Outlook 2001 for Macintosh Tips

Last reviewed on December 3, 2011

Outlook 2001:Mac, formerly code-named "Watson," is the latest Exchange client for Macintosh. This collection of tips is drawn from the various discussion lists for Outlook 2001:Mac and ideas from Microsoft Product Support Services. We have not tested them here, so try them at your own risk.

Connectivity | User Interface | Data Exchange | Keyboard Shortcuts| More Information

Connectivity

If you have problems connecting to the Exchange Server and you’re using Ethernet and TCP/IP, the method below — properly configuring DNS — is preferable to using a HOSTS file on the Mac to manually set names for IP addresses. Why is a HOSTS file less desirable? If you are using a HOSTS file and Exchange server ever changes its IP address, you will not be able to reconnect without finding out the address and updating the HOSTS file. (It is OK to keep a copy around on your desktop while testing this out – in case it does not work.)

  1. Ask your system administrator for the DNS server IP address(es) and the Primary DNS Suffix for your network. If you can’t get these from an administrator, go to a Windows NT or Windows 2000 machine connected to your network, bring up a command prompt and run this command:

    ipconfig /all

    It will list the domain for your company and then one or two DNS server IP addresses. Make note of those addresses and also of the Primary DNS Suffix.

    If you don’t have access to a Windows NT or Windows 2000 machine, run Winipcfg on a Windows 95, 98 or ME system. This will bring up a Windows application with the DNS information.

  2. Switch to the Macintosh for this and subsequent steps. If you do not need a HOSTS file for some other reason, use Sherlock to find all copies of the HOSTS file from your System Folder. Make a backup copy somewhere else, just in case this procedure doesn’t work, and then remove the HOSTS files from the System Folder.
  3. Run an Internet application (like a web browser) to make sure you have a DHCP-assigned IP address if your company is using DHCP.
  4. Go to the Apple menu, and choose Control Panels | TCP/IP.
  5. Make sure that the DNS suffix name you made note of in Step 1 appears in the Search Domains Box. If you don’t see it, then type in the DNS suffix name, for example, "yourcompany.com"
  6. Verify that the DNS server addresses in the Name Server Address box match what you got from the Windows machine. If they do not match, type in the DNS Server addresses (Primary and Secondary) in the Name Server Address box. If you don’t see a box where you can type in the DNS addresses, you may need to switch your TCP/IP control panel to Advanced mode. Go to the the Edit menu, choose Advanced and then OK
  7. Save that configuration.
  8. Start Outlook 2001, and try to connect to Exchange again.

See XCLN How to Ensure Proper Name Resolutionfor more information on using a HOSTS file. This article is for the earlier version of Outlook for Macintosh, but applies to Outlook 2001 as well.

To connect to Exchange Server over the Internet, you may need to use PPTP (point-to-point tunneling protocol) or L2TP (Layer 2 Tunneling Protocol — supported by Windows 2000 servers) to connect to your company’s virtual private network (VPN). We know of one PPTP/L2TP provider for Macintosh:

  • TunnelBuilder Client

User Interface

To open an additional window:

  • Choose File | New Window.

To add a folder to the Outlook Bar:

  • Drag the folder from the folder list to the Outlook Bar.

To delete a folder from the Outlook Bar:

  1. Press the Control key as you click the shortcut you want to remove. (At least one person said they needed to press both Shift and Control.)
  2. From the context menu, choose Remove from Outlook Bar.

To adjust the font magnification that Outlook 2001 uses to compensate for display differences between Windows and Mac:

  • Choose Edit | Preferences | Appearances | Fonts.

To see the folder size:

  1. Select the folder.
  2. Choose File | Folder | Folder Size.

-or-

  • Press Control and click on the number of items showing in the folder bar across the top of the screen.

If you’re not seeing public folder calendars:

  • On a Windows machine, in Outlook, look on the folder’s Properties page to make sure the box for Automatically generate Microsoft Exchange views is checked.

To copy text from the preview pane:

  1. Select the text.
  2. Hold down the Ctrl key while you click.
  3. Choose Copy on the resulting context menu.

Data Exchange

TIP: Synching Outlook 2001 with Palm–use an Ethernet cradle

To exchange data with Entourage or Outlook Express, the Exchange Server needs to be supporting the IMAP protocol:

  1. Create a new account in Entourage or Outlook Express to connect to your Exchange mailbox using IMAP.
  2. In Entourage or Outlook Express, copy messages between the IMAP folders in the mailbox and your local folders for Entourage or Outlook Express data.

If you want to use a Personal Folders file both with Outlook 2001:Mac and with Outlook on the PC, you must give the Mac file a .pst file extension. See OL2001 Personal Folders File Does Not Append the .PST Extension to the File Name.

Keyboard Shortcuts

Create New Items:

 

Go to Folder:

New Mail Message

Cmd+N

 

Inbox

Cmd+1

New Appointment

Cmd+E

 

Calendar

Cmd+2

New Meeting Request

Opt+Cmd+E

 

Contacts

Cmd+3

New Contact

Cmd+Y

 

Tasks

Cmd+4

New Distribution List

Opt+Cmd+Y

 

Notes

Cmd+5

New Task

Cmd+T

 

Drafts

Cmd+6

New Note

Cmd+L

 

Sent Items

Cmd+7

 

 

 

Deleted Items

Cmd+8

Written by

Diane Poremsky
A Microsoft Outlook Most Valuable Professional (MVP) since 1999, Diane is the author of several books, including Outlook 2013 Absolute Beginners Book. She also created video training CDs and online training classes for Microsoft Outlook. You can find her helping people online in Outlook Forums as well as in the Microsoft Answers and TechNet forums.

Please post long or more complicated questions at Outlookforums.

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