Tutorials

  • Add a New Data File (*.pst) to Your Profile

    Use this method to create a new *.pst in your profile. While there are several ways to add a new *.pst file to your profile, you need to use...

  • Add Holidays to Second Outlook Calendar

    As many users have discovered, Options, Calendar Options, Add Holidays only adds the holidays to the default Microsoft Outlook calendar. Many users wonder how they'll get the Holidays on...

  • Appointment Times Made Easy

    Time and date entry is one area where Outlook is smart. Really smart. This video does not do justice to the power of date and time selections, especially the...

  • Cannot start Microsoft Office Outlook Error Message

    I’m not sure what is causing the problem, but we're seeing a rash of complaints with the following error: Cannot start Microsoft Office Outlook. Unable to open the Outlook...

  • Change Send and Receive Settings

    How to change how often Microsoft Outlook does automatic send and receives, you need to edit the Send and Receive settings.

  • Change the Reading Pane Options

    By default, Outlook marks a message read a few seconds after the message is selected. This can result in messages accidentally marked as read.

  • Change the Reminder on Several Appointments at Once

    Changing the reminder time on a group of appointments or events is easy. Just use a group by view with the Remind Beforehand field visible and group by it....

  • Change the size of the font in Outlook's Folder list

    How to make the font used in Outlook 2013's folder list a little larger.

  • Change the Subject of an Incoming Message

    How to edit the subject of an incoming message in any version of Outlook.

  • Changing the End Date on Recurring Appointments

    How to end a recurring appointment or cancel future events in a recurring meeting and keep any exceptions (including notes in individual occurrences or appointments/meetings moved to different dates).

  • Choose the Folder Outlook Starts Up In

    Newer versions of Outlook let you start in any folder in your profile. You can use this method to open Outlook with a non-default folder – this is especially...

  • Command Line Switches Tutorial

    We often tell people to use switches but don’t always explain how they are used, leaving the user to find out on their own. Even when we do explain...

  • Configure and Use IMAP Accounts

    Configure and use IMAP accounts with Microsoft Outlook. Learn how to configure Sent items and Deleted items folders in Outlook 2007 and up.

  • Configuring "Send As" Permissions on Exchange Server

    There are two ways to give other users the ability to "send as" another user, mailbox, or public folder address when you use Microsoft Exchange server. The first is...

  • Configuring More Email Account Settings

    How to open the More Settings dialog to configure Outgoing (SMTP) server settings, port numbers, and other settings.

  • Contacts are Grouping in Two Groups of (none)

    We occasionally get complaints from people who are using a group by view on Contacts and they have two groups of "(none)", often when grouping by Company or Country...

  • Contacts are missing when you click the To button

    If you have Contacts in Microsoft Outlook's Contacts folder but they are not accessible when you click on the To button, check these settings: Are you using the "wrong"...

  • Copy and Print Folder Names

    Outlook doesn't offer a way to print a list of folder names – the best you can do is a screen print. If you use a full featured screen...

  • Copy Formatted Address Blocks to Use in Other Programs

    How to create a custom view in Microsoft Outlook that shows just the name and mailing address in the view so that you can copy it for use in other programs.

  • Create a Contact Group from a List of Addresses

    How to create an Outlook distribution list or contact group from any list of email addresses, including a spreadsheet in Excel or a custom view in Outlook (with only the display name and email address visible.)

  • Create a custom field for Outlook messages

    How to create a custom field to mark messages that were responded to in Microsoft Outlook.

  • Create a custom Send to... shortcut

    How to create your own send to shortcut that uses your Outlook stationery and signature. Customize the shortcuts to include the email addresses and more.

  • Create a Custom View to Show the 'Remind at' Time

    How to create a custom view to print or display the actual date a reminder is set for in Outlook.

  • Create a New Appointment with Contact

    In older versions of Outlook, you could right click on a contact and choose “New Appointment with contact” to create an appointment linked to the contact. This command was...

  • Create a new Contact folder and enable it as an Outlook Address Book

    How to create additional Contact folders and enable then as Outlook Address Books.

  • Create a Task from an Email using a Rule

    Create tasks from email as they arrive using a simple script and Rules Wizard. With a slight variation, you can create a task from the message you are reading in the reading pane. Complete instructions and ready-to-use code samples included.

  • Create Appointments by Dragging Messages to Calendar

    It's easy to create an appointment from an email in Microsoft Outlook: just drag the email message to the calendar and drop it. You can drag an email to...

  • Create Envelopes and Letters using Word

    With previous versions of Microsoft Outlook you could select a contact, then choose Actions, New letter to contact to create a letter or envelope from a contact. For various...

  • Create Individual Contacts from a Distribution List

    How to convert contact groups to individual contacts using Import or a VBA macro.

  • Creating Distribution Lists from Address Lists

    Create an Outlook Contact Group from a list of addresses using only copy and paste. No need to create contacts for the addresses first.

  • Creating New Color Categories

    How to create new color categories in Outlook 2007, 2010, and 2013.

  • Delete reminders that keep returning

    How to delete Outlook reminders that keep returning.

  • Deliver all POP3 Accounts to one Outlook Inbox

    How to configure Microsoft Outlook 2010 to deliver POP3 accounts to a single personal folders data file (pst).

  • Disable Conversation View in Outlook 2010

    Outlook 2010 has a new Conversation view that groups messages together. Many users don't like it, fortunately its easy to disable, using one of two methods. Method 1: Right...

  • Disable Protected View for Outlook Attachments

    Protected view is a new security feature for all Office documents which arrive in email or are downloaded from Internet sources. This is a security sandbox used by Office...

  • Display (or Hide) Start and End Times

    Whether the Start times display in the calendar is wholly dependent on the size of the Calendar section. If the calendar is too narrow, the times are hidden.

  • Displaying a Picture on a Contact

    Contact or Business Card images are displayed in the the Business Card view. Open the Contact, double click on the picture placeholder and select an image from your hard...

  • Dual Time Zone & DST Calendar Display Bug

    When you use Dual time zone display and the week starts on the Sunday DST starts, the time scale will have an incorrect offset if the more western zone is the default time zone.

  • Duplicate Remover Tools

    Sponsored by While you can remove duplicates by hand, these tools make it easier when there are a lot of duplicates. The following pages are a collection of mail...

  • Edit and Save Outlook's Read-Only Attachments

    Solutions available! When attachments are opened from a message in Outlook 2010, they are read-only. Users cannot edit the attachment and save the changes back to the message, they need to save the attachment to the hard drive and reattach it.

  • Editing received email messages

    It’s simple to open a received message to edit it or change the format of messages. You can use this method to add notes to a message or add...

  • Editing the Subject line in Outlook

    As many users know, you can edit the subject line in a message. This makes it easier to find messages especially when they don't include a subject. If you...

  • Filter the To-Do List to Show Only Tasks

    How to create a custom filter to show only Tasks in the To-Do Bar folder.

  • Find and Delete Extend.dat

    When you receive and error that Outlook can't find and add-in, the usual cause is that you uninstalled it but Outlook didn't delete the file it uses to keep...

  • Help! My Contacts are being updated!

    When Contacts are automatically updated, you need to check the settings in Outlook's Social Connector, which has automatic updates of contacts enabled by default. A change log is added to notes so you know what was changed.

  • How to add or remove an email account

    How to remove email accounts from an Outlook profile then recreate the correct account. Fix "The connection to Microsoft Exchange is unavailable" error.

  • How to Change the Font used for Outlook's RSS Feeds

    If you don't care for Calibri font as the default for RSS feeds, you need to use a macro to change the font (on font size) as the font cannot be changed by the user. We have code samples for both Outlook 2010 and 2007.

  • How to Change the Name of a Field in the View

    You can change the name of any field in the view. Right click on the field name you wish to change. Select Format Columns from menu (in the Two...

  • How to combine two Outlook data files (*.pst) into one

    We are often asked how to merge two folders. It’s easy – use a list view then drag the items to the other folder. Or use the Move to...

  • How to compact an Outlook data file (*.pst)

    Outlook will compact the pst automatically when the amount of “white space” (space used by deleted items) exceeds 20% and it has some idle time. Outlook will work on...

  • How to create a "No Mail" profile

    Not every Outlook user wants an email account in Outlook, they just want to use Outlook for Calendar and Contacts. This is possible and in older versions of Outlook,...

  • How to Create a New Profile

    How to create a new profile in Outlook 2007, 2010, 2013 and set it to use an existing pst file.

  • How to Create a Pick-a-Meeting Request

    This frequent request comes from users looking for a way to send out meeting requests for training sessions or benefits meetings with HR, where each employee can pick the session that fits their schedule.

  • How to Create Custom Views

    You can use custom views to display just the data you need. To make it easier to create a custom view, begin by applying a view that is similar...

  • How to Create HTML Stationery for Outlook

    How to create custom stationery in Outlook and where to save it so Outlook can find it.

  • How to create New Folders in Outlook

    It’s easy to add more folders to Outlook - right click on any folder and choose New Folder. You can change the folder type, if necessary, and change where...

  • How to Customize or Reset the Current View

    A tutorial showing Microsoft Outlook users how to to create or change custom views.

  • How to Drag Messages to Tasks

    You can create Tasks from email messages by dragging the message to the task button the Navigation pane. If you want the message attached, right click and drag. When...

  • How to Easily Change the Private Flag

    You can easily change the Private flag (and many other fields) either by editing inline or dragging the item to a new group. First, if you are not using...

  • How to Export Outlook Data to a PST File

    Occasionally you'll need to export data from Microsoft Outlook. Export is appropriate for moving calendar or contacts to another computer or backing up your calendar and contacts apart from...

  • How to Forward a Distribution list

    How to forward an Outlook Contact Group (distribution list). When you forward the list in Internet Format, a text file containing a list of members. T he recipient can copy the member list from the text file and create their won contact group.

  • How to Insert a Text or HTML File into a Message

    You can insert text or HTML files in messages in Outlook (any version.) Use this to insert "boilerplate text" or HTML created in an HTML editor. To Insert text...

  • How to move IMAP or EAS data files

    How to move an Outlook pst file used by an IMAP account or the ost file used by Outlook 2013 IMAP and EAS accounts. . Instructions include steps to move the pst or use the ForcePSTPath registry key.

  • How to Open Outlook Templates and Files using Toolbar Buttons

    How to create a toolbar button in Outlook 2007 or Outlook 2010 to open templates and files and disable the security warning dialog that displays before the template or files opens.

  • How to Print an Exchange Distribution List

    Many thanks to Hernan Cibello for this tip, originally used with Exchange 5.5 and Outlook 2000. With later versions of Exchange and Outlook, you need to add the distribution...

  • How to Remove Duplicate Holidays From the Calendar

    Microsoft Outlook comes with a file named Outlook.hol (Outlook.txt in Outlook 2000 and older) that includes lists of holidays that you can import into your personal Calendar folder using...

  • How to Remove RSS Support from Outlook

    Not everyone likes RSS support in Outlook, fortunately you can disable the RSS capability using group policy or a registry tweak. You can also remove the RSS folders from your profile. I'll show you how.

  • How to Restore a Search Folder You Accidentally Deleted

    Restoring a search folder you accidentally deleted is very easy. Scroll down to the end of the folder list to the "Search Folders" folder. Right click on Search Folders...

  • How to Show Appointments as "Free" by Default

    Do you want most of your new appointments to use Free (or Tentative or Out of Office) as the default for the "Show as time" instead of Busy? Outlook...

  • How to show the sender’s e-mail address and reply time using Extended MAPI

    How to show the sender’s e-mail address and other fields in a column in message list view. Many Extended MAPI properties are added to messages when they are committed to Outlook message store or the Exchange mailbox but Outlook doesn't have a built in way to expose the value. You can view them using a custom configuration form that exposes the value in a custom field.

  • How to Uninstall Outlook from an Office Installation

    How to uninstall Outlook without uninstalling other Office applications.

  • How to Upgrade to Color Categories

    After upgrading to Outlook 2013, 2010, or 2007, users need to convert categories to color categories to add their categories to the master category list.

  • How to use Outlook's VBA Editor

    Basic instructions on using Outlook's VBA editor: how to open it, where to put the code, how to sign your code.

  • How to View a Yearly Calendar

    Although Outlook does not include a yearly calendar, you can view a yearly calendar using the navigation calendars in Outlook or by using VBA to create an HTML calendar.

  • How to View Internet Headers

    The steps you'll use to view Outlook's Internet Header depends on your version of Outlook. With the exception of Outlook 2003, Outlook displays only the headers, not the full message source.

  • How to View Shared Subfolders in an Exchange Mailbox

    It’s easy to share the default folders in your Microsoft Exchange mailbox: just give your co-worker permission to the folder. They can view the contents using the File, Open,...

  • How to View the Organizers of Your Appointments

    A frequent equest is “How do I see who organized these meetings?” Easy: use a custom view that includes the organizer field. If you need to see the organizer...

  • Importing Lists from Excel to Outlook

    Many users have contact data stored in Excel workbooks or created calendar events in Excel to take advantage of formulas and fill features when creating a large number of...

  • Mail-enable Exchange Public Folders

    The Exchange administrator can mail-enable public folders. You can then use it as a generic company address (such as sales@ or help@ ). If you mail-enable a Calendar folder,...

  • Merging Two Calendar Folders

    We are often asked how to merge two folders. This can mean one of two things: keep the calendars separate but view them as one using calendar overlay or...

  • Moving Outlook to a New Computer

    Step-by-step instructions for moving Microsoft Outlook from one computer to another.

  • New Appointments are saved in the wrong calendar

    When you use an IMAP account in Outlook 2013, appointments and contacts are stored in the IMAP data file. Create a local pst file and move the appointments and contacts to the local data file.

  • Online Services in Outlook: Gmail, Yahoo, AOL, GoDaddy

    How to configure email accounts in Outlook, including Gmail, Hotmail, Godaddy, and Yahoo email. We have a list utilities that work with some web-based email services.

  • Open Outlook's 'Root' Folder

    We often tell users to right click on the “root folder” but where exactly is that? Outlook’s root folder is the top folder in your data file, where Outlook...

  • Outlook 2010's Group Schedules

    Earlier versions of Outlook had a group calendar window that was separate from Outlook so you could keep a group schedule visible while working in outlook and other applications....

  • Outlook 2013: Set reminders on Tasks in an IMAP account

    How to configure Outlook 2013 IMAP accounts to get the full flag follow-up options (tomorrow, next week, etc.) and use a custom quick-step that saves email as task with text.

  • Outlook and iCloud Sync Issues

    We're seeing a lot of questions (and complaints) about the new iCloud service and Outlook integration. Users with POP3 accounts seem to have the most problems (but could benefit the most from iCloud), since the data is local to one computer and iCloud moves it all into the cloud. We have solutions to many of the problems.

  • Outlook Categories and Color Categories

    This page sums up a few things I've learned about Outlook categories and color categories, with suggestions for using and managing categories along with troubleshooting tips. Outlook has always supported categories; through Outlook 2003, they were simply Categories. Outlook 2007 introduced Color Categories by merging the short-lived colored flags with categories.

  • Outlook Categories, Flags, and IMAP Accounts

    Categories and flags are not available in all of my folders in Microsoft Outlook. I can use categories and flags on mail in my POP3 account but categories are...

  • Outlook Contact & Address Book Options

    Microsoft Outlook stores Contact and Address book options in three different locations. These settings control which Contacts folders Outlook uses as address books, the order Outlook searches for addresses, and which address book is used as the default when you click the To button.

  • Outlook hangs while opening messages

    A bug in Outlook allows a malformed "web bug" url to bypass the blocked external content setting. As a result, content that would normally be blocked by the Block External Content may be downloaded.

  • Outlook Sync Client Error

    We’re seeing users complain about an error message popping up on the computer screen. The error dialog doesn’t contain much information about the program or the cause. Others receive...

  • Outlook Version Numbers

    Since the first release of Outlook, Microsoft has released many updates and service packs. The following list is an overview of the available public Microsoft Outlook builds. The list...

  • Outlook's News Feed Folders

    We’re seeing a lot of complaints about News Feed folders reproducing like rabbits in Outlook’s folder list. This folder is used by the social connector to display feeds in...

  • Outlook.com-linked People won't sync with Outlook desktop

    In the People section of Outlook.com, I linked my Gmail, Twitter and LinkedIn contacts. I do not store any Outlook-only Contacts there, they are all linked. I'm syncing to Outlook but none of these linked People are syncing across.

  • Print a Calendar using OWA 2007

    OWA 2007 doesn't include a Print button. If you want to print from OWA, you'll need to use your browser's print functionality. Unfortunately, the results from the default settings...

  • Quick Steps Address Book Bug (Fixed)

    This bug is fixed in Outlook 2010 SP1. When you create a quick step that contains an address and use only POP3, IMAP, or Outlook Hotmail Connector accounts, Outlook...

  • Reminders for archives and other pst files

    There are two types of users: those who want reminders from every folder and data file in their profile and those who don't. Outlook 2007 and Outlook 2010 support...

  • Removing Birthdays and Anniversaries from the Calendar

    Not surprisingly, there are more than a few users who don't Outlook to add birthdays to their calendar. Generally speaking, the best way to prevent this is by not...

  • Response to this meeting request will not be tallied...

    When you create a meeting request in a secondary calendar, you'll get a message that responses to the meeting request won't tally because the meeting is not in your...

  • Say No! to Compatibility Mode

    Enabling Compatibility mode in Windows 7 will cause problems in Outlook, including operation error messages and problems creating accounts or new data files. Tutorial shows how to check compatibility settings.

  • Show the Home Address on a Contact Form by Default

    How to customize Outlook Contacts so that the Home address is the default address for all new contacts.

  • The No-Export way to use Outlook data in Excel

    The no-export way to use Outlook data in other applications, such as Excel or Notepad.

  • To Add a Second Mailbox to Your Exchange Profile

    When you need to access a non-default calendar in another user's mailbox, you need to add their mailbox to your profile. You can use this method with all versions...

  • To Leave Internet Messages on the Server

    How to configure a Microsoft Outlook POP3 email account to leave email on the server. Outlook 2010 and 2013 leave mail on the server for 14 days by default.

  • To Secure Your Personal Folders (*.pst) File

    How to password-protect Microsoft Outlook data files so other people can't read your email or view your calendar or contacts.

  • Too Many Navigation Pane Folders? Hide Them!

    The most annoying problem with multiple Exchange accounts in an Outlook 2010 profile is the ridiculous number of calendar and contact folders cluttering up the navigation pane. There are ways to deal with the extra folders.

  • Understanding Fonts and the +Body Style

    We get two types of questions about font handling in Outlook: How do I change the default fonts? Why is Outlook using [some font] instead of the one I...

  • Understanding Outlook's Auto-Complete Cache (*.NK2)

    Outlook stores recently used email addresses in a nickname or autocomplete cache. This article helps you understand how the nickname autocomplete cache works and explains remove names from this autocomplete list and where to find the list.

  • Use Conditional Formatting to Highlight Messages

    Use Conditional formatting rules to highlight messages in different colors.

  • Using Categories for Dynamic Distribution Lists

    To use categories to create a dynamic distribution list, switch to the By Category view then select the category group you want to send a message to. You can...

  • Using Ctrl+F in New Messages

    Some users are confused by the behavior of Ctrl+F in Outlook 2007 – sometimes it brings up the Find dialog, other times it Forwards the message. When the cursor...

  • Using Mail Merge in Outlook

    When you start a mail merge in Outlook, you can use categories or Outlook's filters to select the contacts you want to include in the merge.

  • Using Navigation Pane Groups

    Outlook 2003, Outlook 2007, and Outlook 2010 offer an option to make New Groups (in the Navigation Pane) and quite a few users aren’t quite sure what they should do...

  • Using Outlook's New Contact Cards

    How to customize the look and behavior of Outlook's new Contact cards. For Outlook 2010 and Outlook 2013.

  • View a Two Week Calendar

    You can select 2 or 3 weeks in the navigation calendars and view those weeks in a monthly-style grid. This trick works on all versions of Outlook. To change...

  • View Two Calendars in Outlook

    This tutorial shows you how to view two (or more) calendars side by side and overlay them in Outlook 2007 (and Outlook 2010/2013). Outlook 2003 supports side-by-side calendars but...

  • What to look forward to in Outlook 2010

    Outlook 2010 builds on a number of features in Outlook 2007 and adds several popular requests, including the ability to open Exchange mailboxes on two different Exchange servers. Would...

  • Where is Outlook's PST file?

    By default, Windows hides a lot of files and folders including many of the support files Outlook uses. In order to find it using Search, you need to use...

  • Where is the Organizer?

    Use the View Settings dialog to apply conditional formatting rules to messages in Outlook 2010 and above. In older versions, it's the Customize view dialog or Organize pane.

  • Which Outlook account downloaded the message?

    When you have multiple accounts setup in Outlook and all delivered to the same Inbox, you may need to check to see which account downloaded a message. This information...