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Tricks & Tips

Posts Tagged ‘MS Outlook’

5 Ways to Customize Outlook

January 22nd, 2009
  1. Hide MS Outlook in the tray: If you run MS Outlook all day like I do, it sits on your start bar, just taking up real estate:

    photoYou can force Outlook to hide in the system tray when minimized to keep your area clean.  Simply right click on the existing Outlook tray icon and check “Hide When Minimized”:


  2. Turn off desktop notifications when new email arrives (New mail arrived from: Friend’s Name):  While on that same right click menu from above, uncheck “Show New Mail Desktop Alert”.
  3. Turn of sounds when new mail arrives:
    1. In Outlook, click on the Tools menu and choose Options.
    2. Click on the Preferences tab
    3. Click E-mail Options
    4. Click Advanced E-mail Options
    5. Uncheck the box “Play a sound”,  under “When new items arrive in my Inbox…”
    6. Hit OK, and OK to save
  4. Show the total number of messages, not just unread item count besides the mailbox:  By default, the number besides your mail box (  Inbox (21)  ), is displaying how many messages you haven’t read.  To show the total number of messages instead:
    1. Right click on that folder and choose Properties.
    2. Dot, “Show total number of items”
    3. Hit OK
  5. Sync your Outlook calendar with Google Calendar: You might wonder why this is so great, unless you just need mobile access to your calendar.  However, after syncing you could also share your calendar with family or friends to stay on the same page.   Use Google’s free download to start your sync:  Google Calendar Sync.

The instructions above are for Outlook 2007.  They may vary slightly for earlier versions.

Don’t use Outlook? If you don’t use Outlook, I highly recommend a GMail email address.  It’s a smarter choice for email as it’s free, includes the best spam filters, and always available no matter where you are.  Create an account at www.gmail.com.   Outlook is good application if you need task or contact management and/or sync with a PDA Cell (Blackberry, Treo, etc).  Otherwise, shoot for GMail!


Document, Document, Document

August 21st, 2008

I don’t mean MS Word.  I mean your day.  I write everything down (or I’ll forget).  But I’ve always heard, “details make the difference”.  And, they do in most aspects of life, but specifically when getting things done.

Record details of most all phone calls. Date and time are obvious, but I also get the name of the person I spoke with.  I record the reason I called, and the resolution made.  If I expect a call back or to wait on something, I ask for a specific timeframe and record that also.  Often that makes it to my calendar for follow up.

For your business, or just at home, when some top-heavy, fortune 500 company promises you something but doesn’t come through, you can quickly reference your notes.   Knowing the details is often ammo enough to get things done.

MS Outlook makes a great place to store notes for each contact.  If you can sync to your cell phone, they’ll be even easier to reference or update.  However, whatever contact management application you’re already using is fine.  Find a system that works best for you and stick to it.


There are times when you need to resend an email.  I’ve always done it the hard way and just recently found there is a function in Outlook to do this for you!

Outlook 2007:

  1. Go to your Sent Items and open the message you want to resend.
  2. Across the top on the Actions section of the ribbon click Other Actions
  3. Click Resend This Message

Outlook 2003:

  1. Go to your Sent Items and open the message you want to resend.
  2. Click on the Actions menu down
  3. Click Resend This Message