Category Archives: Microsoft Outlook 2010

How to stop start menu search index on Outlook 2010

        When typing in the Search field in the Windows 7 Start Menu, I also get results from Outlook. When presenting, you often start my applications via a Search in the Start Menu as well. Obviously, we do not want to reveal my contacts and some other data that You’ve stored in Outlook to others when doing this.

How can you prevent the Search results to also reveal Outlook data in the Start Menu?

In situation privacy is a issue when you share a single logon for a computer and data is protected via passwords on pst-files; the Start Menu Search will then give easy access to get an impression of what is stored in any Outlook mail profile. While this registry modification does increase the difficulty of getting information via search results, it does not make it impossible.

If privacy is really an issue, use separate user logons for the computer or at least disable your mailbox from being indexed. You can disable indexing via;

     

  •  Click on File and then select Options
  •  Now chose “Search” option in left hand pane
  •  Now under sources click on the Indexing Options
  •  You need to click on the button Modify
  •  Uncheck the tick next to Outlook to disable search indexing in Outlook 2010
These steps can be followed in Windows Xp and Windows 7.

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How to add Auto correct entry using "Formatted text" in Outlook

       When adding an AutoCorrect entry, you noticed that there is an option for “Plain text” and “Formatted text”. However, this option is greyed out and defaults to “Plain text”.

How can you enable this option in order to store AutoCorrect entries with formatting?

Saving AutoCorrect entries with formatting is only supported when using Outlook 2007, Outlook 2010 or when having Word set as your email editor when working with Outlook 2003 or previous.

   1. Type your formatted text, which you would like to add as an AutoCorrect entry, 

       in a (new) message.

   2. Open the AutoCorrect dialog;

          * Outlook 2003 and previous with Word set as your email editor
            Click on Tools menu and then selct AutoCorrect Option

          * Outlook 2007
            Click Office Logo, Now click on the button Editor Options then go to the option 

            section Proofing and now select the button AutoCorrect Options.

          * Outlook 2010
            Click on the File menu and then select “section Options” and now click on

            section Mail, Now you will find an option called button Spelling and AutoCorrect
            after this select section Proofing, so you find the button AutoCorrect Options

   3. Your template text will automatically be copied into the replacement text field.
        Type your keyword and make sure you select the “Formatting text” option to

         maintain the formatting.

      These steps can be followed in Windows XP and Windows 7


How to create new PST and restore old data in Outlook

            you scanned your pst-file with scanpst.exe and it displays the following error; “Internal errors were found in this file. They must be repaired for this file to work correctly.”

you have chosen repair and you get the “Repair Completed” feedback after running it. But when you check my pst-file for errors directly after that, you still get the same error notice.
How can you completely fix your pst-file?

 At times scanpst.exe will not be able to fully fix your pst-file.

Pst-file can still be opened by Outlook

If you can still open your pst-file in Outlook, then it would be easiest to start with a new pst-file and copy the contents of your troubled pst-file to the newly created one.

   1. To be safe, make a backup of your pst-file that you want to fix first.
  
   2. If it opens, you can create a new pst-file:

          * Outlook 2007 and previous
           
               * click on File
               * Now click on New then select Outlook Data File
               * Now click on open in folder and then copy all files

          * Outlook 2010
           
               * click on Home tab
               * Select New Items then click on More Items
               * Now selct Outlook Data File and click on open in folder
               * Now copy all the files in this folder

   4. Copy the folder from the troubled pst-file to the newly create one.

     
   5. Once the copying has been completed you must set the newly created pst-file as 

       the default;

          * Outlook 2003

              *click on Tools then selct Email Accounts then click on Next
              *Now use the dropdown list below “Deliver new e-mail to the following

               location:” to select your newly created pst-file
              *Then click button “Finish”
              *Now you need to Restart Outlook

         * Outlook 2007
              *Click on File, Then select Data File Management
              *Now select your newly created pst-file, Then click on button “Set as Default”
              *Now click on “Close” and then Restart Outlook

         * Outlook 2010
              *Click on File, then select section Info
              *Now click the button Account Settings,
              *Under Account Settings,select the tab Data Files
              *Now select your newly created pst-file,then select button “Set as Default”
              *Select button “Close”and then Restart Outlook

   6. After restarting Outlook, you can disconnect the troubled pst-file from Outlook by right clicking its root folder and choosing ‘Close “folder name”’.


These steps can be followed in Windows XP and Windows 7.

Outlook 2010: How to change Search result highlighting color

How to change Search result highlighting color in Outlook 2010

When you use Instant Search in  Outlook 2010, the words you have used in your search query will be highlighted. To change the highlight color (or to turn this feature off completely) follow steps mentioned in this article;

Steps to be followed:

1. Open Microsoft Office Outlook 2010 and then select “File Menu”

2. Now click on “Options tab” in left hand pane.

3. Then select “Search option” and then look for “Highlight search terms in the results” option.

4. Now click drop down bottom and change color.

These steps can be followed in Windows XP and Windows 7

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Oulook 2010: How to change font settings for navigation pane

How to change font settings for Navigation Pane in Outlook 2010.

           In Outlook 2003 and Outlook 2007, the font settings of the Navigation Pane can only be adjusted via general Windows Appearance settings.


Outlook 2010 holds a direct option to alter the font settings of the Navigation Pane.

Steps to be followed:

To change the font settings of the Navigation Pane choose;

1. Open Microsoft office outlook 2010 then click on ‘File”.

2. Now select either “Help tab” or “Options tab” as shown in above picture.

3. Then select “Advanced option” in left pane.

4. Now select “Navigation pane” option

5. Then select required options and select “Font tab” to make changes to fonts in navigation bar.


These steps can be followed in windows Xp and Windows 7.

How to Backup Ribbon changes in Outlook 2010

    After making several changes to the Ribbons and Quick Access Toolbars in Outlook, we want to make a backup of our customizations. There is an export button for this in the Options dialog but this only backs up the customizations for the current item window and not all the item windows which are available in Outlook. This makes the exporting process quite difficult.
 
There a way to backup all the Ribbon customizations at once.

The way to backup all your Ribbon and Quick Access Toolbar (QAT) customizations in Outlook 2010 in one go is similar to backing up the QAT customizations in Outlook 2007.

The Ribbon and QAT settings in Outlook 2010 are stored in officeUI-files in the following folder;

Windows 7 and Windows Vista
C:\Users\%username%\AppData\Local\Microsoft\Office

Windows XP
C:\Documents and Settings\%username%\Local Settings\Application Data\Microsoft\Office

You should be able to migrate these files between machines by simply copying the files  from one machine to the other. Any command that you have placed in the Ribbon or QAT which isn’t available on the other machine (such as a function of an add-in or custom VBA code) will be removed automatically.

There are up to 20 officeUI-files possible for Outlook 2010. If you haven’t modified the Ribbon or the QAT for the corresponding item window, there won’t be an officeUI-file for it either. Below you’ll find an overview of the officeUI files and their corresponding item window.
File name     Item Window
olkexplorer.officeUI     Main Outlook window
olkmailitem.officeUI     Composing a Message
olkmailread.officeUI     Opened Message
olkpostitem.officeUI     Composing a Post
olkpostread.officeUI     Opened a Post
olkappitem.officeUI     Appointment or Meeting Request
olkaddritem.officeUI     Contact item
olkdlstitem.officeUI     Distribution list item
olktaskitem.officeUI     Task or Task Request item
olklogitem.officeUI     Journal entry
olkrssite.officeUI     Opened RSS item
olkshareitem.officeUI     Composing a Sharing Invitation
olkshareread.officeUI     Opened Sharing Invitation
olkreportitem.officeUI     Opened Receipt (delivery notification, read notification, vote answer, accepted meeting request, accepted task request)
olkmreqread.officeUI     Opened Meeting Request, Task Request or Cancellation
olkrespondseread.officeUI     Opened Meeting Request responds item (accepted, declined, tentative)
olkrespcounter.officeUI     Opened new proposal responds item for a Meeting Request
olkrespondsesend.officeUI     Composing a responds for a Meeting Request (accept, decline, tentative, new proposal)
olkreqsend.officeUI     Composing a forwarded Meeting Request
olkresenditem.officeUI     Composing a Send Again message (for failed messages)

Note: The mentioned folder location is hidden by default. You can copy and paste the above location in the Address Bar of Windows Explorer to open it or configure Windows to show hidden files and folders; Control Panel-> Folder Options-> tab View


How to avoid sending mail with huge attachments in Outlook 2010

 

          Sometimes I add attachments which are too large to send and the message will hang in my Outbox. I know my Internet Service Provider has a limit of 10MB but I sometimes get too excited with adding large pictures or other stuff. Is there any way I can work around this so that I don’t get any Send/Receive errors and have to pry them out of the Outbox? Yes, we can create a rule that checks if the message is larger than 10240KB and if it is to postpone the message by 120 minutes. This will allow us enough time to cancel the message.

Outlook 2010 rule for limiting outgoing mail attachment size

1. Open outlook 2010 and click on “File Menu”

2. Select Massage rules and alerts
   Note: Make sure you start with a blank rule 

 3. choose the option to check message after sending.

The whole message rule could be like this;

  • Apply this rule on massage I send  
  • Select rule : with a size in a specific range With value atleast 10240 and at most 999999 kilobytes 


  • Then click next
  • Now Select rule Defer delivery by with value 120 minutes




  • Click next and then type name of rule and then click finish. 


Note: 1MB (megabyte) is 1024KB (kilobyte), so in our example 10MB is 10240 kilobyte

These steps can be followed in Windows XP and Windows 7

Outlook 2010: Quick step feature

Outlook 2010: Quick step feature

What are Quick Steps:

     Quick Steps are easy-to-use one-click buttons which perform multiple actions at once. If you file your mail, they can be a life saver – one click and that conversation is filed away and marked as read. If you send e-mail to the same people over and over – one click and you have a new email to your team. As your work style in Outlook changes, you can configure Quick Steps to work the way you do.



How to create Quick step in Outlook 2010:


Let’s take a example of “To Manager” from the available Quick Steps, in order to start using it you will need to enter the email address of your manager, you can also change the label and title of the quick step.

If you’re using Microsoft office Outlook 2010 you’ll notice the new Quick Steps section in the Ribbon. There are some included by default and they can be customized. To configure or change Quick Steps, on the Home Tab, use the dropdown arrow in the Quick Steps box, then select Manage Quick Steps.



A new window will open up displaying the list of you can move the order of the quick steps by clicking on the arrow, this will rearrange them.

In addition to that you can also modify, duplicate or delete the quick step, to modify the quick step click on the modify button.





Now we can edit the step. For example, we want to always forward certain emails to our boss. Enter in your managers email address and you can also select to flag it, select the type of importance, and add extra text for it. We also added an action to move the email to a specific folder in Outlook.


People who like Keyboard also like the fact that you can create a shortcut key for the step too. When you’re done making adjustments to the step make sure to save it.



Once you have made the changes click on the Save button to apply them, finally click on the Ok button in the Quick steps window.After saving your Quick Step, open an email you want to send to your boss and click To Manager from the Quick Steps box.



The email will be opened so you can forward it, and add more recipients as well if you want.





These steps can be followed on Windows Xp and Windows 7

Outlook 2010: Conversation management tool

Outlook 2010: Conversation management tool

                  Manage large amounts of e-mail with ease. Condense, categorize, or even ignore entire conversations with a few clicks. With new conversation management tools and the improved Conversation View

If you are in conversation with your friend regarding some sort of business deal for the past couple of months, you will need to go through a bundle of emails to track down the history of your conversation. Microsoft Outlook 2010 offers an easy conversation management feature, so that all of your emails are now grouped into conversations based on the subject of the mail.





Microsoft office Outlook 2010 groups emails with the same subjects together and you will see a drop down button along with such emails, simply hit it and you will find all the older emails linked here. Click any email to view it.




Whenever you will click the drop down button, you will see all the older emails attached. If to ignore the main conversation group, all emails inside it will be ignored, same goes for other actions, such as, delete, move, etc.

Note: Just to let you know, Thunderbird 3 also offers this feature.

This steps are same for windows Xp and Windows 7


Outlook 2010 New feature: Conversation management tool

New feature in Outlook 2010: conversation management tool

Think about how much e-mail you receive in a typical week today versus a typical week five years ago. We’ve redesigned Outlook 2010 to reflect these changes in your lifestyle and help keep up with the vast amounts of information you receive every day.
 
Manage large amounts of e-mail with ease. Condense, categorize, or even ignore entire conversations with a few clicks. With new conversation management tools and the improved Conversation View

 

Watch this vedio To see how conversations feature works in Outlook 2010:

This steps can be followed in Windows Xp and Windows 7


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