--==>> OFFICE WATCH <<==--
The Microsoft Office newsletter from Woody's Watch.
Your independent source for MS Office advice and news since 1996
17 March 2005 Vol 10 No 10
New! "The Desktop Search Handbook" - http://shop.woodyswatch.com/dsh/
Advertise in Woody's Watch - great rates, great reach, no hard sell. Ask
Jan ow.ads@woodyswatch.com
1. How do you save your documents?
2. Quickly marking spam
3. Shortcut of the Week
4. Keep OW Alive and Free
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______
1. HOW DO YOU SAVE YOUR DOCUMENTS?
It's something we might take for granted but my eye caught this message from
an Office Watch reader:
John R writes:
"I label folders by topic and sub-topic and files by using the date of
origin in the year/month/day sequence, ie this one is reference 050315. The
beauty of this is, it keeps things in chronological order which matches my
memory. Of course as the year changes, I create a new sub-folder with the date
(or month if it is a busy topic), ie 0503. I then relabel any incoming files by
their date of origin so they slot neatly into the sequence, that is before or
after my related file."
John has one way to arrange documents that suits him. It made me wonder how
other readers choose to organize their documents.
Do you save them under 'My Documents' or some other 'root'
folder
How do you create folders / sub-folders?
Do you have a document naming system or just whatever come to mind?
Do you make use of Word document properties (under File | Properties | Summary
or Custom)?
Do you let documents accumulate over the years?
Do you delete or archive old documents occasionally?
We'd love to hear from Office Watch readers to get an idea of the variety of
options that real people use. DocsnFolders@woodyswatch.com
_______
We've been pleased and exhausted by the response from Woody's Watch
readers to our Editor-in-Chief's first ebook. We're exhausted because
we've had to put in a whole new shopping system to cope with demand. All the
purchasing options are now available via http://shop.woodyswatch.com/eb/. Sales
of the Desktop Search Handbook directly help keep all the Woody's Watch
newsletters as free and fearless services to all.
The Desktop Search Handbook
an Office Watch guide
http://shop.woodyswatch.com/dsh/
Over 65 pages of in-depth and original info and how to's on the major
desktop search products. Searchable text and color images throughout -
naturally.
* All new and expanded content
* NO advertising - 65 pages plus appendices.
* In depth reviews and how to for the major Desktop Search products
o Copernic Desktop
o Google Desktop Search
o Lookout for Outlook
o MSN Toolbar Suite
o Yahoo Desktop (a version of X1)
* Simple guide to making desktop searching work even better for you.
o Effective indexing
o Simple searching and beyond.
o Tips on how to effectively index audio, video, OneNote, web caches and
PDF's.
o Search Command Reference
Not only do you get the ebook but you also get FREE updates / new editions as
they are released during 2005. We'll update the book throughout the year.
Woody's Watch subscribers pay just US$9.95 - saving $5 on the standard
price. It's our gift to those of you who have supported us over the years.
We have options to pay in Canadian dollars, Sterling, Euro, Yen and Aussie
dollars too.
Check it out at http://shop.woodyswatch.com/dsh/ There's a special
diskette edition available via Amazon USA - so you can add a copy of the Desktop
Search Handbook to your regular Amazon shopping cart.
http://shop.woodyswatch.com/dsh/AmazonUS.asp
_______
2. QUICKLY MARKING SPAM
Outlook 2003 has a junk mail filter but it isn't perfect, and occasionally
you have to delete spam messages yourself.
You can just hit delete and remove the message or you can mark the message as
spam / junk email. Doing that with Outlook 2003 in its default setup is a
nuisance.
You have to choose Actions | Junk E-mail | Add Sender to Blocked Senders list
from the menu or the right-click menu.
But there is a quicker - single click - option. Just add a new item to your
menu.
* Right-click on the Outlook toolbar and choose Customise. Leave the Customise
dialog open so you can edit the toolbar menu.
* Under the Commands tab choose the Actions category
* From the Commands list scroll down to 'Add Sender to Blocked Senders
List' click on that item and drag it to a position on the Outlook toolbar.
* The item will appear on the toolbar but with the long text name. You'll
probably want to shorten that.
* Right-click on the new toolbar item and click on the Name item
* Change the text to something shorter - - I just have it as 'Junk'
* You can add a shortcut key with the & symbol before the shortcut key eg
&Junk or Jun&k
* To have both text and an image on the toolbar button. Just add an image by
choosing 'Image and Text' then select 'Change Button Image' and
select an icon. The unhappy face icon seems appropriate.
* To have just an image you should choose 'Text Only (in menus)' and
then the 'Change Button Image' - this option uses the least screen
space.
* Finally click OK on the Customize dialog to end editing the toolbar.
Now you can highlight an incoming message, click on the new button and it will
be moved to the Junk E-mail folder and the sender will be added to the Blocked
Senders list in one operation.
This easy approach has some drawbacks - most common is that it can be too quick
to click on a message that you really want to keep. If you do that you have to
undo both operations of the Junk toolbar button. Find the message in the Junk
E-mail folder and move it back to the Inbox and go to Actions | Junk E-mail |
Options | Blocked Senders | find the email address of the sender and click
Remove.
The blocked senders list is of limited use, most spammers fake the FROM address
and change it quickly. Any full email addresses you put on the Blocked Sender
list are not likely to be used again. But with a single click toolbar button it
can be worth the small effort.
_______
OFFICE 2003 TIMESAVING TECHNIQUES FOR DUMMIES Woody's book is available now
- click here for a list of online booksellers
http://www.woodyswatch.com/l.asp?0764567616 or try our new online store
http://shop.woodyswatch.com
3. SHORTCUT OF THE WEEK
Jump straight to the File | Open dialog box by simply pressing:
Ctrl + F12
_______
4. KEEP OW ALIVE AND FREE
If you like the no-nonsense style you see in this newsletter - the straight
scoop, whether Microsoft likes it or not, dished out in a way that won't put
you to sleep - get one of Woody Leonhards books!
"Office 2003 Timesaving Techniques for Dummies" , Wiley
http://www.woodyswatch.com/l.asp?0764567616
"Special Edition Using Microsoft Office 2003" with Ed Bott, Que
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"Windows XP Timesaving Techniques For Dummies", Wiley
http://www.woodyswatch.com/l.asp?0764537482
"Windows XP All-In-One Desk Reference For Dummies, 2nd Edition", Wiley
http://woodyswatch.com/l.asp?0764574639
"Special Edition Using Microsoft Office XP" with Ed Bott, Que
http://www.woodyswatch.com/l.asp?0789725134
"Special Edition Using Microsoft Office 2000" with Ed Bott, Que
http://www.woodyswatch.com/l.asp?0789718421
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OFFICE Watch
Copyright 2005 by Peter Deegan. All rights reserved. ISSN 1328-1674.
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