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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Task Coach – Simple Task List

I’ve been testing out this little program and found it to be quite handy. If you are looking for something to keep track of things you need to get done take a look here over at their website or grab the portable version here. It also works on Mac, Linux and iPhone.
Coolest Feature: It will create a task out of an Outlook email automatically, just drag an email from Outlook and drop it into Task Coach.

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.