Question: If a message is received in Outlook with information for a meeting time, location, date, subject, is it possible to convert or transfer all of the meeting information to the Outlook Calendar without entering it manually?
Answer: If you have you are using Outlook 2010, you can drag and drop the message to the calendar on the To Do bar (if it is displayed on your mail screen). You can change the calendar to the correct month and drag to the day, then all you would need to do is change the time but the subject will be the subject of the message and the contents of the message will be in the description of the calendar entry.
You can also drag and drop the message to the Calendar icon (at the bottom) of the window but then you need to change the date too. You can also right click on the message and select Move To and then select your calendar folder. If you select Copy, it will retain the message in your inbox, otherwise Move will delete it from the inbox. But you still have to add the information, but at least you have the contents in the description where you can to see and copy and paste.
Unfortunately, I have been testing Outlook 2013 and that drag and drop feature to the To Do bar was removed, which annoys me greatly, as I loved that feature. We are not yet promoting moving to Office 2013.
Question: I have a company that keeps emailing me. I have blocked them but they use a different URL or address each time they send out messages so they get through. The title of the email is always the same. Is there a way for me to “junk it” based on subject?
Answer: There is a lot you can do with Rules. For example, you can right click on the annoying message and select Rules > Create Rule. From here you can list the subject (or part of the subject text) and check Move item to Folder “Deleted Items” or “Junk” or even create a new folder so that you can check that folder anytime. This is a nice way to route mail out of your inbox and then the folder name will be bolded when something new is in that folder. But you need to be diligent about checking those folders for new mail. Keep in mind, however, if you get a legitimate message with the same subject text, it will also be routed to that folder, which is why you may want to check that folder occasionally and not necessarily send to the deleted items folder.
You can create more complex rules based on conditions, exceptions, etc. Get to those options by clicking on Advanced Options. More information about Rules are here.
Spammers are clever, however, and sometimes it is hard to get rid of some of that junk mail because they change their address or subject lines.
When you receive a message in which you are bcc’d, other names in the To and Cc are not aware you were copied on an email. You will see other names that are in the To or CC but names in the BCC are not seen by others. If you reply to all, others may “discover” that you received a copy, which could cause embarrassment. So be careful before replying to all, and if your name is not listed in the To or CC, you were bcc’d in the message.
In addition, replying to all does not go to bcc recipients. If you’re looking for the bcc field, you have to click on the Options tab while in a message and click Bcc icon to add it. You will not see the bcc field, however, if you are opening a message you received.
Learn more about Outlook features in ITS’ Outlook Email Management and Productivity Tools on Tuesday, 9/25 from 1-2:30 p.m. in 8011 Wittson Hall. Click here for the Sept/Oct training schedule and online registration links.
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: I would like to reply with an attachment but can’t find that option? How do I do that?
Answer: Outlook does not include attachments on replies, however Microsoft has these suggestions: (click for more details) http://www.msoutlook.info/question/564
- Reply and reattach via drag and drop or copy/paste
- Forward and readdress
- Resend this message (Other > Resend this message)
- Reply/Forward with original message attached (found under Mail options)
- Use Links instead of attachments
- Reply all with VBA macro
- Use a Reply All with Attachments add-in (see link above)
How do I color code messages sent from my boss?
Use Conditional formatting – View > View Settings > Conditional Formatting – give a name of the rule, click Font and change color and size (and whatever else you want), click OK. Then add a condition – such as from your boss (select from address book), then click OK. Here is a link with screen prints – http://blog.slingalibi.com/post/2010/02/09/Color-code-your-Outlook-2010-Inbox-Messages.aspx