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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.
Whenever you compose an email in Outlook and let it sit idle for a few minutes, Outlook saves the message as a draft. It ends up in the Draft folder. This is great in the event that your computer crashes or if you're not ready to finish the message. But there are two other tricks just waiting to be discovered that I am going to discuss here. First off, you can force Outlook to save the message as a draft at any time by clicking on the Save button or pressing Ctrl+S. With a message saved I can close the window by clicking X or pressing Escape and if I look at my Drafts folder, I will see it there.
The first unusual way to use the Drafts folder is when you need to send a similar message more than once to a number of recipients. Outlook and Word can be used to use a mail merge, but here we are going to do something real simple. After creating my message and saving it to Drafts, I am going to select it, hit Copy or Ctrl+C, and then since I want to send this to six people, I will hit Paste. That's Ctrl+V five more times. Now I have six identical messages in my Drafts folder.
Now with my six identical drafts, I will open up one of them, address it, customize it, and hit Send. I will repeat the process for each message until I'm finished with the last one and hit Send. The second unusual way to use Drafts is more of a job safety mechanism. We all know that email isn't the best place to vent your anger and with the Drafts folder we can let it hold that anger in for just a little while longer.
If you even remotely suspect that your email is a little more emotional than it should be, you might consider just hitting Save instead a Send. Later on maybe after you've cooled off, you can go back to that email, edit it, and then send it off. To conclude our chapter on composing emails, I will cover a trick to hold messages in your Outbox. Let's check it out!
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