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Before you start:
Outlook 2010 and Outlook 2013 use Windows Desktop Search (WDS) to help you find email and other items. This article expl. ZeroConfigExchange - Automating the Creation of an Outlook Profile for Exchange Accounts GCozier on 04-08. We're migrating users from GroupWise to on-prem Exchange 2016 and Outlook 2016 (from Office 2016 Pro) on.
- Make sure that your PC meets the iCloud system requirements.
- Download iCloud for Windows.
- Sign in to iCloud for Windows with your Apple ID. If you don't use iCloud for Windows, set up two-factor authentication and sign in to Outlook with your Apple ID user name and an app-specific password.
- Check the System Status page to see if there are any known issues affecting iCloud Mail, Contacts, or Calendars.
- Make sure the date and time settings on your device are correct.
- Make copies of your iCloud data.
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If you don’t have devices that can be updated to iOS 9 or OS X El Capitan, you can set up two-step verification instead.
Resolve Duplicates
- If you’re having trouble with duplicate calendars, we can help you remove them.
- And if you see duplicate contacts, we'll help you remove them as well.
Check your Internet connection
- Try to open apple.com. If you can’t connect, then your iCloud Calendars, Contacts or Reminders won’t update in Outlook. You'll need to get help with your Internet connection.
- Try to open a secure website from your PC. If you see an error message such as 'connection timed out,' you'll need to contact your Internet service provider for help.
Check your log-in settings
If you have multiple Apple IDs that you use with iCloud, you might be logged in to iCloud for Windows with a different account than you are on your other devices. To check, open iCloud for Windows and compare it with your other devices.
Refresh Outlook
If you recently made changes in Outlook that aren't updating on your other devices, or changes on your other devices that aren't updating in Outlook, click Refresh in Outlook.
If the installed version of Outlook is not supported
If you receive an error that says the Installed version of Outlook is not supported by iCloud, uninstall the version of Office that you got from the Windows store. Then, follow these steps to install Office 365.
El capitan 10.11. 2020-3-19 Just upgraded to Outlook 2016 as part of the new Office 2016 for Mac package. Running Public Beta of OS X El Capitan (10.11). Outlook freezes (pinwheel) and I'm forced to Force Quit Outlook as a result. There is mention of an increased level of security in El Capitan again a certain TLS vulnerability called 'Logjam.'
If the Mail option in your iCloud for Windows account is grayed out
Before you can use iCloud Mail, you need to create an @icloud.com email address. If you didn't set up an iCloud Mail account when you set up iCloud, the Mail option in your iCloud for Windows account might be grayed out.
To make the Mail option available, set up an @icloud.com email address, then close and reopen iCloud for Windows. If you still don't see the Mail option, sign out and back in to iCloud for Windows.
If you have emails that stay in your Outbox
If you see an email stays in your Outbox, follow these steps:
- Move the message from the Outbox to the Drafts folder, or delete it.
- Open the message in the Drafts or Deleted Items folder, then click Send again.
If you can't set up Mail using iCloud for Windows
You need to set up an @icloud.com email address before you can use iCloud Mail. If you didn't set up an iCloud Mail account at the same time as iCloud, the Mail option in your iCloud for Windows account might be grayed out. After you set up an @icloud.com email address, you can make the Mail option available when you close and reopen iCloud for Windows. If you still don't see the Mail option, sign out and back in to iCloud for Windows.
If you can't send or receive mail
If you can't send or receive messages with your iCloud email address, follow these steps:
- Make sure you can send and receive email from iCloud.com and your iOS device.
- Close Outlook.
- Sign out of iCloud for Windows, and then sign back in.
- Restart Outlook.
If you still can't send or receive mail, you can get more help with Outlook or contact us.
If your mail doesn't sync across your devices
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If you notice you need to delete emails from your inbox on all of your devices, your mail might not be synced between your iOS device and iCloud for Windows. To sync your devices, follow these steps:
- Open iCloud for Windows.
- Deselect Mail.
- Click Apply.
- Reselect Mail.
- Click Apply.
- Sign out of iCloud for Windows, then sign back in again.
If your devices still don't sync, you can learn more.
If you want iCloud as your default account for sending mail
You can change your Outlook settings so that emails are automatically sent from your iCloud account. To make iCloud the default account, follow these steps in Outlook 2010 or later:
- Go to File > Account Settings.
- On the Info tab, click Account Settings.
- Choose your iCloud account from the list, then click Set as Default. If you can't click Set as Default, then your iCloud account is already the default account.
Calendar, Contacts, and Reminders
If you need help with your Calendar, Contacts and Reminders with iCloud for Windows, try these steps.
When you open iCloud Reminders on your Windows PC, they're labeled Tasks and appear within the Tasks section.
Turn iCloud Calendar, Contacts and Reminders off and back on
- Close Outlook.
- Open iCloud for Windows.
- Deselect the Mail, Contacts, Calendars & Tasks checkbox and click Apply.
- Wait a few seconds. Select Mail, Contacts, Calendars & Tasks, and click Apply.
- Open Outlook.
Make sure that the iCloud Outlook Add-in is on
The iCloud Outlook Add-in transfers your content between iCloud and Outlook. Follow these steps in Outlook 2010 and later to check and turn on the Add-in:
- Select the File menu.
- Click Options in the left panel.
- Click Add-ins in the left panel of the Outlook Options window.
- Look at the list of add-ins in the Active Application Add-ins section. If the iCloud Add-in is listed uner Inactive or Disabled Add-ins, make sure that Com Add-ins is selected in the drop-down menu next to Manage at the bottom of the window. Then click Go.
- Select the iCloud Outlook Add-in checkbox, then click OK.
- Restart Outlook.
Make sure that iCloud isn’t your default account in Data Files
When iCloud is set as your default account in Data Files, your data won't sync between your devices.
- Select File > Info > Account Settings > Data Files.
- If iCloud is listed as the default account in the Comments column, select a different account.
- Click Set as Default.
Restart your computer
iCloud features that work differently in Outlook
Some iCloud features in Outlook work differently than they do on your Apple device. Here are a few tips to help you use Outlook with iCloud for Windows.
Mail and Notes
- VIP Senders folders aren't available in Outlook.
- Any mail rules that you create in Outlook aren't available in the mail applications for your other devices or on iCloud.com.
- Signatures are saved locally to your device. You won't see signatures you create in Outlook on your other devices.
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Notes isn't a separate application. Your notes are stored in a mail folder.
- You'll find Notes that you create on your other devices in this folder.
- Notes that you post to this folder from Outlook won't appear on your other devices, but you'll see them on any other computer using Outlook and iCloud for Windows when you're signed in with the same Apple ID.
- You can delete notes from this folder and they'll be deleted from your other devices.
Contacts
- Outlook will only import the first contact in a vCard set.
- If you need to add a vCard set to Outlook, import the set directly into iCloud.com or macOS Contacts. We will bundle the entire set for you and add them as individuals to your Contacts.
Calendars
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- When you add Calendar attachments to a Calendar entry in Outlook, you won't see them in Calendar for iOS or Calendar for macOS (or the other way around).
Reminders (Tasks)
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Like Calendars and Contacts, you need to enter your Reminders in the iCloud section of Tasks in Outlook. If you don't enter your Tasks into the iCloud section, they won't transfer to iCloud.
Would you rather spend less time searching and scrolling in Outlook and more time composing and replying? Then you need to learn about the benefits of folders and subfolders. Read on to get started with folders.
Folder management
By default an Outlook account will present the following folders:
- Inbox -- The inbox is the primary location for incoming messages.
- Drafts -- Drafts are messages that have been either completely or partially composed but have not been sent yet. Drafted messages are still able to be opened and edited before sending.
- Sent Items -- A copy of each message you send will be saved in the Sent Items folder. They are not visible in the inbox folder.
- Deleted Items -- As a message is chosen to be deleted, it's moved to the Deleted Items folder. These messages will be automatically purged after 30 days unless the Retention Policy is changed. Users can also choose to empty the folder of its contents at any time.
- Clutter -- Messages that are considered low priority will be redirected to the Clutter folder. Outlook recognizes which messages are read and determines the unread messages to be of little importance.
- Junk Email -- Messages that seem to exude the appearance of junk mail will be redirected to this folder.
- Archive -- Archiving older messages moves them from the main .pst file into a separate archive.pst file.
Depending on your organization, you may see additional folders created by an administrator or by other services, such as Skype or Yammer. Now understanding the folders that are first presented to you, you should know that you cannot delete these folders. You can, however, create folders of your own and delete them, as well.
How to create a folder:
- Locate where the new folder should live on the left pane.
- Right-click on the location.
- Select New Folder.
- Input a name in the resulting Name box.
- Press Enter to create.
How to delete a folder:
- Right-click on the folder to be deleted.
- Select Delete from the command menu.
- Select Yes to confirm.
Folder creation and deletion are parts of the overall folder management options found when you right-click on the left pane of the Outlook interface. Keep in mind that many of the actions are grayed out for default folders. Here are the options that are presented:
- Open in New Window -- This opens another Outlook 2016 window with the selected folder opened.
- New Folder -- Creates a folder or sub-folder.
- Rename Folder -- This allows you to rename any folder or subfolder that you created.
- Copy Folder -- This copies the selected folder as a subfolder. You can then choose the destination folder in the resulting Copy Folder pop up box.
- Move Folder -- You can move the folder into any existing folder from inside the popup box.
- Delete Folder -- This option moves the folder and its contents to the Deleted Items folder.
- Mark all as Read -- All messages and other items in the folder will be marked as read.
- Clean up Folder -- Duplicate or redundant messages will be automatically moved to the Deleted Items folder.
- Delete All -- All items in the folder will be deleted. If you choose this action with a folder that contains subfolders, the sub-folders will be removed as well.
- Show in Favorites -- Choose to add this folder to the Favorites section, which is located near the top of the left panel.
- Remove from Favorites -- This option appears when right-clicking in the Favorites section. It removes the folder from Favorites but does not delete it.
- Sort Subfolders A to Z -- All sub folders within a folder will be listed alphabetically.
- Move Up/Down -- Folders and subfolders can be moved up or down the list, one entry at a time.
- Properties -- This action takes you the properties menu of the folder. A series of settings are presented such as selecting the folder policy, permissions and viewing the folder size.
Search folders
Those who need Outlook to retain a large volume of messages could potentially have difficulty retrieving information. A Search Folder aims to eliminate the needle-in-a-haystack scenario. It presents messages that match search criteria determined by the user. It doesn't matter if the messages are stored in various folders. As long as they are contained within the same .pst file, they will be found.
How to create a customized search folder:
- Select the Folder tab from the ribbon.
- Select New Search Folder.
- Select Create a custom Search Folder from the Select a Search Folder list.
- Click Choose.
- Enter the name of the folder in the name box.
- Click Criteria to pick your options from the following sections:
- Messages – Choose to search for specific words from the subject or body, specific contacts or recipients.
- More Choices – This offers more criteria such as specifying read or unread items, attachments and level of importance.
- Advanced – This gives the user the option to create finely tuned criteria to narrow down result. This provides a list of criterion and allows you to choose conditions and values.
- Click Browse to select a specific folder to include in the search.
- Click Ok on each dialog box to confirm your selections.
How to create a pre-defined search folder:
- Select Folder from the ribbon.
- Choose New Search folder.
- Select a folder type from the Select a Search Folder list.
- Select Criteria under the Customize Search Folder section.
- Select Ok to save the search folder.
Folder sharing and delegation
Your Outlook folders can also be a place for collaboration. Depending on the necessary tasks, you can either choose to share a folder or delegate one. To delegate is to allow someone to act on your behalf, such as responding to emails or managing items in your folders. Sharing folders is commonly used to promote collaboration.
How to delegate a folder:
- Click on File.
- Click on Account Settings under Account Information.
- Click on Delegate Access.
- Click on Add.
- Search and select the individual.
- Click Add
- Select the permission level for the individual under the Permissions box.
- Right-click on the account.
- Select Folder Permissions.
- Reviewer – Users can read items but cannot delete them.
- Author – Users can read and create items.
- Editor – Users can read, create and modify items.
- Click on the name of the person.
- Select the Permission Level.
- Click Ok.
How to remove a delegate:
- Click on File.
- Click on Account Information.
- Click on Delegate Access.
- Select the name of the current delegate.
- Click Remove.
- Click Ok.
How to share a folder
- Click on the Folder Tab in the ribbon.
- Click on Folder Permission in the Properties section
- Click on the Permissions tab in the Inbox Properties box.
- Click Add to add a user.
- Locate the person in the address list.
- Click Add
- Click Ok.
- Select an option from the Permission Level list.
- Owner – Change permission levels for others who have access. Create, read, modify and delete contents of a folder.
- Publishing Editor – All contents that the owner has created can be read and deleted. Content and subfolders can be created as well.
- Editor – All items can be created read and modified.
- Publishing Author – Items can be modified, deleted, created and read. Sub-folders can be created as well.
- Author – Allows users to read and create items that the owner has created.
- Nonediting Author – Owner created items can be deleted. Can create and read items.
- Reviewer – Can read items but cannot delete them.
- Contributor – Users can only create items.
- Select specific permission in the provided fields.
- Click Apply.
- Click Ok.
How to stop sharing a folder:
- Access the Folder tab from the ribbon.
- Select Folder permissions.
- Click on the name of the individual.
- Select None to suspend sharing.
- Select Remove to stop sharing.
Wrapping up
Being able to effectively manage folders enables you to be more productive in your communication. It also allows you to make Outlook both personal and comfortable. Do you frequently share folders with colleagues? How do you manage your folders? Let us know!
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