Outlook 2010

How to recall email message in Outlook

November 17, 2015 By Ravi Shankar 7 Comments

Recall message in Outlook 2016, 2013 and Outlook 2010

Outlook has a feature that lets users to recall a sent message. This can be done by accessing the Recall This Message option available as part of Actions drop down. This feature is quite useful If you had sent an e-mail message to an user with incorrect information and you want to recall that message or resend the e-mail message with correct information.

Step 1: Open the email message which needs to be recalled from the Sent Mail items folder.

Step 2: Navigate to Move section and click Actions dropdown and select Recall This Message… from the menu list

Step 3: In the Recall This Message dialog, select whether you want to Delete unread copies of this message or Delete unread copies and replace with a new message.

If you want to receive any acknowledgement then you can tick the check box with caption as Tell me if recall succeeds or fails for each recipient

Demo Video – Recall message in Outlook 2010

Recall email message in Outlook 2007

In Outlook 2007, Recall This Message option is available as part of Other options. Open the email message that needs to be recalled. Click Other Options and select Recall This Message from the drop down menu list.

On selecting Recall This Message the following dialog box would be displayed

You can select the the following options depending on your requirement

Delete unread copies of this message
Delete unread copies and replace with a new message

And if you want to receive any acknowledge for deleting the unread copies then you select the checkbox Tell me if recall succeeds or fails for each recipient.

Also See: How to recall a message in Gmail

How to change font size of folders in Outlook

October 22, 2015 By Ravi Shankar Leave a Comment

This article is about the steps required for changing the font size of folder name in Outlook 2016, 2013 and 2010. If you think the font size of folders in Outlook is small to read then you can use the below mentioned steps to increase the font size.

Click the File menu then Options link. In the Option Windows, click the Advanced tab and navigate to Outlook Panes section.

Then launch the Navigation Pane Options by clicking Navigation Pane button.

In the Navigation Pane Options, click the Font button and select your desired font size. Click Ok button to confirm and save the changes.

Now all your Folders name in Outlook 2010 navigation pane will be reflected in the changed font size. Please note that this would affect all the items in the navigation pane and not just the folder name.

How to find mailbox size in Microsoft Outlook

October 21, 2015 By Ravi Shankar Leave a Comment

Microsoft Outlook users can find the mailbox size using the option available as part of Mailbox Cleanup. If your organization has set quota for Outlook mailbox then you need to make sure you do not exceed the limit. You can do this by periodically checking the mailbox size and do the necessary clean up activity if the mailbox size is about to exceed.

3 simple steps to manage mailbox size

Monitor Mailbox size regularly using View Mailbox size feature.
Use Auto Archive option to archive old mails to a .PST files.
Empty Deleted item folder.

These steps has to be followed either weekly or monthly or quarterly depending upon number of and size of the emails received. List below are steps to find out mailbox size in Outlook 2013, Outlook 2010 and Outlook 2007

Finding mailbox size in Outlook 2016, 2013, 2010 and 2007

Outlook 2016 and 2013

Step 1: Click the File menu and select Info from the menu list.

Step 2: Click the Cleanup Tools option under Mailbox Cleanup section in Account Information screen.

Step 3: Select Mailbox Cleanup from the Cleanup Tools dropdown list.

Step 4: In the Mailbox Cleanup window, click the View Mailbox Size option. This would display the following Folder Size window, with the Total Size including the Size of subfolders.

Outlook 2010

Outlook 2010 users need to follow the above Step 1 and Step 2. Only the mailbox cleanup window in Outlook 2010 is different from that of Outlook 2013.

Clicking on View Mailbox Size button will display the Folder size of your Outlook Mailbox.

Demo Video – How to find mailbox size in Outlook 2010

Outlook 2007

Mailbox Cleanup in Outlook 2007 can be accessed via the Tools menu.

This provides various option such as View Mailbox Size, finding items based on date and size, Auto Archive option, Empty Deleted Item and View Conflicts Size

Also See: How to change the send and receive emails settings in Outlook

How to use AutoText template in Outlook

October 15, 2015 By Ravi Shankar Leave a Comment

We had already seen about creating email templates to avoid repetitive work in Outlook 2016, 2013 and 2010. Auto Text is another template like feature that allows users store pre defined text which gets highlighted when you start typing the first few lines of the text and pressing Enter key will automatically populate the text.

Creating Auto Text entry in Outlook

You can create AutoText templates for the text which gets used very often when you are writing an email in Outlook. For example, if you send lot of emails to your subscribers then you can add some thing like “Dear readers” as a AutoText entry. This can be done by typing Dear readers in New Message window, then press Alt + F3 after selecting the text. This would display the following Create New Building Block window.

You can provide a description for your new entry and click Ok button. Now when you start typing first few letters of “Dear Readers”, Outlook will start highlighting the AutoText entry as shown below.

On Pressing Enter key, “Dear Readers” will be automatically populated in the message window.

Manage AutoText entries in Outlook

Users of Outlook can manage AutoText entries by using option available as part of Insert menu. Click the Insert menu in New Message window, then Quick Parts –> AutoText. Right clicking on the AutoText entries will display menu list with Organize and Delete option.

Using the Building Blocks Organizer, users can Edit, Delete and Insert AutoText entries in Outlook 2010.

How to quickly block sender in Outlook

October 13, 2015 By Ravi Shankar 15 Comments

If you are receiving junk or spam emails in your Outlook email client and you do want to receive emails from these senders then you can use Junk email settings in Outlook to block these senders. To quickly block a sender in Outlook 2016, 2013 & 2010, select by right clicking the email and pick Block Sender option from the menu list.

This would display the following confirmation message and the message will be moved to the Junk email folder.

Instead of selecting Junk email options from the context menu, you can also try the Junk menu option which is available as part of the Home Menu.

Print list of emails in Outlook

October 11, 2015 By Ravi Shankar 1 Comment

We know how to quickly print an email message in Outlook 2016, 2013 & 2010. And in this tutorial we will be seeing the steps required for printing the list of emails in Inbox or any folder. This would be quite useful when you have daily task schedule meeting with your team and the tasks for each individual is allocated based on the emails received for that day.

Click the File menu and select Print from the menu list.

Then navigate to Settings section and select Table Style from the list. This would only print heading information of the emails as displayed on your Inbox.

In case if you want to include other columns in the list then you can use the View –> Change View Settings to pick the desired columns.

Block emails based on subject in Outlook 2016, 2013 & 2010

October 3, 2015 By Ravi Shankar 8 Comments

This post is reply to a query asked by a Digital Answers reader <Thanks Brian>

Please tell me how to block a persistent group of junk mail senders. I have tried by “blocking sender” over 400 times without success. I get 10 t0 25 emails daily promoting “Viagra” and they keep changing the senders name and subject but nearly always include the words “sex”or “Viagra”or “Vigr” in the subject. Can we block the sender by somehow blocking those words?

Block emails by blocking domain

I am not aware of blocking emails based on the subject but you can try to block the domain name completely instead of email address. You can do this using the Junk Email Options.

Click the down available below the Junk Option under Delete section and select Junk E-mail Options from the drop down list

In the Junk Email Options window, navigate to Blocked Senders tab. For example, if you are receiving junk emails from senders with domain as “xx.com” then you can Add them to the blocked list using the Add button.

Block emails by creating Outlook Rules

The other best solution is to create rules to block all the emails based on their subject and move them to Junk E-mail folder

Navigate to Move section under Home menu then click the arrow pointing downwards available below the Rules Option and select Manage Rules & Alerts from the menu list.

In the Manage Rules & Alerts window, click the New Rule button.

Select “Move messages with specific words in the subject to a folder” and click specific words link available under the Edit the rule description.

In the Search Text window, enter the text that needs to checked with the email subject.

Now click specified link available under the Edit the rule description and choose the folder where you want to move these emails.

After specifying the folder, click Next until the Finish rule setup screen is displayed.

Then specify a name for this rule and click Finish button. Now any emails with specified text will be moved to Junk E-mail folder. These are some of the methods by which you can blocks emails in Outlook 2016, Outlook 2013 and Outlook 2010

Manage Tasks in Outlook

September 26, 2015 By Ravi Shankar 1 Comment

Here are some of the features and customization related with tasks in Outlook 2016, Outlook 2013, Outlook 2010 and Outlook 2007.

Changing task status color

A task in outlook has different status associated with it like Not Started, In Progress, Completed, Waiting for some one else and Deferred . Outlook 2013 and Outlook 2010 provide option for changing overdue task colour and completed task colour from their default colour. Listed below are the steps to change task status color in Outlook

Click on the File menu and select option from the list. In the Outlook Options window, navigate to Tasks tab.

Under Task options the settings for changing colour for Overdue and Completed task are available. You can set your desired colour using these options.

Demo Video – Change task status colour in Outlook 2010

Unhide task list

This tutorial provides the steps for unhiding the task list in Outlook. The task list is shown on the right hand sidebar below the Appointments section. And if you do not see the task list in your Outlook 2010 then you can do the following

Click the View menu, navigate to Layout section and then click the down arrow available below the To-Do Bar menu option. From the displayed menu list make sure to select Task List Option.

This would display the Task list below the Appointment section as shown below.

Changing default reminder time for task

In Outlook, when a task items are created, the default reminder time is set as 08:00 A.M. Using Outlook options you can change this default time.

Click on the File menu –> options and select Tasks link on the left hand side.

Under Task options section, there is dropdown available next to a label Default reminder time. Using this dropdown you can change the default reminder time to your choice.

Changing task work hours in Outlook

Task’s work hours in Outlook 2010 can changed using Outlook Options.

Click on the File menu –> select Options link and navigate to Tasks tab in Outlook Options window

Under Work hours section, using Task working hours per day and Task working hours per week you can set the working hours per day or week respectively.