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  Monday, February 22, 2010 – Permalink –

Stuck in the Outbox

Steps to try

Some suggestions about how to empty your outbox and speed your greatest thoughts on their way.

How to troubleshoot messages stuck in your Outbox

Outlook Troubleshooting Tips

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<Doug Klippert@ 3:00 AM

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  Sunday, February 14, 2010 – Permalink –

Display Order

What’s on top

Outlook allows you to rearrange how information is displayed in your email list.

(Outlook 2010)

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<Doug Klippert@ 3:44 AM

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  Thursday, February 04, 2010 – Permalink –

Command Reference


Those of you that are just now making the switch to the Ribbon world, will find this valuable.

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<Doug Klippert@ 3:13 AM

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  Friday, January 29, 2010 – Permalink –

Stop Reply To All

Macro magic

Scott Hanselman (who is ". . . an old fat guy with a Black Belt that used to fit") has a tutorial on how to disable "Reply to All".

How To Easily Disable Reply To All And Forward In Outlook

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<Doug Klippert@ 3:03 AM

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  Wednesday, December 16, 2009 – Permalink –

It's Policy

Set your own

It's best to make your email rules available and well known:

" Email is a quick, cheap and easy means of communication. This makes email a great business tool, but at the same time a potential threat for employers. Email threats such as confidentiality breaches, legal liability, lost productivity and damage to reputation cost companies millions of dollars each year.
How can a company protect itself from these threats? The first step in securing your company is to create an email usage policy. After you have created your email policy you must make sure it is actually implemented. This can be done by giving regular trainings and by monitoring employees' email using email security software. "

You may find it useful when trying to develop your own E-mail policy. Create an Email Policy

Business Link: Introduce an Email Policy

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<Doug Klippert@ 3:30 AM

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  Friday, November 20, 2009 – Permalink –

Download All Outlook Pictures

The Good and the Evil

By default, Outlook 2003 blocks all HTML content that is referenced by an external location. Many junk e-mail senders put an image URL in the e-mail message. The image URL notifies the junk e-mail senders' Web server when you read or preview the e-mail message. This type of image URL is also known as a "Web beacon." An example of a Web beacon image URL is:

<img src="http://myserver/cgi-bin/program?e=your-e-mail-address-here" />

If you preview or open an e-mail message with this type of an image reference, this action may make you a target to receive more junk e-mail messages.

To prevent this type of Web beacon, where an HTML e-mail message contains references such as links and banners to an external URL, the Outlook 2003 HTML viewer does not automatically render the external content. Instead, when you view the e-mail message, areas in the e-mail message that should have a picture appear as a red X placeholder.

Also, you receive the following InfoBar message that indicates that the HTML content has been blocked:
Click here to download pictures.
To help protect your privacy, Outlook prevented automatic download
of some pictures in this message. 

With all that warning, if you still want to do it:

  1. Open Outlook
  2. Click Tools menu
  3. Select Options
  4. Click the Security tab
  5. Click Change Automatic Download Settings button
  6. Select when you want pictures downloaded
  7. Click OK OK
Download pictures automatically in Outlook In Outlook 2007 go to Tools>Trust Center Automatic Download


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<Doug Klippert@ 3:38 AM

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  Tuesday, November 17, 2009 – Permalink –

New in 2003/2007

Fresh look

When Office 2003 was released, the only application that showed obvious changes from the earlier version was Outlook. does a good job describing the changes and providing useful links.
Also Office System 2007

Here is the Microsoft Office 2003 Editions Product Guide

Here is Microsoft Office Outlook 2007 product overview

2010 adds the Ribbon.

There is an apocryphal story that when Outlook was first considered, it was a PDA, kind of an electronic date book.

One Microsoft manager, supposedly, questioned adding an e-mail reader, since any one who wanted to do that, could just do it on the Internet.

Another story was that Microsoft was a little slow recognizing the Internet, because their managers were too old. They were in their late 20's and when they went to school the net had not progressed that far from the Well in San Francisco.

When the young graduates entered the company, they were used to Internet Access from their dorm rooms. MS woke up and swung the ship around almost overnight.

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<Doug Klippert@ 3:40 AM

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  Sunday, November 15, 2009 – Permalink –

Color News

A multidiscipline subject

Here is a study about how color effects a reader's choice of concentration.

It was intended for newspaper publishers, but the same knowledge can be used in Web design, PowerPoint, or any other reporting application. Word and Excel will also benefit.

Color, Contrast, and Dimension in News Design


The Poynter Institute is a school for journalists, future journalists, and teachers of journalists.

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<Doug Klippert@ 7:02 AM

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  Thursday, November 12, 2009 – Permalink –

Switch Controls

Startup flags

Microsoft supplies switches or flags that can be used following a Command-Line start of an application
After the Executable allow a space and the enter the Switch.

The Microsoft Outlook Help file contains an entry that lists command-line switches, which you can use to start Outlook in a specific mode or with a specific form.
This article lists additional command-line switches that are not included in the Outlook Help file.

Search for "Switches".

Here's a good one:
Starts Outlook, forces a detection of new meeting requests in the Inbox, and then adds them to the calendar

Command-Line Switches


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<Doug Klippert@ 3:39 AM

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  Sunday, November 08, 2009 – Permalink –

No Read Receipts

Shut them down

Email that includes a Read Receipt request can be a bother. You could click no when Outlook asks to send the reply, or you can set up a more permanent solution.
  1. Go to Tools>Options.

  2. In the Options dialog box, select the Preferences tab.

  3. Click the E-Mail Options button.

  4. In the E-Mail Options dialog box, click the Tracking Options button.

  5. Choose the option Never send a response.

  6. Click OK.

(In 2007+ click the Office button and go to Options>Mail)

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<Doug Klippert@ 3:53 AM

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  Friday, November 06, 2009 – Permalink –


or not

When you are poking around in Outlook, you may click on the Journal icon.
A dialog box will appear asking if you want to turn Journal on:

Journalize dialog box

Resist the temptation. Every Word/Excel/PowerPoint and Access file will be placed on a time line.

Every e-mail sent to a Contact will be indexed. This will slow down your machine. It is a massive overkill.

If you are involved in a project, you can use Journal to track specific documents.

Here is a Microsoft Knowledge Base article on how to Disable Journaling for All Users.

Here are some Journal Issues.

If you still want to use Journal, here are some references from

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<Doug Klippert@ 3:43 AM

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  Saturday, October 24, 2009 – Permalink –

What's in Your Header?

See it all

There are ways to see an email header.

Email Headers shows a way to do it:
. . . you can view the header and source together in the options dialog, if you edit a registry key. This works on mail downloaded from Internet mail transports only, not Exchange server mailboxes. However, if you Access the mailbox using an Internet transport, you'll see the full source.
Open the registry editor and navigate to:

Right click on the right pane and choose new DWORD:

Parameter: SaveAllMIMENotJustHeaders
Value: 1

Viewing Headers

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<Doug Klippert@ 3:07 AM

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  Monday, October 19, 2009 – Permalink –

Re-search Research

Look again

Outlook has a feature functionality for "Search Folders".

Henrik Walther, at Outlook Exchange, has written a description of how to use this tool:

Using Search Folders in Outlook

Search Folders are a kind of new user interface for the Advanced Find functionality, which has been with us through several Outlook generations. The thing that makes Search Folders new and unique is the possibility for defined search criteria to be saved and represented through a kind of virtual folder in the Outlook client. What this means is it gives us a virtual folder view of the content in one or more "normal" folders, for which a search criteria has been defined.

Search Folders

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<Doug Klippert@ 3:32 AM

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  Friday, October 02, 2009 – Permalink –

Messy Email

Junky appearing addresses

Office-Watch is a great newsletter covering Email/Windows/Access and Office in general.
One of their recent offerings tackled email addresses:

Which of these email address (all fake) is formatted correctly?

"Frederick Dagg"






The answer is that they are all strictly valid though they might not be useable in practice.

Further discussion at:

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<Doug Klippert@ 3:44 AM

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  Friday, September 18, 2009 – Permalink –

Where da Store?

Pick your own location

If you need to change or just locate where Outlook stores its information:

"With Outlook closed, open Control Panel and double-click Mail. (Type Mail in the Search box.)
In the Mail Setup dialog box, click Data Files and then click Open Folder. This opens Windows Explorer using the folder where your Outlook Personal Stores (PST) file is located. The default name is Outlook.pst. Back up that file, which contains all your messages, rules, contacts, and appointments."

See more from Ed Bott:
Find your e-mail folder fast

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<Doug Klippert@ 3:02 AM

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  Wednesday, September 09, 2009 – Permalink –

Delegate Sends

Fill the managers Sent file

Here's a trick that your manager may find helpful. Instead of asking if a note was sent, they’ll be able to find it in their own Sent Items folder.

When messages and meeting requests are sent by a delegate, on behalf of a manager, a copy of each item is saved in the delegate's Sent Items folder; this behavior is by design.

To save sent items to the manager's Sent Items folder and not the delegate's Sent Items folder, the delegate must be logged on as the manager. This may not be acceptable because of privacy or security concerns. By design, items that are sent by a delegate cannot appear in someone else's Sent Items folder.

A solution is for the manager to grant permissions to their Sent Items folder to the delegate. The delegate can then move or copy the items from their own Sent Items folder to the manager's Sent Items folder after they open the manager's mailbox as an additional mailbox. To do this:

  1. In the Folder List, right-click the Sent Items folder, and then click Properties.
  2. On the Permissions tab, click Add.
  3. Click to select the delegate from the address list, click Add, and then click OK.
  4. Click to select the newly added name, and then click to select the appropriate permission level. Note that the Non Editing Author option is the minimum permission to set.
  5. Click Apply, and then click OK. Repeat the previous steps for the Outlook Today root level folder.
The delegate can now copy or move items to the manager's Sent Items folder.
Save items to a manager's Sent Items folder

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<Doug Klippert@ 3:33 AM

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  Thursday, September 03, 2009 – Permalink –

Desktop Email Quickie

Click to create

If you need to send a note to someone on a regular basis, consider using a desktop shortcut.

Right click the Desktop and choose New>Shortcut.

Here is the command to enter in the "Type the location box"., report&Body=This week's activities
Create instant e-mail messages

(I didn't find it necessary to add quotes to contain the spaces in the code.)

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<Doug Klippert@ 3:56 AM

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  Thursday, August 27, 2009 – Permalink –

Link Up in Outlook

Let's get hyper

There can be more to creating a link than just typing the address

Any Internet address that you type into an Outlook message or other item becomes a hotlink that other Outlook users can use to get quickly to that resource.

For messages sent to non-Outlook users, the recipients' e-mail software determines whether the links are hot or not. Most e-mail software today supports hotlinks.

Just typing an Internet e-mail address does not create a hotlink that Outlook users can click on; you need to use the fully qualified URL with the mailto: or http:// prefix.
Outlook Links

Outlook folders and items can also be added as hyperlinks in messages and other items.
Using Hyperlinks to Access Outlook Folders and Items

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<Doug Klippert@ 3:48 AM

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  Monday, August 24, 2009 – Permalink –

Find Someone's Email Address

Ether-like white pages

Finding a published landline phone number is pretty easy. Cell phones may be searchable in the future.

Here are directions on how to find an individual's email address.

There are some good hints, but remember that the first suggestion is to "Ask directly"

Finding List.

Email Lookup

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<Doug Klippert@ 3:21 AM

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  Friday, August 21, 2009 – Permalink –

Search Folder Magic

Store searches

Messages are not stored in Search Folders. Search Folders are virtual folders that contain views of all e-mail items matching specific search criteria.

Search Folders display the results of previously defined search queries. The e-mail messages shown remain stored in one or more Outlook folders.

In Mail, in the Navigation Pane, there are three default Search Folders

  • For Follow Up,

    Any e-mail item with a flag appears in the For Follow Up Search Folder.

  • Large Mail,

    E-mail items that are larger than 100 kilobytes (KB) appear in the Large Mail Search Folder.
  • Unread Mail.
  • All unread e-mail items appear in the Unread Mail Search Folder.
Right click the Search folder icon to create a new Search folder.

When you create a Search Folder, you have a number of options to choose from, such as "Mail with attachments" or "Mail from specific people."

You can also create your own custom Search Folders, defining specific search criteria that e-mail messages must meet to be displayed in the Search Folder. Each Search Folder is a saved search that is kept up-to-date, monitoring all of your folders for any item that matches the search criteria of the Search Folder. When you delete a Search Folder, the e-mail messages shown in the Search Folder are not deleted, because those items are never saved, only viewed, in a Search Folder. However, if you open or select one or more e-mail messages shown in a Search Folder and delete the e-mail messages, the messages will be deleted from the Outlook folder where they are stored.
 Search Folders

Outlook's search folders retain the results and remain up-to-date by adding new messages to the search folder as they arrive, provided you view the contents at least once every 8 days. If you use the folder less often, Outlook will need to rerun the search. Because Outlook has a limit of 20 search folders, use Advanced Find for less used searches. When you save the Advanced Find search, it's almost as fast and convenient as Search Folders. Advanced Find allows you to save the searches as Office Saved Searches (*.oss). Choose File, Save Search.

Once saved to your hard drive, you can copy them to any folder within Outlook, or drop it on the Outlook bar for easy Access. To run the search, just double click on it.


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<Doug Klippert@ 3:10 AM

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  Saturday, August 15, 2009 – Permalink –

Recover Deleted E-Mail

Probably not

If you accidently delete a piece of e-mail, or a folder, you can recover it in the Deleted items folder. If that folder has been emptied, you might have one more chance.

The following method works only on PSTs, when it works.

Things to remember:

This works under very limited circumstances
  • If the PST has begun compacting, it will likely fail
  • You're better off NOT emptying the deleted folder until you are sure you won't need the messages
  • Don't store messages in the folder unless you are sure the messages are trash
  • If, for some stupid reason you move items to the deleted folder and change your mind after emptying the Deleted Items folder, you may be able to recover the messages under very specific conditions.
Recover Deleted Messages
How to recover items that have been hard deleted

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<Doug Klippert@ 3:51 AM

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  Friday, August 07, 2009 – Permalink –

Send to All Your Friends

While you still have any

Hoax e-mail, at one time, threatened to overflow offices and homes with deleted electrons.
Some of the offers and "insights" seemed so real and they came from respected senders.

If you have doubts about claims that:

  • We should Boycott 7-11
  • That California Bill AB 2651 Outlaws Christian Foster Parents?
  • There are Formosan Termites in Mulch from New Orleans?
  • Bush won an honest election
Or any other spam claims, take a look at:

Another spot to check is:

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<Doug Klippert@ 3:27 AM

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  Saturday, July 04, 2009 – Permalink –

Get Hooked Up

Link to apps in Outlook

The Outlook bar is handy to jump from Mail to Contacts to Calendars, but you can do more with it.

If you can locate the EXE of a program, it can be dragged to the Outlook bar to create a shortcut.

Here is a collection of more things that can be done with hyperlinks.
Using Microsoft Outlook Links

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<Doug Klippert@ 3:21 AM

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  Sunday, June 21, 2009 – Permalink –

Clip Art at Home

Install more

Do you remember all of the clip art that was available locally with Office XP?

When you have an Internet connection, you have Access to the Office Online collection, but if you would like more clip art installed on your machine:

A small amount of sample clip art images was included The 2007 Office systems and Office 2003 and is part of the "local collection" that is searched when you do not have Internet Access to the Microsoft Office Online Clip Art and Media Web site. Office 2003 no longer included a media content CD with additional clip art. However, the Microsoft Office XP Media Content CD can still be installed locally or on a network share.

The Office XP Media Content CD contains approximately 35,000 clips that are a subset of the clips that are available on the Microsoft Office Online Clip Art and Media Web site. The Office XP Media Content CD was included with Microsoft Office XP Professional, Microsoft Office XP Standard, and Microsoft Publisher 2002 Deluxe Edition.

To install the contents of the Office XP Media Content CD on a computer, follow these steps:
  1. Exit all programs that are running

  2. Insert the Office XP Media Content CD into the CD drive or into the DVD drive
    (Hold down the SHIFT key to prevent the program from automatically starting. If Microsoft Windows Installer automatically starts, click Cancel)

  3. Click Start, click Run, type the following command, and then click OK:
    msiexec.exe /i CD_drive:\CAG.MSI ADDLOCAL=ALL /qb
(CD_drive is the letter of the drive that contains the Office XP Media Content CD)
How to add clip art to Clip Organizer in a 2007 Office system and in Office 2003

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<Doug Klippert@ 3:01 AM

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  Tuesday, June 09, 2009 – Permalink –

Netiquette - Etiquette

Why do you need email etiquette?

A company needs to implement etiquette rules for the following three reasons:
  • Professionalism: by using proper email language your company will convey a professional image.

  • Efficiency: emails that get to the point are much more effective than poorly worded emails.

  • Protection from liability: employee awareness of email risks will protect your company from costly law suits.
If you need to formulate a policy for your company, here are some suggestions:

32 of the most important email etiquette tips

Netiquette — Yale

Career Planning — About

E-mail Etiquette (Netiquette) — Chris Pirillo

Netiquette — Virginia Shea Spam Is Not the Worst of It

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<Doug Klippert@ 3:39 AM

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  Wednesday, June 03, 2009 – Permalink –

Reading Pain

It's not my glasses, the print's too small!

Scott Hanselman's Computer Zen Blog "Thoughts on .Net, Web Services, and Life" had this entry about Outlook:

Changing the Font Size of the Reading Pane in Outlook: Impossible?

"Is it sadder that:
  • You can only change the font size for the Reading Pane in Outlook 2003 by right clicking the tiny grey border around the Reading Pane.
  • When you do click the menu item then move to another email, the option switches back to Medium for the next message.
  • The menu items have no effect (the font sizes don't change) on 90% of corporate mail including RTF and WordMail.
Is this totally broken or am I totally broken?"
I can't find a way to make the change permanent either, but:
Some users prefer the better visibility of a larger font size for reading their messages in the Reading or "preview" pane. You can make the text or font in the pane larger or smaller by using the scroll wheel on your mouse. Using the scroll wheel is the only way you can change the text size, although more options are being considered for a future version of Outlook.
Use the Reading Pane, highlighted in red, to preview your messages without having to open them. Click in the Reading Pane, press CTRL, and roll the scroll wheel. Rolling the wheel away from you makes the text bigger, rolling it towards you makes the text smaller.

Note The text size doesn't persist when you change views. If you go to your Calendar, for example, or another mail folder like Sent Items, the text goes back to the default size.
For information about the OL interface, see

 Managing the Outlook Interface

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<Doug Klippert@ 3:21 AM

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  Wednesday, April 01, 2009 – Permalink –

Flag That Play

Dog ear your email

With RSS entries, I average 500 or more messages a day. Here's a suggestion about how to tame the problem.
"You clear up one problem and delete the e-mail message -- and meanwhile six others pop up in your Inbox. Microsoft Office Outlook can flag messages with priorities, set reminders, and flag messages for follow-up, so that you can glance quickly at Outlook and know immediately what needs to get done first."
Demo: Organize your e-mail more easily than ever

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<Doug Klippert@ 3:26 AM

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  Tuesday, March 24, 2009 – Permalink –

BCC, not your old CC

Avoid header spaghetti

There are three parts to the Address section of an email message:
  • To:
  • CC:
  • BCC:
CC used to stand for Carbon Copy, but no one knows what carbon paper is anymore so it is now referred to as Complimentary Copy. BCC is for a blind copy. Recipients will not see that stringy pasta list of names. Here are a few links to more information.
Sending an Email to Multiple Recipients - Cc: and Bcc:
Use BCC field when addressing mass mail
Using the CC and BCC Fields in E-mail

While the recipients can't see the Bcc list, you can see the list in messages you SENT:
"To see the Bcc addresses for messages that you sent, open the message from the Sent Items folder, then choose Actions>Resend This Message. If you don't see the Bcc box, choose Find>Bcc Field to display it. Another method you can use in the Sent Items folder, is to choose View>Show Fields and add the Bcc field to the current view. You may not be able to see all Bcc recipients that way if the list was a long one.
 To view Bcc addresses for sent messages

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<Doug Klippert@ 3:26 AM

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  Saturday, March 14, 2009 – Permalink –

Email Headers

How to read the code

Spam is as ubiquitous in email as it is in an Hawaiian restaurant.

These links may help you distinguish pork shoulder from the other stuff.

"This document is intended to provide a comprehensive introduction to the behavior of email headers.

It is primarily intended to help victims of unsolicited email ("email spam") attempting to determine the real source of the (generally forged) email that plagues them; it should also help in attempts to understand any other forged email.
It may also be beneficial to readers interested in a general-purpose introduction to mail transfer on the Internet. "
E-mail Headers

"The ability to read and decipher email headers is a useful skill to learn for tracing messages to their original source and diagnosing many other problems. Headers may contain a lot of information but the most important information will always be contained in every email header."

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<Doug Klippert@ 3:53 AM

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  Thursday, February 19, 2009 – Permalink –

Protect Your Address

Keep the bots at bay

"Spam is an incredible problem and it is getting worse - your e-mail address is a commodity and if you put it on a web page, it WILL eventually be found, spammed and sold to other spammers. The problem is that you have a web page and you need to make it possible for people to send you e-mail from your page but you don't want to get bombarded with spam - what can you do?

First you need to understand what is likely to happen. The most likely scenario is that an e-mail harvesting robot will find your page and look though it trying to find e-mail addresses. This robot may be programmed to look for a particular list of possible characters on either side of the @ in your e-mail address or it may look for the "mailto:" in your e-mail link or any number of other tricks."

PHP Form Mailer With Spam Blocking

<script language="JavaScript">
<!-- Begin user = "myaddress"; domain = "mydomain"; document.write('<a href="\">');
document.write(user + '@' + domain + '</a>');
// End -->
Here goes some text that can be seen if Javascript is disabled.


Mailto script
a simple little Mailto: script that allows you to choose who you want to email from a pull down menu
(View source for code)

Software Listing: Mailto
Mailcrawlers and protectors

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<Doug Klippert@ 3:07 AM

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  Thursday, February 12, 2009 – Permalink –

Digitally Sign


If you have a need to protect the contents of your email messages, these links should point you in the right direction.

Outlook supports the following features for cryptographic messaging:
Digitally sign an e-mail message. Digital signing provides nonrepudiation and verification of contents (the message contains what the person sent, with no changes).

Encrypt an e-mail message. Encryption helps to ensure privacy by making the message unreadable to anyone other than the intended recipient.

There are additional features that can be configured for Outlook 2003 for security-enhanced messaging, if your organization chooses to provide support for them, including:

Sending an e-mail message with an S/MIME receipt request. This helps to verify that the recipient is validating your digital signature (the certificate you applied to a message).

Adding a security label to an e-mail message. Your organization can create a customized S/MIME V3 security policy which can add labels to messages. An S/MIME V3 security policy is code that you add to Outlook that runs automatically to add information to the message header about the sensitivity of the message content. For example, an Internal Use Only label might be applied to mail that should not be sent or forwarded outside of your company.

Overview of Cryptography in Outlook 2003

Free digital ids
Encryption and Message Security Tools
Digital IDs in Outlook

Digital IDs

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<Doug Klippert@ 3:06 AM

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  Tuesday, December 30, 2008 – Permalink –

Spam - A How to Guide

Why let the sleaze balls have all the fun?

We've traded garbage cans full of unsolicited mail for full blocked or deleted bins.

Here is a site that has information on stopping the bad guys, including information from their perspective.

  • Spam Archives

    "A number of far-sighted people have been saving all their spam and have put it online. This is a valuable resource for anyone writing Bayesian filters."

  • How to Spam

    "The links on this page are to companies that provide the infrastructure of spam. It's fairly disgusting reading, but a quick scan will give you some ideas about filtering."

  • Spammers' Stories

    "These articles about spammers are very helpful in understanding how to stop spam. For example, complaining to the ISPs that spammers use does seem to inconvenience them.

    And best of all, so does filtering. In one article below, a spammer complains that filters have increased his costs 1,000-fold. That's exactly what we want to hear. New laws and policies may stop spam. Making it unprofitable certainly will."

  • Better Bayesian Filtering
  • Filters that Fight Back
  • Will Filters Kill Spam?
  • Filters vs. Blacklists
  • Filtering Research
  • Spam Resources
  • Spam Links Anti Spam (Paul Graham is an essayist, programmer, and programming language designer)> See all Topics

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<Doug Klippert@ 3:47 AM

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  Friday, December 26, 2008 – Permalink –

Icons - Itsy Bitsy Indicators

Icons — Itsy Bitsy Indicators

What those little graphics mean

There's not much room in an Outlook icon to communicate information.

Robert Sparnaaij, MVP-Outlook, has put together a legend of these tiny pictures with their meanings.

Such as:

What Do The Icons Mean?
For more information see his web site:
How to Outlook

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<Doug Klippert@ 3:44 AM

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  Friday, November 28, 2008 – Permalink –

Dynamic Distribution Lists

Group the contacts

If you want to send an email to a list, but omit a few of its members, Click on the plus sign next to the distribution name. Click OK to expand the list and remove members who you do not want to receive the email.

Rather than creating and updating a distribution list as a list of names, you could use Categories.

To add or remove names from a mailing list, just add the category or remove it from the contacts form. If an email address changes, only the contact form, not the distribution lists needs to be updated.

Send a message or meeting request to the group or create appointments or tasks, by opening the Contacts folder and use the Group By Category view and select the desired group.

Choose the desired action from the Actions menu.

The drawback here is that all of the names will be displayed on the To: line. They can, of course be cut and pasted to the BBC: line.

From Diane Poremsky's Outlook Tips website

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<Doug Klippert@ 3:38 AM

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  Saturday, November 08, 2008 – Permalink –

E-mail Delivery Design

Don't look like spam

A discussion:
"Transactional email can be a website's customer service ambassador, but messages must first survive a ruthless selection process in the user's in-box. Differentiating your message from spam is thus the first duty of email design.

Email is one of a website's most powerful tools for strengthening customer service and increasing users' confidence and trust in the site. Confirmation messages and other automated transactional email can complete the user experience: they reach out to customers in ways that are otherwise impossible for websites, which must sit still and wait for users to approach."

From Dr. Jakob Nielsen's Alertbox

Automated Email From Websites to Customers

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<Doug Klippert@ 3:36 AM

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  Monday, October 13, 2008 – Permalink –

Attachment Virus

Get over the attachment

"Many of the most common computer viruses and other malicious software are spread through e-mail attachments. If a file attached to an e-mail message contains a virus, it's often launched when you open the file attachment. No matter what e-mail program you use or what version of Windows you're running, you can help avoid some viruses by following a few basic rules. If you use the latest version of Outlook or Outlook Express and if you use the latest version of Windows, there are a few unique enhancements and default settings to help keep you from accidentally infecting your computer with a virus.
  • 5 tips for dealing with e-mail attachments
  • Dealing with e-mail attachments in Microsoft Outlook
  • Dealing with e-mail attachments in Outlook Express"

Help avoid computer viruses that spread through e-mail


Microsoft video:
Defending against viruses and worms
Protecting Microsoft Outlook against Viruses
Viruses Affecting Microsoft Outlook

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<Doug Klippert@ 7:45 AM

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  Saturday, September 27, 2008 – Permalink –

Forward My Mail

Let it follow you around

By using a rule that you create, Outlook can examine each message that you receive for certain characteristics and then automatically forward or redirect any message that matches the characteristics to another e-mail account.

There are a couple of ways of doing it: forwarding and redirecting.

Message forwarding

When a rule automatically forwards a message you receive, it leaves a copy of the message in your Inbox or in the folder to which the message was originally delivered. The rule then adds the designation "FW:" to the beginning of the Subject line, changes the message formatting, and then forwards the message to the account specified by the rule. The recipient represented by the account also sees that the message came from you.

Message redirection

When a rule automatically redirects a message you receive, it also leaves a copy in your Inbox or in the folder to which the message was originally delivered. The rule then sends the message, unchanged, to the account specified by the rule. To the recipient, the message appears as though it came directly from the original sender. There is no indication that the message was delivered by way of your account.

Indiana University:
Automatically forward all of my mail to another address

Automatically forward messages to another e-mail account

James S. Huggins' Refrigerator Door has this information:
Creating Another Email Address
Automatic Message Processing Tools

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<Doug Klippert@ 3:59 AM

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  Wednesday, August 27, 2008 – Permalink –

Stop Auto Fillin

Do your own

Here's how to stop Outlook from automatically filling in the e-mail address when typing the name of a contact in the To: field.

Outlook's Suggest Names feature helps speed up routine e-mail activities. However you may want to get rid of it when, for instance, you have two or more e-mail addresses that are similar and Outlook keeps choosing the wrong one.

To turn this feature off:

  1. Select Options from Outlook's Tools menu

  2. Click on the Preferences tab

  3. Clickthe E-mail Options button

  4. Click the Advanced E-mail Options button

  5. Uncheck the box, near the bottom of the dialog, labeled:
    "Suggest names while completing To, Cc, and Bcc fields"

Also see:

Office Clues:
Lambton College
Sarnia, Ontario

Using Outlook's AutoComplete feature

Suggest names doesn't work?

If Auto Suggest and name checking is not working, rename the *.NK2 file. Outlook will create a new one. You can rename or delete the NK2 file if you want to get rid of all addresses in your autocomplete file.

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<Doug Klippert@ 1:38 AM

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  Tuesday, August 05, 2008 – Permalink –

Outlook and OWA

Using Exchange Server?

There are two versions of Outlook:
  • Outlook 2003/2007
  • Outlook Web Access 2003/2007 Basic

With OWA, you can:
  • Read and responding to e-mail from any computer. You can Access your mailbox without logging onto your corporate network.

  • Manage your calendar. View your appointments and other upcoming meetings, especially if you're just checking e-mail and your schedule.

  • View your tasks. Note You can only view tasks in the latest version, Microsoft Outlook Web Access 2003.

However you may find it difficult to:
  • Send or manage bulk e-mail and appointments. Handling large files or too many contacts can be slow.

  • Access personal folders in Outlook. You can't Access Outlook folders you have saved at work.

  • Access the corporate network. You will not be able to view files saved on the network or visit internal intranet sites.

Microsoft offers this evaluation of capabilities:
Feature Comparison Between Outlook 2003, Office Outlook 2007, and Outlook Web Access 2007

Here is more information on OWA with the Exchange Server:
Features of Exchange Server 2007
Outlook Web Access to Microsoft Exchange Server

Also see if this will work on your system:

MS Exchange Blog
Email security S/MIME control
(If it doesn't work, Exchange Server 2003 could be configured to block attachments in Outlook Web Access. )

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<Doug Klippert@ 4:50 AM

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  Wednesday, July 30, 2008 – Permalink –

Countdown to Appointment

Seven days till vacation

You could use brute force to enter data in an Outlook calendar that would count down to an event. Creating separate entries rapidly becomes tedious.

Outlook MVP Diane Poremsky demonstrates a way to quickly combine a list in Excel (or other CSV type formats) with calendar entries in Outlook.

It boils down to creating a list and importing into an Outlook calendar.

Here are the instructions including screenshots:

Create Countdown Calendar Items

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<Doug Klippert@ 3:52 AM

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  Saturday, July 12, 2008 – Permalink –

Leave on Server?

Why does it do that?

"All the e-mail messages that you receive go through an e-mail server for your e-mail account. Depending on the type of e-mail account that you use, your e-mail messages are processed in one or more of the following ways.
  1. Messages remain on the server. Outlook connects to the server, and you can read or delete your messages.
  2. Messages are downloaded to a local data file called a Personal Folders file (.pst). Outlook connects to the local .pst file so that you can read and delete your messages.
  3. Copies of messages are downloaded and synchronized with messages on the e-mail server. Microsoft Exchange Server accounts provide this functionality by creating a local Offline Folder file (.ost). This file is used for working offline when you can't connect or don't want to connect to the e-mail server. This file is also used by the Cached Exchange Mode feature in Outlook 2003.

E-mail account types differ in how e-mail messages are saved and synchronized with the e-mail server. For example, by default POP3 e-mail accounts delete e-mail messages from the e-mail server when downloaded into Outlook. However, you can customize how e-mail messages are retrieved and saved."

For information regarding how different e-mail accounts handle e-mail message, see the following:
POP3 e-mail accounts
When you retrieve e-mail messages from a POP3 ( Post Office Protocol. A common protocol that is used to retrieve e-mail messages from an Internet e-mail server.) e-mail account, the messages are deleted from the e-mail server by default after they are downloaded to your computer. For many people, this works great.

However, if you want to check your e-mail from multiple computers, you must configure Outlook to not delete the messages on your e-mail server. This scenario is most common for people who want to check their home Internet service provider (ISP) e-mail account from work and download the messages for permanent storage on their home computer.

When you leave messages on your e-mail server, you can choose from several options to delete your messages. To make your choice, you need to consider several factors about your e-mail usage, such as how long you want the messages to be Accessible from multiple computers and the storage limits imposed by your e-mail server administrator. If you exceed your storage limit, you might be unable to receive new messages or might be charged additional fees. Typically, it is best to have one computer set to the default setting that doesn't leave e-mail messages on the e-mail server. When you use the computer to retrieve your e-mail messages, they are downloaded and deleted from the e-mail server. If you choose not to do this, Outlook allows you to select a time duration for leaving e-mail messages on the server.


IMAP e-mail accounts
When you Access an IMAP (Internet Message Access Protocol) e-mail account, your messages are copied locally. However, the messages also remain on the e-mail server until you mark them for deletion and use the Purge Deleted Items command.

HTTP e-mail accounts
When you Access an HTTP e-mail account, such as MSN Hotmail, your messages are saved on the e-mail server until you delete them.

Free email providers

Exchange Server e-mail accounts
When you Access an Exchange Server e-mail account, your messages are saved on the e-mail server until you delete them.

Exchange Server

For more information see this Microsoft Support article:
Leave e-mail messages on your e-mail server

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<Doug Klippert@ 3:37 AM

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  Monday, May 19, 2008 – Permalink –

Outlook/Exchange Newsletter

Words from the wise

Here is a 13-year archive of articles about Outlook and Exchange. From both a user's and administrator's perspective.

Exchange Messaging Outlook

The suggestions come from, so you know they're good.

The publication is available both as an e-mail newsletter and with RSS distribution.

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<Doug Klippert@ 5:27 AM

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  Monday, May 12, 2008 – Permalink –

Crime and Outlook

Investigative techniques

Email Headers
Recovering Deleted E-mail

"The High Technology Crime Investigation Association (HTCIA) is designed to encourage, promote, aid and effect the voluntary interchange of data, information, experience, ideas and knowledge about methods, processes, and techniques relating to investigations and security in advanced technologies among its membership."

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<Doug Klippert@ 6:25 AM

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  Tuesday, May 06, 2008 – Permalink –

Outlook Power Magazine

Source site

One of the locations for information about Outlook and Exchange is

Also available as a news letter, it contains a number of suggestions such as this one dealing with printing the notes area on the calendar:

Printing Contact notes
By Francine Otterson
"How you can print the comments contained in your Outlook Calendar.

Outlook Calendar has various printing options to choose from that provide some editing capabilities.

With the Calendar Details printing style, the notes area would be printed along, with all of the other Calendar details. Plus, this style will allow you to choose a range of dates to print, and gives you the option of printing each day on separate pages or continuously.

To change the printing style, select Print under the File menu. Next, select the print style you would like to use e.g. Calendar Details style. If you would like to edit this print style, select Define Style then Edit."

The headlines can also be added to your web site:

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<Doug Klippert@ 6:42 AM

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  Tuesday, April 29, 2008 – Permalink –

Outlook Express


Outlook Express is not Outlook Lite. It's a separate free program included with Windows. Its claim to fame has been that it could be used to read newsgroups. Most groups are now available in HTML, and blogs, so that is not as important anymore. Some people prefer Express because it has less baggage than the Outlook that is part of the Office suite.

Inside Outlook Express
Help, tips and technical information for Microsoft Outlook Express

Outlook Express
E-mail and Newsgroup Reader

Learn how to use Outlook Express to stay in touch with friends and family, and share information in newsgroups with other users like you.

Latest News

Knowledge base articles
Collected by
Jim Pickering MS-MVP

Repair Outlook Express

Outlook Mail Recovery

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<Doug Klippert@ 6:43 AM

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  Wednesday, April 02, 2008 – Permalink –

List Your Addresses

When I find the time

Here's a simple suggestion that sounds silly to begin with, but may come in handy in the future.
Write down your email addresses!
How many do you have?
  • Created by an ISP when setting up an Internet connection.
  • Work email accounts
  • Club or hobby related
  • From any domain you’ve purchased
  • Email aliases created on your behalf.
  • Web based email addresses with Hotmail, Yahoo, Gmail or many others.

Remember your old AOL/CompuServe addresses?

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<Doug Klippert@ 6:13 AM

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  Saturday, March 22, 2008 – Permalink –

Default Save

Choose your own location

When you choose to save most Office files, the Save dialog box defaults to the Documents or My Documents folder.

(The following directions work in 2007, but you need to click on the Office button in the upper left corner of the Window)

you can change the default location by going to Tools>Options. On the "File Locations" tab you can modify the storage location.

Tools>Options. On the "General" tab change the default location.

uses Tools>Options and the "Save" tab.

Tools>Options and the "General" tab for Databases and Projects

Tools>Options "General".

will make you take an underground tour into the Registry to change the location to save e-mail attachments.

FrontPage/Expression Web
appears to require the same sort of spelunking.

Change the folder where e-mail messages and attachments are saved

D.C. Everest school district Weston, WI:
Office Default Paths

If you don't want to change the default, but would like to be able to quickly go to an alternate site, open the Save or Save Attachment dialog box. On the left side of the box is the Places Navigation bar. If you click the Desktop icon, that location will be used to save the file.

You can add spots to the bar. Browse to the specific folder. Highlight the folder and click the down arrow beside the Tools option. Select "Add to My Places."

The file or e-mail attachment can then be saved where you want.

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<Doug Klippert@ 7:51 AM

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  Monday, March 03, 2008 – Permalink – Addresses

Choose your own

Tired of Hotmail, MSN, AOL, domain names for email addresses?

You can pick up a new address; such as

First come etc. email


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<Doug Klippert@ 7:15 AM

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  Saturday, February 16, 2008 – 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:
Outlook MVP Diane Poremsky
Customize Outlook's Map link
You can edit the registry to enable another web-based mapping service.

[Edited entry from 12/4/2004]

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<Doug Klippert@ 8:29 AM

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  Monday, January 14, 2008 – 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


Anti-Phishing Phil

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

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<Doug Klippert@ 7:56 AM

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  Sunday, October 28, 2007 – 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 2003-7:

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@ 7:18 AM

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  Friday, September 21, 2007 – Permalink –

Getting Started in Outlook '07

Command hunter

Elsewhere we showed the links to an interactive page that shows where to find '03 commands in 2007 Word, Excel, and PowerPoint:
Getting Started with 07.

Here is a similar one for Outlook. It's not as robust and it does not install a new tab, but it's a start.
Getting Started with Outlook 2007

Reference locations in 2007

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<Doug Klippert@ 7:24 AM

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  Monday, September 10, 2007 – Permalink –

Outlook 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@ 8:47 AM

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  Friday, July 06, 2007 – Permalink –

MS RSS Feeds

Eavesdrop on the experts

RSS feeds can give you a flow of new information.

Microsoft knows the value of these web casts and provides a list of links from Access to SharePoint Server:

RSS Feeds on Microsoft Office

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<Doug Klippert@ 7:22 AM

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  Wednesday, June 27, 2007 – 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@ 6:34 AM

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  Sunday, June 10, 2007 – 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

Who Owns Your Company's E-Mail?

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<Doug Klippert@ 6:44 AM

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  Thursday, May 24, 2007 – 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@ 5:55 AM

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  Tuesday, May 08, 2007 – 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@ 7:41 AM

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  Tuesday, May 01, 2007 – 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@ 7:28 AM

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  Tuesday, April 24, 2007 – 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

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<Doug Klippert@ 6:06 AM

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  Thursday, March 22, 2007 – Permalink –

Changes in 2007

Not too many

There may be some comfort in Outlook 2007. Except for composing E-mail messages, Outlook '07 uses the familier toolbar/menu UI we're used to.

There are some changes, however, and this link to MSDN explains why they were updated.

For instance:

Personal Address Book

Description: The Personal Address Book, an ANSI address book that is part of Outlook 96, is removed. The Personal Address Book was replaced by Outlook Contacts in Outlook 97. Personal Address Book entries were stored in the local computer files with the extension .pab.

Office Outlook 2007 does not support .pab files. During configuration, all contacts in the Personal Address Book are migrated to the default Outlook Contacts folder. Customers can choose to move their contacts to a different folder, or to cancel the migration and import the .pab file later.

The .pab file continues to exist in the file system, but the Personal Address Book is not Accessible from Outlook. Customers cannot re-add the Personal Address Book, because Outlook does not provide this as an option in the E-mail Accounts configuration.

Reason for change: Outlook Contacts provides more functionality than .pab files.

Migration path: Office Outlook 2007 migrates the .pab file during configuration.

Changes in Outlook 2007

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<Doug Klippert@ 6:52 AM

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  Friday, February 02, 2007 – Permalink –


Say it ain't so

My seven favorite myths about Outlook
Diane Poremsky

  1. Outlook is the reason we have so many email viruses

  2. Outlook is the "full version" of the free Outlook Express

  3. Outlook's HTML is bloated, especially if you use Word as the editor

  4. Outlook has a newsreader (pre 2007)

  5. The preview pane is unsafe

  6. Word is a slow, bloated email editor

  7. Attachments run automatically

Outlook Power Magazine

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<Doug Klippert@ 7:58 AM

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