Outlook Tips and SharePoint Tips

Branding your SharePoint site with your own logo. It’s one of the first things people do when setting up a SharePoint site. It’s really easy, even if it is rather hidden.

Check out the video included in this post:

Andrea

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When you are the one managing multiple calendars, this feature is a time-saver! Can you imagine looking at 10 calendars all at once trying to determine the best place to enter an appointment? I personally know people who have to do this daily and they just rave about this feature. It gives you the “big picture” which makes it easier to know who’s available, what spots are open, etc.

Check out the video demo included in this post.

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Not all posts have video. If it is an audio only post, you can listen to it using the player below:

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How to import a list of contacts from an Excel spreadsheet into Outlook. There are a few gotchas you need to watch out for during this process, so I’m giving you the lowdown and best practices for a successful importing experience. Plus, I share with you my little hidden secret trick for better contact management near the end. Keep an eye out!

Check out the video included in this post.

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It’s that time of year again!

Getting ready to do your holiday card mailings? Preparing to send invitations to your next big event? I show you how to do a label mail merge with Outlook and Word by using your Outlook Categories.

This same process is good for any reason you want to do a letter or label mail merge for any specified group of contacts, and categories is the key. Any contact folders in Outlook will work, including SharePoint contact lists and Exchange Server public folder contacts.

Check out the video included in this post to see this process in action.

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This happens to just about everyone out there - You are collaborating on something with a group of people. There is a lot of information flying about and emails are shooting through the air like juggling pins. This little-known feature in Outlook 2007 provides a way to quickly find the beginning of each of those emails being sent and recieved. It’s hard to explain, that’s why I like video demos!

Check out the video included with this post.

Click To Play

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What do RSS feeds, shopping on EBay and Craigslist, and Outlook have in common? — A shopping experience that lets you be first to respond on a new item.

Yes, it’s true. If you’re an online shopper, I’ll just bet that the shopping site you use has RSS feeds on your search list based on keywords you enter. The video included in this post shows you how to use them in EBay and Craigslist.

Check it out!

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Some users like to keep the email they send and receive for a fairly long time, and most of the time they just keep them in Outlook. Not the best practice, but hey, it’s not the worst either. For those of you that do keep your emails in Outlook for a very long time, you may be faced with a storage issue at some point.

In Outlook 2007, you have the ability to quickly and easily save the attachment to your computer, remove the attachment from the email, then create a little note for yourself telling you what you did with the attachment.

Check out the video included with this post.

Click To Play

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Not all posts have video. If it is an audio only post, you can listen to it using the player below:

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While I LOVE Outlook and all it can do for managing your daily business information, one area that has always been lacking for me is in calendar printing options.

Never Fear - the Calendar Printing Assistant is here!

A free download from Microsoft, the Calendar Printing Assistant for Office Outlook 2007 is an application for people who need an easy way to print and customize their Outlook 2007 calendar information. It puts you in control of the tools you need and helps you plan and create designer-quality output.

A very cool feature is the ability to print multiple calendars in either side-by-side view or overlay mode. Awesome!

There are plenty of calendar templates to choose from, including a way to print your own yearly calendar with your custom picture. S-W-E-E-T!

They are authored in a documented, open XML file format, which makes them easily extensible to third parties.

Check out the video included with this post.

Click To Play

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Here’s a scenario…
You are offering a time-sensitive coupon or other offer to your clients and you want to send them an email all about it. For as many versions as I can remember, Outlook has provided a way to set an expiration date on your emails, both outgoing and incoming (but we’re only talking about setting it for outgoing in this demo). You don’t have to be on an Exchange Server to use this feature either, which is nice. Something I didn’t mention in the video demo is that you can also set a reminder flag on that same outgoing email. You’re doing everything possible to let your recipients know that they’ve got an email from you that will be expiring and they should check it out soon.

Watch the video demo.

Check out our newest video course on our E-Learning Center, “Outlook 2007 Essentials”, for only $24.95.

Click To Play

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In honor of Flag Day, this Outlook video tip is about the new and improved flagging features of Outlook 2007. It takes your productivity to a whole new level, what with tight integration with the new To-Do Bar of Outlook, keeping up on what you need to keep up on has never been easier. List Makers Unite!

Thanks to my friend and colleague, Andrea Cannavina of www.legaltypist.com, for suggesting the idea for this video tip.

Check out the video.

Click To Play

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since this is Part Two, I’ll just repeat what I wrote in Part One…

I just love this feature! This is one of the best integration features between Office 2003/Office
2007 and SharePoint.

The task pane is named something different in Office 2003 than it is in Office 2007, but the
functionality is still the same.

These task panes allow you to access and modify content in a SharePoint site from within Office
without having to navigate to the site using your browser. The feature is available in the following
Office 2003 and Office 2007 applications: Word, Excel, Microsoft Project, OneNote, PowerPoint, and
Visio.

The Shared Workspace or Document Management task pane provides a link that will open the site in a
browser window and an Update button to refresh the site contents and displays the following tabs of
information:

1) Status
2) Members
3) Tasks
4) Documents
5) Links
6) Document Information

All of these tabs include a Get Updates button that retrieves the latest information from SharePoint
and refreshes the task pane.

Check out the Part Two video below.

For 10+ hours of full end-user SharePoint Services training, check out our E-Learning Center. Only $24.95!

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I just love this feature! This is one of the best integration features between Office 2003/Office
2007 and SharePoint.

The task pane is named something different in Office 2003 than it is in Office 2007, but the
functionality is still the same.

These task panes allow you to access and modify content in a SharePoint site from within Office
without having to navigate to the site using your browser. The feature is available in the following
Office 2003 and Office 2007 applications: Word, Excel, Microsoft Project, OneNote, PowerPoint, and
Visio.

The Shared Workspace or Document Management task pane provides a link that will open the site in a
browser window and an Update button to refresh the site contents and displays the following tabs of
information:

1) Status
2) Members
3) Tasks
4) Documents
5) Links
6) Document Information

All of these tabs include a Get Updates button that retrieves the latest information from SharePoint
and refreshes the task pane.

Check out the Part One video below. Part Two is coming in a few weeks.

 

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I know, I know…it’s only been a few days since my last podcast. But I just had to try out my new Aweber Blog Broadcast feature that I’ve connected to this blog site. If all goes well, it will replace the emails you normally get if you’ve subscribed to this via the email option. I have noticed it seems to get confused by the video player I put in my posts, so we’ll see if I like it enough to keep it, or if I’m sticking with what I have. I’m still testing, but will keep you posted, especially because you’ll get another opt-in email.

Anyhoo…on to the new video tip.

Let’s talk about how to share your Outlook Distribution Lists with others. This is so simple it’s not even funny. If you have distribution lists and you want to send them to others, simply include them as attachments in your email to them. Once the recipient gets your email they’ll drag and drop the attachment to their contact folder in Outlook. Didn’t I tell you it was easy?!??!

Oh and absolutely, sharing a distribution list is not to be confused with sending your contact items.

The send method for contacts will depend on just how many contacts we’re talking about. Less than 30, I’d use the Send As vCard feature (select the multiple contacts>Actions menu>Send as vCard. The terminology is a little different in Ol2007, but it’s in the Actions menu area. If it’s a lot of contacts then they should export out as csv file, send to you, and you import them from the csv file.

Watch the video below to see this process in action.

 

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I based this video tip on a question that was emailed to me by someone who read a presentation I did a while back on utilizing Outlook for Contact Management

Here’s her question:

I enjoyed your tutorial on Outlook Contact Productivity. I have a question. How does one arrange to see company infomation when in an e-mail and pulling up one’s personal contact list to find a specific company name first and secondly, the user name options associated with that company? I have been searching for this information and it has been eluding me for months. Thanks so much for your insight!

 

 

This is one of those questions I’ve been asked many times over the years, which automatically makes it a perfect topic for a video tip.

I hope you find it helpful.

Watch the video below:

 

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As promised in an earlier podcast, here is the video demo of the Pinpoint Marketing Tool from www.pinpointtools.com. This great product will take your Outlook or Business Contact Manager to the next level in two very important areas:

• Marketing campaigns - Schedule your “drip” marketing by combining emails, postcards, and letters into campaigns to stay top of mind.
• Action Plans and Automation - Create Action Plans to be more efficient - enter a pre-defined set of tasks with just one click.

You really MUST see this in action! Watch the videos below - there’s a part 1 and a part 2 to keep the video size small. The video player has a Fullscreen Toggle button to see it better.

PART 1:

PART 2:

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