pc support newsletter

Systems Development The University of North Carolina at Charlotte June 2005

Contents · Please Help Me:  Excel Workspaces · Outlook:  Access the Web · Help!  My Mailbox is Full · Word:  Left and Right Tabs on the Same Line · Outlook: Using Color to Organize Email · Windows XP: Grouping Icons

June Quick Tips In any Outlook folder (Inbox, Mail, Contacts, etc) press Ctrl+Shift+A to quickly create a new appointment. Print a list of Word keyboard shortcuts:  From the Word menu, select Tools, Macro, Macros.  In the “Macros In” box, select Word Commands.  Select ListCommands in the Macros box.    Select Run, Current Menu and Keyboard Settings, then click OK.  Word will create a list of keyboard shortcuts that you can print.

Please Help Me!

 “I am working on a Project that requires me to work with three Excel workbooks at the same time…Every day I open each workbook separately and then arrange them on my screen so I can see all of the information I need.  Surely there is an easier way……..” 

There is!  The answer is to use Excel’s Workspaces feature.  Click here for details!

Outlook: Access the Web

Did you know that you could access the web directly from MS Outlook?   Just select View, Toolbars from the Outlook menu, and select the Web toolbar. Once the toolbar displays, you can type any web address in the box to display the web page directly in Outlook.  You can also search the web by clicking the Search button on the toolbar. 

If you frequently need to access certain web pages while you are in Outlook, you can assign those web pages to a folder for quick access. 

• Right click on the Inbox icon and select New Folder.
• Name the folder whatever you want and click OK.
• Right click on the folder you just created.  It should be located under the Inbox.
• Select Properties from the Shortcut menu.
• Click the tab “Home Page”.
• Click “Show Home Page by default for this folder and type the desired web address, then click Apply, OK. 

From now on, when you click on the folder you created, the web page will display in your Inbox.  You can navigate to other pages just like you can in IE.

Outlook: Help! My Mailbox is Full

• Sort the mail in your inbox by size.  Even though you may only have a few items in your Inbox, if one or more message contains a large attachment, that could be the problem.
• Empty Deleted Items
• Make sure your Personal Folders are not directly located under your Inbox.  If they are, then the mail you place in them is still in your Inbox and “counts” toward mailbox size.
• Check your Sent Items folder.  Most people forget about this one, and mail tends to accumulate there.
• Under “Search Folders” double click the Large Mail folder.  This will display any large mail you might have.
• If you still cannot see the problem, select  Mail Box Cleanup from the Outlook Tools menu.  Click the View Mailbox Size button and see what mailbox seems unusually large. That is the mailbox that is probably causing the problem. 

Word:  Left and Right Tabs on the Same Line
To place left and right tab stops on the same line: Make sure that the ruler is displayed.  (View, Ruler) The left aligned text will be aligned with the left margin, so all you need to do is align the right tab. Double click on the ruler where you want the right tab to be positioned.  The Tabs dialog box will open. In the Alignment portion of the dialog box, click Right, then click OK.

Outlook:  Using Color to Organize your Email

You can use colors to organize the mail   For example,  you can set Outlook up so that all mail from your supervisor displays in red or all mail from another individual displays in green.. 

To do this, in the Inbox, click on an email from the individual you want to apply the color to.  Select Tools, Organize from the Inbox menu.  In the “Ways to Organize Inbox” box, click “Using Colors”.  Select the desired color, click Apply Color, then close the box by clicking the X in the upper right corner.

Windows XP:  Arranging Icons in Groups
If you are using Windows XP, you can “group” icons in a folder according to type.  Open the folder, and from the Explorer menu, select View, Arrange Icons By, Type.  Then select View, Arrange Icons By, and select Show in Groups. This is especially helpful if you are trying to organize or “clean up” a folder.

Questions or comments about this newsletter. Email jfreed@email.uncc.edu