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Helpful Microsoft Outlook Tips February 24, 2010

Filed under: Organization Tips,Virtual Office Tools,Work at Home — Jennifer Gallaher - VAbyJen @ 5:32 pm
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So, I am loving Microsoft Outlook again.  Since things are getting pretty booked up around my house, I thought it best to start utilizing this wonderful program again.  Only this time, I am determined to use more of the features Outlook has to offer.  This way, I can coordinate both my home life appointments along with my professional appointments.  And….I can add all the love to-do tasks that need accomplishing.  😉

For now, I thought I would share a few tips I found, and have actually used, on how to make life easier when using Outlook.

Creating/Using Email Template in Outlook

  • To save an email message as a template in Outlook:
    • Create a new message and enter the subject and content as usual.
    • In Outlook 2007, click the Office button and select Save As.
    • In Outlook 2003, select File | Save As from the menu.
    • Select Outlook Template under Save as type, in the Save As dialog.
    • Type the desired template name under File name.
    • Click Save.
  • To compose a message using the new template:
    • In the Outlook Inbox, select Tools | Forms | Choose Form from the menu.
    • Select User Templates in the File System under Look In.
    • Double-click the desired message template.
    • Address, edit or change verbiage if needed, then send.

Importing Contacts from Excel or a CSV File into Outlook

  • To import contacts from a CSV file or from Excel into Outlook:
    • Select File | Import and Export from the menu in Outlook.
    • Make sure Import from another program or file is highlighted.
    • Click Next.
    • Now make sure Comma Separated Values (.CSV) is selected.
    • Click Next.
    • Use the Browse button then select the desired file.
    • Choose Do not import duplicate items.
    • Click Next.
    • Select the Outlook folder you want to import the contacts to. Normally, this will be your Contacts folder.
    • Click Next.
    • Click Map Custom Field.
    • Make sure all columns from the .CSV file are mapped to the desired Outlook address book fields.
    • You can also create new mappings by dragging the column title to the desired field.
    • Click OK.
    • Then, Finish.

Creating an Email Signature in Outlook

  • Create an Email Signature in Outlook:
    • Select Tools | Options from the menu in Outlook.
    • Go to the Mail Format tab.
    • Click Signatures under Signatures.
    • Click New.
    • Create a name for this signature.
    • You can also set up different signatures for different purposes, like a specific one for work emails and one for personal emails.  Just make sure you name them accordingly so you can choose the correct signature when creating the email.
    • Click Next.
    • Then type the text you would like to see for your email signature.
    • This is also where you would format the font itself, the font size and color of text.
    • You can also select your business card to add under vCard options.
    • Click Finish.
    • Then, OK.

As I continue to re-learn Outlook and find more useful tips, I will share them with all of you.  I encourage you to try these tips for yourself and share any new ones that you may have found.  Let’s help each other become more organized!

Helpful Microsoft Outlook Tips

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