The following articles were included in our Exchange Messaging Outlook (EMO) newsletter published on March 28, 2019.
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Today's Highlights:
- Office 365 Home Premium Giveaway
- Archiving Outlook Email
- Using individual views on a shared mailbox
- Create Group Contact List in Outlook from Excel list
- Search all Calendars for appointments
Office 365 Home Premium Giveaway
I’m going to give away some copies of Office 365 Home Premium.
I’ll draw a winner on May 1, June 1, and July 1 2019.
If you have a current Home Premium subscription, this will extend your subscription for 1 year. If you have a personal subscription, it extends the license for one year and upgrades it to the Home version.
Archiving Outlook Email
My IMAP mailbox is almost full and I need to clean it out but I don’t want to lose the mail. I want to move some folders to a pst but my ISP said archiving mail in Outlook does not remove it from the server. What can I do?
Your ISP is wrong. If you use an IMAP account, moving mail into a pst will delete it from the server. Note that using the Archive button (file drawer icon with green highlight) on the Home menu will not delete mail from the server, it just moves it to a folder to remove it from the Inbox.
IMAP and Outlook.com accounts have 2 options to reduce the size of their mailbox:
- Use the AutoArchive feature to move mail to a pst file based on age
- Add a pst file to your profile and move or drag the folder to the pst
Either method works well, it really depends on how much control you want – do you want to move folders or just the older messages? See Using Outlook's AutoArchive Feature for more information on archiving.
Because you have an IMAP account, after you move the folders or run autoarchive, you’ll need to change the view on the folder to see the mail in it, or run a macro to change the folder type. See Fix the Outlook Folder Type after Exporting an IMAP Account for more information and the macro.
POP3 account users will need to delete the older mail from web access yourself or change Outlook’s setting to delete it from the server when deleted from Outlook or after a period of time, but will not need to archive or move folders to a new pst file.
Using individual views on a shared mailbox
A user wanted to know if each user of a shared mailbox could have their own view:
We have multiple users sharing a team mailbox. Each user prefers different view styles (reading pane location, fonts, colors, etc.) but every time someone makes a change, the view changes for everyone.
It sounds like you opened the mailbox as an account, not as a shared mailbox (or folder). When the mailbox is opened as an account in File, Account Settings, everyone will see the same view but if the mailbox is opened as a shared mailbox the views should be per-user, with the reading pane set to each person’s preference. I recommend that users create custom views for the mailbox, preferably “this folder, visible only to me” views.
Opening the Inbox using File, Open, Other user's folder, as an automapped mailbox box, or by adding the mailbox as a secondary mailbox in File, Account Settings, under More Settings, Advanced should allow users to customize the view on the mailbox.
Create Group Contact List in Outlook from Excel list
A user wants to import a CSV file to create a Contact list in Outlook for Mac.
Is it possible to bulk import addresses to create new Contact List in the People module of Outlook for Mac? I have a long list and don’t want to enter the names one by one.
This is not possible in Outlook for Mac or in Outlook on the web, although you can do it in Outlook for Windows (Create a Contact Group from a List of Addresses). Unfortunately Contact groups don’t sync to Outlook for Mac, so creating it in Outlook and syncing using an Exchange account is not an option.
You'll either need to create the contact list one address at a time or paste the address list in the To/CC/BCC fields in a message each time you need to send to it.
Search all Calendars for appointments
A user had a number of calendars, both in his own mailboxes plus a handful of shared calendars. While Outlook can search all of the calendars, he wanted an easy way to restrict the searches to specific calendars and also see which calendar the appointment was on.
The solution: a macro. We used the macro at Combine and Print Multiple Outlook Calendars as the base and tweaked it to list the appointments in a message box.
Get the code at Search all Calendars for appointments
New & Updated Exchange KB Articles
'Process execution failed with exit code 3' error when installation of Exchange Edge Transport role fails
https://support.microsoft.com/help/4495264
Cumulative Update 8 for Exchange Server 2016
https://support.microsoft.com/help/4035145
Meeting organizer receives multiple responses from an attendee
https://support.microsoft.com/help/3108212
New & Updated Office 365 KB Articles
Disable the Word chat feature for Office Online
https://support.microsoft.com/help/4088923
Remove user licenses
https://support.microsoft.com/help/4026572
New & Updated Outlook KB Articles
Attachments remain in the Outlook Secure Temporary File folder when you exit Outlook 2010, Outlook 2007, or Outlook 2003
https://support.microsoft.com/help/817878
How to create a recurring e-mail message in Outlook
https://support.microsoft.com/help/239087
Information about the Outlook AutoComplete list
https://support.microsoft.com/help/2199226
Messages that are created outside Outlook do not include the default Outlook email signature
https://support.microsoft.com/help/2544665
Other Resources
New Office Icons
The new Office 365 application icons
Update history for Office 365 ProPlus
Included links to update history for other Office versions.