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In Outlook 2010 Essential Training, author Karen Fredricks provides in-depth instruction on the key features of Outlook 2010. The course shows how to master fundamental Outlook features including sending and receiving email, creating an address book, and scheduling activities and tasks. It also covers basic administrative tasks including backing up the data file, setting up email accounts, and organizing data both manually and automatically.
Don't you just hate saying the same thing over and over again? Two Outlook features work behind the scenes to automate your routine emails: AutoCorrect and Quick Parts. The idea behind these tools is that you can work and be brilliant for a moment or two, and then sit back, relax and let Outlook do the heavy lifting. And by the way, when we start going into the AutoCorrect feature, these features can also be set in Microsoft Word. So if you've already set them in Word, you won't have to set them in Outlook. Conversely, if you set them now in Outlook, they'll also work in Microsoft Word.
So we are going to head to the File tab, go down to Options, and then choose Mail from the Options navigation bar. At that point, we are going to head to the Composing options, and click Spelling and Autocorrect, and then once again, we are going to hit the AutoCorrect Options button. Now several of these features already work behind the scenes but you might not be aware of them. For example, if you type in two capital letters, Outlook will fix it. And if you capitalize and Outlook will automatically capitalize the first letter of a sentence, as well as the names of the days.
And if you happen to touch that Caps Lock key by mistake, Outlook will automatically fix that as well. Now if we scroll down the list of AutoCorrect options, we will see that there's lots of common spelling mistakes that you might make, and you can see on the right how Outlook will automatically correct those mistakes. Now what I like to do is use the AutoCorrect features to automate some of the long words that I might commonly use. For example, the name of my company is awfully hard to spell. So I'm going to make a little shortcut using the AutoCorrect.
I am going to type in the letters tto and then what I am going to tell Outlook is, every time I type that in I want you to replace it with the name of my company. Boy, that will be a good time saver. So at that point I am going to click Add, and then click OK, and OK again, and one more last OK to get out of my options. Now let's see how this works. I'm going to make a new email message by clicking on the New E-mail icon, and of course as usual, I am going to fill in a recipient, and fill in a Subject line, and start typing my message.
But it has been a long day, and I might make some mistakes. I start off by forgetting to use a capital letter at the beginning of my sentence, but when I hit my Spacebar, Outlook corrects it. I continue on by typing in the day of the week, but once again, Outlook corrects it. Now here is my favorite; I am going to type in tto, which was my AutoCorrect entry for the name of my company, and as soon as I hit my Spacebar, like magic, Outlook helps me out. And this time I am going to hit that Caps Lock button by mistake, and once again, Outlook comes to the rescue.
Now at that point, I'm pretty happy, but I would like to show you another feature that will help automate your email messages. This time I am going to start a new email message. I am going to fill in a recipient, I am going to type in a Subject, and I'm going to start typing in what is going to be the start of a very routine email. Boy, I type that an awful lot of times. So what I am going to do is highlight it, and then I am going to go up here to the Insert tab, and go over to Quick Parts.
And I am going to save this selection to my Quick Part Gallery. And I am going to call this simply Initial. And of course, you can name these anything you want, but I do have to warn you that you won't be able to edit them once you've created them. So now anytime I need to automate my emails, I can go back to my Quick Parts and choose from some of my saved entries. And you can see how quickly I can put together a very routine email. Although there is no way to delete your Quick Parts, you can override them.
For example, if I decide that I want this initial sentence to be a little bit different I can simply change it, highlight it, go back to the Quick Parts, and Save the selection. And when I save it, if I use the exact same name I used before, and click OK, Outlook will ask me if I would like to redefine the building block entry. I click on Yes, and now I have in essence edited that existing Quick Part.
You might be confused about the two tools featured in this movie. Don't be. Think of it this way, AutoCorrect will correct a word or two, and Quick Part will insert a paragraph. Both tools are designed to save you lots of time.
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