Email at Bradford Outlook

Introduction

As a member of staff, you can use Outlook 2010 or the Outlook Web App (OWA) to access your University Office 365 email account. Microsoft Outlook comprises of the following components: Email, Contacts, Tasks, Notes and Calendar.

Note: for help sheets on using the calendar within Office 365 see:
www.bradford.ac.uk/it-services/help/help-sheets/email-and-calendaring/

When using Outlook, any changes you make to the settings (eg adding a signature) are stored on that computer only. To avoid having to change the settings on other computers, we recommend that you use Outlook at your desk and the Outlook Web App to access your email on any other computer (at work or off site).

Help sheets for using the Outlook Web App and Outlook 2011 (Mac) are available at: www.bradford.ac.uk/it-services/help/help-sheets/email-and-calendaring/.

You are advised to read ‘A guide to email use at the University of Bradford’. This gives useful information about managing emails and includes details of the University’s email policy. See: www.bradford.ac.uk/media/marketingandcommunications/A-guide-to-email-use-at-the-University-of-Bradford-(published).pdf

Confidential information

Never send confidential or sensitive data in the body of an email message. If you need to send confidential or sensitive data, attach it in an encrypted file with a strong password with “Private and confidential – not for disclosure” in the subject line. The password should be sent separately. You are advised to read the University policy at: www.bradford.ac.uk/it-services/about-us/regulations-and-policies/policy-code-of-practice-electronic-communication/

Note: Help with encrypting files can be found at:
www.bradford.ac.uk/it-services/help/help-sheets/file-management/encrypting-files/

Logging in to Outlook

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

Tip: If Microsoft Outlook 2010 is not displayed, the quickest way to access it is to click in the Search programs and files box, type Outlook and select it from the results displayed.

The Outlook window

Set default Inbox

1. 
   In the File tab click on Options then select Advanced.
   
2. 
   Under the Outlook start and exit section, click on Browse and select the Inbox under your Office 365 account (or other as required).
   
3. 
   Click on OK and OK again.
   

Managing the panes

Each of the main parts of the Outlook window (Navigation Pane, Reading Pane etc) are separated by a resizing bar. This allows you to resize any of the panes.

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.
   

Quick Access toolbar

The Quick Access Toolbar (above the File tab) contains two buttons by default: Send and Receive and Undo. You can customise the Quick Access toolbar.

To add commands to the Quick Access toolbar, either:

Click the Customise Quick Access Toolbar arrow and select the required commands.

Right click on the appropriate command on the Ribbon and select Add to Quick Access Toolbar.

If the required command is not displayed, or to customise the Toolbar:

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

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).

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

4.Click on OK.

To remove commands from the Quick Access toolbar, either:

Right click the command to be removed and select Remove from Quick Access Toolbar.

Click the Customise Quick Access Toolbar drop down arrow and uncheck the appropriate commands.

Closing Outlook

To close Outlook, either:

Click on the File tab and choose Exit

Click on the Close button on the Outlook window.

Reading Mail

Emails sent to you are displayed in your Inbox. You can choose to read your mail in the main window using the Reading Pane or in a separate window.

The reading pane

The Reading Pane allows you to read your emails within the Outlook window. To switch this feature on or off:

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

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

Tip: Click on Options to view or change the Reading Pane options.

Opening messages in a new window

Messages can be opened in a new window by double clicking on the message.

Group messages

You can group messages in your Inbox or other folders in various ways.

1. 
   In the View tab – Arrangement group, click on the More button in the Arrange By gallery.
   
2. 
   Make sure that Show in Groups is checked and then select the required group from the gallery, eg Date.
   

Viewing related messages

When viewing a message in a new window, you can quickly view related emails. To do this:

1. 
   Double click a message to open it.
   
2. 
   In the Message tab – Editing group, click on Related and select either:
   

Messages in This Conversation – all messages with the same subject will be displayed in the main window.

Messages from Sender – all messages from the sender will be displayed in the main window.

You will be taken back to the main window, where the results will be displayed. The original email will still be open in a separate window.

Tip: You can select different search criteria in the Search Tools – Search tab.

In the main window, to return to your Inbox:

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