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Timesaver Tip: Create Distribution Lists in Outlook

create a distrution listWhy address an email message to 10 people when you can address it to one?  If you often send email messages to a group of of people — like your Friends group, trustees, or colleagues who serve on a committee — you can save time by creating a distribution list from your Outlook contacts or Global Address Book.

A distribution list is a group of e-mail addresses that you create and add to your Outlook contacts as a single e-mail address. When you send a message to a distribution list, it goes to every e-mail address in the list.

You can use the distribution list just like any other email address when composing your message. The name of the distribution can be put in the To:, Cc: or Bcc fields. The name you assign to a distribution list does not display when the recipients get their email message; recipients will just see the full listing of all the names in the distribution list. From their perspective, they don't even know you're using a distribution list!

Note: if you want to prevent recipients from seeing the names and email addresses of everyone else on a distribution list, use the Bcc (Blind Carbon Copy) field to address your message.  Here's details on how to activate the Bcc field in Outlook.

Just follow the steps at Microsoft's Create and Edit a Distribution List, or watch this 4-minute video to see how easy it is to create a distribution list in Outlook 2007.  (If you use Outlook 2003 you can use Save Time With Distribution Lists in Outlook 2003 instead.)

Customize How Windows Displays Folder Contents

folder viewMicrosoft Windows XP automatically chooses how to display folders based on the types of files they contain. For example, Windows XP displays your My Pictures folder in either Filmstrip or Thumbnails view so that you can see the pictures without opening the files. However, Windows XP displays your My Documents folder in Tiles view so that you can see the names of the Word and Excel documents.

In the Specify How Folders Open article you’ll see examples of each type of view, and how to change your folder settings for individual folders or for all the folders on your computer.

Manage Your Downloads in Firefox

download locationWhen you download files in your web browser, is it hard to find where they ended up on your computer?

If so, you can tell Firefox where you want all your downloads to be stored.  In many cases, it might be easiest to have them downloaded to your computer's Desktop so they're easy to find.

If you need to track down previous downloaded files, go to Tools > Downloads and use the search box to find your file. Once you’ve found it, double-click on the file to open it, or right-click and choose "Copy Download Link".

download manager

Download Cheat Sheets for Office 2007 (Word, Excel & more)

Word cheat sheetDownload these convenient one-page cheat sheets for Office 2007, Word, Excel, Office, PowerPoint, and Outlook to reference the next time you need concise reminders of how to do stuff in each of these tools. 

Handy stuff like the fundamentals of setting up an Excel spreadsheet and creating formulas, tips for formatting or using mail merge with a Word document, or creating transitions in a PowerPoint slideshow are all close at hand with these tip sheets.

Tips for the Holidays

Catalog Choice logoAs we get closer to the gift-giving season you may find these to be of help:

The Amazon Universal Wish List Button allows you to add products from any website to your Amazon Wish List with one click.  This means the items don't have to be available through Amazon -- you can add stuff from Apple to Zappos.  Just add the Universal Wish List button to your browser, and start shopping. When you see something you'd like on any website, just click the Add to Universal Wish List button, and the item will appear on your Amazon Wish List.  For details, read last year's Ides post about it.

Choose Google Docs holiday templates to use timesavers like the Lifehacker Holiday Gift Planner, Party Invitation (Snowflake Theme), Christmas Gift Budget spreadsheet, and Gift Certificate (Holiday Gift Theme).

'Tis the season to have a mailbox full of mail order catalogs.  If you want to control or cut down on the number of catalogs you receiv, try Catalog Choice to opt out of paper catalogs.

Google Docs templates

Filter & Refine Results Using Google's Search Options Side Panel

There's an easy way to refine your Google searches, but it's subtle to see you have the option...

Just click the + next to "Show options" to see the available filters and views you can apply to your search results. Click "Hide options" to remove the options panel from view.

You can slice and dice your results to find different types of content (like videos and reviews), or results fitting a date range (the most recent results or results from a specific time period).  It even lets you filter out commercial results by choosing "fewer shopping sites".

Read more about it at the Google Help: Features page or watch this short video:

20 Questions to Ask Yourself Before Clicking "Send"

photo courtesy of T. Al Nakib via sxc.huThe Test Your E-mail I.Q. post at the Grammarphobia blog offers 20 tips to consider before clicking "send"; here are some of the best:

1. Is the subject line helpful?
The reader should be able to tell at a glance what you're writing about and how urgent it is.

2. Did you get right to the point?

4. Did you say too much?
Try not to write more than you have to, especially at work. Long e-mails get read last.

6. Did you say what you're replying to?
A cryptic "Fine" or "Nope" or "Maybe later" won't do. Never make the reader guess which message you're answering, especially if time has passed.

12. Did you break for paragraphs?
Please, no solid blobs of type. Break your message into bite-size pieces, one short paragraph per subject. It'll be easier to read and easier to answer.

18. Does it have to be an e-mail?
Maybe a letter or a phone call or a face-to-face meeting would be better.

Read all the rest at Grammarphobia.

How to Select Text Vertically in Word

Did you know you can select text vertically in a Word document? Just press the Alt kay while you use your mouse to select the text.

This comes in handy whenever you need to change the beginning of items in a list.

In the example shown here, I want to delete the first word from each sentence.  Once I've marked the text, I can delete or copy & paste the words I've selected.

The Ins and Outs of the Windows Recycle Bin

To help avoid accidentally deleting a file, putting something into your Windows Recycle Bin doesn’t actually remove it from your computer. So if you discover you need something you deleted, you can still restore it from the Recycle Bin.  

Or if your computer's hard drive is filling up and you need to make room there, you can permanently remove files by emptying the Recycle Bin.

Read all about how to retore files and empty the recycle bin.

Haunted Libraries

Just in time for Halloween, take a tour of libraries that are said to be haunted, coutesy of George Eberhart of the American Library Association:

[source: Encyclopedia Britannica blog]

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