Question: My PC stopped updating my iPad. Do you know if there is a setting I should check to correct this?
Answer: I don’t have an iPad, but before I had a chance to research the issue, he responded back and said he simply rebooted (shut off and on) his iPad and it corrected the syncing issue. I know I have had to shut down my iPhone occasionally if it didn’t seem to be acting correctly. When in doubt, shut it down and restart. Works a lot with computer desktops too!
Question: Is there a way to print two different calendars on one sheet of paper?
Answer: Using Outlook’s printing options, you can only print one calendar at once. However, you can use the Snipping tool (available in Windows Vista, Windows 7 or later) if you have both calendars on your screen side by side, then from the Start menu of your computer, type “snip” to search for the Snipping program. It will allow you to drag across the part of the screen you desire, and paste into an email message, Word document or other applications. Then you can print out the calendars.
Another add-in tool you can download from Microsoft is the “Calendar Printing Assistant.” This program has a few more options for printing, including printing more than one calendar at once. You can download it from here.
Question: I am trying to share my calendar with someone but am getting an error message that says, “Policy does not allow granting permissions at this level to one or more of the recipients. Please select another permission level and send the sharing invite again.” I am using the Share option from the ribbon.
Answer: I normally use the permissions to set up a calendar for use by another, but I tested this out with my calendar and it worked fine. But then I tried it by selecting a name that popped up from my suggested (or recent) contacts. When I tried sharing this way, I got a different type of error message. So I suggested that she try using the Address book to select the name and by golly, that did the trick! So when getting unusual error messages after selecting a name from the popup/suggested names, try selecting from the address book instead. I have noticed similar problems occasionally when sending emails to several people and selecting the suggested names.
Question: I have an Excel spreadsheet with data I would like to merge to Outlook. I need to include a survey as an attachment with their specified information and have them return it to me. I only want it to go to names that are highlighted in my spreadsheet. There will be over 300 names.
Answer: Oh, I love these challenges. First, in order to be able to identify the names to select from Excel, there has to be something consistent about how they are entered, such as a field with specific criteria. However you are not able to filter based on highlight or color. So in looking at the data, the records had a 1 in one column or another column. This is going to work!! If you don’t have any consistent criteria, you may want to add a field/column with an X in the cells you wish to send (or not send to).
Next, we did a “test” run with sample names/email addresses that we can check to verify it works. You want to do this because it is rather embarrassing if something doesn’t work, and you accidentally send 300 incorrect emails out.
Then we went through the mail merge steps. If you have your document already created, open that file. Then to create the merge, from the ribbon select Mailings > Start Mail Merge > Step by Step Mail Merge Wizard. A task pane appears on the right of your Word screen. I prefer the wizard because it takes you step by step so that you don’t forget anything. Follow the steps on each screen and click next:
- First, select “Email” as your document type and Next, select “Use the current document.”
- Next, select recipients by browsing for your Excel spreadsheet as your data source (You should close the Excel file if it is open). You may edit the names individually, if there are just a few, or click Filter to identify the fields and values you are looking for and use the and/or options appropriately by adding additional rows to your filter criteria.
- Next, add the fields from the excel file you want to include in your email/letter to personalize it by clicking on More Items (or Insert Merge Field from the Ribbon).
- Next, preview the emails (use the arrows next to recipient to verify the information looks correct). Again, initially I would test just a couple of sample names from the file that you can verify they were sent/received.
- Once you feel confident the information is merged correctly, you can click Next, Complete the Merge and click Electronic Mail.
- Add the field with the email address to the To section, include a subject line, and select Attachment from Mail Format (You may find people read emails more than they would open attachments and if you’re sending out 300, attachments will take more space, adding to your email size). In that case, I would suggest using HTML, as it seems easier and faster. Once you click OK, the emails will go and you cannot stop the process.
- Check your sent folder to see if the mail was sent. Then check your test recipient to see if it was received. If you have about 300 recipients in your file, then you have 300 messages in your sent folder.
- Rather than deleting all of these emails immediately from your Sent folder, you may want to use Adobe Acrobat to convert these messages to a PDF file and save onto your computer if you need to refer to these later as proof they were sent. Then you can delete those messages from the sent folder to free up space in your mail database.
If you have additional questions on Merges to Outlook, please feel free to contact me at firstname.lastname@example.org.
Question: I created contact groups some time ago with around 100 names each, since Outlook won’t allow personal group with 300 names (1A, 1B, 1C) I keep the master list in Excel but it has been quite a long time since I updated the groups, and I can’t remember how I can get them updated.
Answer: The easiest way to do this is to have your Excel list open, along with your Outlook contacts.
- Open the first group 1A, and remove the names (use Ctrl or Shift keys to select more than one at a time).
- In Excel, click and drag the list of email addresses that you plan to include in 1A, and copy (Ctrl C).
- Go to your Outlook group and select Add members …from Address Book, and then in the Members field at the bottom of the window, paste (Ctrl V) and click okay. It may appear that the list doesn’t match, because Outlook will probably sort by email address.
- Continue this for the remaining groups you need to set up.
Question: I need to send an auto-reply for our generic (shared) email account. It appears I can only use auto-replies for my personal account. I also tried creating a rule but didn’t have any luck with it working.
Answer: The easiest solution is for the owner of that shared account to use Outlook web access (http://owa.unmc.edu) to set up an autoreply. Log into the unmc_domain with your personal username and password. Then click in the upper right corner dropdown next to your name and change to the shared account name. This requires full owner access permissions. (If you don’t have this, it can be requested through the email@example.com). Selecting this name will change the inbox to that shared accoun,t and you can select Options > Set Automatic Replies. Check the appropriate options and include your message, then click Save.
Another advantage accessing shared accounts through OWA, is that any sent mail will appear in that shared account sent folder, not your personal folder (as it does with Outlook client installed).
Question: Our department master calendar is kept in Outlook. All the faculty have access to look at it. They would like for the students to have access to look at it too (but NOT edit) but the system will not let me give them access. The message says that the students are outside of our system. Is there any way to let them look at the actual calendar rather than having to make a .pdf of it and post it to blackboard? The schedule changes practically daily.
Answer: I would recommend changing the Default permissions to Reviewer, so that anyone can see the events but are not able to edit or add anything. I have this for our CSTTRAIN calendar. However, anyone can see it, so you are not limiting to just faculty or students. But those who are not interested probably wouldn’t be looking for it. In order to give permissions to just specific faculty and students, you would have to add them one by one.