Outlook: Email and Calendaring Frequently Asked Questions


 

Frequently asked questions for Outlook calendaring and email.

  1. Can you recall an email via Outlook on the web?
  2. How does Delay Delivery handle time zone differences?  In other words, when you enable Delay Delivery, does it go off of your time zone, or the time zone of the    recipient?
  3. Does the option to keep a previewed message still marked as unread exist in Outlook?
  4. When you choose Work Offline, does it send messages, or do messages get queued in your outbox?
  5. Can you use @mentions in both Outlook and Outlook on the web?
  6. What is the voting button?
  7. Does the People Pane bring up emails in just the folder you’re in?
  8. Can you organize calendars by name?
  9. Do I have to manually save drafts?
  10. What happens when you ‘Reply all with meeting’ to an email?
  11. How do I ‘Ignore’ a conversation and how does it work?
  12. Is it possible to search based on category?
  13. How do I access cpxportal.com?
  14. Curious about using RSS feeds, what are they?
  15. Is it possible to create a policy to have items that have been in the Deleted Items folder for more than 30 days?
  16. Is it possible to drag an email over the calendar icon on the navigation bar to create a calendar item?
  17. How can you access your most recent searches in Outlook?
  18. Does the feature still exist where you can drag an email into the calendar to create a calendar item?
  19. How do retention tags work?

 


Can you recall an email via Outlook on the web? 

It is not possible to recall an email when working in Outlook on the web.  In the Outlook client, recalling a message is only available if both you and the recipient have an Office 365 email account at Princeton University.  Although you can’t recall a message once it’s been sent in Outlook on the web, you can choose to delay sending the message so you can cancel if you change your mind right after hitting send (up to 10 seconds). 

To enable the Undo Send option, open Outlook on the web and click Settings  > View all Outlook Settings.  Under Mail choose Compose and reply, adjust the toggle under Undo send and click Save. 


How does Delay Delivery handle time zone differences?  In other words, when you enable Delay Delivery, does it use your time zone, or the time zone of the recipient? 

When configuring the delivery date and time to delay delivery on a message, it sets that time based on the time zone that your Outlook is set to. 
 

Does the option to keep a previewed message still marked as unread exist in Outlook?

By default, Outlook automatically marks a message as read once you’ve selected it.  To change this, select File > Options > Advanced.  Under Outlook panes, click Reading Pane.  Uncheck the boxes for Mark items as read when viewed in the Reading Pane and Mark item as read when the selection changes.  Then, click OK.

 


When you choose Work Offline, does it send messages, or do messages get queued in your outbox?

While ‘Work Offline’ is enabled, you can still create correspondence, reply to emails, etc. however they will stay queued in your outbox until you are back working online.

 


Q: Can you use @mentions in both Outlook and Outlook on the web?

@mentions can be used in both Outlook and Outlook on the web.  You can @mention someone in an email message or a meeting invite.  When you @mention someone, their name will be highlighted within the body of the message/calendar invite, and Outlook will automatically add them to the To: line.  Additionally, they will see the @ symbol appear next to the message in their inbox.

 


Q: What is the voting button?

Voting buttons can be added into an email as a fun and easy way to get quick feedback without having to create complex forms or do any tabulation yourself. To add voting buttons, click the Options tab at the top of an email you’re composing.  In the Tracking group, select Use Voting Buttons.  Outlook has some default choices, or you can create your own by choosing Custom and entering in your choices separating them with semicolons next to the ‘Use voting buttons’ check box.  To review the voting responses, open the original message you sent with the voting buttons.  On the Message tab, click Tracking.  The Tracking button doesn’t appear until at least one person as voted.  When you receive a message with a voting, a message will appear in the InfoBar at the top of the email which you can click on to cast your vote.

 


Q: Does the People Pane bring up emails in just the folder you’re in?

The People Pane will populate any emails you and the sender of the email you have selected share across your entire inbox.  This includes all emails, regardless of what folder they’re in, as well as calendar items.



Q: Can you organize calendars by name?

You can in the Outlook client.  Right click on Shared Calendars and select Arrange By Name.



Q: Do I have to manually save drafts?

Drafts are automatically saved to your Drafts folder.  If the draft message is a reply or forward, [Draft] will appear next to the message you are replying to/forwarding and you can access the draft directly from there in your inbox. 


Q: What happens when you ‘Reply all with meeting’ to an email?

It will create a calendar invite and add everyone on the To: line as a required attendee and everyone on the Cc: line as an optional attendee.  The entire email thread is added into the meeting description and the subject line of the email becomes the title of the meeting, automatically adding context to your calendar invite.


Q: How do I ‘Ignore’ a conversation and how does it work?

The easiest way to Ignore a conversation is to right click on the message you want to Ignore and choose Ignore.  This will remove all current messages in your inbox and any future messages you may receive that are part of the same conversation/thread directly to your Deleted Items folder.  This is a good option for conversations that do not pertain to you or that you simply do not need to follow.


Q:  Is it possible to search based on category?

Yes! In the Outlook client, first, click into the search box.  Once you’ve clicked into the search box, the action ribbon at the top will change, and from there you can click the drop-down for categories and choose your category from there.  In Outlook on the web, type into the search box at the top Category:Category Name replacing ‘Category Name’ with the name of the category you’re wanting to filter out by.


Q:  How do I access cpxportal.com?

You can access training videos by logging into cpxportal.com using your Princeton email and password credentials any time. Click here to access instructions on how to login to the COMPAREX training portal. 


Q: Curious about using RSS feeds, what are they?

RSS (Really Simple Syndication) feeds are a simple and quick way to keep up with the latest updates from various websites such blogs and magazines.  Many websites offer RSS feeds so that when a news article or a summary of an article is posted, it’s also sent to your RSS Feed folder in Outlook.  If you turn on RSS Feed Synchronization in Outlook, any feeds you subscribe to and their posts are delivered straight to your Outlook RSS Subscription folder.  The first time you add an RSS Feed to Outlook, you’ll be prompted to choose if you want to keep your RSS Feeds subscriptions list synchronized between Outlook and the Common Feed List (CFL).  Regardless of which option you choose, you can change this whenever.  To accomplish this, select File > Options > Advanced and under RSS Feeds, select or clear the Synchronize RSS Feeds to the Common Feed List (CFL) in Windows check box.  You can subscribe to an RSS Feed from their web page, just look for the Button image , RSS button or, XML button  symbol on their page.  When the RSS Feed opens in your browser, choose Subscribe to this feed. To subscribe to an RSS Feed from Outlook, right-click on the RSS Feeds folder and choose Add a New RSS Feed. In the dialog box that appears, enter the URL of the RSS Feed.  Then, choose Add > OK.


Q: Is it possible to create a policy to have items that have been in the Deleted Items folder for more than 30 days?

Yes.  You can use retention labels and archive policies to help manage your email.  Retention labels control how long your messages will be saved, while archive policies control how long messages are left in an email folder before they’re moved to an archive.  These labels can be assigned to both messages and folders in your mailbox.


Q: Is it possible to drag an email over the calendar icon on the navigation bar to create a calendar item?

Yes, it is possible via the Outlook Client.  When you drag and release an email over the calendar icon, by default it will create a calendar appointment (i.e. a calendar item without a To: line to invite attendees) you can add to your calendar.  If you would like to turn it into a meeting, click Invite Attendees from the action ribbon at the top.


Q: How can you access your most recent searches in Outlook?

Click into the search text box, once you do this the action ribbon at the top will change showing your Search Tools.  In the Options section, click the drop-down next to Recent Searches.  If you find yourself doing the same search frequently, you can save that search in the form of a Search folder.

 


Q: Does the feature still exist where you can drag an email into the calendar to create a calendar item?

Yes!  You can drag an email over the calendar icon on the navigation bar to automatically populate a new calendar item.


Q: How do retention tags work?

Retention tags are used to apply retention settings to either folders or individual email items, and are a present definition of a time limit (i.e. retention period) and action to be taken once that limit is reached.  The action is either to archive or delete the item.  There are three types of retention tags:

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