Technology Advisor Blog

Help! Sent Items Folder in Outlook Only Shows My Name

Posted by Ann Westerheim on 3/23/18 10:16 AM

We hope you're keeping up with organizing your "Inbox" in Outlook using different folders to group your mail.  You may also want to organize your "Sent Items" folder into different sub-folders.  Perhaps you have some company related emails you want to group or perhaps you want to track your sent items by major projects.  If you add a sub-folder, you may be alarmed to see that all the mail is listed with your name.  As you can see below, my messages in my newly created "TEST FOLDER" folder for sent messages are all listed by who sent the message.  Me!  Not helpful.  I already know who sent them!

Un-sorted SENT Folder.jpg

By default, a folder in your "Inbox" is  listed by who its "From", and messages in your main "Sent Items" folder are listed by who they are "To".  When you create a new folder, by default, the folder organizes the mail by who it is "From".  This is not helpful when you're looking at sent items.

The fix is very easy.  Under the "View" tab, select "View Settings" (look for the gears), and then select "Columns".

Advanced View Settings - Outlook.jpg

Within the Columns page, select "To" from "Available Columns" and move it to the right side, "Show these columns in this order".  It needs to be moved up to replace the "From" (You can remove "From", but the sort will work if you just move up "To" above "From".

Select TO in Columns.jpg

Select "OK" and now you'll see your sent mail presented in a more useful way, that is by who it is "To":

Sorted SENT Folder.jpg

Have fun organizing your mail!

Tags: Microsoft Outlook

"Junk" eMail Settings in Microsoft Outlook

Posted by Ann Westerheim on 5/23/14 12:25 PM

Microsoft Outlook has a built in feature to process junk mail and send it to a "Junk" folder as a way to control Spam in your inbox.  This is a great feature if you only read mail in one place, but for most users these days, mail is read on multiple platforms - smart phone, tablet, laptop, browser, etc.  This is why we typically recommend filtering Spam in the "cloud" so the mail is filtered BEFORE it gets to your mailbox, and gets cleaned centrally before going to all your devices.

When spam is filtered in the cloud, it's important to turn off the Junk filter in Outlook so you don't wind up with two competing programs doing the work.  We often get calls about missing emails that are sometimes found in a Junk folder, or have been processed by forgotten "rules" in Outlook.   Some users are fine with checking in two locations for "false positives", but for most users, it just leads to confusion.  Keep it simple!

Junk email optionsTo control your Junk settings in Outlook, in the "Home" tab, select "Junk", and then choose "Junk E-mail Options".  

Junk Mail No FilteringThis will open the next window where you can control your settings.

When filtering is done in the cloud, we recommend turning off the local filter as shown.

You can see from all the options that this is a powerful tool, and if you have nothing else, and read mail only in one location, it's worth using.  However, we do strongly advise filtering in the cloud and then turning off this setting for most users.

Tags: eMail, Microsoft Outlook, spam

How to Attach an "Item" in Microsoft Outlook 2010

Posted by Ann Westerheim on 3/9/12 1:08 PM

Attach Item in OutlookWe routinely attach documents when sending emails, but did you know that you can also attach calendars, other emails, and business cards?

When we're working on email problems for clients, such as analyzing why a message got through a spam filter, or why a message wasn't delivered,  we'll often ask the client to send us the email as an "attached item". This enables us to see the full technical header information embedded in the email, which is critical for understanding the full path of the email, and where the trouble spots are. 

In Outlook 2010, instead of selecting the "Attach File" paperclip, choose the "Attach Item" paperclip instead. (In older versions of Outlook, click on the little arrow next to the paperclip icon to see the "item" option.)  This will then give you the option of sending a Business Card (from your Outlook Contacts), a Calendar, or an Outlook item.  Typically we're working clients who are sending us problem emails as attached items, but this is also a useful tool for sending someone multiple emails at the same time, without forwarding each one by one.

The Calendar option is also pretty useful.  You can pick a date range, and you'll also have the option to display just availability, limited details, or full details.  Use the Business Card option to send someone contact information without needing to "cut and paste" or re-type the information.  Check it out!

By the way, if you use another mail client such as Entourage (an older mail client for Mac), you can attach emails in emails by opening the email to attach, going to "Message" and go to "Forward as Attachment".

Tags: Microsoft Outlook, Attach Item

Viewing "shortcuts" in Office 2010

Posted by Ann Westerheim on 10/7/11 11:03 AM

After our last webinar, one of our attendees asked:  "In old versions of Microsoft office, you used to be able to ‘turn on’ short cuts; this essentially allowed you to see, when clicking on an action, say ‘cut’ or ‘copy’ what the short cut key for it was – can I do that in the ribbon?  I have looked but don’t see anything.  I use short cut keys a lot and know a number of them ‘by heart’ but it would be nice to see them in the ribbon too."

Outlook2010 Keyboard ShortcutYou actually CAN see the shortcuts if you hover over the ribbon a bit longer.  For example, in Microsoft Outlook 2010, if you hover the curser over the "New Email" button in the "Home" tab ribbon, after an additional second or so, you'll see a pop up showing:  New Item (CTRL+N)  Create a New Item.  This is a great way to learn new shortcuts and save time.

For a full list of Microsoft Keyboard Shortcuts, visit the Microsoft web site.  Some of our favorites are:

  • CTRL+C = Copy
  • CTRL+X = Cut
  • CTRL+V = Paste
  • CTRL+Z = Undo
  • CTRL+A = Select All
  • ALT+TAB = Switch between open object
  • CTRL+P = Print
  • CTRL+F = Find
Enjoy the shortcuts!

Tags: Keyboard Shortcuts, Microsoft Outlook, Office 2010

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