Outlook Tip: Using the Reading Pane Outlook’s Reading Pane lets you view the contents of a message without opening it. When the reading pane is displayed, it shows the contents of whatever message is selected in the Inbox (or whatever other mail folder you are working in). This is shown in Figure below.

The Reading Pane can be displayed at the bottom of the screen or along the right edge. To control the display of the reading pane, select View, Reading Pane and then select Right, Bottom, or Off. Normally, viewing a message in the reading pane will not mark it as read—this requires opening the message. However, you can tell Outlook to mark messages as read when they are viewed in the reading pane as follows:
1. Select Options from the Tools menu to open the Options dialog box.
2. Click the Other tab.
3. Click the Reading Pane button to open the Reading Pane dialog box.
4. Put a check in the box next to the “Mark Items as Read When Viewed in Reading Pane” option.
5. Click OK twice to close all dialog boxes.
Proverb of the Day: As iron sharpens iron, so one man sharpens another.

MS Office Tip:
Shortcuts for Text Formatting:
Change font CTRL + SHIFT + F
Change font size CTRL + SHIFT + P
Increase font size CTRL + SHIFT + >
Decrease font size CTRL + SHIFT + <
Increase the font size by 1 point CTRL + [
Decrease the font size by 1 point CTRL + ]
Change Case SHIFT + F3
All Capitals CTRL + SHIFT + A
Bold CTRL + B
Underline CTRL + U
Underline Words Only CTRL + SHIFT + W
Double underline words CTRL + SHIFT + D
Italicize CTRL + I
Small Capitals CTRL + SHIFT + K
Apply subscripts CTRL + =
Apply superscripts CTRL + SHIFT + =
Remove all formatting CTRL + SHIFT + Z
(Return to Plain Text)
Toggle Show/Hide(¶) characters CTRL + SHIFT + 8
Proverb of the Day: An eye for an eye leaves the whole world blind.

MS Office Tip:
Shortcuts for File Management:
New Document (normal template) CTRL + N
Open Existing Document CTRL + O
Save Document CTRL + S
Save Document as F12
Print Document CTRL + P
Print Preview CTRL + F2
Spell Check Document F7
Thesaurus SHIFT + F7
Find CTRL + F
Replace CTRL + H
Help menu F1
Redo ALT + SHIFT + BACKSPACE
Proverb of the Day: An empty vessel makes the most noise
Those with the least understanding often complain about things the most.

Excel Tip:
How to print the actual formulas in Excel Worksheet, not the results?
Excel has a Formula View that shows the formulas on your worksheet rather than the results of those formulas. You toggle between Formula View and Normal View by pressing CTRL + ~ on your keyboard. Just toggle to formula view and print your worksheet to see all of your formulas.

Proverb of the Day: All work and no play makes Jack a dull boy.
All play and no work makes Jack a mere toy.

Outlook Tip:

What is the difference between an appointment, a meeting, and an all day event?

An appointment is an activity that involves only you. Use an appointment when you want to show that you're busy but no one else in your organization is involved. You might enter an appointment to block out time in your calendar when you need to meet with a client, visit the dentist, or research a project you're working on.

A meeting is similar to an appointment. The difference is that you invite other people to it.   

An all day event is an activity that lasts all day long but doesn't block out time in your Calendar. Use an all day event when you want to show an activity that occurs on a specific day without having it clutter up all of the time slots in your calendar. Here are some types of entry for which you might use an all day event:

§                              A holiday

§                              A recurring annual event such as a birthday or anniversary

§                              Other items that last all day, such as your vacation schedule

Proverb of the Day:  All that glisters is not gold.

Possible interpretation: Not everything is what it appears to be.

Outlook Tip:

Distribution Lists (Final Part (Part 6)):

Share a Distribution List with another User

You can share a Distribution List, or any other Contact, with another user. Keep in mind that any changes made to your list will not be seen in the list sent to another person, as they are separate files. Open a new email message and address the message as usual. Click on the drop-down arrow next to the Attachment button and choose Item.

In the Insert Item dialog box, select the Contacts folder in the Look in list.  Next, select the Distribution List that you wish to send in the list at the bottom of the box.  Click OK. Complete the email message as desired and Send.

Save a Distribution List Shared with You

If a Distribution List (or other Contact) is emailed to you, you must first save it to your Contacts folder before you can use it for sending email. Open the message with the attached Distribution List.  Double-click on the attachment.  The Distribution List will open. Go to the File menu and select Copy to Folder….Select the desired Contacts folder and click OK.

Proverb of the Day: Actions speak louder than words.

Outlook Tip:

Distribution Lists (Part 5):

Use the Distribution List to Send Email

Once you have a Distribution List set up, there are a number of ways to use it to send email assuming that the Distribution List is stored in your Contacts folder. Distribution Lists stored elsewhere (such as in Public Folders) may be used the same way; simply navigate to the correct location instead of to Contacts.

From an Email Message

First, open a new email message. In the Message window, click on the To button. In the Outlook Address Book, click on the drop-down box for the Show names from the field and choose Contacts. Locate the name of the Distribution List and select it, then click on the To button.  Click OK.

The email message will now have the name of the Distribution List in the To field.  Complete the email message as desired and Send.

From the Contacts Folder

Go to your Contacts folder and locate the Distribution List you wish to use. Right-click on the name and choose New Message to Contact. A New Message window will open, preaddressed to your selected Distribution List.  Complete the email message as desired and Send.

Proverb of the Day: Act today only tomorrow is too late

Outlook Tip:

Distribution Lists (Part 4):

NOTE: To open the Distribution List for editing, go to your Contacts folder (or the folder where the list is stored). Locate the list and double-click on the name.

Delete a Member

In the event that you no longer wish to include an email address in the Distribution List, you may delete it. In the open Distribution List dialog box, make sure the “Members” tab is selected and click on the address you wish to delete.  Next, click on the “Remove” button. Be sure to click the “Save and Close” button in the Distribution List dialog box to save your changes.

Proverb of the Day: Ability can take you to the top, but it takes character to keep you there

Outlook Tip:

Distribution Lists (Part 3):

NOTE: To open the Distribution List for editing, go to your Contacts folder (or the folder where the list is stored). Locate the list and double-click on the name.

Add a Member by Hand

If the email address of a person you wish to add to the list is NOT part of an existing Address Book or Contact List, you may add them by hand.

In the open Distribution List dialog box, make sure the “Members” tab is selected and click the “Add New” button. In the Add New Member dialog box, type in the Display Name and the E-mail Address, then click the OK button.

Repeat this procedure for each address you wish to add that is not contained in the existing address books or contact lists.

Be sure to click the “Save and Close” button in the Distribution List dialog box to save your changes.

 

Proverb of the Day:  A stitch in time saves nine.

Meaning: Fix the small problem now before it becomes larger and harder to fix.

Outlook Tip:

Distribution Lists (Part 2):

NOTE: To open the Distribution List for editing, go to your Contacts folder (or the folder where the list is stored). Locate the list and double-click on the name.

Add Members from an Outlook Address Book

In the open Distribution List dialog box, make sure the “Members” tab is selected and click the “Select Members” button. In the “Show names from the” list box, select the address book that contains the e-mail addresses you want in your Distribution List. (The default is the Global Address List for Albany, but you may choose any Address or Contact list available to you.)

In the “Type name or select from list” box, type the last name of a person you wish to include to jump to that section of the list. Select the name, and then click the “Members” button. Do this for each person you wish to add to the Distribution List, and then click OK. 

Be sure to click the “Save and Close” button in the Distribution List dialog box to save your changes.

Proverb of the Day:  A pot of milk is ruined by a drop of poison.

Outlook Tip:

Distribution Lists:

If you find that you routinely send emails to a certain group of people, you may find it helpful to create a Distribution List in your Contacts folder.

Create a Distribution List

In Outlook, go to your Contacts folder. On the File menu, point to New, and then select Distribution List.

The Distribution List dialog box will open. In the Name box, type the name you wish to give the list (i.e., Project Planning Committee). If you would like to add a description or any other information about the Distribution List, click the Notes tab and type the information in the large notes field.

Click on “Save and Close” to save the Distribution List (See picture above).

Next, you will need to specify which email addresses should be included in the distribution list which will be see tomorrow.

Proverb of the Day: A picture is worth a thousand words.

      

Outlook Tip: Saving Message Drafts

If you have started to compose a message and decide to complete it later, you can save a copy in the Drafts folder by clicking the Save icon—it looks like a diskette—on the toolbar at the top left of the message window. You can also select Save from the menu.

When you are ready to continue working on the message, open the Drafts folder by clicking it in the navigation pane, then double-click the message to open it. You can now complete and send the message as usual.

Proverb of the Day:  A man is known by the company he keeps.