Where do I find? Global Outlook options and features

Transcription

1 Where do I find? Changed Outlook version and can now no longer find your favorite feature? Feel like test driving Outlook 2010? Or have you heard of a feature but don't know where to find it in Outlook? This guide will help you on your way. It contains a list of most commonly used features and options that have been shifted around or renamed between Outlook versions and are sometimes hard to find back. In addition, a couple of options have links to them to find out more about how to use the feature. Several options have multiple ways of accessing them. We will only list one method as the intention of the guide is only to locate the feature. The main focus will be on accessing the options via the main interface by using a standard click (left mouse button). With the Office Logo we refer to the icon in Outlook 2007 and with in Office 2010 the File menu is the tab like icon (also known as Backstage). With the Ribbon we refer to the new tabbed interface for command buttons in Outlook 2007 and Outlook 2010 also known as Fluent UI. With the Expand icon we refer to the or icon on the Ribbon (in the the right bottom corner of some tab groups). The features have been grouped in the following categories; Global Outlook options and features Outlook management and maintenance Account and data file management Views Exchange Receiving Settings Messages (composing and reading) Calendar Contacts This guide is not a full feature list of Outlook. Its intention is to serve as a Quick Reference guide. Feel free to submit feedback if you can't find a specific feature or think that certain features should be listed here as well. Global Outlook options and features Default message format Signatures (define) Outlook 2003: Tools-> Options -> tab Mail Format Outlook 2007: Tools-> Options -> tab Mail Format Outlook 2010: File-> section Options-> section Mail-> group Compose messages Outlook 2003: Tools-> Options -> tab Mail Format-> button Signatures Outlook 2007: Tools-> Options -> tab Mail Format-> button

2 Mark as Read behavior Print Options Advanced Find Startup Folder Tracking Options Macros International Options (encoding) Signatures Outlook 2010: File-> section Options-> section Mail-> button Signatures (more about creating signatures) Outlook 2003: Tools-> Options -> tab Other-> button Reading Pane Outlook 2007: Tools-> Options -> tab Other-> button Reading Pane Outlook 2010: File-> section Options-> section Advanced-> button Reading Pane Outlook 2003: File-> Page Setup/Print Outlook 2007: File-> Page Setup/Print (main Outlook window) Outlook 2007: Office Logo-> Print (opened item) Outlook 2010: File-> Print Outlook 2003: Tools-> Find-> Advanced Find Outlook 2007: Tools-> Instant Search-> Advanced Find Outlook 2010: Click in the Instant Search field-> the Search tab appears-> Search Tools-> Advanced Find Outlook 2003: Tools-> Options -> tab Other-> button Advanced Options -> Startup in this folder Outlook 2007: Tools-> Options -> tab Other-> button Advanced Options -> Startup in this folder Outlook 2010: File-> section Options-> section Advanced-> option group: Outlook start and exit-> Start Outlook in this folder Outlook 2003: Tools-> Options -> tab Preferences-> button Options -> button Tracking Options Outlook 2007: Tools-> Options -> tab Preferences-> button Options -> button Tracking Options Outlook 2010: File-> section Options-> section Mail-> option group: Tracking Outlook 2003: Tools-> Macro-> Macros Outlook 2007: Tools-> Macro-> Macros Outlook 2010: tab Developer-> section Code-> button Macros (read here how to enable the Developer tab) Outlook 2003: Tools-> Options -> tab Mail Format-> button International Options Outlook 2007: Tools-> Options -> tab Mail Format-> button International Options Outlook 2010: File-> section Options-> section Advanced-> option group: International Options Outlook management and maintenance About (show version number) Repair Check for Updates Outlook 2003: Help-> About Outlook 2007: Help-> About Outlook 2010: File-> section Help Outlook 2003: Help-> Detect and Repair Outlook 2007: Help-> Office Diagnostics Outlook 2010: Removed from interface. (you can also run Repair from CD/DVD via setup or via Control Panel) Outlook 2003: Help-> Check for Updates

3 Add-ins (enable/disable) Disabled Items Outlook 2007: Help-> Check for Updates Outlook 2010: File-> section Help-> button Check for Updates Outlook 2003: Tools-> Options -> tab Other-> button Advanced Options -> button Add-In Manager /button COM Add-Ins Outlook 2007: Tools-> Trust Center -> section Add-Ins Outlook 2010: File-> section Options-> section Add-Ins More details can be found here. Outlook 2003: Help-> About -> button Disabled Items Outlook 2007: Help-> Disabled Items Outlook 2010: File-> section Options-> section Add-ins-> drop down list Manage-> Disabled Items-> button Go Account and data file management Mail Account Settings (add/remove/edit account) Mailbox Cleanup AutoArchive Archive Empty Deleted Items (upon exit) Add new Personal Folders (pst-files) Open existing Personal Folders (pst-files) Data File Management (list connected pst-files, their Outlook 2003: Tools-> Accounts -> option: View or change existing accounts-> button Next Outlook 2007: Tools-> Account Settings -> tab tab Outlook 2010: File-> section Info-> button Account Settings-> Account Settings -> tab (use these configuration settings for using Live Hotmail, Gmail, Yahoo or AOL and AIM) Outlook 2003: Tools-> Mailbox Cleanup Outlook 2007: Tools-> Mailbox Cleanup Outlook 2010: File-> section Info-> button Cleanup Tools-> Mailbox Cleanup (cleanup tips) Outlook 2003: Tools-> Options-> tab Other-> button AutoArchive Outlook 2007: Tools-> Options-> tab Other-> button AutoArchive Outlook 2010: File-> section Options-> section Advanced-> button AutoArchive Settings (troubleshoot common AutoArchive issues) Outlook 2003: File-> Archive Outlook 2007: File-> Archive Outlook 2010: File-> section Info-> button Mailbox Cleanup-> Archive Outlook 2003: Tools-> Options -> tab Other-> option: Empty Deleted Items folder upon exiting Outlook 2007: Tools-> Options -> tab Other-> option: Empty Deleted Items folder upon exiting Outlook 2010: File-> section Options-> section Advanced-> option group: Outlook start and exit-> Empty Deleted Items folders when exiting Outlook Outlook 2003: File-> New-> Outlook Data File Outlook 2007: File-> New-> Outlook Data File Outlook 2010: tab Home-> button New Items-> More Items-> Outlook Data File Outlook 2003: File-> Open-> Outlook Data File Outlook 2007: File-> Open-> Outlook Data File Outlook 2010: File-> section Open-> Open Outlook Data File (errors when opening a pst-file can often be fixed via scanpst.exe) Outlook 2003: File-> Data File Management Outlook 2007: File-> Data File Management

4 locations, close them, set as default) Outlook 2010: File-> section Info-> button Account Settings-> Account Settings -> tab Data Files New folder Import Export Outlook 2003: File-> New-> Folder Outlook 2007: File-> New-> Folder Outlook 2010: tab Folder-> section New-> New Folder Outlook 2003: File-> Import and Export Outlook 2007: File-> Import and Export Outlook 2010: File-> Open-> Import Outlook 2003: File-> Import and Export Outlook 2007: File-> Import and Export Outlook 2010: File-> Open-> Import Views Field Chooser AutoPreview Organize Define Views Reading Pane (enable/disable, position right/bottom) Outlook 2003: Right click a column-> Field Chooser Outlook 2007: Right click a column-> Field Chooser (single line layout) Outlook 2007: Right click a column-> Custom -> Fields (multi line layout) Outlook 2010: Right click a column-> Field Chooser (single line layout) Outlook 2010: Right click a column-> View Settings -> Columns (multi line layout) (for more info about multi line and single line layout see this post) Outlook 2003: View-> AutoPreview Outlook 2007: View-> AutoPreview Outlook 2010: tab View-> button Change View-> Preview (this view has the Reading Pane turned off by default) Outlook 2003: Tools-> Organize Outlook 2007: Tools-> Organize Outlook 2010: tab View-> button View Settings-> button Conditional Formatting (for more info about Conditional Formatting see this guide) Outlook 2003: View-> Arrange By-> Current View-> Define Views Outlook 2007: View-> Current View-> Define Views Outlook 2010: tab View-> button Change View-> Manage Views (how to apply a custom view to all folder) Outlook 2003: View-> Reading Pane-> Outlook 2007: View-> Reading Pane-> Outlook 2010: tab View-> Reading Pane-> Exchange Out of Office Assistant Delegates Outlook 2003: Tools-> Out of Office Assistant Outlook 2007: Tools-> Out of Office Assistant Outlook 2010: File-> section Info-> button Automatic Replies (for Exchange administrators: verify if Out of Office to the Internet is allowed) Outlook 2003: Tools-> Options -> tab Delegates Outlook 2007: Tools-> Options -> tab Delegates

5 Recover Deleted Items Add secondary mailbox Open Folder from Other User Outlook 2010: File-> button Account Settings-> Delegate Access (more about Permissions) Outlook 2003: Tools-> Recover Deleted Items Outlook 2007: Tools-> Recover Deleted Items Outlook 2010: tab Folder-> section Cleanup-> button Recover Deleted Items Outlook 2003: Tools-> Accounts -> option: View or change existing accounts-> button Next-> select your Exchange account-> button Change -> button More Settings -> tab Advanced-> button Add Outlook 2007: Tools-> Account Settings -> tab -> select your Exchange account-> button Change -> button More Settings -> tab Advanced-> button Add Outlook 2010: File-> section Info-> button Account Settings-> Account Settings -> tab -> select your Exchange account-> button Change -> button More Settings -> tab Advanced-> button Add Outlook 2003: File-> Open-> Other User's Folder Outlook 2007: File-> Open-> Other User's Folder Outlook 2010: File-> section Open-> button Other User's Folder Receiving Settings Send/Receive Settings New Alerts Rules and Alerts Outlook 2003: Tools-> Options -> tab Mail Setup-> button Send/Receive Outlook 2007: Tools-> Options -> tab Mail Setup-> button Send/Receive Outlook 2010: File-> section Options-> section Advanced-> button Send/Receive Outlook 2003: Tools-> Options-> tab Preferences-> button Options -> button Advanced Options -> option group: When new items arrive in my Inbox Outlook 2007: Tools-> Options-> tab Preferences-> button Options -> button Advanced Options -> option group: When new items arrive in my Inbox Outlook 2010: File-> section Options-> section Mail-> option group: Message arrival (configure the New Mail Desktop Alert to stay longer and show for all messages) Outlook 2003: Tools-> Rules and Alerts Outlook 2007: Tools-> Rules and Alerts Outlook 2010: tab Home-> section Move-> button Rules-> Manage Rules & Alerts Messages (composing and reading) Unless specified otherwise, these instructions are about the message window, both composing and reading. Outlook 2003: Format-> Plain Text/HTML/Rich Text (Outlook as the editor) Change message format; Outlook 2003: toolbar-> dropdown list next to Options HTML/Plain Text/Rich Text button (Word as the editor) Outlook 2007: Ribbon-> tab Options

6 From and BCC field (enable/disable) Resize picture attachments Message Options (composing) Message Options (reading) (message header) Save Attachments (all) New message with stationery (start from main Outlook window) Signatures (insert) Do not AutoArchive Outlook 2010: Ribbon-> tab Format Text Outlook 2003: View-> From Field/Bcc Field (Outlook as the editor) Outlook 2003: toolbar-> dropdown button on Options button-> From/Bcc Outlook 2007: Ribbon-> tab Options Outlook 2010: Ribbon-> tab Options Outlook 2003: Insert-> File -> after attaching: button Attachment Options Outlook 2007: tab Message-> section Include-> button Attach File -> after attaching: expand icon on Include Outlook 2010: File-> section Info Outlook 2003: View-> Options (Outlook as the editor) Outlook 2003: toolbar-> Options (Word as the editor) Outlook 2007: tab Options-> section More Options-> expand icon Outlook 2010: tab Options-> section More Options-> expand icon Outlook 2003: View-> Options Outlook 2007: tab Message-> section Options-> expand icon Outlook 2010: File-> Properties Outlook 2003: File-> Save Attachments Outlook 2007: File-> Save Attachments Outlook 2010: File-> Save Attachments Outlook 2003: Actions-> New Mail Message Using-> More Stationery Outlook 2007: Actions-> New Mail Message Using-> More Stationery Outlook 2010: tab Home-> section New-> button New Items-> E- mail Message Using-> More Stationery Outlook 2003: Insert-> Signature (Outlook as the editor) Outlook 2003: toolbar-> dropdown button on Options-> E- mail Signature (Word as the editor) Outlook 2007: tab Message-> button Signature Outlook 2010: tab Message-> button Signature (note that this is a signature switching feature (except for Outlook 2003 with Outlook as the editor)) Outlook 2003: File-> Properties -> Do not AutoArchive Outlook 2007: File-> Properties Outlook 2010: File-> Properties (or press ALT+ENTER for the old dialog) Calendar Show week number Import holidays Outlook 2003: Tools-> Options -> button Calendar Options -> option: Show week numbers in the Data Navigator Outlook 2007: Tools-> Options -> button Calendar Options -> option: Show week numbers in Month View and Data Navigator Outlook 2010: File-> section Options-> section Calendar-> group: Display options-> option: Show week numbers in the month view and the Data Navigator Outlook 2003: Tools-> Options -> button Calendar Options -> button: Add Holidays Outlook 2007: Tools-> Options -> button Calendar Options -> button: Add Holidays

7 Outlook 2010: File-> section Options-> section Calendar-> group: Calendar options-> button: Add Holidays Contacts Default File As format Default Display format Address Book Mail Merge New Contact from same Company Outlook 2003: Tools-> Options-> tab Preferences-> button Contact Options Outlook 2007: Tools-> Options-> tab Preferences-> button Contact Options Outlook 2010: File-> section Options-> section Contacts-> group: Names and filing Outlook 2003: Tools-> Accounts -> select: View or change existing directories or address books-> button Next-> select: Outlook Address Book-> button Change Outlook 2007: Tools-> Account Settings -> tab Address Books-> select: Outlook Address Book-> button Change Outlook 2010: File-> section Info-> button Account Settings-> Account Settings -> tab Address Books-> select: Outlook Address Book-> button Change Outlook 2003: Select Contacts folder-> Tools-> Mail Merge Outlook 2007: Select Contacts folder-> Tools-> Mail Merge Outlook 2010: Select Contacts folder-> tab Home-> section Actions- > button Mail Merge (more about mail merge) Outlook 2003: Select Contacts folder-> select a contact-> Actions-> New Contact from Same Company Outlook 2003: Select Contacts folder-> select a contact-> Actions-> New Contact from Same Company Outlook 2010: Select Contacts folder-> select a contact-> tab Home- > group New-> button New Items-> Contact from the Same Company Compiled from: outlook.com/faq/locatefeature.htm