Outlook Mail Quick Fixes

Overview:

Tips and Tricks for the Outlook Email Client. Find the section you need and click on See More for outlined instructions.
 

Outlook Mail Quick Fixes

   Basic Outlook info - Signatures, Out of Office, Spelling and Autocorrect,Messages, Replies/Forwards

Adding a Signature

  1. File, Options, Mail, Signature (3rd one down)
  2. Click “new” give it a title
  3. Fill in “Signature block”
  4. “Choose Default Signature” drop down for “new messages and forward/replies”
  5. Click “OK”
 

Out of Office Replies

  1. File, Info, Automatic Replies
  2. Click in “Send automatic replies” and “Only send during this time range” 
  3. Place the dates you want your reply
  4. Type message in the Text Box, click “OK"
 

Spelling and Autocorrect

  1. File, Options, Mail, Spelling and Autocorrect (2nd one down)
  2. Click “Always check spelling before sending”
  3. Click “Spelling and Autocorrect” for advanced features
 

Message Arrival

  1. File, Options, Mail, Message Arrival
  2. Play a sound, change mouse pointer, show an envelope icon on taskbar
 

Replies and Forwards

  1. File, Options, Mail, Replies and Forwards
  2. Option to “Close Original message, add signature, include original message"
 

Save Messages

  1. File, Options, Mail, Save Messages
  2. Options “unsent messages saved, save forwarded messages, save in sent folder”
 

Send Messages

  1. File, Options, Mail, Send Messages
  2. Options “Importance Level, Automatic name check, Delete meeting requests”
  3. Options “CTRL + Enter sends message, Use auto-complete to suggest names” 
 

Tracking

  1. File, Options, Mail, Tracking
  2. Options “Delivery confirmation to server, Read receipt, Process meeting requests” 
  3. Options “Update original sent item with receipt information, Update tracking Information”
 

Outlook Calendar Quick Fixes

   Managing appointments, calendars and work time.

Cancel Appointment Created in GroupWise

  1. Open Calendar
  2. Double Click Appointment in Calendar 
  3. Click “Scheduling Assistant”
  4. Click “Cancel Meeting”
 

Cancel Appointment Created in Outlook

  1. Open Calendar
  2. Double Click Appointment in Calendar
  3. Click “Cancel Meeting”, click “Add”
 

Share a Calendar

  1. Open Outlook, Click on Calendar in lower left corner
  2. In the Ribbon Bar click “Calendar Permissions”
  3. Find the person by First Name, Last Name, click “Add”
  4. Do this for everyone you want to view your calendar "
  5. Give them the access you want in the “Permission Level” box
 

Work Time

  1. File, Options, Calendar, Work time
  2. Change work hours, Work Week, First day of week
 

Calendar Options

  1. File, Options, Calendar, Calendar Options
  2. Default Reminders
  3. Allow attendees to propose new times for meetings
  4. Add Holidays to Calendar "
  5. Change Permissions
  6. Enable Alternate Calendar
 

Display Options

  1. File, Options, Calendar, Display Options
  2. Default Calendar Color
  3. Date Navigator Font
  4. Show Click to Add prompts in Calendar
  5. Show week numbers in the month view and in Date Navigator
  6. When in Schedule View, Show Free Appointments
  7. When to Switch from vertical layout depending on how many calendars are viewed

Outlook Contacts Quick Fixes

   Manage contact settings.

Names and Filling

  1. File, Options, Contacts
  2. Change how you work with Contacts, How they are displayed
 

Online Status and Photographs

  1. File, Options, Contacts
  2. Show user photographs when available
 

Suggested Contacts

  1. File, Options, Contacts
  2. Automatically create Outlook contacts for recipients that do not belong to Outlook Address Book
 

Viewing Frequent Contacts

  1. Home, Expand Contacts, Right Click Frequent Contacts, Properties
  2. Click “Outlook Address Book” tab
  3. Place a “Check” in box “Show this folder as an E-Mail Address Book

Outlook Tasks Quick Fixes

   Setting work hours and managing Tasks

Task Options

  1. File, Options, Tasks
  2. Set Reminders
  3. Keep Track of Assigned Tasks
  4. Send Status Reports I complete a Task
  5. Overdue task colors "
  6. Completed tasks color "
 

Work Hours

  1. File, Options, Tasks
  2. Work hours for Tasks Per Day
  3. Work hours for Tasks Per Week

Outlook Search Quick Fixes

   Hints on using search features

Results

  1. File, Options, Tasks
  2. Search Results From: Current Folders, All Folders
  3. Improve Search Speed by Limiting the number of results shown 
  4. Highlight Search terms in the results
  5. Notify when results might be limited because search index is not complete

Outlook Language Quick Fixes

   Choose editing, display and help languages

Choose Editing Languages

  1. File, Options, Tasks
  2. Set the Office Language Preferences
 

Choose Display and Help Languages

  1. File, Options, Tasks
  2. Set the Language Priority

Outlook Advanced Quick Fixes

   More options for the Advanced User

Outlook Viewed Panes

  1. Files, Options, Advanced
  2. Customize Outlook Panes “Navigation Pane, Reading Pane, To-Do-Bar”
 

Outlook Start and Exit

  1. Files, Options, Advanced
  2. Outlook Start and Exit In This Folder
  3. Empty Deleted Items when exiting Outlook
 

Auto Archive

  1. File, Options, Advanced
  2. Set Auto Archiving
  3. Choose where archive folder his held 
 

Reminders

  1. File, Options, Advanced
  2. Show Reminders Play a sound 
 

Exporting and Importing

  1. File, Options, Advanced
  2. Exporting or Importing
 

Send and Receive

  1. File, Options, Advanced
  2. Send and Receive Options – Send Immediately when connected 
 

Other

  1. File, Options, Advanced Other
  2. Prompt for confirmation before permanently deleting items 

Outlook Customize Ribbon and Quick Access Tool Bar Quick Fixes

   Adding and installing to Ribbon and QuickAccess Toolbars

Install Commands on Ribbon Bar

  1. File, Options, Customize Ribbon
  2. Add commands to ribbon bar like “Print, Undo, New E-Mail, Save As, New Appointment” 
 

Install Commands on Quick Access Bar

  1. File, Option, Quick Access Toolbar
  2. Add commands to Quick Access Toolbar like “Print, Undo, New E-Mail, Save As, New Appointment” "

Outlook View Options

   Dated Groups, Reading & Navigation Pane

Show Dated Groups

  1. On the ribbon bar click “Arrange by”
  2. Turn it off or on by clicking “Show in Groups”
 

Reading Pane

  1. On the ribbon bar click “Navigation Pane”
  2. You can turn the pane off, place it on the bottom, or to the right 
 

Navigation Pane

  1. On the ribbon bar click “Navigation Pane”
  2. You can remove the Favorite folders from showing, Normal or Minimize

Details

Article ID: 50496
Created
Fri 3/16/18 1:21 PM
Modified
Tue 10/19/21 10:35 AM