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Outlook Tips

Include text message on forwards Rename a folder
Contact list filing Create a new rule

Send a web page

Customize your Start-up
Create a Distribution List Find a contact quickly
Export Outlook Data Use Outlook as a browser
Rearrange your Outlook groups Attach images to your email
Add components to Outlook Color code contacts
Email selected contacts Auto Start Outlook
Add Holiday's Add your own category

Create An Outlook Distribution List

Find a specific email in Outlook

Enabling Disabled Items in Outlook 2003

Schedule E-mail Responses in Your Outlook Calendar
Ask Before Opening an Attachment Have Outlook Sort Contacts By Last Name First


Use the information below at your own risk.  See "Terms of Use"

Include text message on forwards

Including the original message when forwarding mail is Outlook's default setting.  However, you can choose how to display it though. 

To set off the original text with an indent, select Tools> Options. Click the Preferences tab, then the Email Options button. Under When Forwarding A Message, choose Include And Indent Original Message Text.


Rename a folder

To keep your email messages organized and your inbox free of clutter, put them in folders that will make them easy to find. Here's how:
  1. Make sure the folder list is displayed. If it's not, click View> Folder List. 
  2. Click the folder you want to rename, then select File> Folder> Rename Folder, and type the new name.
  3. Press Enter.

Note:  You can also simply right-click the folder in the Folder List, select Rename Folder from the shortcut menu, and type the new name.


Contact list filing

Outlook automatically files your contact names by last name first, first name last.  If you would like to change this, here's how:
  1. With your Contacts list open, select Tools> Options and click Contact Options. 
  2. In the Default "File As" Order, choose First Last.
  3. Click OK twice.

Also, If you have a company named Quality Computers, Outlook will file it as Computers, Quality. Here's how to change the way a particular contact is filed:

  1. Open the contact. 
  2. Select or type how you want the name to be displayed in the "File As" box. 
  3. Click Save And Close when you're done.


Create a new rule

Setting up rules can save you a lot of time.  If  you receive messages from your boss that contains the word Memo, it will automatically move that message to the folder you have specified. Here's how to set it up:
  1. Click Tools, Rules Wizard. 
  2. Click New. 

The Rules Wizard will walk you through creating your rule. The first screen asks which type of rule you want.

  1. Choose Check Messages When They Arrive and click Next. 
  2. On the next screen, scroll down and select the From People Or Distribution List check box. 
  3. In the Rule Description box, click on the highlighted text and choose which people Outlook should look for (in this case, your boss). 
  4. Now, select the check box With Specific Words In The Subject Or Body, and again, click on the highlighted text in the Rule Description box. 
  5. Type in the name of the project, i.e. "Memo" Click Next. 
  6. The next dialog box asks what you want to do with the messages. 
  7. Click Move To The Specified Folder and choose
    the folder by clicking on the highlighted text in the Rule Description box. Click Next. 
  8. Finally, you'll need to name your new rule. Choose a name, then click Finish.


Send a web page

If you find a web site that you would like to share with a friend, you can email the web page to them.  Here's how:
  1. Open the page in Outlook and select Actions/Send Web Page by E-mail. 
  2. Add the recipient's address and a message, if you'd like. 
  3. To send the page, click Send.


Customize your Start-up

If you would find it convenient to have the calendar (and others) open with Outlook, here's how:
  1. Choose Tools> Options and click the Other tab. 
  2. Click the Advanced Options button and from the "Startup in this folder" dropdown list, select the folder to open whenever Outlook is loaded.  
  3. Click OK twice to confirm your selection and close the dialog.

Note:  You can choose from the Outlook Today, Tasks, Calendar, Inbox, Journal, Notes folders, or Contacts.


Create a Distribution List

Outlook provides a way for you to create a distribution list so that you can easily email a group of people in one fell swoop.  Here's how to set this up:
  1. Choose Tools> Address Book> New> New Group. 
  2. Type a name for your group and choose Select Members to add contacts from your address book to the new group. 
  3. To add someone to your group who doesn’t appear in your contact list, choose New Contact and type that person's details. 

Then you'll have both a new contact and a new member of your group. If you don't want the new group member as a contact, simply type his or her name and email address in the boxes on the screen and click Add.

To send a message using your new distribution list:

  1. Create a new message and put your email address in the To field. 
  2. Click CC, select your new group's name or click the BCC button, and then click OK.  
  3. Complete and send your email as you would any other message.

Note: Using the BCC (Blind Carbon Copy) hides the email addresses of the group members keeping their privacy.


Find a contact quickly

If you are trying to find a contacts name but can't remember the last name, try using the "Find a Contact" box on the standard toolbar. There are many ways to search for your contact.
  1. First Name
  2. Last Name
  3. Email Alias
  4. Email Address
  5. Partial Name EG: Mary K

On the toolbar, type the name of the contact you want to find in the "Find a Contact" box. To quickly open a contact you previously searched for, click the "Find a Contact" arrow and select a name.


Export Outlook Data

If you want to work with Outlook data in another program but still keep the original data in your folders, export the data to another type of file (such as a text file) which you can then import to another program. Or to back up the data, export it to a .pst file. If you export specific folders rather than your entire .pst file, you'll keep the backup .pst file you're creating small, which is useful if you want to store it on a floppy disk. To keep the file even smaller, apply a filter to back up only specific items from each folder.

To export Outlook data:

  1. Select File/Import and Export.
  2. Choose Export to a File and click Next.
  3. Select the type of file you'd like to export your data into and click Next.
  4. Choose the folder and/or subfolders with the data you want to export (click the Filters button to filter out data from your export), then click Next.
  5. Pick a name for the file and choose where Outlook should save it.


Use Outlook as a browser

Microsoft Outlook 2000 includes tighter integration with Microsoft Internet Explorer. As a result you can use Outlook as an Internet browser.

The Favorites menu includes links to your Internet Explorer Favorites. To browse one of your favorites, on the Favorites menu click Open Favorites and then click the favorite you want to browse. The Web page should display in the list view area of Outlook.

You can view the Web Toolbar to activate additional browsing features in Outlook. To view the Web Toolbar, on the View menu click Toolbars and then click Web. The Web Toolbar will appear next to the Standard Toolbar. The Web Toolbar includes common browser buttons such as Back, Forward, Stop, Current, Jump, Refresh Current Page, Start Page, and Search the Web. The Toolbar also includes an Address box. To turn off the Web Toolbar, on the View menu click Toolbars and then click Web.


Rearrange your Outlook groups

Would you like to customize your Outlook Bar by changing the default order of the groups (Outlook Shortcuts, My Shortcuts, Other Shortcuts)? Here's how.

Change the order in which groups appear on the Outlook Bar:

  1. In Microsoft Outlook on the File menu, click Exit and Log Off.
  2. Click the Start button on the Windows taskbar, point to Find, and then click Files or Folders.
  3. In the Named box, type *.fav and then click Find Now. Files with the extension .fav will be listed.
  4. Right-click the .fav file with the same name as your mail profile, click Rename on the shortcut menu, and then type a new name such as yourname.old.
  5. In the Named box, type Outlbar.inf and then click Find Now.
  6. Right-click the file and then click Open.
  7. Look for the following section about one-fourth of the way down in the file:


Change the AddGroup entry order to the order you want. For instance, if you want the MailGroup (My Shortcuts) to be on top in the Outlook Bar, make the entry look like this:


  1. On the File menu, click Save.
  2. Restart Outlook.

Outlook will use the .inf file to build a new .fav file and rearrange the order of the groups on the Outlook Bar. You will see a message asking you to wait while Outlook rebuilds the Outlook Bar.


Attach images to your email

Outlook makes it possible to include images in your emails as long as you are sending in HTML format.  Here's how:
  • Choose Insert/Picture/Browse, locate the image on your disk, and select Open and then OK. 

To ensure that images can be viewed, use images that are saved in the GIF or JPEG formats and make sure the file size of your images is as small as is possible. Most of today's email programs will read HTML messages; however, even if you send an HTML message to someone with an old email client, chances are the image will be converted into an attachment.


Add components to Outlook

Microsoft Outlook 2000 has many optional components not installed during initial setup. To add components to Outlook, follow these steps:
  1. Click Start on the Windows Taskbar, point to Settings, and click Control Panel.
  2. Double-click the Add/Remove Programs icon.
  3. On the Install/Uninstall tab, click to select Microsoft Office 2000 and then click Add/Remove.
  4. Click Add or Remove Features.
  5. Click the plus sign (+) next to Microsoft Outlook for Windows to show the Outlook components. Items with an X in the icon are not installed.
  6. Click the item you want to install and click Run from My Computer.
  7. Click Update Now.
  8. Click OK upon successful completion of setup.


Color code contacts

Outlook makes it possible to color code email messages from certain sources. Here's how:
  1. Click on the email you would like to color code.
  2. Select Organize. 
  3. Click the "Using Colors" button and select the color you want to associate with that person's messages.
  4. Select Apply Color to effect changes.


Email selected contacts

With your contacts in view, you can quickly email selected contacts by holding down the CTRL button while clicking on each contact. Drag and drop the selection onto your Inbox to create an email with the names already added to the recipient list.


Auto Start Outlook

The first thing that most of us do when we go online is check our emails. You can have Outlook start automatically when you start your computer.  Here's how:
  1. In Windows 98 choose Start/Settings/Taskbar & Start Menu. 
  2. Select the Start Menu Programs tab and click Add. 
  3. Choose Browse, locate and select the Outlook file and click Next. 
  4. In the "Select Program Folder" dialog, choose Start-up and click Next. 
  5. Type a name for the shortcut and click Finish.


Add Holiday's

Outlook has the option to set up the calendar to automatically include the holidays. Here's how:
  1. From the Outlook desktop, select Tools, Options, and choose Calendar Options. 
  2. Under Calendar Options, click the Add Holidays button. 


Add your own category

Outlook provides 20 default categories for you, but you may  want to create your own. Here's how:
  1. Select one or more messages to assign to a category. 
  2. Choose File, Categories (or right-click the items and choose Categories from the shortcut menu). 
  3. Click in the Item(s) Belong To These Categories box and type the new category name (if you want to type more than one, separate the names with a comma). 
  4. Click Add To List.
  5. Click OK. 


Create An Outlook Distribution List

A distribution list is a group of contacts who are related in some way (IE: co-workers, friends etc). You can create a distribution list that includes these and more contacts of choice. Once it is created, you can send a message to the entire distribution list and update your contacts at any time.

How To Create a Distribution List

  1. Open Outlook.
  2. From the File menu choose New.
  3. Choose Distribution List.
  4. In the Name field, enter the name of the new distribution list. (Ex: Agents List)
  5. Click Select Members. (this will open the Select Members dialog box)
  6. From the Show Names from the drop-down list, select the address book that contains the names you want to add. (This could be Contacts)
  7. In the Name field select the name from the list that appears or type in the name you want to add to the distribution list in the Type Name box.
  8. Click Members button to copy the name to the Add to Distribution List area.
  9. Click OK when you have added all of the names.
  10. Click Close and Save.

How To Use a Distribution List

  1. Open Outlook.
  2. Click New in the Standard Toolbar.
  3. Click To:
  4. From the Name list, select the distribution list you want.
    * Ex: Agents List
  5. Click To:
  6. Click OK.

How To Update a Distribution List

Note: You will first need to update the email on the contact before you can change your Distribution List.

  1. Open Outlook
  2. Click Contacts in Folder List
  3. Open contact you need to change email address...change email address
  4. Click Save & Close
  5. Double-click to open the Distribution List you need to update
  6. Click the Update Now button. You should see the change reflected in list


Find a specific email in Outlook

Outlook makes it easy to find an email related to a specific topic or all emails sent from a certain sender. Save yourself tons of time sorting and scrolling through all of these emails by narrowing your search, here's how:

  1. Right click on an email message.
  2. Select Find All.
  3. Choose between related messages or messages from sender.


Enabling Disabled Items in Outlook 2003

After installing the Outlook connector for MSN and MOOL in Outlook 2003, you receive and error that reads; "The Outlook Connector Menu and Toolbar have been disabled. Please contact"

To fix this:
1. Restart Outlook and look on the Help>> About menu.
2. Click the Disabled items button and enable the connector.

Note: The above tip will also work if other addins you've installed that are disabled by Outlook or are missing. Or you can look in; Tools>> Options>> Other>> Addins buttons. Here you can check if the addin is enabled or disabled.


Schedule E-mail Responses in Your Outlook Calendar

If, for instance, your boss sends you an email on Monday that requires a reply by Friday, you can easily add it to Outlook's calendar as a reminder. Here's how:
  1. With Outlook open, drag the message from your Inbox onto the Calendar icon on the Outlook Bar or onto your Calendar folder. This will create a new appointment item.
  2. Enter the date and time that the reply needs to be sent along with any additional options that may apply.
  3. Click Save and then Close.

The email reply appointment has now been added to your calendar. You will be automatically notified at the time and date you've specified.


Ask Before Opening an Attachment

If you double click an attachment, a popup window comes up which will ask if you would like to open or save the attachment.

If you check the "Never ask again" option within the popup window, future double clicked attachments will automatically open without asking.

If you would like to get the popup back, here's how:
  1. In Windows XP, go to Start>> All Programs>> Accessories>> Windows Explorer>> Tools>> Folder Options>> File Types tab
  2. You will need to search the attachment type, then click ADVANCED.
  3. Click on to the "Confirm open after download" option.

Folder Options window


Have Outlook Sort Contacts By Last Name First

By default, Microsoft Outlook uses the first name of your contact to sort alphabetically. If you would like Outlook to sort using the last name first, here's how:
  1. Start Microsoft Outlook.
  2. Select Services from the Tools menu.
  3. Select Outlook Address Book, then choose Properties.
  4. Select "File As (Smith, John)".
  5. Click Close, then OK to close the Services.
  6. From the File menu, select Exit and Log Off.
  7. Restart Outlook.
  8. Select Address Book from the Tools menu, then click to select Contacts from the Show Names list.
The "File As" field is how the contacts are sorted and displayed in the Outlook Address Book.


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