Outlook FAQ - Tools

 

SUMMARY

Basic information on Microsoft Outlook (Office).

 

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TAGS & CATEGORIES

Software

Outlook

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Office365

Windows

Tools

English

Outlook FAQ

This short article offers basic information on Outlook and some basic and advanced functionalities like QuickSteps, Filters and Rules.

Categories

Adding a New Category in Microsoft Outlook

1. Open Outlook: Launch Microsoft Outlook on your computer.
2. Go to the Home tab: Make sure you are on the Home tab in the ribbon at the top.
3. Find the Categorize option: In the Tags group, click on the Categorize button.
4. Select All Categories: From the dropdown menu, select All Categories.
5. Create a New Category: In the Color Categories dialog box, click on New.
6. Name Your Category: Enter a name for your new category in the Name field.
7. Choose a Color: Select a color for your category from the Color dropdown.
8. Save: Click OK to save your new category.

Search folders

Using Advanced Search in Microsoft Outlook

1. Open Outlook: Launch Microsoft Outlook on your computer.
2. Go to the Search tab: Click on the Search tab in the ribbon at the top.
3. Advanced Find: In the Options group, click on Search Tools, then select Advanced Find.
4. Define Your Criteria: In the Advanced Find dialog box, you can define your search criteria:
   1. Messages: Search for specific words in the subject, body, or other fields.
   2. More Choices: Filter by categories, read/unread status, importance, etc.
   3. Advanced: Add multiple criteria by clicking on Field, selecting the field you want to search, and specifying the condition and value.
5. Select the Folder to Search: Choose the folder you want to search in, such as your Inbox or another folder.
6. Start the Search: Click Find Now to start the search.

Adding a New Search Folder in Microsoft Outlook

1. Open Outlook: Launch Microsoft Outlook on your computer.
2. Navigate to the Folder tab: Click on the Folder tab in the ribbon at the top.
3. New Search Folder: In the New group, click on New Search Folder.
4. Choose a Search Folder: In the New Search Folder dialog box, select the type of search folder you want to create. You can choose from options like "Mail flagged for follow-up," "Mail from specific people," or "Mail with specific words."
5. Customize the Search Folder: If you want to create a custom search folder, scroll down and select Create a custom Search Folder, then click Choose. Define your criteria in the Custom Search Folder dialog box.
6. Select the Mail Folder to Search: Choose the mail folder you want to search in, such as your Inbox or another folder.
7. Finish: Click OK to create your new search folder.

QuickSteps

Using Quick Steps in Microsoft Outlook

1. Open Outlook: Launch Microsoft Outlook on your computer.
2. Go to the Home tab: Make sure you are on the Home tab in the ribbon at the top.
3. Find the Quick Steps group: In the middle of the ribbon, you’ll see the Quick Steps group.
4. Use a Default Quick Step: Outlook comes with several default Quick Steps like Move to, To Manager, Team Email, etc. Click on any of these to use them.
5. Create a New Quick Step:
   1. Click on the Create New button in the Quick Steps group.
   2. In the Edit Quick Step dialog box, name your Quick Step.
   3. Choose an action from the dropdown menu (e.g., Move to Folder, Categorize, Flag, etc.).
   4. Add any additional actions if needed by clicking on Add Action.
   5. Click Finish to save your new Quick Step.
6. Manage Quick Steps: Click on the Manage Quick Steps option to edit, delete, or reorder your Quick Steps.

Rules

Using Advanced Rules in Microsoft Outlook

1. Open Outlook: Launch Microsoft Outlook on your computer.
2. Go to the Home tab: Make sure you are on the Home tab in the ribbon at the top.
3. Manage Rules & Alerts: In the Move group, click on Rules, then select Manage Rules & Alerts.
4. New Rule: In the Rules and Alerts dialog box, click on New Rule.
5. Start from a Blank Rule: Choose Apply rule on messages I receive or Apply rule on messages I send under Start from a blank rule, then click Next.
6. Select Conditions: Choose the conditions for your rule. For example, you can select "from people or public group" or "with specific words in the subject." Click Next after selecting your conditions.
7. Specify Actions: Choose the actions you want to take when the conditions are met. For example, you can move the email to a specific folder, mark it as read, or forward it to someone. Click Next after selecting your actions.
8. Set Exceptions: If there are any exceptions to your rule, specify them here. For example, you might want to exclude emails from a certain person. Click Next after setting your exceptions.
9. Finish Rule Setup: Give your rule a name, review the rule description, and choose if you want to run the rule on messages already in your inbox. Click Finish to save your rule.
10. Apply and OK: Click Apply and then OK to activate your rule.

The advanced rule is now set up and will automatically filter emails.

Sending from a Shared Folder

Version 1 - Full shared account

1. Open Outlook: Launch Microsoft Outlook on your computer.
2. Go to the Home tab: Make sure you are on the Home tab in the ribbon at the top.
3. Manage Rules & Alerts: In the Move group, click on Rules, then select Manage Rules & Alerts.
4. New Rule: In the Rules and Alerts dialog box, click on New Rule.
5. Start from a Blank Rule: Choose Apply rule on messages I send under Start from a blank rule, then click Next.
6. Select Condition: Check the box for through the specified account. Click on the underlined text specified and select your division account. Click Next.
7. Select Action: Check the box for move a copy to the specified folder. Click on the underlined text specified and choose the Outbox of the shared account. Click Next.
8. Set Exceptions: If there are any exceptions, specify them here. For example, you might want to exclude certain recipients. Click Next after setting your exceptions.
9. Finish Rule Setup: Give your rule a name, review the rule description, and click Finish to save your rule.
10. Apply and OK: Click Apply and then OK to activate your rule.

This rule will ensure that only emails sent from your division account are copied to the Outbox of the shared account, while emails sent from your personal work account will not be affected.

Version 2 - Restricted shared account (Visual Basic solution)

Alternative: Using a Script to Copy Outgoing Emails to a Shared Account's Outbox in Microsoft Outlook.

1. Open Outlook: Launch Microsoft Outlook on your computer.
2. Press Alt + F11: This opens the Visual Basic for Applications (VBA) editor.
3. Insert a New Module: In the VBA editor, go to Insert > Module.
4. Copy and Paste the Script: Copy and paste the following script into the module:

   1. Private Sub Application_ItemSend(ByVal Item As Object, Cancel As Boolean)
          Dim sentFolder As Outlook.MAPIFolder
          Dim divisionAccount As String
          divisionAccount = "division@example.com" ' Replace with your division email address
      
          If Item.SendUsingAccount = divisionAccount Then
              Set sentFolder = Session.Folders("SharedMailbox").Folders("Outbox") ' Replace with the correct folder path
              Set Item.SaveSentMessageFolder = sentFolder
          End If
      End Sub
      ##

5. Customize the Script: Replace "division@example.com" with your division email address and adjust the folder path in Session.Folders("SharedMailbox").Folders("Outbox") to match the path to your shared mailbox's Outbox.
6. Save and Close the VBA Editor: Save your changes and close the VBA editor.
7. Restart Outlook: Close and reopen Outlook to ensure the script is active.

This script will check the account used to send the email and, if it matches your division account, it will copy the outgoing email to the Outbox of the shared mailbox.

Further Links and Endnotes

• Link to external source - [ Archivkopie via Archive.org ]
• Outlook help & learning (DE-Version)
• Add an email account to Outlook for Windows
• Introduction to the Outlook Calendar - (DE)
• About shared mailboxes, shared folders, and shared calendars in Outlook - (DE)
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