Answer: Tracking changes is your friend! But don’t fret if others revising your document doesn’t use tracking changes. You can use the combine or compare feature in Word (located on the Reviewing tab in the ribbon) to merge edits from other documents to compare with the original, and see the changes as if the others used tracking changes. Click here for more information about this feature.

Answer: No, owners are able to change permission levels, besides being able to create, read, modify, and delete all items and files as an editor can. Microsoft has a good link which explains the Outlook folder permissions.

Answer: In an open message, Go to Options > Show Bcc. It should stay on unless you change it.

Answer: There is a lot you can do with Rules. For example, you can right click on the annoying message and select Rules > Create Rule. From here you can list the subject (or part of the subject text) and check Move item to Folder “Deleted Items” or “Junk” or even create a new folder so that you can check that folder anytime. This is a nice way to route mail out of your inbox and then the folder name will be bolded when something new is in that folder. But you need to be diligent about checking those folders for new mail. Keep in mind, however, if you get a legitimate message with the same subject text, it will also be routed to that folder, which is why you may want to check that folder occasionally and not necessarily send to the deleted items folder.

You can create more complex rules based on conditions, exceptions, etc. Get to those options by clicking on Advanced Options. More information about Rules are here.

Spammers are clever, however, and sometimes it is hard to get rid of some of that junk mail because they change their address or subject lines. 

Answer: Yes, however the creator of the form must save it with “Reader Extended Features.”  In Acrobat 9 this is found on the Advanced menu option. With Acrobat X it is found from File > Save As. With Acrobat X you can select saving form data, commenting, and digitally signing the form, whereas with Acrobat 9 it allows all of these options. Once Reader Enabled, other features such as editing contents or inserting and deleting pages will be restricted, so be sure to save the reader enabled PDF with a different name so that you can modify the form later, if necessary.

Answer: The most common reason it happened is due to accidentally double-clicking in the top or bottom edge of your document. To get it back, simply double click at the top or bottom of your document to get it back. Another way to get it back is to go to File > Options > Display and place a check to Show white space between pages in Print Layout view. You can change the default to no white space out of the box by setting the White Space Between Pages In Print Layout View option in the Display options. However, you can still reset it with a simple double-click.

Answer: More than likely you have inadvertently given access to everyone to view or edit your calendar. To check this from the calendar view, right click on your calendar and click Properties> Permissions (or click Calendar Permissions in the ribbon). You will see Default listed first, followed by those you gave permissions. Default is what anyone in the global address book can see. If  Default lists something other than Free/Busy time, you probably accidentally selected permissions when having Default selected. To change permissions, click the name (or Default) and click the permission level desired (normally it is Free/Busy time for Default). Free/busy is convenient for scheduling meetings and finding freetime of people across campus without allowing others to see your entries. You can also customize permissions by selecting various options in the Read, Write, Delete Items and Other categories.

Answer:  More than likely you accidentally touched the roller on your mouse when holding your control key which zooms text in and out. To zoom larger, hold the Ctrl key and move the roller on the mouse to get the desired size. If you have a Mac, press Ctrl and + or – keys to zoom in and out.

Answer: There are a number of things you can do to manage your mail and clear space.

1. First, check what part of your mail is taking up the most space. In Outlook 2010 you can go to File > Info > Mailbox Cleanup and click View Mailbox size. You’ll see the various parts of your email to determine which folder is taking up the most space. In most cases it is the inbox or sent folders.
2. Then go to those folders and sort by size. You’ll see the largest messages (usually with attachments) listed at the top. To get the most space quickly, you can delete those messages, or just remove the attachments from the message if the attachment is no longer needed, or you can save the attachment first into a folder on your computer and then delete the message or attachment. Doing this for very large messages will save you much space.
3. You can also move messages to a computer network folder and then delete the messages from your email. You are unable to move folders to the network, but you can create a folder on the network drive and then move several messages to it (by sleecting messages using Shift or Ctrl when clicking). If you need to refer to the message at a later time, you would need to have the Outlook client on your computer in order to open those messages from the network drive. After deleting those “enormous” messages from your Mail, it can significantly reduce the size of your mailbox. (Gotcha: when you move messages to the network drive, the dates associated with the file is the date you moved the messages, so you won’t be able to sort by date of the message). You can, however, still search for dates or other text in the messages.
4. An even better option is to convert messages to PDF. This saves messages on individual pages of a PDF, along with any attachments. It does not require the Outlook client to open the messages. You must have Adobe Acrobat X installed (not Adobe Reader). Once the messages are converted to PDF, you can delete the messages from your email.

For more cleanup and management tips, come to ITS’ Outlook Tools and Rules on April Fools, 4/1 from 1-2 p.m. Click here to register or email csttrain@unmc.edu or 402-559-7284. You can find more tips here.

Answer: What a great question! A lot of people don’t realize you can have more than one window open at once. You can do this by right clicking on Calendar (or Contacts or Tasks) and select Open in New Window. but then you have to move the windows where you want. We discovered that if you first arrange the windows as you desire, and then instead of clicking on the X in the upper right to close Outlook, you instead select File > Exit. It will reopen the windows as you intended.

For these and more Outlook tips, come to our Outlook Rules and Tools on April Fools, 4/1 from 1-2 in the ITS training room, 8011 Wittson Hall. To register, click here or email csttrain@unmc.edu or call 402-559-7284.