MS Office

Shortcut keys for using Outlook 2010

Back in the old days when we used to walk 20 miles in the snow uphill backwards with no shoes, we also used a lot of shortcut keys due to the slowness of using the mouse.

We have found a great list from tipsandtricksforpc.com that has lsted a number of shortcut keys for Outlook 2010. If you are a key person like myself, it does make for accessing different areas within Outlook much faster than point and click.

Even if you are not a keys person, find a couple that you use a lot and make your life just that much easier.

Have Fun!

A few shortcut keys to make your work easier with Microsoft Outlook 2010.

Just follow the shortcut keys below:

• CTRL+1: Switch to Mail.
• CTRL+2: Switch to Calendar.
• CTRL+3: Switch to Contacts.
• CTRL+4: Switch to Tasks.
• CTRL+5: Switch to Notes.
• CTRL+6: Switch to Folder List in Navigation Pane.
• CTRL+7: Switch to Shortcuts.
• CTRL+PERIOD: Switch to next message (with message open).
• CTRL+COMMA: Switch to previous message (with message open).
• CTRL+SHIFT+TAB or SHIFT+TAB: Move between the Navigation Pane, the main Outlook window, the Reading Pane, and the To-Do Bar.
• CTRL+TAB: Move around message header lines in the Navigation Pane or an open message.
• Arrow keys: Move around within the Navigation Pane.
• ALT+B or ALT+LEFT ARROW: Go back to previous view in main Outlook window.
• CTRL+Y: Go to a different folder.
• F3 or CTRL+E: Go to the Search box.
• ALT+UP ARROW or CTRL+COMMA or ALT+PAGE UP: In the Reading Pane, go to the previous message.
• SPACEBAR: In the Reading Pane, page down through text.
• SHIFT+SPACEBAR: In the Reading Pane, page up through text.
• ALT+RIGHT ARROW: Go forward to next view in main Outlook window.
• CTRL+SHIFT+I: Switch to Inbox.
• CTRL+SHIFT+O: Switch to Outbox.
• CTRL+K: Check names.
• ALT+S: Send.
• CTRL+R: Reply to a message.
• CTRL+SHIFT+R: Reply all to a message.
• CTRL+ALT+R: Reply with meeting request.
• CTRL+F: Forward a message.
• CTRL+ ALT+J: Mark a message as not junk.
• CTRL+SHIFT+I: Display blocked external content (in a message).
• CTRL+ SHIFT+S: Post to a folder.
• CTRL+SHIFT+N: Apply Normal style.
• CTRL+M or F9: Check for new messages.
• UP ARROW: Go to the previous message.
• DOWN ARROW: Go to the next message.
• CTRL+N: Create a message (when in Mail).
• CTRL+SHIFT+M: Create a message (from any Outlook view).
• CTRL+O: Open a received message.
• CTRL+SHIFT+D: Delete and Ignore a Conversation.
• CTRL+SHIFT+B: Open the Address Book.
• INSERT: Add a Quick Flag to an unopened message.
• CTRL+SHIFT+G: Display the Flag for Follow Up dialog box.
• CTRL+Q: Mark as read.
• CTRL+U: Mark as unread.
• CTRL+SHIFT+W: Open the Mail Tip in the selected message.
• ALT+ENTER: Show the properties for the selected item.
• CTRL+SHIFT+U: Create a multimedia message.
• CTRL+SHIFT+T: Create a text message.
• CTRL+ALT+M: Mark for Download.
• CTRL+ALT+U: Clear Mark for Download.
• F9: Send and Receive.
• CTRL+B (when a Send/Receive is in progress): Display Send/Receive progress.
• CTRL+SHIFT+D: Dial a new call.
• F3 or CTRL+E: Find a contact or other item (Search).
• F11: Enter a name in the Search Address Books box.
• SHIFT+letter: In Table or List view of contacts, go to first contact that starts with a specific letter.
• F5: Update a list of distribution list members.
• CTRL+Y: Go to a different folder.
• CTRL+SHIFT+B: Open the Address Book.
• CTRL+SHIFT+F: Use Advanced Find.
• CTRL+SHIFT+PERIOD: In an open contact, open the next contact listed.
• F11: Find a contact.
• ESC: Close a contact.
• CTRL+SHIFT+X: Send a fax to the selected contact.
• CTRL+N: Create a new appointment (when in Calendar).
• CTRL+SHIFT+A: Create a new appointment (in any Outlook view).
• CTRL+SHIFT+Q: Create a new meeting request.
• CTRL+F: Forward an appointment or meeting.
• CTRL+R: Reply to a meeting request with a message.
• CTRL+SHIFT+R: Reply All to a meeting request with a message.
• ALT+0: Show 10 days in the calendar.
• ALT+1: Show 1 day in the calendar.
• ALT+2: Show 2 days in the calendar.
• ALT+3: Show 3 days in the calendar.
• ALT+4: Show 4 days in the calendar.
• ALT+5: Show 5 days in the calendar.
• ALT+6: Show 6 days in the calendar.
• ALT+7: Show 7 days in the calendar.
• ALT+8: Show 8 days in the calendar.
• ALT+9: Show 9 days in the calendar.
• CTRL+G: Go to a date.
• ALT+= or CTRL+ALT+4: Switch to Month view.
• CTRL+RIGHT ARROW: Go to the next day.
• ALT+DOWN ARROW: Go to the next week.
• ALT+PAGE DOWN: Go to the next month.
• CTRL+LEFT ARROW: Go to the previous day.
• ALT+UP ARROW: Go to the previous week.
• ALT+PAGE UP: Go to the previous month.
• ALT+HOME: Go to the start of the week.
• ALT+END: Go to the end of the week.
• ALT+MINUS SIGN or CTRL+ALT+3: Switch to Full Week view.
• CTRL+A: Select all contacts.
• CTRL+F: Create a message with selected contact as subject.
• CTRL+J: Create a Journal entry for the selected contact.
• CTRL+N: Create a new contact (when in Contacts).
• CTRL+SHIFT+C: Create a new contact (from any Outlook view).
• CTRL+O: Open a contact form for the selected contact.
• CTRL+SHIFT+L: Create a distribution list.
• CTRL+P: Print.
• CTRL+ALT+2: Switch to Work Week view.
• CTRL+COMMA or CTRL+SHIFT+COMMA: Go to previous appointment.
• CTRL+PERIOD or CTRL+SHIFT+PERIOD: Go to next appointment.
• CTRL+E: Find a message or other item.
• ESC: Clear the search results.
• CTRL+ALT+A: Expand the search to include All Mail Items, All Calendar Items, or All Contact Items, depending on the module you are in.
• CTRL+SHIFT+F: Use Advanced Find.
• CTRL+SHIFT+P: Create a new Search Folder.
• F4: Search for text within an open item.
• CTRL+H: Find and replace text, symbols, or some formatting commands. Works in the Reading Pane on an open item.
• CTRL+ALT+K: Expand search to include items from the current folder.
• CTRL+ALT+Z: Expand search to include subfolders.

Customizing Your Views in Outlook 2010

Outlook 2010 has several options with regards to viewing your email and allows users to view messages in the form of conversations.

The new views may look like overwhelming to many users, however it can be easily customized to suit your needs, in this post we will detail how you can customize views in Outlook 2010.

How to change back to Show Messages By Date

Outlook 2010 has a new conversation  view enabled by default, though not many people will be comfortable with it, if you are not comfortable with the conversation view, you can easily change it back to the default date view.

To do that just select on the View tab in the Outlook Window Date from the available options.

Apply Current View to All Folders

By default different folders will have different views in Outlook 2010, however you can apply a single view to all the folders in a single step, without the need to customize each and every folder.

To apply a current view to all the folders, go to View tab and click on Change View, from the dropdown list click on “Apply Current View to Other Mail Folders”.

Being able to change and update your views is a simple and much needed task.

There are many more tips and tricks that you can find at JNDConsultingGroup.com

Contact us for more information on how we can make your business more productive.

561-705-2905

Outlook 2010 – How to use Quick Steps

Great Tips brought to you by one of our favorite sources – Techie Buzz

A very interesting feature in Outlook 2010 is the introduction of quick steps, this feature allows users to perform several actions quickly and easily.

For example you can send a report you received to a manager, create a list of users that you can quickly email to, forward it to someone else, send a meeting reply, move it to another folder and so on.

This is indeed a very useful feature and it will definitely help to increase your productivity. There are several things that this feature has, which are not clearly visible, we will dive into things and help you understand how to use Quick steps, create your own quick steps and customizing quick steps.

How To Use Quick Steps

Quick Steps are available to use from the Home tab. Outlook 2010 has a number of predefined quick steps which you can start using immediately.

The first two quick steps will quickly allow you to move email to a predetermined folder or to a folder that you can choose to move the email to.

The other quick steps allow you to forward the email to someone, or send it to a manager, however you will have to customize the email addressonce before you can send them out.

There are also options available to send out meeting reply or schedule a team meeting.

Customizing Quick Steps, Changing Order and Adding Shortcuts To Them

By default most of the quick steps are empty, they are only setup to perform certain actions, however you will still need to customize the actions before you can actually use them.

Let’s take a example of “To Manager” from the available Quick Steps, in order to start using it you will need to enter the email address of your manager, you can also change the label and title of the quick step.

To customize the quick step click on the down arrow key in the Quick steps window and select Manage Quick Steps.

A new window will open up displaying the list of you can move the order of the quick steps by clicking on the arrow, this will rearrange them.

In addition to that you can also modify, duplicate or delete the quick step, to modify the quick step click on the modify button.

When you click on the modify button a new window will open up, you can change the name, choose the action you want to apply and also add the parameters for the action, clicking on the Show Options link will display additional set of parameters available for a particular action.

You can also add multiple actions to be performed by the same quick step, to do that, just click on the Add Action button in the customizing quick steps window and input the additional actions you want to perform.

To make things more convenient you can also assign shortcuts to the quick step, at the bottom of the window, select a shortcut key for your quick step.

Once you have made the changes click on the Save button to apply them, finally click on the Ok button in the Quick steps window.

Creating New Quick Steps

The default quick steps provided may not be the only ones you may want, and you may need to create new quick steps according to your needs.

Outlook 2010 provides users with an option to create new Quick steps. To create a new quick step click on the down arrow in the quick steps box and click on the create new item.

This should open up a new window where you can create a new quick step, add a name for it.

In the second section you will need to select the action for the quick step, Outlook 2010 has several pre-defined actions, you can add you own too, we will take a look at how to do that in the next section.

In the meantime choose from one of the action that already exists. Once you have chosen the action you can customize it like we did in the earlier section.

You can also assign a shortcut key and add a tool tip to the quick step, once you have configured everything, click on the create button to create the new quick step.

We will be taking a look at several other features in Outlook 2010 and other Office 2010 products, if you haven’t checked out all the features you can visit the Office 2010 Tips page to read them all.

Outlook 2010 Features

With Windows Vista being a major challenge to say the least, we had a number of our clients remain on Windows XP using Office 2003.

Well the time has come. With Windows 7 dominating the OS marketplace in systems sold, a large number of our clients have been migrating to Windows 7 along with Office 2010.

Outlook 2010 has been a major success over its 2007 predessesor. And this is for good reason.

Have a look at this article from MicrosoftFeed outlining 40+ cool features in Outlook 2010. Click Here

Also, stay tuned as we will be posting tips and tricks to help our clients make the most out of Microsoft’s new messaging flagship.

Contact us for more information on how we can make tools such as Outlook work for your company.

561-705-2905

Inserting Columns in Word 2007

It is not often that we post about detailed Office Tips, but there is a few that we find indespensible in our day to day usage of Office 2007.

One of those tips and tricks is how to work with columns. Formating and usage of columns, gives your document that professional look, and maximizes space on the page.  It is particularly useful if you’re creating a newsletter or similarly formatted document.

To insert column in your Word document, follow these steps:

1. Position your cursor where you would like to insert the columns

5. Word will automatically insert the columns in your document.

Additionally, you may decide that you’d like to make one column shorter than the other. This can be done easily by inserting a column break.

To insert a column break, follow these steps:

1. Position your cursor where you would like to insert the column break

5. Any text typed will begin in the next column. If there is already text following the cursor, it will be moved to the next column

You may not want the entire page to contain columns. In that case, you can simply insert a continuous break in your document. You can insert one before and one after the section that contains columns. This can add a dramatic effect to your document.

To insert a continuous break, follow these steps:

1. Position your cursor where you would like to insert the first break

5. You can apply separate page setup formatting to different sections as you desire.