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In Outlook 2010 Power Shortcuts, author David Diskin shares an assortment of time-saving tips and tricks to maximize efficiency and productivity in Outlook 2010. 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 e-mails with hyperlinks to useful information on the web. Sometimes these hyperlinks can look ugly on an e-mail and cause confusion, but we're going to clean this up using the Insert Hyperlink feature. With this, you can link text to three things: a web page, a file on a shared network, and an e-mail address. Let me show you how. Start by writing your e-mail just as you normally would, but instead of typing some ugly long link, just type a word or phrase or something that can refer to what we will be linking to.
Using your mouse, select the word or phrase 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 Hyperlink or just press Ctrl+K. The most common method is to link text to a web site. Once you've brought up the Insert Hyperlink menu, you've got a few ways to indicate which web page you would like to link to. You want the web site address, or URL, to appear here. The easiest way is to use the Browsed Pages subfolder in the Insert Hyperlink dialog box.
This will display the web pages that you've currently visited, with the most recent at the top. Select the correct one and press OK. The second method is to use copy and paste manually. Here I'm going to select "about our company's history" and head over to our page on the Internet. By clicking into the address bar, I can press the shortcut key Ctrl+C to copy the address. When I return to Outlook, I can press Ctrl+K or click Hyperlink, and in the address bar, press the shortcut key Ctrl+V. After pressing OK, the selected text is now a hyperlink.
A third way is to just manually type the address, and this is great if it's a simple address, like www.lynda.com. If you want to give your recipient a handy link to e-mail someone, click the E-mail Address icon in the Insert Hyperlink dialog box. In the field provided, enter the e-mail address you want to text to link to, and optionally, enter a Subject line. Pressing OK turns the selected text into a link to the e-mail address you specified. Want to test your link? While you're editing your e-mail, you must hold down Ctrl while clicking a link to test it.
But don't worry. When your recipient opens the e-mail, 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 our web site. They'll really appreciate it, and it will make your e-mails look great. Ready for the last of our top ten tips? Let's check out number ten.
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