How to disable Notification icon in Outlook 2010

          If you have Outlook open all day while you’re working, it can be very distracting seeing desktop email notifications. Here we show you how to turn the feature off in Outlook 2010.

Disable Notifications

With Outlook open click on the File tab to access Backstage View and click on Options. 

Now in Outlook Options click on Mail then scroll down to Message arrival. Then uncheck Display a Desktop Alert and click OK. If you don’t want a sound to play when an email arrives you can uncheck that as well.

 

If you’re busy working on a project, having desktop email notifications popping up can be a huge distraction. Disabling them should help you get things done and improve productivity. If you’re an Outlook 2007 user check out our article on how to turn off desktop email notification in Outlook. 

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

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Creating custom quick step in Outlook 2010

                 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.

You can also create your own Quick Step. Under the Home tab click Create New from the Quick Steps box.

Now you can choose actions for your new Step, create a name for it, and add text that will displayed when you hover over the new Step.

For example here we want to copy an email to a specific folder and flag it. You can add multiple actions to your custom Quick Steps which can make managing your email easier.

Here is the final selections for our new Quick Step. We named it Copy to our misc folder, flagging it, created a shortcut key, and included a Tooltip text. When you’re finished click Finish.

Now in the Quick Steps box on the Ribbon you will see your new Step and can use it for emails you specify.

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

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Customizing existing quick steps in Outlook 2010

             A new feature in Outlook 2010 is the ability to apply multiple actions at once to your email messages. Here we will take a look at creating your own Quick Steps for managing your email in Outlook 2010.
 

Steps to Customize Quick steps:

If you’re using 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.

The Manage Quick Steps window opens and here we’re going to modify the To Manager step. Highlight To Manager and click on the Edit 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.

Keyboard Ninjas will 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.

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 for Outlook 2010 installed in Windows XP and Windows 7.

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Selecting account for sending in Outlook 2010

            you’ve got many different account and you often tend to forget to change your account upon sending.Is it possible to force Outlook to select an account when sending a message?

There is a native way to do this in Outlook 2010. For previous versions of Outlook, several workaround and add-ins are available.

While Outlook 2010 offers native support to force you to select an account, the only way to enable this option is via the Registry;

Key: HKEY_CURRENT_USER\Software\Policies\Microsoft\office\14.0\outlook\options

Value name: forceaccountselection

Value type: REG_DWORD

Value: 1

Note: Please note that changing incorrect values in registry can damage proper function of operating system 

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

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How to clear deleted items in Outlook 2010

         A lot of people like to configure Outlook to automatically empty the Deleted Items folder every time they close the program.Microsoft Outlook 2010 provides option to automatically empty deleted items folder on exit. But if you do not want to enable this feature but still want the empty deleted items manually then you can use the Cleanup tools.This comes handy, especially when you have size limits on how large your inbox can be.

Steps to be followed:

 Click the File tab to open the “Backstage” view.

 Click Options in Backstage view to open the “Outlook Options” window.

 Click Advanced in the left-hand column to open the “Advanced” tabbed page.

 In the Outlook Start and Exit section, set the “Empty Deleted Items folder when exiting Outlook” check box.

 You probably don’t want Outlook to ask you whether you want to empty the Deleted Items folder every time you close the program, so scroll down to the section named “Other.”

Clear the “Prompt for confirmation before permanently deleting items” checkbox.

 Click the OK button at the bottom of the window to exit Backstage view and return to the main Outlook window.

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

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How to save sent mail's to different folder in Outlook 2010

        As you send e-mails and other items in Microsoft Outlook 2010, copies are placed in the "Sent Items" folder. If you send a lot of e-mails and other items, this folder can become very large and unwieldy.

There may be times where you need to quickly find the copy of a particular mail you are sending, or perhaps generally you want to better organize your e-mail and place copies of outgoing items in relevant folders. If so, you can force Outlook 2010 to place the copy of a particular sent item in any folder of your choosing - you can even create a new folder to place the sent item.

1. While composing a message / e-mail, click the "Options" tab in the Ribbon.

2. In the "More Options" section, click the "Save Sent Item To" button / pull-down.

3. A pop-up menu appears. Options include choosing a different folder, using the default folder (defaults to "Sent Items"), and not saving the sent item.

If you choose "Other Folder", a "Select Folder" dialog box appears and you can choose where to save the item once sent. If desired, click the "New" button to create a new folder to store the sent item. Then click "OK" on the dialog box(es) when you have made your selection.

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

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How to disable Conversation view in Outlook 2010

         

        Conversation view in Outlook 2010 makes it easy for you to follow a discussion thread. By switching to Conversation View, Outlook 2010 combines all the messages within the thread into one package.

Conversation View is enabled by default in Outlook 2010. If you’re one of those people who don’t find Conversation View to be of any value, you can easy turn it off.

To turn off Conversation View for the current folder:

   1. Open the appropriate Outlook folder.
   2. Right click any of the field names.
   3. Click Arrange By and then select conversations now select Show Messages in Conversations so that the Show Message in Conversations is no longer checked.

To apply this change to all Outlook folders:

   1. Select the View tab on the Ribbon.
   2. Click Change View.

   3. Click Apply Current View to other mail Folders.
   4. Select your entire mailbox and click OK.

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

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How to add Signature in Outlook 2010

             In Office 2010 the location of some of the previously inherited options are different. If you are familiar with Outlook 2007 and have recently migrated to the Office 2010 then you might be wondering about from where you can add signatures to your emails. Here are the steps to add signatures in Outlook 2010.





First click the "File", and the go to options. The Outlook Options dialogue box will be displayed.

Now click the Mail option located in the left side menu, and locate the create and modify signatures for message option in the right side main window.

Now click the Signatures button located in front of the create and modify signatures for message option. The Signatures and Stationary dialogue box will be displayed, now in order to add new signatures, click the New button.

Here add your signature’s text under the Edit signature text area and click the OK button. 

Now your personal signature will appear at the end of every email you send.

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

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Blue arrow on Folders in Outlook 2010

 

 

 

 

 

 

            What does the blue arrow icon pointing left and right on a folder mean? Is there something you need to worry about it? What is this icon all about?

This blue double-ended or 2-way arrow icon means that the folder is part of a shared source you are connected to and thus not part of your own mailbox. A shared source could be a mailbox belonging to someone else, a Public Folder, an Internet Calendar or a SharePoint library.

This overlay icon has been introduced in Outlook 2007 and is also used in Outlook 2010. It’s only a visual aid and doesn’t for instance indicate whether or not the folder is cached. Whether or not a shared folder can be cached depends on the type of shared folder and your version of Outlook.
 

 
Note that the blue arrow icon isn’t shown on default mail folders which already hold an overlay icon of their own such as the Inbox, Sent Items and Junk E-mail folder.This display shown is from Outlook 2010 installed in Windows 7 and it is same if you have outlook 2010 installed in Windows XP.

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How to import contacts to Outlook 2010

        When you begin using Outlook 2010 the first thing that oyu noticed was the dramatic change of the File menu compared to 2007 and previous versions of Office. Microsoft has done a great job of condensing the menu and making it easier to navigate, however for those of us who are used to the location of items on the menus it can be a little time consuming to locate what you need.

This was the case with the Import/Export Wizard that is normally found in the File menu (see screenshot below). The item is now tucked away in the Save options in the File menu. The how-to below will walk you through the steps necessary to import contacts from a .CSV file to Outlook 2010′s contact list.

Importing the CSV File

1. Click on File to open the menu.

2. Click on Open which will expand the Open submenu.

3. Click on Import to open the Import and Export Wizard

4. Select the action you wish to perform. In this case we are importing a file from another program. Click on Import from another program or file.

5. Click Next to proceed.

6.Choose the file type to import from, in this case we are importing from a CSV (Comma Separated Value) file.

7. Click Next to proceed.

8. Click on Browse to locate the file you wish to import from.

9. Locate and select the file you wish to import from.

10. Click OK to select the file and proceed.

11. You are presented with 3 options when importing contacts;

    * Replace duplicates with items imported
    * Allow duplicates to be created
    * Do not import duplicate items

Choose the option that best fits your needs.

12. Click Next to proceed.

13. Click on Contacts to specify it as the destination of the items being imported.

Note: If you have multiple Outlook files this step in the wizard will allow you to specify a different folder other than the default.

14. Click Next to proceed.

15. Verify that everything is correct then click Finish to start the import process.

Once the import process is finished you should see the items that were imported in your Outlook contact list.

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How to reset Microsoft Outlook To Default Settings

          once in a while Outlook’s data files used to store all your emails, contacts and calendar entries gets corrupted. If you have an Gmail, Yahoo Mail or Hotmail which backs up all your email then you can very easily restore Outlook to default settings. Here is how you can reset Outlook 2003, 2007 or 2010 to factory default settings.

In Windows XP go to "Start" then select the "Control Panel" and then switch to "Classic View" option in left hand column. Then select "Mail" 

In Windows7 go to "Start" then select the "Control Panel" and look for "Mail". If you cannot find it type “mail” in the search box on the top right. Then click "Mail".

This will bring up the Mail Setup dialog box with Show Profiles section that we are interested in.

In most cases you will just have one mail profile. If you delete this profile then all your Outlook settings will be reset to default. To delete click Remove and then press OK.

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How to insert BCC field in Outlook 2010

 

            If you want to send an email to a contact or several contacts, you might want to keep some of the recipient email addresses private using the Bcc (Blind Carbon Copy) Field. Here’s how to do it in Outlook 2010.

It’s not enabled by default, but adding it as a field for all future emails is a simple process.

Launch Outlook and under the Home tab click on the New E-mail button.

The Bcc field will appear and you can then put the contacts in there who you want to receive the mail secretly or don’t want to show a certain email address.

Now anytime you compose a message, the Bcc field is included.

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

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