MSOutlook.info » Mail Organizing

Hide flagged items of other mailbox in To-Do Bar

Roady [MVP] — Wed, 08 Feb 2012 17:09:53 +0000

I've got an additional account in Outlook which I share with someone else. We often flag emails for each other which then show up in the To-Do Bar as well were it mixes with my own tasks and flagged mails.

I tried to disable this mailbox from displaying reminders in the To-Do Bar but that options appears not to be available.

Is there a way to only show tasks and reminders from emails in my personal mailbox and not from another?

Reduce ost file size with Synchronization Filters

Roady [MVP] — Thu, 02 Feb 2012 16:06:40 +0000

As a mobile user, I love it that I can also cache other user's shared folders and Public Folder Favorites.

However, some of these users are true packrats and some of these Public Folder Favorites are huge archives. The result is that my ost-file is really large (nearing 20GB) and makes my laptop slow since it doesn't have a high performance SSD drive. I'm also starting to run out of disk space as I only have a 120GB disk in my laptop.

Aside from investing in a fast new disk or telling my colleagues to clean up, what else can I do?

Print a message with today’s date and time

Roady [MVP] — Thu, 26 Jan 2012 16:04:15 +0000

For archiving or approving purposes (especially with drafts), we need to print out e-mail messages with the current date and time on it. I believe Outlook 2003 did this automatically but Outlook 2007 and Outlook 2010 no longer do this. Instead these version only print with the sent/received date and no date at all for Draft messages. Is there any way to "restamp" the date and time on a message when printing?

Don’t let senders flag message with Reminder for me

Roady [MVP] — Wed, 25 Jan 2012 18:15:46 +0000

Lately, people tend to send me messages which are already flagged and have a follow up reminder. Is there a way to disable these type of remote flags and reminders?

Convert from a POP3 account to IMAP

Roady [MVP] — Fri, 13 Jan 2012 12:43:27 +0000

I'm currently using a POP3 account but want to switch that to an IMAP account. Looking at my account settings, POP3 is grayed out so I can't simply change that to IMAP. How do I change from POP3 to IMAP without losing my current emails?

Flags with reminders for IMAP accounts

Roady [MVP] — Tue, 29 Nov 2011 17:01:34 +0000

I'm trying to set a reminder on a message but I only have the option to flag it or to clear the flag. There are no options such as Today, Tomorrow, This Week, Next Week, etc... which I'm supposed to get. This might have something to do with the fact that I'm using a IMAP account. Is there still a way to mark my messages for follow up or at least get them to show up as a Task in my To-Do Bar?

Highlight/sort meeting receipts which contain text

Roady [MVP] — Thu, 17 Nov 2011 18:36:11 +0000

I would like to create a rule that will allow me to filter all of the meeting receipts where people have typed in a message to me. This is to prevent me from reviewing the meeting receipts that don't have any verbiage contained in the body. I see where I can look for specific words, but don't know how to examine for the presence of text. How can I filter out these empty responses?

IMAP: Folder structure and Junk E-mail filter

Roady [MVP] — Tue, 15 Nov 2011 17:00:25 +0000

In my IMAP account, the default mail folders like Inbox, Sent Items, Deleted Items, etc are subfolders of my Inbox folder. I have been able to set the Sent Items and Deleted Items folders of my IMAP account so that they now work, but the Junk E-mail filter does not work. Why are my folders all under the Inbox folder and how can I make the Junk E-mail folder work with my IMAP account?

Process your mail quicker with keyboard shortcuts

Roady [MVP] — Tue, 08 Nov 2011 16:51:11 +0000

While message rules can help to automatically file the bulk of your messages directly into the correct folder, processing your mail is of course more than just moving it. Instead of using your mouse, you can move, flag, categorize, etc your mail via a keyboard shortcut which is often quicker (and more accurate when for instance in a train). Which ones are you using?

Training Outlook’s Junk E-mail Filter

Roady [MVP] — Thu, 13 Oct 2011 16:26:27 +0000

I'm getting the same spam message over and over again even though I mark it as Junk each time. I expected that Outlook would delete these messages automatically after I delete a couple of them. How can I train the Junk E-mail Filter in Outlook?

AutoArchive feature is missing

Roady [MVP] — Tue, 20 Sep 2011 17:10:25 +0000

My mailbox is getting full and I wanted to archive some of my older emails with AutoArchive. However, it looks like I don't have this feature available in Outlook at all. A search revealed that update KB2412171 for Outlook 2007 might be to blame here, but I don't have that installed as I use Outlook 2010. How can I get the AutoArchive feature in Outlook?

Sending from an additional Exchange address

Roady [MVP] — Thu, 15 Sep 2011 15:30:29 +0000

I've got an Exchange mailboxes which holds multiple email addresses. I can receive mail sent to any of these addresses just fine, but I cannot find a way to choose which address to send out with. I've tried setting the From field with another address but that got automatically replaced with my default address or a bounce message saying that I don't have permission to do so. How can I send out a message with one of my mailbox aliases?

Quickly select a folder by typing its name

Roady [MVP] — Tue, 13 Sep 2011 13:45:00 +0000

I've got quite a large list of folders (with names of customers) in which I sort my emails. Usually, to find a folder to which I want to move an email to, I need to scroll in the Navigation Pane and look for it. As I already know the name of the folder, is there an easier way to select it? Perhaps similar to selecting a file or folder in Explorer by typing its name?

Permanently delete from pst-file and Compact Now

Roady [MVP] — Thu, 18 Aug 2011 13:58:00 +0000

I know that when I permanently delete something from Outlook (so also from the Deleted Items folder), it will still not be deleted directly and my pst-file won't become smaller unless I run Compact Now. Until then or until it gets overwritten, the data is still stored within the pst-file and thus recoverable as you described here.

I'd prefer the deleted items to be really gone and free up space directly. For this I now manually run Compact Now a couple of times per week.

Can I configure Outlook that it will always automatically compact the pst-file whenever I delete something?

Set pst-file as default delivery for Exchange account

Roady [MVP] — Tue, 09 Aug 2011 14:06:25 +0000

I have an Exchange account but I prefer to download everything to a pst-file. How can I configure Outlook so that not only all new mails arrive in my pst-file, but also all Sent Items, Calendar appointments, Contacts, Drafts, etc... will be stored in it and not in my Exchange mailbox?