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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.
Everyone likes things their own way and Outlook is happy to provide plenty of options to make that happen. Here I'll show you three useful tricks for customizing an Outlook folder. I'm going to use the Inbox, but you can make these changes to just about any folder you want. Outlook keeps track of each folder settings individually. Let's start with something simple, sorting. You can change the sort order or arrangement of the items in a folder by interacting with the column headers. If the folder listing is narrow, you can pull down the Arranged By menu and choose to sort the listing by any of the items shown.
For example, if I click From, all the items in the Inbox are sorted by who they're from. I can pull-down the menu again and choose to sort by Attachments. Those items with attachments are shown on top and without below. If the folder listing is wide because you've turned Off the Reading Pane, then you simply click on the column you wish to sort by. If I click on Received, the data is sorted by the receive date. If I click Size, the data is sorted by the size of the item. Note that if you click a column heading a second time, the data sorts in the opposite order.
For example, if I click Received, it's now sorted by date. If I click it again, it's sorted reverse by date with the oldest items on the top of the list. And here is a handy tip. Once you've sorted, you can type a letter to jump to the first occurrence of that letter in the column you're sorting by. For example, if I sort by from and then hit the letter J, it will jumps straight to emails with someone whose name starts with J. If I press K, it will jump me straight to the Ks. You'll notice then messages are always grouped by who they're from.
If I click to sort by Received date, messages are grouped by their date, for example Yesterday, Thursday, Last Week, and Two Weeks Ago. This is the default option, but it can be turned off. To turn this off right-click in the heading, choose Arrange By, and then uncheck Show in Groups. And for our third tip, I like to tell you how you can increase the font size of the items displayed in your Inbox. On larger monitors squinting to read your Inbox can get frustrating real quick. We can increase the font size with the simple tip.
Right-click on the column headings, choose Customize Current View, and then click on Other Settings. Here you can adjust the Column Font and Row Font of the items displayed in your Inbox. I'll change the Column to 10 and the Row to 10 and when I press OK and OK again, all the items in the Inbox now displayed larger. So now that we've made ourselves at home, let's go ahead and throw out the junk. In the next video, I'll give you some easy ways to delete those old emails.
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