View attachment in Reading pane

You can preview certain types of attachments like Word documents, Excel workbooks, PowerPoint presentations, PDF files, and many types of image files directly in the Reading pane:

  • To display the attachment content, click once on the attachment name in the message header: Attachment
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View attachment in Reading pane

  • To return to the message content, click the Back to message button in the upper-left corner of the Reading pane: Back to message button
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View attachment in Reading pane

For other types of attachments Outlook displays an information pane with the Preview file button:

Can not preview
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View message in a new window

To open the message in a new window double click on the message header in the Reading pane or the messages list:

New window
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View message in a new window

When you open the message in the new window, you can navigate from the current message to the previous one or the next one by clicking the Previous Item and Next Item buttons (or pressing Ctrl + < and Ctrl + > accordingly):

Navigation buttons
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Mark messages as read/unread

To mark a message as read or unread, do the following:

  1. Select the message or messages for which you want to change the status.
  2. Do one of the following:
    • On the Home tab, in the Tags group, click the Unread/Read button: Mark read/unread button
    • Right-click the selection and choose the Mark as Read or Mark as Unread command in the popup menu:
      Read popup Unread popup

Open attachments

To open the message attachment, in the Reading pane or separate message window, double-click on the attachment name in the message header:

Attachment
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Open attachments

Outlook opens an attachment directly in the associated application:

View attachment in Excel
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Save attachments

To save message attachments to a file storage location, do the following:

  1. Open the Save All Attachments dialog box by doing any of the following:
    • Click on the attachment name in the message header. Then on the Attachments tab, in the Save to Computer group, click the Save All Attachments button: Save All attachments button
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Save attachments

  • Click on the attachment name in the message window. Then on the Attachments tab, in the Save to Computer group, click the Save All Attachments button: Save all attachements message
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Save attachments

  • Right-click on the attachment and choose the Save All Attachments... command in the popup menu: Save attachments popup
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Save attachments

  • On the File tab, click Save Attachments: Save Attachments button
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Save attachments

  1. In the Save All Attachments dialog box, select the attachments you want to save, and click OK: Select attachments
  2. In the Save Attachment dialog box, browse to the folder in which you want to save the files, and click OK.
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Print messages

Click the Print Options button if you want to change any of them. For example, if you need to print all attachments:

Print options

Click the Preview button to see which and how pages will be printed.

  1. Click Print.
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Open the Junk Email folder

By default, Outlook moves junk or phishing messages to the Junk Email folder associated with your account:

Junk folder

Outlook shows message content in the Junk Email folder in plain text and disables links or content within the message. The InfoBar in the message header provides detailed information about the message status.

Block sender

If you received an email from the sender that you want to block, select this message and block the sender, or add the sender to the Block Senders list:

To block the sender, do the follwing:

  1. On the Home tab, in the Delete group, click Junk: Junk button
  2. In the Junk drop-down list, choose the Block Sender action, or right-click on the selected email and choose the Junk > Block Sender action:
    Block sender action Block sender popup
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Block sender

Outlook will show the message that the chosen sender is blocked, for example:

Block sender message
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Block sender

To add a sender to the Block Senders list, do the following:

  1. On the Home tab, in the Delete group, click on the Junk drop-down list and then click Junk E-mail Options...: Junk E-mail Options dialog
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Block sender

  1. In the Junk Email Options dialog box, select the Blocked Senders tab: Blocked senders tab
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Add to the Block Senders list

  1. To add a new sender to the Blocked Senders list, click Add... and then in the Add address or domain dialog box, enter the sender's address. For example: Add address dialog
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Unblock sender

If you have an email from the sender in the Junk E-mail (Spam) folder that you want to unblock, select this message and unblock the sender, or add the sender to the Safe Senders list.

To unblock the sender, do the following:

  1. On the Home tab, in the Delete group, click on the Junk drop-down list: Junk button
  2. In the Junk drop-down list, select the Never Block Sender action, or right-click on the selected email and choose Junk > Never Block Sender:
    Never block action Never block popup
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Unblock sender

  1. Outlook will show the message that the chosen sender is unblocked, for example: Never block message
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Unblock sender

To add any sender to the Safe Senders list, do the following:

  1. On the Home tab, in the Delete group, click on the Junk drop-down list and then click the Junk E-mail Options...: Junk E-mail Options dialog
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Unblock sender

  1. In the Junk Email Options dialog box, select the Safe Senders tab: Safe Senders tab
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Unblock sender

  1. To add a new sender to the Safe Senders list, click Add... and then in the Add address or domain dialog box, enter the sender's address. For example: Add address dialog
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Move out of the Junk Email folder

If you have a legitimate letter in your Junk Email folder, you can move it to your Inbox or any other folder by doing the following:

  1. Select the message(s) you want to move.
  2. On the Home tab, in the Move group, click the Move drop-down list and then choose the Other Folder... action: Other Folder action Or, right-click on the selection and choose the Move > Other Folder... action in the popup menu: Other Folder popup
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Move out of the Junk Email folder

  1. In the Move Items dialog box, select the folder in which you want to move the selected message(s): Move Items dialog
  2. Click OK.
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Empty the Junk Email folder

To empty the Junk Email folder of any mailbox, do the following:

  1. Open the Junk Email folder.
    Remember that the Junk Email folder associated with your account. So, there are several Junk Email folders in your local Outlook, if you configured multiple accounts.
  2. Right-click on the Junk Email folder, and then choose the Empty Folder action in the popup menu: Empty Folder action
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Empty the Junk Email folder

  1. In the Outlook message box, click Yes to confirm that you want to delete the messages permanently: Empty Folder message
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Set the search scope

The Search tab appears when you activate the Search box in Outlook by clicking the Search icon, or by pressing Ctrl + A or Alt + Q:

Search toolbar

To change the scope of the search operation, do one of the following:

  • By default, the search operation works for the Current Folder (you can choose Current Folder also by pressing Ctrl + Alt + A): Advanced Search dialog
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Set the search scope

Search scope buttons
  • To search across all connected accounts, on the Search tab, in the Scope group, select All Mailboxes or press Ctrl + Alt + A.
  • To include subfolders of the current folder into the search scope, on the Search tab, in the Scope group, select Subfolders or press Ctrl + Alt + Z.
  • To include messages, appointments, contact records, tasks, and notes from all connected accounts into the search scope, on the Search tab, in the Scope group, select All Outlook Items.
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Search specific messages

  • Use the Search tab to add filters one by one:
    1. On the Search tab, in the Refine group, click the Search for Mail by Received Date drop-down list, and then select Last Week: Term filter
    2. Add the filter to search messages Form the specific sender. On the Search tab, in the Refine group, click the Search by Sender button, and then enter the email address in the Search toolbar: From filter

    You can use the Sender Name and the email address as well.

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Search specific messages

  1. Add the filter to search messages with attachments. On the Search tool tab, in the Refine group, click the Search for Items with Attachments button: Attachment filter

Every time after adding a new condition, you will see the search results in the Results pane:

Results pane
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Close the search results view

To return to the original content view, do one of the following:

  • On the Search tab, in the Close group, click the Cancel Current Search button: Close the results pane
  • Click any folder in the Folder pane