Identifying Outlook's Icons: More Icons

Microsoft Outlook uses a lot of icons throughout the program and it's hard to remember what each icon means. Help lists some icons but finding them is a daunting task for many users. On these next pages, you'll find all of the icons and a short description when needed. When possible, icons from older versions of Outlook and Outlook 2003/2007/2010 are included. In many cases the icon used in Outlook 200 and up is just nicer looking, but in a few cases, the icon is very different.

Mail | Calendar & Tasks | Contacts & Journal
Rules & Alerts | Toolbars | More Icons

I tried to include the larger version (32×32) of both the old and new style icons for better visibility. Note that Outlook 2003/2007 often uses the old icon for the large icon, this is why many of the icon in the New column are smaller. The smaller version is 16×16 is very similar, as seen in the samples of the meeting request icons:

This page shows some of the icons that many people are not familiar with along with some of the new icons used on folders in Outlook 2007 and Outlook 2010. Visit the individual pages to see all of the icons for a specific form or folder type. Why isn't there a page for Notes icons? Because there aren't any icons, other than the Note icon.

In most cases, the Outlook 2003 icon is used in Outlook 2007. When the icon is different, it will be in the Outlook 2007 column.

Icons

Description

OldOutlook 2003 and upOutlook 2007
Journaled item. All journaled items have the small clock on the icon, in this example, the task item is journaled.
Conflict. A conflict occurred during synchronization with Exchange server or a PDA. Open the message and follow the instructions to resolve.
Recurring Appointment. The recurring arrows are also used for Tasks. A slash through the arrows indicates a broken occurrence.
Encrypted, Signed, Signed with warnings.
Signed and Encrypted
Reminder

These icons are used on folders in Outlook 2007.

Icons

Description

Permissions"Default" permissions group (Exchange server) has at least Folder Visible permission on the folder. All folders that are shared will have the hand on the folder.
Sync foldersThe two-way arrow indicates the folder is from a source outside your mailbox and linked to Outlook, such as SharePoint libraries and Internet calendars.
Discussion librarySharePoint Discussion library linked to Outlook.

Outlook 2007 SP2 places a "closed but still loaded" icon Closed but loaded in the navigation tray when you click File, Exit or the X button to close Outlook. This icon stays in the tray as long as the outlook.exe file is still loaded after clicking close.

More Information

How did I get these icons?

Why are there strips of icons from previous versions of Outlook at the top of some of the pages but none from Outlook 2003? And why are some strips shorter than others?

Because these strips of icons (in BMP format) were in the exe's and dlls. There are a few strips of Outlook 2003 icons, but they generally only have a few icons, not all of the icons used in a folder. If you follow the instructions at "How did I get these icons?" and extract the image files, you'll see all of the icon strips available.

Mail | Calendar & Tasks | Contacts & Journal
Rules & Alerts | Toolbars | More Icons

  • Sarah

    How can I use my own icons on the email tool bar. When I attach an icon to a macro it does not give me a browser to find the icon just a selection of icons. How do I add more to that list?

  • http://www.outlook-tips.net Diane Poremsky

    Outlook very limited support for icons and doesn't include the option to browse for icons. In older versions you can select from the predefined icons and use the icon editors to edit them or create your own. You can also paste images into the editor. Outlook 2010 has a limited selection of icons and you can't edit or paste your own icons. Sorry.

  • charlotte boatwright

    Why do you not have an icon search. I am unable to download emails to outlook and icons in the header may give me a clues as to why not!!!!

  • http://www.outlook-tips.net Diane Poremsky

    Those icons are at http://www.outlook-tips.net/how-to/inbox-and-message-icons/2/.

    What type of email account do you use? If you only download headers, did you mark messages for download?