This can be easily achieved by pressing the Shift key and at least two title columns. It is for example possible to sort by sender and date, title and date or sender and subject. The only important thing to remember is to press the shift key while doing it to get the desired effect.

Outlook will display the up and down sorting icons (up or down arrow) in the columns that have been chosen by the user to make it easier to understand how the emails were sorted. The first selected column will be the primary sort order, the second obviously the secondary with the possibility to add additional columns as well.

Here is a practical example. Lets say you receive lots of message from one email sender. You can sort the emails in Outlook by sender which would display the most recent emails from that sender on the top. If you wanted to sort these emails by size you would simply press shift and then click on the from and size column titles so that the largest emails would be displayed on top from each sender (another click on the size column would sort them with the lowest on top as it would reverse the sort order).

This sorting technique works not only with emails in Outlook but also RSS feeds and pretty much everything else that is displayed in tables in the email client.

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Only compressing the folders will delete that email permanently from the computer system. That’s great if you deleted an email by accident and want to recover it but bad if an unauthorized third party tries to read your emails.

Microsoft Outlook provides the means to compress a folder immediately but no option to automate the task. It will however display a popup every 100th time that Outlook got closed asking if the user wants to compress the folders.

A far better solution to force Outlook to delete deleted mails completely at every shutdown is to change a setting in the Windows Registry.

Open the Windows Registry by pressing [Windows R], typing [regedit] and hitting [enter]. Navigate to the following Registry key:

HKEY_CURRENT_USER\Software\Microsoft\Office

The next step depends on the version of Microsoft Outlook or Microsoft Office that is installed on the computer. When in doubt perform the operation for all of the following subkeys.

Find the 9.0, 10.0, 11.0 or 12.0 keys in that folder. Click in the Outlook subkey and locate the key PST. If PST is not existing create it. A full Registry path to the right location could look like this:

HKEY_CURRENT_USER\Software\Microsoft\Office\12.0\Outlook\PST\

Only the 12.0 can change in the path. If you are in the PST key right-click in the right pane and select New > DWord.

Name the Dword PSTNullFreeOnClose. Double-click it afterwards and give it the value 1 to enable it. This ensures that Microsoft Outlook will remove deleted mails completely on every exit from the computer system.

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New rules are created using a wizard that is guiding the user through the process. It starts with the selection of one or multiple mail folders in Outlook or the Microsoft Exchange Server. All incoming messages and posts will be scanned for keywords that are defined in step 2. It is possible to define keywords that have to be included in the posts or keywords that do not have to be in them for the Outlook add-in to become active.

The notifications are defined in the last step. Four different notifications are available. It is possible to create a post in a folder, play a sound, create a copy in a folder or to create a notification in the popup window. The popup window is basically a monitoring window that has been created for that purpose.

The add-in is compatible with Microsoft Outlook 2007 and Windows Vista. It will also run on previous versions of Microsoft Windows (tested on Windows XP) and Microsoft Outlook but the specific versions are not mentioned on the developer’s homepage.

Advanced Folders Watch

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One of the main limitations of Microsoft Outlook is that it is not possible to run multiple Outlook instances that connect to different Microsoft Exchange Servers. It is possible to run multiple Outlook profiles on the same computer system but it is not possible to connect to different Exchange Servers.

Enter Extra Outlook, a lightweight freeware software application that makes it possible to run multiple Outlook instances on the same computer system. You can find a detailed explanation of the workings of that application at the REblog. A general description would be that Extra Outlook will intercept Outlooks exit process when starting a second instance of the email client which allows the user to select a different profile (and thus Exchange Server) during startup.

Extra Outlook is a command line tool:

ExtraOutlook.exe "C:\Program Files\Microsoft Office\Office12\OUTLOOK.EXE"

You can also create shortcuts on the desktop that make use of this program to launch additional Outlook instances comfortably. Extra Outlook is compatible with Microsoft Outlook 2003 and Microsoft Outlook 2007.

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If you do get attachments regularly, like digital camera pictures, music, funny pdf or Powerpoint presentations or files like that you know the cause for the huge size of your mail folder. It slows down the application as well and it is a good idea to either delete or remove the attachments from the mails by saving them to a directory on the hard drive.

The Outlook Attachment Remover Add-in (via Shellcity) adds the Attachment Remover button to Microsoft Outlook which becomes active after selecting a folder or message.

It removes (detaches) the attachments from the selected mails in Outlook and replaces them with a link to their location on the hard drive. Some alternatives are to keep the attachments or to add a text reference instead of a link to the mail message when removing the attachment.

Two additional filters are available. The first specifies a minimum file size and the second file extensions that will be processed. If you want to detach all document types you use the format .doc;.xls;.pdf;.pps;.

Subfolders of a selected mail folder can be processed and the folder structure can be retained on the hard drive. I was not able to find information about the supported Outlook editions on the website.

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Outlook Express Settings and Outlook Express Dialogs are available as tabs in the main program window. The tweaks are simply checklists that display a short description of the tweak beneath the list. The settings tweaks provide access to features such as smooth scrolling, a custom attachment path, custom mail and news folders and hiding accounts from users.

The Outlook Express Dialogs tab makes it easier to disable certain dialogs and warning messages in Outlook Express. It’s possible to disable the warning when deleting messages, sending messages or that a message will be saved in the drafts folder.

I’m not a huge fan of Outlook Express and would recommend to change to a mail client like Thunderbird or Opera’s M2 mail client instead to increase security and comfort. If you have to use Outlook Express or like it that much you should give the Outlook Express Tweaker a go.

You have to scroll down on the huge downloads page until you find the download the for the application. It’s located almost at the end of the page.

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This is probably not a problem for most users but if you do get lots of files of a certain type – at work for instance – then you might want to change the default configuration and lower the risk setting of that specific file type. The following tip is also explaining how users can add new file types to the attachment manager and assign a risk level to them.

We need to open the Windows Registry because the custom settings have to be added to the Registry. Press Windows R, type regedit and hit enter. Now navigate to the Registry key HKEY_CURRENT_USER \Software \Microsoft \Windows \CurrentVersion \Policies. Right-click the Policies key and select New -> Key and name that key Associations.

Three DWORD values define additions to the risk settings of the Outlook Attachment Manager. They are:

HighRiskFileTypes
ModRiskFileTypes
LowRiskFileTypes

If you wanted to add some file types as low risks you would create a new DWORD and name it LowRiskFileTypes. The value of the key can be changed by double-clicking it. Now add file types to it and separate them with a “;”. To add .exe and .avi as a value you would add the following string in that field: “.exe;.avi”

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A possible format would be zip for instance. There is however another option for Outlook users. It is possible to add a key to the registry to enable certain file types that are then no longer blocked in Microsoft Outlook. To do so hit Windows R, type in regedit and hit enter.

Navigate to the key HKEY_CURRENT_USER / Software / Microsoft / Office / 10.0 / Outlook / Security for Outlook XP. Change 10.0 with 11.0 if you run Outlook 2003. Right-click in the right window and select New > Key. Name it ‘Level1Remove’ (without the ”) and add one or more file extensions to the key. It could for instance look like ‘.exe;.vbs’.

This would unblock .exe and .vbs file types in Microsoft Outlook.

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Outlook categories are saved in the registry in the key HKEY_CURRENT_USER \ Software \ Microsoft \ Office. The Outlook version that you are using determines the rest of the path. Here is a quick summary of possibilities:

• 8.0 \ Outlook \ Categories \ means Outlook 98
• 9.0 \ Outlook \ Categories \ means Outlook 2000
• 10.0 \ Outlook \ Categories \ means Outlook XP
• 11.0 \ Outlook \ Categories \ means Office 2003
• 12.0 \ Outlook \ Categories \ means Office 2007

All you need to do is export the categories key and import it in the new computer. To export the key right-click categories and select export from the menu. Select a file name and click on save to end the export.

Load the created file on the new computer and double-click it to import the settings. This is of course only valid if you import the categories into the same version of Outlook. If you are using a different version of Outlook you need to edit the registry key before you import the categories.

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