20 Essential Tricks Every Outlook User Needs to Know
Posted 10/28/09 at 12:00:00 PM by Paul Lilly
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Are you stuck using Outlook at work? We feel your pain. Compared to the alternatives, like Mozilla's light-weight and customizable Thunderbird client, Outlook is slow, bloaty, and downright unwieldy. Add to the fact that it isn't free and Outlook doesn't appear to have much going for it.
But whether you use Outlook because you have to or have grown accustomed to its interface and are reluctant to switch (or maybe you just want to justify the cost of Microsoft Office), we have some tricks to help you manage your email and contacts like a pro. After all, if you're going to use Outlook, no matter what the reason, you might as well get the most out of it, and we're here to help you do just that.
Live on the Edge: Access Blocked Attachments
When it comes to security, we don't condone throwing caution to the wind, and so we're content to let Outlook block file types it deems potentially harmful. But maybe you have a legitimate reason for wanting to receive .txt and .exe file attachments, or maybe you'd rather rely on your own good sense rather than let Outlook make that judgment call for you. No matter what the reason, you can configure Outlook to let through any file types you specify, just be warned that by doing so, you're also making it a little easier for malware writers to gain access to your machine. if you're okay with that, then keep reading.
You'll need to dip inside your system's registry, so if you're running Vista or Windows 7, bring up the Start menu and type Regedit. XP users can get there by going to Start>Run and typing in Regedit.
Navigate to HKEY_CURRENT_USER\Software\Microsoft\Office\12.0\Outlook\Security if you're using Outlook 2007. Outlook 2003 and 2002 users will navigate to the same general location, but instead of 12.0, change the folder to 11.0 and 10.0, respectively.
In the right-hand pane, right-click and select New>String value and name it Level1Remove. Finally, double-click the new string and in the Value data field, enter the file extensions you wish to allow, separating the entries by a semicolon.
For the change(s) to take effect, you'll need to close and re-launch Outlook. Once you do, you'll be able to receive whatever types of file attachments you indicated above. Just be warned that you're now more susceptible to malware, so be absolutely certain the file you're downloading is legit. It also doesn't hurt to scan any downloads with your antivirus program.
Integrate Your Twitter Account
One of the great things about Twitter from a usability standpoint is its ability to be updated from a multitude of sources, and Outlook is no exception. The integration comes courtesy of TwInbox (formerly known as OutTwit), which allows you keep your followers in the loop, 140 characters at a time.
To use it, download the free plug-in here and install it. The next time you fire up Outlook, you'll see the TwInbox toolbar added to your client. Click on the TwInbox pulldown menu and select options, then enter in your Twitter account credentials.
Before hitting the OK button, be sure to configure the other tabs as well. Under the Receiving tab, for example, you can setup TwInbox to place incoming Twitter messages in whatever folder you want, as well as assign color categories to new messages. If you're a heavy Twitter user, you may want to have TwInbox fetch new messages every minute -- the shortest interval available -- or once every hour if you're a casual user. You can also have TwInbox automatically shorten URLs with TinyURL, though we'd prefer if the service used bit.ly instead.
When you're ready to post a new update, just punch the New button and type in your message (you can add pics this way too). In the upper-right corner, you'll see how many characters you have remaining. Pretty slick, eh?
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Submitted by Neha Mohan on Thu, 10/29/2009 - 11:43am
Nubli that recently launched at DEMO 09 has become a life saviour for managing voluminous inboxes on outlook. It automatically prioritizes your emails into high, medium and low buckets helping you focus on your important emails. Its automated tagging feature helps you organize your inbox so that there is no clutter. It also has a dashboard which summarizes your To- Dos and Action Items so you are productive. So download Nubli and organize your business email
Outlook Attachments
Submitted by ourss96 on Thu, 10/29/2009 - 5:46am
I've been using an Outlook Plugin to manage access to the Outlook attachments (that our Exchange server lets through, such as Access files). Easier than editing the registry. It was free when I downloaded it. YMMV!
http://www.slipstick.com/outlook/esecup/getexe.asp
Submitted by fry on Wed, 10/28/2009 - 2:50pm
I only recently switched to Thunderbird from Outlook. Frankly, I was never unhappy with Outlook, but it's tied to Windows and I need a multiplatform email client.
Submitted by larrl on Wed, 10/28/2009 - 11:52am
Outlook is a fine tool, especially in an enterprise environment. For those of us who don't care about attaining "leet" status, it works just great. I think many corporate users would agree that "synching our IPhones" is not our first priority.
Submitted by Ashlea on Wed, 10/28/2009 - 11:30am
My favorite Outlook keyboard shortcut is CTL + Enter to send an email. Once I'm done typing a message, I find it much more convenient to use a keyboard shortcut to send the message rather than having to use my mouse to click the send button.
Submitted by Scootiep on Wed, 10/28/2009 - 11:09am
Thanks for the info on setting up polls. I never messed with this before but was actually able to use it to determine this years christmas party location. I always love theseuseful tip reviews you guys post.
To start press any key...ohh, where's the "Any" key. - Homer Simpson
Submitted by ddimick on Wed, 10/28/2009 - 10:28am
I'm a big fan of Xobni (inbox spelled backwards if you can't remember the funky word) and have been using it for a year or so now. I find that Google Desktop search and Xobni fill in each other's gaps nicely.
Submitted by barfly711 on Thu, 10/29/2009 - 8:19am
Wow, how does having two search tools index your hard drive constantly impact your performnace? That sounds like an awful idea.
Google calendar sync
Submitted by Modred189 on Wed, 10/28/2009 - 10:05am
For anyone with a google account that they use the calendar, google calendar sync is priceless, and really does belong on this list!
Submitted by MleB on Wed, 10/28/2009 - 9:32am
Outlook? Lotus Notes? Really? People / Companies still use these programs? How 1995 can you get?
Terrible, top-heavy programs with little in the way of a gratifying user experience or decent GUI, I am stunned these programs are still in use. Granted, corporate ennui and an apparent lack of alternatives (that don't dangerously function entirely 'in the cloud') certainly prevent a move, but I continue to be gobsmacked to read of recent, cutting edge devices that will only sync to a PC via Outlook.
Its rather like syncing one's iPhone to a stone tablet, chisel and hammer...
Submitted by Nailer669 on Wed, 10/28/2009 - 8:48am
Bash Outlook all you want, but it is 1 billion times better than Lotus Notes. I use Notes every day, and I'd rather drive a nail into my testicles than use Lotus Notes every day. I'd take Outlook over Notes any day of the week.
Submitted by Skillz_n_Magic on Wed, 10/28/2009 - 8:42am
so teh l33t uze0r0z because you slam Outlook!!11!!1!
Serously? Isn't the MS bashing bandwagon getting old?
Anyway, you could have included a usefull tip or two. Why didn't you include how to setup the Hotmail connector or show some tips on how to syncronize callendars between multiple (home) PC's?
Submitted by Ashlea on Wed, 10/28/2009 - 11:29am
Glad you mentioned Outlook connector... I had manually set up my old hotmail account that I just can't seem to get rid of and then it suddenly stopped working a few months ago. I ended up using the Outlook Connector to get it working again, but I found it kinda ridiculous to have to install something to make that work, when I can add my Gmail account so easily and it works flawlessly.
Submitted by Walnut on Wed, 10/28/2009 - 11:00am
I'm not a MS basher; I use their products regularly and will readily praise them for being the biggest/best/whatever. I still wouldn't touch Outlook with a ten foot pole.
Submitted by Ashlea on Wed, 10/28/2009 - 11:24am
So then what do you recommend businesses use for their email client in an enterprise Exchange environment?
Most of your tips are
Submitted by big_montana on Wed, 10/28/2009 - 4:17am
Most of your tips are optimized for Outlook 2007 and you assume that teh firm you work for is not using GPO's to enforce policies. My firm uses GPO's and most users are unable to download, let alone install, applications. Also we use OST's not PST's as most of our workforce is mobile. Using a reg hack to unblock blocked attachments will not work as that is done on the Exchange server. Most firms do block socail networking sites like facebook, myspace and twitter because of the social networking virus that released earlier this year.
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