Exchange and Outlook UPDATE, Outlook Edition—brought to you by Exchange & Outlook Administrator, the print newsletter with practical advice, how-to articles, tips, and techniques to help you do your job today.
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June 18, 2002—In this issue:
- Keyboard Shortcuts
- Windows Scripting Solutions for the Systems Administrator
- Special 2-for-1 Subscription Offer!
- Tip: Selecting Message Recipients from a List
- Instant Poll: Do You Use Digital Risk Insurance?
4. NEW AND IMPROVED
- Weblicon Technologies Releases Calmeno Messaging System
5. CONTACT US
- See this section for a list of ways to contact us.
(contributed by Sue Mosher, News Editor, firstname.lastname@example.org)
How many Outlook keyboard shortcuts do you know? Outlook might not have a customizable keyboard layout as Microsoft Word does, but it certainly has a few shortcuts worth memorizing. In addition to the standard shortcuts such as Ctrl+P to print, Ctrl+S to save, and Ctrl+Z to undo, Outlook has many shortcuts for creating new Outlook items and launching frequently used features.
Some familiar shortcuts take on new meaning in Outlook. For example, Ctrl+N (new) is context sensitive. If you press Ctrl+N while in the Inbox, a new message appears. If you press Ctrl+N while in Contacts, a new contact appears.
I'm sure you know that Ctrl+V pastes text from the Windows clipboard into the currently open Outlook item. But have you ever tried Ctrl+V in an Outlook folder view? Copy some text from a Word document or other source, then switch to your Inbox in Outlook and press Ctrl+V. (You might need to click a message first to move the focus out of the preview pane and into the items list.) A new message containing your copied text appears. This trick works in any Outlook folder, creating the appropriate type of item with the clipboard text pasted in it. This shortcut can save you a lot of time.
Each Outlook item type also has an Outlook-specific keyboard shortcut, so you can easily create a new message, for example, whether you're viewing your Inbox or the Calendar folder. These shortcuts are more or less mnemonic. Press Ctrl+Shift+M for a new message, Ctrl+Shift+A for an appointment, Ctrl+Shift+C for a contact, Ctrl+Shift+L for a distribution list, Ctrl+Shift+J for a journal entry, Ctrl+Shift+N for a sticky note, and Ctrl+Shift+K for a task.
You can press Ctrl+Shift+Q to create a meeting request, Ctrl+Shift+U for a task request, or Ctrl+Shift+H for an Office document. To create a new folder, press Ctrl+Shift+E. To close any open Outlook item, just press Esc.
Common features get their own shortcuts, too. Press Ctrl+Shift+B to display the address book, Ctrl+Shift+F to use Advanced Find, Ctrl+Shift+G to display the Flag for Follow Up dialog box, Ctrl+Shift+V to move an item to another folder, or Ctrl+Shift+X to go to a contact's Web page.
The essential shortcuts for working with messages are Ctrl+R to reply, Ctrl+Shift+R to reply to all, Ctrl+F to forward, and Ctrl+Q or Ctrl+Enter to mark a message as read. Yes, I know that Ctrl+F launches Find in other Office programs, but Microsoft email programs going back to Microsoft Mail have always used Ctrl+F for Forward. The shortcut for Find is Ctrl+E.
When viewing a calendar or other folder displayed with the Day/Week/Month view, press Ctrl+G to display the Go to Date dialog box. But if you have an appointment or task open, Ctrl+G displays the Recurrence dialog box.
To run a macro you've written in Visual Basic for Applications (VBA), press Alt+F8. If you need to write the macro first, press Alt+F11 to enter the VBA programming environment.
To send and receive messages, press F9. If you're viewing an IMAP folder but aren't currently connected to that account, press Shift+F9 to download items for that folder.
To get to your Inbox quickly, press Ctrl+Shift+I. To check your Outbox, press Ctrl+Shift+O. Alas, the other default Outlook folders don't have shortcuts of this type. However, you can create toolbar buttons for those folders and assign each toolbar button a unique accelerator key. I'll give you the details, plus some other tips for customizing the toolbar, in next week's UPDATE.
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So, you're not a programmer, but that doesn't mean you can't learn to create and deploy timesaving, problem-solving scripts. Discover Windows Scripting Solutions online, the Web site that can help you tackle common problems and automate everyday tasks with simple tools, tricks, and scripts. While you're there, check out this article ( http://www.winscriptingsolutions.com/articles/index.cfm?articleid=20376 ) on WMI scripting for beginners!
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(contributed by Sue Mosher, email@example.com)
Q: If we have 10 people in an Exchange Server distribution list or distribution group, can a user temporarily edit the list to reach only 5 of the members?
A: Permitting users to edit the list isn't the solution. Users should copy recipients from the list to their message's To field, as follows:
- Create a new message, then click To to display the Select Names dialog box.
- Right-click the list or group in the list of recipients on the left, then choose Properties.
- Go to the General tab and select the desired names from the Members list.
- Click To.
- Click Yes when Outlook asks, "Do you want to add the selected users?"
- Click OK. The To box on the Select Names dialog box now shows the names you selected in Step 3.
If users can't see the list membership, you'll need to update the list's entry on the Exchange server or in Active Directory (AD) to let users see the members.
See the Exchange & Outlook Administrator Web site for more great tips from Sue Mosher.
Vote on Outlook- and Exchange-related questions with the Exchange & Outlook Administrator Channel's Instant Poll. This month's Outlook question is "Do you use digital risk insurance?" Go to the Exchange & Outlook Administrator Channel home page and submit your vote for a) We use it now, b) We used to use it but don't now, c) We don't use it at the moment but plan to do so, or d) We've never used it and have no plans to do so.
4. NEW AND IMPROVED
(contributed by Bob Kretschman, firstname.lastname@example.org)
Weblicon Technologies released Calmeno, a messaging and personal information manager (PIM) system for small to midsized enterprises. The product provides full mobile access and over-the-air synchronization for PDAs and mobile phones. Calmeno features wireless access to corporate email, calendar, contacts, and tasks from any device. The product is based entirely on open industry standards such as IMAP, Lightweight Directory Access Protocol (LDAP), and SyncML; runs on industry-strength UNIX systems; and supports Windows, Macintosh, and Linux clients. Outlook and Outlook Express integrate with the Calmeno synchronization software. For pricing and other information, email email@example.com or visit the Weblicon Technologies Web site.
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