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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.
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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