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University of Wyoming

Outlook
E-Mail Notification

[pdf version]

Several options are available in Outlook to provide notification of a new e-mail message in the Inbox.  They include:

Advanced E-Mail Options

Take the following steps to display the options.

  1. Open Outlook.

  2. Click Tools > Options.

  3. Click the Preferences tab.

  4. Click the E-Mail Options button.

  5. Click the Advanced E-Mail Options button.  The Advanced E-Mail Options dialog box displays.  See Figure 1.

Figure 1. Advanced E-Mail Options

Figure 1.  Advanced E-Mail Options

Playing a Sound

  1. Check the Play a sound box in the When new items arrive in my Inbox section.

  2. Click OK three times to close the dialog boxes.

  3. The notification sound plays when a new message arrives.

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Envelope Icon

  1. Check the Show an envelope icon in the notification area box in the When new items arrive in my Inbox section.

  2. Click OK three times to close the dialog boxes.

  3. An envelope displays in the notification area next to the system time when a message arrives.  See Figure 2.

Figure 2. Envelope Icon Notification

Figure 2.  Envelope Icon Notification

  1. Mouse over the envelope to display the status of the message.

  2. To hide the envelope, right-click the icon, and left click Hide envelope.

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New Mail Desktop Alert

The new mail desktop alert is a transparent window displaying in the lower, right-hand corner of the screen when a message arrives in the Inbox.  It displays even when Outlook is minimized.  The sender's name, subject, and first tow lines of the message display.  See Figure 3.

Figure 3. New Mail Desktop Alert

Figure 3.  New Mail Desktop Alert

Configuring the Desktop Alert

  1. Open the Advanced E-Mail Options dialog box.  See Figure 1.

  2. Check the Display a New Desktop Alert box in the When new items arrive in my Inbox section.

  3. Click the Desktop Alert Settings button.

  4. Change the Duration and Transparency settings as desired.

  5. Click the Preview button.

  6. Click OK four times to close the dialog boxes.

Working with the Desktop Alert

Options are available for working with a message through the Desktop Alert when Outlook is minimized.

  • Flag a message - Click the red flag icon to add a follow-up.

  • Delete a message - Click the Delete icon.

  • Open a message - Mouse over the desktop alert.  Click the message to open it.  See Figure 4.

Figure 4. Open a Desktop Alert Message

Figure 4.  Open a Desktop Alert Message

  • Options - Click the black down arrow Desktop Options Down Arrow in the upper, right-hand corner of the alert.  Several options are available.  See Figure 5.

Figure 5. Desktop Alert Options

Figure 5.  Desktop Alert Options

  • Close the message - Click the Desktop Close Button in the upper, right-hand corner of the alert.

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