Find all messages with attachments
There are several ways to find all messages that contain attachments. Outlook offers built-in search filters that will show you messages that contain attached files, or you can type in the Search Current mailbox box at the top of the message list.
Find attachments using Outlook's search box
To search all folders, make sure you're currently viewing the Inbox. If you want to search a specific folder, select that folder in the folder pane.
At the top of the message list, you'll see a box that says Search Current Mailbox . Click to place your cursor in that box, type hasattachments:yes , and then click Enter .
This returns all messages in your current mailbox (if you're viewing the Inbox) or current folder (if you're viewing another folder) that contain attachments, sorted by date, with the most recent messages on top.
Search multiple mailboxes for messages with attachments or narrow your search scope
By default, Outlook only searches your current mailbox. If you have multiple email accounts and want to search across all email accounts (mailboxes), select the drop-down next to Current Mailbox .
Tips: The specific options you see here will vary by the version of Outlook you're using.
In Outlook 2016 and Outlook 2013, select from All Mailboxes , Current Folder , Subfolders , Current Mailbox , or All Outlook items .
In Outlook 2010, in the upper left corner of the screen, change your search scope to All Mail Items , Current Folder , All Subfolders , or All Outlook Items .
Use Outlook's built-in filters to search for all messages with attachments
Outlook has a number of built-in filters that you can use to search for messages with one or two clicks. The simplest way to display Outlook's search tools is to click in the Search Current Mailbox box at the top of the message list. Once you place your cursor in that box, the ribbon will display the Search Tools options.
To find all messages with attachments, select the Has Attachments button. By default, this searches the current mailbox and sorts the results by date with the most recent on top.
Change the order of search results
By default, when you search for all messages with attachments, Outlook sorts them by date with the most recent messages displayed at the top of the list. To change this sort order use the following steps. , select the drop-down next to All right under the search box.
Select the drop-down next to All under the search box.
Select Arrange by , and on the fly-out menu, select how you want the results sorted.
Clear Search results
When you click a different folder in the Folder Pane, the message list returns to the default view with all items appearing. You can also clear a search by using either of the following options:
On the Search ribbon, in the Close group, select Close Search .
Click the X to the right of the search term in the Search box at the top of the list of search results.
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Search for attachments by file extension or words within the attachments
Outlook can find emails with one or more attachments by specifying the "Has Attachments" option.
But how can I search for a specific type of attached file? e.g. search for emails having .docx, .pdf, .xlsx or .zip files etc.
Is it also possible to only search for text within an attachment and not within the message body?
To limit your search to text within an attachment, you can use the attachment: search command.
- attachment:(my search words)
- attachment:(my search words) ext:docx
With these two search commands, you can also do quite some advanced things to further optimize your search results if needed as shown in the examples below.
Search for multiple attachment types in one search
If you want to search for messages which contain at least 2 specific type of file attachments, you’ll have to enclose your search in round brackets after you specify the ext: search command:
- ext:(xlsx zip)
If you want to search for messages which contain at least one of the file types, you must use the OR statement (case sensitive!):
- ext:(docx OR pdf OR xlsx OR zip)
Exclude attachment types
If you want to exclude a specific file type from your search, you can use the NOT statement (case sensitive!). This can be useful when you want to search for doc files specifically and not also include docx files in your results.
- ext:(xls NOT xlsx)
To search for all attachments except for some specific types, you must also include the command hasattachments:yes or you’ll also get all messages without attachments returned:
- ext:(NOT docx NOT pdf NOT xlsx) hasattachments:yes
Search in attachment and message body text
You can combine this with a regular search term to look in the message itself as well as in the attachment:
- ext:(docx OR pdf) your search text
Search in attachment text only
If you only want to search within the attachment, you’ll have to specify the attachment: field as well:
- ext:pdf attachment:(search with multiple words)
Search for file types inside zip-files
Sadly, there is no specific search command to also include zip-files which contain a specific file type in the results. For instance, to return all doc-files and all zip-files which contain a doc-file.
You can achieve a close approximation by using an OR statement which searches within the zip-file for a specific word in the contained files (which includes the file extension);
- ext:(pdf) OR (ext:zip attachment:pdf)
As said, this won’t be an exact search as it will also return messages with zip-files attached which have files containing the word docx or pdf in them.
Note: For more about using Instant Search commands in Outlook see the guide; Instant Search query commands reference
- Exclude words in attachment content when searching
- Searching within pdf attachments
- Don’t automatically switch to the Attachments tab when selecting a received attachment
- Remove attachments from emails
- Prevent attachments from opening in Protected View
- Related Categories: Attachments • Search
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How to find out attachments by file type in Outlook?
Sometimes you may not be clear about attachments' names, content, etc. but attachments' file types (file extension) in messages. For example, the only thing you remember is that the attachment is a Microsoft Word document with meeting time. How to find out these attachments of specified file types? It seems hard to find out attachments of special file types with existing search tools in Microsoft Outlook.
Actually, you can find out attachments by file types in Outlook with entering searching criteria in the Search Box directly.
Find messages with attachments of one specified file type
Find messages with attachments of two or more file types, find messages with attachments of at least one of specified file types, find messages without attachments of specified file types.
Common file types (extensions)
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- BCC Warning - show message when you try to reply all if your mail address is in the BCC list; Remind When Missing Attachments , and more remind features...
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If you want to find out the messages which contain attachments of one specified file type, please enter the ext: extension in the Search Box.
For example, if you want to find out the messages that contain attachments of zip files, please input the ext: zip in the search box. Then it will filter the messages with attachments of zip in one minute.
Your messages may contain attachments of more than one file types. And this section will help you find out messages with attachments of two or more specified file types at the same time.
ext: (extension extension)
Take the attachments of zip files and of txt files for example, just enter the ext: (zip txt) in the search box, and then it will find out the messages which contains both attachments of zip files and attachments of txt files at the same time.
This section will help you find out messages with attachments of at least one of several specified file types.
ext: (extension OR extension)
Supposing you need to find out the messages with attachments of zip, or attachments of docx, or attachments of zip or of docx, just enter the ext: (zip OR docx) in the search box.
Sometimes you may remember the messages contain attachments, and you can ensure the attachments are not some specified file types. In these cases, you can do it as following:
Firstly enter ext: (NOT extension) in the search box, and then click the Has Attachment on the Search tab.
In other cases, one message may include several types of attachments. However, you need to filter messages with specified types of attachments, but excluding specified types of attachments.
ext: (extension NOT extension)
For example, you need to find out the messages with attachments of word documents (docx), but exclude messages with attachments of workbook (xlsx). In other words, the messages with both attachments of docx and attachments xlsx don't meeting your needs. In this case, just enter the ext: (docx NOT xlsx) in the search box.
Common file type (extensions)
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- BCC Warning - show message when you try to reply all if your mail address is in the BCC list ; Remind When Missing Attachments , and more remind features...
- Reply (All) With All Attachments in the mail conversation ; Reply Many Emails in seconds; Auto Add Greeting when reply; Add Date into subject...
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- Powerful Junk Emails by custom; Remove Duplicate Mails and Contacts ... Enable you to do smarter, faster and better in Outlook.
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How To Search Attachment File Type In Outlook
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Outlook users often need to search for attachments in emails. The application includes flexible search options that enable users to search for attachments in various ways. You can utilize both its search box and built-in filters to search for files attached to Outlook emails .
Read on to find out how to search attachment file type in Outlook using various methods, depending on your wants and needs.
- How do I search attachment file type in Outlook?
1. Search for file formats
2. search for keywords in attachments, 3. search for large attachments, 4. search outlook’s calendar for large attachments.
You can search for specific attachment file formats by entering the extension command in the search box. Click inside Outlook’s search box, and then input the following command: ext:<extension>.
Thereafter, Outlook will list emails with attachments that match the file type included in the command. These are some examples of the ext: <extension> command:
You can search for an email that includes a specific keyword or phrase with the attachment command. Enter this command in Outlook’s email search box: attachment:<keyword>. Outlook will list emails with attachments that include the keyword. Below are a few examples of the attachment command:
- attachment:December 5
- To search for large email attachments in Outlook, try utilizing the Has Attachments filter. Click in the search box to switch to the Search tab.
- Click By Date at the top of the search results.
- Select Size on the menu to sort the emails with attachments by size. Then you can find the emails with the largest attachments listed at the top.
- To search for Outlook calendar attachments, switch to the Calendar view.
- Open the calendar folder to search attachments for.
- Select the View tab.
- Then select the List option.
- Click within the Instant Search box.
- Click the Has Attachment button on the Search tab. That will display all calendar items with attachments for the opened calendar folder.
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So, you can utilize Outlook’s search tools in various ways to find email and calendar attachments. The ext and attachment search operators and the Has Attachments filters are efficient search methods for finding attachments in Outlook.
If you have any other questions or suggestions regarding the topic of Outlook search attachment file type, leave them in the comments section below and we’ll surely check them out.
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How to Use Microsoft Outlook’s New Search Box
Rob Woodgate is a writer and IT consultant with nearly 20 years of experience across the private and public sectors. He's also worked as a trainer, technical support person, delivery manager, system administrator, and in other roles that involve getting people and technology to work together. Read more...
Microsoft has dropped a new Search box into Outlook’s title bar. At first glance, it’s very similar to the old Search box, but it has a lot of new tricks up its sleeve. Here’s how to use the feature effectively.
Microsoft Outlook, along with the other Office apps, now has a new Search box in the title bar. This is called Microsoft Search , and it’s available in both the client apps and the web apps in Microsoft 365 (M365)/Office 365 (O365).
The Search box works the same way in all of the apps, but previously the only Office app that really had Search was Outlook. So, if you’re used to the old style, then this is a bit of a change.
Previously, the Search box was located under the ribbon and above your emails.
The new Search box is in the title bar instead.
The new Search bar gives you more vertical space, which is very handy if you’re using a smaller screen like a laptop or tablet, rather than a larger monitor. For people who have the muscle memory of clicking just above the email folder to search, this will take a little getting used to, but it’s not a huge positional leap.
Microsoft has also added two keyboard shortcuts to help you adjust—CTRL+E and ALT+Q—which is a welcome addition for those of us who like to avoid switching between keyboard and mouse where possible.
When you click into the new Search box (or use the keyboard shortcut), a menu that shows recent searches, people, and actions will appear.
We have mixed feelings about this. On one hand, it’s pretty useful to have what feels like a clipboard of recent activity in the app at your fingertips. But on the other hand, it covers up a lot of the tools found on the Search tab ribbon. There’s no way to change this behavior, and we don’t expect Microsoft to make it configurable.
If you want to see the Search tab, you’ll have to click on a blank piece of the ribbon to hide the drop-down Search bar menu.
As you type in the Search box, the menu will filter down search terms, people, and actions to match what you type. Regardless of anything else, this is the biggest change in Microsoft Search: it no longer just searches through email. The new feature searches everything in Outlook, including Outlook functionality.
This change is particularly useful for finding out how to do things. If you want to know how to move emails, for example, type “move” in the Search box and, below any emails that match the word, the menu will display relevant commands.
Although you can still type commands like “from:[email protected]” like the old Search, Outlook now has a much better and easier user interface for constructing your search. Click the arrow next to the Search box and a simple search menu appears.
Type into these filters and Outlook will automatically add the correct syntax to the Search box, which means you no longer need to remember the right commands to type.
You can still change the default search location , but now you can change the default search fields as well. If you want to search for things that aren’t in the default fields, click “Add More Options.”
This will bring up additional options you can turn on, as well as switching off fields you don’t use. Check or uncheck the boxes and click “Apply” when you’re done.
RELATED: How to Tag Your Emails For Maximum Searchability
And if you’re not a fan of the new dropdown, the Search tab on the ribbon is still there, although now it only appears when you click into the Search box.
If your place of work uses O365 with a business license, you’ll get some extra functionality like the ability to search across shared mailboxes and seeing results from Bing.
All in all, we quite like the new Search box. It has more power and functionality than the old Search box and provides more screen space for your actual emails. Yes, the automatic menu dropping down over the Search tab is a bit annoying, but it’s hard to see how the company could avoid that while still providing the History list. Overall, it’s a definite improvement, which is no bad thing.
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25+ Outlook Keyboard Shortcuts to Work Faster & Save Time
If you're like most of us, email takes up a lot of your day. But if you really think about it, you probably use many of the same Outlook tasks over and over. Finding those tasks in the drop-down menu can take a bit of time (especially if you haven't memorized where they are).
There's a better way!
Outlook shortcuts are quicker and easier. Plus, there's no searching through drop-down menus. The Outlook shortcut keys can be done right from the keyboard. There are navigation shortcuts, search shortcuts, and many more. All you need to do to start using them is to learn a few dozen Outlook hotkeys.
In this tutorial, I'll go over the time-saving Outlook shortcuts you really need to know. I'll reveal the Outlook hotkeys for some of the most frequently used Outlook tasks.
Guide to Inbox Zero Mastery (Free eBook Download)
Before going further in learning how to use Microsoft Outlook keyboard shortcuts, be sure to grab our Free eBook: The Ultimate Guide to Inbox Zero Mastery . It's packed with inbox organization strategies and killer tips for managing all your incoming email more efficiently.
Now let's dig into the material on how to compose an email with Outlook.
Save Time With These Useful and Easy MS Outlook Keyboard Shortcuts
According to a study from Carleton University , the average worker spends between two and three hours on email every day (30% of their time). If this looks like your day and you’re not using Outlook shortcuts, you may be wasting time. While we may only be talking about a minute or two per task, if you’re a heavy email user those minutes could add up.
In this post we’ll look at four of the most common email uses:
- Creating/sending email messages
- Managing your email inbox
- Navigating to different sections of your email
- Searching your email for items
Let's take a look at how MS Outlook Keyboard shortcuts can help you save time in each of these areas.
1. How to Create Messages Quickly With Outlook Hotkeys
One of the most common uses for email has to do with creating sending messages. This category involves more than just composing and new message, though. It also includes creating replies to messages, forwarding messages to others, and more. Here are seven quick Outlook shortcuts that'll shave time off the message creation process:
Here’s an example of how this works:
Let’s say you'd like to email a link to an article you just read to your boss.
Normally, to do this using the Outlook menu system you’d first take your hands off the keyboard. Then you’d use the mouse to click the Insert tab. Finally, you’d click the Link icon to get the Insert Hyperlink dialog box to display.
Outlook keyboard shortcuts can save quite a bit of time. To open the Insert Hyperlink dialog box all you'd do is type CTRL + K .
Here's a look at the dialog box:
To learn more about how to compose and send messages using Microsoft Outlook, review this tutorial:
2. How to Manage Your Inbox
Another common email task is managing messages. This includes sending completed messages, deleting unwanted messages, organizing messages in folders, flagging important messages, and more. Here are some Outlook shortcut keys to help you manage your inbox efficiently:
Let’s say you’ve just received a very important email that requires you to follow up on it. But you’re afraid you’ll forget to do the follow up. Message flags are ideal for this purpose.
Normally, to flag a message using the Outlook menu system you’d first take your hands off the keyboard. Then you’d use the mouse to make sure you were on the Home tab. Next, you’d click the Tags icon. From the drop-down menu you’d select Follow Up > Custom… to open the Custom dialog box.
With Outlook keyboard shortcuts you never have to take your hands of the keyboard to open the Insert Hyperlink dialog box. Simply press CTRL + Shift + G and the Custom dialog box opens automatically:
Here’s a tutorial that can help you discover even more ways to organize your MS Outlook inbox:
If you’d like to learn more about general email organizational principals, be sure to download our free eBook: The Ultimate Guide to Inbox Zero Mastery .
3. How to Navigate Quickly with Outlook Keyboard Shortcuts
There’s a lot to Outlook. Not only does it include your inbox, but there’s also an Outlook calendar, tasks list, contacts, and more. Relying on Outlook’s menu system to get to the part of Outlook where you need to be can slow you down. Try these timesaving Outlook shortcut keys instead:
Let’s say you’ve just received a message that contains an important task in the body of the email. You want to add a new task immediately with the message still open before you forget. You don’t want to turn the message itself into a task since it contains other, unrelated information.
I’ve not been able to find a way to do this using the Outlook menu system without first closing the open email. So, first you’d take your hands off the keyboard so you can use the mouse. Then you’d close the email by clicking the x in the upper right corner. Next, you’d use the mouse to make sure you were on the Home tab. Then, you’d click the New Items icon. From the drop-down menu you’d select Task to open the New Task window.
Whew! If that sounds a bit complex, that’s because it is!
In contrast, to use the Outlook keyboard shortcut you’d just press CTRL + Shift + K . The New Task window opens without closing the email you’re looking at:
Learn more about using Outlook to manage your schedule and tasks in this tutorial:
4. Keyboard Shortcuts to Help You Use Search
The search capabilities are one of the most important features of any software tool and MS Outlook is no different. In Outlook email a search tool is included in the following areas:
No matter what part of Outlook you’re working in, Outlook search shortcuts can help you find what you’re looking for quickly:
Here’s an example of how the search shortcuts work:
You can use the Search box to do this.
Normally, to search for a specific message you’d first take your hands off the keyboard. Then you’d use the mouse to move to the Search box and type a phrase. Next, you’d click below the Search box to bring up the Advanced Search drop-down. From the drop-down menu you’d select Attachments to see a list of all the email messages with an attachment and the word you entered in the Search box.
With Outlook search shortcuts you can open the Advanced Find box. Simply press CTRL + Shift + F and the Advanced Find dialog box opens automatically. Type in any words you want to search for on the Messages tab, then switch to More Choices tab to specify Only items with: one or more attachments . When you’ve entered all parameters, click the Find Now button. Here’s a look at the Advanced Find dialog box:
Learn more about using Outlook to search for messages in this tutorial:
How to Add Outlook Keyboard Shortcuts to Your Daily Routine
Many people are intimidated by the vast number of keyboard shortcuts available in MS Outlook. This tutorial has only touched on some of the more common shortcuts.
If you hesitate to use Outlook hotkeys because you're afraid you can't learn them all, remember that you don't need to learn them all. You just need to learn the shortcuts that'll help you the most. And you don't need to learn those all at once.
Here's an easy way to get started with shortcuts. Pick a handful of shortcuts that you know will save the most time. Put those shortcuts on paper and post it near your computer. (If you like one of the keyboard shortcut tables in this tutorial, you could print that out and post it instead.)
Now, it's easy to glance at the paper to help prompt your memory as you work.
More Helpful Email Tips and Strategies
Don't forget to sign up to the Tuts+ Business newsletter and grab our free eBook : The Ultimate Guide to Inbox Zero Mastery. It's packed with inbox organization strategies and killer tips for managing all your incoming email more efficiently.
You've just discovered how to bring up the Outlook commands you use most often quickly and efficiently using Outlook keyboard shortcuts. You can find a complete list of all keyboard shortcuts in MS Outlook on their support site. If Outlook is your email software, it only makes sense to learn the Outlook shortcut keys to perform the tasks you do often. Why not start using Outlook hotkeys today?
Exporting PowerPoint Slides to Outlook Email
by YOUpresent | Jan 12, 2015 | Add-Ins , Blog , Presentation Automation , VBA Macros | 2 comments
This is prototype of a PowerPoint application called PowerPoint to Outlook which exports slides in a PowerPoint presentation to an interactive Outlook email.
The app (which is implemented in our G-Tools add-in or embedded within a presentation*) provides the user with options to select how slides are exported to an Outlook email.
Option include an optional inline navigation table which appears above the slides in the email, setup of the layout, how text is generated for the navigation hyperlinks and whether hidden slides are included or not. In the example below, we have 10 slides in a presentation.
Clicking the PowerPoint to Outlook Export button displays the options window and when we’re happy, clicking OK will automatically build the Outlook email:
In the demo below a PowerPoint deck of 10 slides is used. Clicking the Export to Outlook button displays the options available and once set, a new Outlook email is created, with the optional navigation table above a table containing static images of the slides. Interested in Microsoft Office automation solutions? You can purchase a license for the full version or if you need a custom solution developed, please contact us below.
Need Help with Office Automation?
[contact-form][contact-field label=’Name’ type=’name’ required=’1’/][contact-field label=’Email’ type=’email’ required=’1’/][contact-field label=’Website’ type=’url’/][contact-field label=’Comment’ type=’textarea’ required=’1’/][/contact-form]
*We can provide a custom service to provide you with the PowerPoint to Outlook app embedded within a presentation of your choice.
Hello. Please, I want to put just one slide in to Outlook with video file. Will this tool work in a way that, people who I will send it to be able to play the video directly in the opened email? Thank you so much. Lenka
Unfortunately, Microsoft does not support embedded videos directly inside an email due to security and spam issues. The only thing that is possible is to insert a picture (e.g. selected frame of the video) and add a hyperlink to a video hosting service.
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How to Search PPT
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Microsoft PowerPoint is presentation software featured as part of Microsoft’s Office suite of productivity products. PowerPoint is used by businesses and educators to present information to an audience. The program saves its presentations in the PPT file format. You can search your Windows operating system for PPT files using standard Windows 7 search functionality. You can also search for strings of text within a PowerPoint file using the built-in search tool in PowerPoint itself.
Search for PPT Files in Windows
Click the Windows “Start” button.
Enter your PowerPoint search terms into the Search field. If you know the name of the PPT file you’re looking for, type it into the Search field. For example, if the file is called "presentation1," type search for “presentation1.ppt” (without the quotation marks). If you don’t know the name of the file, enter "*.ppt" (without the quotation marks) to search for all PPT files on your computer.
Double-click the desired file to load it in PowerPoint.
Search Within PPT Files
Launch PowerPoint and click “Replace” in the Editing group of the Home tab.
Enter the word or phrase you’re searching for in the Find What field.
Click the “Find Next” button to search for the first instance of your word or phrase. Repeat this step to move through each instance of the word you are searching for in your PPT file.
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- Microsoft: Advanced Tips for Searching in Windows
- If you’re searching through a PowerPoint file to replace text, in Step 2 enter the replacement text in the Replace With field. Click “Find Next” to move through the search results. To replace all instances of your word or phrase, click “Replace All.” If you want to decide on an instance-by-instance basis whether your text should be replaced, click "Replace."
Andrew Tennyson has been writing about culture, technology, health and a variety of other subjects since 2003. He has been published in The Gazette, DTR and ZCom. He holds a Bachelor of Arts in history and a Master of Fine Arts in writing.
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Are you getting the most from powerpoint for microsoft 365/office 365 in windows learn about the key new features in microsoft’s powerful presentation app..
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Use the Ribbon
Use the search bar to accomplish tasks quickly, get a jump-start on your presentations, try smart lookup for online research, tap designer for slide design ideas, add new types of charts, morph from one slide to the next.
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Need to create and share a presentation? If so, you probably turn to the most popular presentation application in the world, Microsoft PowerPoint for Windows.
Microsoft sells Office under two models: Individuals and businesses can pay for the software license up front and own it forever (what the company calls the “perpetual” version of the suite), or they can purchase a Microsoft 365 or Office 365 subscription, which means they have access to the software for only as long as they keep paying the subscription fee.
When you purchase a perpetual version of the suite — say, Office 2016 or Office 2019 — its applications will never get new features, whereas apps in the “365” subscriptions are continually updated with new features. For more details, see “ Microsoft Office 2019 vs. Office 365: How to pick the best one for you ” Confusing matters even more, Microsoft has recently renamed most, but not all, of its Office 365 subscriptions under the “Microsoft 365” moniker, which generally means the plan includes everything from the old Office 365 plans plus some additional features and apps.
This cheat sheet gets you up to speed on the features that have been introduced in the Windows desktop client for PowerPoint in Office 365 and Microsoft 365 since 2015. We’ll periodically update this story as new features roll out. (If you’re using the perpetual-license PowerPoint 2016 or 2019, see our separate PowerPoint 2016 and 2019 cheat sheet .)
Share this story: IT folks, we hope you’ll pass this guide on to your users to help them learn to get the most from PowerPoint for Microsoft 365/Office 365 in Windows.
The Ribbon interface that you came to know and love (or perhaps hate) in earlier versions of PowerPoint hasn’t changed much in Microsoft 365/Office 365. Because the Ribbon has been included in Office suite applications since Office 2007, we assume you’re familiar with how it works. If you need a refresher, see our PowerPoint 2010 cheat sheet .
In September 2018, Microsoft overhauled the way the Ribbon looks. It has a flattened look that’s cleaner and less cluttered than in previous versions of PowerPoint, and its high-contrast colors make the icons and text easier to see. The red bar at the top has also been reduced, with the tab names now appearing on a gray background. But it still works in the same way, and you’ll find most of the commands in the same locations as in earlier versions.
The Ribbon in PowerPoint for Microsoft 365/Office 365 has been cleaned up, with text and icons that are easier to see. (Click image to enlarge it.)
One minor change to the Ribbon layout is that there’s now a Help tab to the right of the View tab. To find out which commands live on which tabs on the Ribbon, download our PowerPoint for Microsoft 365 Ribbon quick reference . Also note that you can use the search bar on the Ribbon to find commands.
As in previous versions of PowerPoint, if you want the Ribbon commands to go away, press Ctrl-F1 . (Note that the tabs above the Ribbon — File, Home, Insert, and so on — stay visible.) To make them appear again, press Ctrl-F1 .
You’ve got other options for displaying the Ribbon as well. To get to them, click the Ribbon Display Options icon at the top right of the screen, just to the left of the icons for minimizing and maximizing PowerPoint. A drop-down menu appears with these three options:
- Auto-hide Ribbon: This hides the entire Ribbon, both the tabs and commands underneath them. To show the Ribbon again, click at the top of PowerPoint.
- Show Tabs: This shows the tabs but hides the commands underneath them. It’s the same as pressing Ctrl-F1. To display the commands underneath the tabs when they’re hidden, press Ctrl-F1, click a tab, or click the Ribbon display icon and select Show Tabs and Commands .
- Show Tabs and Commands: Selecting this shows both the tabs and the commands.
And if for some reason that nice red color on the title bar is just too much for you, you can turn it white, gray or black. To do it, select File > Options > General . In the “Personalize your copy of Microsoft Office” section, click the down arrow next to Office Theme, and select Dark Gray , Black or White from the drop-down menu. To make the title bar red again, instead choose the Colorful option from the drop-down list. Just above the Office Theme menu is an Office Background drop-down menu — here you can choose to display a pattern such as circles and stripes or a circuit board in the title bar.
When you click File on the Ribbon, you get sent to a useful section that Microsoft calls the backstage area. If you click Open or Save a Copy from the menu on the left, you can see the cloud-based services you’ve connected to your Office account, such as SharePoint and OneDrive. Each location now displays its associated email address underneath it. This is quite helpful if you use a cloud service with more than one account, such as if you have one OneDrive account for personal use and another one for business. You’ll be able to see at a glance which is which.
The backstage area (under the File tab) shows which cloud-based services you’ve connected to your Office account and lets you connect to additional ones. (Click image to enlarge it.)
You can also easily add new cloud-based services. From the screen that shows you your online locations, click Add a Place and choose which service to add. Note, though, that you’re limited to SharePoint and OneDrive.
In the works: A simplified Ribbon
Microsoft is also working on a simplified version of the Ribbon for all Office applications. Like the existing Ribbon, it will have tabs across the top, and each tab will have commands on it. But it’s more streamlined and uses less space than the existing Ribbon.
For now, only Outlook for Windows uses the simplified Ribbon in Microsoft 365/Office 365. However, you can get a preview of what it will look like in PowerPoint by going to the online version of PowerPoint. Use the slider next to Simplified Ribbon at the top right of the screen to toggle the simplified Ribbon on and off. If you don’t see the slider at the top of the screen, go to the Ribbon’s View tab and check the box next to Simplified Ribbon. To revert to the regular Ribbon, uncheck the box.
A cleaner, simpler Ribbon will be available in PowerPoint at some point. To try it now, head to the online version of PowerPoint, pictured here. (Click image to enlarge it.)
In the simplified Ribbon, all the commands are still there for each tab, but only the most commonly used are visible. Click the three-dot icon at the far right end of the Ribbon to show the rest of the commands in a drop-down menu.
In the Outlook desktop client, you can toggle between the streamlined and traditional Ribbon by clicking a small caret icon at the right edge of the Ribbon. We assume this will work the same way in PowerPoint, but at this point we have no details. We’ll update this section when the simplified Ribbon rolls out to PowerPoint for Windows.
PowerPoint is so chock-full of powerful features that it can be tough to remember where to find them all. Microsoft 365/Office 365 has made it easier via the Search bar, which can put even buried tools or those you rarely use in easy reach. (Note that at one point, the feature was called Tell Me.)
To use it, click in the Search bar — for some subscribers, it’s located on the Ribbon to the right of all the tab headers; for others, it’s above the Ribbon in the red title area. (Keyboard fans can instead press Alt-Q to go to the Search box.) Type in a task you want to do, such as change handout orientation . You’ll get a menu showing potential matches for the task.
In this instance, the top result is a Handout Orientation listing that when clicked gives you two options — one to set the orientation to horizontal and the other to vertical. Just click the one you want to use. If you’d like more information about your task, the last two items that appear in the menu let you select from related Help topics or search for your phrase using Smart Lookup. (More on Smart Lookup below.)
The Search bar gives advice on changing the handout orientation (or any other task you query). (Click image to enlarge it.)
Even if you consider yourself a PowerPoint pro, give Search a try. It’ll save you lots of time and is much more efficient than hunting through the Ribbon to find a command. It also remembers the features you’ve previously clicked on in the box, so when you click in it, you first see a list of previous tasks you’ve searched for. That makes sure that tasks that you frequently perform are always within easy reach, while at the same time making tasks you rarely do easily accessible.
Search is gaining more capabilities, too. Some users of enterprise and education editions of the subscription version of Office are now able to use the Search box to find people in their organization, SharePoint resources, and other personalized results from within PowerPoint. (These features are being rolled out in stages, so you might not have them yet.)
QuickStarter is a great tool for anyone who hates being confronted with a blank slate when starting a presentation. It jump-starts your presentation by helping you with research and outline creation.
To use it, when you create a new presentation, select QuickStarter, type in the topic of your presentation, and then choose from a list of subtopics. QuickStarter suggests a set of slides you might want to use, based on Bing searches and information from Wikipedia. Choose which slide(s) to keep, and then select a look for your slides, including a theme complete with background graphics. You’ve now got a good start on your presentation.
QuickStarter recommends slides you might want to use for your presentation, based on Bing searches and information from Wikipedia. (Click image to enlarge it.)
If you do research to gather information for presentations, you’ll want to check out another new feature, Smart Lookup. It lets you do online research from right within PowerPoint while you’re working on a presentation, so there’s no need to fire up your browser, search the web, and then copy the information to your presentation.
To use Smart Lookup, right-click a word or group of words and select Smart Lookup from the menu that appears. PowerPoint then uses Bing to do a web search on the word or phrase and displays definitions, any related Wikipedia entries, and other results from the web under the Explore tab in the Smart Lookup pane that appears on the right. If you just want a definition of the word, click the Define tab in the pane.
Smart Lookup lets you do web research from right within PowerPoint. (Click image to enlarge it.)
Smart Lookup has been getting smarter over time. When the feature first launched, it wasn’t very good at finding specific, timely information such as the current inflation rate in the United States. It was much better at finding more general information, such as a biography of the artificial intelligence pioneer Arthur Samuel. But Microsoft has done a lot of work on it, and it now works well when finding granular information as well.
Keep in mind that in order to use Smart Lookup in PowerPoint or any other Microsoft 365/Office 365 app, you might first need to enable Microsoft’s intelligent services feature, which collects your search terms and some content from your presentations and other documents. (If you’re concerned about privacy, you’ll need to decide whether the privacy hit is worth the convenience of doing research from right within the app.) If you haven’t enabled it, you’ll see a screen when you click Smart Lookup asking you to turn it on. Once you do so, it will be turned on across all your Microsoft 365/Office 365 applications.
Designer makes it easy to quickly create high-quality slides without you doing much work. When you insert an image into a slide, the Design Ideas panel opens on the right side of the screen, offering you a choice of multiple layouts for the slide. Choose the layout you want and take it from there.
Microsoft claims the feature was built with the help of graphic designers and takes into account the content of the image. A Microsoft blog post about Designer claims that “if the visual contains a natural scene, Designer can zoom, crop and frame it. But if the image contains a chart, it focuses in on the relevant region to ensure the important data is highlighted.”
When you insert an image into a slide, the Design Ideas panel offers suggestions for the best layouts to use. (Click image to enlarge it.)
Note that like Smart Lookup, Designer requires you to enable Microsoft’s intelligent services feature. If you haven’t already enabled it to use Smart Lookup or another feature, you can enable it by going to the Design tab on the Ribbon, clicking the Design Ideas button all the way to the right, and, when asked for your permission to turn on “connected experiences,” selecting Turn On .
In PowerPoint (as well as Excel and Word) for Microsoft 365/Office 365, you get eight new types of charts you can add to documents: Treemap, Sunburst, Waterfall, Histogram, Pareto, Box & Whisker, Funnel and Map. Each provides a unique way to display data visually. See our Excel for Office 365 cheat sheet for details about the new chart types, including what each one looks like and what type of data it’s best suited for.
To insert any of the new chart types (or any other chart) in a document, select Insert > Chart from the Ribbon or click the chart icon in the area that appears when you create a new slide — it’s in the box that also lets you add text, tables, graphics, and other content. Either way, you’ll be shown the full gallery of charts you can insert. Make a selection and click OK , and it appears in your document with placeholder data; at the same time a pop-up window appears that looks like a mini Excel spreadsheet. Enter or edit the data, or else click the Edit in Excel button to open it up in Excel and edit it there.
When you insert a chart, a window where you can edit the data pops up. (Click image to enlarge it.)
Note that the Pareto chart does not show up in the main list of chart types. To insert one, you’ll have to first select Histogram from the list of chart types, and at the top of the screen that appears, select the option to the right, Pareto .
This feature lets you show motion in transitions and inside slides, but without having to use the Animations tab. To use it, duplicate an existing slide: Select the slide, then, on the Home tab, click the down arrow next to New Slide and select Duplicate Selected Slides .
Then make changes to that duplicate, such as shrinking an element or elements in it, making them bigger, moving them to new locations, and/or rotating them. Now select Morph from the Transitions tab, and PowerPoint automatically creates an animated transition between the slides. Onscreen, they look like a single slide morphing.
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Microsoft Outlook for Mac is now free for all users
Microsoft announced today that Outlook is now free for all Mac owners. Previously, users would need a Microsoft 365 subscription to use the email client app.
Whether at home, work or school, Mac users everywhere can easily add Outlook.com, Gmail, iCloud, Yahoo! or IMAP accounts in Outlook and experience the best mail and calendar app on macOS. The Outlook for Mac app complements Outlook for iOS – giving people a consistent, reliable, and powerful experience that brings the best-in-class experience of Outlook into the Apple ecosystem that so many love.
The app offers a clean interface, and you can stay on top of your email and calendar while using other apps by viewing your agenda with a widget or a reminder in the Notification Center. With Apple’s Handoff feature, you can pick up tasks where you left off between iOS and Mac devices.
In a future update, Microsoft Outlook will bring Profiles, which will connect your email accounts to Apple’s Focus experience. With that, you won’t get unwanted notifications at the wrong time, so you can stay focused on that important work email without distractions from your personal one.
For people with multiple accounts, the all-accounts view lets you manage all your inboxes at once without having to switch back and forth. According to Microsoft, this is a great way to see all new messages that come in so you can choose how to respond.
The Microsoft Outlook app is available at the App Store for free .
This article talks about:
José is a Tech News Reporter at BGR. He has previously covered Apple and iPhone news for 9to5Mac, and was a producer and web editor for Latin American broadcaster TV Globo. He is based out of Brazil.
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Outlook won't search delegated mailboxes, but there's a catch.
We are a company with multiple federated domains. We are Dom1 and the user is Dom2. The user has a mailbox in Dom1 so that she has access to two delegated mailboxes. One personal. One shared.
In their Outlook they have two accounts. [email protected] and [email protected] . Through having added [email protected] the two delegated mailboxes show up, can be accessed, and can delete items.
The search setting is set to "All Mailboxes". When she searches, she gets search results from both her assigned mailboxes, but not from the delegated mailboxes.
Could permissions be affected in terms of search because her Outlook is signed in/authenticated with Microsoft as [email protected]? I would think that is she added the Dom1 account to her Outlook, she should be able to search the delegate boxes and the Dom2 mail account shouldn't interfere.
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Microsoft Announces Outlook for Mac is Now Free to Use
Microsoft today announced that its Outlook app for Mac is now free to use, eliminating the need for a Microsoft 365 subscription or license.
Microsoft redesigned Outlook on macOS in 2020 , and the app supports Notification Center widgets, Handoff between macOS and iOS, and more.
Outlook for Mac is available for free on the Mac App Store .
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Is this better than the default Apple mail client?
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Microsoft Announces Outlook for Mac is Now Free to Use
- Thread starter MacRumors
- Start date Today at 10:03 AM
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- MacRumors.com News Discussion
- Today at 10:35 AM
I like the MacOS version but I can't view more than 3 calendars at the same time so I have been using Outlook in a browser for over 5 years for work. It continues to improve but has a few limitations/annoyances.
- Today at 10:37 AM
AppleTO said: I far as I know Outlook has always supported exchange. It’s Microsoft’s primary mail service. Click to expand...
markfc said: Is this another completely new version of Outlook? I’m confused. My current version allows you to switch between the old outlook and the new outlook but neither of them look like this? Click to expand...
- Today at 10:39 AM
Outlook for macOS (like the iOS version) stores your account credentials and mails on Microsoft servers (also the credentials an mails from non-MS accounts). It‘s a privacy nightmare. If you care for privacy I highly recommend you: don‘t use it!!! I‘m a little disappointed that macrumors doesn’t mention it in the article.
Tagbert said: Maybe but Excel's auto-reply function sucks. Click to expand...
- Today at 10:41 AM
Is it finally possible to calDAV sync contacts and calendars or is this still limited to Exchange accounts? Without being able to see contacts and calendars e-mail clients are useless to me. This works fine in Thunderbird with IMAP accounts but the few times I checked the O365 Outlook client on a Mac it was never an option. I really don't understand how anyone can use that when there isn't any way to sync even just contacts.
- Today at 10:43 AM
Tagbert said: I think they mainly support Office 365 email servers (which may be Exchange under the hood) Click to expand...
- Today at 10:46 AM
icanhazmac said: Hmmm, nothing is free, probably phones home a lot with all your data. Click to expand...
makzr said: Outlook for macOS (like the iOS version) stores your account credentials and mails on Microsoft servers (also the credentials an mails from non-MS accounts). It‘s a privacy nightmare. If you care for privacy I highly recommend you: don‘t use it!!! I‘m a little disappointed that macrumors doesn’t mention it in the article. Click to expand...
- Today at 10:47 AM
sos47 said: you can integrate chatgpt in excel and reply on everything 😅 Click to expand...
- Today at 10:49 AM
Tried it ... 1. It's too much 2. There are issues with Sync when it comes to icloud addresses, your recepients will see you email sender like: [email protected] and not your name. 3. I get that Mac mail is basic, but for non corporate use, Outlook is completely unneccesary Although, cudos to MS for doing this ......
- Today at 10:52 AM
AndyMacAndMic said: And (if you use Apple's mail or GMail) where do Apple and Google store your account credentials and mails? Should MacRumors mention every time for every program for every company where the data is stored? Click to expand...
- Today at 10:53 AM
I use Outlook on my work Mac (Intel) with the old user interface. It's good to have another valuable alternative than the stock Apple's mail. However, it's pretty slow to launch and the search function isn't that good. Believe it or not, I have Outlook web app, Outlook desktop, and Apple's Mail open at the same time.
- Today at 10:54 AM
enterthemerdaverse said: Where does your business data go to? BadaBing Click to expand...
- Today at 10:57 AM
I just got forced to the web app version of Outlook at work after using actual Outlook for years....and it sucks. I'm not sure why my company did it. I assumed saving money on program licensing. But if this is "free" for macOS do they not have a free version for Windows?
- Today at 10:59 AM
I love how Outlook for Mac is better than Outlook for Windows in pretty much every way. Hell, Outlook for Windows doesn't even have a unified inbox in 2023. Complete nonsense. Not really a big fan of either of them though, to be honest.
- Today at 11:02 AM
Unless your workplace absolutely revolves around the Exchange ecosystem you want to stay as far away from this thing as humanly possible. Consider it malware. I have never seen as many issues with a Mail client as with this nightmare. Some (all?) versions even still cause wider issues as, to this day, Outlook will sometimes send winmail.dat files instead of behaving like literally every other email client in existence (AFAIK). The senders like the blame the recipient, but the actual cause is Outlook on the sender's end ignoring a specific preference that is (or at least should always be) set to never send as RTF. It's just a gigantic turd plopped down on the email world. Don't step in it, even if it's free.
- Today at 11:04 AM
I have MS 365 Subscription. So what does this mean? It's "free" in the same sense that Gmail is "Free"? I mainly use all my email accounts on my phone. So I don't use it all the time on my Mac. So I haven't encountered any bugs that were obvious yet. Also wasn't it free regardless if you accessed it via web browser? I haven't purpose done an Apples to Windows comparison of Outlook since I use both systems. Windows for Gaming and Mac for everything else.
- Today at 11:05 AM
- Today at 11:06 AM
So on Mac is it better to just link all email accounts through the OSX mail client? I've never tried to use it. Or another 3rd party email client like Thunderbird?
- Today at 11:07 AM
deannnnn said: I use Outlook for Mac all day every day for work and while it's honestly pretty good, it has a TON of bugs that absolutely drive me crazy. I wish they would polish it up. Maybe getting more users will help? Click to expand...
I've found that Apple Mail is too slow to start and Thunderbird seems to be just fine for me. I think MS Outlook seems a bit hamstringed as I can't add rules.
- 59 minutes ago
Having to use both on Mac and PC, I like Outlook better than Mac Mail. This is good news for me.
- 56 minutes ago
I'm forced to use Outlook for work email, but keep personal stuff on Apple's Mail app on both macOS and iOS.
Qualcomm Updates Its Outlook for Losing Apple as a Customer
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That Qualcomm won't be getting as much revenue from Apple in the future is no secret to investors, but could guidance waver with new changes?
Qualcomm ( QCOM -0.95% ) believes that Apple ( AAPL 2.11% ) will slow down its purchases of mobile modems shortly as it continues to bring more chip design and production in-house. Check out the short video to learn what semiconductor investors Jose Najarro, Nicholas Rossolillo, and Billy Duberstein had to say. Also, consider subscribing, and click the special offer link below.
*Stock prices used were the market prices of March 2, 2023. The video was published on March 3, 2023.
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Goldman makes a big call on Apple that jibes perfectly with our long-term outlook
Goldman Sachs is its telling clients to buy Apple (AAPL) for the first time in years, making a compelling case for the iPhone maker that aligns closely with the Club's long-term outlook. The growth of Apple's services revenue in recent years has fueled our enduring investment mantra: Own Apple, don't trade it.
Use Outlook's built-in search filters Outlook provides you with a number of built-in search filters. To use the built-in filters, click in the Search box. Based on your preference, you can use Advanced Search by clicking the filter button on the right side of the search box.
The simplest way to display Outlook's search tools is to click in the Search Current Mailbox box at the top of the message list. Once you place your cursor in that box, the ribbon will display the Search Tools options. To find all messages with attachments, select the Has Attachments button.
In short, to search for a specific type, you can type the following search command ext: <extension> manually in the Search field. ext:docx ext:pdf ext:xlsx ext:pptx ext:zip To limit your search to text within an attachment, you can use the attachment: search command. attachment:outlook attachment: (my search words)
Firstly enter ext: (NOT extension) in the search box, and then click the Has Attachment on the Search tab. In other cases, one message may include several types of attachments. However, you need to filter messages with specified types of attachments, but excluding specified types of attachments. ext: (extension NOT extension)
You can search for specific attachment file formats by entering the extension command in the search box. Click inside Outlook's search box, and then input the following command: ext:<extension>. Thereafter, Outlook will list emails with attachments that match the file type included in the command.
Click the arrow next to the Search box and a simple search menu appears. Type into these filters and Outlook will automatically add the correct syntax to the Search box, which means you no longer need to remember the right commands to type. You can still change the default search location, but now you can change the default search fields as well.
Collaborate for free with an online version of Microsoft PowerPoint. Save presentations in OneDrive. Share them with others and work together at the same time.
The <Advanced Search> options are available by clicking on the down arrow in the <Search Box> as shown in the top part of the screenshot >> how do I get the ribbon back in outlook 365 and the calendar << How to set the ribbon display option are shown in the bottom part of the screenshot.
On a Mac, to enter the Not Equal ≠ symbol: Command + Control + Spacebar shortcut to open the Character Viewer. Search for " Not Equal " and the Viewer should find the symbol you need. Despite the name Character Viewer, the Apple system tool will also insert characters into any program, including Office for Mac.
Opens Reply window. Forward a message. CTRL + F. Outlook Inbox, folder, or open email message. Note: This won't work in an empty folder. Opens Forward window. Reply to a group message, sending reply to entire group. Ctrl + Shift + R. Outlook Inbox, folder, or open email message.
Email A PowerPoint Slide Outlook Trick (SINGLE slide Only) Nuts & Bolts Speed Training 51K subscribers Subscribe 157 Share 63K views 5 years ago Learn how to email a PowerPoint - single slide...
This is prototype of a PowerPoint application called PowerPoint to Outlook which exports slides in a PowerPoint presentation to an interactive Outlook email.. The app (which is implemented in our G-Tools add-in or embedded within a presentation*) provides the user with options to select how slides are exported to an Outlook email.. Option include an optional inline navigation table which ...
I have received a Powerpoint .pptx file sent to me by email (Outlook). Opened the file, made changes (plenty!) and some time later, the file disappeared (for some reason, Powerpoint closed). I have not saved the file. Now, when I open the original file sent to me, it opens, as expected - however, there was first the addition of " (002)" at the ...
Search Within PPT Files 1. Launch PowerPoint and click "Replace" in the Editing group of the Home tab. 2. Enter the word or phrase you're searching for in the Find What field. 3. Click the...
The new feedback feature in Microsoft Search allows your employees to securely provide feedback to you, the search administrator, on the quality of their search results, suggest answers, and be a partner in the lifecycle of search in your organization. Admin feedback, administrator and employee views. Analytics.
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To do it, select File > Options > General. In the "Personalize your copy of Microsoft Office" section, click the down arrow next to Office Theme, and select Dark Gray, Black or White from the ...
Published Mar 6th, 2023 1:30PM EST. Image: Microsoft. Microsoft announced today that Outlook is now free for all Mac owners. Previously, users would need a Microsoft 365 subscription to use the ...
In their Outlook they have two accounts. [email protected] and [email protected] Through having added [email protected] the two delegated mailboxes show up, can be accessed, and can delete items. The search setting is set to "All Mailboxes". When she searches, she gets search results from both her assigned mailboxes, but not from the delegated mailboxes.
Monday March 6, 2023 10:03 am PST by Joe Rossignol. Microsoft today announced that its Outlook app for Mac is now free to use, with a Microsoft 365 subscription or license no longer necessary ...
1. It's too much. 2. There are issues with Sync when it comes to icloud addresses, your recepients will see you email sender like: [email protected] and not your name. 3. I get that Mac mail is basic, but for non corporate use, Outlook is completely unneccesary.
Qualcomm ( QCOM 0.70%) believes that Apple ( AAPL 3.12%) will slow down its purchases of mobile modems shortly as it continues to bring more chip design and production in-house. Check out the ...
Goldman Sachs is its telling clients to buy Apple (AAPL) for the first time in years, making a compelling case for the iPhone maker that aligns closely with the Club's long-term outlook. The ...