(Tech Tip: Outlook) Outlook meeting requests best practices

(Tech Tip: Outlook) Outlook meeting requests best practices

Outlook meeting requests are easy to use but also easy to misuse.
Here is a best practices guide straight from the Outlook team at Microsoft:

(Tech Tip: Outlook) Master Category Lists

Using Outlook Categories is better than using subfolders for two reasons:
 
 
- You can assign multiple categories to an item
- Categorization is saved with the item so you won’t lose it by moving things around.

(Tech Tip: Outlook) Show unread mail in JUST your inbox

Outlook’s ‘unread mail’ normally shows you unread mail in all your folders. Here’s how to change it to just the Inbox.

Use Outback v1.4 to backup your Outlook archives (non-server .pst files)

How to backup your Outlook data (.pst file)
 
Unfortunately, you can’t make a backup of your important Outlook .pst files (this is where all your archive data resides) while you are using Outlook.
Note : If your Outlook is connected to a corporate Microsoft Exchange server you probably are using a .pst file for archives. 

Managing your Mailbox Size

A large Mailbox is both slow and costly.  Often the culprit is just a few messages with very large attachments. 
Archiving is the process of moving mail items from the Exchange server mailbox into a local file format (Personal Storage file or .PST).  Exchange mailboxes are not meant for long-term storage.  Using AutoArchive, Outlook will automatically (preserving your [...]

Scheduling a resource

A “resource calendar” is a calendar attached to a special mailbox that represents a shared resource (e.g. a conference room).   To book the room you invite attendees but also “invite” the conference room.
If your administrator has created a “resource calendar” then here’s how to book it.

Sorting and Grouping your Inbox

Sorting
Click on ’Received’ to sort your inbox by date (that’s what that little triangle means)
– click again to alternate between ascending and descending order
- type the first few letters to jump to that entry

How to Change Your Windows and Email Passwords

 There are two passwords you should be aware of
 
1. Your Windows password controls your logon to your computer.  This is the password you use to logon each morning.  This is also the Remote Desktop password (if you are using this service).
 

Mail stuck in Outbox

Things to check when  mail is stuck in your Outbox.

1. Are you connected to the server?  A momentary Internet disconnect can sometimes disconnect Outlook (as on a laptop that has been unplugged).
Look on the bottom right of Outlook.  It should look like this (figure 1).  If not, click on the error and uncheck “Work Offline”
 2. Are you [...]

How to share your calendar / contacts with another person

In Outlook you can give another person access to your calendar/contact/inbox folders.
You can also decide whether the person can edit data or just view the data.

Note: This is different than the ‘delegate’ feature that allows sending mail on behalf of someone else.