O365

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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

Office 365 and 2016 Cheat Sheets for Windows and Mac

If you're like me, I cannot keep up with all of the new features and add-ins that roll out for the applications I use. For over 30 years, I have emailed cheat sheets to my students after attending one of my training sessions. This year, we are all trying to get our mailboxes under control, so here is a link to Microsoft's Quick Starts, training videos and downloadable tip sheets. 

https://support.office.com/en-us/article/Office-Quick-Starts-25f909da-3e76-443d-94f4-6cdf7dedc51e?ui=en-US&rs=en-US&ad=US