Outlook Tips

Learning Microsoft Outlook One Tip At A Time

Diane Poremsky [Outlook MVP]

Tips Archive

Tip 570: Backup Email

The easiest way to backup your email, calendar, and contacts is to copy the PST but finding it is a problem for many people, in part because it’s in a hidden folder. From Outlook, go to File, Data File Management. Select the default PST and click Open folder. This PST will be selected in the Explorer window. You’ll need to close Outlook and wait a few minutes before you can … [Read more...] about Tip 570: Backup Email

Tip 569: Oops, Marked all as Read

It happened to all of us at least once or twice: we accidently mark all messages as read, rather than just one.  Unfortunately there isn't an 'undo' command. The Modified date field is not affected either, so it’s mostly impossible to know which messages were marked read.You can sort by the icon column and mark all opened (but not forwarded or replied) messages as unread.  … [Read more...] about Tip 569: Oops, Marked all as Read

Tip 568: Filter File Types

An Outlook user wants to know if he can add more file types to the All Files (*.*) filter. This is not possible, but you don’t need to add more file extensions to the list to filter by extensions. You just need to type the extension in the file name field and press enter to filter the list. For example, if you want to see only PDF files, type *.pdf and press Enter. You can … [Read more...] about Tip 568: Filter File Types

Tip 567: Add Comments to Email

If you use Outlook 2007, you can add comments to an HTML or RTF email, using the same Reviewer comment used with Word. (It doesn’t work with plain text. Outlook 2010 or Outlook 2013.)You need to be in Edit mode (Other Actions button, Edit message) then select a word or phrase and Ctrl+Alt+M to insert a comment.If you reply to the message after inserting the comment, it … [Read more...] about Tip 567: Add Comments to Email