Email

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View Most Recently Deleted Items First

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This was a great tip from an Administrative Professional. I get most of my tips from my clients!

Delete, delete, delete. I am great at deleting unwanted messages I often save my deleted items for weeks. Some of you tell me you save ALL of your deleted items. But now I want to view the item I most recently deleted, even if it was a message from 2017. Here’s a great way to change the view of your deleted items in Outlook:

  1. Navigate to the Deleted Items folder

  2. Navigate to View>View Settings on the ribbon

  3. Click Sort…

  4. At the bottom of the dialog box, select Date/Time fields

  5. Now at the top, select to sort by Modified

  6. Click OK twice

Deleted sort.png

Limitations

Unfortunately the Modified Date only gets updated when deleting a message that is stored in an account that uses an ost-file. These are the following account types;

  • Exchange

  • Exchange Active Sync (EAS)

  • IMAP (Outlook 2013 and Outlook 2016)

  • Outlook Hotmail Connector

It does not work when you using an account that is using a pst-file as the storage. These are the following account types;

  • POP3

  • IMAP (Outlook 2010 and previous)

  • Archives

  • Any other additional pst-file

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Organize Incoming Outlook Messages with Color

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Many of you remember the command to organize with color; a tool that would change the font of incoming messages that meet certain criteria with color. That option is still available, but it is hidden. Here is how to do it in newer versions of Outlook:

  1. Navigate to View>View Settings>Conditional Formatting...

  2. Click button to Add

  3. Choose a name for this rule

  4. Choose font, color and size and click OK

  5. Choose condition (for example, click FROM and select name of person that you would like messages to be formatted)

  6. Click OK twice

  7. Going forward, repeat step 1 and click to de-select this rule when you want to disable

Three ways to control your Gmail inbox views.

1. If possible, switch to view your Gmail messages in Outlook. That way, you will have more robust tools to sort and search

2. Experiment with your Gmail Views:

Click the cog and test the 3 main views:

 Add Preview Pane:

  • Click the cog wheel above

  • Click Settings

  • Select Labs

  • ·Enable Preview Pane

  • Going forward, you can switch between regular and preview pane by clicking this button:

 

3. Increase the number of messages viewed on each page:

 

  • Click the cog wheel above

  • Click Settings

  • ·On the General tab, change the maximum page size

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Enable Auto Spell Check in Outlook

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I was the spelling bee champion in the 6th grade, but I am the worst typist. As a former schoolteacher, I would be appalled to send an email out with a spelling error. Why doesn't Outlook enable auto spell checking by default? 

No worries. You can enable that feature yourself. Navigate to File>Options. On the Mail category click to check "Always check spelling before sending". Going forward, you will not need to manually spell check your messages