Adding attachment thru Keyborad in Outlook 2007

             I was wondering if there is a hotkey to open attachments in Outlook. Since this thought had occurred to me a number of times before, I looked for a way to do it. Turns out it’s really fairly simple, and I’m sure many of you already realized how to do this.

Open the message and then use Shift+Tab, which will select the Message field as shown highlighted below:

From here you can use the arrow keys to select the different attachments. If the attachment is an image, it will automatically preview below, as will certain types of office documents. 

To open the attachment in the default application, just hit the Enter key. You’ll probably get a message similar to this one: 

And that ends the mystery of the missing attachments hotkey.

These steps can be followed in Outlook 2007 installed in Windows XP and Windows 7

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How to quickly add a selected text to new mail in Outlook

        This is one of the “hidden features” in Outlook which allows you to send copied text or files without first creating a new message.The trick is really simple.

First, copy some text or files from any application (it can be Outlook but it doesn’t have to be) by selecting it and pressing CTRL+C. Now go to Outlook and press CTRL+V. You’ll find that Outlook immediately creates a new message with the copied text in the message body or the copied files as attachments.

When do you use this?

This method is great to quickly forward only a portion of another message, document or website that you are reading.

you can also use it instead of the “right click-> Send to-> Mail recipient” method as it won’t be creating a Simple MAPI message then with the default warning text and functionality limitations you’d have to deal with otherwise.

If you use this in any other folder than a mail folder, then it will new a create a new item for that folder instead. So if you were to paste the text into a Task folder it will create a new task and if you were to paste it the Calendar folder it would create a new appointment, etc…

I use this to quickly create a task for a document that I’m working on. Pasting the file in the Tasks folder will create a new task with a hyperlink to the file instead of attaching the file, allowing me to easily open the file again when the reminder fires to continue to work on it.

Behavior and limitations

There are some things to note about this method though;

    * It does not work when you are in a Search Folder.
    * It does not work when your cursor is in the Reading Pane.
      Select a message or press SHIFT+TAB first to get the focus on a message before pressing CTRL+V.
      Pressing TAB will put focus on the To-Do Bar in Outlook 2007 and 2010 and will create a new Appointment instead.
    * It does not work when your selection is in the To-Do List.
    * Pasting a single file will put the name of the file as the subject, pasting multiple files will leave the subject blank.
    * Pasting one or more files into any folder other than a mail folder will create hyperlinks to those files instead of attaching those files.
    * Pasting one or more files in the Notes folder will paste the full path to the file(s) in a new note.
    * Pasting 5 items or more will display a warning that creating a new item could take some time.

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

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Outlook: Forward or reply icon missing in already forwarded mails

         When you forward or reply an email in Outlook, you can no longer see forward or reply icon in the original email that you have forwarded it or replied to it.

How do you get that back?

It’s unclear if the icons are still showing but do not reflect the reply/forward status or that the icons are not showing at all. Let’s first make sure the icon column is actually still showing.

Adding the Icon column

The Icon column is enabled by default but could be missing. To verify that it is still there or to add it use;

Outlook 2003 and Outlook 2007:

* First you need to click on "View" tab in menu bar.
 
* Under "View" drop down options click on "Arrange By".

 

* Now, at the bottom select the option "Custom".

* Finally click on the button "Fields".

 


If the the Icon column is not listed in the right panel, then you’ll need to add it from the Frequently-used fields panel on the left. You can use the Move Up and Move Down buttons to position it correctly.

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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Tips to impove IMAP performace in Outlook

Several users may have complain that Outlook 2007 freezes (or becomes extremely slow) until the synchronization between IMAP server and Outlook data file is complete.

If you are also frustrated with Outlook slowness, read some simple tweaks to help you improve the performance of Microsoft Outlook with IMAP:

Click "Tools" and then "Send/Receive Settings." Click "Define Send/Receive Groups," then "Edit" and tick the "Inbox" check box. Select the "Download complete item including attachments." Change the "Spam" folder in the same way, but select the "Download headers only" option. Click "OK" to continue.

Adjust the time that your mail client queries the IMAP server for more messages. This is purely a preference setting and is not necessary to improve speed except that the more frequently you check your mail, the more up to date your in-box will be. Close the "Send/Receive Settings" menu to return to the main Outlook screen.

 

 

Click "File" and then choose "Work Offline" from the menu. This option will keep Outlook from querying the IMAP server every time you try to open a message and speed up load times.
.

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

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Outlook 2007 attachment issue: Restrict safe list sender attachment download

         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

Follow below steps:

Outlook 2007

Open outlook and then click on the option "Tools",

Now select the option "Trust Center" under which find Automatic Download section.

Go head and 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 create custom voting option in Outlook

         When enabling the voting option in your email, you can freely type in the space for the possible answers. Just make sure you separate each answer with a semicolon ( ; )

To set up voting on an email, 

Outlook 2003: 

 

After completing you new mail composition press the "Options" button and select the option" Use voting button" and then type in the space for the possible answers.

 

 

Outlook 2007 and 2010:

After completing new mail composition select the tab "Options" then find an option "use voting buttons", Now select custom and then  type in the space for the possible answers.

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

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Outlook 2010: Auto correction

 

          This feature is missing in Outlook 2007, or at least; that works a bit different from previous versions of Outlook/Word.

In Outlook/Word 2003, there was an AutoComplete feature for AutoText entries that worked with a pop-up suggestion.

In Outlook/Word 2007 and 2010, you’ll have to press F3 when typing the name of your saved Quick Part.

In most cases it is not needed to type the entire name of the Quick Part. You only have to type the part of the name until it becomes unique when compared to other names of your Quick Part.

Example
Assume you have 3 Quick Part entries named;

    * Regards
    * Thanks for this
    * Thank you

To insert the Quick Part named “Regards”, you can just type the letter “r” and press F3 ton insert the entire Quick Part.

To insert the Quick Part named “Thanks for your feedback”, you must at least type “thanks” before pressing F3 to insert the Quick Part.

To insert the Quick Part named “Thank you”, you must at least type “thank “ before pressing F3 will AutoComplete the Quick Part (note the space behind “thank”).

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

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How to assign different sounds for different senders in outlook

      


       When you receive an email from a certain contact, you can get a different “new email” sound than the default?

Yes, that is possible by using Outlook rule.

follow below steps:

   1. click on Tools then select Rules and Alerts

   2. New Rule

   3. In the section “Start from a blank rule” choose;
      Check messages when they arrive

   4. In the next screen you can select the conditions.
      In our case we select “from people or distribution list”

   5. In the bottom screen, click “people or distribution list” to select the address(es) from your Address Book.

   6. Click Next to go to the Actions screen

   7. Here select “play a sound”

   8. In the bottom screen click “a sound” to select a sound file from your hard drive
      (note that you should use a wav-file for this)

   9. Click next to advance to the next screen to set any exceptions when needed.

  10. Once you’ve done that (or don’t need that), click Next to give the rule a name.

  11. Click Finish and then OK to close the open windows.

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

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How to create today’s unread mails search folder in Outlook

     


                  Do you want to conveniently manage all your mail you’ve received today even when you have rules configured which scatter them across different folders?
 

     "Today’s Unread Mail" Search Folder. As the name suggests, it contains all the emails you have received today but haven’t read yet. As it is a Search Folder, it doesn’t matter in which folder you have received the message.

Steps to be followed:

   1. Start with a New Search folder;
          * Outlook 2003 and Outlook 2007
           Click on File then New Now select Search Folder.
         
   2. Scroll to the bottom of the New Search Folder dialog and choose;
      Custom-> Create a custom Search Folder

   3. Press button "Choose"

   4. Name: Today’s Unread Mail

   5. Press button "Criteria"

   6. On the Messages tab set the following condition
      Time: received today

   7. On the More Choices tab set the following condition
      Only items that are: unread

   8. Press OK

   9. Press button "Browse"

  10. Deselect the option "Outlook Today" and select the following folders;
      Drafts, Inbox, Outbox
 
  11. Verify that the option "Search in sub folders" is enabled

  12. Press OK to close the open dialog

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

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How to disable meeting request response in Outlook.

             

    

       Your organizing an open event and want to send a lot of people a notification of this event. You like to send out an appointment so they can add it easily to their Calendar but you don’t want to receive a notification whether they will or they will not come. How can you achieve this?

You can indeed send them a Meeting Request with all the information that you want to share. To disable the request for responses;

Outlook 2007 and Outlook 2010

 
After completing details of meeting request.

 
On the Meeting tab,under the Attendees section click the Responses button. 

 
Here disable the options "Requests Responses" and "Allow New Time Proposals"

These steps ca 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

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Reasons why you safe list email filtered into Junk in Outlook

         Even though you have marked a message as “Not Junk”, safe-listed it via “Add Sender to Safe Sender List” and “Add Sender’s Domain (@example.com) to Safe Senders List”, messages from this sender still end up in the Junk E-mail folder.

There are several methods to get your messages end up in the Junk E-mail filter. As of Outlook 2007 SP2 there will be an Infobar notification above the message which tells you whether the message has been filtered out by the Outlook Junk E-mail filter or by something else.

Filtered by Outlook:

If the message has been filtered out by Outlook, then the Infobar will contain the following text;
”This message was marked as spam using the Outlook Junk E-mail filter.”

When you see this message, you’ll need to troubleshoot your Junk E-mail settings in Outlook. Make sure you have the latest updates installed and even try turning off the Junk E-mail filter to find out where the messages end up now.

Filtered by another scanner:

If the message has been filtered out by another scanner, then the Infobar will contain the following text;
”This message was marked as spam using a junk filter other than the Outlook Junk E-mail filter.”

When you see this message, you’ll need to troubleshoot the virus scanner or Junk E-mail filter that is included in your Security Suite or contact your ISP or mail administrator and have him/her check the virus scanner and/or Junk E-mail filter settings on the mail server.

Filtered by a rule or moved manually:

 
If a message has been filtered out via a rule or has been moved to the Junk E-mail folder manually, then the Infobar will not indicate a reason why the message sits in the Junk E-mail folder.

When you see this message, you’ll need to check if you don’t have any rules configured which move messages to the Junk E-mail folder.

The same reasons goes with Outlook in Windows XP and Windows 7

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How to fix No attachement in sent mails in Outlook 2007

Whenever you send an attachment through Outlook, the recipient receives the email without the attachment.

It happens to all attachments regardless of who you send it to and the format of the file (eg PDF, Word, jpg, etc). If send the same attachment through web mail or from another computer, the attachment remains intact and is received in the email.
Have you tried turning off anti-virus program but that’s not made any difference, so assuming the issue must be within Outlook itself.

This happens when you are sending in RTF-format and the message doesn’t get properly converted.


General options

To verify that you are not sending in Rich Text in general go to;

Tools menu and then select Options now click on tab Mail Format

Contact specific options

It can also be that that particular contact is set to “Send using Outlook Rich Text Format”. To verify;

   1. Open that specific contact by double clicking the item in your Contacts folder

   2. Double click on the email address of the contact and a dialog will open called “E-mail Properties”

   3. Make sure that the “Internet format” is set to “Let Outlook decide the best sending format”.

Internet Format options

In addition, make sure that Outlook is set to convert Rich Text formatted emails to convert to the HTML or Plain Text message format when sending a RTF-message to the Internet;

Click on Tools menu, Then select Options
Now click on tab Mail Format then click on the button "Internet Format"

These steps can be followed in Windows XP and Windows 7

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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.

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How to repair PST in Outlook 2007

       Are you having problems with your PST (personal folders) in Outlook 2007? If so, there is a simple way to take care of any issue or corruption you may have with your PST. Outlook automatically includes a PST repair tool called Scan PST.
 

Steps to be followed: 

Two things to be followed before repairing your PST:

   1. Make sure Outlook 2007 is closed
   2. Locate the PST file that you will be repairing and note that location so you can get back to it later.

Once you have completed the previous two steps, navigate to C:\Program Files\Microsoft Office\Office12 (where “C” is the letter of your hard drive) and find the SCANPST utility.

1. Double click on the ScanPST utility and the Repair window will open. Click the “Browse” button and navigate to the location where your PST lives and select the PST you want to repair.

2. The name of your PST will show in the window. Click the “Start” button to begin scanning your PST.
   Note: There is no need to worry as this only does a scan on your PST and does NOT make any changes. This will only detect any problems.

3. The scan will go through 8 steps. The amount of time it will take to complete, depends on the size of your PST.

4. When the scan completes you will see the summary window of what the scan found. The important part is that it will tell you if you have any error in your PST.

Now you can repair your corrupt PST. I highly recommend making a backup of your PST before you repair just to be safe. So check the box to make a backup and click the “Browse” button to select a location for your backup. (Save the backup to your desktop since the repair will be fine and you can delete the backup when you are done.) Now click the “Repair” button to repair the PST.

5. The repair will process your PST and complete and you will see a confirmation message that the repair is complete.

You can now delete the backup that you made and saved to your desktop. Open Outlook 2007 and you shouldn’t see any more issues with your PST and Outlook 2007.

These steps can be followed in Windows XP and Windows 7

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How to Compress PST in Outlook 2007

Compacting PST for Outlook 2007

        There are no hard and fast rules for this. Unless you are having problems, such as Outlook running very slow, or are in desperate need of more disk space, I would suggest compressing PST files would be your first step towards increasing disk space.

Steps to be followed:

1. Click File, then Data File Management. This opens the Account Settings dialog box to the Data Files tabbed page.

  

2. making sure that you are working on the Data Files tabbed page, select the .pst file you want to compact.

      

3. Click Settings. Settings and other options appear above the list of .pst files. This opens the Settings dialog box for the selected .pst file.

    

4. Click Compact Now.

5. When compacting is done, click OK, then Close.

        

And that will do it. Repeat as desired for additional .pst files.

These steps can be followed for Outlook 2007 and Outlook 2003 in Windows Xp and Windows 7

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How to add Attachment quickly in Outlook 2007

Quick way to attach files in Outlook 2007

        Most of us usually take the Attach File route to send attachments using Outlook.The quicker way to send attachments is the simple copy-paste routine.

    * Open Outlook in your Inbox.

    * Copy one or more documents from the source folder.

    * Drop it in the Inbox view. A new mail opens with your documents attached. 

       A single  attachment will have the file’s name in the subject field while multiple 

       attachments will have the subject line bank.

    * All you need to do is complete the other details and send it across.

These steps can be followed for Outlook 2003, Outlook 2007 in Windows Xp and  
Windows 7.

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How to Transfer Archives From Outlook 2003 to Outlook 2007

  

          Transferring archives of old messages from Outlook 2003 to Outlook 2007 is done automatically if you are updating an instance of the software on the same computer. However, if you need to transfer the archives from a computer that has Outlook 2003 to another that has Outlook 2007, there are some preliminary steps you need to take to make sure that it is done correctly and that your archives are up-to-date. After you do this work, you'll need only a couple of steps to save the archives to a disk or disk drive and then upload them to another computer.

Creating an Archive file on Outlook 2003

1. Open Microsoft Outlook 2003. Click on "Go" and "Folder List."

2. Highlight the folder or folders that you want to archive. To select more than one folder, hold down "Ctrl" while clicking on the folder in the list.

3. Click "File" and "Archive."The "Archive" dialog box appears. Make sure that the radio dial next to "Archive this folder and all the sub folders" is selected.

4. Choose a date from when you want the archive to start in the "Archive items older than" drop-down menu.

5. Click the "Browse" button to select the location you want the archive file to save to. If you are using a flash drive to transfer the archive file to another computer, save the file directly to the flash drive. If you are using a CD, save the file to a folder that is easy to get to where you can burn it to the disk at a later time. Click "OK" to finish saving the archive file.

Transferring the file to Outlook 2007

1. Save the archive file from Section 1 onto a portable storage media. If you saved the file to a flash drive in the last step, you are fine. If you saved it to a folder on the hard drive, you will need to save it to a flash drive, floppy disk or CD-ROM, from which you can transfer it to another computer.

2. Insert the drive or disk in the computer that has Microsoft Outlook 2007.

3.Open Microsoft office Outlook 2007. Click on "File" "Open" and "Outlook Data File." Navigate to the storage media that the archived material is saved on. Click on the .pst file on the storage media and click "OK". Outlook will import the archive from the 2003 version into Outlook 2007.

These steps can be followed in Windows Xp and Windows 7

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How to Import personal storage folders (.PST) file in Outlook 2007

        This post shows how to import personal storage folders, also known as .pst files, To import back up data that you created in Microsoft Office Outlook 2007, Microsoft Office Outlook 2003, and Microsoft Office Outlook 2002. You can import back up messages, calendar, contacts, appointments, tasks, notes, and journal entries in .pst files. 

Steps:

1. Open Microsoft office Outlook 2007.

2. Click on "File," "Import and Export." The "Import and Export" wizard will begin.

3.Click "Import from another program or file" and click "Next."

4.Choose the file type to import. If you want to keep it in the regular  Microsoft Office Outlook format, choose "Personal Folder File (.pst)." To export it into another program like Excel, you can choose "Microsoft Excel 97-2003" or for Access "Microsoft Access 97-2003." For another program, choose one of the other options, such as comma-separated or tab-separated delimited file types. Click "Next."

5.Choose a location to import the ".pst" file by clicking "Browse." 

6. Click "Finish" once you are done to Import .

These steps can be followed on windows Xp and Windows 7

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