Creating a Business Card Using Microsoft Outlook

Creating the Business Card

If you would like to share your personal contact information with others it can be useful to create a business card using Microsoft Outlook. When you send an Outlook business card to another person all they have to do is open it and then save it as a contact to add you to their Contact List. This makes it much easier on the person receiving your information because they don’t have to copy and paste the information from your Outlook Signature that you may have added at the end of your e-mail.

The Outlook Business Card

Here are a couple of examples of how a Business Card can look:

BusinessCardExample

You can choose what information to display as well as select an image.

Creating a Business Card

Creating an Outlook Business Card is as simple as creating a Contact Record. All of your Outlook Contacts have an associated Business Card. If you want your own Business Card to send to potential clients or contacts, create a Contact Record for yourself. The steps to add a Contact are as follows:

Step by Step

  1. Activate your Contacts folder and select New Contact to activate the Untitled-Contact dialog box.

ContactFolder

  1. Fill in your information.
    Contactrecord
  2. The Business Card is created automatically. It is displayed in the upper right hand corner of your Contact Record.
    ContactrecordBizCard

Hope this gets you started in the right direction. Click here to check out the article on how to customize your business card.

 

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Windows 7 Shortcuts

We’ve listed several keyboard shortcuts that can help you save time and with that, frustration, in your everyday life.

 

Keyboard Shortcuts to interact with windows:

Windows key+Home: Clear all but the active window.

Windows key+Space: All windows become transparent so you can see through to the desktop. Make sure to hold down the space bar.

Windows key+Up arrow: Maximize the active window.

Shift+ Windows key+Up arrow: Maximize the active window vertically.

Windows key+Down arrow: Minimize the window/Restore the window if it’s maximized.

Windows key+Left/Right arrows: Dock the window to each side of the monitor.

Shift+Windows key+Left/Right arrows: Move the window to the monitor on the left or right.

 

Using the mouse to interact with windows:

Drag window to the top: Maximizes the window.

Drag window down: Restores down the window.

Drag window left/right: Dock the window to fill half of the screen.

Shake window back and forth: Minimize everything but the current window.

Double-Click Top Window Border (edge): Maximize the window vertically.

 

Extra Shortcuts:

Shift+Del, then Shift+Enter: Permanently delete a file and bypass the recycle bin.

Windows key+E: Instantly launch Windows Explorer.

Ctrl+Shift+N: Creates a new folder in Windows Explorer.

Alt+Up: Goes up a folder level in Windows Explorer.

Alt+P: Toggles the preview pane in Windows Explorer.

Shift+Right-Click on a file: Adds Copy as Path, which copies the path of a file to the clipboard.

Shift+Right-Click on a file: Adds extra hidden items to the Send To menu.

Shift+Right-Click on a folder: Adds Command Prompt Here, which lets you easily open a command prompt in that folder.

Windows key+P: Adjust presentation settings for your display.

Windows key+(+/-): Zoom in/out.

Windows key+G: Cycle between the Windows Gadgets on your screen.

 

Taskbar Shortcuts:

Using the Windows key along with the numbers 1-9 will let you interact with the applications pinned to the taskbar in those positions. Example – the Windows key + 4 combination would launch Outlook in this example, or Windows key+Alt+4 can be used to get quick access to the Outlook Jump List from the keyboard.

You can use any of these shortcut combinations to launch the applications in their respective position on the taskbar, or more:

Windows key+number (1-9): Starts the application pinned to the taskbar in that position, or switches to that program.

Shift+Windows key+number (1-9): Starts a new instance of the application pinned to the taskbar in that position.

Ctrl+Windows key+number (1-9): Cycles through open windows for the application pinned to the taskbar in that position.

Alt+ Windows key+number (1-9): Opens the Jump List for the application pinned to the taskbar.

Windows key+T: Focus and scroll through items on the taskbar.

Windows key+B: Focuses the System Tray icons
In addition, you can interact with the taskbar using your mouse and a modifier key:

Shift+Click on a taskbar button: Open a program or quickly open another instance of a program.

Ctrl+Shift+Click on a taskbar button: Open a program as an administrator.

Shift+Right-click on a taskbar button: Show the window menu for the program (like XP does).

Shift+Right-click on a grouped taskbar button: Show the window menu for the group.

Ctrl+Click on a grouped taskbar button: Cycle through the windows of the group.

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Excel Keyboard Shortcuts for the Everyday User

Who wants to (or has the time) to do anything the long way. We’ve provided some great shortcuts to get your tasks completed with ease and efficiency. 

Display Formulas Instead of Results

Pressing Ctrl+~ allows you to see the formulas instead of their results.

Pressing Ctrl+~ allows you to see the formulas instead of their results.

A single keystroke is all it takes for you to toggle between Excel’s normal display, which shows the results of the formulas in the spreadsheet, and a display mode that shows the actual formulas. The keystroke is Ctrl+tilde (tilde is this key: “~” and is found above the Tab key and to the left of the “1” key). Press Ctrl+~, and Excel displays formulas instead of results. Press it again, and the results appear again.

Build the Sum Function Quickly

Pressing Alt+= inserts the Sum function.

Pressing Alt+= inserts the Sum function.

To create a sum formula without having to type the whole formula out or use the ribbon, hit Alt+= and Excel creates the SUM function including adjacent cells in the formula. 

Highlight all cells referenced by a formula

When you’re trying to fix a worksheet, you can easily navigate through all the cells referenced in a formula. Highlight the cell and press Ctrl+[ (that’s Ctrl+open-square-bracket). Excel highlights all the cells referenced by the formula, and moves the current selection to the first of the referenced cells. Press Enter, and the selection moves to the next referenced cell, and continue to press Enter to move though the rest of the referenced cells. Screenshot examples are shown below.

First step: Select the cell you wish to evaluate.

First step: Select the cell you wish to evaluate.

Second step: Press Ctrl+[ to highlight cells who are involved with your formula.

Second step: Press Ctrl+[ to highlight cells who are involved with your formula.

Highlight the Formulas that Reference the Current Cell

The previous tip explained how to use Ctrl+[ (Ctrl+open-square-bracket) to see all the cells referenced by a formula. What if you want to do the reverse, and see the formulas that reference the cell? Select the cell, and press Ctrl+] (Ctrl+close-square-bracket). As in the previous tip, the selection moves to the first formula that references the cell. Press Enter repeatedly to navigate to the other formulas that reference the cell. Screenshot examples are shown below.

First step: Select the cell you wish to evaluate.

First step: Select the cell you wish to evaluate.

Second step: Press Ctrl+] to highlight the formula that references that cell.

Second step: Press Ctrl+] to highlight the formula that references that cell.

 

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Mail Merge for Labels

Who wants to write out a long list of addresses on holiday cards or really any other mailings?  We are all busy, especially this time of year. Make life easier for yourself now and in the future by creating a mail merge that will do the work for you.  It’s like having your own little elf now and all year long!

We’ll Start with the Recipient List

There are several different ways to store contact information and link it to your mail merge.  You can use Excel spreadsheets, Outlook contacts, an Access database, Word tables, or even create a new list on the fly using Word’s Mail Merge New Address List tools. We’ll discuss using both an Excel spreadsheet and creating your list using the New Address List in Word.

If using Excel

Excel sample list

Excel sample list

  1. Using the above example as a model, create/use and save a spreadsheet where your contact information is broken down by the following example fields:
  • Company
  • First Name
  • Last Name
  • Street Address
  • City
  • State
  • Zip

***Make sure to not include any blank rows or columns in your data range. It’s also a good idea to bold your column headings.

If using Word’s New Address List

  1. Create a blank document.

    Mail Merge buttons

    Mail Merge buttons found on the Mailing tab

  2. Select the Mailings tab and in the Start Mail Merge group, click Select Recipients and choose Type New List. The screenshot above shows the Mail Merge tools.

    Customize Address List

    Customize Address List dialog box

  3. In the New Address List dialog box, click Customize Columns and move or delete any fields you wish. The Customize Address List is shown above.

    New Address dialog

    New Address dialog box

  4. In the New Address List dialog box (shown above), enter your first contact’s information.
  5. Click New Entry to complete the first address-list entry and add a new row for the next entry.
  6. Once finished with your list, click OK, type in a name for the list, select a location to save it and click Save.

Now to Create the Labels!

  1. Create a new blank document in Word.

    Mail Merge buttons

    Mail Merge buttons found on the Mailing tab

  2. Click on the Mailings tab and choose Start Mail Merge and click Labels. The screenshot above shows the Mail Merge tools.
  3. In the Label products list, select the label information that matches your label’s size and use and click OK.
  4. In the Start Mail Merge group, click Select Recipients and choose Use Existing List.
  5. Locate your recipient list (whether it be the Excel spreadsheet or Word’s Address List saved as an Access file), select it and click Open.
  6. Your document will appear with the first label blank and the field “Next Record” appearing in the rest of the labels.
  7. Click Address Block in the Write & Insert Fields group. You can accept the default settings or change them as you see fit and click OK.
  8. In the Write and Insert Fields group, click Update Labels.
  9. Click Preview Results. The screenshot below shows the previewed results.

    Finished merge

    The preview results of the mail merge.

  10. In the Finish group, click Finish & Merge and choose Print Documents.
  11. Choose what you would like to print and click OK.

That’s it; your labels are now complete!  Your contacts list may need to be updated as the years go by but at least you won’t need to handwrite those addresses anymore.  Unfortunately… you’ll still need to seal the envelopes yourself.

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Visio is easier to use than you think with these tips!

What is Visio? Visio is a Microsoft program that allows you to create organizational charts, floor plans, flow charts, network diagrams, audit diagrams, charts and graphs, workflow diagrams, Gantt and PERT charts and so much more!

Here are some tips and tricks to making Visio work for you:

Editing Shapes

  • Really messed up?  Did you know you can undo up to 99 times?  Just make sure to increase your amount of undos prior to working on your project by going to the Advanced category of your Options dialog box.
  • To make shapes the same size, select them and, in the Size & Position Window (from the Task Panes button on the View tab), type the Height and the Width do get the exact measurement.
  • To highlight and edit the text inside a shape, select the shape and press F2. Your shape’s text will become highlighted and ready for you to edit.

Select shapes

  • Need to select multiple shapes? Use the Lasso Select tool to drag a selection box around the shapes you want. To get to the tool, go to the Home tab and in the Editing group, click Select, and select Lasso Select.
  • To quickly select all shapes on a page, press Ctrl+A.
  • If you need to deselect one or two shapes from a multi-shape selection without starting over, press Shift and click the shape or shapes you want to remove from your selection.

Position shapes

  • Are your shapes all over the place? Select the shapes you want to align and then pick the alignment you desire from the Position button on the Home tab.
  • To place equal amounts of space between your shapes, select three or more shapes and select Space Shapes from the Position button.
  • To move shapes vertically or horizontally, hold down the Shift button while you drag the shapes.
  • To nudge your shape to just the right place, select the shape and then use the arrow keys on your keyboard to bump it in the direction you desire. For even slighter adjustments, hold Shift while using the arrow keys.

Navigation

  • To zoom in on a part of a drawing, click Pan & Zoom from the Task Panes button on the View tab. Once in the Pan & Zoom window, click and drag to create a red box around the area you want to magnify. You can then move the box by dragging the edge to magnify another area of your drawing.
  • Ctrl+W for the 2007 version and Ctrl+Shift+W for 2010 and 2013 will allow you to center and resize your drawing to fit in the available space of your Visio window.
  • To quickly zoom in on your drawing, use Alt+F6.  To zoom out use Alt+Shift+F6.
  • Ctrl+Shift and clicking on a specific point in your drawing will allow you to zoom in on that area.
  • Ctrl+Shift and right clicking will allow you to zoom out.

Connect shapes

  • In order to have shapes connect automatically as you drag them onto your drawing, you first need to select the Connector tool and then drag a shape onto the page. While the first shape is still selected, drag another shape onto the drawing page. The Connector tool is found in the Tools group on the Home tab.
  • AutoConnect allows you to perform multiple tasks in a single action by dropping a new shape onto the page, connecting the new shape to the original shape, and then aligning and spacing the new shape with other shapes in the diagram. With version 2010, AutoConnect now allows you to choose from up to four Quick Shapes (commonly used shapes) from the current stencil as the added shape.  AutoConnect is enabled by default.

Working with stencils

  • You can create a new stencil to hold shapes that you use often and want to find quickly. In the Shapes window (along the left), click More Shapes, and then select New Stencil. In the Shapes window, right-click the new stencil and select Save As. Type a name for your stencil, and then click Save. By default, custom stencils are saved in your My Shapes folder.
  • To save your shape to a custom stencil, right click the shape on the stencil, hover over Add To My Shapes, and choose Favorites or a stencil you have already named.

File basics

  • To keep track of more files on the recently used file list, open the Options dialog box. Select the Advanced category and in the Display section, type the number of files you want to see, and then click OK. Visio can list up to twelve files.
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Viewing Non-Consecutive Dates in your Outlook Calendar

The way Outlook’s Calendar is displayed is probably pretty familiar to you. Depending on how your view is set up, you can see all the days, in order for a particular month or months. That view is usually all that is essential, but there are probably times when it would be really helpful to view, let’s say October 30th, November 5th, and November 14th (non-consecutive dates).

Unfortunately there is no view for that, but there is a workaround that will get the job done.

Here’s an example of how to accomplish this task:

1)    Head over to your Outlook calendar.

Navigation Pane in Outlook's calendar

2)    The Navigation Pane is turned on by default and displays itself along the left side of your screen. See Figure 1 above. It shows the current calendar month (aka the Date Navigator), a listing of any other users’ calendars you may have access to, and navigation buttons taking you to Email, Contacts, etc. However, if the Navigation Page is not displaying, here are the steps to turn it on:

a)    For Outlook 2010, on the View tab, choose the Navigation Pane button in the Layout group and choose Normal.

b)    For Outlook 2007 and 2003, click the View menu, hover over Navigation Pane and then select Normal.

3)    Click October 30th in the Date Navigator to open that date which adds it to your Calendar view.

4)    Press and hold down your Ctrl key on your keyboard.

5)    Continue holding the Ctrl key and display the month of November by clicking the small dark arrow to the right of October (circled in red in Figure 2 below).  Click November 5th. The screenshot below shows both October 30th and November 5th.

Figure 2: The month navigation arrow

6)  Continue holding the Ctrl key and click November 14th.

Display shows three non-consecutive dates in Outlook's calendar

Figure 3: Display shows three non-consecutive dates

7)  To return to your normal view of the calendar dates, simply click any date in the Date Navigator.

No longer are you subject to clicking back and forth on all of your separate dates to get the big picture.  You are now in Ctrl of what you view!

Don’t muddle through a program for weeks, months, or maybe even years. Save yourself the heartache and gray hairs by allowing ContactPointe to help. We’re here to shed some light on your questions and provide you with resources to help you gain the knowledge and confidence needed to excel in your career. ContactPointe has been training employees to not just complete their own projects, but to give them the skills and understanding necessary to work in the program with confidence and efficiency.  For more information and a listing of our training courses, please visit us at http://www.contactpointe.com/business_training.html

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