Outlook Meeting Requests

Suppose I want to setup a meeting with Scott before he takes off on sabbatical, but I don’t want to waste our time trying to figure out when we’re both free. Outlook has me covered; it can help me find a time that works.

First I’ll open Outlook and switch into the Calendar View (Ctr + 2 is the keyboard shortcut). Then I’ll click on New and Select Meeting Request (or Ctrl + Shift + Q if I want to get fancy with the keyboard).
This will bring up an appointment, so I’ll just fill out a few details: sthomson@uua.org in the “To…” field Super important IT Meeting in the “Subject” field and My Office in the” Location” field. I’ll type in some quick notes about what we’ll cover during the meeting: maybe a link to a product online we’re looking at, notes from a previous meeting, or subjects we want to cover during the upcoming meeting. Now I’ll make a quick guestimate that the stuff will take 45 minutes to talk about and dial that into the start and end times*.

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Finding All Your Large Mail Messages

Earlier, James wrote an entry describing how to use the Outlook Attachments Viewer to manage your Outlook attachments. This is a great way to control your mailbox size, as a high percentage of this is almost always found in a few big attachments.

There’s also a way to do this inside Outlook itself, by using Search Folders. What we’ll do is create a Search Folder with no filters. (click the pic to see a larger image) This will create a folder that contains every piece of mail in your mailbox. Once this is done you can sort by size by clicking the top of the size column. Now delete what you want, save what you want, and in no time flat you’ve removed many dozens (hundreds?) of megabytes from your mailbox. Here’s how you do it in Outlook 2003:

Click File / New / Search Folder.
Scroll down in the selection box and choose “Create a custom Search Folder”.
Click the Choose… button.
Type All Mail in the Name field.
Click the Browse… button. Make sure the upper-leftmost checkbox (Mailbox – Your Name) is selected and none of the child checkboxes are selected.
Click OK.
In the Custom Search Folder dialog click OK.
See a warning saying “you have not specified any crieteria…”. This is fine because we want all messages in this folder. Click Yes.
In the New Search Folder dialog click OK.

Your new folder is now created. This may take some time to create. I haven’t been here that long and don’t have too much junk in my mailbox yet, so it only took a few seconds. When this is done you’ll see it as a subfolder on the left under the Search Folders folder. Open it up and click the top of the Size column which will sort by size. Find the biggest emails you have and go to town.

How to Make a New Email Shortcut

Email seems to be one of those things that modern offices generate a lot of. Thus when I found an article on how to make a shortcut for new email I figured I’d share.

The first step is to right click on the desktop highlight New and select Shortcut.

The second step is entering mailto: into the shortcut wizard. (And Clicking Next)

Then Name your shortcut. As you can see with a nearly uncontrolled burst of creativity I called mine “New Email”. That’s it: click Finish and you’ll have a new shortcut.

Here are the results from my shortcut:

If you’d like to further customize your shortcut howtogeek.com has a great tutorial here

In it they explain how make your shortcut include: To, Subject, CC, BCC, and even a preset message.

The idea I really liked from the tutorial:
How to create a toolbar with frequently
used Contacts.

If you think it’ll help take a look here.

Manage Your Email Attachments

So I was wandering around the internet the other day and stumbled upon a neat little program to help one get control of their email attachments. It’s called OutlookAttachView. It makes a sortable list of your email attachments, and from there you can delete or save them.

You can download it yourself, but we’ve installed it on the network for you. Just click here select open or run to the window that pops up and it will create an icon on your desktop. It’s a great way to clean out the attachments that are hogging your Outlook email space. Note that if you have a lot of attachments, it may take several moments for the list to be resorted when you click on column headings.



I should note that I found it on Lifehacker, a wonderful blog that features helpful computer tips and tools.

Nifty Trick with Office Tools and a Scanner

Occasionally you have a paper document you’d like to edit in Word. Fear not, you won’t have to retype the whole thing. Here is what you do:

Run over to your nearest scanner, and scan in the document as a .tiff (It has to be a tiff for the tool we’ll use next)

Send it to your computer

Once the scanned file is on your computer open Microsoft Document Imaging

Next open your tiff file ( File >> Open) and browse to you tiff file

Once your scanned document is open go to the Tools Menu and select Send Text to Word…

It will open a word document with the text of your scanned document. Regrettably it usually doesn’t keep things organized the same way on the page, so you’ll have to do a bit of clean up on the document.

If you have any questions about how things work with this or other programs, please contact the UUA helpdesk.