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Outlook Web App (OWA) 2010 Essential Training
Illustration by Richard Downs

Deleting and managing deleted items


From:

Outlook Web App (OWA) 2010 Essential Training

with Gini Courter

Video: Deleting and managing deleted items

One of the ways that you're going to manage your Inbox and manage your email effectively is to make sure that you don't hang out into things that you don't need. Many, many users have thousands of emails that they're keeping and I have no idea why. Unless you would actually print this email and put it in a file drawer 10 years ago, it's probably something that you don't want to keep hanging around now. A great example of this is this email that I have from Olivia. It's great to know that there are fresh bagels, it's making me hungry. But I don't need to keep this. I just need to run past her and get there before the cream cheese is gone.
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  1. 3m 24s
    1. Welcome
      1m 2s
    2. What OWA is and isn't
      2m 22s
  2. 15m 23s
    1. Logging in to OWA
      3m 21s
    2. Exploring the OWA interface
      5m 16s
    3. Exploring the light client interface
      4m 15s
    4. Comparing OWA light to the standard OWA interface
      2m 31s
  3. 15m 11s
    1. Composing a message
      5m 1s
    2. Checking spelling and setting message options
      5m 11s
    3. Attaching a file
      3m 8s
    4. Sending a message
      1m 51s
  4. 30m 45s
    1. Viewing messages
      6m 54s
    2. Printing messages
      4m 0s
    3. Downloading attachments
      5m 1s
    4. Replying and forwarding
      7m 43s
    5. Deleting and managing deleted items
      4m 0s
    6. Ignoring a conversation
      3m 7s
  5. 11m 54s
    1. Understanding tags
      3m 1s
    2. Creating and applying categories
      3m 52s
    3. Flagging items
      5m 1s
  6. 24m 59s
    1. Checking your mailbox size
      4m 5s
    2. Creating an inbox folder
      2m 29s
    3. Selecting and moving messages
      3m 31s
    4. Adding folders to favorites
      4m 28s
    5. Applying a filter
      5m 24s
    6. Searching for messages
      5m 2s
  7. 20m 17s
    1. Creating an email signature
      3m 59s
    2. Setting automatic replies
      8m 23s
    3. Changing your password
      2m 4s
    4. Creating inbox rules
      4m 50s
    5. Understanding notes
      1m 1s
  8. 21m 11s
    1. Viewing and printing calendars
      7m 4s
    2. Creating an appointment
      6m 4s
    3. Modifying and cancelling an appointment
      1m 57s
    4. Working with repeating appointments
      6m 6s
  9. 23m 24s
    1. Creating a meeting
      3m 22s
    2. Responding to a meeting invitation
      6m 0s
    3. Viewing responses
      2m 23s
    4. Updating a meeting
      8m 0s
    5. Creating repeating meetings
      3m 39s
  10. 8m 29s
    1. Sharing a calendar
      3m 19s
    2. Opening calendars belonging to others
      2m 25s
    3. Changing calendar sharing permissions
      2m 45s
  11. 17m 3s
    1. Creating a contact
      4m 16s
    2. Creating a group
      3m 24s
    3. Searching for a person
      3m 17s
    4. Importing or forwarding a contact or group
      4m 28s
    5. Creating a contact from an email
      1m 38s
  12. 14m 2s
    1. Creating a task
      4m 15s
    2. Viewing tasks and flagged items
      4m 2s
    3. Updating a task
      2m 41s
    4. Using repeating tasks
      3m 4s
  13. 1m 36s
    1. Next steps
      1m 36s

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Outlook Web App (OWA) 2010 Essential Training
3h 27m Beginner Apr 09, 2013

Viewers: in countries Watching now:

Learn how to access your Microsoft Exchange account online using Outlook Web App (OWA). In this course, author Gini Courter takes you on a tour of OWA, and shows how to send, receive, and manage your email on the web. Learn the ins and outs of tagging and organizing your email and discover how to create appointments, request meetings, and view multiple calendars. Plus, find out how to add, group, and search for contacts and use the task feature to manage your to-do list effectively.

Topics include:
  • Logging in to OWA
  • Composing a message
  • Attaching files
  • Replying and forwarding
  • Flagging items
  • Creating an email signature
  • Creating appointments and repeating appointments
  • Sharing a calendar
  • Creating tasks
Subjects:
Business Productivity Email
Software:
Office Outlook
Author:
Gini Courter

Deleting and managing deleted items

One of the ways that you're going to manage your Inbox and manage your email effectively is to make sure that you don't hang out into things that you don't need. Many, many users have thousands of emails that they're keeping and I have no idea why. Unless you would actually print this email and put it in a file drawer 10 years ago, it's probably something that you don't want to keep hanging around now. A great example of this is this email that I have from Olivia. It's great to know that there are fresh bagels, it's making me hungry. But I don't need to keep this. I just need to run past her and get there before the cream cheese is gone.

So how am I going to delete this? I'm simply going to select it. I don't even need to double-click and open it, I've read it. This was enough, and I am going to hit Delete. That message now goes to my Deleted Items folder. And it's going to hang around there until this folder that holds deleted items is emptied out. Right now it has one thing in it. Now there is an option that you can set by going back to your options that says, every time I leave OWA, empty out my Deleted Items folder.

Some users like to do that, and actually there are some information technology departments that set that up and you don't have a choice. So you work here, that's how your account is configured because they don't want to keep a lot of extra deleted items sticking around. They figure that if you're willing to delete it, they should be willing to take it off their server. But if you're in charge of your Deleted Items folder, from time to time, you need to go in here and you need to delete everything in there by emptying the Deleted Items folder. Are you sure? Yup! I'm sure.

And now, there's nothing in here. Now this is a difference between Microsoft Outlook, and Microsoft OWA, that is a huge difference, because in Outlook, once I do this, it's gone. There's no way to get it back. But in OWA, it's actually moved to an area on the server, and you have some period of time that you can still get this message back. So if you go, oh! I didn't mean to delete that, you can right-click, and choose Recover Deleted Items.

This is a reason if you're a Outlook user to know how to use OWA just this by itself. Because take a look, it was deleted nd it's still hanging around here. So if I really want this gone, I've got to do more in OWA than simply delete it. That's actually true in Outlook too. It's just that, in Outlook, you can't get to the server to do anything about it. If I want this message purged, I click here and that gets rid of it. If I want to bring it back, I simply click here and recover it. And it says where do you want to put it? And I'm going to say put it back in my Inbox, and recover it; or I could create a new folder and recover it there for some recovered items.

This is really a utility meant for technologists to use. But we've got access to it. Why not? I'm going back to my Inbox. Here it is, back again, Bagels in the kitchen area. So when I delete items, they are moved from my Inbox or any other folder, because I can delete items out of my Sent Items folder as well. I've got a whole list of things, if I want some of these gone. I don't need to send this, to hang on to this, it's got an attachment, it's pretty big, I can delete this too. And now, that would be sent to my Deleted Items folder.

So I get some benefit, particularly if I'm sending around a lot of emails with attachments, I want to not just manage my Inbox, but manage my Sent Items. Here it is! When I want this gone for good, supposedly, I empty my Deleted Items. It shuffled off to another section of the server that I actually have access to, and I can still bring that back if I need to. This should make you realize, if you haven't already, that there's no such thing as actually getting rid of the evidence that you send an email. Once you send an email, it's somewhere. And if it hangs around long enough for the server to be backed up tonight, it's there permanently.

But you can use that to your benefit to access recently deleted items and recover them in OWA.

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