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Do you know that
you can fax using E-mail if both you and the recipient are using Microsoft's
Outlook? Why would you want to do this? Mainly to save phone
costs for long distance faxing.
When you send
a fax to someone, many times you are dialing a long distance number.
When you send E-mail to someone, you are dialing a local number. If
you have a dedicated line for e-mail, it gets even cheaper.
Other
Benefits
- The quality
of the document at the receiving end is better than a fax.
- The recipient
has the option to only view the document or print a hardcopy if
necessary.
- The recipient
can easily use the E-mail reply option to communicate back to
you.
What
is required?
- Both you
and the person receiving the fax must be using Outlook.
- You must
be able to send E-mail to the Internet.
How
does it work?
When selecting
the fax recipient, instead of using the fax phone number, enter
the recipient's E-mail address. It's that easy.
Take a survey
of your customers and vendors that you send faxes to and see if
they are using Outlook and have Internet E-Mail access. You may
be surprised at how many companies have incorporated these capabilities.
If you have several who are using Outlook and E-Mail you may want
to strongly consider implementing these features yourself.
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Ever notice how
Windows Explorer doesn't have the ability to print a list of files
in a folder? This is not something that you need to do very often,
but there are those times when it would be convenient to have a hard
copy of all the files in a particular folder. If you have
Outlook, you can accomplish this task.
Set-up
There
may be a simple set-up task to enable this feature.
- Right-hand
click on the Outlook shortcuts column and click on Outlook Bar
Shortcuts. Note: after right-hand clicking, if you don't get
the option for "Outlook Bar Shortcuts", you probably
had the mouse pointer on an icon. Make sure you right-hand click
in a blank area.
- Change the
value in the "Look-in" field form Outlook to File
System.
- In the "Folder"
field, select My Computer
- Click on
OK. You know have an icon for "My Computer" in the Shortcut
columns.
- Now click
on View and Folder List (if it isn't already checked)
Selecting
Folder
- Click on
the My Computer icon and you will get a display similar to Windows
Explorer.
- Navigate
to the folder you want to print.
- Click on
File and Print
- You can select
"preview" mode to view the report first.
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Turning
off the Outlook Journal
Outlook provides
the ability to automatically record log entries in the Outlook Journal
of activity that occurs with in all applications of the Office
suite. Most users don't ever use the
journal.
By default the
option to capture activity to the journal is turned on. If you don't
use the journal, you want to turn off the feature for two reasons.
- First, it
slows down the performance of all Office applications.
This is especially noticeable when you open and close Outlook. Have
you ever wandered why it takes so long to open and close? It can
even cause delays when opening other Office documents or databases.
- Second, it
creates excessive data.
Turning
off
Within Outlook
from the menu bar...
- .Select the
Tools
- .Select Options
- .Click on
the Journal Options button on the Preferences
property sheet.
- .Clear
all check boxes in the Also Record Files From list box.
- .Click OK's
and automatically journal recording is turned off
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