[techtalk] OUTLOOK – Create Your Own Custom View

Tue Sep 28 14:53:36 PDT 2021

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This Week's Topic: OUTLOOK

1. ARTICLE & VIDEO ... Create Your Own Custom View
2. COMMUNICATING ... What about colons?
3. LEADERSHIP ... Lead based on your inner thoughts
4. WEBINARS ...
·     Oct 13: [GOOGLE] How to Maximize Your Calendar Experience
·     Oct 27: [YOUTUBE] Why, When and How to Use Info Cards & End Screens

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OUTLOOK - Create Your Own Custom View
Intermediate

We all like to set up our workspaces in individual ways to increase productivity, right? For instance, I use three monitors. I like to view my current project on the middle screen, put the extra files on the right and place my email on the left.

Then I have to create an Outlook layout that works best. The great thing about this office software is that you have choices!

If you use the desktop version of Outlook, you have probably noticed that you can arrange the main email screen in a variety of ways, depending on your work style.

NOTE: While there are separate screens for your Email, Calendar & Tasks and Contacts... in the main Email screen ... you can get a preview of these other areas.

When you first launch the desktop Outlook program, the default view is set up with three panes, the folders on the left, email in the middle and the email preview window on the right. Here's an example.

[Outlook views]

But not everyone likes to work in this layout – especially if you're using a smaller screen. Yes, you can modify the layout so that it works for you.

Your Custom Outlook View Options

When you're working in the Home email screen, and go to the View tab, you'll see various options in the Layout section.

·     Use Tighter Spacing
·     Folder Pane
·     Reading Pane
·     To-Do Bar

Use Tighter Spacing

The first icon in the Layout tab is Use Tighter Spacing. This option lets you create more or less space between your email message items in your Inbox. Toggle it ON by clicking the icon and you can see more email messages before needing to scroll. Or, if this is too scrunched to read for your preference, toggle it OFF by clicking the icon again.

[layuot]

[folder pane]

Folder Pane

In the very left of your Outlook layout is the Folder Pane. This shows your email address(es) and the folders in each... Inbox, Draft, Sent, Trash, etc.

[folder pane]

Under the Folder Pane choices in the Layout tab, you can choose:

·     Normal – The default view with the Folder Pane showing.

·     Minimized - The pane collapses to the left to give you more viewing space for your email. When you want to view it again, click the arrow toggle to bring it back (see image below).

[folder minimized]

·     Off – Completely hide the pane so that you have more work space. To bring it back you must choose Normal or Minimized from the Layout window again.

·     Favorites – With this toggled on you can drag and drop your most-used folders to the top "favorites" area to keep them front and center.

[Favorites view]

[options pane]

·     Options – At the bottom of the Folder Pane you have icons for Mail, Calendar, People, Tasks, Notes, Folders and Shortcuts. Only four of these display at a time with a (…) to go open up to the other choices. You can pick which of the four you want displayed by going to Folder Pane Options.

Reading Pane

The Reading Pane (shown below) gives you a preview of the message without having to open it fully.

[preview pane]

[reading pane]

Use the View tab, in the Layout window your choices in the Reading Pane dropdown include to display it:

·     On the Right (default)
·     At the Bottom
·     Or you can turn it Off

Under Reading Pane Options, you can adjust the settings to mark messages read when viewed in the Reading Pane, when the selection is changed, and more.

To-Do Bar

This option lets you add another column with blocks that can include any one (or all) of these other items: Calendar, People and Tasks.

[to do bar]

[to-do bar]

·     Calendar – This will display the current month as well as individual upcoming calendar items.

·     People – A search bar (to look up contacts quickly) and any contacts you have marked as a Favorite will be displayed. (To add a contact to Favorites, right-click the person's name either from an email or from your Contacts folder and select Add to Favorites).

·     Tasks - Display your Outlook tasks in due date order.

The sections (Calendar, People, Tasks) in the To-Do Bar Pane will appear in the order you added them from top to bottom. You can quickly remove any of these areas from view by clicking on the "X" in the upper right of the block. TIP: If you want to re-order the blocks, delete a section and re-add it in the order you want displayed.

Increase (or Decrease) the Pane Size

[change pane width]

Depending on your screen size, you may want to change the width of any of the panes... wider or narrower.

Just hover over the separation bar and when your cursor turns into a vertical double arrow, drag the pane to the right or left.

[https://files.constantcontact.com/ee1208b4001/41d9a61c-7e5a-4de3-b0a4-4021dd05cea3.png]

Communication: Punctuation
What about colons?

In today's writing, when might you use a colon (:)?

In doing some research to make sure that the ideas I planned to present were current, I found that the "rules" have changed over time. As with language in general, the style of writing is evergreen. We're becoming less formal, more direct and not as strictly structured.

Here are a few colon techniques we like to use to make things clearer for you. (Before we get started, let's remember that the use of a colon is to introduce lists, quotes, and further explanation.)

EXAMPLE

Technique #1: Use within a heading or subhead.
This example shows the colon followed by further explanation.

Technique #2: Introduce a list within a sentence (not before bullets).
Example ... There are different ways to use a colon such as: introducing lists, setting up quotes and giving additional information.

Technique #3: Numbering a list of phrases following a colon.
Example ... Getting healthy requires: 1) a positive mindset, 2) attention to movement, 3) good eating habits, 4) drinking lots of water, and 5) going to bed early.

What We No Longer Do:
We no longer use a colon at the end of a standalone heading or subhead (As shown above.) Why? Because the punctuation isn't introducing a list, a quote or further explanation. It's just not needed.

What We Like To Do
We like to keep things clean-looking. Simple. No more colons on headings.

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Leadership
Lead based on your inner thoughts

Whether you're leading an organization, a team or yourself, it all begins and ends with what you have on your mind.

Sometimes, your most influential thoughts are actually in your subconscious. If you can tap into that area of your mind, you can modify your life and the world around you.

One quote that may help came from Franklin D. Roosevelt.

"The only limit to our realization of tomorrow
will be our doubts of today."

See if you can identify these pesky saboteurs and toss them away!

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