Exchange Messaging Outlook: Archiving

You're receiving this message because you signed up for [Exchange Messaging Outlook](. If this email is not displaying correctly [View in your browser](. Please add emo@slipstick.com to your safe senders list. If you no longer wish to receive EMO, [Unsubscribe here](. Exchange Messaging Outlook A weekly newsletter about Microsoft Exchange and Microsoft Outlook March 28 2019 Volume 24 Issue 7 Advertisement Sync your data with all of your devices. Sync Outlook calendar, contacts, and tasks with iPad, iPhone, Galaxy, Note. Sync your Gmail Calendar, Tasks, and Contacts with Outlook. Sync Mac with Android, iPhone, and Windows Phone. All popular devices supported. [Your Data. Your Device. CompanionLink]( [] Office 365 Home Premium Giveaway I’m going to give away some copies of [Office 365 Home Premium](. Entering is simple: Send an email to [office2019@slipstick.com](mailto:office2019@slipstick.com?subject=Office%20365%20Home%20Premium%20Giveaway&body=I%20want%20to%20win.%20%3A)) I’ll draw a winner on May 1, June 1, and July 1 2019. If you have a current Home Premium subscription, this will extend your subscription for 1 year. If you have a personal subscription, it extends the license for one year and upgrades it to the Home version. [] Archiving Outlook Email My IMAP mailbox is almost full and I need to clean it out but I don’t want to lose the mail. I want to move some folders to a pst but my ISP said archiving mail in Outlook does not remove it from the server. What can I do? Your ISP is wrong. If you use an IMAP account, moving mail into a pst will delete it from the server. Note that using the Archive button (file drawer icon with green highlight) on the Home menu will not delete mail from the server, it just moves it to a folder to remove it from the Inbox. IMAP and Outlook.com accounts have 2 options to reduce the size of their mailbox: 1. Use the AutoArchive feature to move mail to a pst file based on age 2. Add a pst file to your profile and move or drag the folder to the pst Either method works well, it really depends on how much control you want – do you want to move folders or just the older messages? See [Using Outlook's AutoArchive Feature]( for more information on archiving. Because you have an IMAP account, after you move the folders or run autoarchive, you’ll need to change the view on the folder to see the mail in it, or run a macro to change the folder type. See [Fix the Outlook Folder Type after Exporting an IMAP Account]( for more information and the macro. POP3 account users will need to delete the older mail from web access yourself or change Outlook’s setting to delete it from the server when deleted from Outlook or after a period of time, but will not need to archive or move folders to a new pst file. [] Using individual views on a shared mailbox A user wanted to know if each user of a shared mailbox could have their own view: We have multiple users sharing a team mailbox. Each user prefers different view styles (reading pane location, fonts, colors, etc.) but every time someone makes a change, the view changes for everyone. It sounds like you opened the mailbox as an account, not as a shared mailbox (or folder). When the mailbox is opened as an account in File, Account Settings, everyone will see the same view but if the mailbox is opened as a shared mailbox the views should be per-user, with the reading pane set to each person’s preference. I recommend that users create custom views for the mailbox, preferably “this folder, visible only to me” views. Opening the Inbox using File, Open, Other user's folder, as an automapped mailbox box, or by adding the mailbox as a secondary mailbox in File, Account Settings, under More Settings, Advanced should allow users to customize the view on the mailbox. [] Create Group Contact List in Outlook from Excel list A user wants to import a CSV file to create a Contact list in Outlook for Mac. Is it possible to bulk import addresses to create new Contact List in the People module of Outlook for Mac? I have a long list and don’t want to enter the names one by one. This is not possible in Outlook for Mac or in Outlook on the web, although you can do it in Outlook for Windows ([Create a Contact Group from a List of Addresses](). Unfortunately Contact groups don’t sync to Outlook for Mac, so creating it in Outlook and syncing using an Exchange account is not an option. You'll either need to create the contact list one address at a time or paste the address list in the To/CC/BCC fields in a message each time you need to send to it. [] Search all Calendars for appointments A user had a number of calendars, both in his own mailboxes plus a handful of shared calendars. While Outlook can search all of the calendars, he wanted an easy way to restrict the searches to specific calendars and also see which calendar the appointment was on. The solution: a macro. We used the macro at [Combine and Print Multiple Outlook Calendars]( as the base and tweaked it to list the appointments in a message box. Get the code at [Search all Calendars for appointments]( []New & Updated Exchange KB Articles 'Process execution failed with exit code 3' error when installation of Exchange Edge Transport role fails [( Cumulative Update 8 for Exchange Server 2016 [( Meeting organizer receives multiple responses from an attendee [( []New & Updated Office 365 KB Articles Disable the Word chat feature for Office Online [( Remove user licenses [( []New & Updated Outlook KB Articles Attachments remain in the Outlook Secure Temporary File folder when you exit Outlook 2010, Outlook 2007, or Outlook 2003 [( How to create a recurring e-mail message in Outlook [( Information about the Outlook AutoComplete list [( Messages that are created outside Outlook do not include the default Outlook email signature [( This issue is sponsored by [CompanionLink]( Today's Highlights: [Office 365 Home Premium Giveaway](#1) [Archiving Outlook Email](#2) [Using individual views on a shared mailbox](#3) [Create Group Contact List in Outlook from Excel list](#4) [Search all Calendars for appointments](#5) Regular features: [New Exchange KB Articles](#ex) [New Office 365 KB Articles](#365) [New Outlook KB Articles](#ol) [New & Updated Utilities](#new) [Other Resources](#other) []New & Updated Utilities [AutoReply Flow for Office 365]( AutoReply Flow checks the original message for a Reply-To: address field. If one is found then an auto-reply message will be sent to this address. If an original message has no Reply-To: address field then an auto-reply message will be sent to the From: address of the original message. The subject line of the auto-reply message consists of the prefix ("Confirmation:", "Autoreply:" etc) and the Subject line of original message; the body of auto-reply message will include the original message text. [MailStore Home]( free email archiving and backup software for all private users. Over the years, emails can become scattered among different computers, programs and mailboxes. Archive your internet mailboxes such as Gmail or Yahoo Mail or any mailboxes using POP3 or IMAP; Microsoft Outlook 2000, XP, 2003, 2007, 2010; Outlook Express and Windows Mail; Microsoft Exchange Server and Hosted Exchange; Mozilla Thunderbird and SeaMonkey .EML and other email files. [MailStore Server]( is e-mail archiving software for companies with 5 to 3,000 mailboxes. It stores copies of all company email in a central archive which can safely maintain any amount of data. Users can easily access the archived emails using the Microsoft Outlook integration or any internet browser. increases efficiency and streamline backups of email servers. It is a reliable protection from data loss and eliminates unsafe PST files. supports Exchange 2003, 2007 and 2010 (incl. SBS), no SQL server needed. [RestrictExtRecips for Outlook]( In Exchange online you can use the EAC or Shell to restrict the number of recipients per message for a mailbox. There is no way to limit the number of external recipients a certain group of people can send to. If you run Outlook 2013/2016/2019 on Windows, RestrictExtRecips add-in will solve this problem. [TagExternal]( In Exchange 2013/2016 you can mark external messages using a transport rule. The common way to do it is to prepend a Subject line or a message text with a tag. does not change the subject line and body to mark a message but assigns a special user-defined category to a message. []Other Resources [New Office Icons]( The new Office 365 application icons [Update history for Office 365 ProPlus]( Included links to update history for other Office versions. Product Submissions Would you like to see your new or recently updated Exchange or Outlook utility listed in EMO and on slipstick.com? Submit the product name, URL and a brief description at [Submissions at slipstick](. Interested in advertising your product in Exchange Messaging Outlook or on slipstick.com? Contact our [Advertising Department](mailto:advertise@slipstick.com) for more information. Back Issues Back issues are available in the [EMO Archives](. 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