Tag: Tech Tip

Tech Tip – Speed Up Outlook with Quick Steps

Posted on by Paul Stradling

Do you spend ages dragging emails into folders, forwarding the same replies, or flagging messages for follow-up? Outlook’s ‘Quick Steps’ can automate all of that, turning multi-click jobs into a single tap. Here’s how to use it:

Why it’s useful:

Quick Steps are great for saving time on repetitive actions. You can set up shortcuts to do things like:

– Move invoices into a specific folder and mark them as read.
– Forward a client message to your manager with a standard intro.
– Flag emails from important customers and categorise them in one go.
– Reply with a template and archive the thread immediately after.

How to set it up:

– Open Outlook and go to the Home tab.
– Look for the Quick Steps group in the ribbon, then click Create New.
– Give your step a name, choose the actions you want it to perform, and (optional) assign a shortcut key.
– Click Finish.

If you regularly deal with the same kinds of emails, Quick Steps can cut hours off your inbox admin over the course of a week. It’s one of those features that’s easy to miss, but once you start using it, you won’t go back.

Tech Tip – Press “Ctrl + Backspace” to Delete Whole Words Faster

Posted on by Paul Stradling

Instead of deleting one letter at a time, use this shortcut to remove entire words instantly.

How to:

– Place the cursor anywhere in a text field (email, document, browser).

– Press Ctrl + Backspace to delete the entire word before the cursor.

– Press Ctrl + Delete to delete the word in front of the cursor.

– This makes text editing much quicker.

Tech Tip – Quickly Open a Second Instance of Any App

Posted on by Paul Stradling

If you need multiple windows of the same app (e.g. File Explorer, Notepad, or Word), you don’t have to navigate menus. Here’s how to quickly and easily open more windows:

How to do it :

– Hold Shift and Click on an open app’s icon in the taskbar.

– This will launch a new window of that app instantly.

– This is perfect for multitasking, such as working on multiple documents at once.

Tech Tip – Highlight Text and Translate It with Microsoft Edge

Posted on by Paul Stradling

Use Edge’s built-in translation feature to quickly translate text into English directly in the web page you’re looking at, without having to copy it to another tool. Here’s how:

Highlight Text on a Web Page:

– Select the text you want to translate.

Use the Translation Option:

– Right-click the highlighted text and select Translate selection.

This saves time during research or communication with international colleagues.

Tech Tip – Optimise Email Signatures with Transparent Images for Dark Mode

Posted on by Paul Stradling

With many users adopting dark mode in the new Microsoft Outlook, including a transparent background for images such as logos or signatures ensures your emails look professional across both light and dark themes.

Why It Matters:

– Many users enable dark mode, which displays emails on a black or dark-coloured background.

– Images with a white background appear as distracting blocks against the dark background, disrupting the email’s appearance.

– Transparent images seamlessly adapt to both light and dark modes, maintaining a polished look.

How to Use Transparent Background Images:
Create a Transparent Image:

– Use a design tool (e.g., Photoshop, Canva, or any free online editor) to remove the background from your image.

– Save the file as a PNG format to preserve transparency.

Add the Transparent Image to Your Email Signature:

– Open Outlook and go to Settings > View all Outlook settings > Mail > Compose and reply.

– Under the Email signature section, upload the transparent PNG image and adjust its placement.

Test Your Email in Dark Mode:

– Send yourself a test email and view it in both light and dark modes to ensure the image displays correctly.

Tech Tip – How To Create “Hidden Folders” for Private Files

Posted on by Paul Stradling

Windows lets you hide specific folders so they don’t appear in File Explorer, providing a simple way to keep files private without additional software. Here’s how it works:

To Hide a Folder:

1. Locate the Folder:

– Open File Explorer and navigate to the folder you want to hide.

2. Change the Folder Properties:

– Right-click the folder and select ‘Properties’.

– In the General tab, check the box for ‘Hidden’ under the ‘Attributes’ section.

– Click OK. The folder will now be hidden from view unless hidden items are toggled on.

3. To Reveal Hidden Folders (Optional):

In Windows 10:

– Open File Explorer.

– Click the View tab in the ribbon at the top.

– Check the box for ‘Hidden’ items under the ‘Show/Hide’ group.

In Windows 11:

– Open File Explorer.

– Click the View button (three horizontal dots in the toolbar).

– Select Show > Hidden items to toggle visibility.

Use “Windows Key + E” to Open Multiple Instances of File Explorer Quickly

Posted on by Paul Stradling

Need to work with multiple folders side by side? You can open additional instances of File Explorer by using a quick shortcut, rather than navigating from a single window. Here’s how to use it:

Open New File Explorer Windows:

– Press Win + E each time you need a new File Explorer window.

– This tip will help you manage files more efficiently by allowing you to open multiple directories and view them side by side.

Tech Tip – Use “Clipboard Pinning” to Keep Frequently Used Snippets Ready

Posted on by Paul Stradling

Clipboard Pinning lets you keep specific items (like text or images) pinned in your clipboard history, ensuring they remain accessible even as new items are copied. Here’s how to do it:

Enable Clipboard History

– Go to Settings > System > Clipboard and toggle on Clipboard history.

Pin Items

– Press Win + V to open the Clipboard, then click the pin icon / select the ‘Pin’ option (from the 3 dots menu) next to items you want to keep permanently.

– This feature is very handy for phrases, links, or information you often reuse, saving you from repeatedly re-copying items.

Tech Tip – Use “File Explorer Quick Access” to Pin Frequently Used Locations

Posted on by Paul Stradling

You can quickly access your most-used folders and drives by pinning them to ‘Quick Access’ in File Explorer, allowing faster navigation without browsing through multiple directories.

How to Pin a Folder

– Open File Explorer (Win + E).

– Navigate to the folder you want to pin.

– Right-click the folder and select ‘Pin to Quick Access’.

– The folder will now appear at the top of the ‘Quick Access’ section for easy access next time you open File Explorer.

How to Unpin a Folder

– If a folder is no longer a priority, right-click the pinned folder in ‘Quick Access’ and select ‘Unpin from Quick Access’.

– This tip helps you save time when navigating to frequently used project folders or shared drives.

Tech Tip – Use “Virtual Keyboard” for On-Screen Typing

Posted on by Paul Stradling

The Virtual Keyboard can be a lifesaver if your physical keyboard is malfunctioning or unavailable, allowing you to type directly on the screen with your mouse or touchscreen. Here’s how to access it:

To Enable the Virtual Keyboard

– Press Win + S and type ‘On-Screen Keyboard’, then select the app from the search results.

Use the Virtual Keyboard

– A keyboard will appear on your screen, allowing you to type using your mouse or by tapping the screen (if your device is touchscreen-enabled).

– This feature is helpful when you’re working remotely or troubleshooting hardware issues.