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MicroSoft Outlook Email Super Secrets

Outlook 2007 - Signatures on Steroids
Outlook allows up to 2 active signatures for each email account on your system depending on if it's a NEW email or a REPLY email. For instance, I have 7 active email accounts (I know, I'm neurotic but I can't help it!) and I have about 7 signatures set up, but can only use 2 per account.

Well, all that changes with Outlook 2007. Not only can you still have multiple signatures, but you can use them on an "as needed" basis.

First Tip: set up your signatures.
Tools > Options> Mail Format tab > Signatures.
Click New, choose which account to apply it to, and start typing

Second Tip: click New Mail Message
Notice on the message ribbon there is a "Signature" button.
Click it and choose the signature you want to use.

Steroids Tip: If you don't need a formal signature for coworkers or colleagues but it is set to automatically show up, just right-click the signature in the email body. Your list of signatures appears on the email screen. Click the other signature to use. This way you don't have to click the "Signature" button on the Message ribbon.

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Auto Complete Email Addresses
Microsoft Outlook has a featured called "auto complete" for any email address typed into the To or CC fields. This feature does not pull from the contacts or address book, rather, it adds names to the auto complete list as you type them.

The problem comes in when you add a bad address, and then each time you start to type in the address, the incorrect one appears in the list.

To fix this problem, (drum roll, please...):

1. On the To: line, start typing the address that shows up incorrectly.
2. Hit the Down arrow key to select the 'bad' address.
3. Hit the Delete key and you will remove the bad email address

Shockingly simple.  *Hint* This carries over to the web if you've typed in a login name wrong and it keeps showing up to remind you of your bad typing skills.  Just arrow down to it, and hit DELETE.  Sometimes shouting "Go Away!' makes me feel better too.  That may just be me, though...

On the other hand, what if your "auto complete" has never worked and you don't know what I am talking about?

Here's how to activate (or disable) auto complete...

1. Click Tools, Options, Email Options
2. Click "Advanced Email Options"
3. Select (or de-select) the check box beside "Suggest names while completing
To, CC, BCC fields"

*************************************

Email Attachment Issues
The following was a great question and easily fixed.

My friend Bill writes:
Andy, for some reason my attachments are not showing in the heading of my e-mails, but are in the body of the e-mail as a square icon. Is there a way to change this so it does not appear in the body of the message but on an attachment line? (I think this may have started when I had our company e-mail tech support fix some problems I was having.)

Answer:
It's an easy fix.
Open Outlook, click Tools, Options. Click the "Mail Format" tab, and at the top section, "Message Format", I'll bet it says "Rich Text". For some reason techies like Rich Text, but it throws the attachment inside the body of the email. Change that setting to "HTML" and it's solved.

My friend Bill replies:
That did the trick!! At first I couldn't find the "Mail Format" tab, until I realized I was still inside this e-mail. When I exited to the Outlook main page, the selections showed up just as you listed.
Thanks, Bill

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More Microsoft Outlook Secrets...

There are just too many Outlook secrets to keep adding here. In order to stay organized I've listed the links to more Outlook secrets below. Find a topic and click!  I'll also have more articles with various Outlook tips organzied by "Calendar", "Contacts", etc.

http://computersupersecrets.blogspot.com/

Want more great tips? http://www.computersupersecrets.com/
Follow me on Twitter: http://twitter.com/TopNotchNerd

About the Author

I'm Andy Lanning from Boise, Idaho and I teach people how to use computers.

Excel Certified Expert
Word Certified Expert
20+ years computer use
15 years instructing at local college and businesses

I’m strictly a laptop owner (2) and 1 amazing Mac.

My vices: I’m an Excel junkie and an Email addict. There must be a support group out there for this...

http://computersupersecrets.blogspot.com/

Want more great tips? http://www.computersupersecrets.com/
Follow me on Twitter: http://twitter.com/TopNotchNerd

Why does some of my emails go to Yahoo mail? I want all emails to go to Microsoft Outlook.?

I just don't like having to check Yahoo mail. Just want all emails to go to MS Outlook

As long as you set up your Yahoo email account in the Microsoft Outlook email program, all your yahoo emails will download into Outlook on your computer.

Check Mail Microsoft Outlook
Outlook 2010 Tutorial Checking Message Spelling Microsoft Training Lesson 3.6

Resolving 'Unable to open your default e-mail folders' Outlook error after pst deflates to 0KB

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Microsoft Outlook .pst files are vulnerable to corruption. A .pst file can become corrupt in various situations including unexpected system shutdown, abrupt exit from Outlook, size exceeding beyond permissible 2 GB limit, application malfunction and others. As a result, you may lose crucial data and often Microsoft Outlook or .pst file exhibit strange behavior. At times, your .pst file would become a 0KB size. In such scenarios, it becomes important for you to recover the lost data by using an appropriate backup copy. However, if no clean and updated backup is available, you can resort to using inbuilt utility provided by Microsoft i.e. Inbox Repair Tool. If you are unable to fix the issue, then you must go for an advanced pst repair utility.

 

Consider a practical scenario, wherein, you use a Windows-XP based system and in order to fix some file system corruption issues, you decide to run CHKDSK and it goes without fail. Now, when you open Outlook, it doesn't open and you experience an error message which goes like:

 

"Unable to open your default e-mail folders."

 

Furthermore, when you check the .pst file, it turns out to be a deflated one with 0KB file size.

 

Cause

 

The root cause of the error and .pst file displaying 0KB size is corruption. Moreover, this problem could have erupted due to unsuccessful CHKDSK attempts.

 

Resolution

 

You must follow the below-mentioned Outlook pst repair steps:

 

Use Inbox Repair Tool (scanpst.exe) (Back up the .pst file before using it)

 

1. Locate the .pst file in one of the following folders:

2. Windows Vista: disk drive:usersusernameAppDataLocalMicrosoftOutlook

3. Windows XP and Windows 2000: disk drive:Documents and SettingsusernameLocal SettingsApplication DataMicrosoftOutlook

4. Exit Outlook

5. Make sure that the Show hidden files and folders option is enabled. The Scanpst.exe is a hidden file

6. Click Start>Find or Search

7. In search box, type Scanpst.exe

8. Double-click the Scanpst.exe file to open the program

9. Click Browse to locate the .pst file

10. Click Start. The Inbox Repair Tool scans the file and give reports about the errors

11. Click OK

12. After you are through with this, you would see a list of recovered folders on the left navigation pane in Outlook.

13. Move the recovered items to a new .pst file in your profile

 

If you are still not able to access data or not satisfied with the results, switch to a third-party pst recovery software. Such tools repair corrupt .pst files and retrieve data by applying improved scanning algorithms.

 

Stellar Phoenix Outlook PST Repair is an easy-to-use and reliable application which repairs repairs damaged or corrupt PST file in minimal time and via simple steps. Compatible with Microsoft Outlook 2007, 2003, 2002 and 2000, the Outlook pst repair utility restores all PST file objects (e-mails, events, calendars) at a desired location.

 

About the Author

Author have more than 6 Year of Experience in Computer field, member of Internet Marketing Society, has Specializing in Repair Outlook Pst and Outlook Recovery Software.

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Check Mail Microsoft Outlook