How to insert a Screenshot in an Outlook 2010

         

            Introduced in Outlook 2010 is the ability to insert a screenshot of any open program on you computer. This is done from inside Outlook 2010 and without using 3rd party tools or leaving Office.

   When you want to save a thousand words by e-mailing a picture of a dialog box or browser screen or anything else that appears on your desktop.

    * First open Outlook 2010 and open a new Email.

 
    * Select the Insert tab on the ribbon bar

 
    * Then select the Screenshot option under illustrations

 
    * This will give you a list of you currently open windows with screenshots. Select the one you need.

 
Now that your screenshot is in your email.

These steps can be followed in Outlook 2010 in Windows XP and Windows 7.  

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Stellar outlook pst repair

 
 
 
 
 
                   To repair a PST file corrupted or damaged due to 2GB size limit (or other problems such as a hard drive crash), you can use the Stellar Outlook PST Repair tool.

     It is an advanced repair pst software which repairs and creates a new, healthy .pst file which you can then import back to Microsoft Outlook. You can get all your files, emails, contacts and folders back - like nothing ever happened with your Outlook in the first place.

The Stellar Outlook PST repair tool works on Outlook 2000, 2003, 2007, or 2010 on Windows Xp and Windows 7.  It uses advanced algorithms to recover Outlook emails but its easy enough to use at the same time and does so much more than what the Microsoft Inbox repair tool (Scanpst.exe) ever can not least of all.

Download it  and see if the software can repair your corrupt PST file.

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How to avoid "Reply all" in group message.

     you want to send a message to a large group in Outlook , but you don’t want them to be able to “Reply All”. you know if I use the “Bcc” field this will work, but you want the group to know who has received the message. you just don’t want a multiple mails of “Reply All” messages.

Is there a way to disable this function for a particular email?

It’s not possible to disable this at individual email level as the “Reply to All” method is a Outlook feature of the receiving mail client and not of the email.

However, an easy and fail proof way to “disarm” the Reply to All feature on a message is to place all the addresses in the BCC field.
To still inform them that the message has been sent to others, copy all the addresses from the BCC field and paste them in the body of the message as an FYI.

They can now still press the Reply to All button but it would behave the same as the Reply button and won’t include the entire group.

These will work in Outlook installed in Windows XP and Windows 7.

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How to add note to message in Outlook 2010

 

      There are several ways you can do this in Outlook 2010.

Custom flags
When you flag an item, you are free to choose the text for the flag. By default the text is set to “Follow up” and there is a list to choose some from as well, but you can type any text you want.

In order to type the text, right click on the Flag column in Outlook or press CTRL+SHIFT+G and choose “Custom…”.

Type your custom text for a flag

You can set the Start date and Due date to None.

Modify the subject

If your notes are only short, then you can double click the message to open it in its own window, and directly type your note in the Subject field.

Type in the message body

If your notes are a bit longer, then you can also type it directly into the message body. In order to do this, you must double click the message to open it in its own window. Then choose;

      Other Actions-> Edit Message

Once in edit mode, you can freely type in the message. When closing the item, make sure you save the changes to save your note.

Attach a Note

If you want to add a proper note, then you’ll have to write it in the Notes section of Outlook first. After this open the message and place it in edit mode as indicated above. Now you can drag and drop your note into the message and it will show as an attachment. You can delete the note from the Notes folder now as it will be saved with the message.

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

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Outlook: Unable to backup huge PST files

            When you are backing up your pst-file in outlook you get an error that tells me that there isn’t enough room on the external drive to back up the file. This cannot be correct; the file is listed as being only about 4.2 GB, and the external drive you trying to back it  has up to 31 GB of free space! Any clue as to what’s going on here?

In which format is the file system of your external hard disk?
My guess is that you are using FAT32. In that case your maximum file size is 4GB. To overcome this limitation you’ll have to convert the file system to NTFS.

To do this open a Command window (for instance via Start-> Run; cmd) and type;
convert b: /fs:ntfs

Note 1: Replace b: with the drive letter of your external drive.

Note 2: On Windows Vista you’ll have to do this from an elevated command prompt. To do this press the Start button-> type; Command-> right click the Command application and choose Run as administrator-> confirm the warning message and/or supply administrator credentials if requested.

Note 3: To see the current file system format, right click the drive in Explorer and choose Properties.

Note 4: There is no way to convert the file system back to FAT32 without formatting the entire disk.

Note 5: Windows 95, Windows 98 and Windows ME cannot read NTFS formatted disks. Windows NT4, Windows 2000, Windows XP, Windows 7 and any Windows Server product have no issues with it.

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Restrict attachment download for all senders in Outlook 2003.

 

                 

                    Pictures in messages from some senders are not downloaded unless you click a bar above the message. Pictures in messages from others download as soon as the message is opened. can you create some kind of list that allows this to occur?


Yes, Outlook can allow you to create this type list

Outlook 2003

Click on "Tools" tab, then select "Options",

Now select "Security" tab and then click on the button: Change Automatic Download Settings.

Now disable option: Permit downloads in e-mail messages from sender and to recipients defined in the Safe Senders and Safe Recipients Lists used by the Junk E-mail filter.

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

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How to send same reply to multiple mails in a folder in Outlook

               An easy way to address all mails in a folder is by creating a rule and run it manually. If you need more flexibility, then exporting the folder to an Excel sheet and running a mail merge would be a better solution.

Run a reply message rule manually

Probably the easiest solution is to create a message rule which replies with a specific message and then to run that rule manually. The rule will then be executed for each message in that folder (but only once for each sender) no matter when they were received. This is a 3 step process.

STEP 1
Create the message template for your reply;

   1. Start a new message and type the feedback and thank you message. Include a subject but do not address the message. Optionally you can add an attachment.
   2. Save the message as an oft-file to a convenient location.

If there is no option to safe as an oft-file, you are probably using Outlook 2003 or previous and have Word set as the email editor. In order to get the oft-file option, you’ll need to set Outlook as your e-mail editor (Tools-> Options..-> tab Mail Format).

STEP 2

Create the reply rule via the rules creation wizard;

   1. You can find the rules creation wizard via;
      
          * Outlook 2010
            File-> Manage Rules & Alerts

   2. Start with a blank rule which should take action when a new message is being received.
   3. You do not need to set any conditions and need to dismiss the warning after clicking Next.
   4. As an action select the option; reply using a specific template
   5. Click on “a specific template” at the bottom of the dialog.
   6. In the “Select a Reply Template” dialog, expand the “Look In” list and select “User Templates in File System”.
   7. Click on the Browser… button and browse to location where you saved the oft-template in step 2.
   8. Advance through the wizard until you reach the final step. Here, disable the option; Turn on this rule”.

STEP 3
Now that the reply rule has been created, you can run the rule manually so it will be executed for all messages in a specific folder;

1. In the Rules and Alerts dialog box, press on the Run Rules Now… button.
2. Select the created reply rule.
3. Select the folder which contains all the messages that you want to send a reply to.
4. Press “Run Now” 

These steps can be followed in Windows Xp and Windows 7

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How to schedule meeting for other’s in Outlook

       

               When you schedule a meeting for someone else (for whom you are friend), you always end up being added as an attendee myself and you cannot remove myself from the meeting. As you schedule meetings for multiple people, this really fills up my own Calendar making it quite hard to distinguish which meetings you should attend.

When you create a new Meeting Request via the New menu or button in Outlook, then you will indeed include yourself to the meeting (as the organizer).

Create new Meeting Request in the Calendar

To prevent this from happening, open the Calendar of the delegate first and then double click on the time and day that the meeting should take place. This will also open a new appointment form. You can then press the Invite/Add Attendees button or use the Scheduling assistant to turn it into a meeting request. This meeting request will not include yourself as an attendee by default but will set the owner of the Calendar as the Meeting Organizer.

These steps will be same for Outlook in Windows Xp and Windows 7

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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 fix printing massage problem in Outlook

 

 

 

       When printing a message, the right hand side of the message is being cut off. This usually only happen to the first page of the message and all other pages print out just fine.
How can you get the first page to print correctly ?
 

This usually only happens when you are using Outlook 2003 or previous on a system that is running Internet Explorer 7 or Internet Explorer 8 and the message is in HTML format.

 

Outlook uses Internet Explorer to print.Outlook 2003 and previous use Internet Explorer to print HTML formatted messages. Therefore, you should first check your printing margin settings in Internet Explorer and verify that the option “Shrink-to-Fit” is enabled.
 

You can do this in Internet Explorer

•   Click on File in Menu bar
•   Then you need to click on Page Setup      
•   Check your paper size and margins accordingly
•   Then check the box for "enable Shrink-to-Fit."

Note: If the File menu is not visible, press the ALT button on your keyboard to make it  visible.

 

 

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

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Safe mode in Outlook

Safe mode in Outlook:

         It's a fact of life that applications crash, and Microsoft office Outlook is no exception. it's up to you to set things right.

Outlook introduced the Safe Mode feature. Much like Windows' Safe Mode, the Outlook counterpart allows Outlook to boot when it might otherwise fail.

Safe Mode enables Outlook to detect and either repair or bypass the source of the problem, such as a corrupted registry or a misbehaving add-in. When Outlook boots in Safe Mode, it displays a dialog box explaining the problem and asks if you want to continue to load the program in Safe Mode or attempt a normal restart.

Automated safe mode

During startup, Office checks for problems such as an add-in or extension that won't start, or a corrupted resource, file, registry, or template. A message is displayed the next time the program is started, identifying the problem and asking if you want to disable the part of the program that has a problem.

A list of disabled items is accessible through the Disabled Items dialog box (About Microsoft <program>, Help menu). You can use this dialog box to enable the listed items. Enabling some items may require you to reload or reinstall an add-in program or reopen a file. Enabling an item does not necessarily fix the root problem; an item that you enable may be placed back on the disabled list the next time you start the program.

User-initiated safe mode

You can open any Office or Office family program in Office Safe Mode by pressing CTRL while you start the program or by using the /safe option when you start the program from the command line.

The following restrictions apply when you open a program in user-initiated Office Safe Mode. (Some items listed below do not apply to all Office or Office family programs.)

    * No templates (template: A file or files that contain the structure and tools for 

      shaping such elements as the style and page layout of finished files. For example, 

      Word templates can shape a single document, and FrontPage templates can shape 

      an entire Web site.) can be saved.
    * In Microsoft FrontPage, the last used Web site is not opened.
    * The Office Assistant is not automatically displayed.
    * Toolbar or command bar customizations are not loaded and customizations cannot 

       be saved.
    * The AutoCorrect list is not loaded and changes are not saved.
    * Recovered documents are not automatically opened.
   * Smart tags (action tags: Data recognized and labeled as a particular type. For  

     example, a person's name or the name of a recent Microsoft Outlook e-mail  

     message recipient is a type of data that can be recognized and labeled with 

     an action tag.) are not loaded and new tags cannot be saved.
    * All command line options are ignored except "/a" and "/n".
    * Files cannot be saved to the Alternate Startup Directory.
    * Preferences cannot be saved.
    * Additional features and programs will not automatically load.
    * Documents with restricted permission cannot be created or opened.

How to use manually start Outlook in Safe mode:

Hold CTRL

 
When you hold he CTRL button on your keyboard when clicking the Outlook shortcut on your Desktop, Quick Launch toolbar or Start Menu, Outlook will detect this and asks you if you want to start Outlook in Safe Mode or you can all so type outlook.exe /safe in "Run" command box.

Windows Vista and Windows 7

 
If you are using Windows Vista or Windows 7, then there is a Search box in the Start Menu. Here type; outlook.exe /safe

Create a shortcut

 
You can also create a new shortcut to outlook.exe and add the /safe switch;

First, determine the location of outlook.exe on your system. In general you’ll find it under;

32-bit version of Windows: C:\Program Files\Microsoft Office\Office <version number>
64-bit version of Windows: C:\Program Files (x86)\Microsoft Office\Office 

<version number>

If you can’t find it, do a search for outlook.exe.

Once you’ve found outlook.exe we create a shortcut to it with the /safe switch to prevent Outlook from opening an extra window each time you click the shortcut or use your keyboard shortcut.

   1. Right click on an empty space on your Desktop and choose New-> Shortcut
   2. Type the path to outlook.exe between quotes or browse to its location via 

       the Browse… button
   3. Type an space behind that and /safe
   4. The entire line should now look like this (example is for Outlook 2007 on a 

       32-bit Windows);
       "C:\Program Files\Microsoft Office\Office12\OUTLOOK.EXE" /safe
   5. Click Next
   6. Name your shortcut for instance: Outlook Safe Mode
   7. Click Finish

These steps work for all versions of Outlook on all windows operating system versions like Windows Xp, Windows Vista, Windows 7 etc

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