Outlook & Word tips
 

This column will give you regularly great ideas to increase productivity and improve presentation

when working in Microsoft Outlook and Word
 

    Outlook 2007

Hiding e-mail address from other recipients

If you want to send emails with multiple recipients, in some cases you may dont want them to know that other people will receive the same message. In order to achieve this, perform the following:

1. On the File menu, point to New, and then click Mail Message.
2.In the Untitled message, on the View menu, click Bcc Field.
 

How to prevent attendees from proposing new times when you send out meeting requests

This is done either for individual requests or as a default arrangement:

For individual meeting requests, you just click on the "Responses" button in the "Attendees" section of the Ribbon and then uncheck the "Allow New Time Proposals" box of the popup menu .

If most of your meeting requests require specific times that should not be changed, you can change Outlook's default setting so that every meeting request you send disallows new time proposals:

1. Select Tools - Options - Preferences.
2. Under Calendar, click the Calendar Options button.
3. Under Calendar options, uncheck Allow attendees to propose new times for meetings you organize.#
4. Click OK on the dialog boxes to close them.
 

Add Holidays to your Calendar

If you would like to add country-specific or religious holidays to your calendar, perform the following:

1. Select Tools - Options - Preferences and under Calendar, click the Calendar Options button and then click the Add Holidays button.
2. An Add Holidays to Calendar dialog box appears. Scroll through the list of holidays and check the ones you wish to add.
3. Click OK on the dialog boxes to close them.

For Cyprus, you can choose Greece and, for additional holidays, you may utilize Actions - New Recurring Event functionality.
 

Do you want to give yourself more time when Outlook 2007 reminds you of upcoming appointments?

By default, when you add an appointment in the Calendar of Microsoft Outlook, Outlook provides a 15 minute reminder for the meeting, although this can be changed on a per-meeting basis. If you frequently need more reminder time and don't want to change each appointment reminder manually, you can change Outlook's default as follows:

1. Select Tools - Options- Preferences and, under Calendar, click on the Default Reminder option arrow and select the reminder time as preferred or manually enter the amount of reminder time.
2. Click OK to close the dialog box.
 

  Word 2007
 

Saving and reusing commonly used portions of text
Microsoft Word provides an easy way of saving and reusing portions of text, with the use of Quick Parts.
In order to save a selection of text  and then reuse it perform the following:
  1. Type the text that you want to save and select it.
  2. From the Insert ribbon, click on Quick Parts and then select Save selection to Quick Part Gallery.
  3. When prompted, enter the details of the building block you are about to create and click ok.
  4. The text that you have saved in now available under Quick Parts, ready to be inserted.

 

Selecting Text in Word
In order to speed up text selection in word do the following:
  • To select a word, double-click it.
  • To select a sentence, press CTRL and click in the sentence.
  • To select a paragraph, triple-click in the paragraph.
  • To select an entire document, press CTRL+A

 

Moving to a specific page

To jump to a specific page in Word:

  1. Press function key F5. Alternatively, click on Page Number of Status Bar (normally located on the left side of the Status Bar)
  2. Under Go To - Page type the page number you want to move to.
 

Splitting the Document Window

Word allows you to create 2 split windows, to allow you to look at different portions of your document simultaneously. To split the window, click on the split bar located just above the View Ruler button on the top part of the vertical scroll bar. You then hold down the mouse button and drag to where you want the split to appear.

Back..