Outlook - Back It Up!

1. On the File menu, click Import and Export.

2. Click Export to a file, and then click Next.

3. In the list, click Personal Folder File (.pst), and then click Next.

4. Click the folder that contains the messages you want to back up. If the folder contains a subfolder that you want to include, select the Include Subfolders check box, and then click Next.

5. Under Save exported file as, click Browse, and then specify a name and location for your backup file, for example, «First_Name»’s Backup.

6. If you back up a .pst file that you have backed up to before, click one of the following:

   1. Replace duplicates with items exported - Existing data will be overwritten with the information in the file being exported.

   2. Allow duplicate items to be created - Existing data will not be overwritten, and duplicate information will be added to the backup file.

   3. Do not export duplicate items - Existing data will be kept, and the duplicate information in the folder will not be copied to the backup file.

7. Click Finish.

Outlook – Create a Distribution List

1. On the File menu, point to New, and then click Distribution List.
2. In the Name box, type a name. Starting the name with a symbol will place it at the beginning of your contacts – I like to use an _.
3. Click Select Members.
4. In the Show names from the list, click the address book that contains the e-mail addresses you want in your distribution list.
5. In the Type name or select from list box, type a name you want to include. In the list below, select the name, and then click Members. Do this for each person you want to add to the distribution list, and then click OK.

The distribution list is saved in your Contacts folder by the name you give it.

Outlook – Change the Attachment and send it back?  Here’s how:

 Method #1

1. Open the attachment.

2. Make the appropriate changes to the document.

3. On the File menu, choose Save As.

4. In the Save in list box specify a folder where you will be able to find it later (NHA users should be saving files to the network, either your personal drive U: or H: or to a shared department folder S: or K:)

5. In the File name box change the file name if necessary

6. Press Enter or click the Save button

7. Close the file.

8. Go back to Outlook and Reply to the e-mail that held the original attachment.

9. Insert the modified file by clicking on the paperclip button on the toolbar

10. In the Look In list box specify the folder where you saved the modified file to

11. Double-click on the file in the list.

12. Make notes back to the person you are sending it back to and then,

13. Click on the Send button.

Method #2

1. Highlight the e-mail that contains the attachment
2. Click on the Forward button
3. On the To: line, put in the e-mail address of the person you need to send the file back to.
4. Double-click on the attachment to open it and make your modifications.
5. Save the file.  *If you need to keep a copy of the modified file you will need to go to the File menu and choose Save As and then make sure you put it where you can find it later (NHA users should be saving files to the network, either your personal drive U: or H: or to a shared department folder S: or K:)
6. Click on the Send button.

 Outlook – Mass E-mails

1. Click on the Create a new message button.
2. Click on the To… button to access the address book.
3. Select all the names of the people you want to send a mass e-mail to then click on the BCC button. (Do not put any names in the To box or the CC box.)
4. Click OK.
5. Put a subject on your e-mail.
6. Type the message.
7. Send the message.

Outlook - Add a name to the Blocked Senders List

1. On the Tools menu, click Options.
2. Click Junk E-mail.
3. Click the Blocked Senders tab.
4. Click Add.
5. In the Enter an e-mail address or Internet domain name to be added to the list box, enter the name or address you want added, and then click OK.
6. Repeat steps 4 and 5 for each name or address that you want to add.

Remove Outdated Names from the List in Outlook

As you start typing an e-mail address into the To, Cc, or Bcc boxes of a message, Microsoft Outlook® version 2002 offers a list of names and e-mail addresses that match what you've typed so far. That way you can choose from the list instead of continuing to type. I like to use the DELETE key to remove outdated names from the list. To delete a name from the list:

1. Use the UP ARROW key or DOWN ARROW key to select the name.
2. Press DELETE.

Retrieving Sent Messages

Have you ever accidentally sent an embarrassing e-mail and wished you never sent it? Well, maybe you can get it back!

If you use Microsoft Exchange Server as your e-mail server, and the recipient uses Outlook (not Outlook Express), you can recall the message before the person has a chance to read it – if you’re quick enough.

To recall a message after you've sent it:

• Open your Sent Items folder.
• Double-click the message you want recalled.
• On the Actions menu, click Recall This Message.
• To recall the message, click Delete unread copies of this message. To replace the message with another one, click Delete unread copies and replace with a new message, click OK, and then type a new message.
• To be notified about the success of the recall or replacement for each recipient, select the Tell me if recall succeeds or fails for each recipient check box.
• Click OK.

Sending an Office Document without opening Outlook

In any Microsoft Office Program

• On file menu, point to send to, and then click mail recipient (as attachment).
• Fill in the To:..., Subject, and message boxes and click Send.

• On the Standard toolbar, click on the E-mail button.
• In the To and Cc boxes, enter the recipient names separated by semicolons.
• By default, the name of the document appears in the Subject box. If you want, you can type your own subject name.
• Click Send a Copy.

Changing the Columns you see

• On the View menu, point to Current View, and then click Customize Current View
• Click Fields
• In the Select Available Fields From list, click All Mail Fields
• In the Available Fields list, click Receipt requested, and then click Add.  To change the display order of this field, in the Show these fields in this order list, click Receipt requested, and then click Move Up or Move Down
• Click OK twice
• Now there is a column in your Inbox that will have a Yes in it when the message has a read receipt request attached or a No if it does not.

Send your e-mails on Stationery

1. In Outlook, go to Tools, Options, Mail Format
2. Choose HTML in the “Send in this message format” list box
3. Turn on “Send Pictures from the Internet”
4. Click on the “Stationery Picker” button
5. Click on the Stationery of your choice form the list and click OK
6. Click OK again

You can now create fancy e-mails for every occasion or every day.

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