Monthly Archives: February 2012


Export Outlook Contacts to a CSV File

By standss - Comments ( 1 ) Tuesday, February 28th, 2012

Normally if we change programs, we would love to ensure that all our data is easily transferred from one computer to another.

This tip shows how easily you can Export all your contact details from Outlook into a CSV file which you can then use to import your contact details into other programs which usually support CSV files.

Steps to Export Outlook Contacts to CSV

  • Start Outlook
  • In Outlook 2010, click File > Options > click on Advanced form the left pane > Scroll down and click on the Export button
    For Outlook 2007/2003, On the main menu Click File > Import and Export…
  • Click Export to a file > click Next >
  • Select Comma Separated Values (Windows) > click Next >
  • Use the next screen to Highlight the Contacts folder and click Next >
  • Click the Browse… button to specify a location and file name for the exported contacts.
  • Click Next >
  • Click Finish.

This should now save all your contact details in the CSV file which can be used to import your contacts to any other program that supports CSV.

Did you find this tip useful? Let us know by leaving a comment below

Outlook Tip: Add Attachment to Email using Drag and Drop

By standss - Comments ( 3 ) Thursday, February 23rd, 2012

Adding attachments to email is no big deal, even beginners would know how to do this (Click on the Attachment button and browsing the file).

But the problem with this method is that there is a possibility you might forget to add the attachment to the email. Why?

Because we send hundreds of emails in a day (not all require an attachment), the most obvious sequences of steps are, open a blank email > enter the email address > subject > content > and then click Send.

If an email needs an attachment, it would likely be the last thing you will add and so there is chances you will miss it. Which means you will again have to send another email with the attachment wasting your time and maybe annoying your clients/customers.

Here is how you can use Drag and Drop to add an attachment to the email first and then enter the other details

  • Open Outlook
  • Click on the Inbox
  • Go to the location where you have saved the file you wish to attach
  • Drag and Drop the file in the Inbox.

This will now open a blank email with the attachment added. You can now enter the email address, subject (this will be the same as the name of the attachment but you can always change it), enter the content and click Send. Simple and Safe!

For those who still prefer the traditional method of adding attachment, you can try SendGuard for Outlook. This simple Outlook addin automatically prompts you if it feels that an email is missing an attachment. You can focus on the more important stuff like the email content while this outlook add on runs in the background and protects you when needed.

Did you find this tip useful? Let us know by leaving a comment below

Related Post

Your Personal Email Security Guard in Outlook

My two favourite Outlook Calendar Tips

By standss - Comments ( 5 ) Tuesday, February 21st, 2012

Many people use Outlook’s Calendar to keep themselves organized. Here are my two favourite tips on being more productive when using the calendar. Each one will take you all of 10 seconds to learn.

Enter a date without knowing the date

When you are creating an appointment, reminder or meeting request, you don’t have to enter the date… you can enter things like Next Friday or 3 Weeks Time or Next Month or Today or Tomorrow or 2 Days Time… and Outlook will automatically fill in the date for you.

I use this tip a lot myself… when I set myself reminders to follow up on Tuesday or 2 Days Time.

Outlook even knows holidays (that occur on the same date every year) so you can type Christmas 2014 or New Years Day.

Instantly move to any date on your Calendar

Need to see what’s happening on a particular date on your Outlook Calendar. Here’s an easy way to jump directly to the date.

Here’s what I have seen many people do… they switch to the Week or Calendar View and then scroll through by clicking on the tiny arrows.

Here’s what you can do… press CTRL-G on your keyword. Then simply enter the date you want to see and click OK.

(You can combine this tip with the first tip and enter phrases like Next Friday to jump to dates… without knowing the date).

Did you find these tips useful? Do you have your own calendar tips that you would like to share. Please let us know by leaving a comment.

Categories : General, Outlook Calendar Tip Comments ( 5 )

Outlook Search Tips Revisited

By standss - Comments ( 0 ) Thursday, February 16th, 2012

I set down last night to find out what were the most common problems that readers of our Outlook blog were trying to solve. I noticed that many visitors were looking for solutions to Outlook search problems or how they could use the outlook search features better.

So I thought, as part of today’s post, I will revisit some of the post related to search in Outlook.

Fixing Search Problems in Outlook 2007 and Outlook 2010

The Search functionality in Outlook 2007 and Outlook 2010 is great… unless it is not working. Most of the time rebuilding the search index clears up the problems. Unfortunately it isn’t obvious, at least not from inside Outlook, how you can do this.
Check out this post to learn How to Rebuild the Search Indexes.

Make Outlook 2007/2010 search ALL folders instead of just the current folder

Outlook (by default) searches emails in the current folder you are in. The Search results also come up with a link at the bottom to “Try Searching all Mail Items”. I find myself ALWAYS clicking on the Search All link as I rarely bother to move to the relevant folder first.
This post shows how you can force Outlook to search all mail items by default

Human-Friendly Power Searches in Outlook 2007/2010

Do you find Outlook search to be to complex, not so human-friendly. Did you know that Outlook let’s you refine your searches using human friendly English words?
This post shows you how easy, human-friendly and powerful Outlook search is.

We hope that these tips help you use Outlook search better. If you have your own Search tips, please share it with other readers by leaving a comment.

Download the Super Rugby 2012 Schedules to Your Outlook

By standss - Comments ( 1 ) Tuesday, February 14th, 2012

The Super Rugby 2012 will kick off next week (24th February), so for all you rugby fans who would not want to miss a single match, or at least not your favourite teams matches, here’s how you can download the times for all the games into your Outlook Calendar.

1. Make sure that your computer is setup to the correct time zone. This step is important to ensure that the game time gets shown at the correct time depending on where in the world you are. Go to the Windows Control Panel and open Date and Time.

Data and Time Setup

(Your screen may be slightly different depending on the version of Outlook… it may have a separate tab for Time Zone).

Make sure that the correct Time Zone is displayed i.e. the time zone of where YOU are. (I am in Fiji so the screen shot above says Fiji). Click on Change time zone if you need to.

2. Click on the link below and save the .ics file to your desktop
Download Super Rugby 2012 Schedule

3. Import the downloaded file into your Outlook by using the following steps. If you are using Microsoft Outlook 2010, click FileOpenImport. For all other versions of Outlook, click FileImport & Export.

Import and Export

4. Select Import an iCalendar (ics) or vCalendar file (vcs) from the list and click Next.

5. Use the screen that comes up to select the ics file that was downloaded in Step 1.

(You may get the following extra steps depending on the version of Outlook you are using)

Prompt

Click either Open as New or Import. (I simply imported it to my main Outlook Calendar as it then synched with my Iphone too)

The times for all the games will now be in your Outlook.

Enjoy the games and may the best team win.

Thank you Green and Gold Rugby: Source for the .ics file

Categories : General, Outlook Calendar Tip Comments ( 1 )

Outlook Calendar Tip: Archive old Calendar Appointments

By standss - Comments ( 1 ) Thursday, February 9th, 2012

If you are using Outlook Calendar to schedule your appointments/meeting, this tip will be very handy for you.

I’m sure there are others like me who use the calendar to schedule several appointments in a day, and while we are so busy with our work, who would have the time to delete all the older appointment information to keep the size of our Outlook datafile smaller.

Solution?

Setup the AutoArchive option in Outlook so that all your older appointment information which you no longer need moves to a different datafile.

How?

Here’s how you can setup the AutoArchive options:

  • From your folder list, right-click on the Calender folder for which you want to set AutoArchive > Properties
  • Click on the AutoArchive tab

    auto_archive_options

  • Click on the Default Archive Settings button. On the screen that opens, set the AutoArchive options to your preference and click OK.
  • Alternatively, you can select “Archive this folder using these settings” to enter the settings you want to use.
  • Click Apply and then OK

Now based on your settings above, Outlook will archive your calendar items which in turn will keep your Outlook datafile smaller thus less chances of it slowing down or crashing.

Did you find this tip useful? Let us know by leaving a comment below.

Related Posts

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Automatically Close Outlook Emails after Replying/Forwarding

By standss - Comments ( 2 ) Tuesday, February 7th, 2012

When you open an email in Outlook and then reply/forward, after the email is sent, the original email remains open until you close it yourself.

This is fine if you are replying to 1 or 2 emails a day (which I’m sure is not the case with most of us), but image if you have several emails to reply, having to close the email each time you do a reply and that to for no good reason is such a pain and a waste of time.

Here is how you can set Outlook so that the email is closed automatically after you reply/forward an email (saving you from an additional click each time):

In Outlook 2010

  • Click on File on the menu > Options
  • On the Left-pane, click Mail > go to the Replies and forwards section
  • Tick the checkbox for “Close original message window when replying or forwarding
  • Click OK

In Outlook 2007 and 2003:

  • Click Tools > Options
  • Under Preferences tab > click E-mail Options…
  • On the E-mail Options screen > tick the checkbox for “Close original message window on reply or forward
  • Click OK

Now when you reply or forward an email, the original email which was opened will also close automatically.

Related Post

If you’re a user of QuickFile for Outlook, it is possible to close the original email and file it along with the reply to a chosen folder.

You can refer to our earlier post Outlook Can Automatically File Reply Emails with the Original (as the reply is sent) to learn how QuickFile can file the original and the reply email in the same folder.

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