The following articles were included in our Exchange Messaging Outlook (EMO) newsletter published on March 16, 2017.
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Today's Highlights:
- Search folders & Deleted items
- Disable Conversation View in Outlook on the web
- Outlook's Fonts button is disabled
Search folders & Deleted items
A user wanted to find all messages to and from a certain address, so he created a search folder using the predefined 'Mail to and from specific person'. He uses the Del key to quickly file his email and discovered the search folder wasn't finding mail in the Deleted Items folder, even though he added the Deleted Items folder to the list of folders to search.
This is due to an explicit exclusion for the Deleted Items and Junk Email folders in the MAPI search terms. These folders are not included in any of the predefined Search folders.
When you need to include the Deleted Items in the search results, you'll need to create the search folder yourself. Because the Filter doesn't support OR searches, you won't be able to create a To/From search in the default interface, but it can be created using the QueryBuilder or code.
The QueryBuilder is not exposed in the Search folder filter, so you'll need to create the QueryBuilder key in the registry to enable it. Instructions and a ready to use reg file are at Using Query Builder
After adding the QueryBuilder key, you'll be able to create OR searches. For a To/From search, you'll add four criteria and use the OR operator.
- To field contains [email address]
- To contains [sender's display name]
- From field contains [email address]
- From contains [sender's display name]
If you need to include additional addresses (as my user did), repeat the lines.
Select the mailbox and subfolders to search and you're set to go.
I also have a macro that can create the Search folder from the Sender's address on a message in your mailbox. However, you won't be able to add additional addresses to it - it's limited to the address and display name on the message. The macro and instructions are at Use VBA to create an Outlook Search Folder for Sender
Finally, I do not recommend using the Deleted Items folder for storage. You should use a Quick Step or Outlook 2016's Archive command to file the messages in a different folder, where they can't as easily be accidently deleted or subject to mailbox cleanup initiated by the administrator.
Disable Conversation View in Outlook on the web
I find the conversation view in Outlook to be very useful, in part because all previous messages in the thread are together, regardless of which folder each message is stored in. Drafts are included, which I find helpful because I will often start a reply then want to check something before finishing. The draft message is in the message thread, reminding me to finish composing it. Not everyone likes conversation view and finding where to disable it isn't necessarily intuitive.
Conversation view is most annoying & confusing feature. Please share with us on how to disable it in Outlook.com.
If you are using Outlook on the web (either Outlook.com or a business/enterprise account), Conversation groups is turned off in the Filter menu at the top of the message list. You'll need to expand Show as then select Messages. Unlike some menus, Conversations is not a toggle, you'll need to select Messages to turn conversations off and select Conversations to turn it back on.
The Filter men also has the options for sorting the message list, as well as selecting the predefined filters.
In Outlook 2013 and 2016, turn conversations off from the View tab by unticking Show as Conversations. The option to include messages from other folders is on the Conversation Settings button. If you're using Outlook 2016 for Mac, the button to turn conversations off and on is on the Organize tab. Turn Focused off and in the Outlook app for iOS or Android under Settings.
Outlook's Fonts button is disabled
A user contacted me with a problem:
When I go to File, Options, Stationery and Fonts in Outlook, the buttons to change fonts are greyed out. How do I fix this?
It sounds like you are using a default theme for your email. When a theme is assigned, you have three choices for the font: Use theme's font, Use my font when replying and forwarding messages, and Always use my font.
When Use theme's font is selected, the buttons to change the font will be disabled. Choose Always use my font to enable both Font… buttons or Use my font when replying… to enable the Font button for Replies and Forwards.
Other Resources
Outlook.com: Switch Account to Microsoft Exchange Now
Anyone who is using Outlook 2013 or Outlook 2016 to connect to their Outlook.com account who has not removed the Outlook.com EAS account from their profile and added it back using auto account setup, will need to make the change ASAP. EAS accounts have stopped working as Microsoft blocked Outlook desktop as an Exchange Active Sync (EAS) client for Outlook.com users.
Office 2013 removed from the Office Portal
As of March 1 2017, Office 2013 is no longer available for download in the Office 365 portal or at office.microsoft.com. You will be able to download the setup file using a direct link or the Office 2013 Deployment Tool and we show you how.
Office Quick Starts
Office 365 training videos, covering the Office applications. Also included is a video for managing Office 365 Home and Business accounts. Downloadable guides for the main Office 2016 applications (Outlook, Word, Excel, OneNote, PowerPoint) are available.