. Default folders Your account starts with these default folders:. Inbox Incoming messages arrive in your Inbox unless you've created an Inbox rule to redirect them to another folder, or they're identified as junk email. Drafts If you create or respond to a message, but can't finish it right away, it will automatically be saved to your Drafts folder.
Set the Default Account in Outlook 2016 for Mac To set the default account in Outlook 2016 for Mac or Office 365 on a Mac: With Outlook open, go to the Tools menu and click Accounts, where your accounts are listed in the left panel, with the default account at the top of the list. It can be annoying to click an e-mail (MAILTO) link on the webpage and to bounce into the new UI. Here is how to change the default e-mail client to a different desktop e-mail program like Outlook.
You can come back to the message later to continue editing it, and then send it. Sent Items By default, a copy of every message you send is put in your Sent Items folder. Deleted Items When you delete a message, it's moved to the Deleted Items folder. Junk Email Messages that have junk email characteristics but that aren't blocked by a spam filter before they reach your mailbox will automatically be moved to this folder. Has more information about your Junk Email folder. You may see other folders that have been created by your administrator.
Right-click menu for folders Most of what you can do with a folder will be found in the right-click menu. Actions you can take include:. New Folder Use this to create a new sub-folder in the folder you right-clicked. Note: Due to possible mail delivery and syncing issues, do not create subfolders of the 'Inbox.' .
Rename Folder Rename the folder. You can't rename the default folders, such as the Inbox folder. Delete Delete the entire folder. Delete will move the folder to the Deleted Items folder. Delete All Deletes everything in the folder, including any sub-folders. Move Folder Opens a window where you can select a folder to move this folder to.
You can also move a folder by clicking it and dragging it to where you want it. Mark all as read Marks every item in the folder as read.
Permissions Allows you to manage who has access to your access. Folder Properties Allows you to review your storage, permissions, and other settings related to your account. Creating folders You can create additional folders to organize your messages any way you want. For example, you can create a folder for a specific project, or for all messages sent by a particular person, or all messages sent to a distribution group that you're a member of. To create a new folder, right-click the parent folder you want to create the new folder in.
If you want a top-level folder (a folder at the same level as your Inbox), you would use your mailbox as the parent folder. Note: Do not create subfolders of the 'Inbox' due to possible mail delivery and syncing issues. To create a folder within your account:. Right-click your account. Click New Folder.
Type the name you want to use for this folder and press Enter key. Moving folders There are two ways to move a folder. Click the folder you want to move and drag it to where you want it.
Right-click the folder you want to move and click Move Folder. A window will pop up that will allow you to search for the destination folder.
Click the folder you want to move to and click Move. Or click Cancel to close the move folder window without moving the folder. The Deleted Items folder When you delete a message, it's first moved to the Deleted Items folder. You can either let messages stay there, or you can set Outlook to automatically empty your Deleted Items folder when you sign out.
Your administrator may have set up a policy to empty items from your Deleted Items folder after they've been there for a preset number of days. For example, there may be a policy that removes anything that's been in your Deleted Items folder for 30 days. Recover deleted items If your administrator has enabled the recover deleted items feature, you can use it to recover items that have been deleted from your Deleted Items folder.
How long items will be recoverable depends on settings that are controlled by your administrator. To recover items that have been deleted from your Deleted Items folder, you must use Outlook on the web. After you have logged into your account, follow.
The item will be moved to its default location. Messages will go to your Inbox, calendar items will go to your Calendar, contacts to your Contacts folder, and tasks to your Tasks folder. Top of Page What else do I need to know?. The folders you create can be at the same level as your default folders, for example, the Inbox or Sent Items folders. Or, you can create sub-folders within any existing email folder.
Due to possible mail delivery and syncing issues, do not create subfolders of the default 'Inbox' folder. If you want to create a personal information folder as a sub-folder to a mail folder, you can create the folder and then move it to the location you want. Some folders, for example, the Inbox, can't be moved to another location. Some folders, for example, the Inbox, can't be renamed.
If the folder can't be renamed, the Rename option in the menu will appear dimmed. After you delete a folder, it's moved to the Deleted Items folder.
The folder isn't permanently removed until you empty the Deleted Items folder or delete the folder from the Deleted Items folder.
When I switch to the Calendar Navigation (CTRL+2), I see multiple Calendars listed for the various accounts that I have. However, new meeting requests which I receive do not always get added to the Calendar of that account. For instance, meeting requests I receive for my personal POP3 account get added the Calendar folder of my Exchange account from work. How can I set the default Calendar to be the one of my POP3 Calendar? The default Calendar folder in Outlook is the Calendar folder that is located within your default mailbox data file.
This doesn’t always have to be the same as your default mail account. When you receive a new meeting request, Outlook will use that Calendar to create the item in even when you received the invite message via a different account. Of course, Outlook wouldn’t be Outlook if there weren’t any exceptions and limitations to that behavior, but (luckily) also a few workarounds. Verify or change the default mailbox data file To determine which mailbox data file is currently set as the default within Outlook, use the Data Files tab in Account Settings.
Outlook 2007 and previous File- Data File Management. Outlook 2010, Outlook 2013 and Outlook 2016 File- Account Settings- Account Settings- tab Data Files To change the default data file, select it and press the “Set as Default” button. If you have selected a data file which can be set as the default, Outlook will now inform you to restart Outlook. Extra tip: If you are not sure which data file your Calendar resides in, select the Calendar in the Calendar Navigation (CTRL+2) and then switch to the Folder List Navigation (CTRL+6). Calendars within Exchange accounts When you have added an Exchange account to your mail profile, then this mailbox data file will get set as the default and you might not be able to change that. When you have multiple Exchange accounts configured in Outlook or have added additional Exchange mailboxes, then each account or mailbox will use its own Calendar folder as the default Calendar.
This will prevent them from getting mixed up. Calendars within Outlook.com/Hotmail accounts Similar to Exchange accounts, Outlook.com/Hotmail accounts will use their own Calendar folder as the default for processing anything Calendar related. Calendars within IMAP and POP3 accounts IMAP and POP3 accounts will use the Calendar folder which resides in the default mailbox data file as the default Calendar. This is also the case even when you have assigned the POP3 account a data file (pst-file) of its own and created a Calendar folder in there. Examples:.
You have an Exchange, POP3 and IMAP account configured in Outlook. In this case, the Calendar folder of the Exchange account will be used by all 3 accounts. You have an POP3 account and IMAP account configured in Outlook with the mailbox data file of the POP3 account set as the default. In this case, the Calendar folder of the POP3 account will be used by both accounts. This behavior can’t be changed. If you need to keep these Calendars separate, then you either need to manually move the items which get added to the wrong Calendar. ICloud Calendars When you are using Apple’s iCloud add-in for Outlook, you can set the iCloud mailbox data file as the default in Outlook.
However, this hasn’t been proven as a stable configuration as it crashes Outlook in some cases and has various other limitations. If you want to use the iCloud Calendar as the default Calendar folder so that you can also have your appointments available on your iPhone or iPad, it would be better to use an add-in to sync your current Calendar to the iCloud Calendar. A add-in which can do this for free is:. Internet Calendars Internet Calendar can’t be set as the default Calendar in Outlook.
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They are either being added in a special pst-file which only contains Internet Calendars or they are being added as an additional Calendar folder within the mailbox it has been added to. Merge Calendars into a single one Even when your Calendar items are spread out over more Calendars, it is still easy to get a single aggregated view of your Calendars by using the Overlay feature. This feature is discussed in greater details in: Last modified: March 15, 2017.