Disabling “Reply to All”

This tip originally appeared in Best of TECHSHOW – Tips and Tricks courtesy of Reba Nance.

If you don’t want recipients to forward your e-mail messages or use “Reply to All,” you can disable this functionality.  Rita provided the instructions for Outlook 2007 in her original post.  I’ve added the instructions for Outlook 2010:

The Microsoft Research Team also offers a Disable Reply All add-in compatible with Outlook 2007, 2010, and 2013. 

As you’ve no doubt surmised, these solutions will only work if both the sender and the recipient are using Outlook.  Still, as The Wall Street Journal pointed out:

The “reply to all” button is among the most misused – and often reviled – pieces of office technology. At best, an accidental click can lead to an inbox-clogging chain of messages, or, at worst, a personal embarrassment…

Limiting its use is probably a good thing.

All Rights Reserved – Beverly Michaelis [2014]

Outlook Tip: Zoom Setting for Email Messages

This is an incredibly small thing, unless it happens to you and you’re wondering:  What the What?

If the text of your e-mail messages in Outlook suddenly appears very small or VERY LARGE and you don’t remember changing any settings, you are probably the victim of your mouse wheel.  I unwittingly did this the other day and was temporarily mystified.  How could this be when I didn’t change any default settings?  Here is the solution from Microsoft Help:

In my case, I somehow managed to roll my mouse wheel with my index finger while holding down the <ctrl> button in the body of a message.  <Ctrl> is below <shift> on the keyboard – I may have been attempting to capitalize a name or beginning of a sentence.  Hard to know.  But that manuever zoomed me in to 200% for all messages I composed, replied to, or forwarded.  I likely won’t repeat that fateful combination, but this is a good example how Microsoft Help will actually help if you take the time to search for an answer to your dilemma.

Setting Up a Conflict System in Outlook 2010

I’ve blogged before about how to use Outlook 2007 to track conflictsOutlook 2010 isn’t terribly different.  In either case, the concept is identical: 

Create a new contact card in Outlook for every client/matter.  Enter the client’s name, address, and other contact information.  Use the Notes field to enter:

  • Conflict names and relationships
  • File number (if used)
  • Date file opened
  • Description of case

When you close a matter, enter:

  • Closed file number
  • Date file closed
  • Date of destruction (when destroyed)

When you search “All Contact Items,” Outlook automatically examines the first tab of every contact card in every subfolder.  If a match is found, Outlook automatically displays the matching card(s).

Get the Step-by-Step Instructions

Click here for step-by-step istructions on how to set up a conflict system in Outlook 2010.  As I’ve discussed before, there is an upside and a downside to using Outlook.  To enhance Outlook, and make it before more like a practice management program, consider using CredenzaSee my original blog post for more information.

Copyright 2011 Beverly Michaelis

Outlook 2010 & Acrobat 9 Don’t Play Well Together (Yet)

An early adopter of the beta version of Office 2010 alerted me to a problem with Acrobat 9.  Like me, she prefers to use Acrobat to archive e-mail and e-mail attachments.  Unfortunately, there are known issues with Acrobat 9 and Outlook 2010:

The Acrobat PDFMaker toolbar (also known as the Acrobat ribbon) does not work as expected in Office 2010 applications. Customers with Acrobat 9.3 and higher cannot see the Acrobat ribbon in Office 2010 applications. Customers with Acrobat 9.0 through 9.2 can see the Acrobat ribbon in Office 2010 applications. However, attempting to use any of the PDFMaker functionality from the Acrobat ribbon can cause the Office application to quit. 

Will Adobe fix the problem?  Yes, but the time line is uncertain:

Adobe plans to add support for its Acrobat PDFMaker technology for Office 2010 in the next major version of Acrobat*.  

* This document contains forward looking statements, including those related to Adobe’s future product plans, which involve risks and uncertainties that should cause actual results to differ materially. For a discussion of these and other risks and uncertainties, individuals should refer to Adobe’s SEC filings. Adobe does not undertake an obligation to update forward looking statements. 

Let’s hope the “next major version” comes soon.  In the meantime, if you like to archive your e-mail using Acrobat, you may want to hold off on Office 2010.  Undoubtedly, Acrobat isn’t the only add-in experiencing conflicts.

Read more here.

Copyright 2010 Beverly Michaelis