Tag Archives: email

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.

mail2

mail3

 

Check your setting look like the ones in the pictures.

Also, you must choose the folder for sent mail.

mail4

 

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.

To save emails from Outlook to a file on the PC

Lets say you have a batch of e-mails from an old client; you don’t need them on a day to day basis, but you want to save them just in case you ever need to refer to them again.  You can save the e-mails to an Excel spreadsheet, and then if you choose, the spreadsheet could be saved to a disk or an external hard drive.

To save the e-mails, go in to Outlook.  Put all the e-mails you want to save into one folder (for example called ‘Client Backup’).

On the top left of the screen (or Outlook window) click on File.
Click on Open
Click on Import
A new window opens, choose Export to File, then Next.
In the next window, chose Comma Separated Values (Windows) then Next.
In the next window, check that the folder selected is the one which contains the e-mails you want to save (so in my case ‘Client Backup’), then click Next.

Click on Browse and then navigate to where you would like to save the Excel file; give it a sensible name, and click Open.  Another window opens, click Finish.

Now, if you go and look where you saved the file, you will have an Excel spreadsheet with all the e-mails in it.  You may have to fiddle with the formatting a bit, but you now have an Excel file that you can keep on your PC or save somewhere else.

The e-mails in Outlook don’t get deleted by this process, so you will now have to go back and delete them from Outlook.

In Outlook create a distribution list by copying names from an e-mail message

To create your own copy of a distribution list, open Outlook and go to the message that you want to copy the names from.

Click the names in the To or CC box, and highlight all of the names.  Right click with the mouse, and then click Copy.

In Mail, on the Home tab, click on New Items, then click More Items, then click Contact Group. A new window will open.
In the Name box, type your name for the distribution list (eg, Friday Walkers).
Click on Add Members, and then click on From Address Book, and another new window opens.  At the bottom of this new window, click into the box to the right of Members, then right click with the mouse, then click Paste.  All your e-mail addresses should appear in the box.  Click OK.

(If at this point another window, Check Names, opens saying that Outlook does not recognise the e-mail names, click Cancel, and then navigate through your list of names replacing all commas (,) with semi colons (;).)

Now click OK, and your e-mails will appear as a list.  Now click on Save & Close.

You have saved your distribution list.  When you want to use it, create a new e-mail, and in the To field, type the name of your distribution list.  (If you click on the little plus next to it, the list will expand out to show all the names.)  Now write your e-mail as usual.

 

e-mailing photos

In Windows 7, there is a different way to e-mail photos, which is very useful.

First, find and select the photo(s) you want to send.  Looking along the options at the top of the folder or library window, chose “E-mail”.  A new window will open, allowing you to choose different picture sizes – medium is usually OK, but if you are sending a lot of photos, you may want to choose small; click Attach.  Now your mail window opens, allowing you to fill out the address, subject, and put some text in the message.  Now click Send.  Job done.

The advantage of this method is being able to choose the picture size – effectively cutting down on the size of the e-mail you are going to send.

You can send photos by attaching them to an e-mail in the normal way (create the e-mail first, and then click on Attach File (the paper clip symbol) , browse to the photo, select it, click Insert).  This method sends the photo at its original size – which may be very big!  And if you want to send several photos, you may find that the e-mail won’t go, because you have exceeded your allowed e-mail size.

Use Outlook for your work and home e-mails, and keep them separate

If you like using Outlook for your e-mails, and you want to keep your personal e-mail separate from your work e-mail, on the same PC, you can do this by setting up another Outlook profile.

Go to the Control Panel ( from the Start button).
There will be a topic for “User Accounts” – select this.
Now choose “Mail”.
Under “Profiles” do “Show Profiles”.  A new window opens, choose “Add” and follow the instructions, which should take you through setting up a new profile and adding the e-mail accounts that you want to use with this new profile.

Check the option “Prompt for a profile to be used”, and then each time you open Outlook you choose which profile to use.