In Intermediate, Microsoft Office, Tips and Tricks

1. Save the Reply to a Message in the same Folder as the Sent Message

Here’s a tip about an Outlook feature that only a few people will appreciate – but if you’re one of those people, you might like it a lot.

If you sort your incoming email into folders, a simple change will result in your replies being filed automatically in the same folder as the original messages, instead of having them land in a huge unsorted pool in Sent Mail.

By default, when you reply to an email you have received, the replies will be saved in the Sent Items folder automatically.

  1. Click File.
  2. Click  Options.
  3. In the Outlook Options dialog box, click Mail in the left bar, then go to the Save messages section.
  4. Add a Tick to the When replying to a message that is not in the Inbox, save the reply in the same folder checkbox.
  5. Click the OK button.


How to make Outlook Work for You

From now on, when you reply to an email message when the email is in a created folder, the replied message will be saved in the same folder.

But remember when replying to an email in the Inbox the replied email message will still go to the Sent Item folder.


2. Empty Trash on Exit Automatically

When you delete messages from your Outlook Inbox or another folder, the messages move to the Deleted Items folder. These deleted messages are stored in the Deleted Items folder until you empty the folder.

  1. Go to the File tab.
  2. Select Options.
  3. In the Outlook Options dialog box, select Advanced.
  4. In the Outlook start and exit section, Add a Tick to the Empty Deleted Items folders when exiting Outlook checkbox.
  5. Click the OK button.

How to make Outlook Work for You

This will delete all mail from any folder designated as Deleted Items upon exiting Outlook.


3. How to Recall/Resend Your Message

Recall: a message that you sent is retrieved from the mailboxes of the recipients who haven’t yet opened it.  You can also substitute a replacement message. For example, if you forgot to include an attachment, you can try to retract the message, and then send a replacement message that has the attachment and any other changes to the email message that is needed.

Message recall is available after you click Send and is available only if both you and the recipient have an Office 365 or Microsoft Exchange email account in the same organisation.   Replacing and recalling messages can only be done through the desktop version of Outlook, not the web version of Outlook.

Resend: If one or more of the message recipients tell you that they didn’t receive a message that you sent, you can use the Resend This Message command.  Using the resend command makes the new message appear the same as the original sent message, there is no added information, unlike a forwarded message.

You can make any corrections or additions that you like, such as correcting a misspelled email address before sending it again.

  1. Open the Sent Items folder, to view your sent emails. Find the email you want to resend or recall, and double click on the email and open it.
  2. From the opened email click the Action drop-down in the Move group.
  3. From the drop-down menu, select either “Recall This Message…” or “Resend This Message…

How to make Outlook Work for You

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