The following articles were included in our Exchange Messaging Outlook (EMO) newsletter published on March 25, 2021.
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Today's Highlights:
- Auto forwarding blocked in office 365
- Missing Features or More Training?
- Coming Soon: Outlook Calendar Board
- Yahoo & AOL App Passwords
Auto forwarding blocked in office 365
I’m seeing a lot more users complaining that they are unable to forward email using a rule. When they try setting one up, the messages bounce back with an error message that forwarding in not allowed: Access denied, Your organization does not allow external forwarding.
This is due to a change Microsoft made to Office 365 business accounts, where forwarding is disabled in the tenet. The Email admin needs to enable it for users.
Why did they make this change? For security reasons. When hackers access a mailbox they set up forwarding so they can monitor the mailbox for financial or password information. Many users only discover it when the mailbox the hacker is using is full or closed and they get the bounce message.
All you need to know about automatic email forwarding in Exchange Online - Microsoft Tech Community
Missing Features or More Training Needed?
A user upgraded to Outlook 365 from was complained about missing features. While Outlook could do it better, the features the user wants are in Outlook.
Outlook lacks a feature that can send an e-mail and archive the received e-mail immediately.
Quick Steps can do that. Select the message, hit the Quick Step to open a reply and file the message.
Tip: Use Reply All in the Quick Step and you'll only need one quick step to cover both replies and reply all.
I'm unable to search Archive and deleted items together with other folders.
Using the Current Mailbox or All Mailboxes search scope will search the archive folder. You'll need to use All Mailboxes if you are using an Archive pst file; Current Mailbox works if you are using the Archive folder.
You'll need to use the All Mailboxes search scope to include Deleted items in the search results. Click the Include Deleted Items button to include deleted items. This button is only in the All Mailboxes search scope, not the current Mailbox scope.
Additionally, Search options has an option to "Include messages from the Deleted items folder in each data file when searching in All Items". I prefer to keep this option off and use the Include Deleted Items button when I need to search deleted items.
Coming Soon: Outlook Calendar Board
A new view is coming to Outlook’s calendar. Board view will give you the ability to add panels with additional calendar information and tasks to the your view. The previews are interesting - boards similar to Project Moca or Planner, but on the same page as the calendar.
It will be added to Outlook on the web first, Outlook on Windows will get it last (if at all); the "new Outlook" on Mac will get it before Outlook on Windows.
A demo of this feature is at Everyone needs some extra time - Microsoft Tech Community
Yahoo & AOL App Passwords
As I've mentioned previously, Yahoo and AOL - including AT&T, BT, and other ISPs using these services for subscribers email - are requiring an app password to add the account to Outlook, even if you don't have their extra security features enabled.
I'm still seeing a lot of users ask why they can't add their Yahoo account to Outlook, so the word hasn't reached everyone yet. One user told me he called BT support and they told him their accounts no longer worked with Outlook. Needless to say, he had the account working not long after contacting me.
Additionally, some users are reporting that they can connect to their account without using an app password for few days, then it stops working until they remove and re-add the account to Outlook. Once they get an app password, it works without issue.
I have the steps (and screenshots) for Yahoo, AOL, and AT&T at Using Yahoo and AOL accounts in Outlook
The short version:
To generate an app password to use in place of your "real" password:
- Log into your account security settings in Yahoo or AOL and click on Manage app passwords.
- Select your app from the list and click Generate. (Choosing the app is to make it easier to delete (revoke) a specific password if you need to later. You can use the app password in any application.)
- Copy the password and paste it into Outlook’s password dialog. If you type it in, don’t include the spaces, they just make the password easier to read.
To change the password in Outlook 2016 and newer, use the File > Account Settings > Server settings menu.
New & Updated Exchange KB Articles
Certain search scenario can't return expected result in Outlook online mode in Exchange Server 2019
Attachment is treated as bad zip file on Edge Transport server in Exchange Server 2019 and 2016
Can't use keyword 'TMM' in a special pattern to search email in Exchange Server 2019
RFC certificate timestamp validation in Exchange Server 2019 and 2016
Cumulative Update 20 for Exchange Server 2016
Cumulative Update 9 for Exchange Server 2019
New & Updated Office 365 KB Articles
Upgrade signed Office VBA macro projects to V3signature
March 2021 updates for Microsoft Office
Other Resources
Enable automatic replies (OOF) using a macro
How to use a macro to set up an Automatic reply (out of office reply) in Outlook on Windows desktop, using a macro and Redemption. New: Macro can detect weekdays and weekends and set the OOF to end the next work day.
Creating an AND rule in Outlook Rules
A user wanted to know how to create an AND rule: If the subject contains outlook AND word, do something For example: "outlook AND word" to match on a Subject line of "Mail merge Outlook and Word", but not "Outlook Teams Meeting" While Outlook Rules don't support AND within a rule, you can make it
Search PDF Attachments and Forward
This run a script macro will open an attached PDF file, look for a keyword and if found, forward the attachment. If the message you are forwarding contains external content, you may need to respond to a security dialog. In this case, you will need to use a new message and attach the file.