Real World Questions, Real World Answers
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Search Folder for all Meeting related messages

I organize and attend quite a few meetings with somewhat larger groups and I therefor receive a lot of “Calendar messages” like meeting requests, accept, decline, canceled messages, new time proposals, etc…

I tend to ignore these during the day to get some work done and because Outlook processes most of them automatically anyway.

However, at set times, I still want to go through these messages, especially to process the feedback that some people give in their reply and to process the new time proposals.

Is there any way I can quickly filter or otherwise search my mailbox so I will only see all these “Calendar messages”?

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Prevent Recurring Meetings or Appointments to be created without an End Date

Often times, I receive invitations for recurring meetings that have no end date set so they will go on forever in my Calendar. It’s actually not that surprising considering that “No end date” is the default selection.

I really would like the organizer to put more thought into this. Sometimes the original organizer has even left the company and we still have these recurring meetings left in our Calendars.

As this is such a problem for us, I actually have multiple related questions about this;

  • Can I change the default recurrence pattern for meetings and appointments that I create in Outlook? Currently it is always set to “No end date” and sometimes even forget to change it myself.
  • Is there anything I can do against this as a recipient of these invitations?
  • Is there anything our administrator can do to prevent these meetings from being send out?
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Multiple Contacts Folders vs. Contact Groups vs. Categories

I’m trying to sort my Contacts a bit more effectively but I’m a bit at a loss to determine what the best approach is.

There seem to be various options such as creating additional Contacts (sub) folders, creating Contact Groups and using Categories.

Which approach is the best or which one would you recommend?

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Merge archive files or other pst-files

Over the years, I’ve created many archive files (I used to archive by month and then later by year as space became less of an issue).

I still use them as a reference sometimes and I’d like to combine them into one big archive as it is easier to manage and simplifies searching as well.

How can I merge them together?

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Mail Merge as a Delegate

I’ve been granted Delegate permissions for the mailbox of my manager and want to send out a Mail Merge in his name.

I’ve done a test but it seems that I can only do a Mail Merge out of my own name.

How can I do a Mail Merge for my manager as his Delegate?

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Quick Steps and HTML formatted message templates (fonts, tables, images etc)

I really like the ability to instantly reply with a message template via Quick Steps.

This works for most of my replies but for one type of reply I need to have rich text formatting support with additional font settings, an image and also a table.

I’ve tried copy/pasting the content from the source document and even put in HTML codes within the Text area of the Quick Step but it seems that this field is Plain Text only.

Is there any way to make this work with a Quick Step or another quick alternative?

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AutoComplete Quick Parts and AutoText

I’m quite a fervent user of templates such as Quick Parts and AutoText, however, I have a feeling that something is missing.

I seem to recall that when I for instance typed my name “Jane Doe”, after typing Jane I just hit the ENTER key and it automatically typed out Doe for me. The same with my address, I just typed the number of my street and it automatically completed it.

Did I somehow turn off this feature? How do I get it back?

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Saving an Appointment or Meeting as ics-file by using Drag & Drop

When I drag and drop an Appointment or Meeting from my Calendar into a File Explorer window or another messages, this Calendar item is being saved as an msg-file.

While this might make sense for saving emails, I’d rather save my Calendar items as ics-files.

Can I somehow change the drag & drop format for Calendar items to ics-files?

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Migrating Outlook pst-data to

I’m currently using Outlook with a POP3 account but I’d like to switch over to an account.

I’ve set to download all the new mail for my old POP3 account (actually, I’ve set my old account to forward to as this appears to be faster) and configured my account in Outlook. This all works great and as expected.

How do I migrate all the mails which I had already downloaded via POP3 into an Outlook pst-file to my mailbox?

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Receiving meeting invitations and updates for my manager

I’ve been granted access to the Calendar of my manager. However, now I’m being bombarded with meeting invitations and responses for my manager as well.

How can I stop this and only receive my own invitations again?

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