Happy Holidays and welcome to another video in our HOW MCW series. My name is Matt Bauer
and this week’s video will focus on more tips for using Microsoft Outlook. In case
you missed my first video on Outlook, you can check it out by clicking the link below.
In that video, I detailed 3 Outlook tips, and here are 3 more:
1. Delete Auto-complete entries You’ve probably noticed that Outlook suggests
previously-typed email addresses as you type them into the To: or cc: fields. However,
if you have mistyped an email address in the past, it will still suggest those. You can
delete those suggestions very easily. Using your up and down arrow keys (these are located
toward the lower right side of your keyboard), simply highlight the email address you wish
to remove, and hit the delete key on your keyboard, which is located just above those
arrow keys. This is also useful if you have a correctly
typed, yet undesirable email address in those suggestions.
2. Removing clutter in fwds If you like to forward jokes, poems, or anything
else really, it’s best to clean up what you are sending before you send it. You may
notice that when you receive email forwards, you frequently need to scroll down past several
email addresses and headers to find the actual email itself, so why not make it easier on
the people you are forwarding it to? All you have to do is highlight everything above the
email content…and delete it. So, when you want to forward something, just click the
Forward button, scroll down to the email content, click and drag to highlight all the unnecessary
stuff above it, and hit the Delete key or the Backspace key
on your keyboard. Now the people who receive it will not have to scroll all the way down
to find what they’re looking for. 3. Email signature
I’ve had some requests for this one, so here’s how to create a signature for your
emails. Go to Tools -> Options -> the Mail Format tab -> Signatures…
Now if you have multiple email accounts setup in Outlook, this is where you can select the
account that you want to associate the signature with. When you’re ready, click New. Type
a name for the signature. This should be something like Work or Home or Signature 1. Then click
OK. Now you can create the signature in the space here.
Just like any Word document or email, you can do things like choosing a font, changing
the font size, bold or underline text, and change the color of your text. It’s up to
you.
When you have your signature just how you want it, click Save. Finally, you can choose
to have the signature automatically added to New Messages, Replies and Forwards, neither,
or both. When you’ve made your selections, click the OK button. Then OK again.
Now when you create a new message or reply to one, the signature you created will automatically
be at the bottom of the email. To change the signature, go back into Tools
-> Options -> Mail Format -> Signatures. Make sure the signature you want to change
is selected. Then go ahead and make the changes the same way you created the signature, then
click Save when you’re done, then OK, and OK again. If you want to delete the signature,
again go back into Tools -> Options -> Mail Format -> Signatures. Select the signature
you wish to delete, then click Delete, you may have to click OK to confirm. When you’re
done, click OK, and OK again.
There are of course several more features in Outlook, and I will cover them in a future
video. If you have any training ideas, please send them to training@mycomputerworks.com
or post them in the Comments section below. My name is Matt Bauer, have a happy and safe
holiday, and we’ll see ya next week.
1. Distribution list Do you find yourself sending emails to a certain
group of people fairly often? Distribution lists will allow you to create a single contact
that will act as a collection of contacts, so instead of typing each person’s email
address or adding them individually, you can add just item from your contacts which will
contain all of the recipients. To do this, just click File -> New -> Distribution List.
Type a name for it. Then click