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Click on the links below:
Outlook doesn’t “Send and Receive” on startup
Read your Outlook e-mail safely
Clear Outlook AutoComplete entries
How to configure Outlook to use Googlemail
Ask for a Read Receipt
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Outlook doesn’t “Send and Receive” on startup
This really confuses people that migrate from Outlook Express to Outlook.
By default, Outlook Express is set to “Send and Receive” on startup. (You can turn this off by going:
Tools, Options, General and deselecting “Send and receive messages at startup”)
But Outlook doesn’t even have the setting at all.
When you open Outlook nothing happens until you hit the “Send/Receive” button.
Sorry, but I don’t know of a way to change it. The closest I can get to a solution is to set it to “Schedule an automatic send/receive every 1 minutes” (sic). You will find this under:
Tool, Options, Mail Setup, Send/Receive.
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Read your Outlook e-mail safely
By default, Outlook is set to read and send e-mails in HTML (web page language).
HTML can contain executable programs - in other words, viruses and spyware can be installed on your PC just by viewing an HTML e-mail in the preview pane.
So it makes sense to view your e-mails initially in plain text, then if you know and trust the sender you can choose to view the message in HTML if you want.
And it is good practice to always send your e-mails in plain text, so that the recipient knows that there can be nothing nasty hiding in your e-mail.
Versions of Outlook prior to Outlook 2003 do not support reading all mail in plain text. If you are using an older version of Outlook I recommend that you change to Outlook Express and set it to read in plain text.
For those with Outlook 2003, to read mail in plain text:
On the Tools menu, left click Options.
On the Preferences tab, in the E-mail area, left click E-mail Options.
In the Message handling area, left click to select the Read all standard mail in plain text check box.
Left click OK
For all versions of Outlook, to send mail in plain text:
On the Tools menu, left click Options.
Left click the Mail Format tab and alongside Compose in this message format select Plain Text
Left click the Send tab and select Plain Text under Mail Sending Format and again under News Sending Format.
Left click OK
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Clear Outlook AutoComplete entries
I’m leaving and have got to hand back my company laptop - how do I ensure that the next user can’t find the e-mail addresses that I have used? I have cleared my Contacts list, but Outlook still seems to remember the e-mail addresses that I have used in the past.
When you start typing an e-mail address in Outlook it usually suggests addresses that you have previously used, based on the letters that you have just typed.
This is usually useful, saving you having to type the full address. But there are times when you need to delete them.
You can delete them one by one - when a suggested name is highlighted, hit the Delete key on your keyboard. You can go through the whole alphabet and delete them all that way, but there is a quicker way!
Open My Computer and navigate to: C:\Documents and Settings\Username\Application Data\Microsoft\Outlook and delete Outlook.NK2
Now, to ensure that Outlook doesn’t remember any more addresses, open Outlook, select Tools, Options and then the Preferences tab. Left click the E-mail Options... button and then the Advanced E-mail Options... button. Clear the tick next to “Suggest names while completing To, Cc, and Bcc fields”.
(If you don’t make the above change then Outlook will start building up a new list of e-mail addresses in a recreated Outlook.NK2 file.
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How to configure Outlook 2002 to use Googlemail
In the whole of the following tip you can use either the words Gmail or Googlemail. You don’t even need to be consistent. Google interprets them as meaning the same thing.
First you need to log into Googlemail and click on ‘Settings’ then ‘Forwarding and POP’ then one of the ‘Enable POP’ options.
Click 'Save Changes' and then log out of Googlemail
Now check that you have the latest Office updates installed. This is vital - Outlook 2002 will not send emails using your Googlemail account unless it has been updated to Service Pack 3. Check this by opening Outlook and left clicking Help, then About Microsoft Outlook and reading the top line - it should end in SP3 (or higher if you are reading this long after I am writing it!).
Get the Office updates from:
http://office.microsoft.com/en-gb/officeupdate/default.aspx and install them.
Open Outlook
Left click the 'Tools' menu and select 'E-mail Accounts...'
Left click 'Add a new e-mail account' and then left click the Next button
Select POP3 and then left click the Next button
Enter your name in the ‘Your Name:' field.
Enter your full Googlemail e-mail address (username@googlemail.com) in the 'E-mail address:' field.
Enter 'pop.googlemail.com' in the 'Incoming mail server (POP3):' field. Enter 'smtp.googlemail.com' in the 'Outgoing mail server (SMTP):' field.
Enter your Googlemail username (including '@googlemail.com') in the 'User Name:' field.
Enter your Googlemail password in the 'Password:' field, and select “Remember password”.
Left click the ‘Next’ button.
Highlight 'pop.googlemail.com' under 'Account' and left click 'Properties'.
Left click the ‘More settings’ button
Fill in the Mail Account box however you like.
Left click the ‘Outgoing Server’ tab and select ‘My outgoing server (SMTP) requires authentication and ‘Use same settings as my incoming mail server’.
Left click the ‘Advanced’ tab
Under 'Outgoing server (SMTP)' tick the box next to 'This server requires an SSL-secured connection (SSL)'
Enter '465' in the 'Outgoing server (SMTP):' field.
Under 'Incoming server (POP3)' tick the box next to 'This server requires an SSL-secured connection (SSL)' . The port will change to 995.
Do not select ‘Leave a copy of messages on the server’ because Googlemail does not accept this setting. Googlemail keeps all messages anyway, unless you choose to delete them through the web site.
Left click the ‘OK’ button.
Left click 'Test Account Settings...'.
If you get 5 green ticks then you have succeeded.
Left click the ‘Close’, then ‘Next>’ and then ‘Finish’ buttons.
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Ask for a Read Receipt
If you want to request a "read receipt" when you send an email through Outlook 2002:
Open Outlook,
Left click on Tools, then Options...
Then E-mail Options...
Then Tracking Options...
Under "For all messages I send, request:"
Left click to select "Read receipt"
Left click the OKs until you get out again.
Other versions of Outlook will be similar.
But be aware that a lot of people have their e-mail programs set to tell them when an e-mail read receipt is requested so that they can choose whether to do it or not. And unless they are sure who sent the e-mail they shouldn't send a read receipt because it could tell a spammer that they have reached a valid and active e-mail address.
And some people have their e-mail programs set to never send read receipts for the same reason.
So if you request a read receipt and don't get one it doesn't necessarily mean that the e-mail has not been received and read.
So not a lot of people use them now because they are of little value.
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