Category Archives for "Outlook 2002"

4 Guest Post @ Lawyerist: 5 Ways to Shrink Your Outlook PST File Size

Lawyerist editor Sam Glover’s tweet about this post made me laugh: “Exchange admins everywhere whisper thanks to @legalofficeguru!” But, hey, Microsoft Exchange admins (the folks who run the software that powers a lot of y’all’s Outlook installations) will be thanking you if you’ll only take heed of my suggestions. You can pare down your Inbox and other Outlook folders without sacrificing anything important. (I promise!)

Click here for all five tips.

Weekly Roundup: Adobe’s way to archive old emails and good news for Ribbon-haters

For our Thanksgiving week Roundup: Adobe shows us how to print both entire batches and selected pdfs from an email portfolio (a great way to archive email for future reference), and if you hate the Microsoft Office Ribbon, you can get rid of it without downgrading your Office Suite.

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3 Don’t miss that important Microsoft Outlook email!

Let’s face it: some emails really are more important than others. Like the ones from your boss. Or that especially lucrative client. Or virtually everything from any court.

So with your inbox continually filling up to capacity, how can you make sure you see the critical, gotta-deal-with-it-now emails?

You use Microsoft Outlook’s Rules feature, that’s how.

We’ve talked a bit about the Rules feature before, but mostly in the context of automating the movement of emails into subfolders and out of your inbox. But if all you want is just a friendly “heads up” whenever something particularly important comes in, that’s what we’re going to talk about now.

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7 How to permanently delete a problem email in Microsoft Outlook

Depending on how well your spam catcher of choice works, you may still see the occasional shifty-looking email in your Microsoft Outlook inbox – you know, something with a weird subject line, from a name you don’t recognize, etc.

But before you open it up or even click on it, be warned: It may be carrying dangerous cargo, and not always in the form of an attachment.

I’ll be the first to tell you: I’m no expert on spam and email security, so I can’t give you a rundown of all the dangers in this area.  But when I see something in my own inbox that looks suspicious, I err on the side of caution by permanently deleting it.

I say “permanently” because, if you simply hit the Delete key in Outlook, that email isn’t really deleted.  All Outlook’s done at that point is move it from your Inbox (or whatever subfolder it’s in) to the Deleted Items folder.  And, depending on your Outlook settings, it may stay there a while, lurking and still posing a potential security threat.

(I also say “permanently” because, as that word implies, once it’s gone, there is no way for you to retrieve it within Outlook, so don’t do this lightly.  This feature does not, however, provide a way to circumvent any sort of forensic recovery of individual emails from your account in the event of a lawsuit, investigation, etc.  In other words, if you’re trying to do the electronic version of shredding documents, this trick won’t help you.  But that’s a whole other discussion.)

Safely (and permanently) deleting email

Once you decide that something in your Inbox needs to be gone, here’s how you skip over the Deleted Items folder entirely:

  • First, before you even single-click on the offending email, be sure you’ve turned off AutoPreview (the feature that allows you to see the first couple of lines directly beneath each message’s header information) and the Preview Pane (the feature that shows a window at the bottom or side of your Inbox to allow you to scroll through the message without opening it).  Even a preview of the email, without actually opening it in a new window, may trigger malware that’s included with the email.  Look for these buttons on your toolbar:
Outlook Auto Preview button

Auto Preview

Outlook Preview Pane button

Preview Pane

  • Make sure both buttons are “de-selected” and you cannot see any of the actual message content in your Inbox.  (You should still be able to see the From, Date, etc. information.)
  • Once you’re turned off any preview features, then you can safely select the message with a single click. Once the message is selected, hold down the SHIFT key and press DELETE.  That’s Shift-Delete, simultaneously, to permanently delete the message.  (You may be asked to confirm that you want to permanently delete the message.)

That’s it!  That message is outtahere!

Synchronizing Microsoft Outlook with Google Calendar

Got an email from a reader (via my Ask the Guru page) last week that went something like this:

Can you steer me to information on how to sync Outlook calendar and contacts (v. 2010)  with my online Google calendar and contacts?  I’ve installed the Google gadget, and it worked for a week or two, but then stopped. I’m using Windows 7 on a 64-bit desktop.

Well, Reader, if my research is any indication, you’re not the only one having a problem.  But here’s what else my research turned up:

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1 Hyperlinking a networked file in an Outlook email

The ever-so-brill @VivianManning at Small City Law Firm Tech has updated a prior post of hers about a quick and easy way to send a hyperlink to a networked file in Outlook. This tutorial makes it just stupidly simple for you to drop a link into an email so you can prompt a co-worker (yes, you have to be working at the same place and hooked up to the same network with the same drive letters for this to work) to review/revise a shared network file.

This kind of mimics the functionality you’d see in something like Worldox, where you can send other people links to the document so they can update the file on the network server for everyone’s benefit.

If you can get the hang of the whole right-click mouse drag-and-drop trick (right button, people! no, on the right!), this is actually a cool way to collaborate.  As far as I can tell, this would work in any version of Outlook.

Way to go, Vivian!

(Photo credit: Me. Because Flickr was being annoying today.)

How Out of Office can keep the judge off your case

You know, I love electronic court filing and noticing as much as the next person. Trouble is, now that nearly everyone’s gone electronic, everybody also assumes that everybody else sees everything immediately. But it ain’t necessarily so.

Witness, for example, the pickle one attorney landed in recently. Seems he had a death in the family, followed immediately by a trip to the emergency room to check out his chest pains.

And while all this was going on, the court e-noticed two hearings for his client … which said attorney failed to show up for.

Oops.

In the Age of the Crackberry in which everybody expects you to be endlessly available, it’s important to let email senders know when you’re not reachable by email.  That’s where Outlook’s Out of Office feature comes in handy.

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43 Video: Configuring Rules in Microsoft Outlook to automate message handling

Getting a headache from all that Inbox overload?  Chances are, almost half of those incoming emails can be handled automatically.

Think I’m joking?  Take a look at what’s come in today, and I’ll show you what I mean. Out of the messages you’ve already received today, there are probably several that meet these criteria:

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2 How to redirect a reply in Outlook

Say you’re the chair for a bar association program, so you’re sending out personalized email invitations to your fellow members.  However, your assistant is handling the RSVPs.  How do you send your email so that (a) your assistant gets the RSVPs (not you) and (b) recipients don’t accidentally reply to the entire list and cause everyone’s inbox to melt down?

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