Email at Bradford Outlook

Sorting messages

In the main Outlook window, you can sort messages in different ways using the column headers. For example, by From, Subject or Received (date order).

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

Adding or removing fields (columns)

In the main Outlook window, you can choose which fields are displayed. For example, you may want to display the To... field and not the From: field when viewing your Sent Items folder.

To add a field:

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

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

To remove a field:

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

Sending and Receiving Mail

Sending messages

To compose a message:

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

Tip: Alternatively, use the keyboard shortcut Ctrl N.



Note: Outlook uses Microsoft Word as the editor for new messages. If you use any of the Word features, be aware that recipients may not be able to see the formatting as you intended.

Adding recipients

There are three fields where recipients can be added:

To… - for recipients who need to act on the content of the email.

Cc… (Carbon copy) – for recipients who need a copy of the email for information.

Bcc… (Blind carbon copy) – for recipients who need a copy of the email for information, without recipients in the To… and Cc… fields being aware that they are copied in.

Note: If the Bcc field is not displayed, from the Options tab – Show Fields group, click on Bcc. The Bcc… field will now be displayed below the Cc… field.

You can add more than one recipient to any of the above fields. Each email address must be separated with a semicolon, with no spaces.

When you start typing an email address in any of the above fields, your autocomplete history list will appear. If the person required is in this list, click to select them.

To add recipients who are members of the University:

1. 
   Click on To… and select More columns.
   

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

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

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

Tip: Right click on a name and select Properties to display further information to help you identify the correct person.

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

Bcc -> fields.

12.Click on OK.

Note: If you are sending a message to a University email address that isn't a specific person, eg [e-mail], you will need to type the email address in full.

To add recipients external to the University, either:

Type their full email address into the To…, Cc… or Bcc… fields as required.

Select them from your Contacts (personal address book). Follow the above steps, but at step 2, select Contacts (directly under your email address).

Composing a message

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

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

Note: To add an attachment, see the section Attachments.

Spelling and grammar

It is good practice to check the spelling and proofread an email before sending it, as not all errors will be identified, eg ‘their’ instead of ‘there’.

As you type, some errors will be corrected automatically. Any words not recognised will be underlined in red. To correct these:

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

Note: You can choose Add to Dictionary , but use this with caution as it is difficult to remove words once they have been added to the dictionary.

At the point of clicking the Send button, Outlook will also automatically perform a spelling and grammar check. You can disable this If you wish. To do this:

1. 
   In the File Tab select Options.
   

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

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.

16.Click on OK.

To spell check your message manually, in the Message window:

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

You now have a number of options:

Ignore Once – this will ignore the spelling and is useful for entries not in the dictionary, eg names of people / places.

Ignore All – similar to Ignore Once, except this option ignores all occurrences of this word in the message.

Change – select the correct spelling from the Suggestions: list, or type in the correct spelling and then click on Change to amend it in the message.

Change All – similar to Change, but this option amends all occurrences of this word in the message.

Note: Use the Add to Dictionary option with caution as it is difficult to remove words once they have been added to the dictionary.

Sending the message

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