Were you recently granted access to a resource mailbox in Outlook? Are you using Outlook Desktop? If both are true, this message is for you.
- Open Outlook Desktop.
- Find and right-click your name in the folder list on the left side of the screen.
- Choose Data File Properties.
- Click the Advanced button.
- Click the Advanced tab.
- Click the Add button.
- Type the name of your resource mailbox and then click the three successive OK buttons.
- Find the new mailbox in your folder list. (As an outline, it will be even with your name, but likely pretty far down the pane.)
- See if you can expand the item (using the > symbol). If you cannot, your rights need to be adjusted at the server level.
Getting flooded with messages that you don’t want and all have a common theme (from the same person, the same subject, etc.)? Outlook enables you to set up a rule to clean it all up in one fell swoop.
- Right-click one of the messages.
- Select Rules and then Create Rules.
- Click Advanced Options in the dialog box that pops up. The advanced options will give you more control with your rule than just the few options first presented.
- Choose a condition, such as the subject containing certain text. (Since you right-clicked a specific message, the sender and subject should appear in the options from which you’ll choose.)
- Click the Next button.
- Choose what you want to do with the message, such as delete it. (If you just want to file the messages away and read them at a later time, choose to move the message into a folder.) Click the Next button to continue.
- Add any exceptions (although this is rare).
- Specify a name for the rule. This takes the theory that you may have several rules as time goes by and naming a rule with something obvious means you won’t need to go into the rule details to determine why you created it in the first place.
- Click the Run this rule now on messages already in the inbox checkbox. This is crucial for cleanup when you have been plagued by a lot of messages for which you are writing a rule.
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:
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.
Are you less than impressed by Clutter from Microsoft? Would you like to disable it? Here’s how:
- Log into Outlook Web App (365).
- Click on the Settings Gear Icon .
- Choose Options > Automatic Processing > Clutter.
- Select “Don’t separate items identified as Clutter” and then click the Save button.
To Send an Attachment Using Outlook in Your Email:
- Compose a new email message including recipient’s email address, subject of the email, and the email message.
- Choose the Message tab on the Ribbon.
- Choose Attach File on the Ribbon under the Message tab. An Insert File dialog box will be displayed. Choose the file you would like to attach to your email message from the Insert File dialog box. The file attachment and file size will be displayed below the subject box of the email.
- Choose send to send the email with the attachment to the recipient.
To Create a New Task Using Outlook:
- Choose Tasks in the Navigation Bar on the bottom of your screen.
- Choose the New Task option. A window will display for you to input the New Task information.
- Input the information for the task including the subject, date, priority, etc. If the task occurs on a regular basis, choose the Recurrence option on the Ribbon. A Task Recurrence dialog will be displayed. Choose the Recurrence Pattern and click OK.
- Choose the Save & Close option on the Ribbon to save the task.
To Create a New Contact in Outlook:
- Choose People in the Navigation Bar on the bottom of your screen.
- Choose the New Contact option. A window will display for you to input the New Contact information.
- Type in the contact information including name, email address, phone numbers, etc.
- Choose the Save & Close option on the Ribbon to save the contact information.