Posts Tagged ‘2003’

Print Company and Client Telephone Directories in MS Outlook

Thursday, May 26th, 2011

MS Outlook is such a robust piece of software!  Did you know that you could print your company telephone directory or a client directory using Outlook?

The good news is that it is very easy to do and looks very professional.  The better news is that you can do it quickly using your Contacts list.

Follow the steps below to learn how:

  • Launch MS Outlook.
  • Click on Contacts, but if you have multiple e-mail accounts, be certain you go to the correct account unless you want to print a directory of all your contacts, in which case you can go to the section below.  But if you want to print only certain contacts in your directory, you will have to select them by clicking CTRL + those that you would to include.
  • In version 2003, click on File. In version 2007 click on the Office button or in version 2010, click on the File tab and click Print. As all of you know, I prefer using the quicker shortcut of CTRL + P.
  • In the Print Style list which is called Settings in version 2010, select Phone Director.
  • If you selected only certain contacts you want included, be certain that you go to Print Options and select the Only Selected Items radio button.

You can always choose to print a certain page or range of pages as well as more than one copy of your directory.

MS Outlook will create and print a very nice directory for you in alphabetic order. Each of your contacts will be listed in the order of last name, first name and phone number.  If your contact has multiple phone numbers, each will be listed with a description such as Office, Mobile or Home.

I think you are going to find this a real life save – quick and easy.  You will look like the office genius!  Let them think you figured it out all by yourself!  I won’t tell!

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Posted in Microsoft Office, MS Outlook 2010, Office Productivity, Outlook 2003, Outlook 2007 | No Comments »

Display From and BCC Fields in MS Outlook

Wednesday, May 25th, 2011

When I open MS Outlook and click on CTRL + N to open a new e-mail, a new blank e-mail message opens complete with a From and BCC (Blind Carbon Copy) fields displayed and ready for me to fill in.

I can use the From drop-down arrow to change e-mail accounts because I have more than one. The BCC field allows me to hide one or more recipients from the other recipients.

However, I get lots of mail from subscribers and readers who tell me that the From field is not visible in their new, blank e-mails. This simply means that you do not have more than one e-mail account and let’s face it, why would you need a From field if aren’t going to use it to change accounts?

In versions 2007 and 2010 it is fairly easy to display these two fields. As a matter of fact, it is a simple as clicking a button!

Follow the steps below to learn how:

  1. Open a new, blank e-mail.
  2. Click the Options tab and click the BCC and From options in the Show Fields group.

They are toggle options, meaning click to display and click to hide.

In version 2003, follow these steps:

  1. Using Outlook as the e-mail editor, click on View and select BCC Field and From Field.
  2. If MS Word is your e-mail editor, click the Options drop-down and select BCC and From.

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Posted in Microsoft Office, Microsoft Office Outlook, MS Outlook 2010, Outlook 2003, Outlook 2007 | No Comments »

Shortcut for Accented Letters in MS Word

Wednesday, January 13th, 2010

Most folks do not use accented letters in their documents in MS Word documents on a daily basis. However, you find that you will have the need to use certain words that require an accented letter at some point, (i.e., café, résumé, fiancé).

I am sure that most of you are aware that you can insert an accented letter in your document the long way:

  1. In versions 2007 and 2010 Insert tab in versions 2007 or 2010 or the Insert menu in version 2003.
  2. Click on Symbol.
  3. Locate the needed accented letter.
  4. Click it.
  5. Click Insert.
  6. Close the Symbol dialog box.

There is another method you could employ, which is a keyboard shortcut for that symbol, which is easy enough to create —

  1. Navigate to the Symbol menu.
  2. Click on the symbol you need.
  3. Click Shortcut Key.
  4. Press the key combo you would like to use.
  5. Make sure your key combination is not currently assigned to another shortcut.
  6. Click Assign.

 — but not always easy to remember if you do not use it on a daily basis!

Either of the above methods would work just fine for you, but as you know, I am a huge proponent of less time and less keystrokes. There is another shortcut that will insert your accented letter for you much more quickly and easily:

Depress Ctrl + ` + the letter of your choosing. For instance, if you want to type the word fiancé, you simply press Ctrl+’, release those keys and type the letter e.

The other option is to depress simultaneously (Ctrl + ` + e). Both options will give you the same result.

If you need a letter with a tildè (~) above it, use Ctrl + Shift +`. Using the Shift key gives you the tildè. Release and click the letter of your choosing and a tilde will now appear above it.

Depressing all keys simultaneously will not give you the same result for the tildè; instead it will give you an upper case letter.

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Posted in Microsoft Office, Office Productivity, Word 2003, Word 2007, Word 2010 | No Comments »