Create pdf Documents from Office 2007 with a Free add-in Direct from Microsoft.

Did you know that Microsoft provides a free add-in for your Office 2007 products that allow you to create, quite simply, pdf documents? Furthermore you can now generate pdf’s from Word, Publisher and even Excel among others.

Although this feature is not new, many Office users don’t know about it, and for those of you who have struggled about how to get your Word document turned into an Adobe pdf document, this is pure gold. (.pdf documents require the free adobe reader to read but they are EXTREMELY versatile and easy way for everyone to see a document regardless of the origin).

Here is the Microsoft website pdf creation link.

Renaming Fields in Outlook

In an earlier blog entry, I explained how to create Outlook fields. But one of the inherent problems with creating fields is that you CANNOT sort or even group by them.

So how can you overcome that issue?

Ah! let me introduce you to the Rename Field feature of Outlook.

Outlook has about 250 fields, and although they can’t offically be renamed, you CAN assign an alias name to them in any View.

Here’s what to do. Let’s say I was an independent marketer in a multi-level marketing organization. If I knew everyone’s level within the organization, I could create 20 different categories and manage them for each level members are in, but what a nightmare of management that would be–also bloating my categories list needlessly. Instead, I’m going to “pirate” one of those 250 fields, in this case the Government ID number and create one view for all members grouping by the level they are in. Just hang in there with me and we’ll walk through this step-by-step.

I’m going to assume that you’ve already created a category and that category has been applied to everyone in your downline (by the way, I show how to do this for many people at once on CD-2 of my course www.outlookfortheentrepreneur.com).

Let’s start by creating a new view. We’ll copy an existing view and call it MLM Levels.

1. Select the Contacts module. From the menu select Views, Current View, Define Views. Click on New.

2. In the Create New View dialog box, Name it MLM Levels, Highlight Tables Type of View, click the Can be used on: All Contact folders. Click OK.

3. Click on Fields Icon. Remove whatever fields you won’t be using. Add those from the left side that you wish to add (drag/drop, double-click or Add->).

4. In the Select available fields from click the drop-down and select the set called Miscellaneous fields. Double-click on Government ID Number and it will move to the bottom of the Show these fields list on the right. Left-click drag that field to the top of the list.

5. Click OK to return to the Customize View: MLM Levels wizard.

6. Click the Group by… icon. Select the Miscellaneous Fields box in the lower-left corner drop-down. In the first Group items by, drop-down and select Government ID Number. Click OK.

7. Click on the Sort… icon. Again select the Miscellaneous Fields box in the lower-left corner drop-down. In the first Sort items by, drop-down and select Government ID Number. Click OK.

8. Click on the Filter… icon and then the More Choices tab. Click on Categories and select the category that you have assigned to everyone in your downline. This will eliminate anyone not in that category in your new view. Click OK.

9. Finally, click Format Columns. Here you can change the Label of Government ID Number to Member Level. Click OK.

10. Click OK to close the Custom View window. Then click Apply View. You will now see that the Member Level is grouped and sorted. Click in the Member Level text box on any row and fill it out. Use “sortable” field names like 1-Diamond and 2-Director.

That’s it. You now have a new report view that will tell you in an instant who’s where in the organization and also is easily modified.

Using Custom Fields in Outlook

There’s over 250 fields already defined in Outlook from simple ones like First Name to more system-oriented fields like Message Class (for custom forms).  There are even antiquated fields from the Stone Age, like the Pager field.

But what if you want your own fields or even rename existing fields?

Creating a new Outlook Field

Suppose that you want to keep SSN or Keycodes or Frequent Flyer Miles for members of your company? Or what if you want a new Calendar field?

In this article I’m going to show you how to create and manage your own new Outlook fields.

First though, let’s create a new field in Contacts.  There’s 2 ways to create fields, depending on which view you are in.

1. Card View (Address or Detailed Address)
   1. You can hover over the dividing line between columns of contacts to get the double-headed arrow and press right-click.  Choose Show Fields.
   2. On the Show Fields screen between the 2 data columns click on New Field near the bottom
2. Table View (Phone List)
   1. Choose Field Chooser in the Advanced toolbar OR right-click on any of the heading columns. That will bring up the Field Chooser.
   2. Click New in the lower-left corner.
3. Here is where you can create a new Data Item.  Let’s make it simple:
   1. Name: SSN
   2. Type: Text
   3. Format: Text
4. Click OK.

Now, how do we use it?

1. Open up any contact
2. Click on All Fields tab
3. In the Select From drop-down box slide to the bottom and choose User-defined fields in folder (don’t confuse this with the pre-selected User-defined fields in this item.)  You’ll now see the SSN and you may change the data there.
4. After you add the entry here, you can see it and modify it.
   1. Important note: Check to see if you are allowed to edit the field.
      1. In Card View,
         1. Again hover over the separating line.  When you see the double-headed arrow right-click and choose Other Settings.
         2. Make sure the Allow in-cell editing field is checked.  For any card that has a SSN value that is filled in you will see it in that view.
      2. In the Table View,
         1. Right-click on any of the heading columns and select Customize Current View.
         2. Choose Other Settings.
         3. Make sure the Allow in-cell editing field is checked.
   2. You should also note that the Allow in-cell editing feature is configured for each view.
5. If you are in the Table View, you can see the new field, SSN, by inserting it as a column wherever you wish:
   1. Right-click on any of the heading fields at the top. Select Field Chooser.
   2. In the drop-down at the top of the Field Chooser box, scroll down and select the set of fields near the bottom called User-defined fields in folder. You will see SSN
   3. Left-click-drag SSN out of the Field Chooser and drop it anywhere onto the Table column Headers.  (How cool is THAT!?)

Now that I’ve shown you how to create new usable fields, there’s a small gotcha:

YOU CAN’T GROUP BY USER-DEFINED FIELDS.

Yup.  That’s a bummer.  And it hasn’t changed in Outlook 2007 either.

But the solution to that little problem is rather cute: And I’ll give it to you in the next blog.

How to Setup a Contacts Followups-To-Go Report

In these busy times, it’s sometimes very difficult to followup with prospects and clients. Here is a way that can definitely help you use your time more effectively. Make your calls while you are travelling…say from Santa Barbara to Los Angeles. Here we will create a custom view to show only your open followups and then print it and take it with you. The problem with standard views is that they mostly contain too much information to print neatly on one page and don’t have the right information. Wouldn’t it be great if you could just create a view of your followups in the order priority…and then just print it out with you while you’re on the road. (Careful with that cell phone out there, I definitely recommend a headset)…and this is NOT intended for rush-hour traffic–Pay attention out there! For this exercise, start by clicking the Outlook’s Contacts from the Navigation Pane. Ensure you have the Advanced Toolbar on. Right click in the toolbar area and turn on the Advanced toolbar. Create the Followups-To-Go View

• Click on the Drop-down Current View text box and click on Define Views… (at the bottom of the list)
• Click on Phone List View Name and click Copy… command button.
• Name this Followups To-Go and click OK
• You will now see the Customize view: Followup To-Go wizard
  • Click on Fields… Remove all fields on the right and then add the following:
    • Icon
    • Full Name
    • Business Phone
    • Mobile Phone
    • Followup Flag
    • Reminder Time (click on the Frequently-used fields drop-down box and choose Miscellaneous fields then Reminder Time
    • Click OK
  • Click on Sort…
    • You will have to select Miscellaneous fields set in the lower left-hand corner again.
    • In the first Sort items by drop-down box, select Reminder Time and check Descending.
    • Click OK. This will give you those persons you need to call first
  • Click on Filter
    • Click on the Advanced tab
    • Click on the Field command button and select Frequently Used Fields, Follow up Flag
    • Click on the Condition drop-down box and select is not empty.
    • Click Add to List. This will then filter only those contacts who have a Follow up Flag.
    • Click OK
  • Click OK to close the Customize View
  • Click OK and then Apply View. You now see the completed View

Notice that you can spread the headings by dragging them horizontally or even double-clicking on the separator bar between them.Notice too that if you don’t like the Reminders on the right side and want to move the column to the left, you can do that by simply dragging the heading Reminder Time to another heading position. Way cool huh.Finally, you will see that this View is now permanent. Print your Followups-To-Go report.Click on the Printer icon in the Standard toolbar and simply click OK or Preview. If you are exceeding the page width you can simply adjust the heading widths until they fit on your paper.

Now you can print your view anytime you want. And it will ALWAYS be current…Remeber to keep your followup flags going.

How to Convert from Outlook Express to Outlook

Outlook Express (OE) is mostly an email handler and a light contact list. It cannot handle, nor was it ever designed to handle, calendaring, reminders, notes, journals and a whole bunch more that Outlook offers in feature/functionality of contact management. (If you want to compare the two of these, check out the Microsoft Office comparison page that shows how OE compares to OL2003 Outlook vs. Outlook Express.

In Outlook Express.
Check Outlook Express to see how many email accounts you have. Run Outlook Express. (The filename is msimn.exe in Program Files if you don’t find it on your desktop).
From the menu, click on File, Work Offline. This will (until you turn it on again) disable receiving of email in Outlook Express.

Click on Tools, Accounts, Mail Tab and count.

IMPORTANT NOTE: You will need the password for each account before you proceed to the remaining Outlook steps. Call your email hoster if you are unsure. These must exactly match any email
logons you may have with any webmail service you are currently running.

Close Outlook Express.

In Outlook
Run Outlook, click on File, Import/Export from the menu. Then, at the Import/Export Wizard, notice that there are 2 pertainent choices:

• Import Internet Mail Account Settings (do this first)
  This allows you to automatically convert your email Accounts over to Outlook.
  For example, testemail@softwaremagician.com is one account. Click on this heading and click Next.
  • In the Select Internet Mail client wizard box select Microsoft Outlook Express and click Next
  • You will see one or more of your accounts matching those in OE.
  • Select one and click Next
  • You will enter a short wizard giving you the configuration of this account from OE. Change or accept the options (carefully). Notice that the Password is required for each one.
  • Click Next through Finish. The dialog for one email account conversion is complete
  • Test your work. Send yourself an email from within Outlook (by using Ctrl-Shift-M) using this email.
    Click send/receive until you get the email. If you don’t get it, check the settings (you may have to call your email hoster, and they will assist you in setting these up). To get to the Account settings use Tools, Email Accounts, View and click Next. Then double-click on the email account and click on Test Account Settings. You should get check marks for all if the account was converted correctly.
  • Now you get to perform all these steps again beginning with File, Import/Export above for EACH email Account. (I know, I know, Outlook should have made it easier, but they didn’t, so this is what you have to do.)

• Import Internet Mail and Addresses
  Use this to first import first your email, then your Addresses. The option (checkbox) to import
  your Addresses means these will be converted into Outlook Address book (and automatically create Contacts).
  Click on this heading and click Next.
  • Click to highlight Outlook Express 4.x, 5.x, 6.x. Also check Import Mail, Import Address Book. Click Next
  • On the next screen I advise Allow duplicates to be created. You can always isolate them with the creation date if you are already using Outlook and have possible duplicates in your existing contacts.
  • Click Finish and then OK.

If you get the Internet Network Password dialog box check/try one or more of the following:

1) Your service no longer recognizes this email account (is it defunct? Did you cancel it?)
2) The server is incorrect (Did you change or add services? Are you trying to ‘relay’ through another intermediate web service?) Try changing the smtp to your Internet Service Provider, NOT your website
2) The password may be incorrect (did you check it first?)
3) Close Outlook, wait a few seconds, restart, and try Test Account Settings
4) Fully qualify the User Name (e.g. change testemail to testemail@softwaremagician.com).
5) Restart the PC

Final Notes

Because you chose Work Offline in Outlook Express, you won’t be receiving email there even if you run it again. BUT, if the email account is working correctly in both AND the Work Offline is NOT checked, you can literally receive email into both Outlook Express AND Outlook–not a good option. So to fix that, just note that YOU ARE NEVER GOING TO OPEN OUTLOOK EXPRESS AGAIN! You may even consider removing the icon altogether from the Desktop (don’t delete Outlook Express as you may need it sometime later for diagnostics).

Once you have converted to Outlook, you’ll want to know how to exercise all
of it’s amazing features.

Get started now. Unlock the incredible power of Outlook and achieve enormous results–Get FREE reports, FREE videos, and Free Tips and Tricks–Click Here.

Outlook 2007 Search Desktop not indexing Public Folders

I use Hosted Exchange and share my contacts and calendars with my colleague through the Public Folder.

To add a new contact to the Public Folders Contacts you must first click on that folder in the navigation bar (My Favorites), then use Ctrl-Shift-C to add a new contact.

The problem with the Hosted Exchange installation is that by default there is an option for caching/indexing that is NOT set in the Microsoft Exchange Account profile. However, it is easy to set once you know how.

First check that Exchange is in fact being cached. Click on File, Cached Exchange Mode, and check Download Full Items.

Next turn on . Click on Tools, Account Settings. Highlight Microsoft Exchange account. Then click Change. You are now in your Exchange profile settings (Change Email Account). Click More Settings, then the Advanced tab. Check both Use Cached Exchange Mode and Download Public Folder Favorites. You’ll have to restart Outlook for it to begin working.

Outlook and Hosted Exchange will automatically resync and you’ll now be able to find those missing contacts using the Search Desktop feature.

And if you don’t have the Search Desktop feature running, you can find it at

http://www.microsoft.com/windows/products/winfamily/desktopsearch/getitnow.mspx