Question: When I logged on to Email this morning I found that the home menu was missing. I click on Home and the menu bar reappears, but the minute I do anything else it disappears. Is there something that I did to change the interface behavior? I prefer to seen the menu/icon bars visible at all times.
Answer: More than likely you may have double clicked on a ribbon tab, which “hides” the icons to allow for more space. Just double click on the ribbon tab again, and the icons will re-appear permanently. If you are using Office 2013, you may have inadvertently clicked on the collapse button ^ on the upper right side of the screen (even with the ribbon) that collapses the ribbon. To make it reappear, you can use icon on the upper right of the window next to the minimize _ button to autohide the ribbon, show tabs or show tabs and commands.
Question: I manage a shared account in which my signature block is different than my personal one. I tried to see how to create a separate signature block for that account and it didn’t work.
Answer: On the Outlook client you can create many signatures from your account, including a signature you plan to use for the shared account. When you send email out on behalf of that other account, you can select the appropriate signature. You might also consider using Outlook Web Access for the shared account if you have full access permission and then you can switch to the other account (as described in the previous posting). You can then create a special signature for that account under Options > See all Options > Settings > Mail and check to have it automatically include on messages you send.
Question: I manage a shared account and would like to be able to access it from off campus. I am able to see the calendars from my account on Outlook Web Access, but I don’t have access to the inbox or other folders. Is this possible?
Answer: In Outlook Web Access (OWA) If you have full access, which is set up and approved by ITS Systems and can be requested through email@example.com. With full access you can select the dropdown next to your name in the upper right of the screen and type search for the shared account name and click Open. You will see the shared account emails and any mail you send from here will be stored in that account’s sent mail folder (not in your sent folder as it is on the Outlook client 2007, 2010 or 2011). To see your account you have to select your name from that dropdown arrow again or open another browser windows…or use your client for your own email.
For more information about this feature, contact firstname.lastname@example.org or email@example.com .
Question: I am interested in finding a recording/instructional piece on managing emails and allowing for more organization with Outlook. Is there something available on the ITS website?
Answer: Go to this “Email clean-up” link . ITS has recorded several short video clips to help with clean up tools in Outlook 2010. In addition, you can find more Video clips by Nevada Learning on he Outlook 2010 link. (You must have a UNMC network account to access these tutorials).
Learn other email clean-up and management tips in our Email Management and Productivity Tools session on August 13, 2013 from 11 a.m. – noon in Wittson Hall Amphitheater 3034. This session will be recorded and available from the “clean up” link above.
Question: There are emails that are sent to me that I wish to retain. If I try to move some of these messages to another folder a message appears saying that they will expire in so many days unless I change the retention policy. How does one change the retention policy so when these messages expire they don’t delete from the folder I wish to store them in?
Answer: This question was a real stumper. But since the problem wasn’t consistent, I determined that the folder she was trying to move it to was placed under the Deleted Items folder. UNMC’s retention policy deletes anything in the deleted items folder after 7 days. All that this person needed to do was move those folders from the deleted items folder and drag to the Inbox or another folder, and those messages should no longer appear.
Question: This week we had some say their text when typing email messages was very tiny. Then another said their Outlook web mail was large.
Answer: More than likely you accidentally touched the roller on your mouse when holding your control key which zooms text in and out. To zoom larger, hold the Ctrl key and move the roller on the mouse to get the desired size. If you have a Mac, press Ctrl and + or – keys to zoom in and out.
Question: I am getting a message that my email is full and I need to delete things. I usually delete 80% of all email I receive. Some things, however, I have to keep regarding funding, etc. from other colleagues, etc. Is there a way I can get more space in my email, or can you help me with reorganizing things. I would appreciate any help/suggestions regarding this matter.
Answer: There are a number of things you can do to manage your mail and clear space.
- First, check what part of your mail is taking up the most space. In Outlook 2010 you can go to File > Info > Mailbox Cleanup and click View Mailbox size. You’ll see the various parts of your email to determine which folder is taking up the most space. In most cases it is the inbox or sent folders.
- Then go to those folders and sort by size. You’ll see the largest messages (usually with attachments) listed at the top. To get the most space quickly, you can delete those messages, or just remove the attachments from the message if the attachment is no longer needed, or you can save the attachment first into a folder on your computer and then delete the message or attachment. Doing this for very large messages will save you much space.
- You can also move messages to a computer network folder and then delete the messages from your email. You are unable to move folders to the network, but you can create a folder on the network drive and then move several messages to it (by sleecting messages using Shift or Ctrl when clicking). If you need to refer to the message at a later time, you would need to have the Outlook client on your computer in order to open those messages from the network drive. After deleting those “enormous” messages from your Mail, it can significantly reduce the size of your mailbox. (Gotcha: when you move messages to the network drive, the dates associated with the file is the date you moved the messages, so you won’t be able to sort by date of the message). You can, however, still search for dates or other text in the messages.
- An even better option is to convert messages to PDF. This saves messages on individual pages of a PDF, along with any attachments. It does not require the Outlook client to open the messages. You must have Adobe Acrobat X installed (not Adobe Reader). Once the messages are converted to PDF, you can delete the messages from your email.
For more cleanup and management tips, come to ITS’ Outlook Tools and Rules on April Fools, 4/1 from 1-2 p.m. Click here to register or email firstname.lastname@example.org or 402-559-7284. You can find more tips here.