Category Archives: MS Outlook

How to Send an Email to Undisclosed Recipients in Outlook?

While sending an email to the group by putting all in ‘To’ field, it is for showing email addresses to the unknown. However, no one wants to disclose the recipient’s email address and for this there is a trick in Outlook. You can send emails to the undisclosed recipients by using bcc field. How to Send an Email to Undisclosed Recipients in Outlook? Such query is mostly asked by MS Outlook users on several occasions.

In order to send email to the undisclosed recipients, first create new contact with full name of ‘undisclosed recipients’. In this regard, you need to follow below mentioned steps:

  • Move to ‘Contacts’ view by simply pressing ‘Contacts’ in Outlook 2007 and 2010. For Outlook 2013, click ‘People’ available at the bottom of MS Outlook.
  • Then open contacts folder which you are required to save into ‘undisclosed recipients’
  • Move onto New Contact available under Home tab in MS Outlook 2010 as well as 2013.

For Outlook 2007, click New in the Ribbon and as soon as Contact dialog box pop up, do the following:

  1. Type ‘Undisclosed recipients’ in Full Name textbox and also type email your own email ID in Email Textbox
  2. Press Save & Close button. The screenshot below will give a clear view:

This result into creation of undisclosed recipients contact and now send email to undisclosed recipients. Use the following steps:

  • Go to the Mail view by pressing ‘Mail’ in Navigation Pane.
  • Then create new email by pressing New E-mail available under Home tab.
  • Go to Message window and type ‘u’ in ‘To’ field, and then choose Undisclosed recipients from auto complete list. Else, you can also click ‘To’ for choosing ‘Undisclosed recipients’ from ‘Select Names’: ‘Contacts’ dialog box. Find the screenshot below:
  • Click the Options > Bcc to show the Bcc field if it is not displayed in the Message window, then click Bcc button to select the recipients you want to send email to from the Outlook contacts folder.
  • Create an email and press ‘Send’. As soon as recipient catches the email, they can access the undisclosed recipients located in ‘To’ and see no other recipient will able to see.

Important to Note: In case, email is not received via MS Outlook and opened in the other email application, then there will be sender’s own email ID is shown in ‘To’ field rather than Undisclosed recipients

How to Create an Email Signature in Outlook?

Email Signatures are highly required for every user. In corporate world, it plays an extra important role because users send hundreds of emails per day. Sometimes, single email is sent to the entire group. On many occasions, user is required to send official and unofficial emails and email signature saves immense of the time. However, Outlook signature is little bit tough to find but of course not impossible. If email signature really needed then you must know how to create an email signature in Outlook.

Steps to create an Email Signature in Outlook

  1. First of all click New Email on Home Tab, available at the top left corner. Check out the screenshot below:
  2. Then, click the signature from top panel which is available next to Attach Item. You will come across a dropdown menu with various options for adding the existing signature to email on which you are presently working. Choose the signatures from available menu for opening Signatures and Stationery window.
  3. After choosing signatures, start creating your signature in the editing window. If you are having your contact info saved in MS Outlook then import complete info as business card by simply pressing Business Card available towards top right of the edit option as shown in the screenshot below:
  4. If you wanted to add some images to the signature such as banner or some logo then you can do so by pasting them in editor. You can also click the button towards the right of business card button. URLs get automatically hyperlinked and if you want to add your own link then Press ‘Insert Hyperlink’ available towards the right side. Press OK and the signature will get saved with signature just as depicted in the below screenshot:
  5. You can use new signature as default in Signatures and Stationery window and ensure that it is added with every message sent. Get the view in below given screenshot:

On the contrary, if you do not want any default signature then insert signature in single email by pressing Signature in Compose window as was done in Step 1, and choose the signature which you have just created.  Just give a look at the screenshot here!

How to Set Up an Out of Office Vacation Auto-Reply in Outlook

This often happens with computer users that they do not plan anything to check out the emails while moving on an unplanned holiday or when get occupied in a conference. However, if they have not considered this task seriously till now, must get into action now! You must know the ways to set up an Out of Office Vacation Auto-Reply in Outlook. The automatic response facility creates a privilege for your colleagues to get into touch with you even when you are extremely busy. You can inform them who to contact in your absence.

Microsoft® Outlook provides a wonderful facility to send the automated replies to the people in the workplace or to others as well. Via this option, user can set end date as well as start date, which will start sending the messages the moment you leave your workplace and stop when you are back to the workplace. Some of the step by step instructions mentioned below:

  1. Start the process by clicking ‘File’ as shown in the screenshot below:
  2. Then click the option ‘Automatic Replies’ same as shown in the below screenshot:
  3. After this, select Send automatic replies just like mentioned in the below screenshot:
  4. After this, write the message which you want to share with your colleagues and you want you want to move to your co-workers in your absence. Ab example of message is given below:
  5. After you are done with the message writing, press ‘OK’. If the need is to send the responses to the senders outside the workplace, then move to the option ‘Outside My Organization’ and fill the other message. For setting the time range for out of office message, press ‘Only send during this time range’ and choose parameters as per the need. Go through the below screenshot below:
  6. This will let your co-workers catch out of office reply while they get into your contact. They also get notification when reply is set while you add into an email message.

What is an Outlook PST file, recovery of PST & View PST on Different Email Clients?

PST is a widely used Outlook file format. The Personal Storage Table is capable to store emailing items without any complication such as emails, messages, contacts, attachments, tasks, events and many other data. Once you have set up Outlook as your email client, PST file format is automatically started forming to store emails and other data. You can change Outlook PST if you wish to do so. PST is the default file format of Outlook, so it is one of the most common formats using in Offices and by individuals.  You can make many PST files and save important files in Hard Drive for security. PST files can be password protected if you wish.

ANSI and Unicode PST Format

Outlook PST supports two versions- ANSI and Unicode. Both are different from each other. ANSI (American National Standards Institute) PST supports Outlook 2000 and older version represents block ID using 32 bit. While Unicode supports Outlook 2003 and more advanced versions using 64 bit values. In terms of structure of data, both ANSI and Unicode are different. One of the major differences between the two is the capacity of file size, ANSI is able to limit the size at just 2 GB where Unicode has limit of 20 GB and the latest versions have 50 GB. It is recommended to create small sized PST files because big sized files may corrupt. A PST file is extended into a big size when it is stored Hard Drive but when you want to transfer or share the file, don’t forget to divide into several other files.

Converting PST Files to Multiple Formats

PST files are supported to only Outlook. If you want to open them on Apple Mail, Thunderbird and any other known formats, it is not possible. For this, conversion software is recommended. PST Converter Software has been designed that allows PST into many universally known and popular formats including MBOX, EML and VCF. It means you can view PST files on different email clients easily. The conversion software has cool feature support. It offers to convert selected items. The conversion can repair deleted PST items that have in the trash folder. Conversion quality is undoubtedly nice. No data conversion issues are faced. Files containing non-English characters or double byte characters are transferred easily. Unicode and ANSI support is provided by the software.