1. Retracting Messages
Outlook does not “silently” retract messages. This means that when you attempt to retract a message, a notification of the attempt will be sent to the recipient. Permission must be granted for those messages already opened by recipient.
2. Tracking Sent Items
Unlike GroupWise, Outlook does not allow you to see when someone opened or deleted your sent message. If you wish to track a sent item, you must request a delivery receipt. Unfortunately the recipient does have control over whether they wish to send back a delivery receipt.
3. Viewing Attachments
In Outlook, there is no “Open With” option for attachments. Outlook has the ability to preview the attachment in Outlook or Open with the application currently associated with that file extension. If you cannot preview the attachment and it is not associated with an application, you will have to save it then perform an “Open With”.
4. Changing an Email to an Appointment
You can change an email to an Appointment by dragging the email to the Calendar icon at the bottom of the Outlook screen or by simply clicking the button on the menu bar. Outlook will keep the original message.
5. Reminder Notes
There are no “Reminder Notes”in Outlook. Outlook supports Sticky Notes that are similar to Post-It Notes © Rather Outlook allows you to create All Day Events in Calendar which can function as GroupWise Notes.
6. Recurring Appointment Patterns
To set a recurring appointment in Outlook, you must select a frequency: Daily, Weekly, Monthly or Yearly.
7. Modifying Appointments
When the organizer of an appointment changes the appointment, an additional message is sent to the original recipient to alert them and change is made automatically. If the organizer deletes an appointment, a notification is sent with button to remove the appointment but the appointment is not automatically removed from Calendar of recipient.
8. Calendar Tool Tips
In Outlook, there are no tool tips. To view details of an appointment including who has accepted or declined, simply open the appointment.
9. Tracking Sent Calendar Items
There is no sent item when an appointment is sent in Outlook, but a tracking copy is automatically sent to the organizers calendar. The organizer of the appointment should not delete this copy as it is needed for making changes to the appointment.
10. Meeting Recipients Can Move the Calendar Item
Recipients of appointments (Group Meetings) should be careful not to accidentally drag and appointment to a new place/time on their own calendar as it will not be easy to tell what the original date / time was and no notification will be sent to organizer or other recipients.
Outlook is unable to update tasks that have been sent to multiple people. Therefore if you sent a task to two or more individuals and you need to change the task or recall it, you will need to make the change for each recipient.
12. Viewing Tasks in Calendar
You cannot view future tasks in your calendar in Outlook. Clicking on a day in the future changes only the appointments not the tasks. You can, however, sort tasks by due date and view tasks in the task list.
13. Proxy Rights
Instead of “proxy rights”, Outlook uses delegates which are more granular. Outlook is folder based, which allows you to give rights to specific folders such as Inbox but not to other folders.
14. Type Ahead Name Completion
Unlike GroupWise, Outlook does not look up names in the Address book. It keeps a separate database of people you have previously sent to in order to perform automatic name completion. Therefore, for a first time recipient, you must type in full email address or select them from the address book.
In Outlook, when you double-click name of contact (or sender), a dialog box showing any available details for that contact appears. From here, you can send and email to that person, schedule a meeting with that person or even Instant Message or call that person (if the functionality is supported in your environment).
16. Quick Steps
With the Outlook Quick Steps feature, you can quickly and easily perform multiple actions with a single click of your mouse, allowing you to increase your productivity and spend less time managing your email. A number of pre-defined Quick Steps are available, such as “To Manager,“ “Forward: FYI,” and “Team E-Mail: Reply & Delete.” These default Quick Steps can be modified, or you can create new ones to suit your work style. For example, you can create a one-click Quick Step called “Mailing List: Ignore” that automatically moves emails sent from a mailing list you’re on to the Deleted Items folder or to another folder.
17. Grouping Conversations
Outlook allows you to group email messages with the same Subject into conversations. By grouping and hiding older and redundant messages, you can reduce the number of items seen in your Inbox. To view older messages that make up a conversation, simply expand the most recent message of that conversation.
18. Replying to Conversations
Outlook always replies to the latest message in a conversation. If you open an older message within a conversation and click Reply or Reply All, Outlook warns you that you’re not replying to the most recent message of that conversation. If you want, you can click the warning to jump to and reply to the most recent message.
19. Cleaning Up
The Clean Up feature in Outlook helps free up space in your Inbox by allowing you to delete redundant messages that are part of an email conversation or thread. Only the most recent message that contains the entire history of a conversation is kept, therefore eliminating the need to keep older messages. Clean Up will, however, keep any older messages with attachments, flags, or categories.
20. Recovering Deleted Items
Unlike GroupWise where deleting from the Trash folder destroyed the message, Outlook has a secondary holding location for deleted items called the Recoverable Items Folder. When an item is deleted, it moves to the “Deleted Items” folder then is automatically moved to a hidden folder called “Recoverable Items” after a set number of days or when deleted from “Deleted Items” folder. The length of time the item sits in this secondary folder is determined by your system administrator but it can be searched by using the “Recover Deleted Items” option under the “Folders” tab.