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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.
I'll cover how address an e-mail using your address books in three different ways, with a few little tricks along the way. Number one, if you click the To button, the default address book appears. If you start to type someone's name, you can jump straight to it. There are also some limited but useful search capabilities if you really can't find the person in the list. Note that if you want to select multiple recipients, you can Ctrl+Click on their names and then click To, Cc, or Bcc.
Number two, AutoComplete. No doubt, you've already noticed that if you start to type someone's name, Outlook will automatically complete it for you. This is great, but it's also very misunderstood. The names do not come from your address book, but rather an inaccessible list of people that you've e-mailed in the past. You can't edit the list without a third-party tool, but you can delete someone off the list. Use your arrow keys to move up and down, and then press Delete to remove them from the list.
And remember that when using AutoComplete, you can also just use your arrow keys to select the person you want and hit Tab to finish the typing. Number three, name recognition. When you're in a large organization or if you have a large address book, you can put it to work for you. If you type the name or partial name of anyone in any of your address books, Outlook will attempt to match it for you. I'll type Brian and then move on to the subject. After giving Outlook a moment to scan your address books, it will automatically match the name you entered with the name it found.
It looks at your default list first and then the rest. Now for more then one person from the same list matches what you've typed, you may need to right-click on the text and choose the correct person. Notice how when I typed Rob, I got the red squiggle, similar to a spelling mistake in Microsoft Word. I'll right-click on Rob, and choose the Robbie that I 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 available to save time selecting groups of recipients.
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