Create smart folder in outlook for mac

Be sure to back up messages stored on your computer in case Outlook crashes. To do this, include the Microsoft User Data folder within your Documents folder when backing up your Mac. Instructions below will help you view the On My Computer folders , manually move messages , and set up archiving to run a bulk move of messages Outlook and A bulk move of information via Exporting and Importing may be preferred if you want to store items from an account that is being disabled.

Follow these instructions if you do not see them in the folder list to the left of the Outlook mail window. With Outlook open, click on the main drop down menu Outlook in the upper left and select Preferences. Select the General icon under the Personal Settings heading. De-check the options to Group similar folders You may need to scroll down to find them, and click on the triangle to the left of the heading to expand and view subfolders. If you would like to create folders other than the default ones listed under On My Computer: Press the control key on your keyboard and click on the Inbox under the On My Computer heading.

Select New Folder from the menu that appears. An Untitled Folder will appear under the Inbox. Rename the folder if desired, and drag it up to the On My Computer heading to move it from being a subfolder of the Inbox.

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If needed see help with determining which heading indicates folders that are on the mail server. Click and hold on a selected message, then drag it to the desired folder under the On My Computer heading in the folder list on the left. By default, dragging messages will copy instead of moving them so you may still need to delete the messages from the original folder. To skip this step you right-click on a message, select Move and indicate the desired folder on your computer.

The picture below shows 4 selected messages being dragged from the Inbox folder of an account called Columbia 1 to the Inbox folder under On My Computer. Set Up an Archive Using Rules Setting up a rule allows you to move messages that fit a certain criteria, such as their age, to another location such as the On My Computer folders. Rules in Outlook for Mac are only run when a new message comes in. Due to this, a rule based on a message's age will NOT automatically archive old messages, however you can set up the rule and run it when needed to perform a quick, bulk move of old messages.

With Outlook open, select Tools from the uppermost menu, then Rules from the drop down that appears. In the Rule Name field of the next window, type in a description for the rule you are creating. This will appear in the Outlook Rules window shown above if you need to review, modify or delete it in the future.

Smart Folders is a feature that lets you to set up "virtual" folders that gather all the messages that meet the criteria you specify. The messages themselves aren't actually moved to these virtual folders.

Managing Space with On My Computer Folders in Outlook for Mac - CUMC IT

Each message will be listed in every Smart Folder whose criteria it meets. Smart Folders in Outlook for Mac. How can we help? Search IT Cornell Go.


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The following link will take you to a Microsoft help page: Outlook for Mac Articles see all. Overview of Delegates and Sharing Permission Levels If your manager has granted you delegate access, you have the ability to act "on behalf of" him or her. Depending on exactly how Attachments Not Getting Through.

How to Use Smart Folders

This article describes why some attachments don't get to the recipient and what you can do about it. Outlook for Mac lets you choose whether to compose and send messages in plain text or formatted text.

Managing Unread Messages in Outlook 2011 for Mac

The default is formatted text. Color Categories. Assign a Color Category in Outlook for Mac But before you go, here's some additional information you may find Conversation View. When you use this feature, you have the option of enabling it at various levels.


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Out of Office Auto-Reply. These things are easy: Sharing your calendar Sharing your mail folders Viewing a shared calendar Viewing shared mail folders But higher levels of Permission Levels.

Managing Space with On My Computer Folders - Outlook for Macintosh

When sharing a mail folder or your calendar, you can choose what level of access to grant. Here's a list of the permission levels available in Outlook for Mac, listed from least access to Rules Filters in Outlook for Mac. Search in Outlook for Mac.


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  4. Outlook for Mac provides searching at various levels of complexity.