Microsoft Outlook FAQ

DISCLAIMER: This FAQ has not been actively maintained since mid-1999. It became too time-consuming both to write new articles on Outlook and to update the links in this FAQ. New articles are always being added to this site, and existing articles updated. However, they are not being linked to this FAQ. Therefore, we urge you to use the Search box on the left to find information on your particular Outlook topic, rather than browsing through the FAQ. Also see these FAQs at Microsoft:

1. Outlook Basics
   1. How can I get Microsoft Outlook?
   2. Are there any updates for Microsoft Outlook?
   3. Is there be a version of Microsoft Outlook for Windows 3.x, DOS and Macintosh?
2. Migration
   1. From Microsoft Exchange
      1. Can I remove Microsoft Exchange now that I'm using Microsoft Outlook?
      2. Since I use both Microsoft Exchange and Microsoft Outlook, how do I get each one to use the right forms to display messages?
   2. From other enterprise mail programs
      1. Does Microsoft Outlook work with Lotus Notes or HP OpenMail?
   3. See also: Migrating from Internet Mail to Outlook
   4. See also: Importing to Microsoft Outlook
3. Setup, Configuration and Housekeeping
   1. How do I use the AutoArchive feature?
   2. How do I back up my Microsoft Outlook data and settings, synchronize them between two machines or use the same data when I dual-boot between Windows 95 and Windows NT?
   3. How do I set up peer-to-peer mail with a workgroup postoffice?
   4. How do I secure Outlook information on a standalone PC?
   5. Why does Outlook automatically dial my ISP whenever it starts?
   6. How do I get Outlook to show the domain name in the Enter Password box?
   7. How do I rename or change the location of a .pst or .pab file?
   8. See also:
      1. Microsoft Outlook 97 Administrator's Guide - Installation and Configuration
      2. Optimize Outlook on Exchange
   9. Services
      1. How do I add a new information service to Microsoft Outlook?
      2. Internet Mail Enhancement Patch for Microsoft Outlook 97
      3. How do I get the Microsoft Fax service to work with Microsoft Outlook?
      4. Configuring the CompuServe Mail Information Service
   10. Profiles
       1. How do I set up Outlook for roaming users or for more than one user per computer?
       2. How can I tell what profile I'm using?
       3. Can I start Microsoft Outlook with a particular profile?
   11. Folder management
       1. How do I check the size of my folders in Outlook 98?
       2. How do I move my Personal Folders .pst  file?
       3. Can I recover data from offline folders?
       4. If you can't disconnect a Personal Folders file...
       5. How do I read items that I've archived using AutoArchive?
       6. Why can't I read archives that I've copied to a CD?
4. Outlook Bar, Viewer and shortcuts
   1. Can I convert a table view to a card view? 
   2. I've messed up my Outlook Bar. Can I get it back to its original settings?
   3. Can I customize the Microsoft Outlook toolbar and menus?
   4. Can I change the subject of a message or fax?
   5. Can I add another user's Calendar or Contacts folder to my Outlook Bar?
   6. Can I put shortcuts to applications rather than folders on the Outlook Bar?
   7. How do I add a custom field to an Outlook view so I can print it?
5. Inbox
   1. Composing messages
      1. How do I create an autosignature for WordMail?
      2. How can I change the display order for e-mail addresses to show the last name first?
      3. How do I add a graphic to my AutoSignature?
      4. Do I need the whole Office package to be able to use Word as the e-mail editor?
      5. Can I add a hyperlink to a Microsoft Exchange Server public folder?
      6. Can I change the default directory that Outlook uses for file attachments?  
      7. Can I make the Address Book shown only e-mail addresses, not fax numbers?
   2. Sending messages
      1. Can I use Outlook to send the same file to the same people every day?
      2. How can I send to someone on the same server without adding @mycompany.com?
      3. How do I get voting buttons to work?
      4. Can I view the Bcc addresses in messages that I sent?
      5. How do I send a meeting request or other form to another Outlook user on the Internet?
      6. Problems
         1. How do I keep Outlook from dialing my ISP when it starts up?
         2. Can I get rid of the "(E-mail)" and "(Business Fax)" labels in addresses?
         3. Why do messages stay in the Outbox instead of being delivered?
         4. Messages that you send never appear in either the Outbox or Sent Items folder.
         5. Why doesn't Microsoft Fax dial 1 for long-distance faxes?
         6. You get an error message: "A message could not be delivered. Make sure there is sufficient memory and disk space and that the message store is accessible, then try again."
         7. See also:
            Known ISP Server Problems With Outlook
            Troubleshooting Fax Problems with Word
   3. Reading and responding to messages
      1. How do I view Internet headers?
      2. Does Microsoft Outlook do Internet-style quoting of messages I reply to?
      3. Can I change the subject of a message or fax?
      4. Can I see all unread messages in one folder?
      5. Can I change the default directory that Outlook uses for file attachments?
   4. Automatic message processing
      1. Why are Inbox and Outbox Assistant on the Tools menu grayed out?
      2. Where is the Rules Wizard?
      3. See also: Rules Wizard and Assistants
6. Contacts
   1. How do I add a graphic to the header for a printed calendar, contact list or other report? 
   2. Does Microsoft Outlook offer a unified address book?
   3. How do I control the order of address books in the Show Names from list?
   4. How do I get my Personal Address Book and my Contact information to work together?
   5. Does Microsoft Outlook let me share contacts and calendars with other people?
   6. Can I make multiple contacts by dragging an e-mail message to Contacts?
   7. Can I put my boss' Contacts folder in my Outlook Address Book-
   8. Can I have multiple address books?
   9. Can I change the labels for phone numbers or the layout of the first Contact tab?
   10. Can I make the Address Book shown only e-mail addresses, not fax numbers?
   11. See also: Microsoft Outlook Phone Numbers
   12. Techniques
       1. How do I print a label or envelope for a contact?
       2. How do I make Microsoft Outlook use the Contacts folder for addressing e-mail?
       3. How do I set up subcategories in Contacts?
       4. How do I make distribution lists in Microsoft Outlook?
       5. How do I enter a Microsoft Network or CompuServe e-mail address for a contact?
       6. How do I get my contacts to use the new Contacts form I've created?
       7. How do I write a letter in Word using the address of one of my Contacts?
       8. How do I do a global search and replace of the Company Name?
       9. How do I create an appointment that links back to the contact?
       10. How do I log a phone call?
       11. See also: Creating Mailing Labels from an Outlook Contact List
   13. Problems
       1. Why don't I see imported addresses in the Address Book or when I insert them in Word?
       2. Why does Outlook put the wrong country in the addresses I add?
       3. Why don't archived contacts show related journal references?
7. Calendar
   1. How do I print calendars other than the current month? 
   2. How do I add a graphic to the header for a printed calendar, contact list or other report? 
   3. How do I show the birthdays for a particular month?
   4. Is there a way to Cc or Bcc a meeting notice to someone not invited to the meeting?
   5. How do I keep from sending a mail message to someone on the  Attendees list for a meeting?
   6. How do I see everyone's schedule for today?
   7. How do I set up resources, like a conference room, for automatic scheduling?
   8. Why does Outlook think that Thanksgiving is on Wednesday?
   9. Can I have two different calendars, one for business and one for personal appointments?
   10. How do I create an appointment that links back to the contact?
   11. How do I publish a calendar on the Internet (or local intranet)?
   12. How do I send a meeting request or other form to another Outlook user on the Internet?
8. Journal
   1. How do I link the Journal entry for a Word or Excel document to a particular contact? 
   2. How do I log a phone call?
   3. Can we use the Journal and Contact features in a public folder?
   4. Problems
      1. Why don't archived contacts show related journal references?
9. Tasks
   1. Can I make undated tasks appear at the bottom of the list while dated tasks are placed in order at the top?
   2. Can I change the look of the TaskPad list shown in the Calendar folder?
10. Importing and exporting data
    1. Why don't I see imported addresses in the Address Book or when I insert them in Word?
    2. Can I export my Internet Mail & News e-mail messages and addresses to Microsoft Outlook?
    3. Can I transfer Microsoft Outlook data to my PDA?
    4. Can I import Netscape, Eudora or Microsoft Internet Mail address books and messages or old Windows Cardfile addresses into Microsoft Outlook?
    5. See also: Importing to Microsoft Outlook.
11. Sharing Information
    1. Can two people share information on a single PC?
    2. Does Microsoft Outlook let me share contacts and calendars with other people?
    3. How do I publish a calendar on the Internet (or local intranet)?
    4. Can I get everyone to use the same master category list?
    5. Can I get quick access to the calendars of everyone on my team?
    6. Can I specify a network location that all Outlook clients will use for their templates?
12. Forms, Templates and Application Design
    1. How do I design applications and forms for Outlook?
    2. How do I add a custom field to an Outlook view so I can print it?
    3. How do I distribute Outlook forms to other users?
    4. How do I get my contacts to use the new Contacts form I've created?
    5. How do I send a meeting request or other form to another Outlook user on the Internet?
    6. Can I change the labels for phone numbers or the layout of the first Contact tab?
    7. See also:
       1. Email1AddressType Property Can't Change From SMTP
       2. A Secure Outlook
       3. Outlook Does Not Print Forms as Expected
13. Troubleshooting
    1. See also: Outlook Technical Support Home Page
    2. If you can't disconnect a Personal Folders file...
    3. Outlook automatically saves your Internet e-mail password, whether you like it or not.
    4. I've messed up my Outlook Bar. Can I get it back to its original settings?
    5. Why do messages stay in the Outbox instead of being delivered?
    6. Messages that you send never appear in either the Outbox or Sent Items folder.
    7. Microsoft Outlook will not start minimized.
    8. If you don't see imported addresses in the Address Book or when you insert them in Word.
    9. The last folder you used moves to the top of the Folder List.
    10. The font used for Outlook menus is so small that it's unreadable.
    11. Error messages
        1. "OUTLOOK caused an invalid page fault in module EMALSCAN.DLL"
        2. "The file <filename> could not be accessed because another workstation has modified it."
        3. "Some messages couldn't be retrieved from the server. This usually happens when the connection to the server is lost due to server or network problems. If the problem persists, contact your administrator."
        4. "OUTLOOK caused an invalid page fault in module Outllib.dll."
        5. "WordMail is busy or unavailable" or "This form requires Word as your e-mail editor, but Word is either busy or cannot be found."
        6. "Error in configuration file 'C:\Program Files\Microsoft Office 97\Office\Addins\<filename>.ecf'"
        7. "OUTLOOK caused an invalid page fault in module AWFXCG32.DLL at 014f:7f7ef389."
        8. "OUTLOOK caused an invalid page fault in module Outlrpc.dll."
        9. "OUTLOOK caused an invalid page fault in module Mso97.dll."
        10. "Outllib.dll [or another .dll] is linked missing to export MAPI32.DLL:239."
        11. "A message could not be delivered. Make sure there is sufficient memory and disk space and that the message store is accessible, then try again."
        12. You get the message "Can't create the item" when you click on a mailto: link in a web page.
    12. See also: Known ISP Server Problems With Outlook, Using Exchng32.exe to Troubleshoot Outlook Problems, Troubleshooting Fax Problems with Word, XCLN: OST and PST Quick Reference.