Outlook notes
From raju
Configuration
My Configuration
Do not mark items as read when you just view them
File -> Options -> Advanced -> Outlook panes -> Reading Pane -> uncheck "Mark item as read when selection changes" -> ok -> ok
You can also access the "Reading Pane" via
File -> Options -> Mail -> Outlook panes -> Reading Pane
force formatting when copy pasting text
To use "Keep Text Only" as the default option when copy pasting
File -> Options -> Mail -> Compose Messages -> Click "Editor Options" button -> Advanced -> Cut, copy, and paste -> Pasting from other programs: -> choose "Keep Text Only" in the dropdown -> OK -> OK
Difference between various options in the dropdown menu
- Keep Text Only - When you copy paste an hyperlink, only the text will be pasted.
- Merge Formatting - When you copy paste an hyperlink, it will be pasted as a hyperlink with both the text and the underlying link.
Threaded display in Outlook 365
Threaded display in older outlook versions
Search only in current folder even when searching from Inbox
File -> Options -> Search -> "Results" section -> Include results only from: -> select "Current folder"
Add the unread mail folder to favorites
Right click on Search Folders -> Reding Mail -> Unread mail -> ok Right click on the newly created "Unread Mail" folder in "Search Folders" -> Show in Favorites
Ref:- https://support.microsoft.com/en-us/help/2510047
Disable message preview
View -> Message Preview -> Off
move up after delete
File -> Options -> Mail -> <In the right panel scroll all the way to the bottom> -> Other -> After moving or deleting an open item -> Open the previous item -> ok
conversation history
The default is to delete the conversations after 30 days. The idea here is to store them for longer by setting the folder to use the parent folder policy.
Right click on the "Conversation History" folder -> Properties -> Policy -> Folder Policy -> In the dropdown, select "Use Parent Folder Policy" -> ok
desktop alerts on all messages
By default, outlook will display a desktop alert only for messages arriving in the inbox. If you have a rule that filters messages into sub folders, then it will not display any alerts on the filtered ones. One way around this is to set up a filter that displays desktop alerts on all the emails.
File -> Manage Rules & Alerts -> New Rule -> Start from a blank rule -> Apply rule on messages | receive -> Next -> Do not specify any conditions and hit Next -> Choose Yes in the popup that asks for confirmation -> In the actions, select "display a Desktop Alert" -> Next -> Do not specify any exceptions and hit Next -> Finish -> Ok -> Ok
Move this rule to the top.
Miscellaneous
outlook help
Press F1 to get help in outlook.
tested on | Microsoft Office Professional Plus 2016
Outlook version
answers | what version of outlook am I running?
File -> Office Account -> Product Information
Tested on | Microsoft Office Professional Plus 2016
To check whether you are running 32-bit or 64-bit
In the Product Information screen -> click on "About Outlook" button -> On the top, it will show whether it is 32-bit or 64-bit.
Tested on | Microsoft Outlook 2016 MSO 32-bit
folder size
click on a folder -> Folder tab (in the top left) -> Folder Properties icon -> General tab -> Folder Size
Keyboard Shortcuts
functionality | shortcut | comments |
---|---|---|
Advanced search | ctrl+shift+f | |
Reset formatting | ctrl+space | Useful after copy pasting |
Move up the message - <SHIFT>-<SPACE>
Move down a message - <SPACE>
remove attachments
To delete attachment but keep the email
Open the mail -> right click on the attachment -> "Remove Attachment"
search functionality
use case | syntax | Comments |
---|---|---|
Check emails with attachments | hasattachment:yes | |
Check emails from an email address | from:foo@bar.com | |
find unread emails | read:no | alternative way |
For a complete list, see https://support.office.com/en-us/article/Learn-to-narrow-your-search-criteria-for-better-searches-in-Outlook-d824d1e9-a255-4c8a-8553-276fb895a8da
missing features
- Is there a way to hide folders that do not have any unread emails? i.e. only show folders if they have some unread emails?
- In Outlook 2010, there is no way to disable the popup that comes up when you hover over a message.