Understand How Calendar Preview Appears in Meeting Requests
When you e-mail a meeting request to a co-worker or client, if the recipient uses Outlook, then the request they receive looks different from the message that you sent. Between the headers and your actual message, part of the recipient's Outlook calendar appears in the message, showing the proposed meeting and anything else that is already in the recipient's calendar. This saves the recipient the trouble of checking his or her calendar for potential conflicts. Keep this feature in mind in case the recipient calls you about the e-mailed request and starts talking about the calendar embedded in your message. You didn't embed a calendar in the message you sent—but it's visible in the message that the recipient received
Right Click for Jumplists
New to Outlook 2010 is a Windows 7 integration feature that lets you right-click on the Outlook icon on the taskbar and pop up a "jumplist" menu that lets you create an e-mail message, appointment, meeting, contact, or task by selecting an item. Outlook doesn't need to be open when you click on an item, and the only part of the Outlook interface that opens is the part you need to perform the task you select
Sync Your Outlook Calendar with Your Google Calendar
You won't be surprised to learn that Microsoft doesn't provide a tool for synching your Outlook calendar with your Google Calendar. But Google does. Start by downloading Google Calendar Sync. Run the installer and follow the prompts. As shown in the screen shot, you can choose different kinds of synching and different synching intervals—but the minimum is every ten minutes. Google Calendar Sync installs an icon in the Windows system tray. Right-click on that icon and choose Options to display the menu shown here
Create a New Search Folder
An underused feature of all modern e-mail apps is the "search folder"—a virtual folder that displays all messages that fit specified conditions. Outlook comes with four search folders built-in; you can find them in the navigation pane under "Search Folders." You can create a new search folder either by right-clicking on the Search Folders folder on the navigation pane or by going to the Folder tab on the ribbon and clicking New Search Folder. In the dialog box shown here, create your new search folder by specifying the criteria for the messages that you want to see inside the folder—for example, messages to and from your boss might go into a search folder named Urgent Mail, especially if the boss is in the habit of looking over your shoulder when you work.
Add Webpage Shortcuts
If you visit the same web page often for information you need while writing your e-mail, it's easiest to look at that page in Outlook itself. Create a shortcut for the web page in Outlook's Shortcut list by following these steps. Open the web page in your browser and click on the icon to the left of its address in the address bar; drag that icon to your Windows desktop to create an Internet shortcut. In Outlook, open the Shortcut menu by clicking on the upward-pointing arrow on the Navigation Pane, or by pressing Ctrl-7. Drag your Internet shortcut from the Windows desktop to the word "Shortcuts" in the Navigation pane. Your new Outlook shortcut appears beneath Shortcuts, with its name displayed as its URL; you can give the shortcut a descriptive name by right-clicking on it and selecting Rename Shortcut. Whenever you click on the shortcut, the page displays in Outlook's main window. You can now delete the Internet shortcut from your Windows desktop
Add Folder Shortcuts
Don't forget the original purpose of the Shortcuts menu, which was to give you quick access to Outlook folders. Either right-click on the word Shortcuts in the Navigation pane and click New Shortcut, or go to the Folder tab on the Ribbon and select New Shortcut. A menu appears with a list of all your Outlook folders, and you can select the one you want to add to the list of Shortcuts. For example, you may want to choose one of the search folders that you created in the third tip in this set of Outlook tips.
Integrate Social Networks Into Outlook
Outlook's "Social Connector" feature lets you integrate LinkedIn updates (Facebook and other social networks slated to appear in the future), but the method for setting this up isn't obvious. You'll need to download and install LinkedIn for Outlook. You'll also have to ignore the warning that details the need to install the Outlook Social Connector (that advice applied only to the public beta of Outlook 2010.) Finally, in Outlook, click the View tab, People Pane, and then the down arrow to access Account Settings and log in
Make Your Own Quick Steps in Outlook
Outlook's new Quick Steps feature lets you create one-click (or one-keystroke) e-mail actions. For example, moving a message to a folder you use for archiving messages. You create a new Quick Step by going to Outlook's Home tab, then clicking Quick Steps, Create New. There you'll assign a name, shortcut key, and tooltip for your Quick Step, then use the drop down menus to select one or more actions. When you're done, your new Quick Step will be available from the gallery of Quick Steps in the Home tab, or via a shortcut key.
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