Question: My off campus email has changed its look. It is now blue instead of yellow and I can’t see the folders in my in box. Is there something I can do to get the old look and feel back?
Answer: I couldn’t come up with an answer right away for this one, so checked with our helpdesk who suggested she was probably using the “light” version of Outlook web access. She probably logged in using the “blind and low vision experience”, which is also called the “light version” of Outlook web access. You can turn this on or off by selecting the checkmark box on the login screen.
On the secure remote access site, this option directly on the logon screen is not available. To turn it off:
- Log into the secure remote access UNMC email site.
- Click on “options” in the top right corner.
- Click “see all options…” from the drop down menu.
- Select “settings” on the left hand side menu.
- Click “general” from the menu bar towards the top.
- Deselect “Use the blind and low vision experience.”
- Finally, click “Save” in the bottom right corner, to save the changes.
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 am trying to share my calendar with someone but am getting an error message that says, “Policy does not allow granting permissions at this level to one or more of the recipients. Please select another permission level and send the sharing invite again.” I am using the Share option from the ribbon.
Answer: I normally use the permissions to set up a calendar for use by another, but I tested this out with my calendar and it worked fine. But then I tried it by selecting a name that popped up from my suggested (or recent) contacts. When I tried sharing this way, I got a different type of error message. So I suggested that she try using the Address book to select the name and by golly, that did the trick! So when getting unusual error messages after selecting a name from the popup/suggested names, try selecting from the address book instead. I have noticed similar problems occasionally when sending emails to several people and selecting the suggested names.
Question: I have a long document and on the last page I have a table which has some numbers appearing at the margin which I cannot remove. Can you help?
Answer: This one I have never seen before, but since they could not be deleted and were not bulleted numbers, the only thing I could think was of Line Numbering. Even though there was no line numbering on the rest of the document, I went into the Paragraph options for that line (slanted arrow in the Paragraph group on the Home tab). I clicked on the Line and Page Breaks tab and checked “suppress line numbers,” and the number on that line disappeared. I tried this for the other two places the line numbers appeared, and either checked (and in one case had to uncheck) the option and the line numbers finally disappeared. Very strange indeed!
Question: I have an Excel spreadsheet with data I would like to merge to Outlook. I need to include a survey as an attachment with their specified information and have them return it to me. I only want it to go to names that are highlighted in my spreadsheet. There will be over 300 names.
Answer: Oh, I love these challenges. First, in order to be able to identify the names to select from Excel, there has to be something consistent about how they are entered, such as a field with specific criteria. However you are not able to filter based on highlight or color. So in looking at the data, the records had a 1 in one column or another column. This is going to work!! If you don’t have any consistent criteria, you may want to add a field/column with an X in the cells you wish to send (or not send to).
Next, we did a “test” run with sample names/email addresses that we can check to verify it works. You want to do this because it is rather embarrassing if something doesn’t work, and you accidentally send 300 incorrect emails out.
Then we went through the mail merge steps. If you have your document already created, open that file. Then to create the merge, from the ribbon select Mailings > Start Mail Merge > Step by Step Mail Merge Wizard. A task pane appears on the right of your Word screen. I prefer the wizard because it takes you step by step so that you don’t forget anything. Follow the steps on each screen and click next:
- First, select “Email” as your document type and Next, select “Use the current document.”
- Next, select recipients by browsing for your Excel spreadsheet as your data source (You should close the Excel file if it is open). You may edit the names individually, if there are just a few, or click Filter to identify the fields and values you are looking for and use the and/or options appropriately by adding additional rows to your filter criteria.
- Next, add the fields from the excel file you want to include in your email/letter to personalize it by clicking on More Items (or Insert Merge Field from the Ribbon).
- Next, preview the emails (use the arrows next to recipient to verify the information looks correct). Again, initially I would test just a couple of sample names from the file that you can verify they were sent/received.
- Once you feel confident the information is merged correctly, you can click Next, Complete the Merge and click Electronic Mail.
- Add the field with the email address to the To section, include a subject line, and select Attachment from Mail Format (You may find people read emails more than they would open attachments and if you’re sending out 300, attachments will take more space, adding to your email size). In that case, I would suggest using HTML, as it seems easier and faster. Once you click OK, the emails will go and you cannot stop the process.
- Check your sent folder to see if the mail was sent. Then check your test recipient to see if it was received. If you have about 300 recipients in your file, then you have 300 messages in your sent folder.
- Rather than deleting all of these emails immediately from your Sent folder, you may want to use Adobe Acrobat to convert these messages to a PDF file and save onto your computer if you need to refer to these later as proof they were sent. Then you can delete those messages from the sent folder to free up space in your mail database.
If you have additional questions on Merges to Outlook, please feel free to contact me at firstname.lastname@example.org.
Question: I am having a problem with my mail merge from Word to Outlook not processing. I keep getting a pop-up screen asking me to accept but if I do, it looks like emails are working but nothing appears in my Outlook sent folder.
Answer: After identifying that she had Outlook set as her default mail system (See previous post), I discovered that one suggestion in an online forum was to run a Microsoft repair, by
- Click Start > Control Panel > Programs > Programs and Features.
2. Click the Office program you want to repair (Word and Outlook), and then click Change.
3. Click Repair > Continue.
Since we were not able to determine any other problem with her mail merge, she tried this and indeed, it corrected her problem!
Question: Do you have any handouts or learning resources for OneNote?
Answer: I recently stumbled upon a really great resource at Microsoft, 15 minute video blogs every Tuesday around 11:15 a.m. – our time. November 12 featured OneNote for the Holiday. It is a very nice, quick overview on how to use OneNote, and it includes other links to OneNote resources.
Using OneNote for holiday planning is a fun way to learn the application, and then you can feel more comfortable using it for work projects. Not only that, you can save your notebook “in the cloud” so that you can use it or share it with others from home computers, tablets or smartphones! I have used OneNote to keep track of holiday card lists, gift lists, recipes, decorating, vacation planning, gardening, and of course, work projects! You must not, however, keep work notebooks in the cloud if you have sensitive information. But you can save OneNote notebooks on secure network drives to share with others. OneNote also integrates well with other Microsoft applications, especially Outlook.
Be sure to check out Microsoft’s list of 15 minute video blogs.