Can I add a reminder to a message?

Often when you are reading your email you will encounter a message that needs attention but not right away. You can flag the message for attention and add a reminder in two ways.

  • If the message is open click on Follow up (in the Options group at the top), choose Add reminder, set a date and time and click OK.
  • If the message isn't open, right click on it, choose Follow up and then choose Add reminder, , set a date and time and click OK.

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I use the same reply many times in a week, how can I save the text to use it again and again?

Do you frequently insert a chunk of boilerplate text into emails? Create a Quick Part to simplify the process.

  1. Open the email with the text you want, select the block of text.
  2. Select Quick Parts from the Insert tab.
  3. Click Save Selection to the Quick Part Gallery.
  4. Give it a name (and description if desired).
  5. To use the Quick Part when composing a message:
    • select Quick Parts from the Insert tab
    • choose the Quick Part that you want to insert

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How do I get rid of invalid email addresses in the autocomplete list?

When you start typing an email address in Outlook, it will show you a list of possible matches. If you see old addresses listed for someone you can delete them.

  1. Use the down arrow to highlighting the entry you want to delete.
  2. Press the Delete key on your keyboard.

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I frequently email the same group of recipients, is there a way to save this group?

A distribution list can be a real time saver! Instead of having to add each recipient one-at-a-time, you can simply add the distribution list to your email and you have included all of those people in one step.

  1. Choose File | New | Distribution List
  2. Type a name for your list in the Name line.
  3. Click Select Members
    • you can paste your list into the line next to Members at the bottom of the window, or
    • .look them up in your address books.
  4. Click OK, then click Save & Close.

Your new distribution list will be in your Outlook Contacts.

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Can I color code email received from a certain individual?

Yes - you can color code messages from a specific sender or group.

  1. Click on a message from that individual or group (don't open it just highlight it).
  2. From the Tools menu choose Organize (this opens a new window at the top of your Inbox).
  3. Choose Using Colors.
  4. Choose a color for that sender.
  5. Click Apply Color.

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I accidentally deleted an email, is there a way to get it back?

When you delete an email it goes into your Deleted Items folder. When you empty your Deleted Items folder there is still a way to get it back. Deleted items can be recovered within 30 days of being deleted.

  1. Open the Deleted Items folder.
  2. From the Tools menu choose 'Recover Deleted Items'.
  3. Select the email to recover (you can sort by Sender, Subject, etc by clicking on the Column headings).
  4. Click the envelope at the top 'Recover Selected Items'.

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Where is the Bcc Field?

Using the Bcc field you can send a copy of a message with the recipient's email address hidden from all other recipients. The Bcc field works just like the To and Cc fields. Once you turn it on it will stay on for all new emails and replies.

  1. While composing the email click on the Options tab.
  2. Select Show Bcc.

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Can I redirect an email in Outlook?

Forwarding as an attachment is a way to share the email body in exactly the form you received it. This makes it easier for the recipient to reply to the original sender. This can be accomplished in two ways.

  • If the message is open click on Other Actions and select Forward as Attachment.
  • If the message isn't open from the Actions menu select Forward as Attachment.

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Can I archive mail in Outlook?

You may want to archive mail if you reach your quota or if you want to keep some older mail indefinately. You can manually back up and archive items to a location that you specify (a CD or network drive).

  • On the File menu, click Archive.
  • Select the Archive this folder and all subfolders option, and then select the folder that you want to archive items from.
  • Specify a date under Archive items older than.
  • Under Archive file, click Browse to specify a location (preferably a network drive that is backed up).
  • Click OK.

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What are the recommended Outlook junk email options?

You may find that some legitimate emails from email addresses will occasionally be sent to your Outlook 'Junk E-mail' folder instead of the Inbox. This happens when the Outlook mail client incorrectly identifies a message as probably being junk email. The following recommendations should help to minimize the occurrences of this annoying problem.

  • Add the Junk E-mail folder to your Outlook Favorite Folders list to keep the folder in clear view. The folder will appear in bold when it contains unread messages. Check the folder daily for any messages that are not junk and empty it after checking.
  • Whenever you find a legitimate message in the Junk E-mail folder you should add the sender to your Junk E-mail Safe Senders list.  Right-click on the message and a sub menu will appear. Move your mouse pointer to Junk and then to Never Block Sender. Click Never Block Sender.A message will appear informing you that the sender of the selected message has been added to your Safe Senders list. New messages from that particular sender will always be delivered to your Inbox.
  • Open Junk E-mail options and go to the Safe Senders tab. Add and to the Safe Senders list. Check the boxes next to Also trust e-mail from my Contacts and Automatically add people I email to the Safe Senders list. Apply your changes.
  • In Junk E-mail options go to the General tab. The email protection level should be set to low. Check the boxes next to Disabling links and other functionality in phishing messages and Warn me about suspicious domain names in email addresses

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How do I stop forwarding my email address?

Please see How do I stop forwarding my email address?

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