Copy Contacts Outlook & Gmail Tips and Tricks

Outlook Help

When in doubt press F1

Like all Windows applications Outlook reserves the F1 key for. Pressing the F1 key will bring up the Outlook Help window. From this window you can search for information on the problem you are having.

When using help structure your questions within a certain context. For instance instead of asking "delete email address" ask "delete email address in to field". Doing this will help you get closer to an answer. You might have to rephrase your query a couple of times before you get a meaningful answer.

Delete Entries from Address Auto Complete - Del

Delete Auto Complete EntryThis shortcut key applies when entering an email address in a new Outlook email message. Recent versions of Outlook now keep track of email address that you reply to. Sometimes you enter the wrong email address to send a message and Outlook keeps in in the auto complete list. To get rid of these "bad" email address simple start typing the bad address until Outlook highlights it in the drop down list. Then just hit the Del key and the address will be permanently removed from your auto complete list. Visit this page for a more detailed explanation of how to delete autocomplete entries and how to move the autocomplete address list to a new computer.

Outlook Signature OptionsCreate Signatures

If you use Outlook for business purposes you should include your contact details at the bottom of your email messages. I use two signatures, one for new messages and one for replies. This allows me to provide my complete contact details, including mailing address for new messages but only my personal details on replies.

To set this up in Outlook go to TOOLS | OPTIONS. From the Options dialog select mail format. At the bottom of the dialog you'll see the option for new and reply signatures. Click on the signatures button to add a new signature.

You can even set up signatures for each account you manage in Outlook. This means you can have a signature for your home account and one for your work account.

Schedule Email Delivery

Have you ever wanted to send an email at some point in the future, like while you were on vacation, as a reminder? Well you can do easily do it with Outlook. Important Note: This will only work if you leave your computer on. Turning off your computer will prevent Outlook from sending your email. Additionally you for this tip to be active you cannot have Word set as your email editor.

Find or create the email message you want to delay delivery of. Find the View menu and select options. Within the Delivery Options section you will see "do not deliver before". Check that box and then select the day and time that you want the message delivered after. Keep in mind this is not the time the message will be sent it is just a time before which the message cannot be sent.

Do not deliver Outlook Messages before this date

Faster Data Entry - ctrl+c, ctrl+c (same shortcut twice quickly)

One of the most time consuming aspects of using Outlook is data entry. Retyping contact details, adding calendar items or making new tasks can take time. Thankfully there is a way to reduce this time consuming task into a shortcut key.

This shortcut key works by copying information from emails, web pages, word documents or whenever you receive the source information electronically. Simply highlight the desired information press ctrl+c (twice quickly) and your information will copied and contextually analyzed. Address details are added as contacts, meetings are added as calendar items and so on.

This shortcut key is not a standard option in Outlook. To take advantage of this shortcut you will need to add a small helper application to Outlook. Follow this link for faster data entry.


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