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Outlook 2010 Photo Feature

Outlook 2010 gives users the ability to associate images with user contacts, so that each time an email is received from another co-worker or client, their image will appear at the bottom of the email or in the corner of the email on an iOS device.  Our internal BIT email administrators are able to associate each state employee’s photo with their information in the Global Address List.

Beginning in June 2012, BIT implemented the Outlook 2010 Photo Feature for all BIT employees to use as a reference and customer service tool for the organization. To test this feature, Data Center managers along with the integration team helped to upload staff pictures into Active Directory and made them visible through the state email system.  
BIT is a servicing organization and staff images help to transform our organization from a faceless company to people that our customers can relate to. The personal connection and technology services BIT has to offer our clients is an advantage we have over outsourcing similar services to a private vendor. Photos of our staff will help to reinforce this. 
This is an easy way for new hires to figure out “who is who” within the organization, rather than using the ever-so-informal organization chart, without putting their image in an online directory for the entire world to access. It also works well for meetings with other co-workers and clients, helping to associate a name with a face.
A tremendous amount of positive feedback has been received regarding this feature, both internally within BIT and with other state agencies. It helps assimilate new staff into the agency community faster than before. It provides staff with a welcomed feeling and promotes face to face communication among employees. 
If you are a state agency and are interested in pursuing this feature further, please connect with your Point of Contact.


Outlook Feature to Save You Time: Insert Screenshot

Outlook has a cool feature that can save you some time. The Screenshot feature lets you quickly create a screen grab and insert it into the body of your email.

It seems that everyone knows about using Alt-Print Screen to capture the screen. And many folks use the popular Snipping Tool to grab part of the screen. However, we would like to share with you a feature that not many folks know about—the “Screenshot” tool that can be accessed from within Outlook!
Instead of having to search for the Snipping Tool or first taking the screenshot, saving it to disk, then insert it as an attachment in your email, you can just use Outlook’s Insert menu:
  • Create a new email message and click in the body of the message. Make sure the cursor is where you want to insert your screen clip.
  • Make sure the item you want to capture is visible OR at most only has the current document over it.
  • Under the Insert tab, click Screenshot. Depending on your ribbon menu setup, this might be a tiny icon—specifically, a little camera icon with a dotted rectangle.
  • From the Screenshot dropdown, click on one of the available windows to insert it. If you don’t see a window you want to insert, make sure the program isn’t minimized to the taskbar.
  • Alternatively, if you want just a portion of the screen, click on the Screen Clipping button at the bottom of the Screenshot dropdown. This will bring up a crosshair cursor for you to drag around the area of the screen you want to select.
Your selection should then be inserted into your email. There you have it!