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  Sunday, March 18, 2018 – Permalink –

Address Map

Display a map to an Outlook contact's address

If a contact item has an address in the United States, you can use your Internet connection and Outlook to create a map to the address. You must be connected to the Internet for this feature to work.
Open the contact item.
Next to the Address text box, click on the down arrow and select the address you want to map (Business, Home, or Other).
Then choose Actions/Display Map Of Address from the menu bar or click the Display Map Of Address button.
Your default browser opens and the map is created using Microsoft Expedia Maps.

Outlook Maps

In Outlook 2007, the Map button is on the Contact tab on the right side of the Communicate group.

2007 uses

Outlook tips:
Customize Outlook's Map link
You can edit the registry to enable another web-based mapping service.

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<Doug Klippert@ 3:19 AM

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  Monday, March 12, 2018 – Permalink –

Calendar Blanc

Empty days

Outlook allows you to print out your calendars.
If you just want to print a blank calendar over a specified period, here are the directions:

Blank calendar

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<Doug Klippert@ 3:09 AM

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  Saturday, March 03, 2018 – Permalink –

Email Access Form

Question and collection

Access 2007-10 has a wizard that will walk you through the process of sending an information gathering form through Outlook. The wizard is on the External Data tab in the Collect Data group.

"You begin with the Collect Data Through E-mail Messages Wizard, which guides you through the steps of creating a form.

The form is sent through Microsoft Office Outlook 2007-10 to your recipients, with your request for new or updated information.

When the recipients reply to your message, Access automatically enters their data into your database.

Collect data by using e-mail

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<Doug Klippert@ 3:42 AM

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  Saturday, February 24, 2018 – Permalink –

Mail Your Calendar

Save a calendar as an iCalendar file

  1. In Calendar, select a calendar to make it the active calendar in the view.

  2. On the File menu, click Save As.

  3. Type a name for the iCalendar file in the File name text box.

  4. A summary of the calendar name, date range, and detail level appears next to More Options.

  5. From the Date Range list, choose the amount of calendar data to include in the iCalendar file, or click Specify dates to enter a custom date range.

  6. From the Detail list, choose the amount of detail to show the recipients.
    Optionally, click Show to see Advanced options.

  7. Click OK, and then click Save.
E-Mail Calendar 

Share a calendar  

Share Outlook

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<Doug Klippert@ 3:35 AM

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  Friday, February 16, 2018 – Permalink –

Is Phishing Phat?

Hand over the keys

The scofflaws of the world are littering e-mail boxes with fake messages that look like the real thing. They're fishing for your bank account keys.

A company named has an anti-spam/anti-phishing product. They also have a collection of Phish mail with instructions about how to respond.

Email Threat Info Center

Take a phishing IQ test at SonicWALL Phishing IQ Test

(These are BabyPhat socks. As far as I know they're both real and pfat)

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<Doug Klippert@ 3:15 AM

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  Sunday, February 04, 2018 – Permalink –

Meeting Methods

More than name tags

Outlook has tools to facilitate:
Appointments, Meetings, and Events

Here are a few of the suggestions:

  • Turn a message into a meeting request
  • Update a meeting request
  • Automatically process requests and responses
  • Counter-proposals for Meeting Times
  • Cancel meeting if you are an attendee
  • Troubleshoot meetings
One of the subjects is: Outlook meeting requests: Essential do's and don'ts
Here are a few of the items:
If you change it, update it:

After modifying one of your own meeting requests, remember to click Send Update to send the updated request to all recipients.
Don't move meeting requests:

Don't move a meeting request from your Inbox to a different folder before you accept or decline the request or before the meeting appears in your calendar. Soon after a meeting request arrives in your Inbox, a piece of Outlook code -- nicknamed the "sniffer" -- automatically adds the meeting to your calendar and marks it as tentative. This is a fail-safe to keep you from missing the meeting in case you don't see the request in your Inbox. However, the sniffer doesn't reply to the meeting organizer. You still need to do that by accepting, accepting as tentative, or declining the request. If you or a rule that you create moves an incoming meeting request from your Inbox before the sniffer can process the request, the meeting never appears in your calendar, and you might miss the meeting.
Get a fresh start:

If a meeting series requires several changes -- a new organizer, a different frequency or time slot, the addition or removal of attendees -- just cancel the series and create a new one. Don't try to modify the original meeting request.
Scheduling Resources


Meeting Name tags

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<Doug Klippert@ 3:57 AM

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  Monday, January 15, 2018 – Permalink –

Free Contact Tempates

Free electronic business cards

Microsoft has business card templates that can be used in Outlook.

Just download the file and edit the information.

Contact Cards

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<Doug Klippert@ 3:35 AM

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  Saturday, January 06, 2018 – Permalink –

Outlook Shortcuts

Good Strokes

Check names--------------------------------------Ctrl + K or Alt + K
Check spelling-----------------------------------F7
Choose the account from which to send
a message(with focus on the To line)
and then TAB to the Accounts button------------Ctrl + TAB
Convert an HTML or RTF message to plain text-----Ctrl + Shift +O
Delete a mail message----------------------------Delete or Ctrl + D
Display the Address Book-------------------------Ctrl + Shift + B
Find a message ----------------------------------Ctrl + Shift + F
Find text----------------------------------------F3
Forward a message--------------------------------Ctrl + F
Go to folder-------------------------------------Ctrl + Y
Go to next mail message--------------------------Down or Up arrow
Insert signature---------------------------------Ctrl + Shift + S
Mark a message as read---------------------------Ctrl + Enter or Ctrl + Q
Move between the Folders list and message list---Tab
Open or post a new message-----------------------Ctrl + N
Open the Address Book----------------------------Ctrl + Shift + B
Open the Inbox-----------------------------------Ctrl + I
Open the Outbox----------------------------------Ctrl + O
Open the selected message------------------------Ctrl + O or Enter
Post to a folder---------------------------------Ctrl + Shift + S
Print the selected message-----------------------Ctrl + P
Reply to a message-------------------------------Ctrl + R
Reply to all-------------------------------------Ctrl + Shift + R
Send (post) a message----------------------------Ctrl + Enter or Alt + S
Send and receive mail----------------------------Ctrl + M or F5
Switch among Edit, Source, and Preview tabs------Ctrl + Tab
Switch to Inbox----------------------------------Ctrl + Shift + I
Switch to Outbox---------------------------------Ctrl + Shift + O 

Royal National Institute of the Blind:
Outlook Keyboard Shortcuts

Outlook 2013 shortcuts

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<Doug Klippert@ 3:48 AM

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  Tuesday, January 02, 2018 – Permalink –

Mailbox Diet

Prune the fat

Microsoft provides a tutorial on the mechanics of Outlook 2007 mailboxes.
Learning how to manage your Microsoft Outlook 2007 Mailbox and keep it within a specific size limitation.

After completing this course you will be able to:
  • View the size of your mailbox and its folders.

  • Understand what makes an e-mail message big and find the size of any message.

  • Set up some simple processes and use tools built into Outlook to prevent e-mail pileup from happening in the first place.
Battle mailbox size  

Performance problems with a large .pst file  

Manage with Mailbox Cleanup

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<Doug Klippert@ 3:18 AM

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  Thursday, December 28, 2017 – Permalink –

Last Name First

Phonebook style

Sort the Contacts list by the File as field.

To do this, use one of the following methods depending on the version of Outlook that you are using.

In Outlook 2007+, follow these steps:

1. Start Outlook 2007+.

a. On the Tools menu, click Account Settings.

b. Click the Address Books tab, and click Change.

c. Under Microsoft Office Outlook Address Books, click the address book that you want to change the contact display format for.

For example, Contacts: Mailbox - Personal Folders, and then click File As (Smith, John).

In Outlook 2003, follow these steps:

1 Start Outlook 2003.

a. On the Tools menu, click E-mail accounts.

b. Click View or change directories or address books, and then click Next.

c. Click Outlook Address Book, and then click Change.

d. Under Outlook Address Books, click the address book that you want to change the contact display format for. For example, Contacts: Personal Folders, and then click File As (Smith, John).

e Click Close, and then click Finish.

2. Quit and restart Outlook.

3. Verify that the newly created contacts are sorted in the LastName, FirstName format. To do this:

a. On the Tools menu, click Options.

b. Click the Preferences tab, and then click Contact Options.

c. In the Contacts Options box, click Last, First in the Default File As order list.

d. Click OK two times.

4. Edit the properties of any contacts that have the File as option configured individually. This setting overrides the setting that you made in step 1.

a. Double-click any contact that does not appear in the LastName, FirstName format in your Contacts list.

b. Click the General tab, click the down arrow next to File as, and then click Lastname, Firstname, where Lastname, Firstname is the name of the contact.

Lastname first

Outlook 2010

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<Doug Klippert@ 3:39 AM

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  Friday, December 15, 2017 – Permalink –

Edit Subject Line

Organization trick

By editing the subject lines of messages you receive, you can organize your mail. If you get faxes or voicemail sent to you automatically via email, you can change the subject to something that makes sense to you.

Open the message, edit the subject line, close the message and, when prompted, save the changes. The trick with this is the subject line does not look editable because it is on a grey background, but it works nevertheless.

Turn on in-cell editing and you can change the subject line without having to open the email and re-save it at all. This works best if you have the Preview Pane turned on:

Outlook 2000/2002:

From the View Menu select
Current View > Customize Current View
View Summary > Other Settings
Rows, enable the Allow In-cell Editing option.

Outlook 2003-13:

From the View Menu select
Current View
Customize Current View > Other Settings
and enable Allow In-cell Editing.
To change the subject of an incoming message or fax

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<Doug Klippert@ 3:27 AM

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  Monday, December 04, 2017 – Permalink –

Make Your Calendar Your Own

Match your own schedule

". . . did you know that the views in your calendar are fully customizable? For example, you can view your days and weeks in increments of 5 minutes, 60 minutes, and a variety of periods in between.

You can adjust the view of your calendar according to your work week and work day; for instance, you can display Sunday through Thursday and show a normal day as being 11 in the morning to 7 in the evening if you like.

Use different color schemes, and show more or less detail in your calendar. Watch the demo to see how to do all this and more."

Customize your O'07-10 calendar

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<Doug Klippert@ 3:26 AM

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  Saturday, December 02, 2017 – Permalink –

Nickname List

Call me Ishmael

How to Reset the Nickname and Automatic Completion Cache

Microsoft Outlook maintains a nickname list that is used by both the automatic name checking and the automatic completion features. The nickname list is automatically generated as you use Outlook.
If the nickname cache is corrupted, Outlook may not be able to identify recipients, may offer incorrect recipients when automatically completing the e-mail address, or may send the message to the wrong person. You may also, just want to reset the whole list.

  1. Quit Outlook.
  2. Start Windows Explorer.
  3. On the Tools menu, click Folder Options, and then click the View tab.
  4. Under Advanced Settings, click to select the Show hidden files and folders check box.
  5. Click OK.
  6. Click Start, point to Search, and then click For Files or Folders.
  7. In the Search for Files or Folders box, type *.NK2 in the File Name box.
  8. In the Look In box, click to select your local hard disk.
  9. Click Search Now.
  10. Right-click the .NK2 file with the name of the profile that you want to reset, and then click Rename.
  11. Rename the file to yourname.bak, and then press ENTER.
  12. Quit Windows Explorer.
  13. Restart Outlook.
Outlook will generate a new nickname cache:
Knowlegebase Article 287623
Name Resolution

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<Doug Klippert@ 3:53 AM

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  Sunday, November 12, 2017 – Permalink –

Instant Search

Search all your mail

"If you're buried in e-mail (and who isn't?), Instant Search in Outlook 2007+ can save the day for you - every day.
The new Instant Search helps you quickly find e-mail messages, appointments, contacts, or any Outlook item. You don't even need to know which folder the item is in.
Watch the demo to see how to use this fast search feature, and start finding what you want instantly."

Instant Search Demo

More Instant Search

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<Doug Klippert@ 3:54 AM

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  Tuesday, October 24, 2017 – Permalink –

Print Calendars

Good looking printouts

The standard calendar print out is dull:

The new free Calendar Assistant makes it more fun.

The Calendar Printing Assistant for Office Outlook 2007-13

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<Doug Klippert@ 3:37 AM

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  Wednesday, October 11, 2017 – Permalink –

Piggyback on Gmail

An added tool

Google's Gmail is free and offers some features you can use in conjunction with your email program.

  • Send email to Gmail

  • Forwarding

  • Gmail spam control

  • Centralized Email

  • Additional email storage
"As well as a backup, it means you can easily access your messages via Internet terminal or mobile phone. Gmail is easily searched online or indexed offline using Google Desktop Search."
Here's a YouTube:
Gmail as your spam filter

Here's GMail's Fetch gadget:
How to set up Mail Fetcher

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<Doug Klippert@ 3:21 AM

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  Thursday, September 14, 2017 – Permalink –

Where'da go?

Sent mail vanishes

Trying to find out why an email message does not arrive at its intended location can be difficult.

This tip is from Look into their weekly newsletter.

Here are some suggestions:

Where could that message be?

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<Doug Klippert@ 3:09 AM

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  Friday, September 08, 2017 – Permalink –

Open to Contacts

Your choice

To create a shortcut for your Outlook Contacts folder on the desktop

  1. Right click on an open area of the desktop

  2. Select New / Shortcut

  3. Enter in the path to your outlook program followed by outlook:contacts. Note the quotes are necessary:
C:\Program Files\Microsoft Office\Office12\OUTLOOK.EXE outlook:contacts

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<Doug Klippert@ 3:35 AM

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  Wednesday, August 30, 2017 – Permalink –

Color Code Appointments

Red letter day

Outlook 2002+ allows you to assign colors to appointments and meetings.
To format a single appointment:
  1. Simply right click on the event
  2. Select Label
  3. From here you can select from a variety of pre-selected colors
Appointments can also be Automatically formatted.
  1. Right-click a meeting entry and choose Automatic Formatting...
  2. Click on Add and name the Rule.
  3. Next, click Condition and set up a Filter such as having the word "Dr" in the subject or note field.
      In the future, whenever you set up an appointment that has "Dr" in the text, the entry will be color-coded.

      New Folders

       Also see:

    1. To add color coding to Calendar items
    "… if you have ten or fewer main categories that you use on a regular basis, you might want your label names to be the same as your categories. To change the default label names, go to the Edit menu from the Calendar view and click on the Labels option."
    University of Wisconsin-Eau Claire: Color Coding Appointments - 2007 

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<Doug Klippert@ 3:09 AM

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  Friday, August 25, 2017 – Permalink –

Spies in the Mailbox

Who'd read my mail?

"Espionage and email: as the Pentagon discovered, the two often go hand in hand. Following the arrests of two U.S. servicemen suspected of spying, the Pentagon is broadening its investigation of possible espionage activities at Guantanamo Bay, Cuba. According to CNN, at least one of the security cases has involved suspicious emails that were discovered as part of a routine monitoring process."

OutlookPower magazine has an article on the problem:

Espionage and email: tips for managing your own email archives
By Ann James

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<Doug Klippert@ 3:25 AM

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  Friday, August 11, 2017 – Permalink –

Attachment Default Save

Set the solution

Here's how to set the default location that Outlook will use to save attachments:

  1. Click Start, and then click Run.

  2. In the Open box, type regedit, and then press ENTER.

  3. In Registry Editor, locate the following subkey in the registry:

    HKEY_CURRENT USER\Software\Microsoft\Office\11.0\Outlook\Options 

  4. On the Edit menu, point to New, and then click String Value.
  5. Type DefaultPath, and then press ENTER.

  6. Double-click the DefaultPath value.
    In the Edit String dialog box, in the Value data box, type the path, including the drive letter, to the folder that you want to use for your Outlook saved items, and then click OK.

  7. Exit Registry Editor.

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<Doug Klippert@ 3:57 AM

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  Thursday, August 03, 2017 – Permalink –

Custom Forms

Template collection

"At one time, Microsoft had a pretty nice collection of custom Outlook forms anyone could download. While a number of the forms are no longer available from Microsoft, a sizable collection remains. You can use these as-is or as a basis for your own custom forms."

See - Sample Forms for the forms that are available.
  • Calendar Corporate Calendar
  • Expense Report
  • Help Desk
  • Holiday Card List
  • Job Candidates
  • Purchase Order Request
  • Real Estate Listings
  • Software Inventory Form
  • Student Attendance
  • Technical Repair Request
  • Time Card
  • Travel Request
  • Vacation Request
  • Web Site Listing
While they were all designed for Outlook in the Outlook 97/98 time frame, every one I've tried works with all versions of Outlook. However, the self-installers may not work due to security settings and you'll need to publish the form yourself. If you need step-by-step help to publish a form, see: - Publish Form - Send Form - Microsoft Outlook Custom Forms

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<Doug Klippert@ 3:44 AM

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  Thursday, July 27, 2017 – Permalink –

New Folder


If you are involved with a project, or you do a lot of work in a specific area, you may wish to create separate folders for e-mail related to that assignment.

You do not have to limit yourself to creating folders for e-mail; you can also create new Calendars or collections of Contacts.

One way to do this is to go to View>Folder list.

Select the "Root" of the directory tree, or choose a folder to create a sub-directory.

Right click the location and choose New Folder ...

Give it a name and then choose what information that folder should contain.

You can have a Contacts folder with names from a single company, or your personal list.

This way they will not be intermingled with your main collection.

You can do the same thing with personal Calendars.

New Folders

Managing Outlook Folders in Office 2003
Special Edition Using Microsoft Office Outlook 2003 from Que publishing

Microsoft Office Online:
Using Folders

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<Doug Klippert@ 3:25 AM

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  Friday, July 21, 2017 – Permalink –

EMail Fontcology

Comic vs. Arial

Does the font used in an email message color the perception of the reader?

"Summary: This study investigated the effect that a font has on the reader's perception of an email. Based on a previous study by Shaikh, Chaparro, and Fox (2006), a sample email message was presented in three fonts (Calibri, Comic Sans, and Gigi). The three chosen fonts represented a high, medium, and low level of congruency for email messages."

The Effect of Typeface on the Perception of Email


The Personality of Fonts

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<Doug Klippert@ 3:21 AM

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  Friday, July 14, 2017 – Permalink –

Resend Again

Send the same message

Here's how to resend a message. The intended recipient might have accidently deleted it or would just like to see it again.

Open the message. Now you'll see the correct menus:

In Outlook 2003 – look on the Actions menu.

In 2007+ it's under Other Actions

For 2010:

  1. In Mail, in the Navigation Pane (Navigation Pane: The column on the left side of the Outlook window that includes panes such as Shortcuts or Mail and the shortcuts or folders within each pane. Click a folder to show the items in the folder.), click Sent Items.
  2. Double-click the message that you want to resend.
  3. On the Message tab, in the Move group, click Actions, and then click Resend This Message.

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<Doug Klippert@ 3:17 AM

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  Thursday, June 29, 2017 – Permalink –

Word Calendar Template

Take control

"Customizable Word template for generating and printing Outlook weekly and monthly calendars.
  • Print any Outlook calendar that you have access to, including calendars from other users' mailboxes and Public Folders.
  • Add color coding by category or by type of item (one-day event, multiple-day event, etc.)
  • Specify time and date formats and the title for the calendar.
  • Freeware.
Outlook 365

See more at

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<Doug Klippert@ 3:01 AM

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  Sunday, June 25, 2017 – Permalink –

Comment Code

Edit toolbar

You'll many times want to change blocks of code to comments in VBA modules; temporarily convert a block of VBA code to comments so that it's ignored during a trial run. Inserting an apostrophe before each line of code is a bother. Office 2000+ simplifies this task by letting you convert a block of code to comments with a click of a button.

Open any module in the Visual Basic Editor (VBE), and then choose View>Toolbars and choose Edit from the menu bar to display the Edit toolbar.

Select the lines of code that you want to turn into comments. Then, click the Comment Block button on the Edit toolbar (it's the sixth button in from the RIGHT end of the toolbar).
Each line of the selected code is now preceded with an apostrophe.

To convert the comments back to executable code, select the appropriate lines and click the Uncomment Block button, which is immediately to the right of the Comment Block button.
This, of course, works in any application that uses the VBE.

It's been suggested that two or three apostrophes (sometimes called inverted commas) be placed around existing comments. When the Comment Block is used, the original comments will not be removed.

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<Doug Klippert@ 3:45 AM

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  Monday, June 19, 2017 – Permalink –

Changes in 2013

Ribbon plus

There were a number of changes in Outlook 2010-13. For one, it now uses the Ribbon rather than the toolbar.

Changes in Outlook 2013

Here are some suggestions if you need to migrate from '07:

Migration considerations for Outlook 2007

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<Doug Klippert@ 3:11 AM

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  Monday, June 12, 2017 – Permalink –


Pick a card

If you wish to share information about yourself and your company when networking with others a handy solution is electronic business cards, called vCards (virtual business cards), which can be sent using Outlook 2000+.

To send a vCard to an individual, open the contact and on the Actions menu, click "Forward as vCard". Outlook attaches the contact information in a vCard file called .vcf

Note You can automatically include a vCard every time you send a message. Just add the vCard to your signature!

If you want to be able to insert a vCard in a message that you have already started, save the file for that vCard to a convenient location where you can access it.

Open the contact, on the File menu, click "Export to vCard". Specify the location where you want to save the file, and then click Save. When you want to insert the file in an item that you have opened, on the Insert menu in the item, click File, and then select the .vcf file.

In the message that contains the vCard you received, double-click the vCard attachment.
Add any other information you want about the contact, and then on the File menu, click "Save and Close".

How to Use vCard in Outlook

Signed, Sealed, and Delivered: Outlook's Signature and vCard Features

Sharing Microsoft Outlook Calendar and Contacts

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<Doug Klippert@ 3:56 AM

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  Wednesday, May 31, 2017 – Permalink –

Send E-Mail with Access

Automate the drill

You can use Access as a data source and use Word to merge to Outlook. Here, however, is a way to do it from Access itself.
"You can use the SendObject method to send a MAPI mail message programmatically in Microsoft Access. However, the SendObject method does not give you access to complete mail functionality, such as the ability to attach an external file or set message importance.

The example that follows uses Automation to create and send a mail message that you can use to take advantage of many features in Microsoft Outlook that are not available with the SendObject method.

There are six main steps to sending a Microsoft Outlook mail message by using Automation, as follows:

  1. Initialize the Outlook session.
  2. Create a new message.
  3. Add the recipients (To, CC, and BCC) and resolve their names.
  4. Set valid properties, such as the Subject, Body, and Importance.
  5. Add attachments (if any).
  6. Display/Send the message.

Use Automation to send a Microsoft Outlook message using Access

Access to E-Mail

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<Doug Klippert@ 3:22 AM

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  Tuesday, May 30, 2017 – Permalink –



Create a new Contact, or edit an existing entry.

At the bottom right corner of the dialog box is a button labeled

You can assign your contact to multiple categories. You can add new ones to the Master Categories list.

Now you can use Categories to sort entries and use them for Mail Merges.

Five tips for organizing your Outlook Inbox

Getting Started With Outlook 2010

Basic Tasks in Outlook 2013

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<Doug Klippert@ 3:09 AM

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