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Outlook FAQ ​

How do I set my autoresponder? ​

See Setting up auto replies

Can I see other people's calendars / Can others see my calendar? ​

  • Users can deliberately delegate calendar access to others to give them full access, otherwise
  • Users can only see free/busy information (but not details) for others when scheduling meetings through tools like Scheduling Assistant.

How do we book meetings and meeting rooms in the new calendar? ​

See Booking Meeting Rooms

What do I do if I get the "Your Mailbox is almost full" warning ​

  • Empty your Deleted Items folder
  • Move project-related messages to public folders. Public folders don't count against your quota.
  • Move other mail to your Online Archive mailbox

How do I add room calendars to my Outlook profile? ​

Calendars tab ->
Home menu ->
Add Calendar ->
From Room List ->
Double click the calendar ->
Ok

NOTE

You cannot book meetings directly in room calendars. See Booking Meeting Rooms.

How do I remove room calendars from my Outlook profile? ​

Right-click the room calendar in your Outlook sidebar -> Delete

This will not delete the calendar from the server, only from your profile. You'll still be able to view room availability when using Scheduling Assistant.

How do I get rid of the Birthdays calendar? ​

Tired of having to buy birthday presents for your friends? Save money by deleting the birthdays calendar.

  1. In the Outlook desktop app
    File ->
    Account settings ->
    Account settings ->
    (Your account) ->
    Change ->
    More Settings ->
    Advanced ->
    Turn off (uncheck) Turn on shared calendar improvements

  2. Close the Outlook desktop app

  3. In the Outlook Web App
    ⚙️ ->
    View All Outlook Settings ->
    Calendar ->
    View ->
    Uncheck Turn On the Birthday Calendar ->
    Save

  4. The Birthday Calendar should disappear from the Calendar tab in the web app.

  5. Relaunch the Outlook desktop app, and if the Birthday calendar is still visible, try to check the checkbox to display it. This throws an error and removes it from Outlook.

This might not take the first time. The setting in Outlook Web App sometimes does not get saved. You may have to repeat steps 2–5.

Why aren't addresses auto-completing? ​

Outlook will only auto complete addresses from the Full Name or Email fields, and furthermore you must start typing from the beginning of the names or email address. Elements in the middle of a field won't be matched.

For example, if you have a contact named: Zaha Hadid Architects with email info@zaha-hadid.com you would need to type za... or in.... Typing aha... would not yield a match.

NOTE

Outlook can sometimes inconsistent in its matching. Making sure your Outlook app is up to date, and restarting, have in some cases helped resolve inconsistent matching.

I'm trying to move items to public folders and nothing happens. What's up? ​

Very occasionally, Microsoft Exchange performs maintenance on Public Folders in the background and when this happens some actions won't work. Wait an hour or day and try again.

Why do some public folders appear to be missing? ​

Very occasionally, Microsoft performs maintenance on Public Folders in the background and when this happens some actions won't work. Wait a hour or day and try again.

Why doesn't a Public Folders that I've added to favourites show up in Favourites? (José) ​

TBD

Can search be set to default to Subject only? (José) ​

TBD

Are Categories in Group calendars the same for all users in the group ​

TBD

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