When you’re in a list of messages, you can use Force Touch to mark all as read; if you’re inside a message, pressing firmly will bring up buttons to mark as unread or pin. And if you want to quickly act on messages, you can do that as well: scroll, and you’ll find buttons to reply (with dictation, quick replies 10, and emoji), archive. Spark Sport Add Spark Sport to an eligible Pay Monthly mobile or broadband plan and enjoy the live-action. Watch the Blackcaps, White ferns, F1®, Premier League, and NBA.
We have a shared mailbox at work where, amongst others, informational messages are coming in. Usually they end up hanging there for days because nobody knows who has read it already and who hasn’t.
- To begin, launch Outlook 2010 and select the mailbox/folder, containing the mail items that you want to mark as read. First off, open Mail window and then select the folder from the main navigation bar, which contains all configured email accounts. Once selected, head over to Folder tab and hit Mark All as Read.
- On the left, tap the sender's profile image next to the messages you want to mark. In the top right, tap Read. Mark all messages as read. On your computer, open Gmail. You can't mark all messages as read from the Gmail app. In the top left, click the Down arrow All. At the top, click More Mark as read.
Is there a way in Outlook to find out who have read the message?
You cannot directly tell who has read the message already but you can easily create a system for it with categories.
With an optional Conditional Formatting rule, the message can automatically show in an a different font setting, like for instance strikethrough, when you are the last one to mark it as read so you’re directly reminded to delete it.
The system
The system is actually quite simple; if you have read the message, assign it a specific category to identify you.
For instance a category named; Read by Robert
For instance a category named; Read by Robert
If Jane is a coworker of mine and she opens the message, she can take a look at the categories assigned to the message and sees that I’ve read it. When she is done reading, she does the same and assigns the category; Read by Jane.
If Jane were to meet our other colleague, Joe, at the coffee machine, she can now notify him of not having read the message yet and ask him if he can do that as quickly as possible.
Now Joe takes a look at the message and sees that it has been read by both Robert and Jane already. As there are only 3 people reading this mailbox, he can now safely delete this message without first needing to contact me.
Strikeout messages that have been read by everyone
We can make the system a bit nicer by having Outlook automatically strikeout and color the message gray when the last person assigns his/her “Read by …” category. This would act as an immediate indication that this message is now safe for removal.
You can do this by creating a new Conditional Formatting rule;
- Select the Inbox folder of the shared mailbox.
- Open your view settings;
- Outlook 2007
View-> Arrange By-> Custom… - Outlook 2010 / 2013 / 2016 / 2019 / Office 365 (Classic Ribbon)
View-> button: View Settings - Office 365 (Single Line Ribbon)
View-> Current View-> View Settings…
- Outlook 2007
- Click the Conditional Formatting… button.
In Outlook 2007 this button is called: Automatic Formatting… - Press the “Add” button.
- Name the rule.
For instance; Read By All - Press the Font… button.
- Set the highlight settings that you want.
In our example;- Effects: Strikeout
- Color: Gray
- Press the OK button.
- Press the Condition… button.
- Select the Advanced tab.
- Add the following condition;
- Field:
Categories
- Condition:
contains
- Value:
Read by Robert Jane Joe
Of course you’ll need to modify the names to the names of your own teammates.
- Field:
- OK yourself out of the open dialogs and your view should take affect directly.
As these view settings are not shared, not even for shared mailboxes, each member of the team must make the above changes if he/she wants to apply the Conditional Formatting.
With this filter, you can apply a different display format to messages that have been marked as read by all your teammates.
Mark writes: I’m using Mail on a two-year-old Mac with with latest OS. Emails from an important business resource automatically go to junk and I cannot “unjunk” them. How can I stop this?
Hi Mark! Yep, the Mac’s Mail app can sometimes be a little too aggressive when it comes to marking email as “junk.”
The good news, though, is that you can tweak Mail’s settings to make it easier to review marked-as-junk messages before they’re tossed in the junk bin.
Now, keep in mind that it might not be the Mac Mail app that’s junking important email messages. Gmail, for example, applies its own “Spam” filter before your messages arrive in the Mail client.
So my first suggestion would be to log into the web version of whichever email service you’re using (Gmail, Yahoo, Outlook, etc.) and make sure it’s not the culprit.
If it is (say) Gmail that’s junking the wrong messages, just go into Gmail’s Spam folder, select the message that shouldn’t be marked as junk, then click the Not Spam button. Adding the sender to Gmail’s address is another good way to keep the message out of the Spam folder.
You can tweak Mail’s settings to make it easier to review marked-as-junk messages before they’re tossed in the junk bin.
OK, so let’s say you’ve determined that Mail is, in fact, the cause of your marked-as-junk woes. Now what?
Well, the quickest way to keep Mail from junking a specific non-spam message is by clicking the “Not Spam” button with the message and adding the sender to the Mac’s Contacts app. Just click the address in the “To:” field of a junked email, then select “Add to Contacts.”
Of course, the “Add to Contacts” trick won’t work all that well if you don’t even realize an important email message has been junked.
Let’s dive into Mail’s junk settings for more options.
- Launch the Mail client, click the Mail menu in the top-left corner of the screen, select Preferences, then click the Junk Mail tab.
- The first option is to turn off Mail’s junk filtering altogether—although you may end up wishing you hadn’t. To do so, just uncheck the “Enable junk mail filtering” setting.
- A better idea might be to let Mail continue marking suspected spam messages as junk, but to leave those messages in your inbox—meaning you can review potential junk mail before it’s tossed permanently. Under the “When junk mail arrives” section, select the “Mark as junk mail, but leave it in my Inbox” setting.
- You can also roll up your sleeves and micromanage how Mail decides what’s junk, and what it does with junked messages. Click the “Perform custom actions” option under the “When junk mail arrives” tab, then click the Advanced button. On the following screen, you can review and tweak Mail’s junk filtering rules, from whether the sender of a message is in the Contacts app to which folder junk messages are sent to after they’re tagged.
My suggestion for Mail’s junk settings? Stick with the “Mark as junk mail, but leave it in my Inbox” under you start feeling comfortable with how Mail is marking suspected spam messages. Once you’re satisfied, go back and select the “Move [junk messages] to the Junk mailbox” setting again.
Hope that helps, Mark. Still have questions? Let me know!