Changing Your Mail Options for an Outlook Group

Have you joined (or been forcibly assigned to) an Outlook Group? By default, you may automatically be receiving any and all e-mail sent to the group address. However, you have some options and may limit how much of the mail you receive. Even if you choose not to receive any, it will always be available in the group inbox for you to see when you so choose.

Outlook Desktop Directions:

  • Open Outlook Desktop.
  • Scroll to the bottom of the inbox folder list and click once on the Outlook Group for which you need to change the mail options.
  • Note the change to the ribbon  at the top of the screen. One of the items should be Group Settings.
  • Click on the Group Settings button and note your options under the heading Follow in Inbox:
    Outlook Group E-Mail Settings
  • Choose No Email or Events if you do not want to receive any of the e-mail in your own inbox. Choose a different options as you see fit.

Outlook Web Directions:

  • Open Outlook Web.
  • Scroll to the bottom of the inbox folder list and click once on the Outlook Group for which you need to change the mail options.
  • Note the screen is now in three columns. In the middle column, you should see the name of the group. In the example below, the group name is _FRS_Defect_Pictures.
    Outlook Group OWA Screen 1
  • Click the ellipsis () found on the same row as Send email and choose Settings from the pop-up list.
  • Note the new panel that has appeared on the right side of the screen.
    Outlook Group OWA Settings
  • Choose No Email or Events if you do not want to receive any of the e-mail in your own inbox. Choose a different options as you see fit.
  • Click the X at the top of the Group Settings panel to close it (or just click elsewhere on the screen to close the panel).

Changing Outlook 365’s Reply Default Setting

With the recent (Fall 2015) changes to Outlook 365, the Reply button defaults to Reply to All, frustrating many and generally promoting bad netiquette. Here’s how to change the default:

  • Log into Outlook 365.
  • Note the default reply option on your O365 toolbar.

    Reply Drop Down Arrow
    (Note, if you wanted to keep things as they are but just choose alternatives based on the e-mail message, simply click the drop-down arrow).

  • Find and click the Settings icon in the upper right-hand corner.

    Settings Cog 

  • Select Options.
  • Choose Reply Settings.
  • Change the default setting from Reply All to Reply instead and save.

    Reply Setting

Marking a Message as Not Clutter

If you would like to keep a message from being marked as clutter in Outlook, either right click on the message and choose Mark as not clutter or just drag it to the Inbox. If Office 365 is missing messages you want marked as clutter, right click and choose Mark as clutter or drag it to the Clutter folder.

If you are using Outlook 2007, 2010 or 2013 (Desktop), simply drag a message to the Clutter folder to mark it as clutter or drag it to the Inbox to mark it not clutter.

By dragging messages to the Clutter folder you will train the tool to spot similar e-mail in the future. The tool gets smarter over time, learning from your prior actions with similar messages.

Finding Office 365 Applications

Have you logged into Outlook 365 (e-mail) and can’t find your calendar? Wondering how to access other Office 365 applications such as Word, Excel and PowerPoint?

Calendar and OneDrive used to be on the right side of the title bar but they have moved.

Find and click the Office 365 icon consisting of nine squares in one square (as shown on the left side of the graphic below).

365 Icon

At that point, you will see all of your Office 365 applications available in a small menu. Click the tile for the application of your choice.

Note: DTS is preparing materials for people to see the basics of the Office 365 applications with a target date of June 2015 (when Office XP is removed from county computers). MCFRS Tech Training is also preparing some materials that should offer more detail, to be available in the spring of 2015.




Setting Outlook to Launch a New Window for a New Message

Do you want Outlook 365 to give you a new window for each new message you start? You have this ability but the default is to put new messages in the reading pane. Make the change now…

  • Click the gear symbol and choose Options.
  • Click Settings on the left side of the window in the vertical navigation.
  • Find Reading Pane settings on the right side of the screen.
  • Select Type in a New Window.
  • Click the Save button at the bottom of the screen.

Note: To use this feature, you will need to turn your pop-up blocker off for this site if you haven’t already. If the new window is blocked when you click New Mail, simply click the blocker settings at that point and enable for this site.

Finding Mail in Your Folders on Your Phone

Scenario: You set up your e-mail account on your phone, complete with several sub-folders. When you go into those folders on your phone, the folders are empty! (Feel free to insert dramatic background music here in your own mind.)

What happened?!

The phone is set up to sync only a certain date range of mail. The mail you’re hoping to see in folders is probably older than the sync range.

To change this:

  • Access your e-mail account settings on your phone.
  • Find Mail Days to Sync (iPhone) or Days of Mail to Sync (Android).
  • Change to something more fitting to your needs.

Recovering Deleted Items in Outlook 365

Even if you have deleted something in Outlook (e.g., mail, contacts, calendar item…) and even if you have emptied your Deleted Items folder, you may still be able to recover something that would otherwise be gone.

  • Find and right-click the Deleted Items folder on the left side of the screen.
  • Choose Recover Deleted Items.
  • Click once on the item you would like to recover.
    • Use the search box at the top of the window to track down what you are trying to recover if you don’t see it immediately.
    • Click the check-box to the left of each item you would like to recover if there are multiple items to retrieve at once.
  • Click the Recover link at the bottom-right corner of the pop-up window.
  • Click the OK button on the new pop-up that explains where your item(s) will go.
  • Close the window.