Version applicability: Outlook and Excel 2019, 2016; Office 365; Windows and macOS
Last updated: October 2019
Once a year, i typically consolidate a full list of all my Outlook contacts – both business and personal into a spreadsheet which i keep in a separate network storage.
In today’s tutorial, i will describe a very simple procedure that will allow you to save your Outlook 2016 contact persons list into an comma separated values (CSV) file, which you can edit using Microsoft Excel or alternatively save backup your contacts into a personal outlook data file (PST). Both are pretty similar but serve a bit different purposes.
We’ll first learn how to save your address book contacts into an Excel CSV file, so you can backup them as needed. You could then edit the list as needed and then import and sync them into your Iphone or Android phones and into third party services like GMail, Yahoo Mail or even your MAC Icloud. Business users might also import their CSV files to other Outlook mailboxes served by Microsoft Exchange.
Here’s the process you should follow to backup your address book contacts:
Sometimes, you might want to migrate your contact between different versions of Microsoft Outlook, or import contacts from Outlook to the Microsoft Outlook.com web application. In this case, you might opt for exporting your Contacts people list to an Outlook Data file, commonly referred as .pst.
The process is quite similar to the one described in the previous section. Note that in step 6 – you’ll need to pick Outlook data file to create a contacts .pst file.
If you already have a .pst file, you can import its contents into Microsoft Excel using Microsoft Outlook. Provided that your pst file contents are visible as part of your Contacts folder in Outlook, then the process will be similar to the one we outlined in the previous section in this post.
Using the same process outlined above, you are able to backup your calendars into Excel or PST files. Follow the steps outlined above, except that in step 9 instead of picking a Contacts folder you should pick a calendar – either personal or shared.
Last updated: December 2019
When we first wrote this post, Microsoft Office Lync was the “Skype equivalent” for corporate users. As part of the release of Microsoft Office 2016, Lync was rebranded as Skype for Business, and positioned as the Microsoft instant messaging solution for corporate and enterprises.
Instant messaging is great for collaborating with your peers. However i am seeing more and more folks that call the quits on messaging at work and decide to uninstall or at least turn off the IM software on their computers.
In this post we’ll discuss the process for removing Lync 2013 and Skype for Business software from your Windows 7 or 10 PC.
Skype for Business is integrated into Office 365, and doesn’t appear as an independent entry in the Programs and Features list. Therefore, the only feasible way to uninstall it would be to uninstall Office 365 altogether.
That said, provided you do have the right permissions, you could as well disable Skype in a quite simple manner, so that even if installed, it won’t start automatically when logging on to Windows 7/10 or alternatively it would run only in the background and won’t interfere with your daily work.
Please proceed as following:
If you are running Office 2016, Skype for Business is installed as a standalone application, so the procedure is the same one as above.
Recently, I had problems with deleting Skype chat message history stored in Outlook messenger. After a long research, looks like there are no options available to delete Skype chat history directly from Outlook messenger. Instead, we need to clear the whole chat history in Skype itself. After doing so, the The procedure is described below.
To delete chat history in Skype application:
Last updated: September 2019
Tutorial applicability: Outlook 2019, 2016, 2013; Office 365 and Standard; Windows operating systems.
Here’s a question i got the other day from one reader, who was looking for the settings to add Yahoo to Outlook 365 / 2019:
“I am a long time user of Microsoft Outlook for managing my business email. As i do own an account at Yahoo Mail , i thought of asking you guys whether you could provide a guide to help me configure Outlook so i can send and receive my Yahoo email. Can Yahoo even be used on Outlook? If so, how can i connect them? Thanks :-)”
Sure. In this post we’ll explain the required settings that you can use to configure Microsoft Outlook to easily access your Yahoo mailbox. We’ll use version 2016 for simplicity, but the content is relevant also if you decided to upgrade to Office 2019 / 365.
Note that this tutorial is not only relevant for the .com Yahoo Mail but also to Yahoo.co.uk and other regional sites.
The screenshots below summarizes the most up-to-date recommended configuration settings for YMail on Outlook 365/2019/2016:
POP and IMAP:
If you need to configure GMail for Outlook 2016/ 2019 we definitely recommend that you’ll look into our tutorial on the suggested Gmail configuration settings for Outlook 2016.
Note: This post content is applicable to Office 2019,2016, 2013, 2010; desktop and Office 365 versions; Windows 10, 8 and 7;
Post updated on: December 2019
Here’s a question from Deanne:
I work in the Retail industry. I use Outlook in order to manage my contact information. I am quite fond of Outlook as my contact manager, but clearly i need to be able to enhance the basic contact form capabilities. My requirement is to be able to add several fields that will allow me to store the web addresses of the social media profiles of each of my contacts. So long story short, I guess i have a couple questions here: First, how to make the menu item buttons that will allow me to interact with Outlook forms and second: how to actually go ahead and create or modify my Contact form. Any hints are super appreciated. Thanks!
In this post, we’ll teach you how you can easily create custom fillable user forms in Microsoft Outlook. We’ll customize the Contact form as an example, however the process is fully applicable for emails, tasks, task requests, appointment invitations, journal entries and so forth. In addition we have additional tutorials for form development in Excel workbooks and Word custom fillable forms.
OK.. let’s get started.
Working with forms in Outlook is not particularly difficult. Outlook ships several predefined templates, and the basic idea is to customize those templates according to your needs.
As mentioned, In this Outlook forms examples tutorial we’ll focus specifically you how to customize the Contacts form. For convenience, we’ll assume that you’ll want to manage the following social media information for your contact people:
Here’s how our custom Outlook userform will look like:
As noted by the reader above, before we get started with our custom Outlook forms, we need to enable the so-called Developer tab. This will allow us to access the Outlook capabilities we need in order to develop our own forms.
Here’s how to do it:
Microsoft Outlook ships a nice collection of forms related to the main Outlook objects that you can select and jump-start your form development process. That’s very useful because we don’t want to re-invent the wheel. We’ll just go ahead and extend the already existing Contact form stored in your standard forms library.
In this step, we’ll go ahead and create custom form fields (columns0 for the Social Media information.
In this step we’ll add a custom page to the Contact Form. In that page we’ll store the Social Media profile fields.
As you have seen before, your modified Contact form is still in Design Mode. If you want to start using it you should publish it to your Form library. According to your permissions, you might be able to make it available for your own usage or allow other colleague in your organization to use it as well.
Advanced User Note: Your form will be saved as an .oft file in the AppData directory of your home directory:: \AppData\Roaming\Microsoft\Templates.
We are almost there. Now it is time to go ahead and give our work a try.
If you are satisfied with the result of your work, you can set your new form as the default Contact form in Microsoft Outlook. Do this only after you have followed the entire tutorial, as this step is irrelevant otherwise.
Proceed as following:
If you are looking for a more in-depth tutorial, make sure you visit this detailed example of an email and appointment template design for Outlook (applicable to both Windows and macOSX)
A couple of readers had some trouble finding the storage location of their custom user forms for Outlook.
By default, the location is under your user account. In Windows 10 /8 or 7, it’s therefore going to probably be: C\:users\<your_user_name>\AppData\Roaming\Microsoft\Templates.
Last updated: December 2019
Securing your email account is a critical measure needed to safeguard your online privacy. Defining a strong password and storing it in a password keeping tool is a good first step. It is recommended, however, to proactively change your password periodically to ensure your account stays protected.
This post explains how you can easily reset your Outlook password in Microsoft Office 2016 / 365 /2019. For simplicity, this tutorial assumes that you are using Outlook.com as your mail provider. That said, the process is almost fully applicable when using Yahoo, GMail or the account provided you by your internet provider ).
We’ll start by showing how you can update your Outlook.com settings, and then actually update your desktop edition of Outlook 365 (2019/2016).
Note: this process can be executed not only on your PC, but also for your cellular phone (be it Iphone or Android) as well as tablets (iPads, Android, Fire).
Our next step will be the configure the desktop edition of Outlook (the one installed on your personal computer) to work with the modified password.
Important Note: The procedure we outlined above won’t work when accessing your email through an Exchange Server. In this case, your Windows domain credentials (the ones you use in order to login to your computer) are used to control access to your email. You can set a password to your Offlline folders though.
If you are using Office for macOS, you are also able to modify your Outlook mailbox password settings. We’ll assume that you are using Outlook.com or Gmail and that you have already updated your new settings online, and now it is time to allow your desktop email client to access the inbox.
Proceed as following:
We often recommend to periodically archive your Outlook emails for offline usage using the so called Outlook Data Files (PST files). By leveraging PST files, we are able to quickly access our archived items for further reference or make periodic backups as needed.
One more important topic, which is often overlooked by Outlook users, is the fact that Outlook data files have to be secured as well.
Here’s how we manage the password settings of our PST files.
Note: You might have more than one data files in your PC. Make sure to secure each of the files with a password.
Here’s a note we received from Xavier:
I am using Outlook 2013 to read my Hotmail. The thing is that by default, Outlook refreshes my inbox every hour or so. Is there a way to make Outlook automatically refresh every 5 minutes or less?
Thanks Xavier for this question. As a matter of fact you can configure Outlook 2013 send / receive mechanism to fire off every few minutes as you might need. Here’s how:
Last updated:October 2019
The other day, a friend using Outlook 2013 as his email client, was inquiring about storing his personal data in offline Outlook personal folders. We typically refer to these files as PST files. They are useful for storing all correspondence related to a particular subject in a separate folder offline, so searching and retrieval when offline will be easy.
Here’s how you create Outlook data files (pst) in Microsoft Outlook 2013. Using newer Outlook version? Head over to this guide.
Applicable to: Outlook.com on Windows (7,8,10), Android and IOS computers, as well as Apple Mail and other 3rd party mail apps on IOS.
Last update: October 2019
This thread started as a question from one of our readers about how to change his Hotmail / Outlook.com / Microsoft Mail password across multiple devices he owns. The original question is shown below:
I would like to change the Hotmail password in my computer. I also own a nice Galaxy Android phone which runs the Outlook.com application. Could you provide some information about how can i modify my account login info without losing access to my inbox, which is critical for me.
Thanks for the question.
Few years ago, Microsoft re-branded their Hotmail web email service and introduced Outlook.com.Still many of us stick to our beloved Hotmail email address, when using Outlook.com.
In this post we’ll answer the question from our reader, as well as provide additional processes to reset your Hotmail login info in Windows and iOS devices. This is particularly important due to increasing amount of attempts to hijack 3rd party web email accounts. It’s a good practice to modify your web email credentials every couple months.
Important Note for Android users: As of February 2019, The Outlook.com app on mobile still doesn’t support Microsoft account login password modification and resets. Hence you should first modify your credentials from the Outlook.com site which you can easily access from your device browser (Edge, IE, Firefox, Chrome, Safari). The entire process is detailed in the next section.
In this section we’ll learn how you can replace your Microsoft credentials.
Please be aware that the Microsoft account password is needed not only for Hotmail, but also for Skype, Skype for Business, Microsoft Office 365 online and other Microsoft web services.
If this is your first attempt to modify your access credentials, good chances that Microsoft will require to verify your identity by sending a security code to additional mailboxes (by email) or cellular phones (by SMS) that you have provided during your account setup process.
First off, from your favorite web browser, login to the Outlook.com website and access your mailbox.
Then, on the right hand side, hit your user icon.
Next hit Edit Profile.
Now, in the Your Info area, hit Change password.
Next enter your current credentials and your new ones as shown below.
Back in your mailbox you’ll receive a new incoming message confirming your credentials modification.
A couple of readers have asked on what should they do in case that they simply don’t remember their Hotmail login credentials.
In that case, you’ll need to reset your password from the Outlook.com login page.
After you modify your password to a new one, proceed as following:
The way to modify your Outlook.com password for IOS depends in which app you’ll be using for accessing your Outlook email.
When using the default Mail application:
First off, if you are still running the legacy Hotmail app for some reason, consider upgrading, as Outlook.com has much better usability and features. If you opt to continue using your Hotmail app, follow the steps below to change your password in Android phones and Apple devices.
Android Phones :
iPods, iPhones and iPads :
Hope it helps!
Here’s a question from one of our readers,
My Outlook profile file (.pst) is corrupted, and I read somewhere that I can scan and repair it using scanpst.exe tool. However I can’t find it in Microsoft Outlook 2010. Where do I look for it?
Thanks for the question. As you have rightly said, the Scanpst.exe scans your corrupted Outlook profile and tries to repair it.
While Scanpst.exe does ship by default with Outlook 2010, it cannot be accessed from within Outlook. In fact, you cannot even run this utility without closing Outlook.
Once you’ve completely exited Outlook, open My Computer and go to Files\Microsoft Office\Office14, and you will find Scanpst.exe there.