Part V in the series How should I set up my computer?
(parts I, II, III and IV). So far, I’ve connected
my new computer safely to the internet, updated software, tweaked some of
Windows XP’s controls and behaviors, and started installing software including
Microsoft Office 2003.
I spend a significant chunk of my on-line life in Microsoft Outlook. Like
much of my time, this article will focus on Outlook, and how I tweak it to my
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The first time you start Microsoft Outlook, you’re forced to step through a
wizard that is designed to help you set up your email accounts.
As you might imagine, I skip that, but we want to run it anyway. Work your
way through the wizard, but don’t set up any email accounts just yet. Exit the
wizard and exit Outlook.
Now that we’ve run Outlook, you’ll find that there’s a new entry in your
control panel: Mail. That’s why we ran Outlook only to exit it
I make extensive use of Outlook Profiles. Profiles are nothing more that
separate configurations of Outlook. I use one at home that includes all my
email accounts (I have at least five), I use another when I’m traveling that
only includes some of those accounts, and I use yet another when my wife and I
are traveling together so that we can check her email as well.
In Control Panel, Mail, select
Show Profiles. I don’t want a profile called “default”, so I
copy the default profile to one with a name I choose and then delete the
default profile. I also select “Prompt for a profile to be used” at this time,
so I can choose which profile I want to use each time I start Outlook. I then
click Properties to begin customizing the profile.
Default Data File
Setting up your own default data file and getting your email delivered to it
instead of the one Outlook has already set up for you can be a bit of a
challenge. I take these steps:
Click on Data Files
I add my data file, placing it in the location I want it.
Close the Data Files dialog.
Click on E-mail Accounts
Select View or change existing e-mail accounts
In Deliver new e-mail to the following location, select
the other entry typically also called “Personal Folders”, and select
Now go back to Data Files
Select the old, original default data file and hit Remove
to remove it, leaving only the one I selected.
Now we can finally fire up Outlook.
In Tools, E-mail Accounts…, View
or change existing e-mail accounts, I add email accounts. One by one.
All five of them. Besides the normal information (my display name, email name,
server names, account name and password), I also select More
Settings… and change the name displayed to be my email name. Later
when I’m presented with a list of accounts to select from, it’s obvious which
one I mean. At this point I also set the security options required by my
outgoing mail server. After all that, on the main account creation page, I also
run a test just to make sure that the account is working properly.
Setting up your contacts to be used as an address book for Outlook seems
unnecessarily complex as well.
Viewing the Folder List, right click on
Contacts and select properties. Click on the
Outlook Address Book tab, and make sure that Show this
folder as an e-mail Address Book is checked.
Now, back in the Tools menu, select E-mail
Accounts…, View or change existing directories or address
books. Double click on Outlook Address Book and
delete the first one – I believe it’s a remnant from the default data file we
Customizing Menus & More
I’m not a big fan of personalized or auto-hide menus, so I right click the
menu bar in some unused area and select Customize. In the
Options tab I select Always show full
Since I’ve configured for multiple accounts, in the
Commands tab I drag a different Send/Receive
item to the toolbar that includes a drop-down that allows me to select a
specific account to act on. A also drag off the default Send/Receive button
and add a “Move to Folder” icon.
I also like to customize the Navigation Pane. At the bottom right of the
navigation pane is a Configure Buttons menu that also
includes Navigation Pane Options. I deselect a few things, but
leave the things I use enabled: Mail, Calendar, Contacts, and Notes and Folder
I also drag the divider at the bottom of the navigation pane down as far as
it will go, leaving only a row of icons at the bottom. At this point I also
spend a few minutes and remove everything from Favorite
Folders and then drag over a few icons that really are my
Options – Lots of Options
At long last, we head off into the Tools,
On the Preferences tab, hit the Junk Email
button. Now, I turn this option off completely, because I have some good spam
filtering upstream – I see get only a small percentage of the SPAM that is
headed my way. That having been said, I’ve found Outlook 2003’s junk mail
filter to be excellent, and suggest at least the Low setting.
If you select High, be sure to scan your junk mail folder
periodically for false positives.
Still on the Preferences tab, in Email
I select “After moving or deleting an open item, ‘open the next item'”.
I’ve never quite understood how the default of opening the previous is useful
I select “Close original message on reply or forward”.
I uncheck remove extra line breaks in plain text messages. It can make some
messages look more natural, but it can also seriously mess up formatting of
Under “When replying to a message” I select “Prefix each line of the
Under “When forwarding a message” I select “Include the original message
Under “Prefix each line with:” I enter “> “.
I uncheck “Mark my comments with”
On the Mail Setup tab, hit the
Send/Receive… button. I turn off “Schedule an
automatic send/receive”. I prefer to not be interrupted by incoming email, but
rather retrieve it on my terms and schedule.
On the Mail Format tab:
- “Compose in this message format: Plain Text”. HTML email is nice and all,
but rarely do I need it for my messages.
- Turn OFF (OFF! OFF! OFF!) “Use Microsoft Office Word
2003”. I love Word as a word processor, but there’s simply no reason to use it
for email. None. It just slows down the process, generates bloated HTML (if
that’s your format), and is very much over-kill for writing email.
- I create my Signatures – typically several, associated
with each of my accounts.
On the Spelling tab I uncheck “Correct two initial caps,
and uncheck capitalize the first letter of sentences. The later is because when
editing plain text messages, the editor seems to think that each new line is a
On the Other tab, under Person Names I
turn off the “Person Names Smart Tag”. Then I select the Advanced
Options button, and set “Startup in this folder” to be “Inbox”, and
turn of the always annoying “When selecting text automatically select entire
A Few Last Tweaks
We’re almost done. A couple of additional tweaks that are in other areas of
Create a message, and while that is up, click on the View
menu, and select BCC field. Now that will display by
Lastly, as I view various folders, I turn the Preview Pane off, or set it to
display below the message list rather than to the right.
Well, not really. I continue to customize Outlook with things like new folders, new
rules and the like as my email needs change over time.
It’s long list, but as I said, given the amount of time I spend
in Outlook, it makes a lot of sense to invest in making it as easy for me to work
the way I want to.
Next in the series: a frenzy of application installation.
The Setting Up Series: