Outlook (Email) Cheat Sheet 10.25.10

From Customer Business Rules

Contents 1 Mail Tips 2 Calendar Tips 3 Contacts 4 Tasks 5 General

Mail Tips

Set a Reminder to reply to a message: Right-click the message you want to set the reminder for, point to Follow Up, and then click Add Reminder. In the Due By list, click the date when you have to complete the reply. In the second list, click a time. In the Flag color list, click the flag color you want, and then click OK.

Send a message to multiple people without revealing other recipients’ identities: To send a message to someone without other recipients of the message knowing, use the Bcc line in the message. Bcc stands for blind carbon copy. If you add someone's name to the Bcc line, a copy of the message is sent to that person, but his or her name is not visible to other recipients.

Find related messages: To find related messages, right-click the message, and then on the shortcut menu, point to Find All and then click Related Messages. The Advanced Find dialog box appears with a list of related messages.

Find all messages sent by the same person: Right-click a message from that person, and then on the shortcut menu, point to Find All. Click Messages from Sender. The Advanced Find dialog box displays a list of all messages in a folder from that person.

Want to turn off New Mail Desktop Alerts? On the Tools menu, click Options, click the Preferences tab, click E-mail Options, and then click Advanced E-mail Options. Under When new items arrive in my Inbox, clear the Display a New Mail Desktop Alert (default Inbox only) check box.

Calendar Tips

Automatically add holidays to your Calendar On the Tools menu, click Options, click Calendar Options, and then click Add Holidays.

Contacts

Add a new contact from an e-mail message Open the message. In the From field, right-click the name you want to make into a contact. On the shortcut menu, click Add to Outlook Contacts.

Create a task related to a contact Click the contact, click the Actions menu, and then click New Task for Contact.

Tasks

Quickly send a new message about a task Drag the task to the Mail button in the Navigation Pane. This creates a new message with the task name as the subject and the task details in the body of the message. Right-click the task and then click Mark Complete on the shortcut menu.

Quickly send a new message about a task Drag the task to the Mail button in the Navigation Pane. This creates a new message with the task name as the subject and the task details in the body of the message. Right-click the task, and then on the shortcut menu, click Assign Task and type a name in the To box.

Quickly send a new message about a task Drag the task to the Mail button in the Navigation Pane. This creates a new message with the task name as the subject and the task details in the body of the message. Drag the task to the Mail button in the Navigation Pane. This creates a new message with the task name as the subject and the task details in the body of the message.

General

How to give access to another user to view your mailbox

Setting permissions in another user's mailbox so you can see their folders

1. First steps - we need permission to see another user's mail folders, naturally.
2. Start Outlook as the generic mailbox user and right-click the folder(s) you want to share, and then click Sharing on the shortcut menu.
3. This has to be done for each folder you wish to share/see in another email account (your own).
4. In the Permissions tab, click the Add... button. Add the users you wish to have access to this folder from the Global Address Book; when finished, click OK.
5. For each user, set the required permission level. This is up to you, but will probably be Owner or Reviewer which grants Full and Just Read permissions respectively.

How to add another user’s mailbox to your outlook

1. On the Tools menu, click E-Mail Accounts.
2. Click View or change existing e-mail accounts, and then click Next.
3. In the list, click the Exchange account type, and then click Change.
4. Click More Settings, and then click the Advanced tab.
5. Click Add, and then type the mailbox name of the person whose mailbox you want to add to your user profile (Outlook e-mail profile: A profile is what Outlook uses to remember the e-mail accounts and the settings that tell Outlook where your e-mail is stored.). If you do not know the mailbox name of the person, contact your administrator.