Tag Archives: Office

Edit received mail in Outlook

mail_stack When teaching a course i get these great questions from students how to perform a specific task. For a long time i have been trying to figure out how to perfom this task. Is this even possible. For a lot of people these questions seem simple. But for a lot of people the answer to their question can be a real eye opener! So this time i bumped into this question. Is it possible to edit the mail i receive. What i want to do is not reply to the mail but just make a quick note in the mail itself. If possible i want outlook to remind me at certain times. Maybe i can use this Follow Up feature? In this blogpost i will try to visualize the answer to this question. For this example i used a mail with a list of things to remind me and certain tasks i needed to do. I did not want to create a task via the taskobject.


So let’s get started. Open Outlook and open a mail you want to edit.

When you have openend your email you will be in seperate window. You will see that the ribbon consists of two tabs File and Message. In the Move group click on the Actions button. This will reveal some actions you can take at this time (see picture). Click on the Edit Message button. When you have done this you will see that the additional tabs in the ribbon are activated. The mouse cursor will be blinking in the body of your email. You can now edit your mail Edit_I


So this is my mail. In the picture below you see the same mail twice. On the left is the original message. On the right you see the message which i have edited. Not really spectacular but it gets the job done.

Edit_II edit_III

Edit_IV So what i want to do now is save the message an create a Follow Up so i can edit this list in this email from time to time. Click the save button on the Quick Access Toolbar. Your message is saved. Now with the message still opened click the Follow Up option in the ribbon. You will find follow up in group Tags in the Messages tab in the ribbon. Click the This Week option. This will give you a full week before Outlook will starts sendig you reminders about this email. Nice, a notification shows up in your mail. This will tell you the exact dates when this follow up will start and end. Yep this is how we want it. So you can close the email message now.


edit_V


The last thing is to find out how this is made visible in your Outlook.

When you return to Outlook after closing the email you can see the follow up appear at the bottom right of your screen in the taskbar. It will show Today and will continu to do so for this whole week. When you want to make an alteration to the email you can double click the follow up task in the tasklist. This wil automatically open the email and you can pick Edit again as described above. Edit_VI


That’s it! You can edit a received email easily and create a follow up if you want to. So what are you waiting for… give it a try and happy edits 🙂

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Office Lens: Perfect picture from the Whiteboard

Office-Lens_II Every now and again you bump into these great tools you can use for your work. Today i found another one. It is the Office Lens App for your windows phone. Earlier i posted a blogpost about Office Remote. Well you can see Office Lens in the same category here. This app makes taking snapshots from a whiteboard a whole lot easier. But wait you can also scan a document or even a photo. So why would you want to do that one asks? Well if you are like me and you have taken a picture from a whiteboard before you know what a struggle this can be to get a result which actually looks as you would like it to look. Office Lens will help you in the process of taking a picture from the whiteboard, present you with an option to do some additional cropping and in the end the app will fix the image for you.


Ok enough said. Show some results. I have taken a picture from a whiteboard. The first one is actually just a picture with nothing done to it. As you can see the board is very glossy and you see the shadow of me taking the picture. That is not what i want. Well let’s try another angle. With Office Lens i took the same picture and let the app do his work. It cropped the picture and removed the shadow for me. Wow i am officially impressed 🙂

Whiteboard_I Whiteboard_II


As with Office Remote the app comes with clear instructions. When first started you get a couple of screens explaining the app. Yes this is how the apps should work! You can get it here: Office Lens or just search for in on your phone! Nice right..? So start taking pictures from those whiteboards now 🙂

Office_Lens_III Office_Lens_I Office_Lens_IV

Create OneNote Page Template

Create your own

I did an earlier post on how to create a OneNote package template (see here). This is not a page template but a total template in which you define your whole OneNote book. In this post i want to show you how easy it is to create your own page template. OneNote comes packed with lots of page templates but as usual it does not have the one i am looking for. Fortunately you have the possibility to create your own. When i am working with one note i use two page templates for all my projects. The first one is what i call the title page and the second one i’ve called the data page. On the title page i have all the general info of the project and on the data pages i put the rest of my materials. This can be a powerpoint presentations, single notes, drawings and internet clippings. Here’s an example of my title page. In the with square i type the title of my project. This will automatically become the name of my page.

Title Page Template

Page template

So how did i do this? Read and try the following steps and you will be able to use your own page template(s).
First i took an image from a powerpoint presentation which we use as a standard in our company. I copied and pasted this and removed all the elements i did not like. If you want to create your own just use something like “Pain.Net” and create a rectangle. Fill this with the desired colour and you are good te go. Now choose new blank page from within OneNote and insert this picture. Size it to the desired height and width you like. Because you don’t want this picture to be in the way of your typing we are going to place the picture to the background. Here is the first picture which i’ve added to the page:

Page TemplateNow here’s how to set the picture to the background:
> Rightclick the picture, you should see the menu popping up
> From the menu choose “Set picture as background”
Set to BackgroundYou will see that it is no longer possible to select the picture. If you would like to bring it back to the surface again rightclick it again and click the same option again. This will bring your picture back to the surface.

Set is as template
So with the picture set to the background it is time to save this page as my page template which i can use every time i would like that. Here are the steps:

  • Click the little black arrow from the “New Page” menu on the right.
    New Page
  • Choose the last option from the menu “Page Templates”
  • You will see a new taskbar pop up
    New Template
  • Let see what we get here. You see the various categories where to choose from. These are not the ones we are looking for. We want to save our current page as a template. The very last sentence in this taskbar says “Save current page as a template”. Right that is exactly what we are looking for. Guess what you will have to click on?
  • The following dialog will pop up asking you for a title for your template:
    First Page
  • I called it First_Page. That little checkbox looks interesting. What would happen if you would check that box? On the current section of your OneNote page everytime you choose “new page” your page template will be presented as the default. It is up to you if you think that would be an option to choose. If you don’t you would have to choose it manually everytime you want to create a new page.
  • I did the same trick with another page. I created a new blank page and added a new picture. This will be my additional page i use for the rest of my project. Do the same steps as above to add this page to your own templates as well.
  • Now the final step is having a look at the taskbar again to see if all went well
    Data page
  • What we see in the taskbar is the following. At the very top you will see that a new category has been added called “My Templates”. Expand the category and your page templates should be visible. At the “choose default template” section i’ve chosen my title page as the default.
  • So everytime i create a new page i get my title page as a starter. If a want to add more pages i choose the “additional_Pages” template. The following pictures show you how it looks

Example Title Page

I’ve blurred the text somewhat for copyright reasons 😉

and this is how the second page (the datapage) looks like

Data page

Final thoughts

Why would one create their own templates after all? Well i think my templates align well with the style my company uses. It creates a certain uniformity throughout all my OneNote block which i like. Tell me have you created some nice looking templates as well?

Happy templating 🙂