Tag Archives: Email

Easily find a phone number

A quick way to find a staff member’s phone number and to call them is to:

1. Create a new email
2. Type their name into the To.. field (and wait for it to underline, or tap Ctrl+K)
3. Right-click their name
4. Click the telephone symbol to call them
or click Open Outlook Properties to see their phone number.

Call a staff member

You may also find this tip helpful:

Simplify your emailing with this quick way to find an email recipient’s name, using Ctrl+K.


For other great time-saving tips, look up:
Being more efficient with your technology
Technology Information for Staff website

Was this tip helpful to you? Anything else you want to know? Got some suggestions? Please leave a comment below or let me know.

You’ll find more learning at Learning and Development.

Turn an Email into a Calendar Appointment

From time to time you might get an email that you’d like to use to form the basis of a calendar appointment. Usually this would be to remind yourself to do something; or if you need to send a meeting invitation to people, to include all the information that is in the email.

To do this, simply drag the email from your Inbox and drop it onto the Calendar icon, in the lower left corner of the Outlook window.

Outlook calendar icon

A calendar appointment is created, displaying the contents of the email in the body of the appointment. You can then add any other information you’d like to, and even invite others to the appointment (or not, if it is just something you want to put into your own calendar), and save or send it as you would any other appointment.

(Thanks to Rebecca Hurrell for this Tech Tip suggestion, and wording!)


For other great time-saving tips, look up:
Being more efficient with your technology
Technology Information for Staff website

Was this tip helpful to you? Anything else you want to know? Got some suggestions? Please leave a comment below or let me know.

You’ll find more learning at Learning and Development.

Are you sending emails to yourself?

We all do it. An idea for later. Something we must remember to do. Some ideas relating to a project.

For example, say you have an Outlook email folder containing email relating to a particular thing you are working on, and you’d like to save some thoughts of your own in the same folder…. So you send yourself an email containing those thoughts, which you then save in that work folder. Sound familiar?

There is a better way!
It is called
Post In This Folder, and it is a button in Outlook Mail.

To use Post In This Folder in Outlook Mail:

  1. Open the folder in Outlook that you’d like to post the note in
  2. Click the New Items button (at the left end of the Home Ribbon)
  3. Click More Items
  4. Click Post In This Folder
    – a blank note “page”  appears
  5. Add a subject line
  6. Write any notes you’d like to record
  7. Click the Post button

NOTE: if you use this button a lot, pin it to the Quick Access Toolbar so that you can access it quickly.


For other great time-saving tips, look up:
Being more efficient with your technology
Technology Information for Staff website

Was this tip helpful to you? Anything else you want to know? Got some suggestions? Please leave a comment below or let me know.

You’ll find more learning at Learning and Development.

Five Things to Massively Simplify Your Day

I posted these tips almost exactly 3 years ago. Did you see them? Read on.

How many times have we heard the words, “if only I had known that yesterday”!

Are you using these five tips?
They make a difference to my life every day. The time investment it takes you to read and implement them will be repaid to you many, many times in time, effort and satisfaction.

  1. Simplify your Emailing with this quick way to find an Email recipient’s name, using Ctrl K
  2. Make your computer type “University of Canterbury” (and other repetitive long phrases) for you
  3. Use Outlook Quick Steps to avoid repetitively entering email address names
  4. Lock your computer when you step away from it
  5. Archive of Tech Tips

For other great time-saving tips, look up:
Being more efficient with your technology
Technology Information for Staff website

Was this tip helpful to you? Anything else you want to know? Got some suggestions? Please leave a comment below or let me know.

You’ll find more learning at Learning and Development.

Using Email Read Receipts

This is one of those things that you may be doing without realising what a nuisance it can be for those receiving your emails.

I’m talking about using “Request a Delivery Receipt” and “Request a Read Receipt” by default – ie, using them for every message you send.

This becomes a real nuisance for your recipient because they have to acknowledge , or “approve”, the receipt for every email of yours that they read (and they can choose not to send the receipt). So it becomes especially tiresome if they have a back-and-forth email exchange with you.

Of course, you may need to use this feature from time to time, but try to avoid using it as the default.

You can find them when you create a new email message, on the Options Ribbon:

Don’t be a nuisance – leave these switched off by Default.

For great time-saving tips, look up:
Being more efficient with your technology
Archive of Tech Tips
Technology Information for Staff website

Was this tip helpful to you? Anything else you want to know? Got some suggestions? Please leave a comment below or let me know.

You’ll find more learning at Learning and Development.