Category Archives: Sending Email

Deleting Recent (Suggested) Contacts in Outlook

Posted by on November 14th, 2012
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Question: When I start typing a name I like the auto complete finds a name I’ve recently corresponded with. However, I have an incorrect address and would like to delete it? In Lotus Notes I could just go in and delete them from the Recent Contacts in the Contact view. But I don’t even know where to find them in Outlook

Answer: In Outlook you should see “Suggested Contacts” (which would be the same as recent contacts) in your Contact view, but in some cases I have heard that people don’t have that option. Even if you do, I have found that the “incorrect” name may not be listed to delete.

So, the better option is actually very easy. When you start typing the name and the “suggested” name automatically pops up, press the x to delete the name if you’re in Outlook 2010. Or just press the delete key on the keyboard. On the Mac, you may need to hold the function key with Delete. Thereafter name should no longer pop up.

 

Be careful replying to all if you’re a bcc recipient in Outlook

Posted by on September 13th, 2012
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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.

Send and save in other folder in Outlook

Posted by on September 4th, 2012
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Question: Is there a way to send and save a message in a folder in one step in Outlook? I used to do this often in Lotus Notes.

Answer:  You can, but not in one step. First, before sending click the Options tab in the ribbon and select “Save Sent Item” and select Other folder. If you use this feature a lot, you could right click on that icon and the identified folder and select Add to Quick Access Toolbar, that way it would always be on that bar at the top without having to remember to go to Options. Then when you click Send it will save in that folder. Unlike Lotus Notes, items do not appear in both Sent and other folders. Doing it this way it would just be two clicks.

How can I easily re-send messages with undeliverable notices in Outlook?

Posted by on August 23rd, 2012
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Question: When sending out a large number of emails each month, I often receive undeliverable notices. With Lotus Notes I could simply click on the re-send button, but using  Outlook  I have to copy and paste the original email to a new email, then copy and paste the subject line, and finally copy and paste the attachments.  There must be a shorter process?

Answer: I have done the same thing as you with copying and pasting, with frustration, but I happened to open the message (rather than just look at it from the preview mode) and noticed a “send again” button in the ribbon. Lo and behold, it brings up the original email so that you can change or search for a new email address and re-send. YAY!

Prompt to Save in Outlook?

Posted by on April 26th, 2012
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Question: Is there a way to prompt to save in Outlook rather than having to go to delete from your Sent Mail constantly?

Answer: Outlook doesn’t include that feature, however you can add a “Do not save” checkbox to your quick access toolbar.

  1. To create this, from within a new email message, go to Options and click Save Sent Item and right click on “Do not Save” and select “Add to Quick Access Toolbar.”
  2. That icon will now be available as a quick click from the Quick Access toolbar at the top of the Outlook message window. See screen instructions here -
  3. One problem, however, is you can’t “uncheck” the option from the quick access toolbar once you check it …however you can remove the check (and save the message) by going to options > Save Sent Items and select another folder or Use default folder.

Come to our Outlook Clean Up session on Tuesday, May 1 from 1-2 p.m. in the ITS training room, 8011 Wittson. Click here to register using your University personnel number or email csttrain@unmc.edu