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Outlook Notes for Former Groupwise Users

The tips listed here apply to the desktop version of Outlook.

Calendar Details

To view appointment details in your Outlook calendar, such as from, to, cc, place, time, and subject, simply open the appointment.

Changing an Email to an Appointment

To change an email to an appointment, simply drag it from the mailbox to the calendar. Outlook keeps the email in the mailbox and also places a copy of it in the calendar. Attachments appear with the email, but not with the calendar copy.

Cleaning Up

The Clean Up feature in Outlook helps free up space in your Inbox by allowing you to delete redundant messages that are part of an email conversation or thread. Only the most recent message that contains the entire history of a conversation is kept, therefore eliminating the need to keep older messages. Clean Up will, however, keep any older messages with attachments, flags, or categories.

Contacts

In Outlook, you can view contact details simply double-clicking the name of a contact (or sender). From the contact details, you can send email to the contact, schedule a meeting, or even IM or call the person.

Delegates

The Delegates feature of Outlook allows you to give the equivalent of proxy rights to specified users. However, because Outlook is folder-based, rights can be granted on a much more granular basis. For example, you can give rights to your Inbox, but not to your Sent Items or Deleted Items.

Limiting a Search to a Particular Sender

To search for messages from a particular sender type from: followed by the search terms in quotation marks. For example, from:”David” would find messages sent from anyone with the first or last name that contains “David.”

Limiting a Search to Your Inbox

There’s a quick search bar at the top of your message list. By default, the results can come from anywhere in your mailbox. To change the scope of your search while reviewing your inbox, use the dropdown and change Current Mailbox to Current Folder.

Paste Options

Outlook offers a unique Paste Options feature that allows you to define text formatting when pasting text, such as keeping source formatting, merging formatting, and more, between different applications. Simply right-click where you want to paste the text, and choose from the Paste Options that appear in the list.

Recurring Appointments

Recurring calendar appointments that were migrated from GroupWise to Outlook will appear on your calendar but will not be linked to each other. You’ll want to re-establish the appointment in Outlook. You can select a frequency such as Daily, Weekly, Monthly, or Yearly.

Reminder Notes

If you had Reminder Notes in GroupWise, they will be converted to all-day events in Outlook. They’ll appear at the top of each calendar day.

Retracting Messages

In Outlook, when you attempt to retract a message, recipients receive notification that you have attempted to retract the message.

Rules

Rules you created in GroupWise will not migrate to Outlook. To re-create yours, click the File tab, then choose Manage Rules & Alerts. Click the New Rule button to launch the wizard. For further assistance, see Manage email messages by using rules, on Microsoft’s online support site.

Signatures

Signatures you created in GroupWise will not migrate to Outlook. To re-create yours, start a new message and click Signature. If you need further help, see Create and add an email message signature, on Microsoft’s online support site.

Sorting folders

Outlook 2013 allows you to rearrange folders in the order you’d like – not necessarily alphabetically. You can drag and drop the folder names to resort them. If you’d like to return to an alphabetical list, select the Folder tab and click Show All Folders A to Z. Note that this only applies to the folders you’ve created and not to any top-level structures such as Inbox, Drafts, or Sent.

Viewing Attachments

If you receive an email attachment in Outlook created with a program you don’t have, simply save the attachment on your computer, and then use the “Open With” option to open the attachment using a compatible program.

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