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In Outlook 2007 Power Shortcuts, author David Diskin shares an assortment of time-saving tips and tricks to maximize efficiency and productivity in Outlook 2007. The course covers tips for organizing and sending email, working with tasks, scheduling appointments, and maintaining contact lists. Also included are tutorials on email etiquette, Outlook customization, and much more. A quick reference guide to shortcut keys accompanies the course.
We often send emails with hyperlinks to useful information on the web. Sometimes these hyperlinks can look ugly on an email and cause confusion. But we're going to clean up this email using the Insert Hyperlink feature. With this you can link text to three things: a webpage, a file on a shared network and an email address. Let me show you how. Start by writing an email just as you normally would, but instead of some ugly long link, just go ahead and type a word or phrase or something that can refer to what you will be linking to.
Using your mouse select the word or phrase that you want to make into a link, as if you're going to change its font or make it bold. Now from the Insert tab, choose Insert Hyperlink, or press Ctrl+K on your keyboard. The Insert Hyperlink menu will appear. Use the menu on the left to decide what you're going to be linking to. An Existing File or Webpage, a Bookmark, in other words a place in this document, a New Document or someone's email address. For now we're going to link the text I selected to a YouTube video. So I'll choose Existing File or Webpage.
You want to type the address or URL of the page here. An easiest way to do this is to use the Browsed Pages menu here. This displays all of the websites I've recently visited. If I click on the YouTube link here, the address automatically appears in the Address field. Clicking OK inserts the hyperlink to the text I had selected. Let me show you one other way that we can insert a hyperlink into an email. Instead of this long ugly URL, I'm going to select "our company's history." Behind me is an Internet Explorer with this page currently selected.
I'm going to click on the URL, right-click, and choose Copy, and then return back to my email. With this text selected I'll click on hyperlink like before and in the Address field I'll right-click and choose Paste or use the shortcut key, Ctrl+V. Clicking OK turns that selected text into a link. You probably already notice that Outlook automatically turns a typed email address into a hyperlink, but if we want to make things look nicer we can select text, such as "my boss," use the Insert Hyperlink feature and then click on email address.
Here I can type someone's email address or click one that's already been used recently, and then press OK. That turns the selected text into a clickable link, and when they click on it, it will automatically launch a new email. Now I can get rid of the email address here and make my email look nicer. If you'd like to test your link, you're going to have to hold down the Ctrl button while clicking on the link. (Music Playing) But don't worry. When your recipient opens the email, they will only need a regular click to be taken to its destination.
Give this a try the next time you're directing someone to a website. They'll really appreciate it and it will make your emails look great. Ready for the last tip? Let's check out tip number ten.
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