Microsoft Office Reference Guide

Mar 26, 2004

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If you read my last update about Visio, you know that I am moving in a few weeks. As part of that wonderful experience, I will need to accomplish several tasks that will be made much easier by Outlook.

The most obvious thing I need to do is to inform people of my new address. Probably, the easiest way to get this done is by creating a new distribution list and E-mailing the new address information to as many of my contacts as I can.

I begin by clicking File > New > Distribution List in Outlook. (CTRL + SHIFT + L)

This gives me a new Distibution List panel, into which I type a name specific to the purpose of the list.

Figure 182

Now I'm ready to select the members I want on the list and click Select Members.

I can use CTRL + click to select individual members from my default address book, or SHIFT + click to select a range of consecutive members. Make sure, however, that unless you're faxing out of Outlook, that fax and other useless addresses are not included!

Figure 183

TIP

Unfortunately, there is no CTRL + A option to select everybody from the address book. The other thing to consider is that if you select too many people for the list, inevitably you will get errors for outdated or dead E-mail addresses. You may consider doing several such lists, in order of importance or by category, to minimize or at least prioritize the way in which you handle such errors.

When you click OK, the selected members are added to the distribution list. You can also add a new member who is not in your address book manually, by clicking Add New:

Figure 184

To remove members from the list, simply select them and click Remove. Finally, click Save and Close to save the newly named distribution list.

Now, when you create a new E-mail message, and click To to select recipients, you can use the newly named distribution list, which holds all of the members you added.

Figure 185

We are about to do that in this diagram, by making the Contact list smaller, and dragging my contact info directly into the E-mail message.

Figure 186

Finally send the E-email as you would any other message; it should go to all of the recipients. If some addresses are no longer valid, you will get an error response, which will enable you to update your own address book and contact list.

TIP

Your recipients will appreciate the use of a distribution list. Because their email addresses are not visible, nobody will be able to see (or spam) them. Less of an issue than spam, for this purpose, is telling the world who else you know. (Why let one business associate know that you've done business with another? It's a mite unprofessional.)

Task Master

When you move, there's an inordinate number of mundane tasks to perform, such as getting the phone and cable hookups moved, working with furniture movers, and so on. Outlook can be a big help with details like this, if you use the Task List.

While you can certainly create appointments for key events or milestones, it's really easy to just click in the top of the Task Pad and add another task.

I also like Tasks because I can display them along with my Calendar view if I like.

I just select Task Pad View under the View menu, and determine how my tasks are displayed. I can even decide to show only the day's tasks or tasks due in a given timeframe (such as when I move)

Figure 187

Figure 188

Zap That Spam

Finally, I want to show you a cool new technique for zapping spam. We covered the Mail Organizer previously, but what I'm going to do here is to put a button on my Outlook toolbar that instantly moves a message to Junk Mail, and then puts the sender on my Junk E-mail list. Future messages from that sender will go directly to Junk Mail.

The way it works is to open Tools > Customize in the Mail view, and select the Actions panel. Find the action Add Sender to Blocked Sender's List.

Figure 189

Now, simply drag that command up to the Outlook Menu. Then, with the item still selected, you can click Modify and assign an icon to the command. The obvious choice is the trash can.

Figure 190

Now, with an E-mail message selected, clicking the trash can will send it to junk mail, and do the same with future messages from that sender.

It's a great feeling of power.

TIP

Afraid you'll make a mistake and send a person to the Junk Sender's list? Not to worry. Find the message in the Junk Mail folder, select it, and then reassign his or her name to the Safe Sender's list.

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