Tip 834: Sync Tasks Using the Outlook Connector?

I’ve had a lot of questions lately wondering why the Tasks in the Hotmail account aren’t syncing to Outlook.
Tasks are not supported by the Outlook Connector at this time, only contacts and email sync – that’s why the Task folder in the Hotmail da…

I’ve had a lot of questions lately wondering why the Tasks in the Hotmail account aren’t syncing to Outlook.

Tasks are not supported by the Outlook Connector at this time, only contacts and email sync – that’s why the Task folder in the Hotmail data file says “(this computer only)”.                     

Tip 833: Open Outlook with multiple calendars selected

A popular request is the ability for Outlook to remember what calendars were selected when you last used Outlook and to reselect them at startup.
The good news: Outlook 2007 and 2010 should remember the selected Calendars.
The bad news: it only remem…

A popular request is the ability for Outlook to remember what calendars were selected when you last used Outlook and to reselect them at startup.

The good news: Outlook 2007 and 2010 should remember the selected Calendars.

The bad news: it only remembers when you “start in” the Inbox or non-calendar folder.

If the calendar module opens at start, only the default calendar is selected. This includes using the Start in [folder] option or closing Outlook with a second window open to the calendar module.  Using Open in new window command will also display just one calendar.

If you want to open to the calendar module and remember which calendars were selected, Public Calendar Choice remembers selected calendars and reselects them for Outlook 2003 and 2007. (It might work with Outlook 2010, I haven’t tried it.)

Public Calendar Choice (freeware)
http://www.publicshareware.com/outlook-public-calendar-choice.php

Tip 831: Keyboard Shortcuts

Keyboard ShortcutsA question from a user this morning got me thinking. He said his toolbar disappeared and to create a new email message, he selects an old sent message and replaces the contents with new. When he needs to delete a message he right clic…

Keyboard Shortcuts
A question from a user this morning got me thinking. He said his toolbar disappeared and to create a new email message, he selects an old sent message and replaces the contents with new. When he needs to delete a message he right clicks and chooses delete because the X button is missing.

Yikes. You can accomplish that using two of the easiest to remember keyboard shortcuts, ones we should all be using: Ctrl+N for new item, Del to delete (or Ctrl+D).

How well could you manage in Outlook if your toolbars disappeared or your mouse died? While you can do everything in Outlook (or Windows) with just a keyboard, some things are easier to navigate with a mouse. However, most of us are overly dependent on the mouse, and use menus and toolbar buttons even though the common, easy to remember keyboard shortcuts are faster. (Myself included!)

The following is a (very) short list of some of the most popular, useful, and easy to remember keyboard shortcuts – ones we should be using more often. There are a lot more keyboard shortcuts but this is a good starting point.

Ctrl+N will get you a new item form in any folder. If you’re in a mail folder, it will be a new message form, in the calendar, a new appointment form.  Use Ctrl+Shift+M for new Mail when looking in any folder, Ctrl+Shift+A for new Appointment, Ctrl+Shift+C for new Contact, Ctrl+Shift+N for Note, or Ctrl+Shift+J for Journal. If you have texting configured in Outlook 2010, Ctrl+Shift+T is a new text message. Notice the pattern? Tasks and Meetings break the pattern as you’ll use Ctrl+Shift+K for a new task and Ctrl+Shift+Q for a new meeting. Oh well, the most used items – mail, appointment, and contact are easily remembered.

To save, press Ctrl+S. Use Alt+S to send an email, meeting or task request. Note that Alt+S will save contacts, appointments, and tasks.

Want to delete the selected message? Use the Delete key. Ctrl+D will also work. Both are much faster than switching to the Home tab to click the Delete button. (I did that last week on my tablet. My excuse – no keyboard. I added the delete command to the QAT to speed it up.)

Reply? Ctrl+R, or Ctrl+Shift+R to reply all. Forward is Ctrl+F.  More patterns. 🙂
Copy cut, paste and select all work in most Windows programs (Ctrl+C, X, V and A). Oh, and Ctrl+P for print.

Want to initiate a send and receive? Use F9.

Alt+F4 will close the current window (this is a windows shortcut and works in most programs).

Alt+F1 toggles the navigation pane off, on, and minimized. Alt+F2 does the same for the To-Do bar.

Use Tab and Shift+Tab to roll forward and backward between the panels – navigation pane or folder list, to message list, to reading pane. (This is one place where a mouse can win the speed race.)

Ctrl+1 jumps to the mail module, while calendar is ctrl+2, contacts are 3. Ctrl+6 is the folder list. Ctrl+4, 5, 7, and 8 (9 if you use BCM) cover the rest of the navigation pane modules.

If you are looking at your day, week or monthly calendar, Alt+ 0 thru 9 (or, 1 through 0) displays the next 1 to 10 days.  A question from a user this morning got me thinking. He said his toolbar disappeared and to create a new email message, he selects an old sent message and replaces the contents with new. When he needs to delete a message he right clicks and chooses delete because the X button is missing.

Yikes. You can accomplish that using two of the easiest to remember keyboard shortcuts, ones we should all be using: Ctrl+N for new item, Del to delete (or Ctrl+D).

How well could you manage in Outlook if your toolbars disappeared or your mouse died? While you can do everything in Outlook (or Windows) with just a keyboard, some things are easier to navigate with a mouse. However, most of us are overly dependent on the mouse, and use menus and toolbar buttons even though the common, easy to remember keyboard shortcuts are faster. (Myself included!)

The following is a (very) short list of some of the most popular, useful, and easy to remember keyboard shortcuts – ones we should be using more often. There are a lot more keyboard shortcuts but this is a good starting point.

Ctrl+N will get you a new item form in any folder. If you’re in a mail folder, it will be a new message form, in the calendar, a new appointment form.  Use Ctrl+Shift+M for new Mail when looking in any folder, Ctrl+Shift+A for new Appointment, Ctrl+Shift+C for new Contact, Ctrl+Shift+N for Note, or Ctrl+Shift+J for Journal. If you have texting configured in Outlook 2010, Ctrl+Shift+T is a new text message. Notice the pattern? Tasks and Meetings break the pattern as you’ll use Ctrl+Shift+K for a new task and Ctrl+Shift+Q for a new meeting. Oh well, the most used items – mail, appointment, and contact are easily remembered.

To save, press Ctrl+S. Use Alt+S to send an email, meeting or task request. Note that Alt+S will save contacts, appointments, and tasks.

Want to delete the selected message? Use the Delete key. Ctrl+D will also work. Both are much faster than switching to the Home tab to click the Delete button. (I did that last week on my tablet. My excuse – no keyboard. I added the delete command to the QAT to speed it up.)

Reply? Ctrl+R, or Ctrl+Shift+R to reply all. Forward is Ctrl+F.  More patterns. 🙂
Copy cut, paste and select all work in most Windows programs (Ctrl+C, X, V and A). Oh, and Ctrl+P for print.

Want to initiate a send and receive? Use F9.

Alt+F4 will close the current window (this is a windows shortcut and works in most programs).

Alt+F1 toggles the navigation pane off, on, and minimized. Alt+F2 does the same for the To-Do bar.

Use Tab and Shift+Tab to roll forward and backward between the panels – navigation pane or folder list, to message list, to reading pane. (This is one place where a mouse can win the speed race.)

Ctrl+1 jumps to the mail module, while calendar is ctrl+2, contacts are 3. Ctrl+6 is the folder list. Ctrl+4, 5, 7, and 8 (9 if you use BCM) cover the rest of the navigation pane modules.

If you are looking at your day, week or monthly calendar, Alt+ 0 thru 9 (or, 1 through 0) displays the next 1 to 10 days. 

Tip 826: Follow up flags and IMAP accounts

We get a lot of questions about “broken” follow up – there is only one follow up option – a basic flag –  and reminders aren’t available for it.
Follow up is not broken, its just not supported for IMAP accounts. You’ll have the full r…

We get a lot of questions about “broken” follow up – there is only one follow up option – a basic flag –  and reminders aren’t available for it.

Follow up is not broken, its just not supported for IMAP accounts. You’ll have the full range of follow up flags and can set reminders if you move the items to a local pst.

All other account types (POP3, Outlook Connector, and Exchange) support the full range of follow up flags and reminders.  

Tip 825: Open multiple instances of Outlook

A user asked “In XP you can go to the Outlook property box, delete “/recycle” from the end of the target address and be able to open up multiple copies of Outlook so you can have instances of mail, calendar, contacts, etc., open simultaneously. How d…

A user asked “In XP you can go to the Outlook property box, delete “/recycle” from the end of the target address and be able to open up multiple copies of Outlook so you can have instances of mail, calendar, contacts, etc., open simultaneously. How do you do this in Outlook 2010 on Windows 7?”

Outlook 2010’s shortcuts don’t use the /recycle switch so you can select any link to open a new Outlook window.  Also, rather than use a shortcut, you can right click on any folder in Outlook and choose Open in New window (in any version).

If you use multiple windows all the time, always close Outlook using the File, Exit command and the next time you open it, it will open multiple windows.  When you close windows using the X button, Outlook reopens in one window.

In addition to the methods above, you can use any of the following methods.

Click the Outlook shortcut on the Start, All Programs menu (pin Outlook to the start menu to make it easier to find).

Find Outlook.exe, right click on it and create a new shortcut (Windows will create it on the desktop).  Or right click on the desktop and choose New, Shortcut and browse to Outlook.exe. Once you create the shortcut, you can copy it and add switches to the shortcut properties – you can open different folders with each shortcut.

To open different folders with a shortcut, use the /select foldername switch, where foldername is the name of the folder. (Include the folder’s path if opening a subfolder).
Examples:
Outlook /select outlook:calendar  
outlook /select “outlook:Inbox\Old Messages”

Note that these methods work with all versions of Outlook, in all versions of Windows.
Windows7 and Vista users have another method: type outlook in the Start menu’s Search field and press Enter.