Outlook 2013

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

Enable automatic downloading of pictures in Outlook

October 21, 2015 By Ravi Shankar 2 Comments

Pictures as part of email messages are not downloaded automatically in Outlook 2016 and 2013. You could see a message that says “Right click here to download the pictures. To help protect your privacy, Outlook prevented automatic download of some pictures in messages”

But if you are going to receive email messages from trusted source and want to enable automatic downloading of pictures then you can follow the below mentioned steps.

Step 1: Click the File menu and select Options from available menus.

Step 2: In the Outlook options window, click the Trust Center tab.

Step 3: Navigate to Microsoft Outlook Trust Center section and click Trust Center Settings.

Step 4: Click the Automatic Download option and unmark the check box with caption as “Don’t download pictures automatically in HTML e-mail messages or RSS items”

Step 5: Click Ok button to confirm and save the changes.

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 clear the trash folder in Outlook

October 6, 2015 By Ravi Shankar 1 Comment

This is tutorial provides instruction for clearing all the items in Outlook 2016 & Outlook 2013 trash folder.

Step 1: Click the Outlook File menu then navigate to Info section.

Step 2: In the Account Information screen, navigate to Mailbox Cleanup section and click the Cleanup Tools arrow pointing downwards.

Step 3: Select Empty Deleted Items Folder from the Cleanup Tools drop down list.

Step 4: Click the Yes button to permanently delete all the items in the Trash folder.

When you have lots of items in your trash folder and want to clean up on a single click then you can use this feature.

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.

How to block emails from specific countries in Outlook 2013

October 12, 2014 By Ravi Shankar Leave a Comment

This tutorial is about the steps required to block emails from specific countries in Outlook 2013. The Junk email filter provides users with the option to add countries to the blocked email list. And any emails with email addresses originating from these countries will be blocked. For example, to block all emails originating from Russia (.ru) use following steps.

Step 1: Click Junk option under Outlook Home menu. Then select Junk E-mail Options from the drop down list.

Step 2: In the Junk Email Options window, navigate to the last tab International.

Step 3: Click the button with caption as “Blocked Top-Level Domain List”

Step 4: In the Blocked Top-Level Domain List, scroll down and select the country of interest i.e RU (Russia). Then click OK button to confirm and close the window.

Now all email messages from email address ending with .ru will be blocked in Outlook 2013.

Also See: Where is Junk Email Settings in Outlook

How to install latest updates of Office 2013

August 2, 2012 By Ravi Shankar 4 Comments

In this tutorial we are going to see the steps required for installing the latest updates of Office 2013.

Step 1: Launch any one of the Office 2013 applications like Outlook 2013 or Word 2013 etc..

Step 2: Click the File menu then navigate to Office Account option.

Step 3: In the Office Account screen, navigate to the Product Information section. Then click the arrow pointing downwards under Update Options.

Step 4: Select Apply updates from the Update Options drop down list.

Step 5: If any updates are available then the following Office updates screen will be displayed. Click the Yes button to continue with the installation.