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In Outlook for Mac 2011 Essential Training, author Alicia Katz Pollock provides a comprehensive overview of the full-featured email, calendar, and scheduling application from Microsoft. The course covers the key fundamentals of the program, including sending and receiving email, creating and managing contacts, and scheduling tasks and appointments. It also covers Outlook 2011 organizational features such as the Media Browser, Conversation view, My Day, the Scrapbook, and more.
There are several ways to check for new email, both manually and automatically. To check manually when you want to, you can click on this Send & Receive button in the upper left corner of the toolbar, this Send & Receive on the right side of the Mail Ribbon, or come up here to the Tools Ribbon and come down to the Send & Receive option. You can choose Send & Receive All here and if you like keyboard commands, you can also use Command+K. If you have multiple email accounts, you can check them for new messages individually. If I'm selecting them from this list here. By default, Outlook checks for new email every ten minutes.
You have complete control over the schedule. To change it, you can get to the settings in three different places: from Tools > Run Schedule > Edit Schedules, from the Tools Ribbon, the Schedules button or from Outlook > Preferences and Schedules. All three methods will take you into this Preferences pane. Double-click on Send & Receive All and let's take a look at this seemingly complex window. At the top is how often it's going to check for mail.
It's on a repeating schedule of every 10 minutes. Now I can set that to every 30 minutes or if I want it more frequently, I can make it every 5 minutes or even every 1 minute. Right now I am going to leave it on the default. It's also checking At Startup. Now here is what it does every 10 minutes. First it sends any messages that have not yet been sent and now it's also is going to receive mail from my email accounts. Now notice that my Exchange account of Two Trees Olive Oil is not showing.
Email accounts that come from you company's server are on their own schedule. I will go ahead and click OK and I will close my Preferences. Now a new mail comes in next to each Inbox or folder you can see how many unread message you have in these little ovals. The unread messages will appear in the list in bold face and I have this little envelop next to them. Once you've read the message the message will appear in regular text and the little envelope will go away. At the bottom of the window, you can also see how many messages you have and how many are unread. And now I want to resize my window.
If you want to see what's happening in the delay, between when you click on the Send & Receive button and the time all your messages have arrived, go to the Tools Ribbon, and choose Progress. You can also open this from the Window menu and Progress, or Command+7. This little window opens up and when we check our mail, we can watch as Outlook and extra server and count the messages as they arrive. In addition to these visual cues that you have new mail, you can also setup notifications. Go back to the Outlook menu and down to Preferences.
Then click on the third button from Notification & Sounds. You can choose to Display an alert on your desktop. This will open a little window down at the bottom that will show either the sender and the message subject or you can also have it send a preview of the first sentence in the email as well. If you like, you can turn on checkmark here to make your Outlook icon bounce in your dock. You can also setup sounds for all your email actions. That way, even if you're not in Outlook, you'll still know when you receive new mail. If you click on each arrow, you can hear the sounds.
Remove the checkmarks from sounds you don't want to hear. I will close my Preferences window. So now let's go ahead and check our mail. I will click this Send & Receive button and watch in our progress window. Listen for the sounds. Here are the numbers of new messages and they are bold with a little envelope. So you can see that there is lots of ways of knowing when you get new email.
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