Outlook: Grant Delegate Access to Mail Folders
A reader asked if there is a way to share an Outlook folder with someone else. There is, as long as you are using Exchange Server. You can share specific folders by giving someone delegate access. This is a handy feature for an assistant who handles a supervisor’s email messages, or for those times when a colleague is ill or otherwise unexpectedly out of the office. This allows the person to whom access is delegated to read and take care of emails without leaving their own Outlook account.
In Outlook 2003 or 2007, go to Tools and select Options. Go to the Delegates tab of the Options dialog box and click the Add button. Enter the name of the person to whom you want to give access in the Type Name of Select from List box. You can add multiple people by holding down the Ctrl key and clicking each name in the list that you wish to add. Click Add and then click OK. Select a type of permission for each Outlook folder to which you want to provide access.
In Outlook 2010, go to the File tab, select Info in the left pane and click Account Settings. Select Delegate Access and click the Add button. Enter the name of the person to whom you want to give access in the Type Name of Select from List box. You can add multiple people by holding down the Ctrl key and clicking each name in the list that you wish to add. Click Add and then click OK. Select a type of permission for each Outlook folder to which you want to provide access.
If you don’t see the Delegates or Delegate option, you probably do not have Microsoft Exchange. If you believe that you do, be sure to check with your administrator to find out if there is a reason why you are unable to grant delegate access.
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9/2/2010
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Word: Select Browse Button
The other day we talked about the shortcut icons for views in Words at the bottom of the window. Here is another similar shortcut. You might or might not have ever noticed the little double arrows pointing up and down in the bottom of the right vertical scrollbar. These will take you to the previous or next page, respectively. Now look a little bit closer. Do you see the little circular button in between the arrows? That is what we are going to dig a bit deeper into today.
If you point to the button, you will notice a little pop up telling you Select Browse Object. If you actually click on the button, you will get a little box with a bunch of icons. The first one is Browse by Page. This is your default setting, which lets you click the arrows and, well, browse page by page! The next button is Browse by Section. If you have sections in your document, clicking this will allow you to go section by section. Continue and you will find options to browse by comments, footnote, endnote, fields, tables, graphics, headings and edits.
The final two options are not browse by options. Click on the little binoculars button and you will be greeted by the Find dialog box. The last button, which is an arrow, brings up the Go To dialog, which gives you a list of options from which you can choose.
To round out this little “go to” tip, here is a shortcut you might like. Word will remember the last three spots you edited. If you want to return to one of those edited sites, press SHIFT+F5 until you reach the location that you want. It will not undo your edits; it will simply move you to that spot!
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9/1/2010
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Excel: Change the Cell Selection Direction
We have talked about lots of ways to make it easier to enter data into an Excel worksheet. Lots of us prefer to keep our hands close to the keyboard whenever possible, rather than reaching for the mouse. Sometimes, though, it seems like there is no other way. If you need to move to another cell, but the cell is to the right, left or above your active cell, pressing Enter will not work. Or will it?
That depends. If you want to move in a different direction when you press Enter, you can change a setting that will allow you to do just that.
If you are using Excel 2003 or prior, go to Tools and select Options. Go to the Edit tab. You should see a check mark in the box next to Move Selection after Enter (if not, put one there). In the drop down next to Direction, simply choose the direction you want your cursor to take when you hit enter, and click OK.
In Excel 2007, click the Office button and go to the Advanced tab. In the After Enter, Move drop down list, choose the direction you want it to take and click OK.
In Excel 2010, go to the File tab and select Options. Select Advanced in the left pane. In the Editing Options section, which is right at the top, choose the direction you want the cursor to go in the After Pressing Enter, Move Selection box. Click OK and you are all set.
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8/31/2010
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Excel: Adding a Header or Footer to Multiple Worksheets
Betty Scott writes:
In reference to your article today, Excel, headers and footers, when you have multiple work sheets in the same document is there a way you can put the footer in once and it will show on all your worksheets?
Great question, Betty! You most certainly can and it is one of those things that are almost too easy.
Open the workbook in which you want to add the same header or footer to multiple worksheets. If you want to add the header or footer to all of the sheets in the workbook, right-click the tab of any of the worksheets and click on Select All Sheets. If you only want to add the header or footer to some of the sheets and they are in consecutive order, press and hold the Shift key and then click on the first tab and the last tab of the group of sheets to which you want to add it. If the sheets are not consecutive, press and hold the Ctrl key. Click on the tab of each sheet to which you want to add the header or footer.
Now that the sheets are selected, go ahead and add your header or footer just the way you want it to the active sheet, which simply means the one that you are currently looking at. Once you have applied the changes, the header or footer will be added to all of the worksheets that you selected. Don’t you just love it when things are simple?
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8/30/2010
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Outlook: Hide Desktop Alerts
Hi, my name is Tricia, and I am an email junkie.
I will admit it. It does not matter how much work is on my desk or how long my To Do list has gotten. When I hear that familiar little chime or see the Outlook desktop alert notifying me that I have new email, I will usually drop whatever I am doing and go have a little look-see. Now, there is nothing wrong with keeping in touch and staying informed of important matters. When it interferes with productivity, though, it can be a problem. You know the saying, though! Admitting you have a problem is the first step.
If you have this issue, too, or you are simply neck-deep in an important project and you just do not need that distraction right now, you can turn off the notification. It is okay, you can turn it back on again later, I promise!
In Outlook 2003 or 2007, go to the Tools menu and select Options. Go to the Preferences tab and click the Email Options button. Click Advanced Email Options. Under When New Items Arrive in My Inbox,
clear the Display a New Mail Desktop Alert check box.
In Outlook 2010, go to the File tab and click Options. Select Mail in the left pane. Under Message Arrival, clear the Display a Desktop Alert check box. Click OK and you are all set.
Another quick way to disable these alerts is directly from one. The next time a desktop alert pops up, click the down arrow in the upper right side of the alert. Then, simply select Disable New Mail Desktop Alert.
You can turn them back on when you are all caught up, or leave them off and just check your email whenever you have the time.
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8/27/2010
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