Last updated: February 2020
Applicable to: Office 365, 2016, 2013, 2019; Windows 7, 8 and 10.
Here’s a question from Johny:
Greetings Easytweaks team! A co-worker told me that he is using pst files in order to keep backups of his email box, calendar, journals and contact people. Could you elaborate more about how to insert Outlook data files and using them for daily archiving of my mailbox? I love MAC OSX Sierra and wish to use Outlook on the MAC, so i guess other question i have is whether i can use pst on MAC OSX. Many thanks!
Outlook personal folders are very useful as they allow us to create offline copiers of our mail, contacts and tasks for offline access, data backup or transfer to a different computer. Personal folders are represented in the Windows operating system by the .PST suffix.
In this guide we will learn how to create and open personal folders, as well as export your email to a PST file for backup.
We’ll first teach you how to create Outlook folders using the Open/Export wizard. This will allow you to package all existing email / contacts and calendars in one shot. For advanced users, we’ll describe how to create the pst files manually. Once you have defined the data file, you can go ahead and populate your personal folder with specific email, calendars and contacts to it. Keep reading for the details.
Couple of readers asked us about looking up for those .pst file after creating them. The easiest way to find your files is simply by searching for files named *.pst in your Windows Search.
Microsoft Outlook for MAC doesn’t use Outlook Data Folders. That said, it’s definitely possible to import pst files created on your Windows computer to Outlook for MAC.
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: February 2020
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: February 2020
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:
That’s it 🙂
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!
Last updated: December 2019
Applicable: Office 2016, 2019, 365; Windows and partly applicable to macOS operating systems.
Here is a question we got from one of our readers:
I am right now in the process of installing Outlook 365 software on my new computer. I also use a web version Google Calendar to manage my personal calendar. Wanted to explore the option of using Microsoft Outlook to access both my personal and business calendars on one desktop email application. I would like to ask you if there is a way to view my Google calendar in Outlook and probably keep them in Sync?
Thanks for the question. Sure there is – couple caveats though, as you might typically expect when interfacing / integrating between technologies from different technology companies.
In this post, we would like to cover two main use cases:
So without further ado, let’s get started.
The more trivial integration option is a one direction sync between Outlook and Google Calendar. Outlook becomes the one-stop solution to access your meetings/appointments entries; but you can continue to update your Google Calendar as you see fit, as those will be synced into Outlook.
In this case, changes made in Outlook won’t be reflected in Google Calendar.
Note: Support for Internet Calendars is still not available as of Outlook 2019 for MAC OS X.
Couple of more advanced solutions that you might want to try if you are an advanced user:
Hope it helps!