How to quickly jump to a date in outlook 2013

Lori Kaufman is a technology expert with 25 years of experience. She’s been a senior technical writer, worked as a programmer, and has even run her own multi-location business. Read more.

To find a specific date in the calendar in Outlook, you can scroll through all the weeks and months. Or, you can save some time using the Go To Date feature and enter a date to which you want to jump.

You can even jump to a date using a date-related phrase, such as “7 days from now” or “10 weeks from now.”

Open Outlook and click Calendar at the bottom of the window.

In the Go To section on the HOME tab, click the small arrow, or press Ctrl + G.

The Go To Date dialog box displays. To select a date from a drop down calendar, click the down arrow to the right of the Date edit box. Navigate to the desired month using the right and left arrows at the top of the drop-down calendar. Click the desired date to select it.

You can also enter a date-related phrase, such as “Two weeks from tomorrow” in the Date edit box.

Click OK. The appropriate date is calculated and displayed in the Date edit box before the dialog box is closed.

The desired date is automatically selected in the calendar.

To go back to today’s date, click Today in the Go To section of the HOME tab.

If you plan a lot of meetings, events, etc. for the future, this feature can save you time when entering these items into your calendar.

You may think it’s quite easy to go to today in a calendar in Microsoft Outlook. However, do you know how to go to Today of default calendar with only one click when you are viewing emails, task, or contacts? And what if go to specified date of a calendar in specified calendar view mode quickly? In this article, I will introduce some tricky ways about quickly going to today or specified date in Calendar of Microsoft Outlook.

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Quickly go to Today of default calendar when you are in Mail/Task/Contact folder

If you need to go to Today of the default calendar of your default Outlook data file when you are in the Mail/Task/Contact folder, you can double click today in the calendar on the To-Do Bar. See screen shot:

By the way, if the To-Do Bar is hidden or calendar does not display on the To-Do Bar, you can show it by clicking the To-Do Bar > Calendar on the View tab in Outlook 2013.

In Outlook 2007 and 2010, you can show the To-Do Bar with clicking the View > To-Do Bar > Normal; and display the calendar in the To-Do Bar with clicking the View > To-Do Bar > Date Navigator.

Quickly go to Today of specified calendar

Step 1: Shift to the Calendar view with clicking the Calendar on the Navigation Pane.

Step 2: Click to view a calendar under the My Calendars folder.

Step 3: Double click today in the Calendar on the Navigation Pane. See the screen shot in the left:

Then it will jump to the today of your specified calendar in the Day view immediately.

Alternatively, you can quickly go to today with clicking the Today button on the Home tab in Outlook 2010 and 2013; or click the Go > Today in Outlook 2007. See screen shot below:

Quickly go to specified date of specified calendar

If you need to go to specified date of a specified calendar, please do as following:

Step 1: Shift to the Calendar view with clicking the Calendar on the Navigation Pane, and click to view the specified calendar on the My Calendars folder.

Step 2: Press the Ctrl + G keys on the keyboards to open the Go To Date dialog box.

Step 3: Click the drop down button in the Date box, and specify the date you will go to from the drop down calendar.

Step 4: Click the drop down button in the Show in box, and specify the view mode that you will view the appointments and meetings of specified date.

Step 5: Click the OK button.

Then the specified date is highlighted and displayed in your specified view mode at once.

While more and more people are starting to use the Tab button to jump to the next field (to fill out an Outlook appointment for example) instead of using the mouse, I often find people struggling when they reach a date field.

They either look at a physical calendar first to determine the future date (when the date math gets hard) and then type the date or they still grab to a mouse.

How can you do this faster and still without a mouse?

There are a couple of methods build into Outlook to alter or set a date more quickly.

Numbers only

If you reach a date field, you can of course simply type the date but there is no need to do that in full. Just typing “21” will automatically set the date to the 21st of the current month. Typing “5/21” will automatically set the date to May 21st of this year (if it is still to come) or next year.

Note: The date format depends on your Regional and Language settings of Windows.

Formula based

In pretty much any date field, you can type for instance 3d and Outlook will automatically add 3 days to the date that was first selected in that field. You can do the same with weeks, months and years;

  • 3d –> adds 3 days to current date
  • 3w –> adds 3 weeks to current date
  • 3m –> adds 3 months to current date
  • 3y –> adds 3 years to current date

Text based

Aside from calculations with d, w, m, y shortcuts, a more direct approach in written text is also possible. For example;

  • Tomorrow
  • Yesterday
  • Next week
  • Next month
  • Next year
  • This Wednesday
  • Next Wednesday
  • 3rd Wednesday
  • Last Wednesday

Even some major days and events are supported such as;

  • Valentine’s Day
  • St.Patrick’s Day
  • April Fool’s Day
  • Independence Day
  • Halloween
  • Veteran’s Day
  • Christmas
  • New Year’s Eve

You can even make combinations of the above and Outlook will convert it to the corresponding date such as;

  • tomorrow next week
  • 3 days after Independence Day
  • Wednesday before Christmas

There is no need to know the actual date or browse in a calendar to set a date field.

Note 1: The text based entries are different in each localized version of Outlook. If you are for instance using a German version of Outlook, “New Year’s Eve” and “Christmas” will not work but you can type “Silvester” and “Weihnachten”. For a Dutch version you’d then be typing “Nieuw Jaar” and “Kerstmis”. Specific dates can exist in each localized versions as well. For a Dutch version of Outlook, you can for instance also type “Koninginnedag” to automatically select April 30th or “Sinterklaas” to select December 5th. For a German version “Tag der deutschen Einheit” will convert to October 3rd.

Note 2: Just an FYI; Outlook doesn’t know which dates belong to things like; “When hell freezes over” or “When pig’s fly”. You might want to use August 31, 4500 for that as that is the farthest the Outlook Calendar goes.

Last reviewed on October 11, 2021 46 Comments

One often requested feature that is missing in older versions of Outlook is ability to insert a date and time stamp into the body of Outlook items. Beginning with Outlook 2007, Word’s insert Date & Time button was added to Outlook’s Insert tab; older versions will need to a custom form or an add-in to insert the date stamp.

One complaint about the Insert Date & Time command is that it is too many steps. It’s not bad if you use the keyboard shortcuts: Alt+N, D, Enter will insert the date and time format you have set as default. To insert other formats, use the arrow keys to select them, then press Enter. (Home or Page Up jumps to the top entry on the list while End or Page Down jumps to the bottom.) If that is still too many steps, you can use a macro to insert the date and time.

See the Tools section below for add-ins that you can use instead. Note that the custom forms method doesn’t work well with Appointment forms since you can’t change the first page of the form. It also doesn’t work well with contacts in Outlook 2003 and 2007 since editing the first page of the form reverts the form to the older Outlook contact form (as in the screenshot below).

This method uses just a macro, not a command button the form. It will work with any open Outlook item, you just need to put the macro on the Quick Access Toolbar or ribbon.

The macro can either add just the date at the top of the body field or the date and time.

Instructions to use a macro and add it to the ribbon or Quick Access Toolbar well as screenshots are at How to use the VBA Editor

In a new Outlook 2003 or older, open a form then:

  1. Select the Tools menu, Forms, Design this form
  2. Then from the View menu, choose View code
  3. In the code window, enter this code:

In Outlook 2007 and up, first show the Developer ribbon (File or Office icon, Options), then from the Developer ribbon, choose Design this form. The View Code button is in the Form section.

After entering the code, close the code window.

  1. Open the Control toolbox and drag a command button to the form.
  2. Rename it by right clicking on it and selecting Properties.
  3. In the Caption field, type in the desired name.

To use, click the button you created.

If you want the date stamped in the Notes field every time you open an item, you can create a custom form as described above, but use the code below instead. You also won’t need to add a button to the form, so it will work with contacts. Although today’s date is added to the Notes field every time you open a contact, it’s not saved until you Save the contact.

In Outlook 2007 and up, first show the Developer ribbon (File or Office icon, Options), then from the Developer ribbon, choose Design this form. The View Code button is in the Form section.

In Outlook 2003 and older, or Outlook 2007’s main window, go to Tools menu, Forms, Design this form. Then from the View menu, choose View code.

In the code window, enter this code:

Publish the form and set it as the default form for the folder, if desired. If you want to use it with existing items you’ll need to convert the items to use the new form. Instructions are at How to Set a Custom Form as the Default for a Folder.

Used to change the message class of Outlook items,so that existing items will use newly created forms.Free.

Stamp any Outlook item with your name and the date/time, in various formats and locations. Enter code WD9BHK53 during checkout.

How to use Macros

First: You need to have macro security set to the lowest setting, Enable all macros during testing. The macros will not work with the top two options that disable all macros or unsigned macros. You could choose the option Notification for all macros, then accept it each time you restart Outlook, however, because it’s somewhat hard to sneak macros into Outlook (unlike in Word and Excel), allowing all macros is safe, especially during the testing phase. You can sign the macro when it is finished and change the macro security to notify.

To check your macro security in Outlook 2010 and newer, go to File, Options, Trust Center and open Trust Center Settings, and change the Macro Settings. In Outlook 2007 and older, look at Tools, Macro Security.

After you test the macro and see that it works, you can either leave macro security set to low or sign the macro.

Open the VBA Editor by pressing Alt+F11 on your keyboard.

To put the code in a module:

  1. Right click on Project1 and choose Insert > Module
  2. Copy and paste the macro into the new module.

More information as well as screenshots are at How to use the VBA Editor

Modified: November 2nd, 2020

4 Minutes Reading

When it comes to a performance-rich and highly reliable email client then Outlook is the first preference of the users. Outlook 2019, 2016, 2013 provides numerous functionalities that make it easy for the user to manage their business as well as personal data such as emails, contacts, calendars, etc. without any issues. One of the most beneficial features integrated into Outlook is ‘Search Feature’. This feature permits the user to search for emails according to the specific keyword used by users while the search process. Still, most people face issues when they need to search email according to a particular date in Outlook. Thus, in this blog, we are going to introduce a step-by-step approach to search for emails by date in Outlook.

Before Moving Further:

Let Us Consider A User Query For Better Understanding:

I work as an HR Executive in IT company. I need to maintain all the records of employees related to their leaves. It becomes difficult for me when I had to search for leave mails according to date in Outlook 2019. Please suggest to me how can I search for emails by date in Outlook as I am from a non-technical background. Moreover, I do not have enough knowledge related to Outlook. I need to know is there any simple approach using which I can search for email according to date in Outlook.”

A Manual Trick to Search For Emails By Date in Outlook

Outlook provides Instant Search Feature which permits the user to search email according to Sent/Deleted and Received date and time. The user can search for emails by date in Outlook by following the steps given below.

  • Click on the Search in Outlook
  • After that, click to open the mail folder where you want to search emails, and then type the search criteria as shown in the image given below

Here Comes The Most Frequently Asked Question:

How One Can Search For Emails By Date Range Without Outlook?

Sometimes, the user needs to search for emails by date in multiple PST files and without email client dependency. In this case, the manual approach cannot be applied to search for emails in multiple PST files according to date. The user has to rely on an instant utility that is SysTools PST Viewer Pro. With this tool, the user can easily search for emails according to a specific date range with the help of Date Filter. The software provides Advanced Searching feature which lets the user to easily search the emails according to date and without email client installation. Moreover, to make search results more specific, one can also make use of AND/OR operators.

1. First of all, you need to install and launch PST Viewer Pro on your system and insert the PST file to begin the search process

2. Now, the software will display all the data associated with PST file including emails, contacts, calendar in multiple preview modes

3. You need to click on the Search Option. Here, you can easily search for the emails according to date by setting the criteria by clicking on Add Criteria option. You can select Received Date or Send Date as per your choice

4. After all the section, the software will begin the search process and display all the search results. One can also export Outlook emails as PDF using the software

Final Words

Due to the amazing functionalities and unbeatable performance, Microsoft Outlook has become the prime choice of users for data and communication management chores. Sometimes, while working with Outlook, users need to search for emails by date in Outlook platform. One can easily search for emails by date range in Outlook with Instant Search feature provided by Outlook. When it comes to search emails by date among multiple PST files and without email client dependency then the user has to opt for PST Viewer Pro tool. This utility makes the email search process seamless without the email client dependency.

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By Ashwani Tiwari

Being a Chief Technical Analyst, I am aware of the technicalities faced by the user while working with multiple technologies. So, through my blogs and articles, I love to help all the users who face various challenges while dealing with technology.

Many of the emails that you receive in Outlook 2013 can be acted upon almost immediately. Whether it’s deleting it, moving it to your Junk folder, or replying to it, emails that are actionable upon receipt are quite common.

But occasionally you might have an email that will require you attention later, such as a task that needs to be completed in the future, or something at your job that requires you to confirm that it is being worked on, or has been completed. For this second type of email, the Follow Up feature in Outlook 2013 can be very helpful. Outlook 2013 allows you to flag email messages so that you can filter them quickly. Our tutorial below will show you how to flag an email for follow up in Outlook 2013.

How to Apply a Follow Up Flag in Outlook 2013

The steps in this article were performed in Microsoft Outlook 2013. We are going to walk through the process of selecting an email and flagging it for Follow Up. You will then be able to search for and filter emails based upon that flag. We will also show you how to clear a flag from an email after you have finished working with it.

Step 1: Open Outlook 2013.

Step 2: Select the email that you would like to follow up on.

Step 3: Click the Follow Up button in the Tags section of the ribbon, then click the Flag Message button.

There should now be a red flag to the right of the email in your inbox. When you no longer need to have the message flagged, select it again, click the Follow Up button again, then select the Clear Flag option.

Would you like it if Outlook downloaded your emails more often? Find out how to change the send and receive settings in Outlook 2013 and make it check your email server for new messages more often.

Matthew Burleigh has been writing tech tutorials since 2008. His writing has appeared on dozens of different websites and been read over 50 million times.

After receiving his Bachelor’s and Master’s degrees in Computer Science he spent several years working in IT management for small businesses. However, he now works full time writing content online and creating websites.

His main writing topics include iPhones, Microsoft Office, Google Apps, Android, and Photoshop, but he has also written about many other tech topics as well.

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Five tips for sorting Outlook mail messages

Five tips for sorting Outlook mail messages

Conquer Inbox chaos with the help of these Outlook sorting tips.

Outlook downloads most email into the Inbox, which can fill up quickly. Finding what you need when you need it can become a frustrating chore, but with a few easy-to-implement sorting techniques, even the most crowded Inbox can be tamed.

1: Click to sort

You’re probably familiar with the click-a-header sort behavior in Outlook. With the Inbox (or any mail folder) open, simply click a column header (From, To, Subject, Received, and so on) to sort by the data in that column. Click a second time to toggle between ascending and descending order. It’s a great feature, but it doesn’t stop there. You can sort by multiple columns. First, click the primary column’s header. Then, hold down [Shift] and click the secondary column’s header. If necessary, click a second time to change the sort order (while holding down [Shift].) Continue to add up to four sort columns.

Figure A shows a two-field sort where the primary sort is on the From column and the secondary sort is on the Received column. The triangles to the right of each field title indicate the type of sort. (An up triangle indicates an ascending sort.)

Figure A

These messages are sorted by the From column and then the Received column.

2: Sort by email account

It’s not common, but sometimes more than one person shares the Outlook Inbox. (This isn’t necessary if you create profiles for multiple users on the same machine.) This arrangement can get messy fast. If you must endure this setup, add the E-mail Account field and sort by it.

Add the E-Mail Account field as follows:

  1. Right-click any header.
  2. Choose View Settings.
  3. Click Columns.
  4. From the Select Available Columns From drop-down list, choose All Mail Fields.
  5. In the Available Columns list, select E-mail Account, as shown in Figure B.
  6. Click Add and then click OK.

Figure B

Click Add to display account information about each message.

Now you can sort messages using the E-mail Account field (Figure C).This isn’t the sort of tip many users will need — but those who do will love it. (If you’re using Outlook 2007 or 2010, create dedicated folder sets.)

Figure C

Sort messages by account.

3: Sort by criteria using search folders

Sometimes, you have conflicting needs. For instance, suppose you store messages from specific departments in corresponding folders, but you’re working on a project that affects more than one department. Do you store those messages by sender or by project? Thanks to search folders, you can do both — sort of. The solution is to create a search folder and view all messages that match custom criteria.

To create a search folder, do the following:

  1. Right-click Search Folders in the Navigation pane and choose New Search Folder.
  2. In the New Search Folder dialog, click Create A Custom Search Folder in the Custom section.
  3. Click Choose.
  4. In the Custom Search Folder dialog, enter a name for the custom folder and click Criteria.
  5. Use the Messages tab to specify content. In Figure D, the custom search folder will display any message that refers to the project HR413 in the subject or the body of the message. Using other available options, you can expand or narrow your search. Two additional tabs offer more options.
  6. Click OK three times to create the search folder. Outlook will immediately search for messages that match the criteria you specified.

Figure D

Search for specific content in messages.

Search folders update continuously. Once you create the folder, it always displays the most up-to-date message list.

4: Sort by flags

Flags are an easy way to mark an email quickly and then forget it — at least for a while. Add flags to incoming and outgoing messages you want to refer to later. Simply click the flag icon (probably to the right). The default color is red, but as you can see in Figure E, there are plenty of options.

Figure E

The default flag color is red, but you can assign several colors to custom categories.

To view all your flagged messages, simply click the flag column header.

5: Delete!

The final sorting tip isn’t really a sorting tip at all — but it can still ease your email sorting misery. Try to reduce the number of messages in your Inbox and other custom folders. On a regular basis — and every single day isn’t too often if you get a lot of email — spend a few minutes deleting messages you no longer need. Delete unnecessary emails the minute they arrive. Delete messages as you respond to them, unless you need to maintain a correspondence trail. Make this a part of your routine and don’t shrug it off. After all, mountains of messages can waylay even the best sorting practices.

Office 2013 For Dummies

You can be as fickle as you want with Outlook 2013. In fact, to change the time of a scheduled item, just drag the appointment from where it is to where you want it to be. Or back again . . . maybe . . . if you feel like it. . . .

To change an appointment, follow these steps:

Click the appointment in the Calendar view.

A dark border appears around the edge of the appointment.

Make sure you’re in Week view or Month view.

Drag the appointment to the time or date you want it to be.

If you want to copy an appointment for another time, hold down Ctrl while you use the mouse to drag the appointment to another time or date. For example, if you’re scheduling a summer intern orientation from 9:00 a.m. to 11:00 a.m. and again from 1:00 p.m. to 3:00 p.m., you can create the 9:00 a.m. appointment and then copy it to 1:00 p.m. by holding Ctrl and dragging the appointment.

Then you have two appointments with the same subject, location, and date, but with different start times.

If you copy an appointment to a different date by dragging the appointment to a date on the Date Navigator, you keep the hour of the appointment but change the date.

You can change an appointment to a date you can’t see on the calendar by following these steps:

Double-click the appointment.

The Appointment dialog box opens.

Click the Calendar icon in the leftmost Start Time box to see the selected month’s calendar.

A drop-down calendar appears.

Pick the month by clicking one of the triangles beside the month’s name.

Clicking the left triangle moves you one month earlier; clicking the right triangle moves you one month later.

Click the day of the month you want.

Click in the rightmost Start Time text box and enter the appointment’s new time, if needed.

You can also use the scroll-down button to the right of the time to select a new start time.

Make any other changes you need in the appointment.

Click the information you want to change and type the revised information over it.

Click the Save & Close button.

Imagine that your dentist calls to tell you that you won’t need a root canal after all, but you’ll still need a routine checkup. To change the length of an appointment, follow these steps:

Click the appointment in Day or Week view.

This process doesn’t work in Month view because you can’t see the time without opening the appointment.

Move the mouse pointer over the handles at the top or bottom of the appointment.

When the pointer is in the right place, it turns into a two-headed arrow.

Drag the bottom line down to make the appointment time longer; drag the bottom line up to make the appointment shorter.

You can change an appointment’s length by dragging.

You also can shorten an appointment to fewer than 30 minutes. Follow these steps:

Double-click the appointment.

Click the End Time box.

Type the ending time.

Click the Save & Close button.

You can enter times in Outlook without adding colons and often without using a.m. or p.m. Outlook translates 443 as 4:43 p.m. If you plan lots of appointments at 4:43 a.m., just type 443A. (Just don’t call me at that hour, okay?) You can enter time in 24-hour format as well — 1443 would be 4:43 p.m. — but Outlook likes normal time better, so the time will display as 4:43.

About This Article

This article is from the book:

About the book author:

Wallace Wang is the bestselling author of several dozen computer books including Office For Dummies and Beginning Programming For Dummies. Besides writing computer books, Wallace also enjoys performing stand-up comedy just to do something creative that involves human beings as opposed to machines.

As usual, when you intend to create tasks or appointments in Outlook, you will need to specify a date, no matter start date or due date. In this article, we will teach you to quickly reach and set the dates.

When creating a new task or new appointment in Outlook, you must be going to set a specific start date and due date. I’ve heard many users complaining that it is a little bit troublesome to confirm and select a correct date. They usually should look over an actual or physical calendar to ensure a precise date. For example, as a rule, if you would like to set a date to the Tuesday before Christmas, you ought to check which day is the accurate date in the first place. However, in reality, you can use an Outlook built-in feature to quickly jump to a specific date. Here we will talk about them in detail.

Tip 1: Type Number Directly

In general, if you desire to get an accurate date, you will click the down arrow in the date field and then find and click on the date in the drop-down calendar, like the following picture:

But actually you can quickly reach and set a date by typing the number in Date field. For example, when you type “26” in the Date field and press “Enter” button, the 26 th of the current month will be filled in the field at once.

Provided that you want to specify the moth, you can type a date in the format of “month/day”. For instance, type “6/26” in the field and press “Enter” key button. It will automatically set the date to 26 th June of the current year or the next year.

Tip 2: Make Use of Date Formulas

If you want to set a date to the 3 days or 3 weeks or 3 months or 3 years after the current date, you have another new and faster means. That is to use date formula. For example, you want to set the date to the 5 weeks after the current date, you can type “5w” in the Date field and press “Enter” key button.

For “day”, you should use “d”. And for “month”, you ought to utilize “m”. As for “year”, apply “y”.

Tip 3: Input Date Related Text Straightly

Aside from the above two approaches, there are another means. That is you can type the day in written text straightly. Here we can divide it into three facets.

1) Type Days

You can type the days in common format, such as “Tomorrow”, “Next week”, “Next Wednesday”, “4nd Wednesday”, Next month” and so on.

2) Type Specific Days and Events

In addition, you can type the special days and events, such as “Valentine’s Day”, “Christmas”, “New Year’s Eve”, “Independence Day” and so forth.

3) Combine the Above

The last one is that you can make use of the combination of the above, such as “4 days after Independence Day”, “1 week before Christmas”, “Thursday before New Year’s Eve” and so on.

Deal with Frequent Outlook Issues

It is known that Outlook is error prone even though it contains multiple features. So we should keep vigilant against all potential risks. For example, we need keep closing Outlook properly, keep Outlook mailbox in small size and block suspected emails and so on. In addition, getting hold of Outlook repair software is a matter of necessity. It can rescue your Outlook data in time.

Lori Kaufman is a technology expert with 25 years of experience. She’s been a senior technical writer, worked as a programmer, and has even run her own multi-location business. Read more.

We’ve always been told that backing up our data is a good idea. Well, that same concept can extend to email as well. You may want to archive your email every so often, such as monthly, quarterly, or even yearly.

We’ll show you how to archive email in Outlook 2013 and make it easily available in the program. Your email is stored in a .pst file. To archive email, we will be moving the email into an archive .pst file.

NOTE: When you archive your email into another .pst file, all the email you choose to archive is moved into the archive file and is no longer available in the main .pst file.

To begin archiving your email, click the “File” tab on the ribbon.

On the Account Information screen, click the “Cleanup Tool” button next to “Mailbox Cleanup.”

Select “Archive…” from the drop-down menu.

The Archive dialog box displays. Select “Archive this folder and all subfolders” and select a folder to archive. If you want to archive all your email, select the node with your email address at the top.

Click the “Archive items older than” drop-down list to select the latest date for items to be archived. A calendar pops up. Select a date in the current month by clicking on the date or scroll to a different month to select a date. All items older than the selected date will be archived.

If you want to archive items that are not set to archive automatically using AutoArchive, select the “Include items with “AutoArchive” checked” check box.

NOTE: AutoArchive in Outlook 2013 works the same way as in Outlook 2010.

Click the “Browse” button if you want to change the location where the archive file will be saved and the name of the archive file. Click OK when you have made your selections.

The archived .pst file is saved to the chosen location.

Notice that all the email messages you chose to archive are not available anymore in the main .pst file. The archived .pst file should become available automatically in Outlook. However, if it doesn’t, click the “File” tab.

In the blue panel on the left side of the “Account Information” screen, click on “Open & Export.”

On the “Open” screen, click “Open Outlook Data File.”

The “Open Outlook Data File” dialog box opens. Navigate to the location where you saved the archived .pst file, select it, and click OK.

In the left pane of the main Outlook Mail window, a section called “Archives” displays and the emails you archived are available.

Archiving email can help you keep your emails organized, making it easier to find older emails and to keep your inbox and folders uncluttered.

Last reviewed on November 20, 2018 84 Comments

Applies to: Outlook on the web, Outlook 2019 (Win), Outlook 2016 (Win), Outlook 2013, Outlook 2010

The Folder List is normally in alphabetical order. In Outlook 2010 and up, the Inbox, Drafts, Sent Items, and Deleted Items folders are grouped at the top of the folder list, with the user-created folders sorted alphabetically below. Beginning with Outlook 2013, you can arrange folders in any order (or lock then in alphabetical order).

If you have multiple data files in your profile, the default data file is first and the other data files follow in alphabetical order. You can drag the data files to re-arrange them in Outlook 2013 and up.

If the last folder you used moves to the top of the Folder List, it means that the language setting on your computer is probably different from that on the Exchange Server. To fix it, use the Regional Settings applet in Control Panel to change the language on your computer, then restart your system.

Beginning with Outlook 2013, you can arrange your folders in the folder list in any order you want. This is a change in behavior from older versions.

Select a folder and drag to a new position or right-click and use the Move Up and Move Down commands.

If Move Up and Move Down are missing from the menu, you have the folders locked in alphabetical order. Go to the Folder tab and click on Show All folders A-Z to turn this off.

To reset the Mailbox folder list to alphabetical order (with Inbox, Drafts, Sent and Deleted items grouped at the top), click the Show All Folders A to Z button on the Folder tab. When this button is highlighted, the folders will sort in alphabetical order. When it’s off, the sort order returns to the previous order.

When the folders are in random order and you want to sort them in alphabetical order and retain the ability to move the folder, right click on the mailbox name and choose Sort Subfolders A-Z. This sorts the folders in alphabetical order; it is not a toggle that flips between your previous unsorted order and alphabetical.

To sort subfolder of another folder (such as your Inbox), right click on the folder and choose Sort Subfolders A-Z. Note: if there are no subfolders within a folder, the command is grayed.

In Outlook 2010 the Inbox, Drafts, Sent Items, and Deleted Items folders are listed first with the remaining default folders and the user-created folders following in alphabetical order.

The folders in the Favorites list in the Mail module, and in the Calendar, Contacts, Tasks, and Notes modules can be arranged in any order. Drag or right-click and use the Move up and Move down commands.

Folders are sorted in alphabetical order in Outlook on the web. As of this writing, you cannot change the sort order in the folder list. If you want to use a specific order, add the folders to the Favorites section at the top of the folder list by right-clicking on a folder and choosing Add to Favorites. Either drag up or down to change the folder order or right click and use the Move up the list or Move down the list commands.

Remove folders from the list by right-clicking and choosing Remove from Favorites.

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  • Outlook folder appears empty even though there are emails in it


A folder in Outlook appears to have no messages and you know there are messages in that folder.


Microsoft Outlook has the ability to set up customized views for items such as email located in folders. Sometimes, particularily after a large import from another account such as Gmail or an IMAP-based account, the custom view settings hide the emails from view. The solution is to reset the view for the folder or the entire mail box.

Reset a View on a Specific Folder Outlook 2010 and Up

A Reset button is also on the View Settings dialog (formerly the Current view dialog, below), which can be opened from the View ribbon, View Settings button or by right clicking on the field names visible in a view and selecting View Settings (Method 3, below).

You can expand the Change View menu and select Manage Views (formerly the Define Views dialog, below), then select the View by name to reset the view globally or select to reset the view on the current folder only.

Create new views, edit views, or delete custom views using the Manage Views dialog.

Reset All Views in All Folders

Reset the views for the entire mailbox. When you open Outlook using the /cleanviews switch you will wipe out all custom views and return all default views to “factory default”. Sometimes its necessary, but sometimes just resetting the view for the current folder will work. If you aren’t using custom views, you can use the /cleanviews switch without worry.

The /cleanviews switch will wipe out all custom views and return all default views to “factory default”.


How do I do a search for mail older than a certain date?

There is a long list of advanced search operators that you can use in Gmail. The list can be found here. One of the most powerful ones is to search for messages by date and here is how it is done:

The search box is at the top of your Gmail screen. Simply type one of the operators below and the date to define your search. Click the magnifying icon.

For example, if I wanted to get all mail older than 2010, I could type: before:2010/12/31

You can search a date range like the example below.

Search for messages sent or received during a certain period of time
(using the date format yyyy/mm/dd)
Example: after:2004/04/16 or before:2004/04/18
Meaning: Messages sent between April 16, 2004 and April 18, 2004.*
*More precisely: Messages sent after 12:00 AM (or 00:00) April 16, 2004 and before April 18, 2004.
Similar to older and newer, but allows relative dates using d, m, and y for day, month, and year Example: newer_than:2d
Meaning: Finds messages sent within the last two days.

If you come up with multiple pages of results and you wanted, for example, delete all of those messages (be careful: remember trash is permanently deleted after 30 days in Gmail) you could check off the “select all” box in the upper left. Once you do that, the selected messages on that page will turn yellow. Now my search is telling me that I have 44 pages worth of email that is older than 2010. I could go through each page and select all and delete, or to make thing easier, Gmail will pop up a message asking if you would like to Select all conversations that match this search . If you click on those words all messages in that date range and all pages of those email will all be selected at the same time. You could now hit the delete button.

About the course

The Outlook 2021 – Messages and Formatting course covers topics included in the Microsoft Office Specialist (MOS) exam. You will learn how to create, format and respond to messages. You will also use stationary, templates, styles, themes, set delivery options and add new accounts.


There are 6 modules in this course

  • Creating Messages
  • Formatting and Sending
  • Responding to Messages
  • Stationery and Templates
  • Creating Styles and Themes
  • Multiple Accounts and Delivery Options

Course features

  • Simulation training replicates the software you are learning providing a realistic learning experience.
  • Learn how to perform tasks at your own pace and interactively by following easy step-by-step actions.
  • Reinforce your knowledge at the end of each lesson by completing interactive and multiple choice quiz questions.
  • Assess your skills at any time by undertaking the Course Test.
  • Lessons can be completed within 30 minutes so training can be undertaken in “bite” size pieces.
  • Bookmarking allows you to learn in multiple training sessions.
  • Course navigation features allow you to jump directly to specific topics of interest quickly and easily.
  • Designed for people who require initial and refresher training activities.
  • Available on-line 24 hours a day.
  • Version for Mobile Devices.
  • Review course content with eBooks

You’ll learn how to:

Creating, Sending and Responding Creating Messages

  • Identify Message Indicators;
  • Create New Messages;
  • Add Recipients using Address Book;
  • Enter Subjects;
  • Enter Message Text;
  • Save Draft Messages;
  • Open Draft Messages..

Formatting and Sending

  • Open Draft Messages;
  • Format Messages;
  • Open the Font Box;
  • Change Message Format;
  • Modify the Default Format;
  • Attach Outlook Items;
  • Attach Files;
  • Send Messages;
  • Open Sent Items.

Responding to Messages

  • Reply to Messages;
  • Reply to All;
  • Forward Messages;
  • Use Check Names;
  • Forward Attachments;
  • Close Messages

Stationery, Templates and Styles Stationery and Templates

  • Understand the use of Stationery;
  • Select Themes and Stationery;
  • Use Stationery for Single Messages;
  • Create Templates;
  • Insert and Format Images;
  • Add Hyperlinks;
  • Insert Horizontal Lines;
  • Save Messages as Templates;
  • Use Templates

Creating Styles and Themes

  • Understand Styles;
  • Apply Styles;
  • Choose Style Sets;
  • Change Colour Schemes;
  • Change Fonts;
  • Change Paragraph Spacing;
  • Create Custom Styles;
  • Apply Themes;
  • Save Custom Themes

Accounts and Delivery Options Multiple Accounts and Delivery Options

  • Use Multiple Accounts;
  • Create E-mail Accounts
  • Specify the Sender Account;
  • Nominate the Sent Items Folder;
  • Show/Hide the Bcc Field;
  • Request Read Receipts;
  • Set Message Delivery Options;
  • Add Voting Buttons;
  • Remove E-mail Accounts.

Microsoft Outlook 2013 and Outlook 2010 has option to automatically send or receive emails at a specified time interval. It also provides option to change this time period using the Send/Receive settings. List below are the steps to change send and receive email settings in Outlook 2013 and Outlook 2010.

Change send and receive email settings in Outlook 2013 and Outlook 2010

Click on the File menu –> Options

Navigate to Advanced tab and scrolled down to Send and receive section. Then click on the Send/Receive button.

How to hide send and receive progress dialog in Outlook 2013 and Outlook 2010

Using the Schedule an automatic send/receive every minutes field you can specify the time period at which the automatic send/receive emails needs to be done. The default value for this is 30 minutes.

Outlook 2010 displays a send and receive dialog box showing the progress of mails received and sent from the email Accounts. If you have configured more than one email accounts in Outlook then the time taken to complete Send/Receive will be more and the progress dialog will be displayed till the process is completed. Outlook provides allows users to hide the Send/Receive Progress. If you want to hide the dialog box then tick the check box with label as Don’t show this dialog box during Send/Receive.

Similarly if you want to turn on the display of progress message back then navigate to Send / Receive menu option and click the Show Progress option available under the Download section.

Change receive emails time for single mail account in Outlook 2013 and Outlook 2010

When you have more than one email account configured in Outlook 2010 and you want to specify a different send and receive time for a single account then you can follow the below mentioned steps.

Click the Send / Receive menu and navigate to Send & Receive section. Select Define Send/Receive Groups from the Send/Receive Groups menu list.

In the Send/Receive Groups window, you can see the default time specified in “Schedule an automatic send/receive” option for All Accounts.

Now click the New button and specify a name for the group. In the below example, I want to specify a change the send and receive time for my Yahoo account and I have named the group as Yahoo.

Then select the Account (Yahoo) in the Account section and click the Ok button.

Now change the value for “Schedule an automatic send/receive every” option for the Yahoo group and click the Close button.

If you would like to move the Microsoft Outlook emails of specific date range to a specific folder, you may use the Outlook Rules feature to achieve it. You may either use the rule one time only or run this rule on a specific folder. Here is a simple tutorial in order to achieve it.

Go to Home > Rules > Manage Rules & Alerts

It will open up Rules and Alerts dialog. Click on “New Rule…”

It will open up Rules Wizard. Select “Apply rule on messages I receive” and click on “Next >” button to choose conditions.

Here you will select various conditions. These are the conditions if satisfied, it will choose a specific email to be acted upon. Select “received in a specific date span”. You may also choose other conditions like an email received from a specific people or group, specific word in subject/body or a specific account if you have multiple accounts. As soon as you select the condition, the conditions are added to the bottom. click on the individual links to choose the condition values. For example, clicking on “in a specific date span” would open up a window to select the date range. After selecting, click “Next >” button to choose actions to perform on emails matching the conditions

Select “move it to a specified folder” action or any other action from the given list. Selected actions will be added at the bottom. Click on individual selected actions to specify values. Click “Next >” button to select exceptions

If you want to add exceptions to exclude certain emails, you may do so. Select the exception condition and choose the exception values. Click “Next >” to come to the final step.

Give the name to the rule. If you want to apply this rule for every incoming email, choose “Turn on this rule”. If you want to run it only one time, unselect “Turn on this rule”. Click “Finish” button to complete the rule.

If you want to run this rule on a specific folder, go to Home > Rules > Manage Rules & Alerts > Run Rules Now…

Select the rule to run, choose the folder to run the rule on and click on “Run Now” button

Создано для Microsoft Outlook

Самый простой способ планирования в нескольких компаниях

FindTime показывает, какие дни и время лучше всего подходят вам и другим участникам (если они есть), используя сведения о доступности

Предложите выбранные варианты всем участникам и разрешите им проголосовать, чтобы быстро прийти к единому мнению

FindTime отправляет приглашение на собрание от вашего имени

“Это приложение экономит мне как минимум 2 часа в неделю. У меня снизился пульс. Совпадение? Не думаю!”

Oliver Raymond | Microsoft

“Всего за несколько недель приложение FindTime освободило нашу команду от многочасовой волокиты с письмами для согласования собраний.”

Nic Wildeman | Lionfish

“Приложение FindTime просто необходимо для согласования времени с клиентами. Лучшее средство повышения эффективности в 2015 году.”

John Gagnon | Microsoft

“При первом знакомстве с этим приложением меня удивили и порадовали его удобство и эффективность в плане экономии времени. Прекрасная работа! Продолжайте в том же духе!”

Diana Marshall | Microsoft

“Вау! Мы запланировали собрание с четырьмя людьми из двух компаний в 3 часовых поясах за 3,5 часа с помощью единственного письма. Потрясающе!”

Stacey Derk | Simplicity Consulting

Нет! Чтобы быть получателями, вашим друзьям и коллегам нужен только адрес электронной почты и доступ к Интернету. Однако мы будем рады, если вы порекомендуете им FindTime и пригласите к установке, таким образом став организатором!

Конечно! Просто добавьте второй личный адрес электронной почты в строку “Кому” или “Копия”.

Да! Вы можете отправить приглашение FindTime любому пользователю, у которого есть адрес электронной почты. В Office 365 должны присутствовать только организаторы.

Данные опроса Поиска времени хранятся в почтовом ящике организатора. Дополнительные сведения см. в статье Конфиденциальность и защита персональных данных в Поиске времени.

FindTime — это надстройка Outlook, позволяющая быстро находить время для встречи с другими пользователями. Без FindTime на это могут уйти недели! FindTime помогает выбрать время для встречи, просмотрев сведения о доступности участников или создав опрос, в котором участники могут проголосовать за удобное время или предложить свои варианты.

Просто установите FindTime! Вы также можете ознакомиться с кратким руководством на странице “Как это работает”.

Получатели могут получать приглашения у любого поставщика услуг электронной почты и открывать веб-сайт голосования FindTime на любом устройстве. Учетные записи электронной почты организаторов должны находиться в Office 365 и иметь доступ к надстройке Outlook “FindTime” в Outlook 2013, Outlook 2016 или Outlook Web Access (OWA).

Отправьте его нам через страницу отзывов.

Отличный вопрос! Garage выполняет несколько другие задачи. Это площадка для небольших экспериментальных проектов с высокой эффективностью. Проекты Garage создаются маленькими независимыми группами внутри корпорации Майкрософт (такими, как мы). Эти группы очень разные, но имеют одну общую черту: они помешаны на изучении того, как вы используете приложения, что вам нравится и как сделать это еще лучше. Проектные группы Garage создают приложения для Android, iOS, Windows, GitHub и не только. Интересно? Узнайте больше на сайте Microsoft Garage!

Спасибо! Мы — небольшая группа разработчиков внутри корпорации Майкрософт, которые прилагают все усилия для того, чтобы сделать планирование простым и удобным.

Microsoft Garage превращает новые идеи в реальные проекты. Узнайте больше на сайте Microsoft Garage