(Tech Tip: Outlook) Show unread mail in JUST your inbox
Outlook’s ‘unread mail’ normally shows you unread mail in all your folders.
Here’s how to change it to just the Inbox.
Use Outback v1.4 to backup your Outlook archives (non-server .pst files)
How to backup your Outlook data (.pst file)
Unfortunately, you can't make a backup of your important Outlook .pst files (this is where all your archive data resides) while you are using Outlook.
Note : If your Outlook is connected to a corporate Microsoft Exchange server you probably are using a .pst file for archives.
(Tech Tip: Outlook) Managing your Mailbox Size
A large Mailbox is both slow and costly. Often the culprit is just a few messages with very large attachments.
Archiving is the process of moving mail items from the Exchange server mailbox into a local file format (Personal Storage file or .PST). Exchange mailboxes are not meant for long-term storage. Using AutoArchive, Outlook will automatically (preserving your folder structure) move your older mail messages into an archive.
Scheduling a resource
A "resource calendar" is a calendar attached to a special mailbox that represents a shared resource (e.g. a conference room). To book the room you invite attendees but also "invite" the conference room.
If your administrator has created a "resource calendar" then here's how to book it.
Sorting and Grouping your Inbox
Sorting
Click on 'Received' to sort your inbox by date (that's what that little triangle means)
- click again to alternate between ascending and descending order
- type the first few letters to jump to that entry
How to Change Your Windows and Email Passwords
There are two passwords you should be aware of
1. Your Windows password controls your logon to your computer. This is the password you use to logon each morning. This is also the Remote Desktop password (if you are using this service).
Mail stuck in Outbox
Things to check when mail is stuck in your Outbox.
1. Are you connected to the server? A momentary Internet disconnect can sometimes disconnect Outlook (as on a laptop that has been unplugged).
Look on the bottom right of Outlook. It should look like this (figure 1). If not, click on the error and uncheck "Work Offline"
2. Are you sending right away? Tools... Options... "Send immediately when connected" should be checked. (figure 2)
Close and Re-Open Outlook after doing this.
How to share your calendar / contacts with another person
In Outlook you can give another person access to your calendar/contact/inbox folders.
You can also decide whether the person can edit data or just view the data.
Note: This is different than the 'delegate' feature that allows sending mail on behalf of someone else.
How to send photos via e-mail
How to send photos via e-mail
Did you know there is a way to send smaller versions of photos via e-mail?
Use 'right-click'... 'Send To'... 'Mail Recipient' to send a specifically re-sized copy for e-mail.
How to open another user's archive (.PST) file
Outlook uses a .pst file to store archived mail.
The built-in archiving process automatically creates and opens the mail folders for you. They are labeled 'Archive Folders' and the file is saved as 'archive.pst' by default.
Here's how to open another user's archive file if it has been given to you:
1. Choose File... Open... Outlook Data File (fig a)
2. Browse to the .PST file. This is normally in your 'My Documents' folder in the 'Outlook' subfolder. (fig b)
