Home > Articles

This chapter is from the book

Managing Data in Outlook Express

As a desktop support technician, you need to know not only how to set up Outlook Express, but also how to perform various tasks within the program. At some point, you will more than likely receive calls from end users requesting your assistance on performing a task.

Importing and Exporting Mail

Outlook Express allows you to import and export mail messages to and from other email programs such as Microsoft Outlook.

To export mail messages, click File, point to Export, and select Messages. In the Choose Profile dialog box, select the program you want to export your mail messages to (for example, Microsoft Outlook). From the Export Messages dialog box, select the folders you want to export and click OK.

To import mail messages, click File, point to Import, and select Messages. Select the email program you want to import your messages from and click Next. Select the folders you want to import into Outlook Express and click Next. Then click Finish.

Managing Email Messages

If you receive a high volume of email messages, you may want to change the way Outlook Express processes them. For example, you may want messages from a specific person to be sorted and placed into a specific folder or highlighted in a different color.

By creating rules in Outlook Express, as shown in the following steps, you can change how incoming mail messages are processed:

  1. Within Outlook Express, click the Tools menu option, point to Message Rules, and click Mail.

  2. Select one or more conditions for the rule. For example, if you select Where the From Line Contains People, the mail message must be from a specific person before any processing actions are performed (see Figure 3.12).

  3. Figure 3.12Figure 3.12 Configuring rule conditions.

  4. After you have specified the conditions, you must edit the value for each condition by selecting the hyperlink under Rule Description.

  5. Specify the actions for the rule. Outlook Express will take these actions if a mail message meets all the conditions.

  6. Edit the values for the actions by selecting the hyperlink under Rule Description. For example, if you select the rule Move It to the Specified Folder, you then have to edit the value of the rule and tell Outlook Express which particular folder mail should be placed in.

  7. Type a descriptive name for the rule.

  8. Click OK.

Managing Address Books

Most email programs allow you to configure and maintain an address book. This feature is similar to a traditional paper-based address book where you store the names, addresses, and phone numbers of your contacts. Using the address book included with Outlook Express, you can store the following information about a person or contact:

  • Name of the contact

  • Email address

  • Physical address

  • Business-related information

  • Personal-related information

  • NetMeeting details

  • Digital ID information

Users often rely heavily on the contents of their address books for sending email because the address books contain the email addresses of their contacts. Outlook Express allows you to import and export address book contacts. For example, if a user has address book contacts from another email program, you can import the contacts into Outlook Express instead of re-creating all the entries. Conversely, you can also export a user's address book from Outlook Express for use within another email program.

To import an address book, follow these steps:

  1. From within Outlook Express, click the File menu, point to Import, and click Address book.

  2. Browse to the location of the address book (.wab) and then click Open.


If you are importing an address book that is stored in another format, such as .csv, click the File menu, point to Import, and select Other Address Book.

As already mentioned, Outlook Express also allows you to export an address book—for example, if you want to use your existing contacts and information within another email program. You can export an address book by clicking the File menu within Outlook Express, pointing to Export, and clicking the Address Book option. Select an export format for the address book and click Export.

Compacting Folders in Outlook Express

Outlook Express stores messages as entries within a database. Over time, these databases can grow in size and, as a result, degrade performance and consume a large amount of disk space. The reason is that when a message is deleted within Outlook Express, even if it is removed from your Deleted Items folder and out of your view, it still consumes disk space. So, over time, all the hidden records, which you thought were deleted, slow down performance and take up disk space.

Outlook Express allows you to compact your folders, which essentially removes all the records that have been marked for deletion from your computer. Compacting should improve performance and free up disk space.

By default, Outlook Express is configured to compact folders automatically during periods of inactivity. You can turn off this feature using the Maintenance tab from the Options dialog box. However, should you choose to disable this feature, you should manually compact your folders once a month. You can do so by selecting the Clean Up Now button located on the Maintenance tab and clicking Compact from the Local File Clean Up dialog box.


If you receive the Cannot compact, folder is in use error message, close down Outlook Express. Then reopen the application and try running the Compact feature again.

Blocking Senders

Many users receive unwanted email in their Inboxes. Outlook Express allows you to control the senders from whom you receive email. For example, if you continually receive spam email from a specific email address, you can block the sender. After a sender is blocked, you will no longer receive email from that sender in your Inbox.

To block a sender, highlight an unwanted message within your Inbox, click the Message menu, and select the Block Sender option. A message appears informing you that the sender is blocked. Click Yes to confirm this action.

Pearson IT Certification Promotional Mailings & Special Offers

I would like to receive exclusive offers and hear about products from Pearson IT Certification and its family of brands. I can unsubscribe at any time.


Pearson Education, Inc., 221 River Street, Hoboken, New Jersey 07030, (Pearson) presents this site to provide information about Pearson IT Certification products and services that can be purchased through this site.

This privacy notice provides an overview of our commitment to privacy and describes how we collect, protect, use and share personal information collected through this site. Please note that other Pearson websites and online products and services have their own separate privacy policies.

Collection and Use of Information

To conduct business and deliver products and services, Pearson collects and uses personal information in several ways in connection with this site, including:

Questions and Inquiries

For inquiries and questions, we collect the inquiry or question, together with name, contact details (email address, phone number and mailing address) and any other additional information voluntarily submitted to us through a Contact Us form or an email. We use this information to address the inquiry and respond to the question.

Online Store

For orders and purchases placed through our online store on this site, we collect order details, name, institution name and address (if applicable), email address, phone number, shipping and billing addresses, credit/debit card information, shipping options and any instructions. We use this information to complete transactions, fulfill orders, communicate with individuals placing orders or visiting the online store, and for related purposes.


Pearson may offer opportunities to provide feedback or participate in surveys, including surveys evaluating Pearson products, services or sites. Participation is voluntary. Pearson collects information requested in the survey questions and uses the information to evaluate, support, maintain and improve products, services or sites; develop new products and services; conduct educational research; and for other purposes specified in the survey.

Contests and Drawings

Occasionally, we may sponsor a contest or drawing. Participation is optional. Pearson collects name, contact information and other information specified on the entry form for the contest or drawing to conduct the contest or drawing. Pearson may collect additional personal information from the winners of a contest or drawing in order to award the prize and for tax reporting purposes, as required by law.


If you have elected to receive email newsletters or promotional mailings and special offers but want to unsubscribe, simply email information@informit.com.

Service Announcements

On rare occasions it is necessary to send out a strictly service related announcement. For instance, if our service is temporarily suspended for maintenance we might send users an email. Generally, users may not opt-out of these communications, though they can deactivate their account information. However, these communications are not promotional in nature.

Customer Service

We communicate with users on a regular basis to provide requested services and in regard to issues relating to their account we reply via email or phone in accordance with the users' wishes when a user submits their information through our Contact Us form.

Other Collection and Use of Information

Application and System Logs

Pearson automatically collects log data to help ensure the delivery, availability and security of this site. Log data may include technical information about how a user or visitor connected to this site, such as browser type, type of computer/device, operating system, internet service provider and IP address. We use this information for support purposes and to monitor the health of the site, identify problems, improve service, detect unauthorized access and fraudulent activity, prevent and respond to security incidents and appropriately scale computing resources.

Web Analytics

Pearson may use third party web trend analytical services, including Google Analytics, to collect visitor information, such as IP addresses, browser types, referring pages, pages visited and time spent on a particular site. While these analytical services collect and report information on an anonymous basis, they may use cookies to gather web trend information. The information gathered may enable Pearson (but not the third party web trend services) to link information with application and system log data. Pearson uses this information for system administration and to identify problems, improve service, detect unauthorized access and fraudulent activity, prevent and respond to security incidents, appropriately scale computing resources and otherwise support and deliver this site and its services.

Cookies and Related Technologies

This site uses cookies and similar technologies to personalize content, measure traffic patterns, control security, track use and access of information on this site, and provide interest-based messages and advertising. Users can manage and block the use of cookies through their browser. Disabling or blocking certain cookies may limit the functionality of this site.

Do Not Track

This site currently does not respond to Do Not Track signals.


Pearson uses appropriate physical, administrative and technical security measures to protect personal information from unauthorized access, use and disclosure.


This site is not directed to children under the age of 13.


Pearson may send or direct marketing communications to users, provided that

  • Pearson will not use personal information collected or processed as a K-12 school service provider for the purpose of directed or targeted advertising.
  • Such marketing is consistent with applicable law and Pearson's legal obligations.
  • Pearson will not knowingly direct or send marketing communications to an individual who has expressed a preference not to receive marketing.
  • Where required by applicable law, express or implied consent to marketing exists and has not been withdrawn.

Pearson may provide personal information to a third party service provider on a restricted basis to provide marketing solely on behalf of Pearson or an affiliate or customer for whom Pearson is a service provider. Marketing preferences may be changed at any time.

Correcting/Updating Personal Information

If a user's personally identifiable information changes (such as your postal address or email address), we provide a way to correct or update that user's personal data provided to us. This can be done on the Account page. If a user no longer desires our service and desires to delete his or her account, please contact us at customer-service@informit.com and we will process the deletion of a user's account.


Users can always make an informed choice as to whether they should proceed with certain services offered by Adobe Press. If you choose to remove yourself from our mailing list(s) simply visit the following page and uncheck any communication you no longer want to receive: www.pearsonitcertification.com/u.aspx.

Sale of Personal Information

Pearson does not rent or sell personal information in exchange for any payment of money.

While Pearson does not sell personal information, as defined in Nevada law, Nevada residents may email a request for no sale of their personal information to NevadaDesignatedRequest@pearson.com.

Supplemental Privacy Statement for California Residents

California residents should read our Supplemental privacy statement for California residents in conjunction with this Privacy Notice. The Supplemental privacy statement for California residents explains Pearson's commitment to comply with California law and applies to personal information of California residents collected in connection with this site and the Services.

Sharing and Disclosure

Pearson may disclose personal information, as follows:

  • As required by law.
  • With the consent of the individual (or their parent, if the individual is a minor)
  • In response to a subpoena, court order or legal process, to the extent permitted or required by law
  • To protect the security and safety of individuals, data, assets and systems, consistent with applicable law
  • In connection the sale, joint venture or other transfer of some or all of its company or assets, subject to the provisions of this Privacy Notice
  • To investigate or address actual or suspected fraud or other illegal activities
  • To exercise its legal rights, including enforcement of the Terms of Use for this site or another contract
  • To affiliated Pearson companies and other companies and organizations who perform work for Pearson and are obligated to protect the privacy of personal information consistent with this Privacy Notice
  • To a school, organization, company or government agency, where Pearson collects or processes the personal information in a school setting or on behalf of such organization, company or government agency.


This web site contains links to other sites. Please be aware that we are not responsible for the privacy practices of such other sites. We encourage our users to be aware when they leave our site and to read the privacy statements of each and every web site that collects Personal Information. This privacy statement applies solely to information collected by this web site.

Requests and Contact

Please contact us about this Privacy Notice or if you have any requests or questions relating to the privacy of your personal information.

Changes to this Privacy Notice

We may revise this Privacy Notice through an updated posting. We will identify the effective date of the revision in the posting. Often, updates are made to provide greater clarity or to comply with changes in regulatory requirements. If the updates involve material changes to the collection, protection, use or disclosure of Personal Information, Pearson will provide notice of the change through a conspicuous notice on this site or other appropriate way. Continued use of the site after the effective date of a posted revision evidences acceptance. Please contact us if you have questions or concerns about the Privacy Notice or any objection to any revisions.

Last Update: November 17, 2020