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Outlook Is Working Offline – How to Fix – The native email client from Microsoft Windows

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Click Send / Receive > Work Offline. Offline command on the ribbon. When Outlook switches between working online and offline, all email accounts are changed. Offline access lets you use Outlook Web App on your laptop or PC when you’re not connected to the Internet. After you’ve enabled offline access, Outlook Web.
 
 

 

Microsoft Outlook for business – Microsoft.How to Fix “Outlook Stuck in Offline Mode” Error? [Solved]

 

This article was written by the product team that created Microsoft Outlook for the best possible reason — our customers asked. Outlook is designed to be used by a wide audience with many work needs and styles. Although there’s no one “right way,” there are a few ways of working in the program that we know to be easier than others.

We hope that by being aware of the best practices, you will have the best experience possible using Outlook. This guide represents our advice on how to get the most out of Outlook.

A few core scenarios are covered to help you leverage Outlook into your information management needs. Spend lots of time every day using Outlook to send and receive messages and to set up or attend meetings. Basic principles of good time management.

Setting up Outlook The layout. To-Do Bar. Quick Steps. Tame your Inbox with the four Ds. Daily review: Managing your time and tasks. Tasks: Doing your work. Find that message: Searching effectively. How to find a message from a particular person. Write great email messages. Calendar and meetings. Frequently asked questions. About the author. Outlook is a tool to help you manage your email messages, calendar, contacts, and tasks.

To get the most out of Outlook, we suggest a few basic principles:. Reduce the number of places where you read messages. If you’re using a new version of Microsoft , you can use Focused Inbox for Outlook to automatically separate the types of messages you’re most likely to read right away from other messages. Let some messages pass by. Use rules to send the messages that you don’t need to read right away into their own folders. Such as folders for projects or Contact Group folders.

Reduce the number of places where you manually file messages. Reduce the mental tax of filing by relying on search to locate messages. Reduce your to-do list to one list.

Use a single to-do list and a single calendar to manage what you need to do. Even if you don’t use all of the best practices described here, following only a few will improve your experience with Outlook. The first step in following these best practices is to set up a system to optimize how you use Outlook. The Navigation Pane open on the left. Your messages in Conversations view , with messages sent directly to you automatically formatted in blue.

The Reading Pane on the right. The To-Do Bar open on the far right. If your screen resolution is less than by pixels, the To-Do Bar can be minimized.

Cached Exchange Mode turned on. For details on how to set up the recommended layout, see the FAQ section. An Inbox for messages that you need to process deal with.

Your Inbox is for messages sent directly to you or that could be important for you to read. If you receive many messages that go back and forth among several different people, change to Conversations view. Otherwise, use the date arrangement the default arrangement. Use automatic formatting rules to make all messages sent only to you blue. A single reference folder, under the Inbox, for all reference material that you might want to refer back to later.

Nothing is automatically filed that is, with a rule into this folder. Name this folder 1-Reference. Adding the 1- will cause it to be the first item under the Inbox.

This folder is created under the Inbox so that you can collapse the Inbox and remove it from view. Set this folder to auto archive annually.

Note: If this folder becomes too large 10, items or more , Outlook might become slow when switching to this folder. A folder for career-related, private, and personal messages. Having a separate folder for personal and career-related information gives you the freedom to search for a message while someone is standing over your shoulder without worrying that a personally sensitive message will appear. Name this folder 2-Personal. Managers might have a single folder for feedback on their employees called 3-Management.

Set these folders to auto archive annually. A set of folders for Contact Group messages. Create a single, top-level folder under your Inbox called Contact Groups , and then create a subfolder for each topic of Contact Groups. Usually, one folder per Contact Group is enough, but if you are on several related Contact Groups, consider having all of the messages delivered to the same folder.

These messages should go directly to your Inbox. Set your Contact Group folders to auto archive every six months or more frequently if they are time sensitive — for example, a Contact Group for finding carpool rides should be archived daily. A set of folders for RSS Feeds. Outlook creates these folders automatically. Search folders are useful for gathering information from across different mail and RSS folders. Search folders can be especially useful when you need to gather information that is saved in different folders — for example, when preparing for a quarterly meeting.

If you receive a large volume of messages more than messages a day , search folders might be a good way for you to parse mail from different senders.

Favorites give visibility to folders that are otherwise buried in your mail folder list. Favorites , a subset of your mail folders, appear at the top of the navigation pane.

The goal of organizing your Outlook is to reduce the amount of unnecessary “noise” in your Inbox and to make the most important items bubble to the top.

Rules help this process by moving messages into folders based on criteria that you set. Rules filter the messages coming into your Inbox for must-read items only. You can see who has accepted by checking the tracking tab inside the meeting window. Defer Sent Items This rule delays sending messages by one minute or longer. When using this rule, make sure that your messages have been sent before you shut down your computer. Multiple Contact Groups that are similar should use the same rule and be filed in the same folder.

Any messages that you must read should go directly into your Inbox. The To-Do Bar is the panel on the right side of Outlook.

It shows you a calendar, your upcoming appointments, and your unified task list, which contains:. Show favorite contacts. The default arrangement for tasks is by Due Date, but you might consider changing the arrangement to Start Date, depending upon how you use flags. If you want to see the tasks that you have pushed out for next week on Monday, arrange by Start Date. If you want to see tasks on the day that they are due, arrange by Due Date.

If you receive a lot of messages or are easily distracted by the notification sound that plays for incoming messages, we recommend turning off the following options:. The new mail pop-up alerts. To change these settings, select the File button, select Options , and then select Mail. Categories in Outlook allow you to manage items in many different ways. There are three main types of categories that we recommend creating:. For example, they can help you more easily identify what you can do now and help you group similar tasks so that you can do them all at once.

Each of your direct reports and your manager for items that you want to review the next time you meet for example, a category named Manager. Each of the major locations or types of activities that you do, so that you can perform bulk actions a useful part of managing your tasks , for example:.

Commute for tasks that you can do on the way home from work. Email for tasks that involve email messages, meetings, or any other aspect of Outlook. Meeting for items that you need in order to prepare for a meeting. Offline for tasks that take you away from the computer, such as making a copy of a document.

Online for tasks that you can accomplish only online or through a Web browser. Read for tasks that involve just reading — not responding. Waiting for messages or tasks for which you are awaiting a response, but there is no explicit next action for you. Note: Using the symbol makes the categories stand out in your category list.

 
 

Microsoft outlook 2013 offline to online free.Microsoft Privacy Statement

 
 

The Enterprise and Developer Products enable you to purchase, subscribe to, or use other products and online services from Microsoft or third parties with different privacy practices, and those other products and online services are governed by their respective privacy statements and policies.

Personal Data. Customer is the controller of Personal Data and Microsoft is the processor of such data, except when a Customer acts as a processor of Personal Data, in which case Microsoft is a subprocessor or b as stated otherwise in the standard Products and Services DPA. We use Personal Data in the least identifiable form that will support processing necessary for these business operations. We generally aggregate Personal Data before using it for our business operations, removing the ability to identify specific individuals.

Administrator Data. Administrator Data is the information provided to Microsoft during sign-up, purchase, or administration of Enterprise Online Services. We use Administrator Data to provide the Enterprise Online Services, complete transactions, service the account, detect and prevent fraud, and comply with our legal obligations.

Administrator Data includes the name, address, phone number, and email address you provide, as well as aggregated usage data related to your account, such as the controls you select.

Administrator Data also includes contact information of your colleagues and friends if you agree to provide it to Microsoft for the limited purpose of sending them an invitation to use the Enterprise Online Services; we contact those individuals with communications that include information about you, such as your name and profile photo.

As needed, we use Administrator Data to contact you to provide information about your account, subscriptions, billing, and updates to the Enterprise Online Services, including information about new features, security, or other technical issues. We also contact you regarding third-party inquiries we receive regarding use of the Enterprise Online Services, as described in your agreement. You cannot unsubscribe from these non-promotional communications.

We may also contact you regarding information and offers about other products and services, or share your contact information with Microsoft’s partners. Microsoft will not share your confidential information or contact information with the authorized partner unless we have sufficient rights to do so. You can manage your contact preferences or update your information in your account profile.

Payment Data. We use payment data to complete transactions, as well as to detect and prevent fraud. Support Data.

Customers provide or authorize Microsoft to collect data in connection with obtaining technical support for the Enterprise Online Services. Local Software and Diagnostic Data. Some Online Services may require, or may be enhanced by, the installation of local software e. The local software may collect Diagnostic Data as defined in the Products and Services DPA about the use and performance of that software.

Bing Search Services Data. Bing Search Services, as defined in the Product Terms, use data such as search queries as described in the Bing section of this privacy statement.

Enterprise and developer software and enterprise appliances collect data to operate effectively and provide you the best experiences. The data we collect depends on the features you use, as well as your configuration and settings, but it is generally limited to device and usage data. Customers have choices about the data they provide. Here are examples of the data we collect:.

Microsoft uses the data we collect from enterprise and developer software and enterprise appliances to provide and improve our products, to deliver customer support, to activate the product, to communicate with you, and to operate our business.

For detailed information about what data we collect, how we use it, and how to manage your privacy options, visit the SQL Server privacy page. HoloLens headsets are self-contained Windows computers with Wi-Fi connectivity that enable a mixed reality experience for apps and solutions. Microsoft collects diagnostic data to solve problems and to keep Windows running on HoloLens up to date, secure, and operating properly.

Learn more about Windows diagnostic data. HoloLens also processes and collects data related to the HoloLens experience and device, which include cameras, microphones, and infrared sensors that enable motions and voice to navigate. The headset’s microphones enable voice commands for navigation, controlling apps, or to enter search terms. Learn more about voice data collection.

Productivity and communications products are applications, software, and services you can use to create, store, and share documents, as well as communicate with others. Microsoft , previous versions called Office , is a collection of productivity services and Office applications including Word, Excel, PowerPoint, and Outlook, among others. For more details about Outlook, see the Outlook section of this privacy statement.

Microsoft is a service that is comprised of client software applications and connected online services that span many platforms and have numerous interdependent experiences. Various Microsoft services enable you to use your file content for designs and recommendations, collaborate with others within your documents, and provide you functionality from other Microsoft products, such as Bing and Cortana, and third-party connected products.

If you work in an organization, your administrator may turn off or disable these connected services. See Account Privacy Settings for more information. Office Roaming Service. The Office Roaming Service helps keep your Microsoft settings up to date across your devices running Microsoft When you sign in to Microsoft with your Microsoft account or an account issued by your organization, the Office Client Policy Service is turned on and syncs some of your customized Microsoft settings to Microsoft servers such as a list of most recently used documents and the last location viewed within a document.

When you sign in to Microsoft on another device with the same account, the Office Roaming Service downloads your settings from Microsoft servers and applies them to the additional device. The Office Roaming Service also applies some of your customized Microsoft settings when you sign in to Office. When you sign out of Microsoft , the Office Roaming Service removes your Microsoft settings from your device. Any changes you make to your customized Microsoft settings are sent to Microsoft servers.

Microsoft Updates. Microsoft uses services such as Click-to-Run or Microsoft AutoUpdate to provide you with security and other important updates.

Click-to-Run Update Service. The Click-to-Run Update Service allows you to install certain Microsoft products over the internet. The Click-to-Run Update Service also automatically detects online updates to Click-to-Run-enabled products on your device and downloads and installs them automatically. Translator used in Office apps is designed as a no-trace connected experience. With no trace connected experience, no portion of your translation request that gets sent to Microsoft Translator API service will be logged, your submitted text will not be used to improve the quality of the Microsoft Translator service, and there will not be any record of any portion of your data retained by Microsoft.

Diagnostic Data. Diagnostic data is used to i keep your Office apps secure and up to date; ii detect, diagnose, and remediate problems; and iii make product improvements. This data does not include a user’s name or email address, the content of the user’s files, or information about apps unrelated to Office.

Users have a choice between two different levels of diagnostic data collection, Required and Optional. See Diagnostic Data in Office for more information. Connected Experiences. Microsoft continues to provide more experiences in client applications that are connected to and backed by cloud-based services. If you choose to use connected experiences, required service data will be collected to help keep these connected experiences reliable, up to date, secure, and performing as expected.

Microsoft consists of client software applications and connected experiences designed to enable you to create, communicate, and collaborate more effectively. Working with others on a document stored on OneDrive for Business or translating the contents of a Word document into a different language are examples of connected experiences.

There are two types of connected experiences. These privacy settings allow you to configure your connected experiences. For example, you can choose to enable connected experiences that download online content, but not connected experiences that analyze content. Turning off connected experiences will also turn off additional experiences, such as document co-authoring and online file storage.

But even if you use this privacy setting to turn off connected experiences, certain functionality will remain available, such as syncing your mailbox in Outlook, as well as essential services described below.

If you choose to disable certain types of connected experiences, either the ribbon or menu command for those connected experiences will be grayed out or you will get an error message when you try to use those connected experiences. There are a set of services that are essential to how Microsoft functions and cannot be disabled. For example, the licensing service that confirms that you are properly licensed to use Microsoft is essential.

Required service data about these services is collected and sent to Microsoft, regardless of any other settings that you have configured. See Essential Services for more information. Required service data for connected experiences.

As you use a connected experience, data is sent to and processed by Microsoft to provide you that connected experience. This data is necessary because this information enables us to deliver these cloud-based connected experiences. We refer to this data as required service data. Required service data can include information related to the operation of the connected experience that is needed to keep the underlying service secure, up to date, and performing as expected.

If you choose to use a connected experience that analyzes your content, for example Translate in Word, the text you typed and selected to translate is also sent and processed to provide you the connected experience. Your text and the translation are not stored by our service. Required service data can also include information needed by a connected experience to perform its task, such as configuration information about the Office app.

See Required service data for Office for more information. This section applies to the consumer offering of Teams; if you are using Teams with a school or work account, see the Enterprise and developer products of this privacy statement. Teams is an all-in-one collaboration and communication hub.

Teams lets you stay organised and connected across your entire life. Teams allows you to call people with voice or video calling. Teams allows you to easily find people, files, photos, conversations, tasks, and calendars in one convenient and secure place. Teams allows you to store confidential information like passwords, rewards numbers, or login information and share it with others within Teams.

With your consent, you can share your location with friends and family. As part of providing these features, Microsoft collects data about the usage of the features as well as information about your communications, including the time and date of the communication and users that are part of the communication. Teams profile. Your Teams profile includes information you provided when you set up a Microsoft account.

To enable other people to find you on Teams or products that interact with Teams for personal use, including Teams for enterprise your display name and picture are visible to other users on Teams that have your contact information. Teams contacts. With your permission, Teams will sync your device, Outlook, and Skype contacts periodically and check for other Teams users that match contacts in your device, Outlook, or Skype address books. You are always in control of your contacts and can stop syncing at any time.

If you choose to stop syncing your device, Outlook, or Skype contacts, or you are inactive on your device, any contacts that have not been matched during the synchronization process will be deleted from Teams.

If you wish to invite any of your device, Outlook, or Skype contacts to join a conversation, you can invite users to a directly, or Microsoft can send an invitation on your behalf via SMS or email for invitations to group conversations. You can block users if you do not want to receive their communications; additionally, you can report a concern to Microsoft. Notice to non-user contacts. If your information appears in the device, Outlook, or Skype address books of a Teams user who chooses to sync their device, Outlook, or Skype contacts with their Teams contacts, Microsoft may process your data in order to determine whether you are a current Teams user and to allow Teams users to invite you to the service, including via SMS and email.

Learn more about how we process your information in connection with the contact syncing feature offered to Teams users. If you do choose to join Teams, you will appear as a suggested new Teams contact for any Teams users with your information in their device, Outlook, or Skype address books.

As a Teams user, you will be able to block other Teams users if you do not want to receive their communications; additionally, you can report a concern to Microsoft. Third-party contacts. You can also choose to sync contacts from third-party providers.

If you choose to unsync your third-party contacts on Teams, all third-party contacts are deleted from Teams. If you gave your consent to use those third-party contacts on other Microsoft apps and services, these contacts will still be available to those other Microsoft apps and services. You can remove third-party contacts from all Microsoft apps and services by removing third-party accounts from Teams. Please note that removing a third-party account from Teams may impact your experiences on other Microsoft apps and services that also use that third-party account.

Teams calendar. You can also choose to sync your Teams calendar with calendars from third-party providers. You can stop syncing your Teams calendar anytime by removing a third-party account from Teams. If you have consented to use third-party data on other Microsoft apps and services, please note that removing this third-party account data in Teams may impact your experiences on other Microsoft apps and services.

Location sharing. You can share your static or live location with individuals or groups within Teams. You are in control and can stop sharing at any time. Sharing location for children is permitted with parental consent and in groups where an adult from the Microsoft family group is present. Push notifications. To let you know of incoming calls, chats, and other messages, Teams uses the notification service on your device. For many devices, these services are provided by another company.

To tell you who is calling, for example, or to give you the first few words of the new chat, Teams has to tell the notification service so that they can provide the notification to you. The company providing the notification service on your device will use this information in accordance with their own terms and privacy policy.

Microsoft is not responsible for the data collected by the company providing the notification service. If you do not want to use the notification services for incoming Teams calls and messages, turn it off in the settings found on your device.

OneDrive lets you store and access your files on virtually any device. You can also share and collaborate on your files with others. Some versions of the OneDrive application enable you to access both your personal OneDrive by signing in with your personal Microsoft account and your OneDrive for Business by signing in with your work or school Microsoft account as part of your organization’s use of Microsoft or Office When you use OneDrive, we collect data about your usage of the service, as well as the content you store, to provide, improve, and protect the services.

Examples include indexing the contents of your OneDrive documents so that you can search for them later and using location information to enable you to search for photos based on where the photo was taken.

We also collect device information so we can deliver personalized experiences, such as enabling you to sync content across devices and roam customized settings. When you store content in OneDrive, that content will inherit the sharing permissions of the folder in which you store it.

For example, if you decide to store content in the public folder, the content will be public and available to anyone on the internet who can find the folder.

If you store content in a private folder, the content will be private. When you share content to a social network like Facebook from a device that you have synced with your OneDrive account, your content is either uploaded to that social network, or a link to that content is posted to that social network.

Doing this makes the content accessible to anyone on that social network. To delete the content, you need to delete it from the social network if it was uploaded there, rather than a link to it and from OneDrive. When you share your OneDrive content with your friends via a link, an email with the link is sent to those friends.

The link contains an authorization code that allows anyone with the link to access your content. If one of your friends sends the link to other people, they will also be able to access your content, even if you did not choose to share the content with them.

To revoke permissions for your content on OneDrive, sign in to your account and then select the specific content to manage the permission levels. Revoking permissions for a link effectively deactivates the link. No one will be able to use the link to access the content unless you decide to share the link again. Files managed with OneDrive for Business are stored separately from files stored with your personal OneDrive.

Outlook products are designed to improve your productivity through improved communications and include Outlook. You will need to create a Microsoft account to use Outlook. When you delete an email or item from a mailbox in Outlook. When the Deleted Items folder is emptied, those emptied items remain in our system for up to 30 days before final deletion, unless we are legally required to retain the data for longer.

Outlook applications. Outlook client applications are software you install on your device that permits you to manage email, calendar items, files, contacts, and other data from email, file storage, and other services, like Exchange Online or Outlook. You can use multiple accounts from different providers, including third-party providers, with Outlook applications. To add an account, you must provide permission for Outlook to access data from the email or file storage services. When you add an account to Outlook, your mail, calendar items, files, contacts, settings and other data from that account will automatically sync to your device.

If you are using the mobile Outlook application, that data will also sync to Microsoft servers to enable additional features such as faster search, personalized filtering of less important mail, and an ability to add email attachments from linked file storage providers without leaving the Outlook application.

If you are using the desktop Outlook application, you can choose whether to allow the data to sync to our servers. At any time, you can remove an account or make changes to the data that is synced from your account. If you add an account provided by an organization such as your employer or school , the owner of the organizational domain can implement policies and controls for example, requiring multi-factor authentication or the ability to remotely wipe data from your device that can affect your use of Outlook.

To learn more about the data the Outlook applications collect and process, please see the Microsoft section of this privacy statement. Skype lets you send and receive voice, video, SMS, and instant message communications.

This section applies to the consumer version of Skype; if you are using Skype for Business, see the Enterprise and developer products section of this privacy statement. As part of providing these features, Microsoft collects usage data about your communications that includes the time and date of the communication and the numbers or user names that are part of the communication.

Skype profile. Your Skype profile includes information you provided when you set up a Microsoft account. To enable other people to find you on Skype or products that interact with Skype, such as Skype for Business , depending on your profile settings, your Skype profile is included in the Skype public search.

Your profile includes your user name, avatar, and any other data you choose to add to your profile or display to others. Emergency calling in the United States. If you enable location sharing for emergency calling, your location will be periodically collected to enable Microsoft to share your location with emergency calling service providers if you dial Your location information is only shared if you enable location sharing for emergency calling and you initiate a call.

Skype contacts. If you use Outlook. With your permission, Skype will sync your device contacts periodically and check for other Skype users that match contacts in your device or Outlook address books.

You can block users if you do not want to receive their communications. If you choose to stop syncing your device contacts, or you are inactive on your device, any contacts that have not been matched during the synchronization process will be deleted from Skype. If you wish to invite any of your device or Outlook contacts to join a conversation, you can invite users to a directly, or Microsoft can send an invitation on your behalf via SMS or email for invitations to group conversations.

If your information appears in the device or Outlook address book of a Skype user who chooses to sync their device or Outlook contacts with their Skype contacts, Microsoft may process your data in order to determine whether you are a current Skype user and to allow Skype users to invite you to the service, including via SMS and email.

Learn more about how we process your information in connection with the contact syncing feature offered to Skype users. If you do choose to join Skype, you will appear as a suggested new Skype contact for any Skype users with your information in their device or Outlook address books. As a Skype user, you will be able to block other Skype users if you do not want to receive their communications; additionally, you can report a concern to Microsoft. Partner companies. To comply with applicable law or respond to valid legal process, or to help our partner company or local operator comply or respond, we may access, transfer, disclose, and preserve your data.

That data could include, for example, your private content, such as the content of your instant messages, stored video messages, voicemails, or file transfers. Skype Manager. When you set up a group, you will be the Skype Manager Administrator and can see the patterns of usage, including detailed information, like traffic data and details of purchases, of other members of the group who have consented to such access.

If you add information like your name, other people in the group will be able to see it. Members of the group can withdraw consent for Skype Manager by visiting their Skype account page. To let you know of incoming calls, chats, and other messages, Skype apps use the notification service on your device.

To tell you who is calling, for example, or to give you the first few words of the new chat, Skype has to tell the notification service so that they can provide the notification to you. If you do not want to use the notification services for incoming Skype calls and messages, turn it off in the settings found in the Skype application or your device. Translation features.

With your permission, your data may be used to help improve Microsoft products and services. To help the translation and speech recognition technology learn and grow, sentences and automatic transcripts are analyzed and any corrections are entered into our system, to build better performing services. This data may include manual transcription of your voice clips. To learn more about how Microsoft manages your voice data, see Speech recognition technologies. Recording features. The recording will be stored and shared as part of your conversation history with the person or group with whom the call occurred.

You should understand your legal responsibilities before recording any communication. This may include obtaining the prior consent of everyone participating in the conversation or any other authorizations as required.

Microsoft is not responsible for how you use your recordings or the recording features. Skype bots. Bots are programs offered by Microsoft or third parties that can do many useful things like search for news, play games, and more. Depending on their capabilities, bots may have access to your display name, Skype ID, country, region, language, and any messages, audio, video, or content that you share with the bot.

Please review the bot profile and its privacy statement before engaging in a one-to-one or group conversation with a bot. You can delete a bot that you no longer wish to engage with. Prior to adding a bot to a group, please ensure that your group participants have consented to their information being shared with the bot. Certain Skype features include accessibility functionality such as captioning. During Skype calls, a call participant can activate a voice-to-text feature, which allows the user to view the audio chat as text.

If a user activates this feature, other call participants will not receive a notification. Microsoft uses this voice and text data to provide captioning of audio for users. The Surface Duo is a device featuring two screens that fits in your pocket for productivity on the go. Powered by the Google Android operating system, Surface Duo supports cellular and Wi-Fi connectivity and can be used for email, internet browsing, games, and business connectivity.

Microsoft provides a core Surface Duo experience that runs on the Android operating system. Microsoft apps and services may rely on information provided by Google. Some features, such as location, require that you enable this functionality for Google and separately allow Microsoft to leverage this information.

Diagnostic data. Surface Duo collects diagnostic data to solve problems and to keep the core Surface Duo experience up to date, secure, and operating properly. This data also helps us improve Surface Duo and related Microsoft products and services.

The data does not include your user name, email address, or the content of your files. There are two levels of diagnostic data: Required diagnostic data and Optional diagnostic data. Learn more in Surface Duo Privacy Settings. Surface Duo location settings.

The location of your Surface Duo can be determined with varying degrees of accuracy and may in some cases be determined precisely. If you want Microsoft apps to be able to reference or display weather or other location related information, you need to enable Google location services and Microsoft location access.

See Surface Duo Location Settings for more information. Microsoft apps included with the Surface Duo. The other Microsoft apps on your Surface Duo may prompt you to enable functionality to enable the full experience of the app or you may be asked to allow optional diagnostic data collection.

You can change the settings for these apps in the Surface Duo Settings under the app name. More information about these apps is available in the Productivity and communications products and Search, Microsoft Edge, and artificial intelligence sections of this Privacy Statement. Search and artificial intelligence products connect you with information and intelligently sense, process, and act on information—learning and adapting over time.

Bing services include search and mapping services, as well as the Bing Toolbar and Bing Desktop apps. Bing services collect and process data in many forms, including text that has been inked or typed, voice data, and images. Bing services are also included within other Microsoft services, such as Microsoft , Cortana, and certain features in Windows which we refer to as Bing-powered experiences.

When you conduct a search, or use a feature of a Bing-powered experience that involves conducting a search or entering a command on your behalf, Microsoft will collect the searches or commands you provide which may be in the form of text, voice data, or an image , along with your IP address, location, the unique identifiers contained in our cookies or similar technologies, the time and date of your search, and your browser configuration.

For example, if you use Bing voice-enabled services, your voice input and performance data associated with the speech functionality will be sent to Microsoft. And, if you use Bing image-enabled services, the image you provide will be sent to Microsoft. When you use Bing-powered experiences, such as Bing Lookup to search a particular word or phrase within a webpage or document, that word or phrase is sent to Bing along with some surrounding content in order to provide contextually relevant search results.

Search suggestions. For the search suggestions feature, the characters that you type into a Bing-powered experience such as search and site suggestions in the Microsoft Edge browser to conduct a search and what you click on will be sent to Microsoft. This allows us to provide you with relevant suggestions as you type your searches. To turn this feature on or off, while using Bing Search, go to Bing Settings. There are other methods to control this feature in other Bing-powered experiences, such as the Microsoft Edge browser.

Search Suggestions cannot be turned off in the search box in Windows 10 and Windows If you choose, you can always hide the search box or icon on the taskbar. Bing experience improvement program for Bing Desktop and Bing Toolbar. If you are using Bing Desktop or Bing Toolbar and choose to participate in the Bing Experience Improvement Program, we also collect additional data about how you use these specific Bing apps, such as the addresses of the websites you visit, to help improve search ranking and relevance.

To help protect your privacy, we do not use the data collected through the Bing Experience Improvement Program to identify or contact you or target advertising to you. Finally, we delete the information collected through the Bing Experience Improvement Program after 18 months. Having a separate folder for personal and career-related information gives you the freedom to search for a message while someone is standing over your shoulder without worrying that a personally sensitive message will appear.

Name this folder 2-Personal. Managers might have a single folder for feedback on their employees called 3-Management. Set these folders to auto archive annually. A set of folders for Contact Group messages. Create a single, top-level folder under your Inbox called Contact Groups , and then create a subfolder for each topic of Contact Groups.

Usually, one folder per Contact Group is enough, but if you are on several related Contact Groups, consider having all of the messages delivered to the same folder.

These messages should go directly to your Inbox. Set your Contact Group folders to auto archive every six months or more frequently if they are time sensitive — for example, a Contact Group for finding carpool rides should be archived daily. A set of folders for RSS Feeds. Outlook creates these folders automatically. Search folders are useful for gathering information from across different mail and RSS folders. Search folders can be especially useful when you need to gather information that is saved in different folders — for example, when preparing for a quarterly meeting.

If you receive a large volume of messages more than messages a day , search folders might be a good way for you to parse mail from different senders. Favorites give visibility to folders that are otherwise buried in your mail folder list. Favorites , a subset of your mail folders, appear at the top of the navigation pane.

The goal of organizing your Outlook is to reduce the amount of unnecessary “noise” in your Inbox and to make the most important items bubble to the top. Rules help this process by moving messages into folders based on criteria that you set.

Rules filter the messages coming into your Inbox for must-read items only. You can see who has accepted by checking the tracking tab inside the meeting window. Defer Sent Items This rule delays sending messages by one minute or longer.

When using this rule, make sure that your messages have been sent before you shut down your computer. Multiple Contact Groups that are similar should use the same rule and be filed in the same folder. Any messages that you must read should go directly into your Inbox. The To-Do Bar is the panel on the right side of Outlook. It shows you a calendar, your upcoming appointments, and your unified task list, which contains:. Show favorite contacts.

The default arrangement for tasks is by Due Date, but you might consider changing the arrangement to Start Date, depending upon how you use flags. If you want to see the tasks that you have pushed out for next week on Monday, arrange by Start Date. If you want to see tasks on the day that they are due, arrange by Due Date.

If you receive a lot of messages or are easily distracted by the notification sound that plays for incoming messages, we recommend turning off the following options:. The new mail pop-up alerts. To change these settings, select the File button, select Options , and then select Mail. Categories in Outlook allow you to manage items in many different ways. There are three main types of categories that we recommend creating:.

For example, they can help you more easily identify what you can do now and help you group similar tasks so that you can do them all at once. Each of your direct reports and your manager for items that you want to review the next time you meet for example, a category named Manager.

Each of the major locations or types of activities that you do, so that you can perform bulk actions a useful part of managing your tasks , for example:. Commute for tasks that you can do on the way home from work. Email for tasks that involve email messages, meetings, or any other aspect of Outlook. Meeting for items that you need in order to prepare for a meeting. Offline for tasks that take you away from the computer, such as making a copy of a document.

Online for tasks that you can accomplish only online or through a Web browser. Read for tasks that involve just reading — not responding. Waiting for messages or tasks for which you are awaiting a response, but there is no explicit next action for you. Note: Using the symbol makes the categories stand out in your category list. Marking before certain categories helps to keep these categories at the top of your category list and reminds you of where you should be when you are performing this task for example, Phone is “at the phone”.

Each important topic or project so that you can easily find messages on a given topic — especially if there is no word in the body or subject of the message that would make it appear in a search. You can apply multiple categories to a single item — as opposed to filing, where items can live in only one folder at a time.

For example, an important message that you want to discuss with your manager before you respond might be categorized with both the Email category and the Manager category. As you will see, categories help messages and tasks stand out in your To-Do Bar, make searching more efficient, and help you get ready for meetings.

Note: Be very careful about categorizing your outgoing messages — your recipients might be able to see your categories. Quick Steps give you the ability to perform multiple actions in one click. They are a useful tool to help you keep a clean inbox and to generally be more efficient at using Outlook. Any time you find yourself repeatedly doing the same steps in Outlook, try creating a Quick Step.

For more information, see Automate common or repetitive tasks with Quick Steps :. In addition to Quick Steps listed above, depending upon your job and your general day to day activities, you might want to create the following types of Quick Steps:. You categorize many of your messages before you file them to help you find them later. Create one per category you use often. You are flagging things for different dates, such as Tomorrow, This Week, etc. Create one per flag you use often.

You use a few categories to help you understand what context your tasks are. Example: Read: Flags for tomorrow, categorizes with Read category. You receive some messages from Contact Groups in your Inbox due to rules, inadvertently. Example: You have a rule to file all messages from Contact Group foo into a folder, unless it has the word bar anywhere in the body.

After you start creating Quick Steps, you will find that there might be other ways that you can optimize the number of clicks required to get something done. Whenever you find yourself doing the same thing repeatedly, try creating a Quick Step.

And as projects change, update your Quick Steps so that they are only the things you really do. Once you set up your system, you are ready to begin managing incoming messages. By making your Inbox the central place for receiving important messages, you can go through it with the confidence that each item is something you need to deal with. If you need to do it, but it takes longer than two minutes including reading , defer hold off on it. If you need it as reference even if you have decided to defer it , move it into your reference folder.

The goal is to reduce the number of times you touch each message. If you never want to receive another message as part of this conversation, ignore it. For example, many messages can be responded to in two minutes or less. But if a message takes longer than two minutes to deal with, defer it. To get a sense of what two minutes feels like, try timing yourself. File it in one of your reference folders for example, 1-Reference using a Quick Step.

To keep a record of the things that you have done, especially for the purposes of reflection around the time of annual reviews or for preparing reports, use the Done Quick Step, which also marks messages as completed. Sometimes you receive a message that is really meant for someone else to deal with. In these cases, reply and include the person you’re delegating the message to on the To line.

If you find you’re doing this often, consider creating a Quick Step that replies and adds the delegated person to the To line. If you want to follow up later, flag it for yourself before sending. In your To-Do Bar, mark the task with the Waiting category. If you will need to refer to the message more than once and you want easy access to it, drag it to the Later group in the To-Do Bar.

If you find that you are repeatedly applying the same categories and flags, create a new Quick Step that flags, categorizes, and files. Once an item has been flagged, it will appear in the To-Do Bar. By flagging it and filing it into your reference folder, you have processed it, and now you can move it out of your view.

Change the name of the task by selecting it in the To-Do Bar or right clicking on it and selecting Rename Task. You can also add a category to help you see at a glance where your next action is. A quick glance at your To-Do Bar with categorized tasks lets you know what is immediately actionable Office , which tasks you are waiting on other people for Waiting , and what you will be meeting about Meeting.

After you process your messages, you can tackle your task list. This is when you respond to those messages that you have deferred. A good example is a message with instructions. File these messages in your reference folder 1-Reference by selecting your Reference Quick Step. Adding a category will make the message easier to find later if you need it for example, Project.

Do this before filing with your Quick Step. After you finish processing your messages, you should have a clean Inbox and can switch your focus to your calendar and tasks. This includes:.

As you review your calendar and your task list, be realistic about what you can accomplish. Sometimes that means saying no. Here are some ways to gain back time by saying no:.

Send messages to let people know that you are working on a response and make sure to flag it for yourself on send. The reality is that if you have a day filled with meetings, you have less time to complete tasks and write messages, so move tasks to other days. As you go through your calendar and tasks, inevitably you will start thinking of more things you need to do. Here are some ways to create tasks in Outlook:.

If you are in a meeting, take notes in OneNote. Flagged items in OneNote appear in the Outlook task list. Add tasks as they come to you by typing in the Type a new task box in the To-Do Bar or in the top of Task list, in a blank space in the Daily Task List, or by selecting New Task in the ribbon. Clean out tasks that you don’t need to do. For flagged messages that you want to keep, select Remove from List , otherwise, just Delete. Make tasks more actionable by changing the task subject of a flagged message.

To change the task subject, select the item in the To-Do Bar and type a new subject or right click, and then select Rename Task. Only the subject you see in your task list changes. Create and assign color categories to help you identify where you need to be to take the next step and to make some tasks stand out.

Rearrange your tasks to group together similar tasks, such as tasks with the same category. To move a task, select the task in the task list and drag it. In this way, you can work on similar tasks together. For tasks that will take some time, drag the tasks onto the calendar to set aside time to get these tasks done.

The process of managing your task list shouldn’t take over your life! As part of good time management, you need time to deal with your messages, manage your appointments and tasks, and reflect on what you have to do.

You can schedule this time for yourself with regular appointments and meetings on your calendar. Your calendar should be treated as your real plan for your time — if you have scheduled it, then that is what you are committed to doing at that time.

Deal with your messages. Setting aside time to deal with messages is especially important if you receive a lot of messages. Even if you have rules set up so that only the important messages appear in your Inbox, you still need time to deal with those messages. Tip: When processing and reading your messages, remove visual clutter by minimizing the Navigation Pane and To-Do Bar by selecting the Reading button in the status bar.

To go back to everything open, select Normal just to the left of Reading. Do a daily and weekly review of your tasks and appointments. Look at your calendar and tasks, and evaluate your appointments and tasks against your priorities. If you have a busy calendar, this is the time for:.

Reflecting on what you’re doing, whether it’s a valuable use of your time, and whether you’re setting the right priorities. Meet regularly with your manager. Regular meetings with your manager can help you explain what you are working on and reset priorities where needed.

To set up a regular or recurring meeting, select Recurrence. Looking at the whole picture of your time and your tasks will help you to prioritize important work over less urgent tasks. Reviewing your past week and upcoming week is also a useful way to help you prepare for a weekly meeting with your manager or help you prepare a status email message.

After you have processed your messages, the best place to do work in Outlook reply to messages and so on is in Tasks. As you go through your task list and your calendar, do similar tasks together.

For example, if you have only a few minutes, make all of your phone calls if you have just a few. Tackle energy-intensive tasks for some, that might be responding to messages when you have more energy. When you synchronize a mobile device by using ActiveSync, for example, full items are downloaded in Outlook, and the synchronization process is less efficient than it is during regular Outlook synchronization to users’ computers.

The Download only headers setting for synchronization is designed for Outlook users who have dial-up connections or cellular wireless connections, to minimize network traffic when there is a slow or expensive connection. For a scenario where users’ actual data throughput is slow, even though their network adapters report a fast connection, you can disable automatic switching to downloading only headers by using the Group Policy option, Disallow On Slow Connections Only Download Headers.

Similarly, there might be connections that Outlook has determined are slow but which provide high data throughput to users. In this case, you can also disable automatic switching to downloading only headers. When an Outlook account is configured to use Cached Exchange Mode, there’s always a local copy of a user’s Exchange mailbox ready in an offline data file. By default, the. When the user is online, the cached mailbox and OAB are periodically updated from Exchange Server in the background.

Any email messages the user drafted while offline are automatically sent when that user is back online. If a user upgrades from an earlier version of Outlook to Outlook and you previously configured Outlook for Cached Exchange Mode, those old Cached Exchange Mode settings are automatically applied, including a new synchronization control for shared mailboxes.

The default location for new. As an administrator, you can configure a different. If you do not specify a different. The Mail to keep offline slider in the Server Settings dialog box in Outlook has been updated to apply to shared folders and lets you set a smaller synchronization window, available by default with Cached Exchange Mode in Outlook The slider allows an Outlook user to limit the email messages that are locally synchronized in a Microsoft Outlook data file.

By default, if Cached Exchange Mode is enabled, Outlook caches email messages only from the last 12 months and removes anything older from the local cache for the PC. These default settings depend on the device, with mobile devices having smaller default settings. The email messages that are removed from the local cache are still available for users to view, but they’ll need to be connected to Exchange Server to view them. Users can view messages that were removed from the local cache by scrolling to the end of a message list in a folder and clicking the message Click here to view more on Microsoft Exchange.

Users can also change how much email to keep offline. You, the administrator, can change the default age or enforce the age of email messages that are removed from the local cache. Remember that customizing Cached Exchange Mode settings is optional. In the Account Name column, click the account you want to configure, and click Modify to display the Exchange Settings dialog box.

By default, Cached Exchange Mode is disabled. Right-click the policy object that you want, and click Edit. The Group Policy Management Editor window opens. In the Default location for OST files text box, enter the default location for. For example:. You can define a new default location for both Personal Microsoft Outlook data files.

The following table shows some settings that you can configure for Cached Exchange Mode. The following table shows some additional settings that you can configure for Exchange connectivity.