Use multiple profiles

You may need more than one profile in either of the following situations:

• If you use Outlook on a single computer that you share with other people whom you trust
  For example, if you and your spouse have separate e-mail accounts, each of you can also have a separate profile, each with the appropriate accounts and settings.
• If you maintain multiple Exchange accounts

If you need more than one profile, you can create an additional profile at any time, and add to it the accounts and settings that you want. When you switch from one profile to another, you change the e-mail accounts and settings that are available to you in an Outlook session.

Use a single profile

Most people need only a single profile. When Outlook runs for the first time, the first profile is created automatically and is named "Outlook." Whenever Outlook starts, this default profile runs automatically. When you add or modify e-mail accounts, or include an additional .pst file to use, you are modifying your profile. You can modify your profile at any time, but you cannot change the name of a profile after it is first created.

Modify your profile

Microsoft Windows, click the Start button, and then click Control Panel.

· Do one of the following:

• Windows Vista Click User Accounts, and then click Mail.

Note In Classic view, double-click Mail.

• Microsoft Windows XP Click User Accounts, and then click Mail.

Note In Classic view, double-click Mail.

The Mail icon won't appear unless you have Outlook installed and have run the program at least once.

The Mail Setup dialog box opens.

Do any of the following:

• To add another e-mail account, click E-mail Accounts.
• To modify Outlook data storage options, click Data Files.

• To see a list of the profiles that you currently have, click Show Profiles.

Create a new profile

In Microsoft Windows, click the Start button, and then click Control Panel.

1. Do one of the following:
• Windows Vista Click User Accounts, and then click Mail.

Note In Classic view, double-click Mail.

• Microsoft Windows XP Click User Accounts, and then click Mail.

Note In Classic view, double-click Mail.

3. The Mail icon won't appear unless you have Outlook installed and have run the program at least once.

The Mail Setup dialog box opens.

· Click Show Profiles.

· Click Add.

· Type a name for the profile, and then click OK.

Add an e-mail account to use in your profile by following the directions on your screen

Outlook Profile

An e-mail profile is made up of e-mail accounts, data files, and information about where your e-mail is stored. Profiles in Microsoft Office Outlook are similar to identities in Outlook Express.

What is an e-mail profile?

E-mail profiles are what Outlook uses to remember which e-mail accounts you use and where the data for each account is stored. Each profile provides Outlook with the following information:

· What account information to use This information includes the user name, display name, e-mail server name, and Internet service provider (ISP) (ISP: A business that provides access to the Internet for such things as electronic mail, chat rooms, or use of the World Wide Web. Some ISPs are multinational, offering access in many locations, while others are limited to a specific region.) account password.

· Where the e-mail data is delivered and stored In Outlook, data is delivered and stored either on the e-mail server or a in .pst file on your computer. This data includes rules, messages, contacts, calendars, notes, tasks, journals, Search Folders, and other settings.

Outlook e-mail profiles are stored in the Windows registry. When Outlook starts, it retrieves the profile information from the registry.

Note You use the Mail icon in Control Panel to access options for configuring Outlook e-mail profiles. The Mail icon won't appear unless you have Outlook installed and have run the program at least one time.

When you run Outlook for the first time, a startup wizard guides you through the process of creating a new profile. The profile thus created runs whenever you start Outlook. Most people maintain only one profile — however, you might sometimes find it useful to have more than one. For example, you might want to use one profile for work mail and a second profile for personal mail. Also, if other people use the same computer that you do, their accounts and settings can be kept in separate profiles that have different names.

You cannot use passwords to protect Outlook profiles. To help protect your Outlook data from intrusion by other people, you should use a password-protected Windows user account.

Important You cannot switch from one e-mail profile to another while Outlook is running.

A basic profile consists of one or more e-mail accounts and a storage file. A private individual might have an Internet e-mail account, such as a POP3 account, while corporate workers might have a Microsoft Exchange account. Accounts of other types (including IMAP4 and HTTP accounts) can be added to any profile, and so can additional storage files (such as an Archive.pst file for keeping older messages). Sometimes extra services, such as fax and address book directories, may be included as well.

Note While a profile can include multiple Internet-type accounts, it can include only one Exchange account.

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Send a message to a distribution list

1. Open a new message.

2. Click To, and in the Search box, type the name of the distribution list

3. In the Name list, click the name, click To, and then click OK.

You may have used the More columns search option the last time that you used the Address Book. To restore the name list view, click Name only next

You can also drag the distribution list from Contacts into the message.

4. Send the message.

Send a message to part of a distribution list

1. Open a new message.

2. Click To, and then in the Search box, type the name of the distribution list

3. In the Name list, click the name, click To, and then click OK.

You may have used the More columns search option the last time that you used the Address Book. To restore the name list view, click Name only next to Search.

4. In the message, in the To box, click the plus sign (+) next to the name of the distribution list to show the individuals on the list, and then delete the names that you do not want the message sent to.

After you expand a distribution list, the distribution list name is replaced with all the individual names on the list. You cannot collapse the names back to the distribution list name.

Send a meeting request to part of a distribution list

1. In a new Meeting Request, in the Scheduling Assistant, click Add Attendees.

2. In the Search box, type the name of the distribution list.

3. In the list below, click the name, and then click Required. Click OK.

4. In the All Attendees list, click the plus sign (+) next to the name of the distribution list to show the individuals on the list.

5. Clear the check mark next to the name of each person whom you do not want to send the meeting request to. When you switch back to the Appointment view, only the names that you didn't remove will appear in the To box.

Note After you expand a distribution list, the distribution list name is replaced with all the individual names on the list. You cannot collapse the names back to the distribution list name.

Add a distribution list from a message to Contacts

1. Open the message that contains the distribution list.

2. In the header of the message, right-click the distribution list, and then click Add to Outlook Contacts on the shortcut menu.

Print a distribution list

1. Click Contacts.

2. Open the distribution list that you want to print.

3. Click the Microsoft Office Button and then click Print.

4. Choose any additional printing options, and then click OK.

Add or delete a name in a distribution list

1. In your Contacts folder, open the distribution list.

2. Do one or more of the following:

Add an address from an address book or a contacts folder

1. On the Distribution List tab, click Select Members.

2. In the Address Book drop-down list, click the address book that contains the e-mail addresses you want in your distribution list.

3. In the Search box, type a name you want to include.

4. In the Name list, click the name, and then click Members. Do this for each person whom you want to add to the distribution list, and then click OK.

Add an address that is not in a contacts folder or an address book

1. On the Distribution List tab, click Add New.

2. Type the information for the e-mail address, and then click OK.

Delete a name

Click the name, and then click Remove.

Show the names in a distribution list

If you want to check the members in a distribution list before you send a message, you can do the following:

1. In a new message, click To.

2. In the Address Book drop-down list, click the address book that contains the distribution list that you want information about.

3. In the Search box, type the name of the distribution list.

4. In the Name list, right-click the distribution list, and then click Properties on the shortcut menu

You may have used the More columns search option the last time that you used the Address Book. To restore the name list view, click Name only next to Search.

To quickly show the names of individuals on the list, you can click the plus sign (+) next to the name of the distribution list in the To box. After the list is expanded, you can delete some names to send a message or meeting request to part of the distribution list. You cannot collapse the list again after it is expanded. Distribution lists in the E-mail field of a contact cannot be expanded.