Software

Outlook Productivity Tips: How to Save Emails Quickly

Email

Image Credit: Johnathon Narvey

There are times when you may want to save an email somewhere else, outside of your inbox. Maybe you want to save certain emails, such as client communications, in a folder for all your staff to access. Maybe you only want to save one particular email as a backup.

Regardless of your reasoning, when you save emails outside Outlook, you will want to make sure you are saving the emails in the proper format, so that header information and any attachments remain intact should you need them in the future.

Outlook gives you a few different ways to save your emails. There’s the long way, and then there’s the shortcut. (And who doesn’t love a good shortcut?)

The Long Way

The way most people save an email in Outlook is either highlight or open the email they want to save, and then go to File > Save As. When the Save As window appears, they browse to where they want to save it, and then rename the email, if necessary.

The last thing you have to do in this scenario is make sure that Outlook is saving in the proper format for you to access your information again. You will want to make sure the Save As Type says Outlook Message Format (Outlook Message Format Unicode is okay too).

Unfortunately, if you need to save more than one email, you will have to repeat the process for each and every email that needs saving. Talk about tedious!

The Shortcut

An easier way to handle saving emails, particularly multiple emails, from Outlook is the drag & drop method.

Important Tip: When you save emails this way, make sure that none of your screens are maximized, and that you can see both your Outlook inbox and the folder location where you are saving the email. (Two or more monitors come in handy here.)

Then, just drag the email(s) out of Outlook, and into the folder. Rename the emails, and you’re done. Outlook saves the email in the proper message format automatically.

This shortcut is a much easier way to save a large volume of emails from Outlook, saving you time, but it also saves you from the monotony of the “file-save-as” dance. In fact it’s so easy, you may even begin to enjoy saving emails, instead of viewing it as a chore.

Do you have a better way to save emails from Outlook? Leave us a comment and tell us how you save your emails.


Julie Strier is a freelance writer who is interested in helping you work smarter, not harder, with your technology.  Email: julie@mybusinesswriter.com. Website: www.mybusinesswriter.com.

Pinning Items: A Way to Find Items Faster in Windows 7

Jump List

Image Source: Michael Dunn~!

Stop searching for the documents you frequently access. Pin your important items to the Task Bar or a Jump List and you’ll never have to search for them again.

Windows 7 included some really great user features which boost productivity, and if you’re not taking full advantage, you’re missing out.

Pinning and Jump Lists are two features that when combined help you navigate Windows faster and easier.

What is Pinning?

In Windows7, you can Pin an item to your start menu, or your task bar for ease of access. To Pin an item, locate the software or document you want to Pin, right click on it, and select either Pin to Start Menu or Pin to Taskbar.

Pin to Start Pinning a frequently used program to your Start Menu makes it always accessible when you click on Start.

Pin to Taskbar Pinning a frequently used program to your Taskbar attaches the item next to your start button, by all your quick launch buttons, so that you can access the item quickly no matter where you are in Windows. You can easily rearrange items on your Taskbar by clicking and dragging the icons.

What are Jump Lists?

A Jump List is a list of recently accessed items, and is program specific. You access Jump Lists slightly differently, depending on where you are in Windows.

From the Start Menu To access a Jump List from the Start Menu, click on the right arrow next to the program.

From the Taskbar To access a Jump List from the Taskbar, right click on the program. The list that appears is the Jump List.

Pinning to Jump Lists

You can also Pin items to the Jump List, so that you can access the item even faster. To do this, access the appropriate Jump List for what you want to Pin, locate the item to Pin, and then click on the small push pin icon to the right of the item. Tip: If you hover over the push pin icon, it says Pin to List.

Microsoft gave users some powerful productivity features when they added Pinning and Jump Lists to their bag of tricks. While you can’t Pin everything, you can Pin your most frequently used items, allowing for faster access to the items you use the most.

Do you have a favorite Windows 7 feature? Leave us a comment telling us about it.


Julie Strier is a freelance writer who is interested in helping you use Windows more effectively.  Email: julie@mybusinesswriter.com. Website: www.mybusinesswriter.com.

How to Create One Secure Password You Can Use on Any Website

Password Hell

Image Source: Flickr.com / Ron Bennetts

When it comes to passwords, we all have the same problem – we have too many to remember! For every website you sign up for, there is a password associated with your account. And, different services have different password requirements, leaving you with many different passwords that you’re always trying to remember.

Instead of having a list of unique passwords, like each site wants, the reality is that people create passwords that aren’t necessarily secure, but rather are easy for them to remember. Typically people will use important dates, such as birthdays or anniversaries, children’s or pet’s names, or other easy to remember information.

However, since most of us use the same tactics, it makes it easy for hackers to predict passwords, and/or use our computer systems against us to seek out the commonly used information needed to hack passwords.

So how do you create a password that is unique from your other passwords, and unique enough to meet password requirements for the site, but that is still easy enough to remember without keeping a list on your computer?

By creating a password convention system, so that your passwords are both unique to the website, and easy for you to remember.

Pick One Common Password

First, pick one common password you’d like to use. Yes, it does seem counter intuitive, but bear with me for a minute. Think of this common password as a base, the place where all your passwords begin.

The goal is to create one common password that you can easily remember, instead of having several different passwords you have to guess at every time you log in. You’ll want this password to be something easy to remember, and something that meets most common password requirements.

Common password requirements dictate that there are at least 1 upper case letter, 1 lower case letter, and at least 1 number (some passwords require symbols, but we’ll get to that in a minute).

For this example, our common, base password will be: Benji2010.

Modify It

Of course, you cannot and should not use the same password at every website. In fact, we advocate that you have a unique password for every site you use. But, by following these tips, you can create a password convention system that takes your base password and turns it into something unique for every site that is still easy for you to remember.

Once you have your common, base password setup, you can make it unique by adding the initials of the website you are signing up for at the end.

Examples:

Facebook: Benji2010FB   LinkedIn: Benji2010LI  Google+: Benji2010G OR Benji2010G+

You can also change it up and put the initials in the middle if you would like. It doesn’t matter, as long as you are modifying your base password with a convention that is easy to remember.

Examples:

Facebook: BenjiFB2010  LinkedIn: BenjiLI2010  Google+: BenjiG2010 or BenjiG+2010

Unique Symbols Can Replace Common Words

Sometimes, websites require you to have symbols in your passwords as well. There are a few easy ways to deal with this, while still maintaining an easy to remember password convention.

Hold Down Shift

One way to incorporate symbols is to hold down SHIFT when you get to the number portion of your password. So, our example password Benji2010FB becomes Benji@)!)FB.

All that changed is holding down <SHIFT> when typing in 2010. This way, you don’t have to remember the different unique symbols; rather you can just remember that you have to hold down shift when you enter your password.

Pick a Symbol Convention

Another way you could maintain your convention but keep a symbol in the mix, is to pick one symbol you always use in the same spot for every password. Let’s pretend you decided your common symbol is an exclamation point (!), and that you’re going to put it at the end of your passwords. Your base password would become Benji2010FB!

You could also choose to put your symbol at the beginning, like this: !Benji2010FB, or in the middle, like this: Benji2010!FB. It doesn’t really matter, as long as you come up with a convention that is easy for you to remember.

Hopefully these tips gave you a few things to think about when creating a password. As you can see, you can have the same password for every website, as long as you have a password convention that you use to modify your passwords, ensuring they are unique, yet still easy to remember.

Do you have a trick that you like to use to remember your passwords? Leave us a comment and tell us about it.


Julie Strier is a freelance writer who is interested in helping people work smarter, not harder, with their technology. Email: julie@mybusinesswriter.com. Website: www.mybusinesswriter.com.