Outlook Software Tips

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Date

Tip

5/2/17

One Click To Save/Export Multiple Emails To Text Files In Bulk In Outlook

Normally we can export/save an email message as a text file with the Save As feature in Outlook. But, for batch saving/exporting multiple emails to individual text files, you have to manually handle each message one by one. Time-consuming! Tedious! Now, Kutools for Outlook's Save as Txt feature can help you quickly save multiple email messages to individual text files with only one click!

 

save messages as text files

9/20/16

Outlook lets you set the Reply-To: header so you receive responses at a distinct, different address.

When Two Addresses Are Better Than One

Send from one address and get replies at another?

Email provides a Reply-To: field that tells recipients (and their email programs) where to direct responses. If you want to have your messages come from one address but prefer replies to go to another (at least most of the time), Outlook handles the Reply-To: field for you — after you've changed one simple account setting.

Have Replies to Your Emails Go to a Different Address in Outlook

To have replies to emails you send from an Outlook email account go to an address different from the one you use to send (and which appears in the From: line): In Outlook 2010 and later:

    • Click File in Outlook.

    • Go to the Info category.

    • Select Account Settings | Account Settings… under, yes, Account Settings.

In Outlook 2007:

    • Select Tools | Account Settings… from the menu in Outlook.

    • Go to the E-mail tab.

    • Highlight the desired email account.

    • Click Change….

    • Now click More Settings ….

    • Enter the address where you'd like to receive replies under Other User Information for Reply E-mail.

    • Click OK.

    • Click Next >.

    • Now click Finish.

    • Click Close.

You can also change the Reply-To: address for any individual email you're sending, of course.

8/23/16

How to Share a Google Calendar with Other People

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We all lead busy lives, and keeping track of appointments and events is key to maintaining your sanity. Lots of people use Google Calendar to manage their schedules, which means it’s very useful to share some of your calendars with other people, like co-workers or family members.

Maybe you’re in charge of scheduling employees’ work shifts, so you share a calendar with all the employees. Or, say you want to share a calendar with your family members so you can more easily see what everyone’s doing. Google Calendar allows you to create multiple calendars so you can share different calendars with different groups of people for different purposes.

You can either create a new calendar specifically for sharing with a specific group of people, or you can share a currently existing calendar. We’ll start with creating a new calendar to share and then show you how to share an existing calendar.

To create a new calendar, open the Google Calendar page in a browser and sign in to the Google account you want to share a calendar from. In the left pane, click the down arrow next to My calendars and select “Create new calendar” from the drop-down menu. (Alternatively, click the arrow next to an existing calendar, choose “Calendar settings”, then go to the “Share this calendar” tab.)

01_clicking_create_new_calendar

The Create New Calendar screen displays. Enter a name for the calendar in the “Calendar Name” box and enter a description for the calendar, if you want, in the “Description” box. Use the Location box to optionally specify a general location. We entered a Description for our calendar and left the Location box blank.

The time zone for your calendar should be automatically set to your current time zone. If not, or you want to use a different time zone, use the Calendar Time Zone section to change it.

02_creating_new_calendar

If you want to make the calendar available to the general public, check the “Make this calendar public” box. If you choose to make your calendar public, you can also choose to hide the details by checking the “Share only my free/busy information (Hide details)” box. This will only show when your free and busy, and not reveal any other information about those times. The calendar we’re sharing in our example is a family calendar, so we’re not making it public.

NOTE: If you make your calendar public, it will be included in Google search results, so be careful what you enter on a public calendar.

In the Share with specific people section, enter the email address for one of the people you want to share your calendar with in the “Person” box. Then, select an option from the “Permission Settings” drop-down list to indicate what the person will be allowed to do with this calendar. You can allow them to only see free or busy with no details about the events (“See only free/busy”), see all the details for the events (“See all event details”), or allow them to see and make changes to events (“Make changes to events”). You can also allow the person to make changes and add people to and remove people from the sharing list

If you want the person to be able to make changes and add people to and remove people from the sharing list, select “Make changes AND manage sharing”. Be careful with this option, though. You’re giving this person the same full privileges you have with this calendar.

Click “Add Person” to share the calendar with the person.

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If you want to stop sharing a calendar with someone, click the trash can icon in the Remove column in the Share with specific people section for that person. The calendar will be removed from their account.

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To finish creating the new calendar you’re going to share, click “Create Calendar”. (If you’re editing an existing calendar, click the “Save” button in the same place.)

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If the person you’re sharing the calendar with has not yet set up or used the Calendar associated with their Google account, a dialog box displays allowing you to send them an invitation.

07_clicking_invite

Otherwise, if the person already uses the Calendar in their Google account, the calendar you shared will automatically be added to their account. That person also receives an email saying you shared a calendar with them and they can click the “View Your Calendar” link in the email to quickly access the calendar.

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Your default Google Calendar and any other calendars you create are listed under My calendars in the left pane.

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Calendars other people shared with you, as well as any other calendars you’ve added, are listed under Other calendars in the left pane.

11_shared_calendar_in_other_persons_account

7/12/16

How to Keep a Journal in Outlook

To get good use from the Journal in Outlook, you have to use it (details, details . . .). You can set Outlook to make Journal entries for nearly everything you do or you can shut the Journal off entirely and make no entries in it. If you put nothing in the Journal, you get nothing out.

In previous versions of Outlook, you could record everything automatically, but that feature is no longer supported in Outlook 2016. You must enter selected items manually:

  • Create a Journal entry.

  • Drag an item to the Journal folder.

For example, you may not want to record every transaction with a prospective client until you're certain you're doing business with that client. You can drag relevant email messages to the Journal for a record of serious inquiries. When you actually start doing business with a new client, you can set up automatic recording.

To manually record items in the Journal, follow these steps:

  1. Click Folders in the Navigation pane (or press Ctrl+6).

    The Folder list, which has a small icon for the Journal, appears in the Navigation pane.

  2. Drag the item you want to record (such as an email message or a task) to the Journal icon in the Folder list.

    The Journal Entry form shows an icon that represents the item you're recording, along with the item's name.

  3. Fill in the information you want to record.

    You don't have to record anything. The text box at the bottom of the screen gives you space for making a note to yourself if you want to use it.

  4. Click the Save & Close button.

    The item you recorded is entered in the Journal. You can see your new entry when you view your Journal.

Sometimes, when you want to find a document or a record of a conversation, you don't remember what you called the document or where you stored it, but you do remember when you created or received the item. In this case, you can go to the Journal and check the date.

10/27/15 How to Back Up or Copy Your Outlook Mail, Contacts and Other Data


Back Up or Copy Your Outlook Mail, Contacts and Other DataTo create a copy of your mail, contacts, calendar and other data in Outlook for backup or copying:

  • Go to your Outlook folder in Windows Explorer.
  • Highlight all files ending in ".pst".
    • Make sure in particular your selection includes "outlook.pst" and "archive.pst".
    • If you have Windows Explorer configured not to show file extensions for known formats, look for Microsoft Office Outlook Personal Folders files.
  • Select Edit | Copy from the menu to copy the selected files.
  • Open the folder where you want to put your backup copies in Windows Explorer.
    • Ideally, this will be on another computer, on a removable disk stored far away from your home, somewhere on the Internet, or at least on a different hard disk.
  • Select Edit | Paste from the menu to paste your .pst files to the backup location
Restore from Your Outlook BackupYour backup copy of Outlook data is now in place, ready to be restored when you need it.
9/1/15

Connect to your social media accounts

Use the Social Network Accounts dialog to link Outlook with LinkedIn and Facebook so your contact's details will be accessible from within Outlook.

When you connect Outlook to your social media accounts, the People module can display data about your contacts and their activities.

To link a social network account to Outlook 2013, choose File > Info > Account SettingsSocial Network Accounts. Connect to LinkedIn and Facebook by selecting the desired service, typing your account details, and giving Outlook permission to access your account. Now details from people in your contact list who use the social site you've added will appear in the People area of Outlook.

10/7/14

Export Your Outlook Contacts to a CSV File

If you move from one email program to the next, you don't want to leave your contacts behind. WhileOutlook stores everything including mail and contacts in a horrendously complicated file, exporting your contacts to a format that most other email programs and services can understand is pretty easy.

To save your contacts from Outlook to a CSV file:

  • Select File | Import and Export... from the menu.
  • Make sure Export to a file is highlighted.
  • Click Next >.
  • Now make sure Comma Separated Values (Windows) is selected.
  • Click Next > again.
  • Highlight the Contacts folder.
  • Click Next >.
  • Use the Browse... button to specify a location and file name for the exported contacts. Something like "Outlook.csv" or "ol-contacts.csv" on your Desktop should work fine.
  • Click Next > (once more).
  • Now click Finish.

 

7/14/14

Change the Default Font Face and Color in Outlook

To customize the fonts used by default for reading and composing messages as well as replies in Outlook:

  • Click File in Outlook.
  • Select Options from the menu that shows.
  • Go to the Mail category.
  • Click Stationery and Fonts… under Use stationery to change default fonts and styles, colors, and backgrounds..
  • If you have a theme or stationery set:
    • Disable the stationery or theme,
      • (Click Theme….
      • Make sure (No Theme) is highlighted under Choose a Theme.
      • Now click OK.)
    • make sure Outlook will use your custom fonts instead of those specified by the stationery or theme
      • (Select Use my font when replying and forwarding messages or Always use my fonts for Font: underTheme or stationery for new HTML e-mail message.)
    • or specify the font for plain text emails alone.
  • Click Fonts… under New mail messagesReplying or forwarding messages and Composing and reading plain text messages to select the desired fonts; to finish, click OK for category.
  • Click OK.
  • Click OK again
12/9/13

Automatically Forward Email

1. From the menu bar, click Tools then choose Rules and Alerts.

2. On the Email Rules tab, select New Rule.


In Step 1 of this pane select Check Messages when they arrive
In Step 2 of this pane select Apply this rule after the message arrives
Click Next

3. In the next pane, choose the radio button labeled Start from a blank rule then click Next. The next pane asks Which condition(s) do you want to check?

Example 1: Forwarding email while you are away
Click the checkbox for where my name is in the To or CC box, then click Next:
Example 2: Forwarding email based on Subject
Click the checkbox with specific words in the subject, then click Next:
In the lower pane, specify words or phrases in the subject to which this rule will apply.

4. The next pane asks What do you want to do with the message?

Click the checkbox forward it to people or distribution list, then click Next:
On the lower section of the panel, click people or distribution list
From the pop up, find and highlight a co-worker to receive your email
Click To so their name appears in the To text box, or type in their name(s); Click OK
Apply the Rule

5. Click Next.

6. If there are Exceptions to the rule, designate them here. (Most people skip this step.)

7. Finish the rule set up by clicking the checkbox labeled Turn on this rule.

8. Begin using the rule by clicking the Apply button.

9. The Rule is listed in the Rule list with a checkmark, indicating that it is turned on.
Turn off the rule by clicking Tools, choosing Rules and Alerts and clicking a rule’s checkbox to clear it. The rule is still available but turned off.

8/19/13

Sharing your Calendar

1.      Open your Outlook Calendar. In the left navigation panel click Share My Calendar.
2.      In the Calendar Properties dialog box, select the Permissions tab and click Add.
3.      Select names from the list, or type in your co-workers’ names.

4.      For each selected name, click Add to place the name in the Add Users box. When done, click OK.
!        We recommend providing limited access when sharing your calendar. The following steps explain how.
5.      In the Permissions tab’s Name box, highlight the names you have just added.
6.      In the lower section of the box (under Permissions), click the Permissions Level. Select Contributor or Reviewer to allow limited access to your calendar. A Contributor can add; a Reviewer can see but not create files; neither can change existing entries. This table shows the available and recommended Permission levels.

12/30/12

How to Archive Old Mail Automatically using Outlook AutoArchive

Do you visit your email folders frequently, moving old messages to an archive folder to keep their size small? Or are you plagued by mail folders getting bigger and bigger in Outlook?

Turn on AutoArchive, and Outlook can do the job of moving older messages to an archive for you.

Archive Old Mail Automatically using Outlook AutoArchive

To turn on the AutoArchive feature in Outlook:

  • Select Tools | Options from the menu.
  • Go to the Other tab.
  • Click the AutoArchive button.
  • Make sure AutoArchive Every is selected
  • Specify how often you want Outlook to look for old messages.
  • Click OK two times.

Tell Outlook When a Message is Old Mail

Now that you have generally turned on AutoArchive, make sure you specify on the folder level what constitutes old mail and how it should be treated.

Of course, you can also archive items manually if your main Outlook file grows too large.

11/2/12

How to Create an Email Signature in Outlook

  • Select Tools | Options... from the menu in Outlook.
  • Go to the Mail Format tab.
  • Click Signatures... under Signatures.
  • Go to the E-mail Signature tab.
  • Click New.
  • Type the new signature's desired name.
    • If you have more than one signature for different purposes, name them accordingly.
  • Click OK.
  • Type the desired text of your signature under Edit signature.
    • It is best to keep your signature to no more than 5 or 6 lines of text.
    • Include the standard signature delimiter.
    • You can use the formatting toolbar to format your text, or insert an image in your signature.
    • To add your business card as a vCard file (with which recipients can import or update your contact details):
      • Move the cursor where your business card should appear in the signature.
      • Click Business Card in the formatting toolbar.
      • Locate and highlight yourself.
      • Click OK.
  • Click OK.
  • Click OK again.

Create an Email Signature in Outlook 2003

To set up an email signature in Outlook:

  • Select Tools | Options... from the menu in Outlook.
  • Go to the Mail Format tab.
  • Click Signatures... under Signatures.
  • Click New....
  • Give the new signature a name.
    • If you set up more than one signature for different purposes — work mail vis-à-vis personal chat, for example —, name them accordingly.
  • Click Next >.
  • Type the desired text of your email signature.
    • It is best to limit your signature to no more than 5 or 6 lines of text.
    • Include the standard signature delimiter (it does not count as a line of text).
    • You can use the Font... and Paragraph... buttons to format your text, but if you want to use links, fancy formatting and images even in your signature, you can do so more easily via a different route.
    • Additionally, select a business card to add under vCard options.
  • Click Finish.
  • Now click OK.
  • If you have just created your first signature, Outlook has automatically made it the default — automatically inserted — for new messages. To use it for replies as well, which I recommend, select it under Signature for replies and forwards:.
  • Click OK again.
9/28/12

Quickly Preview Attachments

One handy feature of Outlook 2010 is the ability to preview attachments (PDFs, Word docs, and so on) within the email itself. This is good if you don't want to open another program just to glance over a document, or if you receive an attachment you're hesitant to download. To use this preview function, open the email, and if there's an attachment you'll see it listed next to the message as a separate tab (see the image below). Click on that tab for a quick preview! Noteyou need to have Adobe Reader installed to take full advantage of this.

08/03/12

How To Configure GMail Account With Microsoft Outlook 2010

First of all launch MS Outlook 2010 and click the office button which is located in the left most corner, now under the Info category you will be able to see the Account Settings option, click the drop down button and choose Add Account as shown in following screenshot.

create-new-account-outlook-2010

In the next step, select Email Account, enter Your NameEmail Address, and Password and clickNext.

auto-account-setup11

Now sit back and relax, Outlook 2010 will do the rest for you, it will establish connection to the relevant network, search for GMail server settings and log you on to the server automatically.

outlook-accountsetup-2

It will take a couple of minutes to complete the required configuration.

outlook-2010-gmail-complete

Click Finish and thats all, it will take some time to download your emails.

gmail-configured-with-outlook1

Now use all the enhanced features of Outlook 2010 to manage your GMail inbox. Enjoy!

10/7/11

To set up an Exchange account auto-responder in Outlook 2007

  • Select Tools | Out of Office Assistant from the menu.
  • Make sure I am currently Out of the Office is selected.
  • Type a short message under AutoReply only once to each sender with the following text:.
  • Click OK.
8/5/11

Set Up a Distribution List in Outlook

  • Select Home| New Contact Group (Alternatively, hit Ctrl-Shift-L (think list).
  • Type the desired name under Name:.
  • The list name is what you will use to address messages to the list.
  • Now, you can add new members immediately using the Add New... and Select Members... buttons.
  • Click Save and Close
7/8/11

To save a email message as a template

  • Create a new message and enter the desired template Subject: and content.
  • Click the Office button and select Save As. (In Outlook 2003, Select File/Save As from the menu)
  • Select Outlook Template under Save as type: in the Save As Dialog
  • Type the desired template name (If different from the email subject under File name:).
  • Click Save

To compose a message using the new template:

  • In the Outlook Inbox, select Tools/Forms/Choose Forms ... from the menu.
  • Select User Templates in the File System under Look In:.
  • Double-click the desired message template.
  • Address, make an changes and send the email
6/24/11

Automatically add holidays to your Calendar  . . .  

On the Tools menu, click Options, click Calendar Options, and then click Add Holidays.