Setting up a categorized contact list

Posted by Jonh Sunday, March 30, 2008 0 comments

The people that the students will be working with are from India and France, as well as from South Dakota, Oklahoma, and Idaho in the United States. There are scientists, literature teachers, soybean farmers, engineers, and nurses from each country. As the students meet with each individual for the first time to learn who they are, where they're from, and what they do, the students can add that information to their Outlook Contacts lists by using categories.

By using categories to identify each contact, students can group them easily and then create distribution lists.

To organize your contact list

  1. On the File menu, point to New, and then click Contact.
  2. Enter the name for the contact and any other pertinent information, such as e-mail address.
  3. Click Categories.
  4. Click the categories that apply to that contact.
  5. Click OK.

The students may find that they need to create new custom categories for the people they are interviewing.

To create new custom categories

  1. Select any item in the Contacts list.
  2. On the Edit menu, click Categories.
  3. Click Master Category List.
  4. In the New category box, type a name for the category.
  5. Click Add.
  6. To create more categories, repeat steps 4 and 5.
  7. Click OK twice.

To view contacts by category

  1. On the View menu, point to Arrange By, and then point to Current View.
  2. Click By Category.
Now the students can see their interview contacts by category, and they can use this view to help them create distribution lists. Distribution lists are a great way to send e-mail messages efficiently to groups of people without having to add each person to the To line individually. The students can create a distribution list for each category.


Get Word Help from Outlook

Posted by Jonh Wednesday, March 26, 2008 0 comments

  1. With Microsoft Word set as your e-mail editor, create or open a message.

You are now using Word from within Microsoft Outlook.

  1. Type your question in the Ask a Question box, or on the Help menu, click Microsoft Word Help.

To return to Outlook Help, click Mail in the Navigation Pane (Navigation Pane: The column on the left side of the Outlook window that includes panes such as Shortcuts or Mail and the shortcuts or folders within each pane. Click a folder to show the items in the folder.) to switch back to Outlook, and then type a question in the Ask a Question box.

If you don't currently have Word set as your e-mail editor, you can do so now.

Do one of the following:

Turn Word on or off as your default e-mail editor for all new messages

  1. From the main Outlook window, click the Tools menu, click Options, and then click the Mail Format tab.
  2. Select or clear the Use Microsoft Word to edit e-mail messages check box.

Turn Word on as your e-mail editor for one new message

· From the main Outlook window, on the Actions menu, point to New Mail Message Using, and then click Microsoft Word (message format).

Turn Word on for viewing all Outlook Rich Text formatted messages

You may want to set this option if you often receive the message "This message contains formatting that is best viewed with Microsoft Word. Click here to display in Word."

1. From the main Outlook window, click the Tools menu, click Options, and then click the Mail Format tab.

2. Select the Use Microsoft Word to read Outlook Rich Text e-mail messages box.

Archive e-mails

Posted by Jonh Wednesday, March 19, 2008 0 comments

Archive e-mails with other electronic documents

File all electronic documents including e-mails for a project in one place after the project is completed

When a project is complete, you may want to file all electronic documents for the project away in one place (most probably zipped up to save space)

You can export all e-mails for a project easily into a separate PST file if you have been using the Project based e-mail filing system outlined in this book.

1. Click File-Import & Export.

2. Choose Export to a file and click Next.

3. Choose Personal Folder File (PST) and click Next.

4. Use the next screen to select the folder that contains your project e-mails.

5. Tick Include Subfolder if appropriate.

6. Click Next.

7. Click the Browse button to select a folder and enter a NEW filename. This is the file in which your e-mails for this project will be saved.

8. Click Finish.

Even after exporting e-mails, I prefer to keep the e-mails in Outlook as well. However I separate my completed projects from active projects.

To do this I have a separate top level folder called Completed Projects. When a project is completed I drag its Project folder out of the Active Project folder and into the Completed Projects folder

Get more click Microsoft Outlook

How to Configure Outlook

Posted by Jonh Monday, March 17, 2008 0 comments

Generic Instructions:Note: An example account name was used through the instructions. Please substitute your POP3 email address information for the account used in the instructions.

The example address is: Account name is: name@domain.comDomain is:

Configuration Steps:
1. Start your email program.
2. Find the Options/Accounts menu where you can input a new account. Look for key words such as your incoming/POP3 Server or outgoing/SMTP Server.
3. Go through the steps to add a new account to your email program, so that whenever you check mail using this email program it will check your POP3 email account.
4. When you are asked to enter specific information regarding your new account, use the following as a reference:
Your Name: Enter your name as you'd like it to appear in the From field on your emails. User name/Account Name/Subdomain/Alias: Enter the whole email address ( address: Enter your POP3 email address .Incoming/POP3 Server name: POP3.ChangeIP.comOutgoing/SMTP Server name: SMTP.ChangeIP.comPassword: Enter your POP3 account password.
5. If you are unsure about what to enter in a specific field within your email program, please email Please include your email program name, your domain name, and the areas that you are unsure about so that we can help you solve the problem.

Follow the steps detailed below to use Microsoft Office Outlook to send/receive Email.
Start Microsoft Office Outlook On the Tools menu, Select EMAIL ACCOUNTS.
Select ADD NEW E-MAIL A/c and click NEXT
Choose POP3 and click NEXT.
Enter NAME of COMPANY OR PERSON and Add E-mail Address [] .
Specify USER NAME as Complete email account for E.g.:, Enter PASSWORD: ****** and Select On REMEMBER PASSWORD [If you wish to avoid entering password every time] – Recommended
Go to MORE SETTINGS choose Outgoing Server, select My Outgoing Server Requires Authentication.
Further Select the 2nd point, "LOG On Using" and specific user name as ( and Enter password and check Remember Password for your convenience and Click "OK".
Your Email account is successfully incorporated - to check this click on Test Settings. You should not get any error in this test and a test mail will be received in your Inbox in some time.
Once All tests are completed successfully. Click Close to continue and then Next.
Click Finish to save the settings you have made.
Click send/receive mails to get a test mail from Microsoft Office Outlook Test Center.
You have successfully incorporated your email account with Microsoft office Outlook.

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Outlook Support,Outlook Help

Outlook TroubleShoot Help

Posted by Jonh Monday, March 10, 2008 1 comments

I can't access the content on Microsoft Office Online.

To access content on the Microsoft Office Online site, you must have access to the Internet (Internet: A worldwide network of thousands of smaller computer networks and millions of commercial, educational, government, and personal computers. The Internet is like an electronic city with virtual libraries, stores, art galleries, and so on.), and you must have an Internet account through an Internet service provider (ISP) (ISP: A business that provides access to the Internet for such things as electronic mail, chat rooms, or use of the World Wide Web. Some ISPs are multinational, offering access in many locations, while others are limited to a specific region.).

To test your Internet connection, click Microsoft Office Online on the Help menu. This will open the Microsoft Office Online Web page in your browser. If you are able to connect this site, but are unable to see links to Microsoft Office Online in your program, check your online content settings by doing the following:

  1. On the Help menu, click Microsoft Help to display the Help task pane (task pane: A window within an Office application that provides commonly used commands. Its location and small size allow you to use these commands while still working on your files.).
  2. Under See also in the task pane, click Online Content Settings.
  3. In the Service Options dialog box, make sure the Show content and links from Microsoft Office Online check box is selected, and select any additional online content check boxes you want.

If you are unable to connect to the Microsoft Office Online site, one of the following may be your problem:

  • The settings to connect your computer to the Internet might not be correct. To make sure they are, do the following:
    1. In the Windows XP Control Panel, click Network and Internet Connections and then click Internet Options.

In the Windows 2000 Control Panel, double-click the Internet Options icon.

Password Protect Outlook

Posted by Jonh Wednesday, March 5, 2008 5 comments

Currently there is no way to password protect Outlook on startup or to lock Outlook if you need to quickly walk away from your computer other than by using your Microsoft Windows® logon password or by using third-party software written specifically to password protect Outlook. However, you can set a password on your Personal Folders file (.pst) (Personal Folders file (.pst): Data file that stores your messages and other items on your computer. You can assign a .pst file to be the default delivery location for e-mail messages. You can use a .pst to organize and back up items for safekeeping.). If you use an Internet e-mail account in Outlook, such as a POP3 (POP3: A common protocol that is used to retrieve e-mail messages from an Internet e-mail server.) or HTTP (HTTP (Hypertext Transfer Protocol): Protocol that is used when you access Web pages from the Internet. Outlook uses HTTP as an e-mail protocol.) account, your e-mail messages are delivered to a .pst data file on your computer's local hard disk. You can use a password on your .pst file to help prevent accidental intrusion by other people whom you share your computer with.

  1. On the Go menu, click Folder List.
  2. Do one of the following:
    • If you have a POP3 e-mail account, right-click the Personal Folders folder, and then click Properties For "Personal Folders" on the shortcut menu.
    • If you have an HTTP e-mail account (not supported in Outlook 2000), such as MSN® Hotmail®, right-click the Hotmail folder, and then click Properties For "Hotmail" on the shortcut menu.
  3. On the General tab, click Advanced.
  4. Click Change Password.
  5. In the Change Password dialog box, type your new password and verify it by typing it a second time. The password can be up to 15 characters.

Note Use strong passwords that combine upper- and lowercase letters, numbers, and symbols. Weak passwords don't mix these elements. Strong password: Y6dh!et5. Weak password: House27. Use a strong password that you can remember so that you don't have to write it down.

  1. Make sure that the Save this password in your password list check box is cleared. This prevents the password from being cached, and you need to type the password each time you run Outlook. Don't forget the password.
  2. Click OK three times.

When you click the e-mail account folder, you will be prompted for your password. After you gain access, you won't have to enter the password again for that session. If you exit and then restart Outlook, you will be prompted for the password when you click the e-mail account folder.

Important The .pst password feature is not intended to provide security against hackers. It is just a way to prevent inadvertent intrusion by other people whom you trust and share your computer with, such as at home with your family. A more secure way of protecting your data on a computer that you share with other people is to create a password-protected Windows user account for each individual using the computer.


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