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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.
When you're about to leave the office, especially for a vacation or a long business trip, you might consider activating your Out of Office message. With this enabled, anyone who emails you will immediately receive an automated reply. You can use this to tell them when you will return or provide other useful information. I'll show you how to activate the Out of Office feature while you're still at the office and how to do it after you've already left. You can activate the Out of Office feature when you're in your Inbox from the Tools menu and then choose Out of Office Assistant.
The features that you see in this window will depend on the type of server and the version that you're connecting to for your email. To begin, I will choose to Send Out of Office auto-replies. Since we are connected to an Exchange 2010 Server, I can choose the start date and end date of my Out of Office message. I can specify different messages for those inside my organization and those outside. I recommend your message say the following: when you're leaving and returning, whether or not you'll be checking your email and voicemail and who to contact in your absence.
Wrap it up with a signature and you're set. If you're already out of the office and need to activate this feature, you probably can. This is especially useful if you've woken up and don't feel like coming into the office. If your organization has enabled Outlook Web Access, you can login to check your email and perform other duties. Again, your screen may look different depending on the software your organization has. Here we are running on Exchange 2010. In the upper right-hand corner, if I click Options, I can then choose to Tell people you're on vacation.
The Automatic Replies tab appears, and now I can set automated replies for both those inside my office and those outside. I will make the changes I need to and then hit Save. This feature is a great way to remind those you've emailed that you probably won't be reading their emails until you get back. And speaking of being away from the office, let's head to the next video and discuss working off-line.
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