The following articles were included in our Exchange Messaging Outlook (EMO) newsletter published on May 5, 2022.
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Today's Highlights
Upcoming Gmail changes
Google is turning off the “allow less secure apps” option at the end of this month. Users with Outlook 2019, 2021, and 365 won't have a problem, they can connect to Gmail accounts (using IMAP) with Allow less secure apps turned off.
Gmail users with older versions of Outlook who want to continue to use Outlook will have two options: upgrade to new version of Office or enable two step verification on their account (and use an app password if your version of Outlook doesn’t ask for verification.)
To enable two-step verification and get an app password, log into your Google account and open the Security settings.
It is highly recommended that you use two step verification even if you are using a supported version of Outlook!
If you are unable to enable two-step verification and upgrading Office is not in the cards, you’ll need to use a different email client or use Gmail.com. (I recommend eM client as a good Outlook replacement.)
For more information, see Outlook and Gmail's Less Secure Apps Setting (slipstick.com)
Add Business Card to Signature
A user wanted to know if he could add a contact card in his signature.
The answer: Yes! You have the option to insert a contact card as needed or add it to your signature so it is inserted every time you use the signature. You’ll need to create a contact for yourself.
To insert the contact card only when needed, switch to the Insert tab in a message that is open in a new window. Click on the Business card icon and choose your name. If it’s not listed, or you need to send one of your contacts, use Other business card and select the one you want to insert. Outlook will embed the Contact’s business card image in the message body and attach a vCard.
You can insert more than one contact using this method. If you only want to send the vCard, you can delete the business card images from the message body.
If you want to add the vCard with every message (or every new message), open the signature editor. You can do this from File > Options > Mail > Signatures or by choose Signatures.. from the bottom of the Signatures menu when you are composing a message.
Click the business card business and select your contact then save the Signature. I recommend only using this as the new message signature- the recipients don’t need a copy of your contact in every reply in a long thread.
Note: the vCard will contain only name and address information. It does not contain the Notes field. If you want to include your notes, you need to insert an Outlook item.
If, instead of Outlook’s business card, you want to use a picture of your actual business card? You can add an image to your signature by clicking the Insert picture icon next to the business card button. Because Outlook doesn’t always do a good job resizing images, you should resize the image to the exact size you want to use in your signature before inserting it.
Profile Pictures in Email
At least a couple of times a month a user will ask about old profile photos. It’s always something like this: “When I send mail to Gmail addresses, the recipient sees an old photo. I changed my photo in my Outlook account, but the recipient still sees the old picture.”
The problem is not on Microsoft’s side, it’s with Gmail. Outlook.com and Office 365 do not send profile photos with email. When Google accounts see your photo in email, its because you have a Google account for your address and added that photo to it. Log into account.google.com to change it.
Why would you have a Google account for your address? Most likely to use with YouTube or any of Google’s now-defunct services, like Google+.
New & Updated Exchange Server Support Articles
Recoverable Items folder of on-premises mailbox becomes full
Fixes an issue in which the Recoverable Items folder in an on-premises mailbox becomes full because a retention policy is configured in Microsoft 365 to place a user object under a hold.
New & Updated Office 365 Support Articles
Resources to be an ally for the disability community
Find info about accessibility in the Office products and tools to make your content accessible for people with disabilities.
New & Updated Outlook Support Articles
Known issues with Outlook Desktop Shared Calendar Improvements
Error expanding Contact Group in Outlook Desktop
Blank room lists in Room Finder for GCC Tenants
Outlook errors “Not Implemented” when Reply All to email on ARM devices
Other Resources
Update GoDaddy Accounts for Office 365
GoDaddy is in the process of moving email accounts to Office 365 servers. After you account is moved, you'll need to update the account in Outlook to use the new server.
Add a POP account and use an existing PST file
How to change Outlook account settings using manual setup when you add an email account to Outlook 365, 2021, 2019 or 2016.