Tips for Microsoft Outlook 97/98/2000

You can find tips about Microsoft Outlook 97/98/2000. Most of the tips are english version, a few are german version.
New tips are marked with

 

English articles

Add a new contact and address book entry from an Outlook message
Add the company name of a contact when using Letter Wizard in Outlook
Adjust when the first week of the year is in the Date Navigator
Backup der Outlook Daten
Changing the default reminder sound
Change the default appointment time increment
Creating multiple contacts from the Same Company
Create your own custom toolbar in Outlook
DISABLE WORD AS THE EMAIL EDITOR
Display the Calendar when you start Outlook 98
Edit the subject line of received messages in Outlook 98
Exclude an item from the Outlook's AutoArchive feature
Forward Outlook Contacts to Others
Have Outlook remind you to do something for a contact
HEIGHTENING EMAIL SECURITY
Hide names when sending an Outlook 98 message
Leave new messages on server folder
Minimizing Outlook 2002 to the system tray
More ways to save email attachments
Open a specific folder when starting Outlook 98
Outlook 98 Easter Egg
Quickly record a Journal entry in Outlook
Permanently deleting Outlook items
Preview Pane options in Outlook 98
Recall sent messages
Reduce message file size by attaching shortcuts
REPAIRING A CORRUPT OUTLOOK PERSONAL FOLDER
Save a vCard as a contact
Save an attachment without opening it
See a list of birthdays from your Outlook 98 calendar
Sorting Outlook notes in alphabetical order
Sort your Inbox on multiple columns using the mouse
Show week numbers in the Outlook Date Navigator
Toggle inserted object display
Turn off the Mark As Read feature
Turn off card view and table view editing
Use commas to separate email addresses in Outlook 98
Using the drag-and-drop technique to create new items
Why can't I open certain attachments in Outlook XP ?

 

German articles

Ändern der Kalenderansicht mit Shortcuts
Aufgabe als Termin in den Kalender eintragen
Entledigen Sie sich umfangreicher Dateien in Outlook
Erstellungsdatum eines Termins ermitteln
Gelöschte Mails in Outlook wiederherstellen
Komfortable Zeitmessung
Kontakte in Outlook organisieren
Ländervorgabe im Dialogfeld zur Eingabe von Telefonnummern ändern
Möchten Sie wissen, ob jemand eine Lesebestätigung für seine E-Mail angefordert hat?
Sicherheitsstufe1-Dateien in Outlook nach SR2 wieder anzeigen
Speichern eines Outlook 2002-Kalenders als Webseite
So bleiben die Mitglieder einer Verteilerliste absolut vertraulich
Termine, Aufgaben und Kontakte flexibel verknüpfen
Wochenende als vollwertige Tage in der Monatsansicht

 

Externe Links
Microsoft FAQ zu Outlook 2000
Microsoft Tips für Outlook 2002
Outlook FAQ
Outlook & Exchange Solution Center

 


Creating multiple contacts from the Same Company

When creating a number of contacts who work at the same company, you can save yourself the step of reentering the company's name, address, phone number, and fax number each time you create a new contact. Simply open your Contacts folder and select a contact who works for the same company as the new contact you'd like to create. Then, select Actions/New Contact from Same Company from the menu bar. When you do, Outlook creates a new contact and populates the Company, Address, Business and Business Fax fields with the information contained in the selected contact. Simply enter or revise the information specific to the new contact, then click Save And Close when you've finished.


Permanently deleting Outlook items

When you delete an Outlook item by selecting it and pressing [Delete] or clicking the Delete button, Outlook sends the item to the Deleted Items folder, where you can continue to access it until you delete it permanently. This is a convenient safeguard, especially if you've deleted something accidentally and want to retrieve it. However, as you delete items, they'll continue to accumulate in the Deleted Items folder until you move them, manually delete them, or configure Outlook to empty the Deleted Items folder on exit. To circumvent this two-step deletion process, you can delete items permanently by pressing [Shift] as you delete them. This causes Outlook to bypass the Deleted Items folder and delete the item permanently. Keep in mind that when you delete an item using this technique, you won't be able to access it again in the future.


Turn off the Mark As Read feature

If you use Outlook's Preview Pane to preview your mail messages, you'll notice that by default, Outlook automatically marks any message displayed in the Preview Pane as read. That is to say, the message's closed envelope icon changes to an open envelope icon, and the message headers are no longer bolded. If a message is marked as read, you may accidentally be mislead to think that you've dealt with it appropriately, be that by printing it, filing it, or otherwise. To prevent Outlook from automatically marking previewed messages as read, select Tools/Options from the menu bar, then click on the Other tab. Next, click on the Preview Pane button. Clear the Mark Messages As Read In Preview Window and Mark Item As Read When Selection Changes check boxes and then click OK. Click OK once more to close the Options dialog box. Now, when you'd like to mark a message as read, simply right-click on the message and select Mark As Read from the resulting shortcut menu.


Changing the default reminder sound

You can easily spice up your Calendar item reminders by changing the default reminder sound. To do so, first select Tools/Options from the menu bar. In the Options dialog box, click on the Other tab and then click the Advanced Options button. In the Advanced Options dialog box, click the Reminder Options button. Then, in the Play Reminder Sound text box, change the pathname to the location of the WAV file you'd like to use. If you're not sure which WAV file you'd like, click the Browse button to find and select one. When you've finished, click OK to close all open dialog boxes. From now on, Outlook will use the new WAV file as the default Calendar item reminder sound.
You can also change the reminder sound used for individual Calendar items. Simply open the Calendar item, then click the Reminder Sound button next to the Reminder dropdown list. In the Reminder Sound dialog box, replace the pathname in the Play This Sound text box with the pathname to the WAV file you'd like to use instead. Click OK when you've finished, then save and close the Calendar item.


Turn off card view and table view editing

Outlook's card views and table views enable you to edit Outlook item information without opening the item. For example, when displaying your contacts in Address Cards view, you can click on a contact's address information and replace it with new information. Then, when you click outside the contact, Outlook automatically saves the changes to the contact form.
Although easy editing features like this add a degree of efficiency, they also create room for error that you might prefer to avoid. To disable this editing feature, switch to the view you'd like to modify, then select View/Current View/Customize Current View from the menu bar. In the View Summary dialog box, click Other Settings. Next, clear the Allow In-Cell Editing check box and click OK. Click OK to close any open dialog boxes.


Outlook 98 Easter Egg

Microsoft traditionally includes its credit listings as hidden Easter Eggs in each application. To find the Outlook 98 Easter Egg, first create a new contact. In the contact window's Full Name text box, enter "Ren Hoek" (without quotation marks), then click Save And Close. In the Contacts list, click on the Ren Hoek contact, then select Help/About Microsoft Outlook from the menu bar. In the About Microsoft Outlook dialog box, press [Ctrl][Alt][Shift] and click OK. When you do, Outlook displays the software credits and a link to the Microsoft Outlook Team credits Web site. At the Website, you'll find pictures of the Outlook Team and links to other Outlook-related sites, including the Outlook Foosball Page.


More ways to save email attachments

In a previous tip, subscriber Tara Shelton described how to save an email attachment without opening the attachment. You can also save email attachments without opening the message they're attached to! To do so, simply select the message in the Information Viewer, then choose File/Save Attachments from Outlook's menu bar. If you'd like to save all the attachments, select All Attachments from the resulting submenu. When prompted to confirm whether you'd like to save the attachments, click OK. Then, in the Save All Attachments dialog box, navigate to and select the directory in which you'd like to save the attachments and click OK. When you do, Outlook saves the message's attachments in the specified directory with their original filenames. If you'd like to save just a single attachment, select the attachment you'd like to save from the filenames listed in the File/Save Attachments submenu. In the Save Attachment dialog box, navigate to and select the directory in which you'd like to save the attachment, then click Save.


Toggle inserted object display

You can store complex information in Outlook items by inserting objects in them. For example, to create and store an organization chart in a contact form, insert a Microsoft Organization Chart object. If you insert an object in an Outlook item using the Insert/Object command, you can display it either as an icon or in its entirety. There are pros and cons for either method, so you'll need to make the choice that best suits your needs. If you've stored a number of objects in an Outlook item, you might prefer to insert them as icons to preserve space and make them easier to view one at a time. Or, if you've inserted only one object in an Outlook item, you might choose to display it in its entirety for immediate access. The good news is, if you're unsure which method is best to use, it's never too late to change your mind. To toggle between displaying an object asan icon or in its entirety after you've already inserted it, first open the Outlook item that you've stored the object in, then right-click on the object and choose Properties from the resulting shortcut menu. In the object's Properties dialog box, click on the View tab. Then, choose either the Display As Editable Information option or the Display As Icon option and click OK. Outlook immediately applies your viewing option to the object. Remember: if you'd like to edit the object, simply double-click on it to open it in an editing window.


Sorting Outlook notes in alphabetical order

When you create and save a new note, Outlook stores it in the Notes folder by default. The Notes folder displays notes arranged alphabetically by subject. If you have a large number of notes that's getting difficult to manage, it's wise to create custom folders to help you organize them. However, if you create a new folder in Outlook and configure it to store note items, Outlook sorts the contents of the new folder chronologically, based on the date the note was created, by default. To sort a folder's contents alphabetically instead of chronologically, first select the folder you wish to customize from the Folder List. (You can access the Folder List by selecting View/Folder List from the menu bar.) From the View menu, select Current View/Customize Current View. In the View Summary dialog box, click the Sort button. In the Sort Items By area of the Sort dialog box, select Subject from the dropdown list, then select the Ascending option button. Click OK once to close the Sort dialog box and once more to close the View Summary dialog box. You'll notice that your notes are now sorted in alphabetical order by subject.


Save a vCard as a contact

Outlook is one of the many Personal Information Managers (PIM) that supports vCard technology. vCards allow you to share contact information with other Outlook and non-Outlook users via the Internet. vCards are usually exchanged as an attachment in a mail message. To save a vCard you've received in a mail message as a new contact, first open the vCard attachment by double-clicking on its icon in the mail message window. When you do, Outlook opens and displays the vCard information in a contact form. At this point, you can edit the vCard information if you wish. When you've finished, click the Save And Close button, and Outlook automatically saves the vCard to your Contacts folder as an Outlook contact. As a quick alternative, you can drag the vCard attachment icon from the mail message to the Contacts icon in the Outlook Bar. Or, you can drag the vCard attachment icon from your mail message to a folder in the Folder List.


Save an attachment without opening it

You can easily save email attachments to your hard drive or a local network directory without opening the attachment. First, open the mail message that contains the file attachment. Next, select File/Save Attachments from the message window's menu bar. When Outlook prompts you to confirm whether you'd like to save all the attachments, click OK. In the following Save All Attachments dialog box, navigate to and select the directory in which you'd like to save the attachments, then click OK. When you do, Outlook saves the message's attachments in the specified directory with their original filenames. If you'd like to save just a single email attachment, right-click on the attachment icon in the mail message and select Save As from the resulting shortcut menu. In the Save Attachment dialog box, navigate to and select the directory in which you'd like to save the file, then click Save.


Change the default appointment time increment

By default, Outlook's Day/Week/Month views display the Calendar area in 30-minute increments. However, you can easily change this setting to display the Calendar area in 5-, 6-, 10-, 15-, or 60-minute increments. First, open the Calendar and switch to a Day/Week/Month view if one isn't already displayed. (To do so, select View/Customize Current View from the menu bar and choose one of the Day/Week/Month settings from the submenu.) Next, right-click anywhere in the Calendar area and select Other Settings from the shortcut menu. In the Format Day/Week/Month View dialog box's Day panel, select a new setting from the Time Scale dropdown list. When you've finished, click OK to close all open dialog boxes.


Using the drag-and-drop technique to create new items

Often we create new appointments, contacts, or tasks as the result of a new mail message we've received. In Outlook, you can use the drag-and-drop technique and the Outlook Bar to create a new appointment, contact, or task from a mail message. Simply drag the mail message from the Information Viewer and drop it on an icon in the Outlook Bar. For example, if you'd like to create a task based on a mail message, drag the mail message from the Information Viewer and drop it on the Tasks icon in the Outlook Bar. Outlook automatically creates a new task based on the mail message. The mail message body appears in the task's notation area, and its Subject line appears in the task's Subject text box. Now you can modify the task information if desired. When you've finished, click Save And Close to save the new task.


Recall sent messages

Have you ever wished you could take back something you said? Well here's some good news: Outlook allows you to recall an email message that you sent to another Outlook user! This feature works only if the message you're trying to recall hasn't yet been opened by the receiver. To recall a sent message, open the Sent Items folder, then open the message that you want to recall. Next, select Tools/Recall This Message from the menu bar. From the Recall This Message dialog box, you can choose to simply delete unread copies of the message, or you can replace unread copies of the message with a brand new message. You can also request to be notified whether the message recall was successful. Once you've selected the options you want, click OK, and Outlook attempts to recall the message you selected.
If you have Outlook 98, use these steps to recall a message:
To recall a sent message, open the Sent Items folder, then open the message that you want to recall. Next, select Actions/Recall This Message from the menu bar. From the Recall This Message dialog box, you can choose to simply delete unread copies of the message, or you can replace unread copies of the message with a brand new message. You can also request to be notified whether the message recall was successful. Once you've selected the options you want, click OK, and Outlook attempts to recall the message you selected. Also, for the recall feature to work, both the sender and the recipient must use Microsoft Exchange Server and Outlook. And if the recipient has opened the message, you won't be able to recall it.


Reduce message file size by attaching shortcuts

Using Outlook, you can successfully send and receive almost any type of attachment with a mail message. However, large attachments can often be burdensome for a mail server to process. They can also take a long time to open. To reduce the size of messages and file attachments in Outlook, attach a file shortcut to the message instead of the file itself. Shortcuts store the path to a file rather than a file's contents. Therefore, they're quite small--typically 1 KB in size, whereas the size of this tip, for example, is 22 KB when saved as a normal Word document. Because the shortcut must be able to navigate the path to the original file in order to launch properly, both you and the message recipient(s) must have access to the network where the original file is located.
To attach a file shortcut to your Outlook mail message, create a new Outlook mail message and select Insert/File from the message window's menu bar (or click the Insert File button on the toolbar). In the Insert File dialog box, locate and select the file you'd like to create a shortcut to. Select the Shortcut option in the Insert As panel, then click OK. When you do, Outlook attaches a shortcut to the file in your message body. When your message recipient double-clicks the shortcut to open it, the shortcut searches for and opens the original file from its network location.


Leave new messages on server folder

Um neue Nachrichten vom Server - Postfach nicht automatisch in den persönlichen Ordner zu verschieben, sondern in dem Server - Postfach zu belassen, ist wie folgt vorzugehen:
Outlook beenden, Systemsteuerung - Mail, Reiter 2 "Übermittlung" - DropCombo von Persönlicher Ordner auf Postfach Username stellen.
Dieses ist zum Beispiel dann sinnvoll, wenn Nachrichten sowohl mit einem Notebook via RELAX, als auch mit dem Arbeitsplatzrechner im Büro bearbeitet werden sollen.


Display the Calendar when you start Outlook 98

Are you the kind of person who likes to check their daily calendar before reading email? If so, you'd probably prefer Outlook to open the Calendar instead of the Inbox when you start Outlook. To change the default, choose Tools/Options. Click on the Other tab and click Advanced Options. Under General Settings area, click on the Start Up In This Folder dropdown list and select Calendar. Click OK twice. The next time you restart Outlook, the Calendar will open by default instead of the Inbox.
Using these same steps, you can also change the default so Outlook opens the Contacts, Tasks, Journal, or Notes folders.


HEIGHTENING EMAIL SECURITY

I don't think I can stress enough the importance of restricting the functionality of your Outlook email client to protect against the many Internet-born threats that exist today. And even though I've stressed this point before, the continued spread of the VBS/Freelink worm (covered in this issue's news section) highlights the need to drive this point home once again--apparently many users continue to ignore the warning signs. If you leave Outlook configured with its default settings to receive Internet-based email, you're asking for trouble--and that trouble will find you sooner or later. Therefore, consider adjusting Outlook's security settings to a more paranoid mode by using the Restricted Sites zone as the default security setting for all email you receive. To adjust the settings, open Outlook, go to the Tools menu, select Options, and select the Security tab. On that property page, adjust the zone setting (located in the middle of the dialog box) to Restricted Sites and click Apply. Be sure to examine the settings of the Restricted Zone (click the Zone Setting buttons on that same dialog box) to ensure the zone minimally disallows all types of Active Scripting, including ActiveX and Java.