Guide Archives - Robert 365

How to create multiple Mail Profiles in New Outlook

New Outlook allows you to create multiple Mail Profiles which each having its own account configuration and cache, just like Classic Outlook.

However, Mail Profiles in New Outlook work significantly different from Classic Outlook as there is no interface for it, it works command line based, and New Outlook doesn’t make it clear how and where the Mail Profiles are saved and managed.

Learn all about how to create and manage Mail Profiles in New Outlook with the info and step-by-step instructions within this guide.

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Power Automate: Mail Merge with Outlook Contacts

Even though Classic Outlook has a Mail Merge feature itself, sending Mail Merges via Power Automate offers more flexibility and advanced features such as adjusting the From field, using HTML formatting and adding attachments. It can also act as an alternative to the very limited Mail Merge capabilities of New Outlook.

As Power Automate runs within the Microsoft 365 Cloud, sending out a large Mail Merge this way is fast and doesn’t block Outlook or hinder your computer’s performance while running.

Starting with Power Automate may be overwhelming at first, but setting up a Mail Merge is a much more straightforward and easier task than you might think.

In this tutorial, we’ll take a step-by-step approach to construct a Mail Merge in Power Automate which uses your Outlook Contacts folder as the data source and use a Categories filter to restrict who will receive your personalized email.

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Command line switches for New Outlook (including secret ones!)

Command line switches for New Outlook are very different from the ones that are available for Classic Outlook. Even how they work is different.

The main intention of the currently available command line switches for New Outlook is troubleshooting and less focused on supporting (automation) workflows.

Nevertheless, it is good to know which are available and how to use them. Microsoft has documented a few, but there are a couple useful hidden ones as well which are also covered in this guide.

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Partial word, string or wildcard search in Outlook

Outlook’s indexed search is fast as long as you know the exact beginning of the word or string that you are looking for.

If you want to search for only a part of a word, like the middle or ending, you’ll have to use the much more cumbersome Advanced Find.

For instance, when searching for “write”, Outlook’s indexed search will only find messages containing “write” but Advanced Find will also find “rewrite”.

A similar situation exists when searching for product codes or reference numbers were people could leave out prefixes, spaces or dashes.

Or what about names?
Katerina or Caterina? Kristian or Christian?

With an Advanced Find macro we can make these type of searches quick and easy again.

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Windows 11 (2025) and Outlook; An easy upgrade?

Thinking about upgrading your computer to Windows 11 or are you using Outlook on a Windows 11 computer already and are being offered the next major Windows 11 update?

There are a couple of things to be aware of when you heavily rely on Outlook.

The upgrade process from Windows 10 is actually quite streamlined and trouble free for most configurations; It is almost like applying a major update to Windows 10. Of course, things are even easier when you are already on Windows 11. However, there are still a couple of attention points to go through before you start and afterwards.

This guide contains not only upgrade preparation and troubleshooting steps but also various tips about the changes that you could encounter involving Outlook after upgrading to Windows 11.

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Open the Outlook Address Book from a Desktop shortcut

Although you can create Outlook Desktop shortcuts to specific folders within Outlook, there is no command line switch to directly open the Outlook Address Book.

Especially in a corporate environment, having such a shortcut can be quite handy to quickly look up a contact in your Contacts folder or a colleague in the Global Address List (GAL).

Luckily, with a small vbs-script we can still recreate this “rolodex experience”.

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Reply and keep original attachments

When you reply to an email in Outlook, the original emails are not included. This is because it is assumed that the original sender still has access to the original attachments.

There are however various valid scenarios in which it makes sense to keep the attachments. A common scenario which would benefit from this, is in longer mail threads where Reply All is used and where new people are being added.

Although there are various workarounds available, having this option integrated in Outlook is more efficient.

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Check sending account address before sending email

Nowadays, it is quite likely that you have multiple email accounts configured in Outlook.

Especially when working from home, you don’t want to end up sending your business emails via your private account or vice versa.

Also, when you have access to a Shared Mailbox or are a delegate for the mailbox of a colleague, you could find yourself inadvertently send from these mailboxes or forget to select it when needed.

By adding this simple VBA macro to Outlook, you can prevent sending emails from the wrong email address.

► Continue reading: Check sending account address before sending email

Add Teams, Skype, Zoom and other chat, call or meet now links to your signature

Common signatures include a greeting, your name, your company name and possibly a website address and a phone number.

Since nowadays people contact each other a lot more via online meeting tools such as Teams, Skype and Zoom, you can also add special links which will allow the receiver to directly contact you via one of those methods as well.

With the use of recognizable icons, you can easily include these references without making your signature look huge.

This guide starts off with an example of a signature which is small but contains several instant communication links as well. After that, an overview is given of the instant communication links that can be used with commonly used IM and video conferencing clients.

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Edit the HTML source code while composing a message in Outlook

When composing a message in the HTML format in Outlook, the HTML code is automatically generated by the WordHTML engine. Unfortunately, Outlook does not provide a direct way of editing this generated HTML code.

With the EditHTML macro from this guide you can edit or completely replace the HTML of a message you are composing. This makes it much easier to make specific modifications or use the HTML code that you’ve created in another HTML editor.

This way you can make sure that your carefully created design, like for a newsletter, isn’t being modified again by WordHTML and remains compatible with other mail clients.

► Continue reading: Edit the HTML source code while composing a message in Outlook