The following articles were included in our Exchange Messaging Outlook (EMO) newsletter published on July 11, 2019.
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Today's Highlights:
- Outlook’s new Send to OneNote button
- Delay sending a message with Outlook closed?
- Use Rules to send an Automatic Reply more than once
- Office 365 Home Premium July Winner
Outlook’s new Send to OneNote button
Following a recent Office update, users started seeing a Send to OneNote button on the ribbon in their Outlook.com and Office 365 accounts. This is an Office add-in and works with the Windows OneNote app; it does not work with Outlook 2016.
“My problem began after a recent Office 365 update. I'm a big user of the Send to OneNote feature in Outlook. After the update Send to OneNote uses OneNote online. This is annoying for a number of reasons. What do I need to do to fix it so the button behaves like it used to?”
The new OneNote add-in is called Send to OneNote; it uses the new OneNote icon and is in it's own group at the end of the ribbon. The OneNote add-in installed by Outlook 2016 is simply called OneNote, is in the Move group and has the old OneNote icon.
If you use the Send to OneNote function and have the online notebook open in OneNote 2016, the page will sync down to OneNote 2016. However, because the function is tied to the mailbox you are working in, Outlook items will be sent to a notebook in that account, not to a master notebook you use with all email accounts.
If you use local notebooks in OneNote or use it with POP or IMAP accounts, you’ll need to disable the new OneNote function.
To disable the new Send to OneNote command in Outlook desktop, open File > Options > Advanced. Scroll to the bottom and untick 'Use Send to OneNote with OneNote for Windows 10, if available'.
To disable it everywhere, including in Outlook on the web and in Outlook on Mac, you need to disable it in Manage Add-ins in your account online. In Outlook for Windows, go to File > Manage Add-ins (at the bottom of the screen.) This will open the account’s Manage Add-ins dialog.
Or, click the link below for your account type to open the Manage Add-ins page
Office 365 business mailboxes || Outlook.com mailboxes
Screenshots are available at Using Outlook’s Send to OneNote button
Delay sending a message with Outlook closed?
A user had a problem:
I want to schedule an email to send on the exchange server so that I can schedule emails to send while I’m on vacation without having to boot my laptop and open my email 1-2 times per day. I know how to do this in desktop Outlook, but you need to open Outlook on your laptop for this to work. Can I do this using Outlook on the web?
Well, it’s not supported in Outlook on the web. You can delay it for a few seconds (to prevent accidental sends) but cannot configure a message to send later, as you can in Outlook on Windows.
But, because you are using a Microsoft Exchange mailbox, you can send messages later, with Outlook closed, as long as you can set up the account in Outlook desktop using online mode.
When you use online mode, the deferred messages are submitted to the Exchange message queue and held until the scheduled time. (Outlook doesn’t have a local cache when you use online mode, so it can’t hold them at the client.)
*** This only works if you have the account set up in Outlook in online mode. It will not work with Outlook.com accounts as they do not support online mode. ***
By default, Outlook sets Exchange accounts up in cached mode. You can check in File, Account Settings: open the account settings dialog, and double click on the account. Cached will be ticked by default when you set up the account, untick it to drop to online mode. The status bar should say 'online', when you have cached mode turned off.
Before you do this, if you have the messages in the outbox while in cached mode, move them to drafts first so they will sync to the server. After you switch to online mode, go to the drafts folder and Send the messages.
You won't see the messages if you look in Outlook on the web, so you just have to trust Exchange. To verify it is working, create an email to email address you can check on your phone. Defer it for 15 min from now and send. Close Outlook. If you receive the message in 15 min, it’s set up properly.
If you don't use Outlook or can't use online mode, you can vote for (and comment on) this suggestion at Outlook uservoice: Ability to Schedule/Delay Sending Emails 365 ONWEB
Use Rules to send an Automatic Reply more than once
A user wanted to know how to set up rules to autoreply to messages in a shared mail. While it's not recommended to reply to every message, as it can create a "mail storm" if someone also have autoreplies enabled, it is possible in Outlook.
We have a shared mailbox that we want an automatic reply to generate every time we receive an email, regardless of how many times the sender has received the Automatic Reply. Currently, Automatic Replies will only send the reply once to a sender.
You’ll need to make a server-side rule for shared mailbox. This way, the rule will run when the mailbox is not opened in Outlook. If you create a client side rule, you'll need to have the mailbox opened in an Outlook profile as an account, not shared mailbox.
To set up the rule, you’ll need to open the mailbox as an account in Outlook. You only need to open it as an account to create or edit the rule, once the rule is configured, you can delete the profile.
The person who sets up the rules needs to have access to the full mailbox - all mail, calendar, contact folders so they can create a profile using the shared mailbox address but their own login. I have the instructions at Create Rules and enable Out of Office for a Shared Mailbox
Set up the rule using the ‘have server reply’ action as that will be a server-side rule. Then close Outlook and restart using your regular profile.
For more information, see To Make Automatic Reply Rules. This method will work with POP, IMAP, or Exchange mailboxes (including Outlook.com).
You can set up some rules in Outlook on the web for shared mailboxes. You need to open the shared mailbox using Open another mailbox command then go into its settings. The web address should be https://outlook.office.com/mail/{shared address}/options/mail/rules
Office 365 Home Premium July Winner
July's winner was Al W. I found an extra key card in my stash - that goes to Nicole E. Congratulations to all of the winners!
New & Updated Exchange KB Articles
Can't establish a TLS connection to a remote mail server in Exchange Online or Exchange Server
https://support.microsoft.com/help/3027536
Description of the security update for Microsoft Exchange Server 2010: July 9, 2019
https://support.microsoft.com/help/4509410
Description of the security update for Microsoft Exchange Server 2013 and 2016: July 9, 2019
https://support.microsoft.com/help/4509409
Description of the security update for Microsoft Exchange Server 2019: July 9, 2019
https://support.microsoft.com/help/4509408
Some Android devices do not redirect to Exchange Online
https://support.microsoft.com/help/3035227
New & Updated Office 365 KB Articles
'550 5.1.1 RESOLVER.ADR.ExRecipNotFound' NDR error message when you send email messages by using Outlook in Office 365
https://support.microsoft.com/help/2784785
Cancel your Office 365 Home or Personal subscription
https://support.microsoft.com/help/4028425
Cautions against bypassing Office 365 spam filters
https://support.microsoft.com/help/4506507
Delegate can only see free/busy information in OWA when manager is in another forest during coexistence
https://support.microsoft.com/help/4089865
Error message when an Office 365 user tries to access another user's mailbox folder in Outlook: 'Unable to open default folders-you do not have permissions to logon'
https://support.microsoft.com/help/2796317
How to share your Office 365 Home subscription
https://support.microsoft.com/help/4028512
How to sign in to your Microsoft account
https://support.microsoft.com/help/4028195
July 2019 updates for Microsoft Office
https://support.microsoft.com/help/4509295
Office updates for new Japanese era
https://support.microsoft.com/help/4478844
You can't view free/busy information on another user's Calendar in Exchange Online
https://support.microsoft.com/help/2962513
You don't receive any confirmation after you successfully schedule a meeting or an appointment for an on-premises room mailbox in either Outlook client or Outlook Web App in Office 365
https://support.microsoft.com/help/2951074
New & Updated Outlook KB Articles
'It is not possible to expand the folder' error when you try to access Exchange public folders in Exchange Online
https://support.microsoft.com/help/3027606
'Outlook not responding' error or Outlook freezes when you open a file or send mail
https://support.microsoft.com/help/2652320
'The operation cannot be performed because the item has changed' error when a delegate creates a Skype or Teams meeting in Outlook
https://support.microsoft.com/help/4502145
Description of the security update for Outlook 2016: July 9, 2019
https://support.microsoft.com/help/4475517
Email messages are sent to the wrong account when multiple accounts are associated with an Outlook profile
https://support.microsoft.com/help/2391896
Exchange Online hides previously displayed Files and folders
https://support.microsoft.com/help/4058548
Fix Outlook connection problems by upgrading to the latest version
https://support.microsoft.com/help/2972952
How to troubleshoot performance issues in Outlook
https://support.microsoft.com/help/2695805
July 2019 updates for Microsoft Office
https://support.microsoft.com/help/4509295
Let ZeroConfigExchange automatically create first Outlook 2016 profile only
https://support.microsoft.com/help/4046818
Outlook 2016 and Outlook 2013 hang when a user tries to create a profile
https://support.microsoft.com/help/3098011
Outlook can't connect through a proxy that's set up by using a file://based PAC file
https://support.microsoft.com/help/2332495
Outlook does not support connections to Exchange by using ActiveSync
https://support.microsoft.com/help/2859522
Outlook performance issues when there are too many items or folders in a Cached mode .ost or .pst file folder
https://support.microsoft.com/help/2768656
Results for the Outlook Advanced Diagnostic scenario in SaRA indicate an Offline scan was forced by group policy for the Outlook object model access
https://support.microsoft.com/help/2941697
You can't access a shared calendar by using Outlook for a hidden mailbox
https://support.microsoft.com/help/3205457
Other Resources
July 2019 updates for Microsoft Office
Microsoft released the following security and nonsecurity updates for Office in July 2019.
Fixed: Outlook displays all messages in plain text
Another week, another update bug. This bug has a very narrow audience: users with ANSI pst files (Outlook 97 - 2002 format) in their profile. Affected users have all mail displayed in plain text format.
Outlook Folder List: Unread Message Count Position
A recent update to Office 365 changed the position of the unread (or total) message count in Outlook’s folder list from following the folder name to right justified.
Using Outlook’s Send to OneNote function
Use Outlook's Send to OneNote button to send Outlook items to the OneNote app.
Too much white space in Outlook
Is the To/CC/Subject area too big following recent Outlook 365 updates? Fix it with Use Tighter Spacing.
What happens to Outlook.com account when a family member dies?
Microsoft's Next-of-Kin policy for Hotmail and Outlook.com accounts.
Use PowerShell to Export and Import Categories
How to use PowerShell to export, import or merge categories in different Outlook mailboxes.