Email at Bradford Outlook

Draft messages

When composing an email, you can save it as a draft at any time. To do this:

1. 
   Close the email window.
   
2. 
   When asked to save changes, click on Yes.
   

To continue working on the email, open it from the Drafts folder.

Replying to messages

When responding to a message, you can choose to Reply (to the sender) or Reply to All. If somebody has been sent a Bcc (Blind Carbon Copy) of the message, they will not be included in the reply even if Reply to All has been selected.

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

The reply will automatically populate the To… and Cc… fields (as appropriate) and Subject (preceded by RE:). The original message text will also be included.

17.Add any further recipients as required.

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

Note: If the topic of conversation has changed, you may want to change the details in the Subject field.

Forwarding messages

You can forward a message to others using the Forward button. This is similar to the Reply option, but the Subject field will start with the letters FW:

Signatures

You can create a signature and automatically add it to outgoing messages. You can set up multiple signatures if required, for example, if you work in two different departments, you can have one for each department you work in.

1. 
   Do one of the following:
   

In the File tab, select Options. Display the Mail category and click on the Signatures button.

Create a New E-mail and In the Message tab – Include group, click on Signature and then Signatures.

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

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

21.Click on Save.

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

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:.

24.Click on OK.

Note: Any signatures created are stored locally, so if you use the OWA you will need to create your signature again. Please see the help sheet at:
www.bradford.ac.uk/it-services/help/help-sheets/email-and-calendaring/owa/

Inserting a signature

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

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

Change a signature

To change the signature to one of your other signatures within a message:

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

Attachments

Files such as Word documents, Excel spreadsheets, pictures and sound files can be attached to messages. If you receive a message that has a file attached, there will be a paperclip icon next to the message in the message pane.

Opening an attachment

It is important that you always open attachments safely. To do this:

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

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

You will now need to open Windows Explorer to check and view the file.

1. 
   Click on the Start button and then Documents.
   

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

1. 
   If you get the User Account Control dialog box asking if you want to allow the program to make changes, click Yes.
   
2. 
   In the On Demand Scan dialog box, select Clean.
   

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

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

Sending an attachment

To attach a file:

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

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

The Attached: field will now appear below the Subject: field displaying the file name and size. If the email is in Rich Text format, the attachment will be displayed as an icon in the body of the email. To change this:

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

Note: Files may not be sent / received if they exceed the 25 MB limit. In addition, files containing macros (eg databases) may be blocked as these can contain viruses. To send these types of file, use the ZendTo service: www.bradford.ac.uk/it-services/help/help-sheets/file-management/opening-and-sending-large-files/

Inserting a file

You can include the contents of a Word document or text file (.txt or .rtf) in the body of a message. This is useful if you frequently send a standard message. To do this:

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

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

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

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

Note: You may wish to use Quick Stepss to create a new email with a standard response.