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Technology Tips

Technology for Personal Effectiveness & Efficiency

Search Folders for repeat searches

 

SearchTip

Do you search or sort to eliminate large e-mails? Or do you continually look for e-mails with the same project name to wade through what you are looking for?

If you repeat the same search time and again, search Folders are for you!

This is a virtual folder that provides a view of all e-mails items that match specific search criteria. The benefit of virtual folders is you store it only once, but can access it many ways (through many folders) For example, if you have an e-mail that has Curriculum in the heading, but is also from Ginny and contains information about hardware. You can virtually store or find that e-mail in three search folders. Though it is only stored once. These folders are always up-to-date with the items that match that Search Folder's criteria.

For more information go to Office.com.

Migrating to Office 2010

Many of you are migrating to office 2010 and it can be confusing. Microsoft tries to make it easier by giving you all the information you might need to get started and keep the momentum going.

If you are looking specifically for a function that you knew you could do before and are having trouble, use Microsoft's Transition to the Office Ribbon to help you get started. You can even complete free on-line training to help you get started.

For general information go to the Microsoft Office hyperlink below.

Transition to the Ribbon

Microsoft Office

1. Click on the Video about "Cool things Office 2010 can do"
2. Review the tabs on the left to get more "Just in time" information
3. Download and/or print Migration Information for Word, Excel or Outlook
4. Download an e-reader if you prefer.
5. Explore Microsoft Help on your own, you might be delighted by what you find.

Defer Outlook Send Items

How many times have you hit "send" only to regret it? Have you ever forgot the attachment, forgot to spell check, etc? Well you don't have to have all these regrets...Just "defer sent items" by creating the right rule.

1. Click the File tab.
2. Click Manage Rules & Alerts.
3. In the Rules and Alerts dialog box, click New Rule.
4. In the Rules Wizard, under Start from a Blank Rule, select Apply rule on messages I send, and then click Next.
5. Click Next again, which will apply this rule to every message you send.
6. Select Defer delivery by a number of minutes.
7. In Step 2, click A number of and then click OK in the Deferred Delivery dialog box. (The Minutes box displays a default of 1.)
8. Click Next.
9. Select the following exception: Except if marked as Importance.
10. In Step 2, click Importance and then select High importance.
11. Click Next and name this rule Sent Items.
12. Click Finish.
NOTE This is a client-only rule, which means that it won't work when Outlook 2010 isn't running.

Course from Microsoft: Best practices for Outlook 2010

Group your apps on an iAnything by holding down the icon and moving them on top of each other.  A default group name will be created. If the group is on another page, just move the app toward the edge of the page in the direction of where you want to put it and it will migrate to the next page in either direction.
Save your battery life, two quick clicks of the home button will result in all open apps lining up on the bottom of your screen, click the x to close each app.
Outlook Color Categories. Use Color Categories in Outlook e-mail and calendars to virtually associate items to multiple projects, people and places.