Archive for the ‘Email’ Category

Good old fashioned Email migration

April 24, 2018

Hard as it might be to imagine, some people still use POP/IMAP for email.

I’m going to use 365 as an example of destination.

Here’s what I do if it’s a small office without too much complexity;

  • The first rule of migration is backup the data (PST).
  • The second rule of migration is backup the data (yes I did just do that).
  • So first, create the accounts on 365.
    • You might need to create a TXT record to verify with 365 that you own the domain.
    • Create the accounts with the same email address and passwords (assuming they are OK passwords).
  • Take a copy of the old PST files.
  • Choose a date that you’ll copy emails to i.e. copy all emails older than June this year.
    • Upload those emails to 365.
  • Schedule a day to cut over MX records.
  • On that day (I’d recommend Saturday evening) when you point MX to 365 rather than the old email server, make sure you copy the old MX address just in case.
    • Once moved, check DNS records from people Google or GoDaddy so yo can verify the propagation of the MX change throughout the internet.
    • Once you have verification that it’s moved, then send test emails. Confirm they are flowing to the right place.
  • Now that email is flowing to 365 we want to finish up the last email moves.
    • Login to each machine, make sure you fully update the emails from the old server.
    • Create a new profile to the new server.
    • Copy the old PST file.
    • load in that copied PST to the new profile and then take all the emails that are June and newer and copy them to the new server.
    • Don’t forget Sent Items, Calendar and Contacts.
  • Now for some “magic” – Create a new email, add ALL the contacts to the new email, tab through to the body of the email and CLOSE the email. DO NOT SEND IT.
    • What this does is add all those addresses to the autocomplete list.
  • Set the new profile as default and you’re done.



Sharing email folders in 365

March 23, 2018

I’ve had a few issues with this over the years but here’s a few tips to help troubleshoot if you get problems sharing out email folders to other people in the organization.

  • “Permissions can’t be saved for folder X”
    • A quick solution to this is to head over to Outlook! Yes, apparently Outlook is better equipped to add or change permissions than the web portal on Microsoft’s servers.
    • This solution worked for me and weirdly having to use Outlook as my main conduit for permissions changes might seem a little odd but Microsoft are still working on the web portal interface and all the junk that goes along with that.
    • It works the same way, i.e. right click on the folder you want to share and choose Folder Permissions.
  • After adding permissions you still get denied access.
    • After adding users to the folder we want to share, they still aren’t allowed to view it! The problem lays in the root folder (the users name in the folder structure)
    • Right click on the users name > Folder Properties > Add > search for the user you want to give permission > OK. 
    • Change permission level to Reviewer (at a minimum) > OK.
    • ~
    • Now go to the other mailbox and add that shared folder in.
  • To add the shared folder on the end user do one of these options;
    • File > Open & Export > Other User’s Folder > type in the users name or click name and search for them > OK (you have to use the Inbox folder type)
    • The alternative way to add is below;
    • File > Account Settings > Account Settings > Double click on the email account > More Settings > Advanced > Add (from “Open these additional mailboxes”) > Type in the users email address > OK > OK > Next > Finish.


Let me know if the above is confusing and I’ll try to write a better guide.

Outdent (and Indent) in Apple Mail

February 1, 2018

An annoyance and Apple is no help with not allowing good text editing tools for Mail.

So if you want to Outdent or Indent you’ll need to know the shortcuts;

  • Outdent
    • Hold Command + [
  • Indent
    • Hold Command + ]

It’s really that simple.

Email folder sharing not working in Office 365?

January 9, 2018

So I have had this problem for a while and Microsoft hadn’t been able to figure it out until a Microsoft engineer and I knocked heads together and figured out a work around…

On one of my clients, some users could access a shared email folder and some could not, even though the permissions are exactly the same.

Long story short the fix was to give the “Folder Visible” permission on the root (the sharing users name) to the user that wants to access that folder. Only needs to be “Folder Visible”, nothing else.

Once you have that, then any permissions you have for what is essentially a subfolder of the root, will work!

MS are apparently working on a fix… I won’t hold my breath.

Office 365 emailing invoices

July 6, 2017

I had a client that wanted this so I looked into it and found the following;

  • Login as an admin
  • Go to Billing
  • Go to Billing notifications
  • Toggle on or off for emailing ALL admins.

Unfortunately at this time there is no way to select which users will get the notifications. It will email ALL admins regardless of their admin role.

Outlook deleted my vCard Signature

June 5, 2017

This drove me crazy!

Outlook would literally delete my vCard files an other files I had in a signature I just created. You know that signame_files folder that goes with the signatures? Yep that folder would have it’s contents deleted except for an image file of the vCard. Not so helpful Microsoft…

You didn’t come here to chit chat so here’s the fix… or at least my work around!

  • Create the signature exactly the way you want it.
  • Add in any image files for text and the vCard.
  • Make sure that all your reply options are set.
  • Close Outlook.
  • Now open %appdata%/Microsoft/Signatures
  • Change the properties for all the .htm, .rtf & .txt files to ONLY allow READ access.
  • For this Right click > Properties > Security (tab) > Advanced > Disable Inheritance > Convert Inherited Permissions… > Double click on the user and remove all permissions except READ.
  • Save and repeat for the folder i.e. if your signature was called “my signature” then you should see a folder called “my signature_files”.
  • Now you can open Outlook and it should have your vCard signature all done.

Can’t edit Programmatic Trust Center

October 25, 2016

If you have a third party  app that interacts with Outlook (such as Encore) and when it requests access you get prompted by Outlook.

For most of the time you can give access either one off or from 1 to 10 minutes at a time but if you need to just drop the prompts (and bear in mind the reason they put this in was for security reasons!) then follow these registry tweaks to allow access WITHOUT prompts.

You’ve been warned re the security so on with the show;

Open the registry  editor and navigate to;


You’ll most likely need to create these entries and change their values to 2 for AutoApprove;
Dword: PromptOOMSend
Value: 2
Dword: PromptOOMAddressBookAccess
value: 2
Dword : PromptOOMAddressInformationAccess
Value: 2
Dword: PromptOOMMeetingTaskRequestResponse
Value: 2
Dword: PromptOOMSaveAs
Value: 2
Dword: PromptOOMFormulaAccess
Value: 2
Dword: PromptSimpleMAPISend
Value: 2
Dword: PromptSimpleMAPINameResolve
Value: 2
Dword: PromptSimpleMAPIOpenMessage
Value : 2

You will won’t be able to edit the options but it won’t prompt you anymore…




Credit :



July 11, 2016

So for those of you who are running a Mac and use Apple Mail this might be interesting;

If you ever get an attachment called WINMAIL.DAT it’s because Outlook (or another mail client) is encoding the file with extra text information that Apple doesn’t like.

Its like a sulking competition that’s been going on forever it seems, where neither side is willing to change…

Anyway if you do get it, check your webmail (assuming you a have webmail site) instead of asking the person to resend it in a different way. Your webmail interface generally does not use Apple’s Mail product and doesn’t fail at opening those attachments.

Got WINMAIL.DAT? Goto Webmail. Problem solved.

Either that or use a different Email client on your Mac, but I’m presuming that’s going to be more of a hassle than occasionally checking webmail.

Can’t access Shared Calendars in Office 365?

November 7, 2014

Yeah it’s a pain right? Well I just finished researching this beast and here’s the fix that worked for me;

  • First removed all shared calendars from outlook and OWA just so I had a fresh start.
  • Second, Shared back those calendars to the recipient.
  • Third – and here’s the actual trick – add the sharing users actual calendar NOT the sub calendar you’re trying to share. So right click on “Other Calendars”, Add Shared Calendar – add the username etc.
  • Fourth Add back those other shared calendars you actually want. I did this in webmail and they populated in Outlook but for some reason I had to manually add the sharing users calendar (even though I didn’t want that). Once I had the other shared calendars working I removed the sharing users own calendar and I got the result i needed. i.e. the shared calendars working…

Quite why this happens, only Ms can tell you but the above worked for me.

Good luck if you’re having this issue. It took me a good hour or two of googling and testing and trying things.

Adding a different “From” address in Mac Mail

June 6, 2014

Quick tip; You want to appear to come from rather than… for what ever reason, do this;

  • Open Mail.
  • Click Mail > Preferences.
  • Click Accounts
  • Click on the account you want to add the alias to.
  • Next to your Email Address filed type a comma , after your email address and then type the new address.
  • Once this is done you should have the option in the from field for that new address.