Tips & Tricks

For Microsoft Office Outlook 2003

**Create a Calendar Item Quickly**

-   Drag and drop a message from the InBox onto your calendar in the
    folder list to create an appointment on your calendar.

**Quick Access**

-   Right-click on the Calendar and click Open in New Window. This will
    open the calendar in a separate window.

**Rules to Live By**

-   You can quickly create simple rules to move messages into specific
    folders from specific recipients.

    -   ![](media/image1.png){width="0.28125in"
        height="0.2604166666666667in"}Select a message from that
        recipient.

    -   Click the Create Rule button on the toolbar.

    -   Click the From box.

    -   Click the Move e-mail to folder: box.

    -   Click the Select Folder... button to specify the folder in which
        to move the messages when they arrive.

![](media/image2.png){width="3.625in" height="2.3958333333333335in"}

**Color My World! (Color-code Your Messages)**

-   Click Tools, Organize.

-   Click Using Colors.

-   Click an e-mail message in your Inbox, and you will find the name of
    the sender displayed in the Color messages box. Or, you can type the
    name in the Color messages box yourself.

-   Select a color from the list.

-   Click Apply Color.

-   Click the Organize button (if necessary) to close the Organize box.

  --- ---------------------------------------------------------------------
     **Color messages** ![](media/image3.wmf)in Apply Color

  --- ---------------------------------------------------------------------

**Order in the Inbox! (Sorting)**

-   To quickly and easily sort by a specific field, click on that field.
    To sort in reverse order (descending order), click the field again.

![](media/image4.png){width="7.0in" height="0.39791666666666664in"}

**Choose Your Field**

-   Add fields to a folder display

    -   In the Inbox, right-click on one of the fields (From, To, or
        Subject) and click on Field Chooser.

    -   Click and drag any of the fields from the Field Chooser box onto
        the bar next to an existing field. You can also remove fields
        from the bar by dragging the field to the Field Chooser box.

![](media/image5.png){width="1.4541666666666666in"
height="2.517361111111111in"}

**Who are you sending to??** (mill; shaef; mwahelp; diane str)

-   You DO NOT need to enter the full address or name of the recipient
    of your e-mail message if they are in the global address list or in
    your contact list. Simply type part of their name and press tab to
    move to the next box. Then, press Ctrl-K or click the Check Names
    button on the toolbar to resolve the address.

**Moving People Around** (Dragging Addresses Between To, Cc, and Bcc
Fields in Outlook)

-   When composing or replying to an e-mail message in Outlook, you can
    easily rearrange the names of the people receiving the message by
    dragging their e-mail addresses between the To, Cc, and Bcc address
    fields.

**Link Up** (Entering hyperlinks into an e-mail message)

-   Create a hyperlink in an e-mail message by typing the link and
    pressing the space bar or the Enter key.

**DON'T Open Outlook to Send Your Office Document!**

-   In the document, click File, Send To, Mail Recipient (as
    Attachment).

-   Fill in the Recipients, Subject, and message boxes and click Send.

**OR if you have Word, Excel or PowerPoint 2003:**

-   On the Standard toolbar, click E-mail.

-   In the To and Cc boxes, enter the recipient names separated by
    semicolons.

-   By default, the name of the document appears in the Subject box. If
    you want, you can type your own subject name.

-   Click Send a Copy.

**Save Me!** (Drag & Drop File Attachments)

-   In the Preview Pane of the message, click on the attachment and drag
    and drop it into a folder on your computer such as My Documents.

**Save All of Us!!** (Save Multiple Attachments Simultaneously)

-   Click Save Attachments on the File menu.

-   When the Save All Attachments dialog box opens, click OK.

-   Then select the folder where you want to save all of the files and
    click OK.

**Send It Again!** (Sending the same message to the same recipients
again)

-   Open the message.

-   Click the Actions menu.

-   Click Resend this message\... A new message is created and can be
    altered before sending.

**UNSEND!** (Recall a message that you've sent)

-   Open your Sent Items folder.

-   Double-click the message you want recalled.

-   On the Actions menu, click Recall This Message.

-   To recall the message, click Delete unread copies of this message.
    To replace the message with another one, click Delete unread copies
    and replace with a new message, click OK, and then type a new
    message.

-   To be notified about the success of the recall or replacement for
    each recipient, select the Tell me if recall succeeds or fails for
    each recipient check box.

**What's their 411**? (Forward an Outlook Contact)

-   Send contacts to other people by right-clicking on the contact you
    want to send and then click Forward. A new e-mail message will be
    created with that contact included as an attachment. Enter the
    e-mail address of the people you want to send the contact to and
    click Send.

-   When the recipients receive the contact, all they have to do is to
    drag the attachment onto onto the Contacts folder and it will be
    added automatically to their contacts list.

**I Know Where You Live!** (Mapping an address using Outlook and the
Internet)

-   In Contacts, double-click the contact whose address you want to
    locate.

-   Choose the address you want to find on a map---Business, Home, or
    Other.

-   On the Actions menu, click Display Map of Address. Your Web browser
    will open up and display a map of the contact\'s address using the
    MSN.com maps web site.

-   Click OK.

**Display Nonconsecutive Dates in Outlook Calendar**

-   On the right side of the window in the Date Navigator (the small
    calendar that displays the current month), click the first date you
    want to view.

-   While holding down the CTRL key, click any other dates you want to
    view. (To remove a date, click it again.) You can display up to 14
    nonconsecutive days.

**Using Plain English on a Date Field** (AutoDate)

-   Type "next week" or "Christmas" in a date field and Outlook will
    format the date automatically for you. You can also type in a firm
    date such as the following: 9-25 or 10/05/04

**Moving Appointments**

-   Drag and drop any appointment on to a date on the date navigator
    (monthly calendar on the left) to reschedule.

**Over Quota?!** (Checking Folder Size)

-   All employees receive 100 MB of online storage space. To see how
    much has been used:

    -   Right-click on the folder (Inbox).

    -   Click on Properties.

    -   Click on the Folder Size button.

    -   Check the Total Size.

**Out with the old, in with the new** (Archiving)

-   Click File, Archive.

-   In the archive dialog box, click the folder to be archived.

-   Click the drop box to specify a date for archiving.

-   VERY IMPORTANT: Click the browse button to specify a location for
    the archived file and give the file an appropriate name with a .pst
    extension.

-   Click OK.

![](media/image6.png){width="2.688888888888889in"
height="2.9604166666666667in"}

**UNDELETE!!**

-   Have you ever deleted mail from your Deleted Items folder and then
    wanted to retrieve it? In most cases, you can with Outlook 2003.

    -   In the Folder list, click Deleted Items.

    -   On the Tools menu, click Recover Deleted Items.

    -   Click the item you want to recover. To select multiple items,
        click the first item, and then hold down CTRL and click
        additional items.

    -   Click the Recover Selected Items button.

-   The items will be returned to your Deleted Items folder and then you
    can move them to other folders. Some items may no longer be
    recoverable because your system administrator has limited the amount
    of time to two weeks that deleted items can be stored on the server.

**Cruisin' the Web through Outlook**

-   On the top toolbar, right-click and select Web to select the Web
    toolbar.

-   In the Address box (located on the web toolbar), type the address
    for the web page you want to display, and then press Enter on the
    keyboard or click Go.

-   To return to the Outlook folder you selected prior to viewing the
    web page, click the Back button on the Address Bar.

**Help Me!**

-   Press F1

-   MWA Help Desk (mwahelpdesk@ars.usda.gov)

Inbox and Messaging Keyboard Shortcuts:

  ----------------- -----------------------------------------------------
  **Press**         **To**

  Ctrl+Shift+I      Switch to Inbox.

  Ctrl+Shift+O      Switch to Outbox.

  Alt+Enter         Display message properties

  Ctrl+A            Mark All

  Ctrl+Shift-B      Open Address Book

  Ctrl+C            Copy selected text

  Ctrl+D            Delete selected message

  Ctrl+E            Opens People Search Dialog

  Ctrl+F            Forward to selected message

  Ctrl+Shift+F      Open Message Search Dialog

  Ctrl+G            Follow-up to newsgroups

  Ctrl+N            Create new message

  Ctrl+P            Print selected messages

  Ctrl+R            Reply to the author of selected message

  Ctrl+Shift+R      Reply to author and all recipients of selected
                    message.

  Ctrl+U            Display next unread message

  Ctrl+\<           Display previous message

  Ctrl+\>           Display next message

  Ctrl+F2           Open message body in Notepad

  Ctrl+F3           Display message source code

  Esc               Close window
  ----------------- -----------------------------------------------------

  ----------------- -----------------------------------------------------
  **Press**         **To create or open this item**

  Ctrl+Shift+A      Appointment

  Ctrl+Shift+C      Contact

  Ctrl+Shift+E      Folder

  Ctrl+Shift+J      Journal entry

  Ctrl+Shift+L      Distribution list

  Ctrl+Shift+M      Message

  Ctrl+Shift+Q      Meeting request

  Ctrl+Shift+N      Note

  Ctrl+Shift+K      Task

  Ctrl+Shift+S      Post in this folder

  Ctrl+Shift+U      Task request
  ----------------- -----------------------------------------------------

Calendar Keyboard Shortcuts:

  -------------------------------- --------------------------------------
  **Press**                        **To**

  Day/Week/Month view              

  Alt+# (1-9)                      View from 1 through 9 days

  Alt+0 (Zero)                     View 10 days

  Alt+Hyphen Sign                  Switch to weeks

  Alt+Equal Sign                   Switch to months

  Ctrl+Tab Or F6                   Move between Calendar, TaskPad, and
                                   the Folder List

  Shift+Tab                        Select the previous appointment

  Left Arrow                       Go to the previous day

  Right Arrow                      Go to the next day

  Alt+Left Arrow                   Move selected item to the previous day
                                   when multiple days appear

  Alt+Right Arrow                  Move selected item to the next day
                                   when multiple days appear

  Alt+Down Arrow                   Go to the same day in the next week

  Alt+Up Arrow                     Go to the same day in the previous
                                   week

  For Day view                     

  Home                             Select the time that begins your work
                                   day

  End                              Select the time that ends your work
                                   day

  Up Arrow                         Select the previous block of time

  Down Arrow                       Select the next block of time

  Page Up                          Select the block of time at the top of
                                   the screen

  Page Down                        Select the block of time at the bottom
                                   of the screen

  Shift+Up Arrow Or Down Arrow     Extend or reduce the selected time

  With The Cursor In The           Move an appointment
  Appointment, Alt+Up Arrow Or     
  Down Arrow                       

  With The Cursor In The           Change an appointment start or end
  Appointment, Alt+Shift+Up Arrow  time
  Or Down Arrow                    

  Alt+Down Arrow                   Move selected item to the same day in
                                   the next week

  Alt+Up Arrow                     Move selected item to the same day in
                                   the previous week

  For Week or Month views          

  Home                             Go to the first day of the week

  End                              Go to the last day of the week

  Page Up                          Go to the same day of the week in the
                                   previous week (or 5 weeks previous if
                                   viewing by month)

  Page Down                        Go to the same day of the week in the
                                   next week (or 5 weeks ahead if viewing
                                   by month)

  Alt+Up, Down, Left, Or Right     Move the appointment up, down, left,
  Arrow                            or right

  Shift+Left, Right, Up, Or Down   Change the duration of the selected
  Arrow; Or Shift+Home Or End      block of time

  For Date Navigator               

  Alt+Home                         Go to the first day of the current
                                   week

  Alt+End                          Go to the last day of the current week

  Alt+Up Arrow                     Go to the same day in the previous
                                   week

  Alt+Down Arrow                   Go to the same day in the next week

  Alt+Page Up                      Go to the first day of the month

  Alt+Page Down                    Go to the last day of the month
  -------------------------------- --------------------------------------