How to create one-click access your critical Microsoft Folders from any programme.

How easily do you access mission critical files and folders when inserting them into Outlook Emails, Tasks and Calendar items? How quickly can you execute a ‘Save As’ when working with Microsoft files? You can customise your Microsoft ‘Open’Insert File’ and ‘Save As’ dialogue boxes to provide one-click access to currently critical folders rather than drill down from ‘My Documents’. Here’s how:

I’m in the early stages of a new large project with a client and in our meeting yesterday I was saving a Mindmap we had jointly edited on their meeting room whiteboard whilst the projector was still connected to my laptop. I was just about to hit the ‘Save As’ button when my client grabbed my right arm and said ‘Stop! How did you do that?’ He could see that I had a shortcut to my Project Folder on the left side of my ‘File As’ dialogue form and was excited to know how I did it. Once I showed him he created shortcuts to all his major project folders in a matter of seconds. You can do it too.

First, simply access your ‘File As’ or ‘Save As’ or ‘Open’ dialogue form (editing one will implement the changes in all). The easiest way within any Microsoft software application is to go to the top toolbar and hit ‘File > Open’.

Now, navigate to a critical current folder / subfolder that you want one-click access to. With this folder highlighted in the ‘Look In’ dialogue area at the top of the form, all you have to do is click on ‘Tools’ in the toolbar and select ‘Add to My Places’ and the folder will appear as a shortcut on the left side of the dialogue form.

You can now move your shortcuts up or down the list by simply right-clicking on the folder name in the ‘My Places’ bar on the right and selecting ‘Move up’ or ‘Move down’. Obviously your most critical folders will be at the top of the list! Whilst there, you may as well change the default ‘Large Icons’ option to ‘Small Icons’.

To remove folder shortcuts that have served their purpose simply right-click the folder name in the ‘My Places’ bar and hit ‘Remove’.

There you go! Another way to make software work for you rather than you work for it! If you are fed up with software fighting your productivity and you want it to facilitate your productivity, why not get in touch?

If you are looking for a better way to work, for yourself or your team, why not contact us   to see how we can help.


  1. […]  You need regular access to a particular folder within your computer or network library to do your work or file new emails. You don’t want to navigate your way through the folder system (especially on the network!) each time. Here’s how to achieve that with Outlook 2007. This updates my earlier advice for Outlook 2003 one-click folder access   […]

  2. Richard Maybury October 15, 2009 at 9:43 am

    Thanks Tom, good to hear from you. Very useful.
    Tom is a good guy to know, meet him, initially, through the link above.
    You might also be interested in other killer Outlook shortcuts on my blog here:

  3. Tom Holliday October 15, 2009 at 9:27 am

    Nice one Richard! I’ll use this now!

    If your readers are interested in more short-cuts, I’ve compiled a few here:

    Feel free to cut and paste them if you think any of your contacts will find them useful!


  4. Richard Maybury October 14, 2009 at 12:33 pm

    Yes, Manfred, this approach is invaluable for one-click access to critical folders. Everyone should shortcut their regularly used folders in this way. Don’t forget to edit it from time to time – for example I will use this for Project related folders and then remove the shortcut once the particular project is completed.
    Thanks for your kind comments

  5. Manfred October 14, 2009 at 12:11 pm


    Excellent Tip! This is the best I have got for a long time.

    What I did so far was to put all my important shortcuts onto my desktop and then I would select Desktop from the “look in:” column. This also works, but it takes me another step 🙂


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