Volume 27 Issue 19

Issue Date: May 19, 2022 « Previous Issue | Next Issue »

The following articles were included in our Exchange Messaging Outlook (EMO) newsletter published on May 19, 2022.

EMO is a weekly publication. To receive your own copy of EMO by email, subscribe here.

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New Outlook for Windows

Office 365 subscribers in the beta channel and with an Office 365 business account in their profile, will have a switch in the upper right corner for “Try the New Outlook”. When this is enabled Outlook closes and the new Outlook opens.

Is it worth trying? My mantra is anything is worth trying once, so yeah, it is. But the new Outlook is Outlook on the web in a universal app frame, so don't expect too much from it.

As I mentioned, at this time it only works with Office 365 business accounts, and only one account at this time. It lacks most of the best features in Outlook for Windows. Things like custom views, search folders, after sending rules, VBA, Com Addins, Office addins, custom flags with reminders just to name a few. Oh, and it’s online only, no local cache.

Like the New Outlook for Mac, Microsoft is adding features to it as time goes on. It will eventually support multiple email accounts including Outlook.com and IMAP (possibly POP), offline caching, PST files, and other features. For the Outlook Mac users wondering when they’ll get parity with Outlook for windows, the new Outlook gets closer.

Microsoft's announcements on the availability of the new Outlook:
The new Outlook for Windows helps you be more productive and in control of your inbox
Things to know about the new Outlook for Windows

If you meet the conditions to use it – Office 365 subscription in the beta channel and your default account is Office 365 business account – you’ll have the switch to try it. After enabling it, pin the new Outlook to the taskbar then slide the switch off and reopen Outlook to the classic version. You can now open both Outlook’s side by side.

If you previously downloaded and installed the new Outlook setup file linked on some websites and have the Try New Outlook switch in Outlook desktop, flip the switch and restart Outlook. This will update the new Outlook to the current build, 1.2022.513.8 (Production) / Client Version 20220506008.34

In case you’re wondering, no, its not going to replace my Outlook anytime soon but it’s a good replacement for the Windows 10 / 11 Mail client.

More information at New Outlook for Windows

Message archive has reached maximum size

When more than 2 or 3 users ask about the same issue, it often means either something is wrong with Outlook or it’s time to write an article.

"The message archive has reached the maximum size. You can reduce the amount of data in this message store by selecting some items that you no longer need to permanently delete (Shift + Del) to delete them."

This error message was common years ago when ANSI PST files topped out at 1.9 GB, but less common in the newer versions where the data files max out at 50GB.

The message means your data file is at or near 50GB (unless you are using an old ANSI PST, then it’s 1.9 GB). You may be able to fix it temporarily by compacting the data file but will likely need to delete or archive mail to eliminate the problem completely (until the mailbox gets full again).

When you delete mail after receiving this error, make sure you are using Shift+Delete to permanently delete the mail. You can’t (usually) empty the Deleted items folder and can’t move mail into the Deleted items folder. For IMAP and Exchange accounts (including Outlook.com), you can log into web mail to delete mail and the changes should sync down to Outlook.

To compact the data file, open File > Account Settings > Account Settings > Data files tab. Select the data file then click Settings. If you are using a POP account or a PST file, click Advanced then Compact.

For IMAP and Exchange accounts, you can either compact or rename the data file and let it sync a fresh file. To find and rename the data file, select it in the Account Settings dialog and select the Open file location button. Close Outlook, rename the data file then reopen Outlook.

Another solution for IMAP or Exchange accounts is changing the sync slider settings. Open File > Account Settings > Account Settings. Double click on the account then lower the sync slider. You can either wait for it to finish synching then compact the data file or to speed it up, rename the data file and start with a fresh data file.

Note on IMAP accounts: If you have "this computer only" folders with calendar, contacts, and tasks, export the folder before renaming the data file.

If your IMAP or Exchange mailbox (on the mail server) is near capacity, you will need to delete messages or archive older mail to a PST file. POP PST files can be archived too, if compacting doesn't bring back enough space.

More information and screenshots are at Error: Message archive has reached maximum size

Hotmail Quick Actions Moved

Users began complaining last week that the quick actions in Outlook on the web (when the reading pane is off or on the bottom) moved from the From field on the left side of the message list to the far right, in the Received column, which for many users, is a long mouse movement to use the quick actions.

Users cannot change this back, only Microsoft can move it. I highly recommend leaving feedback by voting and commenting on this suggestion: QUICK ACTIONS

Instead of using a mouse and the quick options, use the keyboard, it’s often faster than using a mouse. Yes, I know, breaking the mouse habit is hard. Even though I know all the common shortcuts and have my hand on or near the keyboard, I often grab for the mouse to click buttons. Like I said, it's a hard habit to break.

Shortcuts to replace Quick Actions:

Delete the message	Delete or Shift+Delete to permanently delete
Flag the message	Insert
Archive	E
Mark the message as read	Q or Ctrl+Q
Mark the message as unread	U or Ctrl+U

Unfortunately, there is not a keyboard shortcut for Pin message.

Although not available as quick actions, these are the shortcuts for common actions.

Mark this message as junk	J
Snooze the message	B
Categorize the message	C
Move to a folder	V

For a complete list of Outlook.com shortcuts, see the Accessibility section in Outlook on the web's Settings (gear icon) > View all Outlook settings > General > Accessibility.

Latest information is at Outlook on the web Quick Actions moved to the right - Outlook Tips (outlook-tips.net)

Rename Outlook Attachments using VBA

A user asked if it’s possible to use VBA to rename attachments on a messages without saving and reattaching the attachments.

The short answer is no. Outlook doesn’t have a way to rename attachments on the messages, but a macro can rename, save and reattach the attachment easy enough.

You just need to open the message in a new window and run the macro as it doesn’t work on messages in the reading pane. The macro will work with either incoming messages, or messages you’re composing.

The macro has three options for renaming the attachments: