Technology Advisor Blog

How to Import Multiple Calendar Entries in Outlook 2010

Posted by Ann Westerheim on 5/9/12 3:55 PM

Import Outlook 2010At the start of the Spring soccer season, I had the task of making sure all the practice and game times for my family got posted in my Outlook calendar.  With a game every weekend, and two practices during the week (times two teams), an entire season's worth of entries would have taken a long time.  The good news is that the soccer league made it easy by enabling an export of the calendar right on their web site.  With a simple click of the link to "Download for MS Outlook", they had already set up an export of the data, and all I had to do was import it into Outlook.

This may sound intimidating if you're a beginner, but it just involves a few mouse clicks.  With my exported calendar from the web site saved as a "CSV" file (Comma Separated Value), the next step is to go to the "File" tab in Outlook and select "Open" from the left hand navigation.  Next, hit "Import", select "Import from another program or file", select "Comma Separated Values for Windows", then browse for the file, and hit "next".

This is just one example of using the "Import" function, but keep in mind that you can export and import contacts too.  Learning a few simple key strokes can save a lot of time!

Tags: Outlook 2010, Calendar, Import

Customize your Layout in Outlook 2010

Posted by Ann Westerheim on 11/30/11 9:07 AM

Outlook 2010 LayoutYou probably spend a big chunk of your day in Outlook with email, contacts, calendar, and tasks.  It's worth a few minutes to customize your layout to get the most efficient workspace that works for you.

To adjust your layout, go to the "View Tab" and about 2/3 of the way over to the right, you'll see buttons for "Navigation Pane", "Reading Pane", "To-Do Bar" and "People Pane". 

The "Navigation Pane" shows the hierarchy of all your mail folders on the left side of your screen.  You have three views to choose from: normal, minimized, or off.  In the normal view, all your folders show up.  In minimized, the the headlines are scrunched up sideways on a small slice of the screen.  You can also toggle "favorites" on and off.  These are the folders you use most often.  The buttons for mail, calendar, contacts and tasks also show up here, and under "options", you can select the order you'd like to have them displayed.

The "Reading Pane" button allows you to place the reading pane (preview of your mail) to the right of your list of mail, at the bottom, or turn off the preview.  Under "options", you can mark items as "read" when the appear in the reading pane (or with a timed delay that you select), mark an item as "read" when the selection changes, and toggle on "single key reading using the space bar" which means that you can scroll through your mail without using your mouse if you'd like.

The "To Do Bar" button allows you to display your calendar, appointments, and tasks to the right side of your screen.  The "normal" view lets you see all the information, "minimized" scrunches the information to the right side showing just the headlines, and "off" removes it completely.  You can toggle on and off the Date Navigator (shows you a small calendar of the current month), your appointments, and your tasks.  Under "options" you can pick the number of months to show, select whether or not to show "all day" and details of private appointments, and show the task list.

The "People Pane" button lets you see previous emails from the sender you're viewing in the preview pane.  This is really useful to catch up on the full thread of a conversation in email. You can display this as normal (will show a list of messages), minimized (just shows the sender), or off. Under "Account Settings", you can take it one step further and connect with social networks.

Spend a few minutes adjusting all the settings to see what works best for you.  I like to see the full navigation pane, "normal" preview, one month of calendar, and my appointments and tasks all summarized on one page.  This way I have a comprehensive view of everything all in one place.  Check it out!

Tags: Outlook 2010, View, Layout

How to Create an eMail Signature in Outlook 2010

Posted by Ann Westerheim on 12/3/10 3:23 PM

In this short video we go through simple instructions for creating or editing a signature in Microsoft Outlook 2010.  Small Business owners can create a professional looking email, with links to social media accounts:  Create an eMail Signature in Microsoft Outlook 2010.

Tags: Outlook 2010, small business, eMail, Signature

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