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.

Read More

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

Read More

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

Read More

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. 

Read More

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.

Read More

How to stop auto archive this item checkbox

      you have added the column “Do Not AutoArchive” to my Inbox. However, you cannot change the check box from unchecked to checked by clicking on it. How is this supposed to work?

That option indeed isn’t directly clear as the checkbox looks clickable already when you add the column to your view. However, as you noticed, it doesn’t.

For that function to work directly from your view, you must set your view to “Allow in-cell editing”;

   first click on the tab "View" then selct "View Settings"

 
   Now click on the button "Other Settings" select the option: Allow in-cell editing

You can now click on the checkbox directly from your view to easily turn on/off archiving for that item.

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

Read More

Switching between Schedule View and Normal view in Outlook 2010

           When selecting multiple calendars in Outlook 2010, it will automatically switch to Schedule View when you select 5 or more calendars. However, you’ll have to disable all the calendars again before it will return back to the normal view again.

Can configure Outlook as when it should switch to Schedule View and back again?

The Schedule view of Outlook 2010 replaces the Group Schedules function which was available in previous versions of Outlook. As it is now fully integrated with the main Outlook interface, Outlook will determine when to use this new view by the amount of calendars that you have selected.

Changing the switching defaults

By default, Outlook will switch to the Schedule view when you select 5 or more calendars and will switch back to the vertical layout when only 1 calendar is selected. If you tend to have more than 1 calendar selected on a regular basis, then setting the switch back option to that amount of calendars would be recommended.

You can change this default via;

First click on File then select "Options"

 

Now click the option Calendar then under the option "Display options"

 

Changing back manually

As exceptions are always to occur, you can also simply switch to the Schedule view and back by using the Arrange section on the Calendar’s Home tab. When multiple calendars are selected, the Day/Week/Month view will show them side-by-side again and allows for the Overlay Mode to be used.

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

Read More

Partial search string in Outlook 2010

  

 

    

       Can you use wild cards when using the Instant Search feature in Outlook? you may have to type the EXACT word to find anything. In previous versions of Outlook you could also use only part of a word to find it.

Example:
On Subject line: TechSupp247 x027886

With Outlook 2000 I could type 2788 and find the record.
With Outlook 2010 I have to type x02788 to find the record.

Correct, Instant Search doesn’t provide that search option and will only find the items that contain a word that begins with your search string. In your example it would only find items which start with 2788.

Advanced Find
To do a query that also finds items that ends with 2788 or have 2788 somewhere in the middle, you’ll have to do an Advanced Find query that has the "contains" condition.

To do this on Outlook 2010 ;

   1. Open Advanced Find (keyboard shortcut CTRL+SHIFT+F)
         Place your cursor in the Search field then select the tab "Search" then the button "Search Tools" Now, click on Advanced Find.

   2. Select the Advanced tab
   3. Press Field and select Frequently-used fields-> Subject
   4. Set Condition: to "Contains"

   5. Set Value: to "2788"
   6. Press "Add to List"
   7. Press "Find Now"

This tip works on Windows Xp and Windows 7.

Read More

How to Resize picture in Outlook 2010

              

                  In earlier versions of outlook you had options to re size the picture size to fit into proper size, But now when you are using outlook 2010 you are not able to find those options, so is there a option available to do so in outlook 2010 

These option have been moved around in Outlook 2010 due to the layout (Ribbon and Backstage) changes in this version.

In Outlook 2010 this option can be found in Backstage;

click on "File" and then select option "Info" in left pane
Now select the option "Resize large images when I send this message"

 

In Outlook 2010,you can no longer choose between different sizes but the image will be resized proportionally so it won’t be larger than 1024×786 pixels.

These steps work in Windows XP and Windows 7.

Read More

How to Increase To-Do bar calendar's date in Outlook 2010

        There is a little monthly calendar in Outlook where you can click on a date and then it will open up your calendar at this date. This is very useful to you but when nearing the end of the month, it is becoming less useful as less future dates become visible.

 
Is there any way that you can view more months?

Making Outlook to show more monthly calendars within the Date Navigator depends on the version of Outlook and where you are seeing them.

To-Do Bar

To show more months in the To-Bar use;

        click on "File" Now click on Options tab then in section Advanced select the button To-Do Bar.

You can configure it to show up to 9 months but it will push off any other information that might be showing under it.

Navigation Pane

 
When using the Calendar Navigation and having the To-Do Bar or TaskPad (see below) turned off, the amount of months showing in the Navigation Pane depends on the amount of space that is left there. If you already have maximized your Outlook window, then you could increase space by minimizing the Navigation Panel at the bottom by dragging it down.

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

Read More

How to disable grouping in Outlook 2010

         All messages are automatically grouped by Today, Yesterday, Monday, Tuesday, Last Week, 2 Weeks Ago, Last Month, etc…

     How can you set Outlook to show all my mail as a plain list without this grouping?

This view setting can be changed in the following way;

      * click on the "tab View" option, Then expand the Arrangement box via the Expand Ribbon Gallery button
      * Now you can disable: Show in Groups

Disable it via View Settings dialog

An alternative way to disable this option is via the View Settings dialog

     * Click on "Tab" View then select the button View Settings
     * Now select the option "Other Settings" and then disable the option: Show items in Groups

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

Read More

Turning off meeting and presentation alerts In outlook 2010

 
Outlook has various alerts such as the New Mail Desktop Alert and of course the notification sound. we also have some additional alerts set via rules.

When entering a meeting or giving a presentation, all these alerts are not so nice to have anymore.

Apart from closing Outlook, is there any way to turn these alerts off all at once?

If you are using Windows 7, you can put your laptop into Presentation Mode which suppresses all notifications.

Launching Presentation Mode

You can launch Presentation Mode via different methods;

    * By typing “presentationsettings” in the Start Menu Search field
    * Via Windows Mobility Center in Control Panel
    * By launching Windows Mobility Center via the keyboard shortcut; Windows Logo + X

You can also directly enable Presentation Mode via a Start Menu or Run command;
presentationsettings /start

To stop it again via a Start Menu or Run command use;
presentationsettings /stop

Read More

Go To Date function used to jump date quickly

    How can you quickly go to a date without scrolling through the calendar or Date Navigator?

The easiest way to do this would be to use the Go To Date function of the Calendar.

To use this function select the Calendar and press CTRL+G.
You can also find this function in the Go menu in Outlook 2007 and previous.
In Outlook 2010 you’ll have to press the expand icon Expand icon Ribbon of the Go To group.

There is more to this little dialog than it at first appears. You can actually use natural text and names of several holidays and events to quickly jump to their correspond date. For instance;

    * 3 weeks from now
    * Christmas
    * 2 days before Christmas
    * 2 months ago

These steps work in Windows XP and Windows 7.

Read More

Outlook 2010: How to do conditional Formatting

            Color coding your email is a receiver side option. You can do this via the Organize or Automatic Formatting feature in Outlook 2007 and previous or via the Conditional Formatting feature in Outlook 2010.

Eventually it will be up to the receiver how he/she chooses to organize his/her mail and make sure the received emails get the proper attention they deserve. You can help/influence this sorting process via other methods though;

* Flag the email for follow up by the recipient.

* Set a priority; Low, Normal, High

* Set a sensitivity; Normal, Personal, Private, Confidential

To do so, Select the Options tab and click on the expand icon of the More Options group.

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

Read More

How to make Calendar private in Outlook 2010.

          When your friend plan a meeting and are looking at free/busy times, they can see the details of any appointment if they hover the mouse pointer over the appointment.Is there a way to block that?

To prevent them from seeing details via Free/Busy, you can either publish your appointment as Private or you can change the permissions on your Calendar folder.

Mark an appointment as private

 
If you only want to block certain individual appointments from showing their contents via Free/Busy, then double click to open the appointment and choose;

In the Tags group on the Appointment or Meeting tab, select click the Private button with the lock icon. 

 

Change permissions:

 
      In Outlook 2010 you can change the permissions on your Calendar folder to not expose the details for any appointment or meeting via Free/Busy. Currently it is probably set to “Free/Busy time, subject, location”.

   1. Right click your calendar folder and choose Properties.

 
   2. Select the Permissions tab.

 
   3. In the Name list select Default.

 
   4. Change its Permissions Level to “Free/Busy time”.

 
   5. Press OK to close the dialog.

These steps can be followed in Windows XP and Windows 7

Read More

How to define Send/Receive Groups in Outlook 2010

       you’ve got several POP3 accounts configured in Outlook 2010. There is an account you use only for sending and Another account for only receiving mails. How can you configure the account,where Account should not be included when receiving?

You can modify this in your Send/Receive group configuration in Outlook 2010.

   1. You can open the Send/Receive Groups dialog by pressing the CTRL+ALT+S keyboard shortcut or as an alternative use is by selecting the tab Send/Receive and click on the button Send/Receive Groups and then select Define Send/Receive Groups.

      

   2. In the Send/Receive Groups dialog press the "Edit" button.

   3. In the left section, select the account for which you want to modify the send/receive settings.

   4. In the Folder Options section you can disable the option for “Receive mail items”.

 

   5. Press the OK button until you have closed all open dialogs.

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

Read More

How to enable a Read Receipt request in Outlook 2010

            After sending the email, sometime it becomes a frantic need to know when the recipient will start reading it, Outlook has an intrinsic feature which lets you know immediately when the person starts reading your message. By using Tracking, you can track down the email. This article elaborates how you can enable this feature.
Launch Outlook 2010, and from Home tab, click New E-mail.

Navigate to Options tab, and From Tracking pane enable Request a Read Receipt option, now click Send to send it to recipient.

By enabling this option, the recipient will be asked if he is willing to send the receipt back to the sender.

Upon clicking Next, Outlook will send a receipt containing time of reading mail back to the sender, with the same subject (RE). You will also notice on receiving receipt that, there is a small icon will be appeared adjacent to the Flag graphic, representing that, it is only the receipt, not the reply from the recipient.

On opening the receipt, it will be showing the time/date of mail, when it was sent and when it was read.

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

Read More

Outlook 2010: Missing Forward option in mails which are already forwarded once.

     When you forward or reply an email in Outlook, you can no longer see forward or reply icon in the orignal 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.

Icon doesn’t reflect the status
If the icon has been added but it does not show the reply or forward status, then there could be various reasons why this is happening. The most common ones;

    * You replied to a message which was using a custom form;
      There is no solution for this.

    * You have a virus scanner that integrates with Outlook which is causing some    

       nastiness;
       Disable or uninstall this integration and try again;

    * You have an add-in installed which does something to special to a message;
      See if it works correctly in Outlook Safe Mode or when you disable all your add-ins.
   
    * The message has been replied to or forwarded with a mobile device;
      Not all devices or sync applications support syncing the forward/reply status as well.

    * If you are using the Outlook Connector you could be experiencing sync 

      issues between Outlook and the mail server. Check the Sync Issues folder for any 

      reports or items that experienced issues.

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 2010:

* 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.

Read More