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Table of Contents

Lead Story

Bring the 'ATM-O-Matic' to a retailer near you



APEX awards: The Green Sheet's lucky seven

Welcome aboard GSTravelAdvice

Meet the new, nimble Hypercom


GS Advisory Board:
Value-adds: Recipe for success? Part II

PCI standards weigh on ATMs

Gary Wollenhaupt

Industry Leader

Gerry Wagner –
Discovering new opportunities


Merchant cash advance companies on the offensive

Patti Murphy
The Takoma Group

A pandemic is sweeping POS terminals: Are you ready?

Biff Matthews
CardWare International


Street SmartsSM:
Lust for the lodging market

Dee Karawadra
Impact PaySystem

Data security sells

Aaron Bills
3Delta Systems

The all-time dirtiest processor tricks

Adam Atlas
Attorney at Law

Are you business-suicidal?

Paul E. Donihue
Advanced Merchant Services Inc.

PCI: Eye to eye with federal law

Ross Federgreen

Out-of-sight Outlook tricks

Joel and Rachael Rydbeck
Nubrek Inc.

Company Profile

Gravity Payments

New Products

Ringing in a smart idea

IPS Express- Mobile Payments
Payment Data Systems Inc.

Where oh where are your consumers?

First Atlantic Commerce

Outsource the chargeback confusion

ChargebackAudit LLC
Chargeback Dispute Management System


If the shoe fits, bear it


Resource Guide


A Bigger Thing

The Green Sheet Online Edition

July 23, 2007  •  Issue 07:07:02

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Out-of-sight Outlook tricks

By Joel and Rachael Rydbeck

While not everyone uses Microsoft Outlook for e-mail, enough of us do. So we thought an article on time-savers and cool techniques was in order. Different versions of the program may require variations on the instructions that follow.

Kick it with the keyboard

Let's begin with some keyboard shortcuts to speed your e-mail communications. For more keyboard tips and other types of shortcuts in Outlook, visit

Action Keyboard shortcut
Create new message Ctrl+Shift+M
Reply to open message Ctrl+R
Save message being edited Ctrl +Enter
Switch to mail Ctrl+1
Switch to calendar Ctrl+2
Switch to contacts Ctrl+3
Create appointment Ctrl+Shift+A
Create contact Ctrl+Shift+C
Create distribution list Ctrl+Shift+L
Save, close and send Alt+S
Save Ctrl+S or Shift+F12
Undo Ctrl+Z or Alt+Backspace
Delete Ctrl+D
Print Ctrl+P

Know the rules

Rules allow you to filter and sort e-mail as soon as you receive it. For example, Joel has a rule that puts all e-mail in which he is cc'd into a separate folder, so he can read it later. This gives him more time to reply to e-mail sent directly to him.

There are two ways to set up rules. One is to right click on the e-mail for which you wish to create a rule. A screen will open and let you walk through the rules you wish to assign this type of e-mail. You can also manage rules by selecting from Outlook's top menu bar: Tools g Rules g Alerts.

Energize e-mail efforts

Outlook is an e-mail client (Eudora, Thunderbird and TigerMail are others). To receive e-mail, you must first set up an account. All e-mail accounts use either the Post Office Protocol or the newer Internet Message Access Protocol. Popular e-mail applications are Google's Gmail and Yahoo! Mail. Outlook can receive e-mail from these and many others.

To set up multiple e-mail accounts, select from Outlook's top menu bar: Tools g E-mail Accounts g Add a New E-mail Account.

Corral calendar power

Did you know you can create and view multiple calendars? This comes in handy if, for example, you want to keep your work-related deadlines, meetings and so forth separate from your personal appointments and events.

To create a new calendar:

Zip through time zones

If you frequently work with customers in different time zones, you may want to take advantage of Outlook's time zone feature. It allows you to add more than one time zone to your calendar so you know what time it is anywhere from Minneapolis to Moscow.

To do this:

Plug into plug-ins

David Allen wrote a popular book called Getting Things Done: The Art of Stress-Free Productivity. Numerous people have successfully adopted Allen's practices for managing tasks. He has created an Outlook plug-in that provides the ability to manage projects, right-click on e-mails to automatically create tasks, utilize built-in task management to manage inboxes and more.

The cost is $69.95 per license. It is totally worth the price. For more information, visit

Most Web conferencing tools integrate with Outlook. A few we know of are GoToMeeting, Office Live Meeting and Unyte Meeting.

4Team Corp. has several cool plug-ins. Its FreeBusy tool will respond to e-mail if you are not available to answer at once. For example, if you are in a meeting or on vacation, the tool will make sure the same person doesn't receive the message twice.

Other 4Team plug-ins include a calendar collaboration tool called Schedules4Teams and Fax4Office, which does just what it says. For more information about 4Team visit For a robust list of add-ins and plug-ins for Outlook, go to

Find further functionality

While we have barely scratched the surface of cool Outlook features, hopefully you learned a few new things. If not, maybe you are curious to see what office challenges you can solve using a tool you already have.

If you are looking for a specific tool, try a quick Google search to see what is out there. Chances are you aren't the only business wanting Outlook to perform a special function.

It is easy to ignore all the extras in a feature-heavy product like Outlook. Checking and responding to e-mail becomes routine. It is commonplace to forget to look for new functionality, especially with a product that you use day in, day out.

Outlook has a tip of the day. Interested? Simply select Show the Office Assistant from Outlook's Help menu. Then select Options, and specify which tips you would like to see. As always, we welcome your e-mail.

Notice to readers: These are archived articles. Contact names or information may be out of date. We regret any inconvenience.

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