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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.
Whenever you compose an e-mail in Outlook and let it sit idle for a few minutes, Outlook saves the message as a Draft automatically. It ends up in the Drafts folder. This is great in the event that your computer crashes, or if you're just not ready to send the message because you're waiting on something. But there are two other tricks waiting to be discovered with the Drafts folder that I'll discuss here. First, you should know that you can force Outlook to save the message as a draft just by clicking the Save icon or pressing Ctrl+S. With my message saved as a draft, I can close the window and head over to my Drafts folder.
Here it is, ready to go. To send a message in your Drafts folder, just double-click to open it, finish it, and hit Send. But that brings me to my first unusual tip. One unusual way to use the Drafts folder is when you to send a similar message more than once to a number of recipients. Outlook and Word can be used together to create some really powerful merge and form letter results. But the trick I am going to show you is a bit faster when you just have something simple. After creating my message, I am going to save it to the Drafts folder and then close it.
From here, I'll select the message and copy it with Ctrl+C. Since I want to send it to six different people, I am going to paste it five more times with Ctrl+V. Now, I can just open each message, customize it, and send it off. Now, the second unusual way to use the Drafts folder is more of a job-safety mechanism.
We all know that e-mail isn't the best place to vent your anger, so one thing that the Drafts feature can do for us is hold a message for a little while longer. If you even remotely suspect that your e-mail is more emotional than it should be, you might consider just hitting Save instead of Send and then returning to it later after you've cooled off.
To conclude our chapter on composing e-mails, I'll cover a trick to hold e-mails in your Outbox. Let's check it out!
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