Question: I’m getting messages that my email space if over half full, so I plan to spend some time over the holidays deleting emails. Can you provide any suggestions to speed this process?
To gain back the most space quickly, delete your largest messages first. You may want to start with your Sent Items folder first and sort by size and start deleting, then repeat with other folders. When sorting by size you should see the largest messages at the top, which in your Sent Items folder usually contain attachments. If you don’t need the message, delete it. If you need the message, you can just remove the attachment with the Outlook client, especially since you probably have it already on your computer if it is in your sent items folder. Just click on the attachment in the preview pane or from an open message and select Remove. You also can save attachments from this option.
From the web
If you use Outlook Web Access (OWA), you will need to save the attachment to your computer and then delete the message, as you are not able to remove just the attachment from a message in OWA.
Drag and Drop tips and Convert to PDF
From the Outlook client, you also can “drag and drop” messages to your network folders or convert messages to PDF. Then you can delete the messages to free up space and still be able to refer to later.
Learn more email management and productivity tips in Wednesday’s Outlook session at 1 p.m. in 8011 Wittson Hall. A “Drop-in Help” session will follow from 2:30 to 3:30 p.m. No registration is required.
Click here for even more email management and productivity tips.
We often get questions about something not working as it is supposed to with Microsoft Outlook. These often deal with working with shared calendars. After researching and applying several solutions, we often discover the best solution to try is to close and restart Outlook. Below are a series of steps to try when troubleshooting Outlook.
- Close and reopen Outlook
- Check Outlook on the web to see if you have the same issue. This will determine if it is a workstation problem or Outlook or server issue.
- If Outlook web works correctly, sometimes rebooting your computer fixes the problem.
- Check Outlook options to see if features are enabled/disabled
- In a few cases it has required reconfiguring your Outlook profile (call the ITS Helpdesk 402-559-7700 for that).
- We often “google” problems and come up with similar problems and find solutions that way also.
- We also try to post questions and answers on our LearnIT blog, so don’t forget to search our blog for solutions.
Question: I need to help managing someone else’s email account and would like to have the link appear on my task pane. The other person gave me access on the Access and Delegation properties/permissions, but I cannot access it.
Answer: There are many security measures Outlook has in place to keep people from being able to access your entire mail database. The steps are more involved than for sharing calendars or for generic accounts.
The other person needs to give you permission to his/her mail database and then the specific folders desired. Do do this, the owner of the other account must right click on his/her email@example.com and select Folder Permissions and add you with the desired permissions. This must be done for every folder (inbox, sent, drafts, etc). What is nice about this, you could have just one folder available for others to use, such as a “special project” folder but not give permission to anything else in your mail. This helps assure additional security from others being able to see all of your mail database.
To dock the account onto your task pane, you must go to:
- File > Account Settings > Account Settings
- Click Change (next to repair)
- Click More settings (lower right)
- Click the Advanced tab
- Add the person’s username and click OK,
- Click Next, and then Finish.
You should now see the other person’s name in your task pane and if given any permissions as explained above, you should be able to access the folders.
Turn off “read” status when using the reading pane
Question: When I get an email, I have a reading pane open so I can read the email without opening it. If I move my curser to another email, the previous email changes from a unopened email to an opened email. I don’t like this feature and would like to turn it off.
Answer: If you are using Outlook 2010, you can select View > Reading Pane > Options. Then make sure to uncheck the top two boxes next to “Mark items as read when viewed in the Reading Pane” and “Mark item as read when selection changes.” If using Outlook 2007 select Tools > Options > Other tab > Reading pane. In Outlook web access you can change by going to Options > Settings > Mail and unchecking first two Reading Pane options. With Outlook 2011 for the Mac, you can find this under Outlook > Preferences > Reading (under Email) and select one of three options under Mark mail as read.
You can also right click on a message and select Mark as read or unread. In addition, you might also find the shortcut keys Ctrl Q (read status)and Ctrl U (unread status) useful when changing from read to unread status when using Outlook 2007, 2010 or OWA. With Outlook 2011 you use Cmd+T to mark select messages read or Shift +Cmd+ T to mark as unread.
Question: How can I tell how much space I am using in Outlook?
Answer: Below are the various ways you can determine your mailbox size
- In Outlook 2010 select File > Info > Clean Tools > MailBox Cleanup – View Mailbox size and click the Server Data tab, and it will be listed next to the Total Size (including subfolders)
- In Outlook 2007 select Tools > MailBox cleanup – View Mailbox size and click the Server Data tab and find the number next to Total Size (including subfolders)
- With both Outlook 2010 and 2007, you can also right click on your mailbox name and select Properties and select Folder Size and select the Server tab to find the total size.
- In Outlook Web Access (OWA), you can simply hover your mouse over your mailbox name in the navigation pane and the size will appear.
- In Outlook 2011 (Mac) right click (Ctrl+Click) on the Inbox and select Folder Properties. Click the Storage tab.
You’ll see the size in kilobytes. You are limited to 2 gigabytes, which would be approximately 2048 megabytes or 2,048,000 kilobytes. Here is a link to convert computer storage units. Users should receive notices when they hit the 1.5 MB warning as well as when they hit the 2 GB quota.
Remember, you can click and drag messages to copy to your computer. Then to save space, you can delete those messages from your Outlook email. You will need to have the Outlook application to open the emails, however.
It is important to check your mailbox size and delete unnecessary email REGULARLY.
Instant Messaging on Outlook
Microsoft Lync Instant Messaging is now available for Outlook. You must request and be setup on the Instant Messaging server, and then you can download the software. To find out more about Lync Instant Messaging and other time-saving tips, come to the Outlook Sizzling Summer Tips session on Tuesday, 6/26 from 1-2 p.m. in the ITS Training Room, 8011 Wittson. (Click here to register).
Lync is not available off campus or with Outlook Web Access (OWA), and ITS does not have any connectivity to the Hospital at this time. Conferencing and phone integration are currently not supported at UNMC.
FIRST, Request Instant Messaging
Send an email to firstname.lastname@example.org to request instant messaging. Include your full name and email address.
Second, Download and Install Microsoft Lync
- Go to Employee Self Service ~ http://ess.unmc.edu/
- Enter UNMC NetID and Password
- Select Information Technology > Software
- Select Microsoft Lync download for your PC or Mac
- PC – 32 Bit
- PC – 64 Bit
- Follow install prompts
- The Microsoft Lync Icon will appear on your desktop
Click here for more installation instructions.
Question: I have been very diligent about deleting emails in Outlook, but accidentally deleted something I shouldn’t have and went back to try to find it and had difficulty finding it. I miss how Lotus Notes used to sort by date deleted, not the date the message was received. Can I change that?
Answer: Yes, I missed that feature too. But on the Outlook client you can change your view settings in the deleted items view by adding the ”Modified” field to your deleted items view (which will be the deleted date). Below are the steps involved for Outlook 2010. This is a one-time setup unless you decide to change the view settings again.
- From the Deleted Items view, right click in the heading area at the top below the search field (arrange by) and click View Settings.
- The Advanced View Settings window appears. Click Columns and select Date/Time from “Select available fields from.”
- Select Modified from the Available fields and click Add. It adds the Modified field to the bottom, so you may want to move it up below Subject or wherever you prefer. Click OK once.
- Next you need to change the sort order. Click Sort from the Advanced View Settings window.
- Change to Date/Time fields from the Select Available Fields from (at the bottom of the Sort screen).
- Then from the Sort items by field, select Modified and Descending (to sort from most recently deleted).
- You may want to be sure grouping is on none (unless you prefer to keep it on)
- Click OK twice.
- Your deleted items should be in the date modified (deleted) order now.
- If you find you need to move the modified field elsewhere on the screen to see it, just go to the View Settings > Columns and move fields around.