Posts Tagged ‘folder’

Print your Recurring MS Outlook Appointments

Friday, December 11th, 2009

Wouldn’t it be nice to have a handy list of appointments that you have scheduled for recurring events? One might think that would be available in MS Outlook but alas, it is not. There is, however,  a way to get around MS Outlook’s limitation and print out a list of those recurring appointments.

You can export your calendar to MS Excel!   Once you have done that, you can then sort and filter the list and then print it.

Follow the steps below to learn how:

To export your calendar to Excel:

  1. In Outlook, click on File | Import And Export.
  2. Select Export To A File from the Choose An Action To Perform list.
  3. Click Next.
  4. Select Microsoft Excel 97 – 2003 from the Create A File Of Type list.
  5. Click Next.
  6. Click Calendar in the Select Folder To Export From list.
  7. Click Next.
  8. Click Browse and navigate to the folder where you would like to save the workbook.
  9. Name your workbook.
  10. Click OK.
  11. Click Finish.

Specify the appropriate date range for your export.

Once MS Outlook completes the export, ope the workbook and click the Calendar tab.

If there is no tab visible named Calendar, you may have to click around some to find your Calendar items.

You can use a filter to exclude all but the recurring items and then sort the filtered results to arrange them as necessary.

You can now print your filtered list!

Tags: , , , , , , , , ,
Posted in Excel 2003, Microsoft Office, Microsoft Office Excel, Microsoft Office Outlook, Office Productivity, Outlook 2003, Outlook 2007 | 1 Comment »

SAVE YOUR REPLIES WITH YOUR ORIGINAL E-MAIL IN OUTLOOK

Thursday, May 21st, 2009

As you all know, I am all about saving time and keystrokes. You must be highly organized to run an efficient office and this little tip is but one more way to achieve that end.  This article will also be very well liked by law offices especially.

I am sure there have been instances when you go back and re-read an e-mail and you have to scratch your head and wonder what your response was when you originally received it. This little tip will show you how to never have that experience again!

In most law offices, folks create special folders for client specific e-mail.  You must have folders other than your Inbox for this particular trick to work, so that is a very good thing.

The reason law offices do this is so that when a client calls and they need to referencethe client’s  latest e-mail, they don’t have to scroll through hundreds of other of e-mails to find it.

Follow the steps below to learn how to save your repleis with your original e-mails.

  1. Make sure that you have a special folder other than your Inbox to store client specific mail.
  2. Click on Tools | Options.
  3. At the top of the dialog box that opens, under the Preferences tab, under E-mail,  click on E-mail Options.
  4. Once that dialog box opens, under Message Handling, click the Advanced E-mail Options.
  5. Under Saved Messages, select In Folders Other than the Inbox, save replies with original message.
  6. Click OK three times to exit and you are finished.

Now, when you open up a particular client folder, you will not only find your original e-mail from them, but also your reply to that e-mail.  There will be no more guessing!

You may want to take a look around at the other options available to you under the Advanced E-mail Options even if just to make yourself more familiar with them.

Tags: , , , , , , , , , , ,
Posted in Microsoft Office, Microsoft Office Outlook, Office Productivity, Outlook 2003 | No Comments »

Open Multiple Files at Once in MS Office

Friday, February 27th, 2009

I am a multi-tasker. I almost always have several applications open at any one time, for instance, when I am creating my newsletter! So, in the interest of saving time, I usually open all of these documents, spreadsheets, etc. all at once.

Follow the steps below to learn how:

  1. Click on File | Open, or in 2007, click the Office button and Open. You can also use the keyboard shortcut CTRL + O.
  2. Find the files you would like to open.
  3. If the files are contiguous, click on the first one to highlight it and then depress your Shift key and while still holding it down, click on the last item in your list.
  4. If the files are NOT contiguous, simply click on the first one and then depress your CTRL key and keep it held down while you select your other files.
  5. Once you have selected your files, click on Open.

NOTE: These files must all reside in the same folder for this method to work.

Tags: , , , , , , , , , ,
Posted in Microsoft Office, Office Productivity | No Comments »