If you get dozens -- or hundreds -- of e-mails a day, many of them screaming for your attention, how can you mark which are the
really important ones to deal with?
One way you can do it is to have every message from a particular sender, such as your boss or an important customer, display in red as soon as it arrives. Here's how to do it in Outlook 2003:
- Select a message from this sender, then select Tools/Organize.
- In the organizing panel, select Using Colors.
- The default selection should offer to color all messages from that sender in red. Change it if you want, then click the Apply Color button. All messages from that sender will now be red.
- Click the X in the upper-right of the Organize panel to close it.
But what if you want to cherry-pick messages, even from different senders? You can do this in three basic tasks: create a category, give the category a color, then apply the category. It's kind of like creating a style in Word or a graphics program. Here's how to do it in Outlook 2003:
Create a category - Select a message you want to color.
- Select Edit/Categories (or right-click a message and select Categories from the pop-up menu).
- Click the Master Category List button.
- Type a name for the category (Read this, for example). Click Add, then click OK.
- In the Available Categories list, click the checkbox for the Read this category you just created, then click OK.
Give the category a color - Select Tools/Organize (if the Organize panel isn't open already), then click Automatic Formatting.
- Click Add, type a name, then click Condition.
- In the Filter dialog box, click the Advanced tab.
- Click the Field button, then from the flyout menu, select Frequently-used fields/Categories.
- Click in the Value box, then type the name of the category you just created (the condition should now read Categories contains Read this).
- Click the Add to List button, then click OK.
- Back in the Automatic Formatting dialog box, click the Font button, then set the font to bold and red. Click OK twice.
- When you click another message, you'll see the one you were just on is now bold and red.
- Click the X in the upper-right of the Organize panel to close it.
Apply the category to other messages - Right-click a message, then select Categories from the pop-up menu.
- Click the checkbox for the Read this category, then click OK.
- When you click another message, you'll see the one you were just on is now bold and red.
If you have a Word, Excel or PowerPoint document and create an Adobe Acrobat document (PDF) from it, bookmarks and hyperlinks in the document won't survive the trip. The PDF will show the links in blue underline, but nothing will happen if you click them.This happens if you create the PDF the usual way, by printing and selecting PDF as the printer. But if you have Acrobat 6 or 7, you can keep your bookmarks when creating the PDF by opening the document in Acrobat and letting Acrobat do the conversion.
First, check your settings in Acrobat. Select Edit/Preferences/Convert to PDF. Select Microsoft Office in the Converting To PDF list. then click the Edit Settings button. Make sure Add bookmarks is selected, then click OK twice.
Now you're set to convert the document. In Acrobat, select File/Create PDF/From File (Ctrl + N). Double-click your file. When it finishes, your bookmarks and hyperlinks will work.
Creating a document this way doesn't use the normal Acrobat distiller. It uses the PDF Writer, which used to be a separate option when installing Acrobat. It isn't as robust as the distiller, so this shouldn't be your first choice when creating a PDF.
POSTED BY Bob Flisser, co-author, www.nerdybooks.com AT 1:18 PM 0 comments