Tag Archives: outlook

Synchronizing across devices

I have a Blackberry Q5 smartphone (running OS10), an ipad, a PC running Windows 7 and a lap top running Windows 8.  I was synchronizing my phone with Outlook on my PC to sync calendar and contacts, and then syncing my ipad with Outlook by connecting to itunes on the PC.

I created a new email address <<myname>>@outlook.com, and set that up on all my devices, set to synchronize contacts and calendar, and now everything is in sync, all the time!  Lovely!


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

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.


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.

Printing address labels with Word

This assumes you already have a list of addresses that you want to print on to labels; the list can be in excel, or the addresses can be from your Outlook contact list if you use that. (If you are using a list from excel, the first row of the list needs to be headings – such as “Title”, “First Name”, “Second Name” etc.)
Open Word
Click on “Mailings” on the top ribbon
Click on “Start Mail Merge” on the top ribbon
Click on “Labels” in the drop down menu
A box opens with types of labels.
If you know the make and type of the labels you are going to use, you can choose from the list provided – so for example, you choose “Avery” and then you can choose the particular type you have, click OK and Word will know how to lay the page out for you.
If you don’t know anything about the labels you are going to use, but you have a sheet in front of you, then you can set it up yourself. Choose “New Label” and the box changes to a box where you can enter all the measurements from your sheet. So, with the aid of a ruler, measure up your sheet of labels, and enter the data into the box. Give the label a name you will recognise (such as My Xmas Labels) and click OK. When you come to do this again, your custom label layout will be saved, and you can choose to use it again by selecting your “My Xmas Labels”.
Click on “Select Recipients” (on the top ribbon)
Click on “Use Existing List”
Click on your file with addresses in it  (your spreadsheet, or Outlook)
Click “open”
Now you should see lots of <<Next Record>>
Click on “Edit Recipient List” (on the top ribbon)
make any changes, like removing any addresses you don’t need, then click “OK”
Click on “Address Block” (on the top ribbon)
A new box opens, it should be showing one of your addresses. If the address looks fine, then Click “OK” – you can use the arrows just above to cycle through a few addresses.  If they are not looking how you would expect, you may need to use the “Match Fields..” option.  When you click on “Match Fields” another dialogue window opens, follow the instructions.  (For instance, using the examples above, the Last Name field needs to be matched to my heading “Second Name”.)  When you have finished matching fields, click “OK”, then click “OK” in the other window.
You should now get <<Address Block>> in the first field on your page (top left).
Click on “Update Labels” on the top ribbon (just right of centre, nearer to the bottom of the ribbon)
Click on “Preview Results” (on the top ribbon)
Hopefully, you see a page full of the addresses that you want to print.
Now, with Word 2010, what I have found is that the addresses look too spaced out, and they are not going to fit on the labels I set them up for! If this happens, go to the Home tab, and do CTRL + A (hold the control key, and hit the letter A, then let go of both) to select the whole document. Looking at the top ribbon, where the Styles selections are, change the style from “Normal” to “No Spacing”. This should do the trick.

The preview will only have generated the first page of labels, so now, to finish off, you need to click on “Mailings” on the top ribbon, then click on “Finish and Merge” on the right of the ribbon. A drop down menu will open, choose “Edit individual documents”; a new box opens, called Merge to New Document, which should have “All” selected; click OK.  This will create all your labels.

You are now ready to print your labels.
At this point, I usually print the first sheet of labels on to a normal piece of paper and then compare it with my sheet of labels to see if everything looks as if it’s going to fit OK.
If everything looks fine, put your labels in the printer, and print!

If you think you may need to print these addresses again, on to the same size labels, then save this file (by doing Save As under the File menu) as “mylables” (or something meaningful to you). When you want to print them again, open this file. In older versions of Word, the file will open with your addresses already in place, and you can just print them again. In Word 2010, when you open the file a box opens asking if you want to run an sql command – say Yes – and your labels will appear. Now you can print.


Printing addresses on envelopes

So, you’ve got your Christmas card list – and you’d like to print  envelopes with the addresses.  If your address list is in an excel spreadsheet, or if you use Contacts in Outlook, you can use “Mailings” in Word 2010 to set up and print your envelopes.

This is only going to work if all your envelopes are the same size – if you are using various shapes and sizes, you’ll be better off printing on to address labels (this will be the subject of another post).

Open Word
Click on “Mailings” on the top ribbon
Click on “Start Mail Merge” on the top ribbon
Click on “Envelopes” in the drop down menu
A box opens with sizes of envelopes – choose the envelope size you’ve got, and click “OK”
Click on “Select Recipients” (on the top ribbon)
Click on “Use Existing List” in the drop down menu.
Click on your file with addresses in it – your spreadsheet, or Outlook
Click “open”
Click on “Edit Recipient List” (at the top)
make any changes, like de-selecting someone, then click “OK”
Now, Click on the blank white page (which is your envelope), towards the middle and slightly nearer to the bottom. Hopefully, you get the outline of a box, and the cursor is inside the box. The cursor is indicating whereabouts on the envelope the address will print. So you don’t want it at the top left, say!
Click on “Address Block” (on the top ribbon)
A new box opens, it should be showing one of your addresses. At this point, if your addresses are coming from an Excel spreadsheet, you may need to use the “Match Fields” option – you need to map the fields to the ones which correspond to your spreadsheet column headers.  When you have finished matching the fields, click “OK”.
You should now get <<Address Block>> roughly in the centre of the envelope.
Click on “Preview Results” (on the top ribbon)
Hopefully, you see an envelope with an address you recognise, roughly in the middle!
Click on “Finish and Merge”
Click on “Edit individual documents”
When box opens, select “All” then “OK”
…and hopefully you should see lots of envelopes with addresses……. Now, we just have to print them!!