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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.
No one likes repeating themselves, and it's even worse when you are retyping something over and over for different people. How many times have you written out directions to the office or sent the same canned message to someone interested in your services? Since the default e-mail editor in Outlook 2010 is actually Microsoft Word, you can use Word's Quick Part feature for pre-typed responses. To create a Quick Part entry, start by typing an e-mail exactly the way you want to send it. Use your mouse to select the entire entry that you want to repeat over and over.
Then on the Ribbon choosing Insert tab, pull down the Quick Parts menu, and choose Save Selection to Quick Part Gallery. Provide a short meaningful name and then press OK. To recall the quick part entry that you created sometime later, go ahead and create a new e-mail or apply to an existing one, and place your cursor where you'd like the quick part entry to be inserted. From the Insert tab, pull down the Quick Parts menu, and you'll see the Quick Parts that you've created in the list.
Choose the one you like to include, and you are done. Your Quick Part entry doesn't have to be short either. You can select an entire letter, complete with formatting, like bold, alignment, and a graphic image, and save it as a Quick Part. If you'd like to delete a Quick Part entry, you can right-click on it from the Quick Part Gallery, choose Organize and Delete, and with that entry already selected, press Delete, and then 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.
You'll be prompted to overwrite the previous one. There is also no limit to how many Quick Parts you can create, so set one up and enjoy the extra time you'll save with your new pre-written messages. We are almost done with our top ten tips; onward to number nine.
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