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Archive for the 'Outlook' Category

Avidian’s Guide to Using Outlook

Avidian Technologies sells a product called Prophet, which is a Customer Relationship Management (CRM) software suite. Because Prophet works with Microsoft Outlook, Avidian offers a number of useful Outlook resources which are free to the masses. While there is some advertising included on their site, it is subtle and you are never forced to fill out any forms or give them any information.

The Ultimate Help Guide to Using Outlook provides tips and tricks for boosting productivity and streamlining tasks. It focuses on the “gold nuggets” in Outlook, or the 20 percent of features in Outlook that produce 80 percent of the most desired results.

This is a great resource for both novice and power users, and I love the website design. It is set up so that you can easily skim through the text and find exactly what you need. Step-by-step instructions are included in royal blue boxes that put me in mind of index cards, and you can also use the navigation bar on the left to move to a specific section.

Do you like to use keyboard shortcuts? In Chapter 7 of this guide you will find a table that contains many of the most common Outlook shortcuts. While this information is readily available on many other websites as well, Avidian’s infographics are so well done that you may want to hang some of them above your desk just for their aesthetic appeal!

Chapter 8 covers ways to find things faster in Outlook. Would you know how to use key words to search for all the Outlook items that arrived in your Inbox last week? What if you wanted to find all items from bobby that arrived on either 1/7/15 or 1/8/15, would you know how to combine search operators? If not, check out Chapter 8. I guarantee that you will learn something new.

Another Avidian website provides a long list of resources that should help you to solve almost any Outlook problem. There are books, blogs, tutorials, and plugins for almost every skill level and audience. Do you need a book that will help you study for a Microsoft Outlook MOS exam? Need to find a solution to a common Outlook integration problem? Want to know more about Outlook add-ins? Want to find out about the PeekYou function? Check out this website. It’s all here!

“We need to remove some older apps” error during Office 2016 installation

So you’re very keen to install and use the new Office 2016 suite on your PC? Please be certain to take a few moments before you do that, so you won’t unexpectedly see the error “We need to remove some older apps”:
Subtle error message prompting removal of Office 2013 stand-alone apps

Are you running any of the following standalone Office 2013 applications?
Read the rest of ““We need to remove some older apps” error during Office 2016 installation” »

“Email over Quota” messages? Don’t just take their word for it.

Have you gotten an email message with dire warnings that your account is (nearly) over quota, and by the way, “click here” to reactivate, clean up, or upgrade your account? I’ve gotten a few of these over the past 6 months, two of which had disguised themselves as being from someone else here at IU. One was in the athletics department (!). Who knew they cared about my email quota in athletics?

Hopefully you know enough not to panic and actually “click here,” but if you’re at IU, there are some things you can do. The first, if you have any doubts at all about whether you are actually approaching your quota, is to actually check.

If you’re using Outlook 2010 or 2013 for an Exchange account, this is ridiculously easy. Just click on the File tab, and the first view you’ll see is your account information. Next to the “Cleanup Tools” you’ll see a very straight-forward visual indicator of how much space you have left.

Screensnap of the Outlook Cleanup Tools, with a bar graph representing how much of email quota is being used.

Read the rest of ““Email over Quota” messages? Don’t just take their word for it.” »

Sharing an Outlook Calendar

A title image displaying the outlook logo and words that say "Sharing an outlook calendar"

Does someone in your office need to see your calendar? Are you sharing you calendar with someone while you’re away? Indiana University’s Outlook accounts are set by default to allow sharing of only your Free/Busy time, so you can view anyone’s calendar this way as long as they haven’t already changed their settings. But what do you do if you want to share more details? Read the rest of “Sharing an Outlook Calendar” »

Easily Collaborate on Any File Type Using Box Apps

Go Paperless! IT Training can help!

This is part of a series of articles that will appear over the next few months as part of the Go Paperless initiative at Indiana University.

Two Box apps that can make your life easier

Using Box at IU along with two Box add-ins, you and your project group can work on a single file — without having to keep a local copy on your device and then sending your document around via hard copy or email.

In his article about Box, Tom Mason has extolled the merits of using Box Edit. Let’s talk about this Box App a little more. With Box Edit, you can simply open a file directly from the preview page on Box, make edits instantly, and save the new version back to Box automatically. Then, when you share your document with others, your collaborators can use Box Edit to work on the same document in the same way—without ever having to download and re-upload it! As long as you have the application on your computer, you don’t have to worry about the file type.  PSD files, presentations, images, CAD drawings, Illustrator files – any file you can edit on your computer’s desktop you can now edit without leaving Box. Install Box Edit once and it will work on all your browsers, including Chrome, Firefox, Internet Explorer (Windows) and Safari (Mac).

Another app,  Box for Office, allows you to start up an Office Document such as Word, PowerPoint, or Excel on your own computer–and when you choose Save As, you can save directly to your Box account without having to upload it. Once there, share it with others and they can use Box Edit to edit it.

Read the rest of “Easily Collaborate on Any File Type Using Box Apps” »

Putting Icons Back on the Navigation Bar in Outlook 2013

When Microsoft was designing Outlook 2013, they wanted a clean, uncluttered look. That is supposedly why they decided to include text instead of icons on the Navigation bar.

Did you know that you can easily change the look of this Navigation bar? It is very easy to do.

  1. Click on the 3 gray dots on the right side of the bar.
  2. From the pop-up menu that appears, click  on Navigation Options

    A Navigation Options dialog box opens. We could use the menu at the top of this dialog box to change the number of Outlook folder items displayed on the Navigation bar, or we could use the options at the bottom to rearrange the order in which they are displayed, but today we are mainly interested in changing the text to icons.
  3. Click on the Compact Navigation checkbox.
  4. Click on the OK button. The look of the Navigation bar changes. While not exactly like previous versions of Outlook, it is very close.
    Navigation Bar with icons instead of text
    Would you like to bring back the folder icons that appeared in the Navigation pane in previous versions of Outlook as well?
  5. Press Ctrl+6 while viewing the Inbox and icons will appear in front of your folder list in the Navigation pane.
    icons in folder list


Phishing Scam: Your outlook app has exceeded the quota…

Last week a large number of IU/IUPUI students, staff, and faculty members received an email stating that their Outlook account had exceeded its storage quota. Recipients were instructed to click on a link in the email to upgrade their mailbox for continual usage. While many of us receive messages like this on a regular basis, this one may have fooled more people than usual, because it appeared as if it was from a real IU employee.

Do you know how to identify a fake email? Here are a few pointers from the Security Office:

  • No one at IU should ask for your university passphrase or login credentials by email or over the phone.
  • If you get an email or pop-up message that asks for personal or financial information, don’t reply — and don’t click on the link or call the number provided, either (instead use official contact details).
  • Use anti-virus and anti-spyware software, plus a firewall, and update them all regularly.
  • Never email passphrases, personal, or financial information.
  • Be cautious about opening any attachment or downloading any files from emails you receive, regardless of who sent them.
  • Never click on a link in an email whose author you do not know.

If you get an email that looks like it came from IU but asks for sensitive info, report it immediately to the University Information Policy Office at or contact the Support Center. Please be sure to include the full email headers (for details, see the IU Knowledge Base).


Learn how not to get hooked by phishing scams — and what to do if you accidentally provide info to scammers — at Protect IU.

Quick Outlook Tip

Auto Reminder to Attach that Document!

How many times have you sent or received a message in Outlook that promised an attachment, but the attachment wasn’t there!

Well, Outlook has an option to help us.

If you write a message in Outlook and mention the word “attach” or “attachment” in the body, but you forget to actually attach the file, you will get this message:


From here you can choose to send the message without the attachment, or choose “Don’t Send” so that you can get that document attached!

Help! I Can’t See the Unread Mail Envelope Icon on the Taskbar!

NCT submitted this comment on the blog article titled Change Fonts in Outlook 2013:

“Help! I cannot see the unread mail envelope on the taskbar, and I have come
to rely on that. Is there a way to change the appearance of the icon so
that it stands out more?”

NCT is referring to the first icon shown on the taskbar below:


This envelope icon appears when you receive a new message in Outlook 2013, but as you can see in the image above, it is not easy to see. The light orange color of the image doesn’t show up well on the transparent taskbar.

While there is no easy way to change the look of the icon itself, you can customize your taskbar so that the icon will stand out better. To customize the look of the taskbar when running Windows 7, follow these directions:

  1. Click on the Start Orb.
  2. Point to Control panel.
  3. Click on Personalization.
  4. At the bottom of the new window, you see:
    icons at bottom of Personalization windowClick on the Window Color icon.
  5. A new menu appears:
    Window Color and Appearance window
  6. Click on the color swatch that you prefer. One of the darker colors will provide the most contrast.
  7. Press and drag the Color intensity slider all the way to the right.
  8. Click on the Save changes button.
  9. Preview the results in the bottom right corner of your screen:


If you aren’t happy with the way the taskbar now looks, repeat these steps and choose a different color. You can also expand the “Show color mixer” section, and experiment with the hue, saturation, and brightness of the window elements.

Weather Information in Outlook 2013

Did you know that you can get weather information directly from Outlook? If you are using Outlook 2013, simply open the Calendar view and look just to the left of the search box. You will see the name of a city, and the forecasted temperatures in that city for the next 3 days.

outlook weather info

If you are not in the city listed, click on the drop-down arrow next to the city name and change it.

drop-down menu for selecting city

If you want additional information about the weather, hover your mouse over any of the days shown and a pop-up will appear, displaying wind speed, humidity, and precipitation.

weather pop-up

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