The following articles were included in our Exchange Messaging Outlook (EMO) newsletter published on December 5, 2024.
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Today's Highlights »
- Mail Merge in New Outlook
- Change Sender Display Names in Outlook?
- Open and Read PST files without Outlook?
Mail Merge in New Outlook
If you are using new Outlook, you may have noticed the option for Mail Merge on the Send button. It copies the addresses in the address fields to new messages, so each recipient receives their own copy of the email without other recipients listed. You no longer need to use BCC to send a group messages. In my opinion, it’s a misnomer as it’s not really mail merge, at least compared to what we are used, but it definitely is needed and should be used instead of BCC for group mails.
Unlike the mail merge we’re used to in Word and classic Outlook, the merge in new Outlook doesn't support customizing the message, such as adding “Dear firstname”. You need to use Word and classic Outlook to customize messages, although eventually Word will be able to send the merge using new Outlook.
This simplified mail merge feature is not available in classic Outlook (and is unlikely to ever be added to it) – you’ll need to use Word’s Mail Merge.
If you want or need to keep the merge completely in classic Outlook, I macros that can do it.
Merge to email using only Outlook
Mail merge and Send from a Distribution Group
Change Sender Display Names in Outlook?
A user wanted to know if she could change the display name on incoming mail. She likes to sort by the From field to find messages from a sender but messages from several people have different display names, depending on which app they send mail from.
Neither classic Outlook or new Outlook has a feature like this built in, but you have options, none of which involve asking the sender to use the same display name in every email client they use.
My recommendation is to use Search. It is supported by all Outlook apps and is generally fast. And you don't need to scroll to find the sender and you'll only see mail from the sender.
If searching for their name brings up too many messages, try searching on the From field. You can select the From button in the search ribbon or type the query in this format: from:"Sender Name"
If you frequently search for messages from this sender, create a Search folder, which is available in both classic Outlook and new Outlook for window. In Outlook for Mac, you’ll use Saved Searches instead.
If you are using classic Outlook for Windows, you can use a macro to change the display name to match the name on their contact. It’s an automatic macros and checks every message you receive.
I have the code and instructions in my article How to change the From field on incoming messages
Or, if using classic Outlook, you can add the email address field to the view and sort by it. Classic Outlook doesn’t expose the email address field as a field, but you can install a configuration file (*.CFG) to add a custom field for it (does not require changing the macro security settings.) I have the CFG form you need and instructions at How to display the sender's email address in Outlook.
Open and Read PST files without Outlook?
Can you open a PST file if you don't have classic Outlook installed? Yes, but you need a third-party utility, at least until new Outlook supports opening PST files (coming in a few months).
While you cannot reply to messages using a PST viewer, many will let you export the messages as HTML or EML format. If you need to reply to messages, you can import the PST into eM client.
These are the third-party utilities I recommend:
PSTViewer Pro (Encryptomatic)
PST Viewer (Nucleus Technologies)
OST PST Viewer (4 Team)
PST Viewer (SysTools)
If you have a Gmail account, you can use the Google Workspace Migration for Microsoft Outlook utility to import the PST into your Gmail account. Even though it says workspace, it works with Gmail accounts.
New & Updated Microsoft 365 & Exchange Server Support Articles
New & Updated Outlook Support Articles
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Classic Outlook Report button not removed after setting “Use a non-Microsoft add-in button”
Page Title is blank when you send a meeting from classic Outlook to OneNote
Signatures are not syncing between Outlook Desktop and Outlook Web App
Other Resources
Imported Addresses are Missing from Address Book
Fixes or workarounds for recent issues in Outlook for Mac
Fixes or workarounds for recent issues on Outlook.com
Use PowerShell to Delete Attachments
How to use PowerShell to delete large attachments from all messages in a classic Outlook folder or all attachments from selected messages in any classic Outlook folder.
Remove or Change RE: and FWD: Prefixes
A VBA macro for classic Outlook to change the prefix on messages when the Reply and Forward prefixes are different, such as AW: instead of RE:. It can also be used to remove or change other prefixes, such as External:.