Posts Tagged ‘outlook’

Removing the names and email addresses from the AutoComplete list in Outlook

Friday, September 16th, 2011

AutoComplete is a feature in Outlook which displays suggestions for names and email addresses as you start to type them. these suggestions come from people to whom you have previously sent email.

But suppose you want to flush out the AutoComplete list — maybe your colleague’s email address has changed, or you accidentally sent email to a personal address instead of a professional one. How do you empty the AutoComplete list and start anew?

To reset the AutoComplete list:

1. Make sure Outlook is NOT running.
2. In Windows XP, click the Start menu, and then click Run. In Windows Vista or 7, click the Windows icon.
3. In the dialog box, enter the following, and then click Enter:
outlook.exe /cleanautocompletecache

Outlook will start, and the AutoComplete list will be erased.

Importing Other’s Calendar Events into Your Calendar Program

Friday, July 8th, 2011

Want to keep on top of your favorite activities, sports teams, or other events? These days, most groups put their events on an online calendar that broadcasts them using a special format known as iCal, or .ics. You can configure your favorite calendar program to automatically import this .ics file directly, so you can keep track while updating or looking at your own calendar.

Here’s how to import an .ics file into your calendar program:

Outlook

  1. In your web browser, right-click and save the .ics file for the calendar you wish to import. For example, to import the 2011 Stanford Football schedule, you can save the schedule from Yahoo!’s site: http://rivals.yahoo.com/ncaaf/teams/sss/ical.ics
  2. In Outlook 2010, click File. Then, click Open, and then click Import.
    In Outlook 2007, click on the Office Button, and then click Import and Export.
  3. Select Import an iCalendar (.ics) or vCalendar file (.vcs), and then click Next.
  4. Locate the .ics file you saved in step 1, and then click OK.
  5. Click Import. The data will now appear as a new calendar in your Outlook.

Apple iCal

  1. In your web browser, right-click and save the .ics file for the calendar you wish to import. For example, to import the 2011 Stanford Football schedule, you can save the schedule from Yahoo!’s site: http://rivals.yahoo.com/ncaaf/teams/sss/ical.ics
  2. In iCal, on the File menu, select Import, and then click Import.
  3. Locate the .ics file you saved in step 1, and then click Import. The data will now appear as a new calendar in your iCal.

Stanford Calendar — the adding as appointments in your calendar method (http://webcal.stanford.edu)

  1. In your web browser, right-click and save the .ics file for the calendar you wish to import. For example, to import the 2011 Stanford Football schedule, you can save the schedule from Yahoo!’s site: http://rivals.yahoo.com/ncaaf/teams/sss/ical.ics
  2. In Stanford Calendar (http://webcal.stanford.edu), click Preferences.
  3. Click Import/Export.
  4. In the Import window, click Browse, and then locate the .ics file you saved in step 1.
  5. Click Import.
  6. When the Import Succeeded message appears, click OK. The data will now appear as appointments in your calendar.

Techie Tip of the Week: Send Email on Behalf of Another

Friday, July 1st, 2011

Are you ever in the situation where you need to send an email for someone else? For example, does your boss ever ask you to send an email on your boss’s behalf? You probably don’t want YOUR email address to be listed as the from — it’s really from the other person; you’re just sending it. If you send it directly, and someone responds, the response will come directly to you, not the person who really is sending it.

Fortunately, email programs make it relatively easy to send email on behalf of another. In today’s techie tip, we’ll show you how.

Outlook 2007/2010:
1) Compose a new message.
2) In the Message window, click Options.
3) In Show Fields, click From.
4) In From, enter the email address of the person for whom you are sending the email (e.g., your boss’s email address).
5) Compose and send your email as you otherwise normally would do.

Apple Mail:
1) Compose a new message.
2) Click the drop-down menu next to the Subject: field.
3) Click the Reply-To Address Field.
4) In the Reply To field, enter the email address of the person for whom you are sending the email (e.g., your boss’s email address).
5) Compose and send your email as you otherwise normally would do.

Stanford Webmail:
1) Log into Stanford Email (http://webmail.stanford.edu)
2) Click the Preferences tab.
3) In the Mail preferences, click Accounts.
4) In the Accounts section, click Add Persona.
5) In the Persona Settings section, enter a name in the Persona Name field (e.g., your boss’s name).
6) In the From field, enter the name and email address of the person for whom you are sending the email (e.g., your boss’s email address).
7) Click Save.
8) Compose a new message.
9) In the From field, click the drop-down menu, and select the desired Persona (e.g., your boss).
10) Compose and send your email as you otherwise normally would do.

Techie Tip of the Week: Automate Your Email With Rules/Filters

Friday, June 24th, 2011

In most modern email programs, you can automate the handling of your email by setting up rules (sometimes rules are called “filters”) that are applied you open your mail. For example, you can set up a rule to automatically shunt all email from your supervisor into a special folder/mailbox. Or suppose you want all email from your favorite email distribution list to be color-coded automatically. Rules/filters can do that automatically for you!

To set up a rule in Apple Mail:

  1. In Apple Mail, on the Mail menu, click Preferences.
  2. Click Rules.
  3. Click Add Rule
  4. In the Description field, enter a name for the rule.
  5. Define the conditions for the rule (e.g., if the email matches my supervisor’s email).
  6. Define the actions for the rule (e.g., move message to a mailbox I’ve set up to hold my supervisor’s email).
  7. Click OK.

To set up a rule in Outlook:

  1. In Outlook 2003 and 2007, on the Tools menu, click Rules and Alerts. In Outlook 2010, click the File tab, and then click Manage Rules and Alerts.
  2. Click New Rule.
  3. In the section Start from a blank rule, select Check messages when they arrive. Then, click Next.
  4. In Step 1, check the desired condition (e.g., Move messages from someone to a folder).
  5. In Step 2, click the blue, underlined links and provide the appropriate information (e.g., if the blue link is “people or public group”, I might enter my supervisor’s email address; if the blue link is “specified folder”, I might select the folder I’ve set up to hold my supervisor’s email).
  6. Click Next.
  7. Select any desired exceptions and then click Next again.
  8. Check the Run this rule now on messages already in “Inbox” and Turn on this rule boxes.
  9. Click Finish, and then click OK.

To set up a filter in Stanford Email (Webmail):

  1. Click the Preferences tab.
  2. Click the Mail Filters tab, and then click New Filter.
  3. In the Filter Name field, enter a name for the filter.
  4. In the first pull-down menu, select the desired header for the filter (e.g., From).
  5. In the second pull-down menu, select the desired condition (e.g., contains).
  6. In the text field, enter the desired condition (e.g., my supervisor’s email address).
  7. In the Perform the following actions area, in the pull-down menu, select the desired action (e.g., File into folder, and then select the folder I’ve set up to hold my supervisor’s email).
  8. Click OK.
  9. Click the Mail button to return to your Inbox.

Techie Tip of the Week: Redirecting Email

Friday, March 25th, 2011

Suppose someone sends you an email that was really intended for somebody else. You could forward the email to the right person, but if you forward it, and that person replies, the reply will be sent to you, not to the original sender. A better choice is to redirect the email.

Example: Sally thinks she has written an email to Professor Smith, but actually sends it to the office manager, Tom. If Tom forwards the message to Professor Smith, and Professor Smith replies, the reply will be sent to Tom (and not Sally). BUT, if Tom redirects the email to Professor Smith, when Professor Smith replies, the reply will be send directly to Sally.

Here’s how to redirect an email using Outlook 2007:

  1. Open the email to be redirected.
  2. In the Message tab, click Other Actions.
  3. Click Resend this message.
  4. A warning window appears: “You do not appear to be the original sender of this message. Are you sure you wish to resend it?” Click Yes.
  5. In the To field, enter the email address of the person for whom the email was originally intended.
  6. Click Send.
Here’s how to redirect an email using Apple Mail:
  1. Open the email to be redirected.
  2. On the Message menu, click Redirect.
  3. In the To field, enter the email address of the person for whom the email was originally intended.
  4. Click Send.