow is a good ...
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How to copy formatting using Format Painter

How to copy formatting using Format Painter

Whenever I conduct a training course in any of the Microsoft products, I always touch on the Clipboard group of tools. These include the Cut, Copy and Paste functions and almost all users have some type of experience using these ...
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Create a rule to move email to a specified folder

In this age of email and the internet, we tend to find our inbox can get clogged with a lot of email from various different sources. A great way of sorting through this content is using the built-in rules available ...
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Back up email within Outlook

Backup your Email folder in Outlook

I’ve now published several articles where I discuss the importance of backing up the data on your computer (See Backing up your files – a vital step to securing your data); and part of that process should also include backing ...
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Change a Contacts Display Name in Outlook

How to customise the display of a Contact’s name in Outlook

When we are forced to spend vast amounts of our working day using email, it’s important that we are able to configure and utilise the features to the best of our ability. Often it’s the small things that can make ...
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How to create a screenshot using Office or Windows

For years I have been creating screenshots for various reasons; for use in training courseware; to illustrate to a remote user a button I want them to press; to relay information about a technical problem or error, and the list ...
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Create a distribution list in Microsoft Outlook

The use of email for most people has become a daily occurrence. Companies and organisations rely heavily on the use of email for correspondence with both internal and external contacts. One aspect of email which can provide great time saving ...
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Microsoft Clipboard - a hidden treasure

The Office Clipboard – a hidden treasure

A common feature used within all of the Microsoft Office applications is the cut, copy and paste feature. I personally use this A LOT. The ability to cut, copy and paste within any of the applications and also between different ...
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Set up a POP and IMAP account in Outlook

Setup a POP or IMAP email account in Microsoft Outlook

The first step to using Microsoft Outlook is setting up and configuring your email account. Whether you wish to access an email account through your workplace or one available through your internet provider you will need to know how to ...
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Forward emails to colleagues in Outlook

Create a rule to forward email to colleagues in Outlook

Microsoft Outlook has the ability to be able to set up rules that allow you to create an action that Outlook will make on your behalf. Rules can be a great method to assist you in managing your incoming and ...
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Quick Access toolbar customisation

Customise the Quick Access Toolbar

At the start of almost every Microsoft course I teach, I discuss the options you have to customise any of the Microsoft Office products. The Quick Access toolbar (QAT) is right up there on my list of favourite ways I ...
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Add an RSS feed to Outlook

Add an RSS feed to Outlook

I am often asked during Outlook and WordPress training courses to explain what an RSS Feed is and does. In this post, I hope to give people insight into RSS and how you can use this to receive updates on ...
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Speed up email in Outlook

Emails are delayed, speed them up!

A common complaint I hear in relation to email is that email is too slow to appear in the inbox. With current technology, we expect instant response and instant receipt. I have often received an email or phone call advising ...
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Forward a contact in Outlook

Forward a Contact card using Outlook

Microsoft Outlook provides a great solution for managing your email, contacts, calendar, and to do lists all within the one location. In cases where I need to send contact information to other associates or colleagues, I utilise the built-in features ...
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Email Tracking Options in Microsoft Outlook

Email Tracking Options in Outlook

Microsoft Outlook allows you to assign two email tracking options within an email message. The options include a delivery receipt and/or a read receipt. It is useful to know the difference between these two options and any limitations in how ...
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Create a signature in MS Outlook

Create a signature in Outlook

These days the use of a signature within an email message is considered standard practice, especially in any corporate environment. Signatures can provide an email user with time-saving possibilities whether you are a home user, small business or corporate user ...
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Using AutoCorrect in Microsoft Office

How to use AutoCorrect in Microsoft Office

Microsoft Office provides features which help to reduce typing errors whilst you work. AutoCorrect is one of those features and is set up by default to correct common spelling and punctuation errors. Errors including irregular capitalisation, or commonly misspelt words ...
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