Category Archives: Outlook

On a Mac, saving emails from Outlook to a folder

If you use Outlook on a windows PC you can export a folder of emails to a spreadsheet.  So, for instance, if you have correspondence that you want to keep but don’t need to refer to much, you can export to a spreadsheet and delete the files from Outlook.

If you are running Outlook on a Mac, you don’t have that option – the only thing you can do is export all your emails to a file.

On a Mac, the best, and easiest thing to do is:
Create a new folder (on the desktop, or wherever you like)
Drag and drop emails from Outlook to the folder (you can do this one at a time, or you can select multiple messages), then delete the emails from Outlook.

When you look at the emails saved in the folder, they will have lost some of their formatting, but all the important information is intact, so you have a record of the correspondence.

By the way – this will also work on Windows.

How to save BT emails

If you have a btinternet email address, and you have been accessing your emails on the internet (so not using a mail client like Outlook), and you decide to switch your ISP, you are in danger of losing all your historic emails.

This is the only way I have found to keep all your historic emails: first you need to get the emails into Outlook, and once you have done that, you can save them all in a .pst file on your PC.  Then you can keep them for as long as you want.

To set up Outlook to pick up your emails:

Open Outlook
Click on the File tab then click on Add Account.
Fill in your details on the page, and then tick the box marked Manually configure server settings or additional server types.
Choose Internet E-mail – This will bring you to the screen below.  Fill in the details using your name, and your bt account and password.

Email settings

Email settings

Now click on More Settings…. and you get the pages below.




Check your setting look like the ones in the pictures.

Also, you must choose the folder for sent mail.



So, once you have done that, and clicked Finish, you should find that all your emails are copied across into Outlook, in the same folders that you had set up on bt.  It may take a while.

Although all the emails have now (hopefully) been copied into Outlook, they will still all disappear when BT deletes your account, so now you need to save them to a pst file.

In Outlook, click on the Home tab.  Just below the tabs, click on the New Items icon.  Choose More Items, then choose Outlook Data File.  A new window opens, make sure Outlook Data File (.pst) is selected. Click ok. A new window opens, with the save location for the .pst file.  You can change this location if you want to.  Click ok.  My Outlook Data File will appear in the list of Mail folders. Drag the folders containing the BT emails onto My Outlook Data File.  This may take a while! All the emails will be copied, and once it’s done, they are saved on your PC and you can look at them any time using Outlook.

Printing Address Labels from Outlook contacts

This is a useful way of printing address labels from Outlook contacts if you’ve got a batch of labels to do; it’s a bit long winded just for one or two.  (I’ve never found a quick way to do just a single label; I use copy and paste.)

An earlier post
Printing Address Labels with Word
goes through the steps for printing address labels, but if you have several different folders of contacts within Outlook, that method may not let you choose the folder containing the contacts you want.  For instance, you might have contacts in a Work folder and in a Home folder, and you wish to print labels for one or the other.

So, open Outlook.  Select the contacts folder that you want to use, then click on Mail Merge in the top ribbon.  You get a dialog box (like the one below), choose Mailing Labels at the bottom, then click OK.

Mail Merge Contacts

Then you get something like this:

outlook2Click Setup, and you get to choose your labels, then click Close.

You now get a Word document set up with lots of blank labels, and you need to go through the process of Edit Recipient List, Address Block, Match Fields, Update Labels, Finish and Merge.  For detailed instructions on all of this, please see my post
Printing Address Labels with Word