Hide or remove e-mail message headers

When I first arrived at Microsoft (back in the last millennium), I received e-mail messages addressed to a large number of recipients. Often, I was one out of 20 to 150 recipients. The list of e-mail addresses in the To field was sometimes longer than the message itself.

At times, those messages contained information that I needed to print, and the huge list of names in the To field often consumed an additional sheet of paper. Typically, I'd find the first few lines of the message at the bottom of the first printed page and the rest of the message on the second page. I didn't like having to wade through a page of visual clutter to find the information I needed. And the waste of paper and toner annoyed me, even though we recycle virtually everything around here (including plastic cups and plates). One sheet of paper doesn't seem like much, until you think about the huge number of computers and printers out there.

Thankfully, you don't have to view or print long e-mail headers anymore. Microsoft Outlook® provides several ways to hide or to remove previous information from the From, To, Cc, and Bcc fields when you view and print messages.

A primer on headers

First, let's make sure we're all on the same page. E-mail messages contain two types of headers:

• A list of the servers and Internet Protocol (IP) addresses from which a message originated and through which it traveled to reach you. Typically, the people who manage e-mail servers use that information to eliminate junk senders and to troubleshoot errors.

Note If you want to view these types of headers, first open the desired e-mail message (don't just select the message in your inbox, open it), and on the View menu, click Options. The Message Options dialog box appears. The Internet Headers field at the bottom of the dialog box displays all the IP addresses and other information. You can right-click and then cut, copy, and clear the information in that field as desired. For more information, see the topic View e-mail headers.

• A common set of message fields or message headers: To, From, Cc, Bcc, and Subject.

The steps in the following sections explain how to hide the second type of headers.

Explore public folders

If you use Microsoft Exchange Server, Outlook 2002 has a feature called public folders that allows groups to share information easily. Imagine you're a teacher interested in sharing tools such as lesson plans with other teachers in your school district. You may make calls and write e-mails to set up the project or to schedule meetings. You wait for responses from the other teachers and then share updates with the group. As problems come up, you send more updates and wonder if your messages have become confusing.

In the end you have to contact everyone again to make sure that they have the right information. All this before you even start sharing the lesson plans, which requires more arranging. You sure could use a way to share information in a timely, efficient manner. Public folders may be the answer.

What are public folders?

Public folders provide an effective way to collect, organize, and share information with others in your organization. They are central, shared folders that anyone can view to share information and ideas. Public folders can contain any Outlook item type, such as messages, appointments, contacts, tasks, journal entries, notes, forms, files, and posts. Once you are connected to your Exchange Server, Public Folders appear on your Outlook Folder List.

How do I set up public folders?

Public folders must be set up on a Microsoft Exchange Server. Your Exchange Server administrator must grant you owner permissions to create the public folder. Once you've created the public folder, you can set options, such as user permissions, rules, and default views. For more information, see the following Outlook 2002 Help topics:

• Create a public folder
• Change the default view for a public folder
• Create or modify a rule for a public folder

How do I use public folders?

For detailed procedures for working with public folders, see the following Outlook 2002 Help topics:

• Open a public folder
• Post information in a public folder
• Reply to information posted in a public folder
• Add an e-mail address for a public folder to your Contacts folder
• Add a public folder shortcut to Favorites
• Permit others to access a folder
• Search for a public folder

Managing Outlook Mailbox

For those of us addicted to e-mail and for those who just want to communicate with Mom and Aunt Em, Microsoft Outlook provides many productivity-boosting features. However, managing the volume of messages we receive each day can be a daunting task.

But here's good news: There are several tips you can use to keep control of your mailbox. For example, you can use shortcut keys to quickly process e-mail messages. You can automatically move e-mail from certain senders out of your Inbox or delete them altogether. You can even preview messages before you open them to help you prioritize. Check out these five tips, which address (excuse the pun) how to do these tasks and more with your e-mail.

Use keyboard shortcuts

Once you discover keyboard shortcuts, you may find it tough to use your computer without them. Here are three important keyboard shortcuts that you can use to manage e-mail messages in your Outlook Inbox:

• Press CTRL+D to delete the current e-mail message.
• Press CTRL+R to reply to the current e-mail message.
• Press CTRL+F to forward the current e-mail message.

You can also manage junk e-mail in your Outlook 2002 Inbox with the following keyboard shortcuts. If the Junk E-mail feature hasn't been enabled in Outlook, follow these steps first:

1. On the Tools menu, click Organize, and then click Junk E-Mail.
2. Set options for handling junk mail and/or adult content messages, and then click Turn on. You can now use the following shortcuts to manage your junk e-mail:

• Press ALT+A, J, J to add the current e-mail message's sender to your Junk Senders List.
• Press ALT+A, J, A to add the current e-mail message's sender to your Adult Content Senders List.

After running one of these commands, press CTRL+D to delete the current e-mail message.

Automatically manage incoming messages

You can set up rules to have Outlook 2002 help you manage incoming e-mail messages. For example, Outlook can:

• Alert you when you receive a message from your supervisor.
• Move messages that have the text "Meeting Minutes" in the Subject line to your Meetings folder.
• Flag incoming messages that are from a distribution list.

To set up a rule:

1. On the Tools menu, click Rules Wizard.
2. Click New.
3. Click an action in the upper list.
4. Customize the action in the lower list.
5. Click Next.
6. Provide any additional information based on the action that you selected.
7. Click Finish.

Note After step 7, you will see a message: This rule is a client-only rule, and will process only when Outlook is running. This isn't an error message; it just indicates that this rule resides on your computer and is only active when Outlook is running. Server-side rules (rules that reside on a server) are active regardless of whether Outlook is currently running or not.

Streamline your frequent mailers

If you frequently send e-mail to the same person, make it easier on yourself. In Outlook, you can create a desktop shortcut that will open a blank, pre-addressed message that's all ready for you to send. Here's how:

1. Right-click in an empty area of your desktop, point to New, and then click Shortcut.
2. In the Create Shortcut dialog box, type mailto: and enter the e-mail address of your recipient, leaving no spaces.
3. Click Next, and then choose a name for your shortcut.
4. Click Finish, and a new shortcut appears on your desktop.
5. Double-click the icon, and Outlook opens with your recipient's address in the To field. Just compose your message and send as normal.

Clean up your mailbox

You can quickly clean up your Outlook mailbox to reduce the amount of distracting mailbox clutter. To use this feature:

1. On the Tools menu, click Mailbox Cleanup.
2. Select options to find old or large items to move or delete.
3. Do one of the following:
• Click AutoArchive to move old items to Archive Folders.
• Click Empty to permanently delete items from your Deleted Items folder.

Tips

• To see where the archive folders are stored, right-click the Archive Folders folder in your Folder List, click Properties for Archive Folders, click Advanced, and look at the Filename box.
• To customize archiving behavior, on the Tools menu, click Options, click the Other tab, and click AutoArchive.

Read e-mail messages without opening them

You can quickly manage your Outlook e-mail messages by glancing at the message content without taking the time to open the messages. There are two ways:

• On the View menu, click AutoPreview to see the first three lines of each e-mail message in the message list.
• On the View menu, click Preview Pane to see the complete e-mail message below the message list.

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Outlook Contact

Add a last contacted date to your Outlook 2002 contacts

I occasionally use the Journal feature in Microsoft Outlook® 2002 to associate e-mail messages, meeting items, task items, and Office files with my contacts. I sometimes create individual Journal items and associate them with individual contacts as well. However, sometimes I want to quickly make a note of when I last contacted someone without taking the time to create a complete Journal item. The following steps enable you to quickly make a tick mark that notes when you last spoke with or sent e-mail to one of your Outlook contacts.

To create a macro to add a last contacted date to an Outlook 2002 contact

1. From inside Outlook, open the Microsoft Office Visual Basic® Editor. (On the Tools menu, point to Macro, and then click Visual Basic Editor.)
2. If the Project Explorer window is not visible, on the View menu, click Project Explorer.
3. In the Project Explorer window, expand the folder tree to open the Microsoft Outlook Objects folder, and then double-click ThisOutlookSession.
4. Type the following code into the Code window (the large, blank window on the right side of the screen):
5. On the File menu, click Close and Return to Microsoft Outlook.

To run the macro

1. Open your Outlook Contacts folder.
2. Select a single contact item (do not open the contact item).
3. On the Tools menu, point to Macro, and then click Macros.
4. Click LastContacted, and then click Run.
5. Click OK when the dialog box appears.
6. Open the selected Outlook contact item.
7. On the All Fields tab, in the Select from list, click User-defined fields in this item.

The Last Contacted field appears along with the date and time you ran the LastContacted macro. Be sure to run this macro at or near the time you make your call or send e-mail, so that the date and time entered by the macro are correct.

If you're willing to learn a little more about how this macro functions technically, you can modify it to create additional user-defined fields. For more information, see these resources on the Microsoft Developer Network (MSDN):

• Item Properties Collection
• Add Method (Click the Add method as it applies to the ItemProperties object entry on the page to display the details.)

Source Microsoft.office.com

Recover deleted items

Recover deleted items from any folder

This feature requires you to use a Microsoft Exchange Server e-mail account. This feature is designed for advanced users who are comfortable backing up and modifying the Microsoft Windows® Registry.

Outlook provides a way to recover items after you have permanently deleted them, including after emptying the Deleted Items folder. Your Exchange server administrator specifies the retention time for permanently deleted items on the Exchange server. After this time has elapsed, you cannot recover the deleted items.

By default, to use the Recover Deleted Items command on the Tools menu, you must be viewing the Deleted Items folder. By modifying the registry, this command is available regardless of which Outlook folder that you are viewing. You can view and recover deleted items, including those items that were permanently deleted by using SHIFT+DELETE, for the folder that you are viewing.

Note If you deleted an item and emptied the Deleted Items folder, click Deleted Items to use Recovered Deleted Items. Only items that you permanently deleted with SHIFT+DELETE or SHIFT+ are available in folders other than Deleted Items.

Caution If you use the registry editor incorrectly, you might cause serious problems that might require you to reinstall your operating system. Microsoft cannot guarantee that you can solve problems that result from using the registry editor incorrectly. Use the registry editor at your own risk.

1. Exit Outlook.
2. Open the Windows registry editor.
3. Browse to My Computer\HKEY_LOCAL_MACHINE\Software\Microsoft\Exchange\Client\Options.
4. On the Edit menu, point to New, and then click DWORD Value.
5. Type the name DumpsterAlwaysOn.

Note Do not type any spaces in the name.

6. Set the DWORD value to 1.
7. Restart Outlook.

The Tools menu now has the Recover Deleted Items command for every Outlook folder.

Source Microsoft.office.com

OUTLOOK NOTE

As you are surfing the Web or reviewing a document, you might come across some information that you want to save for a project that you are working on or for some other future reference.

In the days before computers, ATM machines, and 250+ channels of television, when people wanted to save some information from a newspaper or magazine, they used to cut the articles out by using scissors and then file the information in a folder. Now you can put your scissors away and let Outlook help organize all those electronic clippings by using Outlook Notes.

You've probably noticed the Notes button in the Navigation Pane (”Navigation Pane: The column on the left side of the Outlook window that includes panes such as Shortcuts or Mail and the shortcuts or folders within each pane. Click a folder to show the items in the folder.”) It sits there lonely while you devote your attention to the Mail, Calendar, and Tasks buttons. It's time for you to get with the program and get more out of Outlook.

1. Click and drag the bar above the Mail button. You can increase or decrease the number of buttons shown by moving the bar. When you make the navigation buttons area smaller, the icons move to the button tray. The icons on the button tray can also be clicked.

2.Click Notes to view all of your Outlook Notes.

Notes are easy

You can pop up an Outlook Note anytime that you have Outlook displayed. Just press CTRL+SHIFT+N and voila, a blank note appears. If you are more of a traditionalist, in the Navigation Pane, click Notes, and then on the File menu, point to New, and then click Note.

Don't see a Notes button in the Navigation Pane? Perhaps Outlook is only showing a few large buttons, and the other icons are just below the buttons? If you drag the bar above the first button toward the top of the window, those smaller icons on the bottom will appear as big buttons in the Navigation Pane. You can also customize which buttons appear.

1. Click to change note colors, add a category, forward to someone in an e-mail message, or link to one of your contacts.

2.Click and drag to resize the note.

Notes are fun

It is a technicolor world, so yellow isn't for everyone. Change the default yellow note to another color.

1. Open a note, and then click the Note icon at the top of the note.
2. Point to Color, and then select the color of your choice.

Want to stick that note somewhere else on the screen? No problem. Move the note to another location on your screen by dragging it by the solid stripe at the top of the note.

Notes can save your clippings

Now back to clipping. Open a Microsoft Office Word document or a Web page and size the window so that it does not overlap with your Outlook Note. See something that you would like to save for future reference?

Select the text, and then drag it to your Outlook Note. When you see the mouse pointer change to a plus symbol (+), you can release the mouse button. Your text is now saved in an Outlook Note.

Note The title is derived from the first line of text in the note.

Notes are versatile

The following are some of the things you can do with your notes.

• Create different folders for different notes.
1. In the Navigation Pane, click Notes.
2. On the File menu, point to New, and then click Folder.
3. Type a name for the new folder, and then click OK.

By default the new folder is created beneath the existing Notes folder that you are viewing.

• Drag notes between folders by pressing and holding the CTRL key while dragging the note between two folders.
• Put the same note in multiple folders by making copies of the note.
• Forward a note to someone by attaching the note to an e-mail message by right-clicking the note, and then clicking Forward.
• Easily print a note by right-clicking a note, and then click Print.

source microsoft.office.com

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Outlook Enable Login

For diagnostic purposes, Outlook contains an option that turns on the logging of certain Outlook features, including the following with the release of Outlook.

• Calendar modifications
• Free/busy time “free/busy time: In Calendar, time status and user defined labels are indicated by colors and patterns.” changes
• Reminders
• Offline Address Book
• Transactions for the Messaging Application Programming Interface (MAPI), which is used with Microsoft Exchange Server, Post Office Protocol (POP3) “POP3: A common protocol that is used to retrieve e-mail messages from an Internet e-mail server.” Internet Message Access Protocol (IMAP) “(IMAP (Internet Message Access Protocol): Unlike Internet e-mail protocols such as POP3, IMAP creates folders on a server to store/organize messages for retrieval by other computers. You can read message headers only and select which messages to download.)”, Simple Mail Transfer Protocol (SMTP) “(Simple Mail Transfer Protocol (SMTP): A common protocol that is used to send e-mail messages across the Internet.”, and LDAP “Lightweight Directory Access Protocol (LDAP): A protocol that provides access to Internet Directories.”

Microsoft Services uses the diagnostic information to help identify issues. E-mail server administrators can use some of the diagnostic data to troubleshoot problems with e-mail messages.

Logging

E-mail logging

Outlook supports the logging of the communications that occur between Outlook and various types of e-mail servers. These logs can be helpful when you are troubleshooting problems with the transfer of messages between Outlook and the e-mail server. Outlook can log the communications with Exchange, POP3 version 3, SMTP, IMAP, and MSN Hotmail servers.

The logging of transports, such as POP3 and IMAP, can be read by anyone.

Calendar logging

Microsoft Office 2003 Service Pack 1 introduced a new feature that logs Calendar transactions. Because of the new Calendar logging feature, Calendar transactions that are generated by Outlook features, by user actions, by the object model, or by the MAPI Calendar Table are written to a log file. The log file contains information for the following items:

• Sniffer (Inbox autoprocessing)
• Free/busy publishing
• Reminders
• Calendar item actions (creation, modification, or deletion)
• Resource booking

The primary purpose of the Calendar logging feature is to quickly identify situations where, for example, meetings are inexplicably deleted from a Calendar folder. To help protect customer data, the Calendar log file is a binary file that cannot be read without a conversion process. You should contact Microsoft Services for additional information about this procedure.

Turn on logging

1. On the Tools menu, click Options.
2. On the Other tab, click Advanced Options.
3. Select the Enable logging (troubleshooting) check box, and then click OK two times.
4. Restart Outlook.

After you restart Outlook, the words (Logging Enabled) in the title bar indicate that the logging feature is turned on. From this point, every time Outlook sends or receives messages, the communication that occurs between Outlook and the e-mail server is written to a log file. In addition, Calendar transactions that are generated by Outlook features, by user actions, by the Outlook object model, or by the MAPI Calendar Table are written to a log file. The log file contains information for the following items:

• Sniffer (Inbox auto-processing)
• Free/busy publishing
• Reminders
• Calendar item actions (creation, modification, or deletion)
• Resource booking

Important It is very important that you turn off logging after you complete your troubleshooting. If you do not turn off logging, the log files continue to increase in size.

Additionally, in Outlook 2003, you can track failures in the application log by editing the registry. Use the following steps:

Warning If you use Registry Editor incorrectly, you may cause serious problems that may require you to reinstall your operating system. Microsoft cannot guarantee that you can solve problems that result from using Registry Editor incorrectly. Use Registry Editor at your own risk.

1. Click Start, and then click Run.
2. In the Open dialog box, type regedit, and then click OK.
3. In Registry Editor, locate and then select the following key:

HKEY_CURRENT_USER\Software\Microsoft\Office\11.0\Outlook\

4. On the Edit menu, point to New, and then click Key.
5. Type CancelRPC and then press ENTER to name the key.
6. On the Edit menu, point to New, and then click DWORD Value.
7. Type EnablePerfTracking and then press ENTER to name the DWORD.
8. In the right pane, right-click EnablePerfTracking, and then click Modify.
9. In the Edit DWORD Value dialog box, click Hexadecimal, and then type 1b under Value data.
10. Click OK.
11. Exit Registry Editor.

Note The following is the default location of the log files: C:\Documents and Settings\user name\Local Settings\Temp.

Turn off logging

1. On the Tools menu, click Options.
2. On the Other tab, click Advanced Options.
3. Clear the Enable logging (troubleshooting) check box, and then click OK two times.

Log file locations

MAPI (Exchange), POP3, and SMTP transports

• On Microsoft Windows Server 2003, Microsoft Windows XP, and Microsoft Windows 2000: C:\Documents and Settings\user name\Local Settings\Temp\Opmlog.log
• On Microsoft Windows 98, Microsoft Windows 98 Second Edition, and Microsoft Windows Millennium Edition (Me): C:\Windows\Temp\Opmlog.log

IMAP transport

• Windows Server 2003, Windows XP, and Windows 2000: C:\Documents and Settings\user name\Local Settings\Temp\Outlook Logging\name Of IMAP server\IMAP0.log, IMAP1.log, and so on.
• On Windows 98, Windows 98 Second Edition, and Windows Millennium Edition: C:\Windows\Temp\Outlook Logging\name Of IMAP server\IMAP0.log, IMAP1.log, and so on.

Hotmail (DAV) transport

• Windows Server 2003, Windows XP, and Windows 2000: C:\Documents and Settings\user name\Local Settings\Temp\Outlook Logging\Hotmail\http0.log, http1.log, and so on
• On Windows 98, Windows 98 Second Edition, and Windows Millennium Edition: C:\Windows\Temp\Outlook Logging\Hotmail\http0.log, http1.log, and so on

Notes

• IMAP and Hotmail accounts generate one log for each Send/Receive action that you perform on these accounts. (The log files are named http0.log, http1.log, and so on.)
• If you have multiple Hotmail accounts configured, the folders where the logs are placed are named Hotmail, Hotmail 1, Hotmail 2, and so on.
• You might need to close Outlook for the logs to be written to the log file

Administrator information

Additionally, you can use the Custom Installation Wizard (CIW), the Custom Maintenance Wizard (CMW), or a system policy to deploy the setting for the logging feature. The following registry data is applied when you use these methods to deploy the setting for the logging feature:

System policy

HKEY_LOCAL_MACHINE\Software\Policies\Microsoft\Office\11.0\Outlook\Options\Mail
Value: EnableLogging
Type: DWORD
Data: 0=disabled (default, if registry data does not exist); 1=enabled

CIW or CMW

HKEY_LOCAL_MACHINE\Software\Microsoft\Office\11.0\Outlook\Options\Mail
Value: EnableLogging
Type: DWORD
Data: 0=disabled (default, if registry data does not exist); 1=enabled

Because of performance and security reasons, we do not recommend that you deploy the logging feature. You should turn on the Calendar logging feature only when you need it.