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We get a lot of questions about the Mail Favorites gone missing. In many cases, they aren't really missing, but the user is looking at the wrong navigation pane. When this is the case, you can use the Mail button on the navigation pane or press Ctrl+1 on the keyboard to jump to the mail pane.
If you use Outlook 2010 and the Favorites section is still missing and you in the mail pane, go to the View tab and click on down arrow on the Navigation Pane button and select Favorites - it should have a checkmark to the left of the command. In Outlook 2007, you'll look on the View menu, Navigation pane menu for the Favorites command.
Tip 835: Using Office 2010 Home & Student with Outlook 2010
Office 2010 Home & Student is an affordable option for non-commercial use but it lacks Outlook.
Outlook 2010, when purchased by itself, is missing some features found in the version installed from a suite, including SmartArt and themes.
One would think that Outlook would pick up the missing features from Word but users are discovering it doesn’t work like that; to have all of the features, you need to have Outlook installed from the same suite as Word.
That’s how it was in previous versions of Office but is not entirely true for Office 2010. Some (but not all) of the missing features will be available to Home and Student users if they uninstall the click-to-run version and download the MSI and install it. (I’m told that the Illustration features on the Insert ribbon are enabled but themes aren’t.)
For more information and instructions on replacing the click to run version, see
Outlook features disabled when installed with Home and Student http://support.microsoft.com/kb/2509316
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 (because they are common fields to group by), but grouping by almost any field can result in two different (none) groups.
This can happen with contacts created on two different computers or in two different profiles, as well as with contacts that are imported or synced with a smart phone.
My advice is to not let it bug you (fixing a lot of contacts can be time consuming) but if it does, it's easier to change the view to one that doesn't group by that field.
Properly completing the fields will eliminate the problem - fill in the company field, or if you have others from the same company, drag the contact to the correct company group. Do the same for blank country fields. (Dragging to a new group to change a value works for many other fields).
If you want to edit the fields, you can speed things up by using in-cell editing instead of opening each contact to edit.
In the case of blank fields (that should remain blank), you can add a space to the field and backspace to remove it - that has worked for me to get everything in one (none) group. If doing this doesn't change the (none) group the contact is in, you need to do it to the contacts in the other (none) group.
If you assign categories to Contacts, you can send an email message to everyone in the category.
To do this in Outlook 2010, begin by grouping by category then select the category and click the Email button on the Home ribbon's Communicate section. This will open a new email message addressed to the members of the category.
The steps are similar in older versions: group by category, select the category group then use the Actions, New message to contact command to open a new message addressed to the category members. In Outlook 2007, look for the New message to contact command on the Actions, Create menu.
Tip 840: Google Calendar sync and choose profile dialog
If you use the Google Calendar sync utility to sync your Google calendar with Outlook and are constantly asked to select a profile, verify you have the most recent version of the Google Calendar Sync tool installed.
If Outlook is left running, the select profile dialog should not appear when the calendar is synced.
If you prefer to keep Outlook closed, users have had success with the following solutions:
Some users have reported that installing the MobileMe sync app eliminates the dialog when Outlook is closed. You won’t use it, just install it. Download: MobileMeSetup.exe
Go to Control Panel, find Mail. Click Show profiles and set the option for When starting Outlook, use this profile to Always use this profile.
Create a new profile and set it as the default and to always use the profile.
If this doesn’t help, you could use AutoIt to run a macro and answer the prompt or just leave Outlook open all day.
Tip 841: Cancel meetings without sending cancellation messages
This problem comes up often: An Outlook user has duplicates of a meeting which the attendees have accepted and is looking for a way to delete the duplicates without sending cancellations notices.
The solution is simple, using an often forgotten feature: Work Offline.
Take Outlook offline (and disable the network connection as insurance) then cancel the extra meetings. Go to the Outbox and delete the cancellation notices before taking Outlook back online and reconnecting to the network.
If you don't use Send Immediately and don't use an Exchange server account, working offline may not be necessary, but going offline is a guarantee that the cancellation notice won't be sent accidently.
Tip 843: Hotmail contact categories and Outlook categories
I thought I mentioned this months ago but can’t find it in my archives… if it’s a repeat, sorry (and please let me know what date it ran.)
Hotmail lets you assign contacts to categories; Outlook lets you assign categories to contacts. So why don’t the Categories sync when you use the Outlook Hotmail Connector?
Categories don’t sync as categories because “categories” doesn’t mean the same thing in each program. Hotmail’s categories are Outlook’s distribution list (or Contact groups for Outlook 2010 users).
If you assign a category in Hotmail, you’ll find it does sync to Outlook – creating a distribution list of the same name in Outlook’s contact folder. DL’s sync up to Hotmail – as contact categories.
Tip 849: Customize Calendar Printing Assistant Templates
A visitor to OutlookForums had a question about the Calendar Printing Assistant: “How can we print only the work-week (completely hiding weekends) on overlaid calendars (Monthly View)? We want the weekends hidden to allow the workweek full access to fill the page.”
Sure you can do it – you need to find and edit these two lines in the template and add UnitFilter="mon..fri" to them.
This line is the row of day names:
WeekHeader Orientation="Top" Height="0.3in" FontSize="10pt" Format="dddd" Style="LevelOneTitle"
This line creates the monthly grid and you’ll need to change numcolumns to 5 as well as add UnitFilter="mon..fri" at the end of the line.
StandardGrid Orientation="Fill" NumRows="1" NumColumns="7" Style="LevelTwoBody"
Editing Instructions are at Modify Calendar Printing Assistant Templates
When you create a signature containing an image in an Outlook message form then copy and paste it into the New signature dialog, the image may not be visible, but have no fear, the image might be out of sight but it’s not gone for good. When you insert the signature into a message, you’ll see the image (and the formatting and layout should be perfect, exactly like you designed it.)
Why would you create the signature in a new message form instead of using the signature editor? Because you’ll have more formatting and placement options, especially when you are inserting images.
It's that time of year again, when college basketball takes over the airwaves and the water cooler. To make it easier for fans to follow the games, fans can subscribe to calendars using Outlook 2007/2010, Apple, and any calendar application that supports icalendars (ical) or the webcal protocol. So far this year, I'm aware of just two March Madness calendar - from Calendar Updates and Microsoft
Calendar Updates - March Madness Calendar http://www.calendar-updates.com/events/mcb.aspx
Microsoft Office March Madness Calendar http://office.microsoft.com/en-us/ou...102473450.aspx
Users who wanted to be warned when they close Outlook could use the trick listed at Do You Accidentally Close Outlook? ((works forall older versions). This involved saving a draft message and dragging itto the Outbox. Very simple and it worked well.
Unfortunately, its broken in Outlook 2010 if you use POP3, IMAP, or Outlook Connector. Drafts won’t kick in the “Are you sure you want to close dialog.” Based on complaints, real mail left in the Outbox doesn’t kick off this dialog either.
To help prevent accidently closing you can set outlook to always do a send/receive on close – this may give you a quick second or two (unless you only have an account or two) to cancel the send/receive (and the closure) and it will send waiting messages.
And if all elsefails, try OLKeeper
Tip 845: Hotmail Error: 3202 HTTPS is not turned on
We’re seeing a few users reporting the following errors caused by enabling HTTPS support in Hotmail/Live. Because there are so few complaints, it either means Hotmail users don’t care about security or they aren’t using the Outlook Connector.
Task '@hotmail.com' reported error (0x8004102A) : 'Error with Send/Receive. There was an error synchronizing your folder hierarchy. Error : 80041004.'
Task 'firstname.lastname@example.org' reported error (0x8DE00005) : 'This account does not have permission to synchronize your mail. To sign up to gain permission to synchronize with this account, please go to http://ideas.live.comand join the notification list for this Windows Live Hotmail product. You will be notified when your account is enabled. Error: 3202. Server. HTTPS is turned on for the web but not for this program. '
Go to http://account.live.com/ManageSSL and log in using the problem account then select ‘don’t use HTTPS’.
You can also access this screen by logging into mail.live.com, expanding the menu under your name (upper right) and choosing Options, then in the Other Options section at the bottom, click on Connect with HTTPS link.
If the ribbon in Outlook2010, or on open items in Outlook 2007, is missing, you have the ribbon minimized. Either double click on the tabs to expand it or click the Minimize button on the right edge, near the Help icon.
If you click once on the ribbon, it unhides so you can select commands. This may be helpful on netbooks and laptops with smaller screens.
Note: In Outlook 2007, the main Outlook window uses the old style toolbars, not the ribbon.
When a copy of Outlook is purchased and installed, some spell check and autocorrect features will not work. This is expected because Word adds the spelling and autocorrect features and its not available when you install only Outlook.
However... there is a hack that will restore some or all of the missing features: copy winword.exe into the folder where outlook.exe is.
Warning: This hack puts you into an unsupported mode and it can have unintended consequences. If you do this and later need to troubleshoot some problem, delete the copy of winword.exe and verify the problem still exists.
Tip 851: Replies and Forwards are placed in the Inbox, not Sent Items folder
A user complains “When I reply to or forward a message the reply/forward is in my Inbox, not my Sent items folder. This only happens with Hotmail and IMAP accounts, not POP3."
Using the option to ‘Save copies with the original if not in the Inbox’ is a known cause. This setting is in Tools, Options, Email options, Advanced in older versions; in Outlook 2010, it’s in File, Options, Mail – about halfway down in the Save message section.
This is not the expected behavior, but Outlook sometimes gets confused when you have multiple Inboxes.
Tip 853: Poll: How many email address fields should be on a Contact form?
We get questions like the following every couple of months: “Email addresses are used for more than sending emails. They are also used by social connector to bring together all information about a contact. Why are contact's limited to 3 contacts? There should be room for an unlimited number of email addresses per contact. Until this is rectified by Microsoft, how can I work around the problem?”
You can easily work around the problem by putting the addresses you need for reference but don’t send mail to in the Notes field of the contact. This way they won’t display in the address book (and on smartphones) but are handy if you need the address. (Also use the notes field for phone numbers you want for reference but don’t expect to call unless there is an emergency, such as the cell phone numbers of your friend’s spouse or kids.)
The social connector doesn’t use contacts to pull social networking data. It uses your social network account, your friends list, and the privacy settings on your friends account in deciding what gets displayed in Outlook. For example, if your coworker wants you to see his Facebook feed, he needs to add his business addresses to his Facebook profile and then friend you or reduce his privacy settings. Adding more addresses to his contact won’t change what he allows you to see, it only adds more address to the Address book list.
What do you think? Should there be more email address fields on contacts? Vote here – and add your thoughts. http://www.outlookforums.com/showthr...h-contact-have
As always, this “highly scientific” poll does not require registration to vote. You will need to register if you want to add comments.
It has been brought to my attention that I haven’t written any tips about another method for creating custom SendTo commands: editing the registry.
Create a registry key using the desired shortcut name under
Then a key under it named Command.
The registry path will look something like this:
HKEY_LOCAL_MACHINE\SOFTWARE\Classes\*\shell\Send using Outlook 2010\Command
Edit the (default) value to include the path to your Outlook and the /c & /a switches, plus %1. The value will look something like this:
"C:\Program Files\Microsoft Office\Office14\OUTLOOK.EXE" /c IPM.Note /a "%1"
When you right click on a file in Windows Explorer, choose the shortcut “Send using Outlook” (near the top of the context menu, not under the Send to menu) and a new message will open with the file attached.
As with the SendTo shortcut I mentioned a couple of weeks ago, you are limited to adding one attachment to a message. If you need to attach several, drag the other attachments to the open message form.
More information and ready-to-use reg files can be found at Using the Windows Explorer "Send to" menu
It’s not my preferred setting, but many users do want all external content downloaded automatically when they view a message. You can enable automatic download by selecting Choose Automatic Settings from the menu when you click on the Infobar to download content.
You download external content settings are:
• Don't download pictures automatically in HTML e-mail messages or RSS items
• Permit downloads in e-mail messages from senders and to recipients defined in the Safe Senders and Safe Recipients Lists used by the Junk E-mail filter
• Permit downloads from Web sites in this security zone: Trusted Zone
• Permit downloads in RSS items
• Permit downloads in SharePoint Discussion Boards
• Warn me before downloading content when editing, forwarding, or replying to e-mail
I recommend choosing the second option – permit downloading content from addresses in your safe lists. As I mentioned, I prefer blocking all external content and downloading what I want to see. This is faster (and reduces bandwidth usages) when I’m using cellular connection.
The downloaded content is not saved in Outlook – it’s kept in the Temporary Internet Files cache with other web content you’ve viewed. Outlook will use the cached copy if one exists; if the content is something you want to save, use File, Save as HTML to create a local copy. Don’t count on the sender keeping the content online for an extended period of time.
The Search ribbon in Outlook 2010 is a “context ribbon” – it only displays when you are in the search field. If you need to see it, either click in the Search field or press Ctrl+E. (Yes, I know, Ctrl+F is used for Find in every other Windows program, but Outlook uses Ctrl+F for Forward.) If you want the Search ribbon to display all the time, go into File, Options, Customize Ribbon. Select Tool tabs from the Choose from menu and add the entire search ribbon to the ribbon display. Or choose only the Search commands you need visible (like Advanced find) and add them to a custom ribbon.
Tip 857: Outlook 2007: Problems printing after installing KB2509470
After installing KB2509470, users are experiencing problems printing or previewing messages using the Memo style. The Outlook team is aware of this issue and have removed the update from availability. Until a new update is released, you can uninstall the update or use System Restore to revert to a time before the update was installed. Problems printing with Outlook 207 after installing KB2509470
Tip 858: Outlook stops working after installing Word Perfect
We’re seeing reports where Outlook won’t run and attempting to open the Mail applet in Control panel results in an error that says you have run out of system resources. The common thread: the users recently installed Word Perfect.
The solution: delete or rename the Profiles key, then go to Control panel, search for Mail and create a new profile.
The Profiles key is located in the registry at
HKEY_CURRENT_USER\Software\Microsoft\Windows NT\CurrentVersion\Windows Messaging Subsystem\Profiles
Tip 859: Remove Duplicate Holidays from Outlook’s Calendar
We’ve all done it once or twice: accidentally added Holidays twice or duplicated them when syncing with a smart phone. Or, you added holidays for more than one country and decided you didn’t need all of those countries. Fortunately, they aren’t hard to remove and you don’t have to do it one at atime.
Use a List view and group by category.Delete all then re-add the Holidays. If you have duplicate appointments asthe result of importing, you can add the modified field to the view and sort by it. Delete all of the items with the same modified date.
For all other duplicates, a third party utility will make deleting the dupes easier.You’ll find a list of utilities at Duplicate Remover Tools for Microsoft Outlook.
A user has this question: “Is there a way to create a Custom View of Tasks that will show past due tasks as well as any tasks that are due in the next seven days? Is this the type of thing that you can write into the SQL tab?”
You could use the SQL tab, but its easier to use the Advanced tab and use Due Date, on or before, and type in “7 days from now” (without the quotes). I like to add Completed equals No to remove completed tasks from the view.
A screenshot of the completed filter is here: http://slipstick.me/jing/task0428.png
In Outlook 2010, go to View ribbon, View Settings, to create the filter. In older versions, right click on the row of field names and choose Custom (or Customize). You can also access this dialog from the Views menu – look for the Customize command.
I don't send out many tips on Friday's but knowing how many people complained about some of bugs fixed in the latest Outlook 2010 hotfix, I thought it was worthy of an announcement.
A hotfix for Outlook 2010 was released this week and it fixed a number of complaints users had, including IMAP users and the new mail icon: the new mail icon for IMAP accounts is restored with this update.
Additionally, you can now rename shortcuts for shared calendars and exceptions for recurring meetings no longer return this message: “The contents of this appointment have been updated. Open this appointment to see the updated text.”
There are a few more issues that were fixed - to see a complete list of issues fixed and a link to the download, see http://support.microsoft.com/kb/2516474
Tip 862: Hotfix for Outlook 2007 Printing Problems
If you were affected by printing problems after installing KB2509470, a new hotfix is available that corrects the printing problems. This hotfix also fixes a few other issues – see the KB article for complete details.
Fixed: issue with proposed meeting time not visible in the list of available meeting proposals. Additionally, when you accept the meeting proposal, the meeting request time is still the previous time.
Fixed: the To: field and the Cc: field are empty when you use Outlook 2007 to open an .eml file, and then print it. This hotfix lets users print the To: field and the Cc: field when Outlook 2007 uses Online mode or PIM-only mode.
Fixed: When you click the New Contact from Same Company command after opening a contact from the search window, Outlook 2007 crashes. Description of the Office Outlook 2007 hotfix package (Outlook-x-none.msp): April 26, 2011 Problems printing after installing KB2509470 (Hotfix available)
Notice: This feed is moving to http://www.outlook-tips.net/index.php/feed/ - please update your links. If you have a Gmail account and are getting duplicates in the Sent folder, this is because Outlook saves a sent message in the Sent message folder and some IMAP mail providers do the same, creating two sent message every time you send a message. To stop the duplicates, you need to change the sent message settings in Outlook’s More Settings dialog or change the settings on your IMAP account....(read more)