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Los Angeles Valley College

Microsoft Outlook
(Windows, desktop version)

This page is provided by the IT department as answers to some common questions.

For further technical information, call the IT Help Desk at extension 2489.

If you need training on Outlook, contact the Staff Development office at extension 2712.

 

Email Over Quota solution
If steps 1-3 do not solve your problem, continue with step 4

  1. Delete any unnecessary email.
     
  2. Delete any unnecessary mail from your Sent Items folder.
     

  3. Delete your deleted mail. Right click the Deleted Items folder, then select "Empty Deleted Items Folder".
     
  4. Archive old messages: Outlook can Auto-Archive your emails to a location chosen by you. Auto-archiving removes the emails from your folder and archives them to the location chosen by you.
     
    • Deside if you want to archive all or only some of your email folders (example: Inbox, Sent Mail) and where you want to archive them. We recomend saving it to your network folder (F:\USER\YourUsername\documents).
       
    • Select your default Auto-Archive settings. Go to the Tools menu, select "Options". Click on the Other tab and select "AutoArchive". A screen will open as below (these are the recommended settings). You can apply this settings to all your email folders or just some. To apply to all your email folders click on "Apply this settings to all folders now"
      Outlook AutoArchive Settings
       
    • You can also apply thiese settings to only some folders. First, make sure you can see your folders (View menu --> Folder List). On the folder list, on each folder you want to archive: right click on the folder, then select "Properties". Click Auto Archive tab and select "Archive items in this folder using the default settings". Do the same to each folder you want to archive.
       
    • To look at your archived email open the Folder list, click on "Archive Folders" and select the folder you want to look at.
       

 

Junk/Spam E-mail filtering with Microsoft Outlook 2003
You will have to mark your junk/spam e-mails as junk before you can see any improvement in the number of junk/spam e-mails you receive.

Activating Junk E-mail Filtering
Junk Mail Filtering is enabled within Outlook.

  1. Click on Actions menu--> Preferences --> Junk E-mail.
     
  2. Under the "Options" tab, select which level of filtering you would like.
     
  3. Click Apply..
     
  4. Under the "Safe Senders" tab, select "Also trust e-mail from my Contacts".
     
  5. Click OK
     
Outlook Junk E-mail Options 1   Outlook Junk E-mail Options 1
Figure 1                                   Figure 2
WARNING: Do not check the "Permanently delete suspected junk..." checkbox as it may delete some e-mails that are not junk e-mail.

Cleaning your Junk E-mail folder
You must remember to manually delete messages in the junk e-mail folder. Setting up Outlook Junk E-mail filtering does not delete your junk e-mail (unless you check the "permanently delete suspected junk e-mail instead of moving it to the Junk E-mail folder").

  1. Right click on the Junk E-mail folder.
     
  2. Click on "Empty Junk E-mail Folder".
     
Outlook Empty Junk E-mail Folder
Figure 3

Junk E-mail Filter Lists
If an e-mail address is on both the Blocked Senders List and the Safe Senders List, the Safe Senders List takes precedence over the Blocked Senders List.

  • Blocked Senders List: A list of e-mail addresses that you want to be blocked.
     
  • Safe Senders List: A list of e-mail addresses that you want to receive messages from.
     
  • Safe Sender's Domain List: A list of domains that you want to receive messages from.
     
  • Safe Recipients List: A list of distribution lists that you belong to and want to receive messages from.
     

Adding an Address to a Junk E-mail List

  1. Right click on the junk e-mail message in your Inbox.
     
  2. In the drop-down menu that appears, select Junk E-Mail --> Add to ... List.
     
Outlook Adding Junk E-mail to List
Figure 4

Removing an Address from the Blocked Senders List

  1. Right click on the e-mail in your junk E-mail folder.
     
  2. In the drop-down menu that appears, select Junk E-Mail --> Mark as Not Junk....
     
Outlook Adding Junk E-mail to List
Figure 5
WARNING: Removing an e-mail from the Junk E-mail folder is not enough to remove the e-mail's sender from the Blocked Senders List. You have to mark it as not junk.

Editing your Lists
You can edit your lists from the Junk E-mail Options. There, you will also find an "International" tab that will allow you to block all e-mails from particular countries or all e-mails written using a particular writing character set.


 

Message symbols and message options

                 Outlook AutoArchive Settings

 


 

Updating a Global Address List

To update a Global Address List, you need to be the owner of that list. Follow the steps below.

  • Open Outlook Microsoft Outlook Icon and click on the Address Book Icon Outlook Address Book Icon
     
  • Search for the list you want to update. Most of the LAVC's lists start with the @ symbol
     
  • Double click on the list to see its properties. In the Properties window, make sure that you are the owner
     
  • Click on Modify Members ... to update the members of the list
     
Global Address List Properties

 

Stopping Outlook from using Reading layout

Outlook 2003 opens Word attachments in Word's Reading layout instead of default view. To prevent Word from opening document in Reading layout follow the instructions below.

  • Open Word, go to Tools --> Options and click on the General tab.
     
  • Unclick "Allow starting in Reading layout" and click OK.