Outlook Send a Message to a Category

I've shown how to use the Category feature in the past; but other than sorting, some users aren't sure how else to use this feature.

Let's say you've setup a Category for your son's sports team.  When you need to send a message to the team, simply filter your Outlook Contacts by typing the Category name in the "Look For" field and press "Enter."



When the names in the Category appear, press "CTRL A" to select all of the contacts.  Choose "Actions" from the menu and select the "New Message to Contact" option.

All email addresses within the Category appear in the "To" field of a new email message window.

Type your Subject Line and email message and press the "Send" button.

It's that simple!

Outlook Archive Tip

When Outlook is first setup, the default Auto-Archive is 6 months.  This means that e-mails dated 6 months ago will automatically be moved into the "Archive" folder.

This saves space in your .PST file; which is the file that contains your e-mail account information - all e-mails in the user account folder.

There are a few ways to change the Archive settings; however, for most people, Auto-Archive is probably best.

But, what if you send and receive a hundred or more e-mails a day?  This could add up to quite a bit of e-mails in your folders and can slow Outlook down.

Simply change the "Auto-Archive" settings to a smaller time period.  Follow these steps to do so.

Click on the "File" menu and select the "Options" menu item.

Click on the "Other" tab.

Click on the "AutoArchive" button.

Ensure that the "Archive or Delete old items" is checked.

Once it is checked, select any of the options below to setup the AutoArchive to the time period you want.



Click on the "OK" button to save the changes and exit the window.

Click on the "OK" button to close the "Options" window and return to Outlook.

How to Change the Default Font in Outlook

Many people do not like the Outlook Default Font of Arial.  This font is a default because it is easiest to read and is a standard font that will work correctly within most e-mail software programs.

However, if you wish to change the Default Font, you may do so very simply.

To do so, follow these simple steps:

Click on Tools | Options.

Click on the Mail Format Tab.

On the Mail Format Tab, click on "Fonts".

Once in the Fonts Window, you have some options.  You may choose to change ALL Fonts or just one or two.  Click on Choose Font to change any of the font options:  New Messages, Reply and Forwarded Messages, and Messages in Plain Text.

Once you've made your changes, continue to click OK until you are back in your Outlook Window.

It's that simple!