Email at Bradford Outlook

Email at Bradford - Outlook

This document provides guidance for staff using Office 365 with Microsoft Outlook 2010 for email at the University of Bradford.

Contents

Introduction 3

Confidential information 3

Logging in to Outlook 3

1.Click on Start, and select All Programs – Microsoft Office - Microsoft Outlook 2010. 3

The Outlook window 4

Set default Inbox 4

1.In the File tab click on Options then select Advanced. 4

2.Under the Outlook start and exit section, click on Browse and select the Inbox under your Office 365 account (or other as required). 4

3.Click on OK and OK again. 4

Managing the panes 4

1.To resize a pane, hover the mouse over the border and when the pointer becomes a double-headed arrow, drag the border to the position required. 4

Quick Access toolbar 4

1.Click the Customise Quick Access Toolbar arrow and select More Commands. 5

2.In the Word Options dialog box, choose the required Command from the list, then click on Add. (More commands can be found using the drop down arrow under the Choose commands from: option). 5

3.Use the Move Up and Move Down buttons to position the commands appropriately. 5

4.Click on OK. 5

Closing Outlook 5

Reading Mail 5

The reading pane 6

1.In the View tab – Layout group, click on Reading Pane. 6

5.Select the preferred option (Right, Bottom or Off). 6

Opening messages in a new window 6

Group messages 6

1.In the View tab – Arrangement group, click on the More button in the Arrange By gallery. 6

2.Make sure that Show in Groups is checked and then select the required group from the gallery, eg Date. 6

Viewing related messages 6

1.Double click a message to open it. 6

2.In the Message tab – Editing group, click on Related and select either: 6

1.In the Search Tools – Search tab, click on Close Search. 6

Sorting messages 6

1.Click on the column header to sort the messages in ascending order. An arrow is displayed in the column header where the sort is. 6

6.Click on the header again to sort in descending order (notice that the arrow changes direction). 7

Adding or removing fields (columns) 7

1.Right click in the column header area and select Field Chooser. 7

7.Click and drag the required field from the Field Chooser to the column header area. 7

1.Right click on the field in the column header area and select Remove this column. 7

Sending and Receiving Mail 7

Sending messages 7

1.In the Home tab – New group, click on New E-mail. This will open a new message window. 7

Adding recipients 7

1.Click on To… and select More columns. 8

8.Make sure Offline Global Address List (appended with your email address) is selected. 8

9.Type the recipient's surname and click on Go. 8

10.Select the appropriate name from the list and click on To ->. 8

11.Repeat this process to add any further recipients required in the To ->, Cc > or
Bcc -> fields. 8

12.Click on OK. 8

Composing a message 8

1.Always add a brief meaningful title for your message in the Subject field. This will help to avoid it being classed as spam. 8

13.Type the text of the message in the Message area of the Message window. 8

Spelling and grammar 9

1.Right click on the underlined word and select the correct spelling from the list, or select Ignore. 9

1.In the File Tab select Options. 9

14.In the Outlook Options window click on Mail (in the left pane). 9

15.Under the heading Compose messages, make sure that Always check spelling before sending and Ignore original message text in reply or forward is unchecked. 9

16.Click on OK. 9

1.In the Review tab – Proofing group, click on Spelling & Grammar. The Spelling and Grammar dialog box will appear. 9

Sending the message 9

1.Once you have completed the message, click on Send. 9

Draft messages 9

1.Close the email window. 10

2.When asked to save changes, click on Yes. 10

Replying to messages 10

1.With the message open, click on Reply or Reply to All. 10

17.Add any further recipients as required. 10

18.Type the text of the message at the top of the Message area (before the original content). 10

Forwarding messages 10

Signatures 10

1.Do one of the following: 10

19.Click on New and type in a name for the signature and click on OK. 10

20.Follow the instructions for adding a signature using the Corporate style at: www.bradford.ac.uk/marketing-and-communications/tools-guidelines/email-signature/ 10

21.Click on Save. 10

22.Continue to add any further new signatures if required and click on Save after adding each one. 10

23.Under Choose default signature, use the arrows to select which signature should be used for New messages: and which one should be used for Replies / forwards:. 10

24.Click on OK. 11

Inserting a signature 11

1.In a New E-mail, position the insertion point appropriately within the message. 11

25.In the Message tab – Include group, click on the Signature button and select the signature to insert. 11

Change a signature 11

1.Right click on the existing signature and select an alternative. 11

Attachments 11

Opening an attachment 12

1.With the message open, right click on the attachment and select Save as. The Save Attachment dialog box will appear. 12

26.Select the required location (the file name will be completed automatically) and then click on Save. 12

1.Click on the Start button and then Documents. 12

27.Locate the required file, right click on it and choose Scan for threats... Then: 12

a)If you get the User Account Control dialog box asking if you want to allow the program to make changes, click Yes. 12

b)In the On Demand Scan dialog box, select Clean. 12

28.If no threats (eg viruses) are found, it is safe to open the file. 12

29.If any threats are found, delete the file and contact the sender. 12

Sending an attachment 12

1.In the Message window, select the Message tab – Include group – Attach File button. The Insert File dialog box will appear. 12

30.Locate and select the file you want to attach to the message and then click on Insert. 12

1.In the Message window – Format Text tab – Format group - HTML button. 12

Inserting a file 12

1.In the Message window, click within the Message area and position the cursor where you want the text to appear. 12

31.Select the Message tab – Include group – Attach File button. 13

32.In the Insert File dialog box locate and select the file containing the text. 13

33.Click on the arrow next to Insert and select Insert as Text. The text will now be visible in the Message area. 13

Managing Mail 13

Creating, renaming or deleting folders 13

1.On the Folder tab – New group, click on New Folder. 13

34.In the Create New Folder dialog box type in a name for the folder or sub-folder. 13

35.Under Select where to place the folder:, select where you want the folder or sub-folder to appear, then click on OK. 13

1.Right click on the folder in the Navigation Pane and select Rename (or Delete). 13

Moving messages to folders 13

1.Select the message(s). 13

36.In the Home tab – Move group, click on the Move button. A list of recently used folders will be shown. 13

37.Select a folder or click on Other Folder and select from the full list. 13

Favorites 13

1.Right click on the required folder in the Navigation Pane and select Show in Favorites. 14

1.Right click on the folder in the Favorites list and select Remove from Favorites. 14

Searching for messages 14

1.Type the search criteria into the Search field. 14

1.In the Search tab - Scope group click on All Mail Items. 14

1.In the Search tab - Options group click on Search Tools and select Advanced Find. The Advanced Find dialog box will be displayed. 14

c)To select the folders to search – click on the Browse button and select those required and then click on OK. 14

d)Enter or select any further options required and click on the Find Now button to display the results. 14

e)Click on New Search to clear the search or Close the window if you have finished 14

38.When you have finished searching, click on Close Search on the Search Tools Search tab. 14

Marking messages as unread 14

1.Right click on the message and select Mark as Unread. 14

Deleting messages 14

1.Select the message to be deleted and press Delete. 14

1.Click on the Deleted Items folder and select the message(s). 15

2.On the Home tab - Move group click on Move and select a folder. 15

1.Right click on the Deleted Items folder and select Empty Folder. 15

1.Make sure the Deleted Items folder is selected. 15

2.In the Folder tab – Clean Up group, click on Recover Deleted Items. 15

3.Select the item(s) to recover and then click on Recover Selected Items. The item(s) will now be displayed in the Deleted Items folder. 15

Quick Steps 15

Create a new Quick Step 15

1.Click on the Create New option in the Quick Steps gallery. 15

39.In the Name: field, enter an appropriate name for the Quick Step. 15

40.Choose the first Action to perform and add any further options as required. 15

41.If necessary click Add Action and specify the second / subsequent action to perform. 15

42.If required, assign a keyboard shortcut combination to the quick step. 15

43.In the Tooltip text: field, add a brief description of the action(s) the Quick Step performs. 15

44.Click on Finish. The new Quick Step will be displayed in the Quick Step gallery. 15

Built-in Quick Steps 16

Managing Quick Steps 16

1.On the Home tab - Quick Steps group, click on the Dialog Box Launcher. 16

45.Make the necessary changes and click on OK. 16

Quick Parts 16

1.In a new message, type the text for the Quick Part. 16

46.Select the text and then In the Insert tab – Text group, click on Quick Parts and then Save Selection to Quick Part Gallery. 16

47.Add a name for the Quick Part and complete the other fields as required. 16

48.Click on OK. 16

1.In an open message, position the cursor where you want the Quick Part text to be added. 16

49.In the Insert tab – Text group, click on Quick Parts and then the Quick Part required. The text will be inserted. 16

50.Complete the message as required then click on Send. 16

1.In an open message, In the Insert tab – Text group, click on Quick Parts and then right click on the required Quick Part to display the options available. 16

Delegate access 17

To send on behalf of 17

1.Ensure their Inbox is selected and open a New message. 17

51.Click on From and either: 17

52.Complete the rest of the email message and click on Send. 17

Send replies to an alternative address 17

1.In the New message window on the Options tab – More Options group, click on Direct Replies To. 17

53.In the Properties window under Delivery options, click in the Have replies sent to: field. 17

54.Either type in the address or click on Select Names… to select the required address(es). 17

55.Click Close, type your email as required and then click Send. 17

Shared Mailboxes 17

Receiving messages in a shared mailbox 17

Sending messages from a shared mailbox 18

1.In a new message click on the From button. If you do not see this button, click on the Options tab and select it from the Show Fields group. 18

2.Click on Other email address... and type in the email address of the shared mailbox. 18

3.Click on OK. The shared mailbox address will now appear in the From field. When you next send a message and click on the From button, the email address will appear in the list for you to select from. 18

Deleting messages from a shared mailbox 18

Out of Office Reply 18

1.In the File tab click on Automatic Replies. 18

56.Click on Send automatic replies and select the time range required. 18

57.On the Inside My Organization tab, type the message required. 18

58.Repeat as required for the Outside My Organization tab. 19

59.Click on OK. 19

Junk email 19

1.Select the message and then In the Home tab – Delete group, click on Junk and select Not Junk. 19

1.In the Home tab - Delete group, click on Junk and select Junk E-mail Options. 19

60.In the Options tab, select the No Automatic Filtering option and click on OK. 19

Contacts 19

Bradford contacts 19

1.Open a New message and start typing a name or an address into the To field. 19

61.Select the email address required from the list. 19

1.Click on the To: button. 19

62.In the search box, ensure More columns is selected, type in the name and click on Go. 19

63.Select the contact required and click on To. 19

64.Repeat this for additional recipients as required and click on OK. 19

External contacts 20

1.In the Home tab - New group, click on New Items and select Contact. The Contact window will appear. 20

65.Add the details required and then click on Save & Close. 20

1.Open the email and right click on the email address in the From field. 20

66.Select Add to Outlook Contacts. The Contact window will appear with the name and email address already completed. 20

67.Add any further details required and then click on Save & Close. 20

Amend a contact 20

1.In the Outlook window Navigation pane, click on Contacts. 20

68.Double click on the contact to be amended. 20

69.Amend as required and then Contact tab – Actions group – Save and Close. 20

70.To return to your email, click on Mail in the Navigation pane. 20

Delete a contact 20

1.In the Outlook window Navigation pane, click on Contacts. 20

71.Select the contact and press the key (or right click). 20

72.To return to your email, click on Mail in the Navigation pane. 20

Import/Export contacts 20

1.In the File tab click on Open and select Import. The Import and Export Wizard will appear. 20

73.Select Import from another program or file, click on Next, select Comma Separated Values (Windows). 20

74.Click on Next then on Browse, locate file and check the Options are as required. 20

75.Click on Next, select Contacts from the list and click on Next then Finish. 20

1.File tab – Open – Import. The Import and Export Wizard will appear. 21

76.Select Export to a file – Next – Comma Separated Values (Windows) – Next – Contacts – Next - Browse – chose location of where the file is to be saved and type a name for the file – OK – Next – Finish. 21

Contact Groups 21

Creating a group 21

1.In the Outlook window click on Contacts in the Navigation pane. 21

77.In the Home tab – New group, click on New Contact Group. 21

78.In the Name: field, type a name for the group. 21

1.In the Contact Group tab – Members group, click on Add Members and then From Address Book 21

79.Under the Address Book option, make sure that the Offline Global Address List is displayed to find University contacts, or choose Contacts (directly under your email address) to find personal contacts. 21

80.In the Search: options, make sure that More columns is selected. 21

81.Type the name of the person in the Search field and then click on Go. 21

82.Click on the contact required from the list and then click on Members->. 21

83.Repeat this process to add other members and then click on OK and then Save & Close. 21

Using a group 22

1.Open a New message window and click on To…. 22

84.Under Search: select Name only and under Address Book, select Contacts (directly under your email address).. 22

85.Click on the contact group name and then To->. 22

86.Add any other email addresses as required and then click on OK. 22

Updating a group 22

1.In the Outlook window Navigation pane, click on Contacts. 22

87.Double click on the contact group to open it. 22

1.Double click on the contact and amend details as required. 22

88.Click on Save and Close. 22

1.Select the contact in the Contact Group window. 22

89.In the Contact Group tab – Members group, click on Remove Member. 22

90.Click on Save and Close. 22

1.In the Contact Group tab – Actions group, click on Delete Group. 22

91.Click on Yes to confirm. 22

Sharing a group 22

1.In a New email, add the recipients in the To... field, a Subject and text as required. 22

92.On the Message tab – Include group, click Attach Item and then Outlook Item. The Insert Item dialog box will appear. 23

93.Make sure that the Insert as - Attachment option is selected. 23

94.In the Look in: field, select Contacts. Your contacts will be displayed in the Items: field. 23

95.In the Items: field, select the required contact group and then click on OK. The list will appear as an attachment. 23

96.Send the email message. 23

1.In the Outlook window, display the email with the contacts attachment. 23

97.Click and drag the attachment to the Navigation pane Contacts area. 23

98.In the Outlook window Navigation pane, click on Contacts. 23

99.The new distribution list will now be displayed. 23

Further Features 23

Flags 23

1.In an open message, In the Home tab (or Message tab if you don’t use the reading pane) – Tags group, click on Follow Up and then click on the required flag. 23

1.In an open message, in the Home tab (or Message tab if you don’t use the reading pane) – Tags group, click on Follow Up and then Add Reminder. 23

2.Set the Start and Due dates for the flag and set a date and time for the Reminder and click on OK. 23

Tasks 24

1.In the Navigation pane, click on Tasks. 24

2.In the Home tab – New group click on New Task. 24

3.Enter brief details of the task in the Subject: field and complete the other fields as required. 24

4.In the Task tab – Actions group, click on Save & Close. 24

1.In the Navigation pane in the Tasks view, ensure that the correct task list is displayed and double click on the task, amend as required and then click on Save & Close. 24

1.Open the task or create a new one. 24

2.In the Task tab – Manage Task group, click on Assign Task. 24

3.In the To box, add the email address of the assignee, or click on the To button to search for and add them. 24

4.Complete other fields as required and then click on Send. 24

1.In Tasks view, in the View tab – Current View group, click on Change View and then Assigned. 24

1.Open the task request email and in the Task tab – Respond group, click on Accept or Decline. 24

1.Select the task and in the Home tab, Manage Task group, click on Mark Complete. 25

1.Click on Remove from List. The task will then be stored in the Deleted Items folder. 25

Notes 25

1.In the Home tab – New group, click on New Items and select More Items – Notes, or you can use the keyboard shortcut Ctrl+Shift+N. 25

100.Add the required text – the note will save automatically. 25

1.Click on the Close button. 25

1.In the File tab, click on Options then Notes and Journal. 25

101.In the Notes options, select the options required and then click on OK. 25

1.In the Navigation Pane, click on Notes. 25

2.Select the note and press the Delete key. 25

Categorize 25

1.Select the email. 25

2.On the Home tab, Tags group, click on Categorize and select a category from the list. 25

1.On the Home tab, in the Tags group, click on Categorize and select All Categories… 25

2.Select a colour from the list and click on Rename and type in a new name. 25

3.Click on the Shortcut key drop down and select a keyboard shortcut. 26

4.Repeat this process for other colours. 26

5.Click on New… select a colour, type in a name and select a shortcut key and then click on OK. The new category will appear at the bottom of the list. 26

6.Click on OK. 26

Mail Merge to Email 26

Archiving emails 26