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UCL Home Information Services Division Open a shared mailbox in Outlook for Mac Open a shared mailbox in Outlook for Mac Shared mailboxes allow a group of users to view and send email, and share a calendar from a common mailbox.
This guide demonstrates how to open an existing shared mailbox within Outlook for Mac. This guide is aimed at Staff Instructions 1.
From the top menu, select Tools. Select Accounts…. Please note: We can only respond to UCL email addresses. For example, a public folder may be used to provide information for all users of a company email system. To find out how to post messages to the mailbox, ask your email administrator.
To reorder the mailboxes for an email account in the Mail sidebar , drag a mailbox to a new location within the account. In the Mail app on your Mac, select a mailbox in the Mail sidebar. If you have problems deleting a mailbox on the server for an IMAP account , contact the provider of your account. To expand a collapsed conversation, simply press right arrow, and use left arrow to collapse an expanded one.
Very occasionally, these two commands will stop working. I've found that, when that happens, the simplest way to get things back to normal is to disable VoiceOver Command-f5 , then left or right arrow a couple times until the error tone stops playing. You can then turn VoiceOver back on again, Command-f5 and things should be back to normal. While reading messages in a conversation, note that many attributes are skipped.
Specifically, the subject and preview are not spoken, so to know what a message says, you must open it or use the Preview Pane. When a conversation is collapsed, the preview that is read is for either the first message, or the oldest unread message if not all are already read. Should you wish to, you can disable threading entirely. Simply go to the View Menu and uncheck "Organize by Conversation".
To re-enable conversations, check this option again. Column Layout is an alternate layout that provides a slightly different look and feel to the Mail app, specifically to the Messages Table. Whereas the Standard Layout has a specific order to message attributes that you must use, Column Layout lets you change that order. It does not, however, let you use the message preview that Standard Layout does, so the only way to have any idea what a message says is to read it.
Additionally, Column Layout uses a different type of table, which, once you interact with it, lets you up and down arrow through a specific column instead of having to hear every column for every message. If you do want to hear every column, simply stop interacting with the table, then use up and down arrows like in Standard Layout. When you write a new email, you get suggestions as you type names.
These are pulled from both your saved contacts and the addresses you have sent to in the past, even if they are not stored as contacts. There are some helpful tricks that you may not realize you can use to make this feature even more useful.
To move through all the people that match the characters you typed in so far, simply press up or down arrow. To confirm your choice, press enter, and the person's name is inserted as what VoiceOver calls "attached text". This means that VoiceOver will treat the entire name as a single item, similar to how it sees links on webpages. If you were to use left or right arrows to examine the text, you would find that the full text is spoken even though those arrow keys normally move by character.
Once you press enter, you can simply start typing another name or email address to select the next recipient; pressing enter inserts your choice, so what you then start typing has no effect on the address you just inserted.
Should you wish to delete an addressee, use left and right arrows to find the name. Put your cursor to the right of the name, and press delete. VoiceOver will say that the name or address is selected, so press delete once more to remove it. You can also change the address of a recipient after you've pressed enter. The process is slightly more complicated than simply arrowing, but it is easy enough. Mail automatically saves the names and email addresses of people to whom you send emails, even if you don't save those people in your contacts.
If you decide you want to remove any of these saved addresses, go to the Window menu VO-M, W, down arrow and choose Previous Recipients. You are presented with a search field and, to the right of that, a table with every saved address Mail has stored. Past that are two buttons, one to remove the selected address, and one to add it to your contacts.
You can use the remove button, or simply press delete; with no confirmation, the address you are on is removed. When you are done, press Command-W to close this window and get back to where you were in Mail. This way, you can be notified when a VIP sends you an email, perfect for keeping up with close friends, or monitoring an important conversation. To toggle a person's VIP status, simply locate an email from them and press enter to open it.
Find the Message Headers Group and interact with it; the first thing you find should be the button you want. Press this button to toggle the person's inclusion in your VIPs. Sometimes, you need to look at the headers of a message. The process for doing so is easy, but not necessarily obvious, depending on how you usually read your email. Find the message in question, and press enter to open it. Locate the "Message Headers" group and interact, then find the text field the only two things in this group are that text and the VIP toggle button.
The text field will, by default, show you only the sender, recipients, and subject; use Command-Shift-H to switch between this basic information and full headers.
The same option can be found in the View Menu, under the Message submenu. Keep in mind that this setting is global, so if you enable full headers for one message, you enable it for all of them. Attachments in emails you receive can be dealt with in one of three ways: Quick Look, saving via the menus, or saving directly. As usual, each way has its good and bad points, and each is useful for different situations. This is a perfect way to, well, quickly look at attached files. You don't need to open them in any app, or save them, or do anything else.
Of course, the type of file must be supported by macOS in order to be viewed, but the vast majority of file types will work just fine. To use this method, simply press Command-Y on any message with attachments, and the Quick Look window will open. Note that, if you use enter on messages to view them, you must not be viewing a message when you try to use Command-Y, but rather be on the table of messages.
If a message has multiple attachments, there will be buttons in the Quick Look window to let you choose which file you want to view. When you are done, just press space to dismiss the window. You can save attachments instead of opening them if you want to.
Oddly, there is no keyboard shortcut to handle this; you must go to the File Menu, then choose "Save Attachments". Choose a location in the usual way, and your attachments should be saved. Finally, you can find an attachment in the email and act on it that way. This is made simple by VoiceOver, which will treat any attached file it finds in the text of an email like a link or contact name. Press enter to open the message, or move to it in the Preview Pane, and be sure to interact with the text if you use VO-J and the Preview Pane, VoiceOver should interact automatically.
Press VO-Shift-M to access a menu of options for the attachment. Should that fail, try VO-Space, or perform an actual right click Control-click for mice or trackpads with only one button. If you need to attach a file to an email, the process could not be easier. Simply copy Command-C the file from Finder, and paste Command-V wherever you want the file to appear in your message.
Other Macs or iOS devices will show the attached file where you pasted it, whereas most Windows email clients will simply show the file attached to your message, but not in the text itself.
Alternatively, while you are typing your email, press Command-Shift-A and you can browse for one or more files to attach use standard selection commands to attach multiple files. As before, these will appear where your cursor is in the text. Reviewing what is attached is as simple as listening to the filenames embedded in your message. Sometimes, you get an email that shows up with images, headings, links, and so on.
To navigate this, open it enter or use the Preview Pane , and employ all the same navigation commands you know from Safari.
Remember, if you plan to activate links or use a read command such as VO-A, you should interact with the email's text before you start; trust me, it will make your life much easier. The most useful navigation commands are probably:.
While Mail is an easy program to start using, I hope this has helped you with some of its more advanced or tricky functions. As always, please drop me a note in the comments if I've missed anything or if something is unclear, and I can try to help. The article on this page has generously been submitted by a member of the AppleVis community.
As AppleVis is a community-powered website, we make no guarantee, either express or implied, of the accuracy or completeness of the information. As usual, this is an awesome post. A lot of times when I try to delete an individual message or a conversation, nothing happens and the messages are still there when I navigate with my up and down arrow keys. Sometimes when this happens though, I can exit the mail app and when I open it again said messages are in the trash where they should be.
Sometimes I have also gotten a prompt when deleting a message that says something like "This message could not be moved to the trash. If you're using Gmail, I'm not surprised. Be sure you have the latest version of your OS Personally, I've switched over to iCloud Mail and never been happier. Obviously this is not a solution for everyone, but Gmail has always had a weird implementation of IMAP, and even in But I might try iCloud to see what happens.
I'm wondering if it has something to do with grouped conversations. I had a question regarding saving a contact.
If I want to save the sender of a particular message as a contact, how can this be accomplished? As usual, your guides are great. I consider myself to be a somewhat advanced Mac user, but having all the tricks in one place certainly helps. I learn new things every day! I wanted to mention that saving attachments has always been a pain for me, just involving too many steps, particularly since they took out the "Save All" menu in Mavericks.
For anyone who is interested, I've found two ways around this problem:. Create a system shortcut key in System Preferences to trigger the "Save Attachment" option in the File menu. I think this works for only one file at a time. Use Automator. I created a workflow that will save all attachments of the currently focussed message to wherever I want, then play a small sound clip to confirm it worked. You will need the Audio Actions package to get that last part to work.
The workflow will run even if the message you are focussed on doesn't have any attachments.
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