Outlook 2003 Tips

Problems with #iCloud and #Outlook

I found this fantastic site below that talks about the troubles using Apple products and syncing with Outlook.  Check out all the info below and their site!


Lots of iPhone and iPad users got excited when they learned about iCloud and its ability to sync mail, calendar, contacts and tasks with Outlook via the Internet.

Hold the applause, if you actually try to use iCloud’s links to Outlook you’re in for disappointment and frustration.

You’re better off sticking with iTunes.

The iCloud/Outlook link is there and works so Apple isn’t outright lying. However the connection with Outlook is so proprietary and inflexible that it’s effectively useless for any existing Outlook user.

Office-Watch.com has look at the Documents synchronization feature of iCloud separately.

After you’ve installed the iCloud application for Windows, you can see these configuration options.


iCloud control panel for Windows


If you want more details on the setup and workings of the iCloud program for Windows, check our detailed article.


The Mail option is usually grayed out. That’s because you need a MobileMe account from Apple to enable this option. Any other email service doesn’t qualify .. move along, nothing to see here.


Contacts can only be synced between iCloud and a specific iCloud Contacts folder it creates in Outlook.

There’s no way to make the iCloud Contacts folder the default contacts folder or ensure new contacts are saved in that folder.

You can copy/move your existing Contacts to the iCloud Contacts folder but any new contacts will go to the original contacts folder.

That means you have to keep checking to make sure any contacts are in the iCloud Contacts folder because there’s no way to do it automatically.


It’s the same problem here. iCloud makes new Calendar folders independent of any existing, default calendars.

You can’t change Outlook’s settings so these new calendar/s are the default location for new appointments.

The result of all this is that customers will have to check their calendar, contacts and tasks folders manually and move any new entries into the iCloud equivalents. Hardly a satisfactory solution.


These severe limitations in iCloud with Windows are in stark contrast to the long standing method of syncing an Apple device with Outlook using iTunes. You plug your device into a computer with iTunes and it will sync all your music, apps and Outlook folders.

Unlike the simplistic iCloud version, in iTunes you can select which Outlook folders to sync. You can choose your existing calendar and contacts folders to synchronize and the choices even default to the Outlook default folders.

In other words the iTunes method of Outlook connection works while the iCloud one doesn’t, for all practical purposes.

Even better, with the latest iTunes and iOS v5 you can use iTunes to sync without the cable. The iPhone, iTouch or iPad and iTunes can sync whenever they are on the same local network.


Exchange Server, Small Business Server, Office 365, Gmail and Hotmail users don’t need the iCloud service. All those mail hosts already store your calendar and contacts in a ‘cloud’ that you can connect to Apple devices using ActiveSync plus you get email connection without paying for MobileMe.

In short, iCloud is worse that useless with Outlook and there are better, cheaper ways to keep your data synchronized anyway.

Embedding a picture in Outlook

Embedding a Picture in an E-mail Message 



  1. Click in the message body of your e-mail.
  2. Click on the Insert Tab and click on Picture in the Illustration group. The Insert Picture dialogue box appears.
  3. Select the picture file you want, and click the Insert down arrow.
  4. From the sub menu click Insert to embed the picture in the message.  You can then drag a corner to resize the image; click in the middle of the image to move it around; and right mouse click to display the Format Picture dialogue box and edit the picture. 

How to send an email to contacts within a category

In Microsoft Outlook, how can I categorize my Contacts and send email using the categories?

If you want to send email to or arrange meetings with people on your Contacts list without using your Personal Address Book or personal distribution lists, you can use the category function in Outlook. To do this, you must first categorize the Contacts you want in a specific group. Once they are categorized, you can send email to that category.

Note: Contacts entries have no default category. Consequently, individual Contacts that you have not categorized will display with "none" when viewed by category.

To categorize your Contacts:

  1. In Outlook, go to your Contacts section.
  2. Select the individual Contacts you would like to put in a particular category by holding down the Ctrl key while clicking the entries you want.
  3. To categorize, from the Home tab (Outlook 2010) or the Edit menu (Outlook 2007), click Categorize.
  4. From the drop-down list, click the box next to any of the predefined categories. You can also create your own category by clicking All Categories at the bottom of the drop-down list.

Note: Individual Contacts can belong to more than one category.

  1. Click OK.

To send email to all the Contacts in a category:

  1. In Outlook, go to your Contacts section.
  2. To view by category in Office 2010, from the Home tab, click the drop-down arrow in the "Current View" section and select By Category. In 2007, from the View menu, select Current View, and then By Category.
  3. Click the category to which you want to send email.
  4. To send mail in Outlook 2010, from the Home tab, select Email. In Outlook 2007, from the Actions menu, select Create, and then New Message to Contact. In Outlook 2003, from the Actions menu, select New Message to Contact.

Outlook tip

Set a reminder to reply to a message Right-click the message you want to set the reminder for, point to Follow Up, and then click Add Reminder. In the Due By list, click the date when you have to complete the reply. In the second list, click a time. In the Flag color list, click the flag color you want, and then click OK.

How to Change the Default Font and Size of in #Outlook


Change the default font style for new messages that you compose

  1. Click the File tab.
  2. Click Options.
  3. Click Mail.
  4. Under Compose messages, click Stationery and Fonts.
  5. On the Personal Stationery tab, under New mail messages, click Font.
  6. On the Font tab, under Font, click the font that you want to use for all new messages.
  7. If you want, select a font style and size.
  8. Click OK on the Font, the Signatures and Stationery, and the Outlook Options dialog boxes.

When you create a message, the new settings take effect.

Change the default font style for messages that you reply to or forward

  1. Click the File tab.
  2. Click Options.
  3. Click Mail.
  4. Under Compose messages, click Stationery and Fonts.
  5. On the Personal Stationery tab, under Replying or forwarding messages, click Font.
  6. On the Font tab, change the font options to what you want to use for future messages.
  7. Click OK on the Font, the Signatures and Stationery, and the Outlook Options dialog boxes.

When you reply to or forward a message, the new settings take effect.

Restore the initial default font style options

To restore the font to the default setting of 11-point Calibri, do the following:

  1. Click the File tab.
  2. Click Options.
  3. Click Mail.
  4. Under Compose messages, click Stationery and Fonts.
  5. On the Personal Stationery tab, under New mail messages, click Font.
  6. On the Font tab, under Font, click the entry +Body.
  7. Under Font style, click Regular.
  8. Under Size, click 11.
  9. Click OK on the Font, the Signatures and Stationery, and the Outlook Options dialog boxes.

2003 and 2007

  • Under the 'Tools' menu, click on 'Options'.
  • Click 'Fonts' under 'Stationary and Fonts'.
    1. 2007 - Use the 'Font' buttons under 'New Mail Messages', 'Replying or forwarding messages', and 'Composing and Reading Plain Text Messages' to customize your desired fonts, sizes,a and styles. Click 'OK'.
    2. 2003 - Use 'Choose Font' for 'When Composing a new message:' 'When replying and forwarding:' and 'When composing and reading plain text:'.
  • Click 'OK'

If stationary is defined to be used by default under 'Use this stationary by default:', the font specified in it may override the font you have just specified. Either choose '<none>' as the default stationary, adapt the stationary to include your favourite font, or make outlook ignore the font specified in stationary altogether.

  • Click 'OK' again.



How do I from 2003 to 2007 or 2010?

You use to know how to print in 2003 and can't find the button in 2007? Microsoft has these great little apps that you can pull up a version of 2003 and  go file, print and then it will show you how to do it in 2007.  Very cool!

Interactive Guides to Find Commands

#Outlook 2003 Tip on How to change label name

  1. In Outlook, right-click any toolbar, and then click Customize.
  2. On the Toolbars tab, click New, and then, after you name the toolbar, drag that toolbar to where you want it to be.
  3. In the Customize dialog box, on the Commands tab, under Categories, click Actions, and then drag a flag, such as the red flag, to the new toolbar.
  4. Right-click the flag in the new toolbar, and then on the shortcut menu, click Image and Text.
  5. Right-click the flag again, and in the Name box, type the name for the flag, for example, Urgent. If you want to use a keyboard shortcut for the quick flag, type &Urgent, which allows you to activate the flag by pressing ALT+U.
Note Make sure you put the ampersand (&) before a letter that is not being used as a keyboard shortcut by another button on any toolbar in Outlook. For example, Call Bac&k allows you to activate the flag by pressing ALT+K as long as no other buttons use ALT+K as a keyboard shortcut.
  1. After you have added all of the flags you want on the toolbar, click Close in the Customize dialog box.
  2. To mark your messages with a flag, click the message in the message list, and then click the flag button on the toolbar you created.
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