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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.
No one likes repeating themselves and it's even worse when you're retyping something over and over for different people. How many times have you written out directions to the office or sent out the same canned message to someone interested in your services? Since the default email editor in Outlook 2007 is actually Microsoft Word, you can use Word's Quick Part feature for pre-typed responses. To create a Quick Part entry, first type it exactly as you want to save it. Then select all of your content as if you're going to copy and paste it, but instead click the Insert tab from the Ribbon.
From here, pull-down the Quick Parts menu and choose Save Selection to Quick Part Gallery, and in the dialog box that appears gives your text a meaningful name. Don't worry about the other fields yet. When you've given it a name, just press OK. You've just created your first Quick Part entry. So now let's continue on as if it's a couple days later and you're ready to use this content again. I'll begin by creating a new message, placing my cursor where I want the content to appear, and now instead of typing all of that all over again, I'll return to the Insert tab, pull down the Quick Parts menu, and you can see a preview of the Quick Part entry that I created earlier.
Clicking on it inserts the text where our cursor was. Your Quick Parts entry doesn't have to be short either. Observe that I can select an entire letter and save it as a Quick Part complete with formatting and then recall it later. In fact, you can store formatting, hyperlinks, even images all as part of the entry. This time I'm going to create a brand new message and in the body of the message insert my company logo. Just as before I'll select the logo, use the Insert tab and the Quick Parts menu to save that selection to the Quick Part gallery.
I'll give it a name and press OK. Now, anytime I need to use my logo I can simply place my cursor, pull down that menu, and insert it. If you wish to delete an entry, you can right-click on it from the gallery and choose Organize and Delete. The entry will already be selected. Just click Delete from the bottom and say Yes. There is no way to edit a Quick Part entry, but you can insert one, change it, and then save it again with the same name as before.
Outlook will prompt you to overwrite the previous entry. There is also no limit to how many Quick Part entries you can create. So set a few up and enjoy the extra time you'll save with your new prewritten messages. We're almost done with our top ten tips. Onward to number nine.
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