Outlook Tips & Tricks

eMail - Windows

 

Q1: How does Junk Mail get handled within Outlook?

Q2: How can I transfer my personal settings from the full client to another machine so I do not have to re-create them?

Q3: What is the difference between Cached and Real-Time Mode?

Q4: How do I know which option to set, Cached or Real-Time?

Q5: How do I change from Cached Mode to Real-Time Mode?

Q6: The 'delay email message' will only work in Real-Time mode.

Q7: What are 'Quick Steps' and how can I utilize them?

Q8: I am unable to format text on a Reply or Forward, what should I do?

Q9: How do I send out a message on behalf of someone else so that is looks like it is coming from that person?

Q10: How can I get the Public Folders to remain available at all times?

Q11: How can I send a message using a distribution list and have it not show the list of names?

Q12: How do I share distribution lists?

Q13: I do not want 'conversation mode' set on the web client.

Q14: How can I set the 'mail delivery receipt' option to always get the notice upon receipt?

Q15: How do I spell check the Subject Line?

Q16: Can I use Signature Blocks with the web client? 

Q17: How come recalling a message doesn't always work? 

Q18: How do I import email addresses from another system? 

 

 

 

eMail - Macintosh

Q1: How do I access and use Public Folders?

 

 

Calendar - Windows

Q1: I manage multiple calendars and/or multiple staff in the office manage a resource and we are experiencing double bookings or meetings not showing up in a timely fashion.

Q2: Sending Messages from a 'Meeting Calendar' (not your own)

Q3: Calendar access on tablets or other devices may be limited.

Q4: How do I do a busy search?

Q5: How do I switch my calendar to set default time for meetings?

Q6: How can I print notes  from the calendar?

Q7: How can I keep my email open and my calendar at the same time?

Q8: How do I prevent deleted appointments from reappearing?

 

 

Calendar - Macintosh

 

 

eMail - Windows

 Q1: How does Junk Mail get handled within Outlook?

A: Junk Mail is managed manually by the user.  Windows computer settings are for 'No Automatic filtering'.  Macintosh computer settings need to be set manually.

Q2: How can I transfer my personal settings from the full client to another machine so I do not have to re-create them?

A: We are researching this.

Q3: What is the difference between Cached and Real-Time Mode?

A: Cached Mode checks in with the Outlook server every so often.  Updates will not show until the next time the client checks in with the server and then will deliver the updates.  Real-time mode directly connects to the server at all times and will provide updates immediately.  If the connection is lost, a disconnect message is received.

Q4: How do I know which option to set, Cached or Real-Time?

A: The default mode is Cached Mode and is preferred for most users.  Real-Time Mode is beneficial for users who manage multiple accounts and/or calendars. 

Q5: How do I change from Cached Mode to Real-Time Mode?

A: Click here for instructions

Q6: The 'delay email message' will only work in Real-Time mode.

A: Correct.  If you set up a delayed message and your client is set for Cached Mode, the delayed message will not send.  You must switch to Real-Time Mode.  See instructions.

Q7: What are 'Quick Steps' and how can I utilize them?

A: Click here for instructions

Q8: I am unable to format text on a Reply or Forward, what should I do?

A: The issue arises when the original creator of an email has their setting defaulting to "Plain Text" instead of "HTML".  Click on the Format Text ribbon and change the format to "HTML". 

Q9: How do I send out a message on behalf of someone else so that is looks like it is coming from that person?

A: Please contact an Outlook administrator to assist you in setting up the proper account access.  Contact auth@gvsu.edu

Q10: How can I get the Public Folders to remain available at all times?

A: Click here for instructions.

Q11: How can I send a message using a distribution list and have it not show the list of names?

A: Outlook expands the distribution group so you cannot show just the name of the group.  If you need to hide the names, you must put the distribution list in the Bcc field.  In this case, the To field must have a value before you send the message.

If someone received a message and they are listed in the Bcc field, it appears to them on the receiver end that they are not listed in To or Cc fields.  Otherwise if not listed in Bcc field, their address would show in the To or Cc field.

If someone does a Reply from a Bcc, it only goes to the sender.

If someone does a Reply All from Bcc, it goes to all To and Cc but not any other members who were Bcc’d.

Q12: How do I share distribution lists?

A:  Right-click on the distribution group and select Forward, then select Forward as an Outlook contact.

Q13: I do not want 'conversation mode' set on the web client.

A: You must uncheck the check box in the web client to change this mode.

Q14: How can I set the 'mail delivery receipt' option to always get the notice upon receipt?

A: You can only set it to request a receipt.  The user can either reply to it or ignore the request.  You can see a report of emails delivered if you login to the web client, go to Sent folder, Open email, file and open delivery report.

Q15: How do I spell check the Subject Line?

A: Hit F7 to check the subject line and body of email prior to sending.

Q16:  Can I use Signature Blocks with the web client?

 A:  As most of you already know, Outlook supports multiple signature blocks that can either be automatically inserted into your message or can be individually selected by you at the time of message creation.What you may not know is that you can also create a unique signature block in the Outlook Web Application (OWA). A signature block created in OWA will not be accessible in the desktop (full) client and desktop signature blocks are not accessible in OWA.  However, a signature block created in OWA, like other OWA options, will carry forward to future OWA sessions.

To create an OWA signature block,

Select Options --> All Options -->  Settings --> Mail.

Create your signature block and don’t forget to click on SAVE

A very flexible feature of the Outlook Email system.

Q17:  How come recalling a message doesn't always work?

A:  What we've determined is that the recall process works properly when sender and recipient have machines in the same mode (cache or real).  If the user machines involved are in different modes, it seems to create a conflict which causes the recipient of the recall to get a recall notification, rather than the message being immediately recalled.  If the user opens the recall notification, the message will be properly recalled, unless it has been opened.  Opening the recall notification also triggers the success/failure notification to be returned to the user.  If the recall notification is never opened by the recipient, the sender never gets informed of the success or failure of the process. 

The recall process is designed to only recall unread messages.

Q18:  How do I import email addresses from another system?

A:  Follow the instructions in this document.

 

 

 

eMail - Macintosh

Q1: How do I access and use public folders?

A: Click here for a quick guide to public folders on the MAC.

 

Calendar - Windows

Q1: I manage multiple calendars and/or multiple staff in the office manage a resource and we are experiencing double bookings or meetings not showing up in a timely fashion.

A: The users managing these accounts should switch from cached mode to real-time mode.  Click here for instructions.

Q2: Sending Messages from a 'Meeting Calendar' (not your own)

A: If you manage multiple calendars, it is advised to set up a 'Meeting Calendar' seperate from your own so that your personal calendar does not get all of the appointments.

Q3: Calendar access on tablets or other devices may be limited.

A: Some devices/browsers only allow for you to access your own personal calendar and not shared calendars that you may have access to.  This is the fucntionality of the device and browser support.

Q4: How do I do a busy search?

A: During a meeting session, click on Schedule Assistant to view busy times

Q5: How do I switch my calendar to set default time for meetings?

A: There is a time scale on the View tab where you can change the default.

Q6: How can I print notes  from the calendar?

A: File, Print, Options and Calendar Details Style.

Q7: How can I keep my email open and my calendar at the same time?

A: Once you start your email, Right Click on the Calendar and Open in New Window.

Q8: How do I prevent deleted appointments from reappearing?

A:Deleting Appointments in Outlook
When deleting an appointment off of a "delegated" (i.e. another person's) calendar, please be aware that sometimes the appointments will re-appear, when mobile, smart devices are involved. Others have been able to “resolve” the issue because the calendars they were using were also being synced with another calendar maintenance system (for example Google calendars or Blackberry’s calendar program).  If the meeting was created within Google calendar (for example) and then deleted through Outlook, the meeting would repopulate or reappear when synced again.  So, long story short, be sure that the appointment is deleted in the same program that it was created in.  If you are not sure, delete it in every program.
 

 

 

Calendar - Macintosh

 

 

 

 

Page last modified April 6, 2012