Outlook Tips

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Instructions For Import & Export using Microsoft Outlook

This tip was contributed to the newsletter by Kristy McPherson from Claremont College. Kristy recently completed a Vocational Placement with The Quill.

  • From the File menu select Import and Export.

The Import And Export Wizard is displayed.

  • From Choose an action to perform select Export to a file.

  • Click Next.

  • From Create a file of type select Microsoft Excel or Comma Separated Values

  • Click Next.

  • From Select folder to export from select Calendar.

  • Click Next.

  • In the Save exported file as: type an appropriate file name.

  • Click Next.

  • Click on Map Custom Fields.

  • Click on the Clear Map button.

  • Drag and drop the fields to be exported over to the right side of the dialog box.

  • Click OK.

  • Click Finish.

  • Enter the Date Range required.

  • Click OK.

Calendar has now been successfully exported.
Keyboard Shortcuts

Outlook aims to be an all-in-one organizer. It has lots of facets that you want to get to quickly.

There is a keyboard shortcut to let you jump to the Inbox and Outbox in an instant.

  • Inbox Ctrl + Shift + I

  • Outbox Ctrl + Shift + O

Unfortunately there are no shortcuts for the other major parts of Outlook.
Creating in Outlook

Things are a bit better when it comes to quickly creating new items in Outlook. You can open new email messages, notes, appointments etc in a flash with these keystrokes:

  • Email - Ctrl + N

  • Note - Ctrl + Shift + N

  • Appointment - Ctrl + Shift + A

  • Contact - Ctrl + Shift + C

There are more - you can see them by choosing File | New and look down the list - there should be a shortcut listed next to each menu item.
Add Notes to Messages

In Outlook 2000 and 2002, an open, received message acts as a read-only form--new text can't be added and the existing message content can't be changed. To get around this, some users will forward a message to themselves and add notes to the forward copy. They don't realize they can edit messages without sending them.

Instead of this roundabout way, show your users how to edit an open message. To add notes to a message:

  • Open the message and choose Edit4Edit Message.

  • Outlook unlocks the form and allows users to type in the body of the message and add whatever content they want: text, images, or other data.

  • To help users keep their notes separate from the original message, advise them to use a different colour or font for their notes.

  • When the user is finished adding the data, save changes by choosing File | Save.

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