Tip 916: Using Additional Addresses with Hotmail Live | Outlook Daily Tips
Hotmail allows you to configure additional addresses in your account, and you can set one as the default for new messages and replies. Alternatively, you can choose which address is used for replies. When you have more than one email account, you can have all mail delivered to a Hotmail account and reply from the additional addresses. An Outlook user had a question about this feature: I have two email addresses, example: me@live.com me@my-doamin.com I setup the domain to forward all mail to me@live.com. I also have setup me@my-domain.com as a secondary email address in Hotmail. When I log into Hotmail and compose a message, I can choose this address. How configure the Outlook Connector to use the secondary address? When you download the mail into Outlook, Outlook always replies using the account that downloaded the message, in this case, the Hotmail account. If you use POP3 for Hotmail, you can configure a different From address but the Connector will always use the Hotmail address. You can set a different reply address in the Connector, but that is used when people reply to messages you send. Messages are always sent with the Hotmail Live address as the From address. Note that the [...]
The first step to fix a profile is to open the profile outside of Outlook. To do this, you need to "open Control Panel, Mail" but Windows hides the Mail icon in a Control panel group and many users can’t find it. For this reason, we recommend users open the Control Panel and type Mail in the search field, or switch to classic or Icon view. Note: if you use a 32-bit version of Outlook 2010 on 64-bit version of Windows, the Mail icon is labeled “Mail (32-bit). Windows 7 In Windows 7, you can find Mail (or Mail (32-bit)) one of three ways: Search for Mail (1) Switch to Icon view (2) and look for it Look in the User Accounts and Family Safety category (3) My preference is using Search, in part because it works in all Windows versions. I can type Mail in the Start menu’s search field and if it’s not listed in the results on the Windows Start menu, I can click on the Control panel heading to find it. Note: When you type Mail in the Start menu’s search field, if the Mail applet doesn’t come up, click the Control Panel heading to restrict [...]
In Outlook 2007 and older, users could open an item then go to File, Properties and view a dialog that included archive options, importance and sensitivity settings, and the sent, received, and modified times.
In Outlook 2010, the properties dialog is the Message Options dialog – it has archive options, importance and sensitivity settings, expiration settings, contact and category options, Internet header, and read receipts requests, but not the modified time.
While you can create a custom view to display the modified time, its generally easier to use the properties dialog to view it.
To view the old Properties dialog, you’ll need to customize the ribbon.
- Open an item – if you want to view the properties of an appointment, open a new or existing appointment – and go to its File, Options, Customize Ribbon (or Quick Access Toolbar).
- Select All Commands from the Choose Commands From menu at the top of the dialog.
- Click in the list below and hit Q on the keyboard to jump down the list, then look for Properties 3 or 4 entries up from the first Q command.
- There will be 3 “properties” (2 for the QAT) – you want the plain old “Properties” command.
- Select it and click Add to add it to the ribbon or QAT.
That’s all there is too it. You’ll need to repeat for each item type (contacts, tasks, etc) where you need to use the Properties dialog.
Keyboard Shortcuts
A question from a user this morning got me thinking. He said his toolbar disappeared and to create a new email message, he selects an old sent message and replaces the contents with new. When he needs to delete a message he right clicks and chooses delete because the X button is missing.
Yikes. You can accomplish that using two of the easiest to remember keyboard shortcuts, ones we should all be using: Ctrl+N for new item, Del to delete (or Ctrl+D).
How well could you manage in Outlook if your toolbars disappeared or your mouse died? While you can do everything in Outlook (or Windows) with just a keyboard, some things are easier to navigate with a mouse. However, most of us are overly dependent on the mouse, and use menus and toolbar buttons even though the common, easy to remember keyboard shortcuts are faster. (Myself included!)
The following is a (very) short list of some of the most popular, useful, and easy to remember keyboard shortcuts – ones we should be using more often. There are a lot more keyboard shortcuts but this is a good starting point.
Ctrl+N will get you a new item form in any folder. If you’re in a mail folder, it will be a new message form, in the calendar, a new appointment form. Use Ctrl+Shift+M for new Mail when looking in any folder, Ctrl+Shift+A for new Appointment, Ctrl+Shift+C for new Contact, Ctrl+Shift+N for Note, or Ctrl+Shift+J for Journal. If you have texting configured in Outlook 2010, Ctrl+Shift+T is a new text message. Notice the pattern? Tasks and Meetings break the pattern as you’ll use Ctrl+Shift+K for a new task and Ctrl+Shift+Q for a new meeting. Oh well, the most used items – mail, appointment, and contact are easily remembered.
To save, press Ctrl+S. Use Alt+S to send an email, meeting or task request. Note that Alt+S will save contacts, appointments, and tasks.
Want to delete the selected message? Use the Delete key. Ctrl+D will also work. Both are much faster than switching to the Home tab to click the Delete button. (I did that last week on my tablet. My excuse – no keyboard. I added the delete command to the QAT to speed it up.)
Reply? Ctrl+R, or Ctrl+Shift+R to reply all. Forward is Ctrl+F. More patterns. 
Copy cut, paste and select all work in most Windows programs (Ctrl+C, X, V and A). Oh, and Ctrl+P for print.
Want to initiate a send and receive? Use F9.
Alt+F4 will close the current window (this is a windows shortcut and works in most programs).
Alt+F1 toggles the navigation pane off, on, and minimized. Alt+F2 does the same for the To-Do bar.
Use Tab and Shift+Tab to roll forward and backward between the panels – navigation pane or folder list, to message list, to reading pane. (This is one place where a mouse can win the speed race.)
Ctrl+1 jumps to the mail module, while calendar is ctrl+2, contacts are 3. Ctrl+6 is the folder list. Ctrl+4, 5, 7, and 8 (9 if you use BCM) cover the rest of the navigation pane modules.
If you are looking at your day, week or monthly calendar, Alt+ 0 thru 9 (or, 1 through 0) displays the next 1 to 10 days. A question from a user this morning got me thinking. He said his toolbar disappeared and to create a new email message, he selects an old sent message and replaces the contents with new. When he needs to delete a message he right clicks and chooses delete because the X button is missing.
Yikes. You can accomplish that using two of the easiest to remember keyboard shortcuts, ones we should all be using: Ctrl+N for new item, Del to delete (or Ctrl+D).
How well could you manage in Outlook if your toolbars disappeared or your mouse died? While you can do everything in Outlook (or Windows) with just a keyboard, some things are easier to navigate with a mouse. However, most of us are overly dependent on the mouse, and use menus and toolbar buttons even though the common, easy to remember keyboard shortcuts are faster. (Myself included!)
The following is a (very) short list of some of the most popular, useful, and easy to remember keyboard shortcuts – ones we should be using more often. There are a lot more keyboard shortcuts but this is a good starting point.
Ctrl+N will get you a new item form in any folder. If you’re in a mail folder, it will be a new message form, in the calendar, a new appointment form. Use Ctrl+Shift+M for new Mail when looking in any folder, Ctrl+Shift+A for new Appointment, Ctrl+Shift+C for new Contact, Ctrl+Shift+N for Note, or Ctrl+Shift+J for Journal. If you have texting configured in Outlook 2010, Ctrl+Shift+T is a new text message. Notice the pattern? Tasks and Meetings break the pattern as you’ll use Ctrl+Shift+K for a new task and Ctrl+Shift+Q for a new meeting. Oh well, the most used items – mail, appointment, and contact are easily remembered.
To save, press Ctrl+S. Use Alt+S to send an email, meeting or task request. Note that Alt+S will save contacts, appointments, and tasks.
Want to delete the selected message? Use the Delete key. Ctrl+D will also work. Both are much faster than switching to the Home tab to click the Delete button. (I did that last week on my tablet. My excuse – no keyboard. I added the delete command to the QAT to speed it up.)
Reply? Ctrl+R, or Ctrl+Shift+R to reply all. Forward is Ctrl+F. More patterns.
Copy cut, paste and select all work in most Windows programs (Ctrl+C, X, V and A). Oh, and Ctrl+P for print.
Want to initiate a send and receive? Use F9.
Alt+F4 will close the current window (this is a windows shortcut and works in most programs).
Alt+F1 toggles the navigation pane off, on, and minimized. Alt+F2 does the same for the To-Do bar.
Use Tab and Shift+Tab to roll forward and backward between the panels – navigation pane or folder list, to message list, to reading pane. (This is one place where a mouse can win the speed race.)
Ctrl+1 jumps to the mail module, while calendar is ctrl+2, contacts are 3. Ctrl+6 is the folder list. Ctrl+4, 5, 7, and 8 (9 if you use BCM) cover the rest of the navigation pane modules.
If you are looking at your day, week or monthly calendar, Alt+ 0 thru 9 (or, 1 through 0) displays the next 1 to 10 days.
Users who create templates in Outlook 2010 are discovering that the resulting messages are converted to plain text when sent using a SMTP server. (Users with Exchange servers are not affected.)
We have two solutions until this bug is fixed. I think the easiest fix is to save the design as Stationery instead of a template. The first time its used, select it from New Items, Email Message using… More Stationery but after that it will be listed at the top of the New Items, Email Message using… flyout. If you need to use a template, set the contact to always use rich text.
If you save the design as stationery, you’ll need to save it in HTML format in the Stationery folder under your user account so it will be listed in the Stationery picker. An easy way to access this folder when saving the template is to type %appdata% in the filename field and press Enter then browse to the Microsoft\Stationery folder.
This should be the last tip (for a long time) on the subject of Outlook 2010’s change in behavior with editable attachments. Last week I mentioned some VBA you can use if you need to edit an attachment and save it back to the message. Someone discovered an easier method: open the message, put it into edit mode then open the attachment and edit.
For easiest access to the Edit Message command, add it to the QAT. If you need help with this, instructions and a video tutorial are here: http://www.slipstick.com/outlook/ol2010/readonly_attach.asp
Also – following up to an earlier tip about BCM 2010, users who need it can download it from
http://office.microsoft.com/en-us/products/download-business-contact-manager-for-outlook-2010-FX102040110.aspx
Some Outlook 2010 users are having ‘issues’ with Outlook’s new ‘default’ account behavior when multiple accounts are delivered to different data files. Outlook uses the email address assigned to the data file you are currently working in as the default for new mail. This is creating problems for IMAP users who have POP3 accounts delivered to the default *.pst (which is required for IMAP accounts) when they want the IMAP account used as the default for sending.
Someone wrote a macro that always uses the default account. (Outlook 2010 Macro to use the Default Account ) Or you can add or edit a registry key to force the user to select an account every time they send a new message. (Replies and Forwards always use the account the message arrived on.) This will also work for people who multiple accounts and frequently accidently send using the wrong account.
HKEY_CURRENT_USER\Software\Policies\Microsoft\Office\14.0\outlook\options
Value Name: ForceAccountSelection
Value type: REG_DWORD: 1 for force, 0 to disable.
Many Outlook 2007 and 2010 users have discovered when setting up a rule that replies with a template that it returns a “rules in error” message.
The problem? Using HTML message format for the template. Use plain text format when you create the template and it should work just fine.
When you use Outlook 2003 with Word as your editor or Outlook 2007 / 2010, you can assign a signature to each account and Outlook will use the correct signature when you change accounts.
In Tools, Options, Mail format tab, Signatures (Outlook 2003/2007) select *each* account from the dropdown account list and assign a signature. In Outlook 2010, go to File, Mail, Signatures and assign a signature to each account.
The most common cause of signatures not working as expected is not assigning a signature to each individual account. If you don’t want a signature on an account, make a blank signature that contains just – (two dashes) at the top and select it instead of (none). This allows the signature switch to work with very account change.
I recommend using – (two dashes) at the beginning of every signature because it shows you where the signature begins. This helps to avoid another common problem: typing in the signature block. When you type in the signature block, spell check doesn’t work and changing accounts after composing the message deletes the message with the signature changes.
A popular request is the ability to open Outlook Express & Live Mail’s *.eml files in Outlook. If you have Outlook 2010, it supports opening *.eml files. If you use Outlook 2007, you can open them if you have either a hotfix or SP2 installed.
After installing the hotfix or SP2, you’ll need to edit the registry to enable it.
- Open the registry editor – press Windows key + R to open the Run dialog then type regedit and press Enter.
- Browse to the following registry subkey:
- HKEY_CLASSES_ROOT\Microsoft Internet Mail Message\shell\open\command
- Right-click on (Default) then click Modify.
- Type (or copy and paste)
“%ProgramFiles%\Microsoft Office\Office12\OUTLOOK.EXE” /eml “%1″
then click OK and exit the registry editor.
For more information and links to the hotfix, see
Files that have the .eml file name extension do not open in Outlook 2007
http://support.microsoft.com/kb/956693
