Day 3 – Microsoft Outlook 2019 Tutorial for Beginners

Outlook 2019 tutorial for beginners

What do you understand by an email attachment ?

An email attachment is a computer file, that we are sending or receiving with an electronic mail. An email attachment may be of many different types such as a video file, image file, office file, zip file etc. Outlook accepts all file types but blocks a certain file types which are potentially unsafe. Means these attachments may contain viruses. Some of the potentially unsafe extensions may be .bat, .exe, .vbs and .js files. If you are fully confident on the sender then only you should open this type of attachments on your computer. To keep your computer secure you should always update your computer antivirus software.

Is there any size limit of email attachments ?

Generally email standards don’t specify any size limit. But mail servers often limit the size. For example gmail allows incoming mail of 50 mb and outgoing mail of 25 mb size.

Is this mean that you can’t send a mail of more then 25 mb in size?

Yes definitely you can. gmail automatically loads your attachment to google drive and sends a link of that with the email.

Is this mean that without using google drive we can send a file of 25mb with email?

Theoretically yes but practically no. Because the attached file generally doubles in size when attached to gmail due to encoding into the format necessary for email file sharing (MIME-Multipurpose Internet Mail Extensions).

So roughly speaking the files smaller then 12.5 mb size can be sent directly through mail on gmail without using google drive.

What do you mean by MIME ?

MIME stands for Multipurpose Internet Mail Extensions. It is an Internet standard which extends the format of email messages so that we can use text in character sets other than ASCII, as well as attachments of audio, video, images, and application programs. MIME formatting Email messages are generally transmitted with standard protocols, such as the SMTP (Simple Mail Transfer Protocol), POP (the Post Office Protocol), and the IMAP (Internet Message Access Protocol).

How to open an email attachment ?

An email with an attachment shows a paper clip icon on right hand side in message pan list. Most of the time, we’ll see attached files in the Reading Pane, directly under the message header or subject. Occasionally, we’ll see the attachments in the message body.

Double-click the attachment icon to open the attachment.

or Right click on the attachment and select open

or Click on the arrow appears to the right side of attachment and select open

How to preview an email attachment ?

Some supported file types preview automatically shows on reading pan but for other files we can follow the below steps.

To preview the attachment we can follow the below step

Right click on the attachment and select preview

or Click on the arrow appears to the right side of attachment and select preview

How to save an email attachment ?

To save an email attachment

To save the attachment, We have to choose the drop-down arrow to the right of the attachment icon or right click on the attachment icon to open the attachment menu.

Choose Save As from attachment menu to save one attachment to your computer or cloud storage location. Choose Save All Attachments from attachment menu to save all attachments from a single message. By default, all of our attachments will be saved in our Documents folder but we can choose a different folder location each time we save attachments, if required.

We can also save an attachment by dragging and dropping the attachment from our email message to our desktop. When dragging and dropping an attachment stored in the cloud, a local copy of the attachment will be downloaded and saved for us.

How to print a message ?

To print a message with default options set follow the below steps

  • right click on the message
  • select quick print

To print a message effectively by choosing options follow the below steps

select the message from the desired outlook folder

we will double click the message to open it in a new window

click on file and choose print

select the desired printer. specify the desired printer options, specially the paper size. check the preview, if you are satisfied with it click on the print button.

How to delete a message ?

Select the desired message from the specified outlook folder. Then choose any one of the below option to delete an outlook message.

  • Right click on it and select delete to delete the message.
  • Or press delete from keyboard to delete the message.
  • Or double click to open the message and from message tab delete group click on delete command to delete the message.

But in all these cases the deleted message will move to trash folder. If we want to permanently delete the message we have to follow the below steps.

  • select the desired message from the specified outlook folder
  • press shift + delete from keyboard
  • the message will be permanently deleted with out moving to trash folder

If you want to permanently delete a message which is in trash folder, then select the message and press delete key from keyboard.

How to recover a deleted message in outlook 2019 ?

In outlook 2019 what ever message you delete stores in trash or deleted items folder. We can recover them by moving them from that folder to a different folder.

How to recover a permanently deleted message in outlook 2019 ?

In outlook 2019 if we use shift+delete or delete an item from trash or deleted items folder then it will be deleted permanently. But still we can recover it if our mail server supports it. As per my knowledge now Microsoft exchange server supports it. To recover a permanently deleted item please follow the below steps

  • make sure you are online and connected to your mail server
  • go to folder tab and select recover deleted items from clean up group.
  • it will show us a new window with active list of deleted items. From this list select the desired item or items and press ok.
  • the selected items will be recovered and restored to its original folder.

 

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My Self Subrat Dash. I have completed my MSc in Information Technology. Since last 12 years i am teaching Math and Computer at TTRC Computer Institute situated at Rayagada, Odisha, India. I believe in conceptual learning, so i explain each and every concept with demos and examples, which makes it easier to understand.

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