Outlook FAQ

Open Outlook: Launch Microsoft Outlook on your computer.
Go to the Search tab: Click on the Search tab in the ribbon at the top.
Advanced Find: In the Options group, click on Search Tools, then select Advanced Find.
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.
Select the Folder to Search: Choose the folder you want to search in, such as your Inbox or another folder.
Start the Search: Click Find Now to start the search.

Adding a New Search Folder in Microsoft Outlook

Open Outlook: Launch Microsoft Outlook on your computer.
Navigate to the Folder tab: Click on the Folder tab in the ribbon at the top.
New Search Folder: In the New group, click on New Search Folder.
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."
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.
Select the Mail Folder to Search: Choose the mail folder you want to search in, such as your Inbox or another folder.
Finish: Click OK to create your new search folder.

QuickSteps

Using Quick Steps in Microsoft Outlook

Open Outlook: Launch Microsoft Outlook on your computer.
Go to the Home tab: Make sure you are on the Home tab in the ribbon at the top.
Find the Quick Steps group: In the middle of the ribbon, you’ll see the Quick Steps group.
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.
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.
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

Open Outlook: Launch Microsoft Outlook on your computer.
Go to the Home tab: Make sure you are on the Home tab in the ribbon at the top.
Manage Rules & Alerts: In the Move group, click on Rules, then select Manage Rules & Alerts.
New Rule: In the Rules and Alerts dialog box, click on New Rule.
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.
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.
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.
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.
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.
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

Open Outlook: Launch Microsoft Outlook on your computer.
Go to the Home tab: Make sure you are on the Home tab in the ribbon at the top.
Manage Rules & Alerts: In the Move group, click on Rules, then select Manage Rules & Alerts.
New Rule: In the Rules and Alerts dialog box, click on New Rule.
Start from a Blank Rule: Choose Apply rule on messages I send under Start from a blank rule, then click Next.
Select Condition: Check the box for through the specified account. Click on the underlined text specified and select your division account. Click Next.
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.
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.
Finish Rule Setup: Give your rule a name, review the rule description, and click Finish to save your rule.
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)

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

Open Outlook: Launch Microsoft Outlook on your computer.
Press Alt + F11: This opens the Visual Basic for Applications (VBA) editor.
Insert a New Module: In the VBA editor, go to Insert > Module.

Copy and Paste the Script: Copy and paste the following script into the module:

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
##

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.
Save and Close the VBA Editor: Save your changes and close the VBA editor.
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.

Version 3 - Restricted shared account (QuickStep 1)

Alternative: Using Quicksteps to copy email to folder.

Open Outlook: Launch Microsoft Outlook on your computer.
Go to the Home tab: Make sure you are on the Home tab in the ribbon at the top.
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 (e.g., "Move to Shared Outbox").
3. Choose an action from the dropdown menu, such as Move to Folder.
4. Select the Outbox of the shared account as the destination folder.
5. Add any additional actions if needed by clicking on Add Action.
6. Click Finish to save your new Quick Step.
Use the Quick Step: When you send an email from your division account, manually apply the Quick Step to move a copy of the email to the shared Outbox.

While this method requires manual intervention, it can still help you manage your emails more efficiently.

Version 4 - Restricted shared account (QuickStep 2)

Open Outlook: Launch Microsoft Outlook on your computer.
Go to the Home tab: Make sure you are on the Home tab in the ribbon at the top.
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 (e.g., "Send from Division Account").
3. Choose an action from the dropdown menu, such as New Message.
4. In the New Message dialog box, set the "From" field to your division account.
5. Add any additional actions if needed by clicking on Add Action.
6. Click Finish to save your new Quick Step.
Use the Quick Step to Send an Email: Click on the Quick Step you created to open a new email with the division account set as the sender.
Manually Move the Sent Email via QuickStep: After sending the email, go to your Sent Items folder, find the email you just sent, and manually move it to the Outbox of the shared account. As an alternative, use a QuickStep (see above)

While this method requires manual intervention to move the sent email, it can still help you manage your emails more efficiently.

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