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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.
There's a lot more to addressing a recipient than just clicking the big To button. I'll cover how to address an email using your address books in three different ways with a few little tricks. So yes, if you click the To button, your address book appears. If you start to type someone's name Outlook will automatically jump to whatever you typed. There are also some simple but limited search capabilities within this window. Note that if you want to select multiple recipients, you can Ctrl+Click on their names and then click either to Cc or Bcc.
You've probably already noticed that if you start to type someone's name as a recipient, Outlook will auto complete that for you. You can use Tab to finish the auto complete. This is great but it's also misunderstood. The names do not come from your address book but rather a list of people you've emailed in the past. You can't edit the list directly without a third-party tool, but you can delete someone off the list. Just partially type their name, use your arrow keys to select the one you want to remove and then press Delete.
That person is removed from the list and they won't appear unless you email them again. When you're in a large organization, you can put the global address book to work for you. If you type the name or partial name of anyone in any address book, Outlook will attempt to match it for you. Here I'll type Alma. Notice the auto complete didn't pick anybody up, but if I continue on and write the subject, it automatically found Alma in my address book. It looks at your default list first and then the rest of the books. If more than one person from the same list matches your entry, you may need to specify who you're referring to.
Notice the red squiggle underneath Maria's name. I can right-click on Maria and choose which Maria or Marian I've intended. This method is usually a little faster than clicking the To button, but you should always double check to see just who Outlook found as a match. Next, we'll talk about addressing groups of people and some big shortcuts we have to save time selecting groups of recipients.
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