If you are using Outlook and you are connecting to Exchange Online, you might see (depending on what your IT administrator has set) a big "External" label to the left of each From field on each email that has an external sender. This can be quite distracting, expecially if 95% of all your emails are coming from external senders. You can remove that "External" label, by replacing the "From" column with a custom "From" field. Here is how to do it: In Outlook, go to View > View Settings Click Read more [...]

Sometimes, it happens in my Outlook 2019 (connected to on-premise Exchange 2019), that I get an Office 365 Login prompt (although I do not have an Office 365 Account). This might happen if the on-premise Exchange server is not reachable or too slow to respond. To prevent this from happening, you can disable the Office 365 autodiscover via Registry. Just add the following key to the Windows Registry of the PC with the Outlook client: HKEY_CURRENT_USER\Software\Microsoft\Office\16.0\Outlook\AutoDiscover ExcludeExplicitO365Endpoint Read more [...]

Sending emails with a S/MIME signature has 2 advantages: It ensures that the sender is really who (s)he says (s)he is (prevents spoofing) The content of the email has not been changed or tampered with It is fairly easy to implement and it works with any recipient as most email clients (including web clients) support S/MIME. Even if a client would not support it, the recipient can still read the mail. First, you need to get an official certificate for your email address. There are different Read more [...]

Outlook has an editor feature that suggests to insert your full name whenever you start typing your first name. This is really annoying because you might want to use only your first name for signing off your emails (i.e. "Regards, John", instead of "Regards, John Doe"). You can switch it off, but not in the auto-correct or auto-format options, as you might have expected. Outlook has hidden it under "Quick Parts" and "Building Blocks". Here is how to disable this annoying feature: Create a Read more [...]

In Outlook 2013 and Outlook 2016, the sender is shown in a bigger font than the subject in the email list. This is a change from Outlook 2010 where both lines were with the same font size. To get that behaviour back, do the following: Go to the View tab Click on View Settings Click on Conditional Formatting... Click on Add and give the new rule a name (e.g. "Sender name") Click on Font... Under the "Size" heading, click on Smaller Click OK You will get a warning that Read more [...]

When you move from Outlook 2010 to Outlook 2013 or 2016, you will find that in the list of Emails, Outlook has added a 3rd line: Sender Subject Start of email body I wanted to remove that 3rd line as it only takes space and it normally only contains stuff like "Hello John" which adds no real information. So I thought I could go to the View setting and change Maximum number of lines in compact mode = 2 But I still saw 3 lines in my email list! It took me quite a while until Read more [...]

I frequently do a mailbox wide search in Outlook. Sometimes, it is important to find out where exactly that email is located in Outlook. The search results list doesn't indicate the folder, unfortunately. Solution 1 (reveals the folder name, but not the sub-folder structure): If only the name of the folder is important to you, you can determine this by opening the “classic” Properties dialog of a message via the keyboard shortcut ALT+ENTER. This works for an email that you have selected Read more [...]