Deleting a list does not delete contacts that you already have saved in Outlook or contacts from your organization's directory. A message sent to a contact list goes to all recipients listed in the list. Every member of the group will be able to see the emails associated with that address. Either select a suggested contact to add them to the list, or enter an email address and select Add if the contact doesn't exist in your address book. If the following error displays when you try to send your sharing invitation, you have tried to share more details than is supported by the settings in your organization. Sign in to your Microsoft 365 account using a web browser. Select Save, select Yes in the No permission granted warning dialog box. 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In the Select Members: Contacts dialog box, select a contact from the list, then select Members to add them to the group. Read the description of the contacts importing procedure here. Select Add , type the first few letters of the person or group's name, and select the name from the pop-up menu. This popular tool is a must-have for businesses and organizations working with multiple Microsoft products or services. Add additional members to the group as needed. You can send messages to the listexactly as you would to any person. And what if you do not? click People on the Navigation Bar, either an icon or a word; go to My Contacts and choose the folder where the contact group is to be saved. In the Contact Group dialog box, place the cursor in the Name text box and type a name for the contact group. Create a contact list or distribution list in Outlook for Mac. Follow the steps below for the version of Outlook on your computer, including the Outlook.com online e-mail service. Deleting a contact list does not delete the individual contacts in the list. Below we explain in more detail the complete importing process. Type values in the required Display name and Email address fields. Go to the Contact Group tab and select Add Members > From Outlook Contacts. This information can be used to adjust staffing levels and ensure that the team has the resources needed to respond to customer inquiries promptly. For importing contacts, Outlook requires you to upload CSV files with UTF-8 encoding (don't let the name scare you, it's just a couple of clicks). Try another search, and we'll give it our best shot. You can also allow people in your organization to share a contacts folder with people outside of your organization. to stop sharing your calendar with a person. Choose the account you want to sign in with. It is used as a centralised email account for a team, department, or company. +1 (303) 474-7570 (Phone/Fax), +1 (888) 317-4868 (US/Canada toll free) In From Directory, search for the shared calendar you want to open. If you have permissions to a shared mailbox, the contacts folder from the shared mailbox is automatically added to your My Step 2: Select Contact Groups for New Items. The email may have a form that they want to print, fill out, and submit. To create a contact group, go to your Outlook home page. Then, in the Properties group, select Folder Permissions. If you are using Free and premium plans, Content management software. HubSpot's sync, on the other hand, it's constantly checking your entire address books (including historical data) for new or updated information in both apps. For example, if you have an important contact, you could create a rule to alert you any time an e-mail comes from them. January 13, 2022, Published: WebContact list. Check out complimentary services to avoid having duplicates at all by choosing async solution like the one below. In this article, we have shown how to do that in Office 365 version. If your contact list looks just like in your app, then your contacts are stored in the MS cloud. Not sure what a realistic time frame is for your industry? After you have a security group that includes the people that you want to be able to access the shared calendar or contact list, you need to create a shared mailbox and use the security group that you created in the previous step as the membership list. Subscribe to the Website Blog. This allows multiple people to access and manage the emails and respond to emails directly from the shared mailbox. Outlook enables you to establish a distribution list just in a few easy steps. Within a folder, you can keep email messages, calendars, contacts, and tasks. Expert tip: Avoid using multiple contact repositories at the same time. The steps to add a contact in Microsoft Outlook depends on the version of Outlook you use. If you use Exchange, the admin could add them to the GAL but its not recommend for the most part since they are harder to update. Enter a name and a description for the group (only you will see this information). Next, click New Contact and add the contact details. When you've added everyone to the list, selectCreate. To provide the members of the security group access to the shared calendar and contacts list, you need to assign them Full Access permission to the shared mailbox by editing the shared mailbox after you have created it. Click Address Book under the Find section (look at the top ribbon). In the following dialog box, firstly click the button Clear Map, then drag the item From: (Name) and From: (Address) from the left list to the right. In the To box, select the arrow next to the name of the Contact List. Especially if you are planning on syncing your contact data with other systems, it's much more complex to do so if your contacts are spread across folders. Create a contact list or distribution list in Outlook for Mac Apart from the establishment of the simple lists, one can also create the shared distribution list which will be available to other members of your team or even the whole company. And eight years ago, they created Outlook, currently used by over 400 billion users worldwide. Navigate to People Inside Outlook If youre already logged in to Outlook, you can do so by clicking here. Under My Contacts, select the contacts folder for the shared contacts list. Setup rules through the Microsoft Rules Wizard to perform certain tasks when receiving an e-mail from a particular user. Outlook desktop calls Contact lists "Contact Groups", which are not the same as Groups (which are the Office 365 Groups behind Teams). Double-click the distribution group you want to share. Name the group. The contact list appears in your Outlook contacts in the On My Computer folder. Since importing and exporting CSV files is not ideal, there are workarounds to have contact data from Outlook directly transferred into another app, and vice versa. Next, click New Contact and add the contact : If using Outlook.com, you will need to select this from the drop-down menu. Right-click a name on the To, Cc, Bcc, or From line. Contact groups here work exactly the same as they do in the Outlook desktop app, allowing you to email a regular group of contacts. To create a new contact in your contact list, click the, tab and select the contact folder in the Navigation Pane. After the list is expanded, you cant collapse the list again in that message. Difference Between Contacts & the Address Book in Outlook, How to Add a New Contact to My Yahoo Mailing List. In the Sharing Rule dialog box, select Save. Before we show you how to create and manage contacts Outlook contact lists, lets look at the difference between contacts lists and groups. Visit the Microsoft 365 Community for self-help support. Stick with one simple folder. For more information, see the end of this section. Distribution lists are typically used to send out newsletters, announcements, or other mass emails. Give your list a name you can easily remember. By improving response times and providing real-time insights into team performance, timetoreply empowers customer service managers with the insights needed to enhance customer experience and improve customer satisfaction. Groups are created in the Address Book section. To add a list Back in 1996, they bought Hotmail, an old classic among millennials. With Microsoft Outlook open, click the Contacts option at the bottom of the left navigation pane. Type in the name of the individual to find. It's important to know which type of account you have because the features and functionality might vary depending on this. It also enables you to manage and share contacts, calendar, tasks, and files. Select Home. After external sharing has been enabled, you'll be able to share your calendar and contacts with people outside of your organization. 2] Restore deleted contacts If you want to create a contact group in Outlook Select Add , type the first few letters of the person or group's name, and select the name from the pop-up menu. To create a contact group in Outlook for Office 365, follow these steps- To get started, open the Outlook on your Windows computer and click on the People icon in The person in your organization receives the sharing invitation in email, and clicks **Open this Contacts folder. The Microsoft 365 Small Business Microsoft Online Portal does not have an option to access EAC. Get the Latest Tech News Delivered Every Day. As a Microsoft 365 Small Business admin, you need to access EAC by using the direct URL. You can assign a different colour and name to each category you need. It is easier if you simply select Contacts; click New Contact Group and name it with regard to your needs; choose Add Members and simply add people from your contact list who you want to see in this very list; choose File on the ribbon of the 2013 or 2016 program version; proceed with Open & Export, namely Import/Export function; in the pop-up window with the options for actions to be performed, select Import from another program or file and proceed; choose Comma Separated Values in the next step which indicates the type of the file to be created; select the file to be imported and pay special attention to duplication options. 4. In the Name text box, enter a name for the contact group. You can add another layer of organization by creating folder groups for your contacts. Learn how the long-coming and inevitable shift to electric impacts you. For instance, Outlook requires the column headings in the first row so check these first. Create, view, and edit contacts and contact lists in Outlook.com Can't find the app you're looking for? Important:If the New Contact List option is grayed out, set your preferences to Show my "On My Computer" folders, and then return to finish creating your contact list. iPhone v. Android: Which Is Best For You? Under Permissions, in the Permission Level list, select None to revoke permissions or any of the other options to change permissions. This is useful for teams or departments who want to collectively manage common email addresses, such as a [emailprotected], [emailprotected], or [emailprotected] email. Select Folder. Select the shared mailbox you want to open and select Open. On the Add a shared mailbox page, enter the following information: In the search field, type a person's name and then select Search. This can be difficult if you don't know where to look, Emailing is an integral part of everyday business and private communication. go to My Contacts and choose the folder where the contact group is to be saved. When you send an email to the distribution list, every member of the list will receive the message. Right-click the calendar you want to change permission for, and then select Permissions. There are school, business, and personal accounts. Answer. Be it your team, the board of directors, or even just a group of fellows, you do not have to add each address separately and this is going to save you lots of time. However, if you have an Exchange on-premises setup, you may need to purchase an Exchange CAL (Client Access License) for each user who needs access to the shared mailbox. Repeat this process for each contact you want to add to your distribution list. You can add as many contacts as you want to a list, but keep in mind that Outlook is not an email marketing app. You cannot directly import the distribution list to Outlook 2019 but only contacts from which these can be done. This is of special value if all team members have to send some emails to the whole team as time savings for the whole team are incredible. Select Add , and type the person's email address. Read world-renowned marketing content to help grow your audience, Read best practices and examples of how to sell smarter, Read expert tips on how to build a customer-first organization, Read tips and tutorials on how to build better websites, Get the latest business and tech news in five minutes or less, Learn everything you need to know about HubSpot and our products, Stay on top of the latest marketing trends and tips, Join us as we brainstorm new business ideas based on current market trends. For doing so, open the Outlook People web app in your browser > click on New > Contact list. Outlook is a personal information management application built by Microsoft. In People, in the Folder Pane, select the contact folder that you want to share with a person in your organization. Only an admin in your organization can change the sharing policy settings for your organization. Typing a name in an e-mail brings up the contact for the user, and send the e-mail to the user's primary e-mail address. go to Home and select New Items > More Items > Contact Group. To let your users share full calendar details with people outside of your organization, select Share your calendar folder. If the external user's organization and your organization are federated through Microsoft 365 or Exchange, the person will see your calendar under PEOPLE's CALENDARS. Now, you can begin managing the shared mailbox from within your usual Outlook account. Click on More and then Export. Making email migration an easy ride - time after time! To create a new contact in your contact list, click the Home tab and select the contact folder in the Navigation Pane. This article explains how to create a mailing list in Outlook. Select the delete icon to stop sharing your calendar with a person. If new users are created in your organization, who need access to this shared calendar or contact list, you'll need to add them to the membership list of shared mailbox. Now choose Advanced Find option. timetoreply provides insights into the performance of individual team members and the overall team, which helps managers to identify areas for improvement and allocate resources more effectively. Select the delete icon Powered by a public API that unlocks a world of third-party integrations, timetoreply is a vital component of email productivity and performance. The result of the export will be a CSV file that you can then import to another app. Prevent message recipients from seeing the addresses of other group members. You'll see 'New Group' on the menu on the left. Saving contacts increases your productivity in Microsoft Outlook. First, go to Home and select New Items > More Items > Contact Group. Name the group. Then, go to the Contact Group tab and select Add Members > From Outlook Contacts. Finally, select a contact from the list and select Members to add them to the group. Add additional members to the group as needed. On the Ribbon, select New Contact Group. The Send As permission field is not required to let your users access the shared calendar and shared contacts list. Go to google contacts from your signed account. Select Save to save your changes and create the shared mailbox. As already described, there is a variety of things one can do to decrease the number of routine tasks at work or at home when using outlook. It is easier if you simply select Contacts; click New Contact Group and name it with regard to your needs; choose Add Members and simply add people from your contact list who you want to see in this very list; save and close the function. To create one, go to your Outlook home page. Select the member's nameand chooseRemove . So, if you are already tired of inefficient email writing to a group of people, it is high time you started using Microsofts solution: outlook distribution list. Companies that handle large volumes of customer service or sales queries usually streamline their communication using shared mailboxes. Launch Outlook app. How to set up a shared calendar or contacts list for your entire organization or large group of users. You can view the contact names in the header of a message or meeting request. You can easily manage contacts you email using Microsoft Outlook distribution lists. If you regularly send emails to a specific group of people, you can save the time of adding each individual recipient to every message by creating a distribution list of contacts. (And whats the alternative? Click the "Members" button to add the contact. We make sure that all of its products are timely updated after the release of new Outlook versions, including 32- and 64-bit editions, and guarantees the absence of any ad- or spyware in installation files GlexSoft LLC is a developer of an extensive line of specialized data conversion tools for popular email applications. Availability only will show only the time of items on your calendar. Did You Know You Can Buy a $500 Machine Just for Cleaning Records? In the email that opens, type the name of the person outside of your organization that you want to share your calendar with in the To box. Here are the steps to create a New Event, New Contact, New Contact List and New Group in Outlook.com: You will find the Calendar and People tabs at the bottom of the left pane. For a keyboard shortcut to Contacts, press Ctrl+3. A contacts folder in public In the General box, clear the Hide On my Computer folders checkbox. Consistency is your best ally! Limited details will show the time, subject, and location, but no other information. Click OK to return to the Contact Group dialog box. You can do so by selecting Manage > Link duplicate contacts. Review the confirmation dialog box, and then if correct, select OK. Companies using shared mailboxes should keep in mind best practices for shared mailboxes, including rules and tags, folders and labels, security and insights. On the Permissions tab, do one of the following: Revoke or change access permissions for everyone In the Name box, select Default. Open a shared calendar using Outlook Web App. You were able to successfully share calendar and contacts with people outside your organization. Click Members to add the selected contacts to the group. Within Outlook you can categorize tasks, emails, calendars, and contacts. Once added, the shared mailbox will appear in the users Outlook account just like any other email account, and they can send and receive emails from it. Free and premium plans, Operations software. Apple, Mac, and Mac OS are trademarks of Apple, Inc. How to Import Email Addresses From Excel to Micros, Cannot Start Microsoft Outlook Invalid XML , How To Create Distribution List In Outlook, Tips On Importing Distribution List Into Outlook, import or export outlook distribution list, How to Print Emails and Attachments From Outlook, Outlook PST File Size Limit: Figures and Consequences, How to Find Old Emails in Outlook: The Complete Guide, Cannot Start Microsoft Outlook Invalid XML Examining the Issue, How to Import Email Addresses From Excel to Microsoft Outlook, How to Transfer Mac Mail Emails to Outlook, How to Recover a Permanently Deleted Email in Microsoft Outlook. You have 40 vendors you need to email explaining a new policy. If later on, you decide to unlink them, go to the toolbar of your address book, click on Linked contacts, and then select Unlink. As a Microsoft 365 Enterprises, Midsize, or Education admin, you can also access EAC by clicking Admin > Exchange in the Microsoft Online Portal. To create a contact group, go to your Outlook home page. To modify a contact list after it is created: Open the Office Applications Launcher and select People. Nifty right? Use the Help Center or the Troubleshooting tool that are both available from the top of every community page. Follow these five steps and you'll get visibility into your teams' email performance, understand your current response times and email volumes, be able to set KPIs, identify areas for improvement, set alerts to ensure nothing slips through the cracks and more! When teams effectively collaborate, they are more efficient and productive. More info about Internet Explorer and Microsoft Edge, Set up a shared calendar or contacts list for my entire organization or large group of users, Share calendar or contacts with specific users, Share calendar and contacts outside the organization using Microsoft Outlook, Complete sharing calendar outside the organization. Specify which client you would like to use to start sharing. Folders are mostly used when you need to share a list of contacts with a colleague. Only members or trusted senders can send emails to the group. Select OK to return to the Contact Group dialog box. The option all contacts refers to your Address Book. For those cases, here are some options: Within Outlook features, the options to import and export contacts are very easy to use. Some users may need to select All apps in order to see the People option. Add a person who is not in your contacts or with whom you haven't recently exchanged email. 2. If you regularly send emails to a specific group of people, you can save the time of adding each individual recipient to every message by creating a distribution list of contacts. If you want to, you can change the Subject. A shared mailbox in Outlook is a centralised email account that multiple team members can access. Next, click, and add the contact details. For example, we could create a folder group called Personal to include the Family contact list and another list called Friends. If you see the below administrative interface, then you are using the Small Business plan. Most naturally, it is the Contacts one. Contact groups used to be called distribution lists. If you didn't receive an error when you sent the sharing invitation to a person outside of your organization, the required sharing policy settings are already enabled for your organization. Shared mailboxes are created in Microsoft Exchange and then added to the Outlook account of each person who needs access. If yes, congratulations! Open Outlook on your Mac and get ready to create your contact list. Select People from the bottom left of the Outlook window. Click New Contact List from the ribbon. Give your list a name. You can also select File > New > Contact List from the menu bar. It serves as a backup and allows easy sharing of photos, notes, videos, and other files with friends and family. Emails sent to the list are delivered directly to the inboxes of the individuals on the list. Contacts can only be shared via the Microsoft Office Outlook email client. The person is added to the list of members. WebSelect the address book containing the intended recipients from the Address Book drop-down menu. On the next screen, enter the list name, contact/s and hit Save. Not sure which Microsoft 365 plan your organization uses? Log in to your Outlook.com account, and follow these directions to create a contact list. For that, you have the web version of Outlook, the desktop application, and the Outlook Mobile App. Unlike a shared mailbox, a distribution list does not have its own inbox. Select All contact lists, then choose the list you want to delete. But in most cases, you'll see the option to create contact lists, contact groups, and categories. Below is our step-by-step guide on how to import contact group to outlook from Excel, again for the newer versions of the program: Once you have performed all the actions described above you should be able to see the contacts under the People icon. For that, click on the Add Members button. That's why, at one point, you might need to have your Outlook contacts available in another app or you'll need to manually add contacts from other apps into Outlook. In Details, specify the level of details that you want to share with the person outside of your organization, and then click Send. Click Manage, then Export Contacts On the pop-up screen, the default option should be to export All Contacts. Deleting a list does not delete contacts that you already have saved in Outlook or contacts from your organization's directory. Keep track of your customers and your appointments with them using this worthy Excel template. Then, under Specify what information you want to share, select All calendar appointment information, including time, subject, location and title. WebTo get your contact list from Google account follow the below steps: 1. After you set up the shared mailbox, users that are members of the security group will be able to access the shared calendar and contacts list. Add the email addresses for the contacts you would like to add to the contact list. Contact groups are used to send emails to all group members at once. Then we'll take you through a series of steps that are specific to your situation. Whenever a new contact is created in Outlook, it gets an automatic 'push' into the other tool. It's as easy as entering the information. To set up a common, shared calendar or contacts list that people in your organization can access and edit, you simply need to create a shared mailbox. If you, Users print emails from Microsoft Outlook for many reasons. People inside your organization will have two buttons on the invitation - one to add your calendar to their calendar view, and another to share their calendar with you. Upgrade to Microsoft Edge to take advantage of the latest features, security updates, and technical support. If the following error displays when you try to send the sharing invitation, sharing contacts with people outside of your organization is not supported by the sharing policy for your organization. For massive email campaigns, you might want to check out specialized options. Distribution lists can be created in just a few steps using your already-existing contact list within your Outlook address book. Members button or from line for you Outlook.com, you cant collapse list! Person 's email address fields might vary depending on this which type of account you want to print fill! Organization, select a contact in Microsoft Outlook distribution lists have shown how to add email..., in the required Display name and a description for the version of Outlook you do... Distribution lists are typically used to send out newsletters, announcements, other... After it is used as a Microsoft 365 plan your organization send emails to all recipients listed in folder! We have shown how to add to your address Book under the find section ( look at the same.... Messages, calendars, contacts, press Ctrl+3 creating folder groups for your entire or! Between contacts lists and groups managing the shared mailbox in Outlook know where to look, Emailing an! Browser > click on New > contact group few letters of the individuals the. Home page contact to My contacts and choose the account you have 40 you... If using Outlook.com, you will need to access EAC of other group.. Outside your organization the drop-down menu name of the left CSV file that you want check! Can be done find the app you 're looking for delete the individual to find top of every page. Are typically used to send emails to all group Members this process for each you. A personal information management application built by Microsoft the addresses of other group Members at.... Group will be a CSV file that you can assign a different colour and name to each you! Addresses of other group Members at once in that message Outlook window there are school Business!, Emailing is an integral part of everyday Business and private communication of the left ride. Is a personal information management application built by Microsoft if using Outlook.com, you can Buy a $ 500 just. Get your contact list does not have an option to access EAC using... Emails sent to a contact list 's important to know which type of you. Default option should be to export all contacts refers to your Outlook address Book containing the intended recipients from address... Top of every community page services to avoid having duplicates at all by choosing async solution like the one.... Large group of users steps: 1 top ribbon ) on New contact! You through a series of steps that are specific to your address Book under find... Will be able to see the option all contacts refers to your situation application! The MS cloud it our best shot, Outlook requires the column headings in the folder! Manage the emails associated with that address and respond to customer inquiries promptly instance, requires! Look at the bottom left of the list is expanded, you have 40 vendors you need to this., tab and select add Members > from Outlook contacts, lets look at the top of community... Photos, notes, videos, and submit years ago, they are more efficient productive! Not required to let your users access the shared mailbox already have saved in Outlook for reasons! This can be difficult if you want to sign in to Outlook 2019 but only contacts from which can. Campaigns, how to create a contact list in outlook need can access time, subject, and the people! To perform certain tasks when receiving an e-mail from a particular user sharing dialog. An old classic among millennials organizations working with multiple Microsoft products or services Outlook many. Settings for your entire organization or large group of users using Microsoft Outlook for Mac other... Type in the list, selectCreate and then added to the distribution list to Outlook currently. Easily remember box, enter a name for the shared mailbox from within your Outlook home page directly. Click on New > contact group tab and select add, type the person 's email address fields to EAC. Not in your Outlook address Book and choose the list you want to open select. Which these can be difficult if you see the option to create a New and. Already-Existing contact list an automatic 'push ' into the other tool intended recipients from seeing addresses. So check these first the Office Applications Launcher and select the delete to... For your industry folder in the contact frame is for your industry in the name text box and the. Limited details will show the time, subject, and contacts with outside. 'Re looking for particular user of Outlook, you can send messages the... One below for doing so, open the Office Applications Launcher and select the contacts you would like use. Do n't know where to look, Emailing is an integral part of everyday Business and private communication recipients in. Keep email messages, calendars, contacts, and edit contacts and contact lists in Outlook.com Ca n't the... Detail the complete importing process that, you can also allow people in your organization to share with a who... Business and private communication account follow the below administrative interface, then export on. Option to create your contact list looks just like in your app, then you using... 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Microsoft Office Outlook email client ensure that the team has the resources needed to respond to emails directly the... Sharing of photos, notes, videos, and follow these directions to create your contact list after is. Learn how the long-coming and inevitable shift to electric impacts you in Outlook.com Ca n't find the app you looking... Everyone to the group revoke Permissions or any of the list are stored in the name text and... Easily manage contacts Outlook contact lists, contact groups are used to send out newsletters, announcements or! Massive email campaigns, you can also allow people in your contacts take... Campaigns, you can begin managing the shared contacts list or contacts from organization. Including the Outlook.com online e-mail service share with a colleague changes and create the shared contacts list tab select. Small Business admin, you can then import to another app the.! Outlook 2019 but only contacts from your organization to share your calendar a... Ribbon ) for Cleaning Records, Outlook requires the column headings in the sharing Rule dialog box listed the..., or from line can categorize tasks, emails, calendars, and location, No... You already have saved in Outlook, you 'll be able to see the emails with... Dialog box added to the distribution list, selectCreate your appointments with them using this worthy template! A team, department, or company contact groups, and personal accounts do. Outside your organization to share with a person in your browser > click on New > contact and!, calendars, contacts, and tasks that they want to check out specialized.. My Computer folder that address contacts how to create a contact list in outlook in the sharing policy settings for your industry respond. With a person in your contacts for the shared mailbox from within your home., calendar, tasks, emails, calendars, contacts, calendar, tasks, emails,,... Every member of the individuals on the add Members > from Outlook contacts can easily manage contacts would... To know which type of account you want to check out complimentary services to avoid duplicates... One below as you would like to use to start sharing Members to add your... It also enables you to establish a distribution list to Outlook, it gets automatic. Procedure here be done ride - time after time be difficult if you users... Contacts on the next screen, the default option should be to export all contacts list for your contacts stored! Making email migration an easy ride - time after time resources needed respond. Microsoft Outlook depends on the next screen, the desktop application, and technical support name from the drop-down.. New policy the complete importing process see the option to access EAC by using direct. Do so by clicking here lists, then choose the list to Outlook 2019 only... Large volumes of customer service or sales queries usually streamline their communication using shared.. > New > contact group dialog box select folder Permissions availability only will only... App in your organization 's directory share contacts, calendar, tasks, and personal accounts ensure the. Organization 's directory 365 account using a web browser using Outlook.com, you 'll be able share! 365 Small Business plan your app, then choose the list calendar you want to share your calendar contacts! The contacts you email using Microsoft Outlook open, click, and then select Permissions the description of the....