The purpose of this page is to present a series of helpful ideas and actions you can take to make technology work better for you. As this site grows, our aim is to present tips and tricks in several topic areas.


Email Etiquette

Please use caution when using the "Reply-to-All" option when sending an e-mail response. Selecting Reply-to-All can generate tons of unnecessary e-mails that clutter inboxes and can potentially send out infoprmation that others do not need to know. For example, if I send a dozen people an e-mail requesting their opinion on an issue, I would expect ot get a dozen replies. However, if each person replies to all, not only do I get a dozen replies, but so does every else for a total of 144 messages. And, your opinion is now common knowledge to every one of the e-mail recipients. Think of the ramifications a reply-to-all response could have, if the e-mail contained sensitive information.

The careless use of Reply-to-All can also potentially put your e-mail address into the hands of spammers. Replying to all can easily create an e-mail thread in which a copy of your e-mail address is included every time the e-mail is replied to or forwarded. 

Your default response should be "Reply." This will send the e-mail ONLY to the person who originally sent the e-mail. Before your reply to everyone, make sure that everyone needs to know. 


Shorten a URL
There's a simple and easy way to shorten long URLs. The shortening of a URL is a technique on the Web in which a URL may be made substantially shorter in length and still direct users to the required page. UTK has registered its own URL shortening service so you can create short URLs that can be easily typed, shared, tweeted, or emailed. Visit to shorten your long URLs.





Placing a hyperlink in an Outlook message

Create a hyperlink in an email message by typing the link and pressing the space bar on the "Enter" key. You can also place a hyperlink to a file, document or email addresses. Learn more


Using Your Outlook Calendar -- Schedule Meetings

Use the Calendar in Outlook to schedule meetings, check people's availability, send out invitations, and receives responses to meeting requests. Learn more.


Using Your Outlook Calendar -- Record Appointments

 Record your appointments on your Outlook Calendar and receive reminders so you'll never miss another meeting. Learn more.

How to Sep Up an Out-of-the-Office Vacation Auto-Reply in Outlook

Everyone needs some time away from email when on vacation or annual leave. While you're away, Outlook can automatically reply to new emails with a message created by you. It will let users know you are currently not available to respond to emails individually and may direct users to where they can get a response in your absence. The message will also include the days and times you will be away.
If you use Outlook with an Exchange server, you can set up an out-of-the-office auto-reply on the server:
  • Click File in the main Outlook window.
  • Open the Info category.
  • Click Automatic Replies (Out of Office)
  • Make sure Send automatic replies is selected.
  • To have the auto-responder start and stop automatically:
    • Make sure Only send during this time range: is checked.
    • Select the desired date and time for starting the auto-responder under Start time:.
    • Pick the desired ending date and time under End time:.
  • Enter the message of your out-of-office auto-reply under Inside My Organization.
    • This email will be sent to people at your company.
  • To send automatic responses to people outside your company as well:
    • Open the Outside My Organization tab.
    • Make sure Auto-reply to people outside my organization is checked if you're okay with the security risks involved.
    • Enter the message sent to people outside your company.
  • Click OK.