Email at Bradford Outlook

Quick Parts

If you have standard text that you use frequently in emails, you can save this as a Quick Part to use time and time again.

To create a Quick Part:

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

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

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

48.Click on OK.

To add a Quick Part to a message:

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

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

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

To modify or delete a Quick Part:

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.
   

Delegate access

You may want to delegate access to your whole mailbox (this will automatically include calendar, contacts, tasks and notes) to another member of staff, eg a PA or someone covering your maternity leave. To delegate access contact ICT Servicedesk - www.bradford.ac.uk/it-services/help/change.

To send on behalf of

You can only do this if you have the relevant Delegate Access permissions from the owner to do so (see above). To do this:

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

51.Click on From and either:

Select their email address from the list.

Choose Other E-mail Addresses and type in the email address, or click on From… to search for the address and then click on OK

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

When the email is received, it will appear as your email address sent on behalf of the owners email address.

Note: Messages sent ‘on behalf of’ will appear in your Sent Items folder and not the Sent Items folder of the owner of the delegated folder. If you have delegate access to the owner's Sent Items folder, copy across any messages you have sent on the owner's behalf.

Send replies to an alternative address

If you want any replies to an email to go to an alternative email address (eg [e-mail] ):

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

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

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

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

Shared Mailboxes

Each shared mailbox appears in the navigation pane independent of your Office 365 email account. Each shared mailbox has its own Inbox, Sent Items and Deleted Items folders.

Receiving messages in a shared mailbox

When a message is viewed by any of the users of the shared mailbox, that message will appear as read for all other users of that shared mailbox.

Sending messages from a shared mailbox

When you forward or reply to a message from a shared mailbox, you will notice that the From: field contains the email address of the shared mailbox and not your own personal email address.

To send a new message from the shared mailbox:

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

A copy of the message will automatically go to the Sent Items folder within the shared mailbox.

Deleting messages from a shared mailbox

Messages deleted by any user of the mailbox are automatically moved to the Deleted Items folder within that shared mailbox. Any individual user can then retrieve or permanently delete these messages. Be very careful if emptying this folder, as you may delete something that someone else requires.

Out of Office Reply

1. 
   In the File tab click on Automatic Replies.
   

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

Note: If you do not select a time range, automatic replies will be sent indefinitely.

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

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

59.Click on OK.

Junk email

It is good practice (and advisable) to check your Junk Email folder on a frequent basis, ideally each day, for any messages that may have been incorrectly marked as spam.

If you find a message that is not junk:

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

If you find that many non-junk messages are being sent to the Junk Email folder, you may wish to consider changing your junk email protection level in Outlook. To do this:

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

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

Contacts

Contact details of all staff and students at the University of Bradford are stored in the Offline Global Address List.

Office 365 will begin to create an autocomplete history of addresses as you use them. This means that when you start typing an email address into the To: field of a message, a list will appear with the email addresses of people who you have emailed previously for you to select from. This list is stored in your Suggested Contacts folder.

You can also create your own personal contacts. These should be added into your Contacts folder.

Bradford contacts

Using Autocomplete addresses (history list):

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

61.Select the email address required from the list.

If the person does not appear in the list:

1. 
   Click on the To: button.
   

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

63.Select the contact required and click on To.

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

External contacts

To add a contact to your contacts list:

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

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

To add a contact from an email message:

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

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

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

For how to include contacts as recipients in messages see the Sending and Receiving Mail section.

Amend a contact

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

68.Double click on the contact to be amended.

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

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

Delete a contact

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

71.Select the contact and press the <Delete> key (or right click).

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

Import/Export contacts

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

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

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

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

You may want to export your contacts to use with another email client. To do this:

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

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.

Contact Groups

If you regularly send messages to the same group of individuals, you can create a group. This group will only be available to you, but you can send a copy to other members of your team. (If you amend the group, you will need to resend the amended version).

If many people are going to use a group, you should use a centrally created mailing list. To request this please complete the form at:

www.bradford.ac.uk/it-services/help/change/

Creating a group

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

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

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

To select members:

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

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.

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

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

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

Note: If you want to check to ensure it is the correct contact, right click on the contact and select Properties to display further information.

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

Using a group

To send an email to your contact group:

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

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

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

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

Note: In the To… field, you can click on the plus sign next to the list to expand it. This allows you view and delete list member(s) for that mailing if needed. This will only remove them from the email and not the distribution list.

Updating a group

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

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

To update a contact:

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

Note: If the contact is a University of Bradford contact, you will not be able to change any of the details.

88.Click on Save and Close.

To delete a contact:

1. 
   Select the contact in the Contact Group window.
   

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

90.Click on Save and Close.

To delete a contact group:

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

91.Click on Yes to confirm.

Sharing a group

To share your contact group with others:

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

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

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

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

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

96.Send the email message.

To add a contact group to your contacts:

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

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

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

99.The new distribution list will now be displayed.

Note: Alternatively, click on the Navigation Pane Contacts area to display all of your Contacts. (Click on Mail to return to email). You will need to ask the recipient to remove the previous shared group from their contacts.

Further Features

Flags

Flags can be used to add a reminder to follow up an email. Flags for messages will be visible in Outlook and the OWA in all email views as well as in the To-Do bar, Daily Task List (Calendar) and Tasks view. You can use the default flags, eg Today, Tomorrow or customise your flags with specific dates.

To add a flag to a message:

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.
   

Note: If you want more options, click on Custom. You can then set the Start Date and Due Date as required.

To add a flag with a reminder:

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

Tasks

You can create tasks in any mailbox that you have access to (your own or a shared mailbox) and assign tasks to other people. Progress can be recorded and reviewed.

To create a task:

1. 
   In the Navigation pane, click on Tasks.
   
2. 
   In the Home tab – New group click on New Task.
   
3. 
   Enter brief details of the task in the Subject: field and complete the other fields as required.
   
4. 
   In the Task tab – Actions group, click on Save & Close.
   

To amend a task:

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.
   

To assign a task to someone:

Note: It is important that you only update assigned tasks using the Outlook desktop client. Do not update or complete tasks in the Outlook Web App.

1. 
   Open the task or create a new one.
   
2. 
   In the Task tab – Manage Task group, click on Assign Task.
   
3. 
   In the To box, add the email address of the assignee, or click on the To button to search for and add them.
   
4. 
   Complete other fields as required and then click on Send.
   

To reclaim a task someone has declined, open the ‘Task Declined’ email and either:

Click on Return to Task List and then Save & Close.

Click on Assign Task to reassign the task to someone else.

To view tasks you’ve assigned to others:

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

To accept or decline a task:

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

Note: This can also be done In the Reading Pane.

To complete a task:

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

To remove completed tasks from your list:

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

Notes

Notes can be used like paper post-it notes for reminders, questions etc. You can leave them on screen whilst working. You can create notes in any mailbox that you have access to (your own or a shared mailbox). To do this:

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.
   

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

To close a note:

1. 
   Click on the Close button.
   

To customise notes (eg colour and fonts) for new notes:

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

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

To delete a note:

1. 
   In the Navigation Pane, click on Notes.
   
2. 
   Select the note and press the Delete key.
   

Note: Deleted notes are stored in your Deleted Items folder.

Categorize

Categorize enables you to colour code activities across Office 365 eg emails, tasks, calendar events. Each colour can be assigned a name and keyboard shortcut, which will also be available to use in the OWA.

To assign a category to an email:

1. 
   Select the email.
   
2. 
   On the Home tab, Tags group, click on Categorize and select a category from the list.
   

To assign a name and keyboard shortcut to a category colour:

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

2. 
   Select a colour from the list and click on Rename and type in a new name.
   
3. 
   Click on the Shortcut key drop down and select a keyboard shortcut.
   
4. 
   Repeat this process for other colours.
   

If you need additional category colours:

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.
   
6. 
   Click on OK.
   

Mail Merge to Email

To mail merge to email, please see Section 4 of the Microsoft Word 2010 Advanced document at:
www.bradford.ac.uk/it-services/staff/it-training/learning-materials/windows-7-office-2010/

Archiving emails

The AutoArchive feature is disabled by default and you are strongly advised not to enable it.

If you want to archive items, we advise that you create a folder within your Office 365 account (called ‘Archive’ for example), and move items into it.

The University of Bradford retains copyright for this material, which may not be reproduced without prior written permission. We welcome feedback on our documentation. Please email: [e-mail]. For alternative formats please see: www.bradford.ac.uk/it-services/help/help-sheets.

Microsoft Outlook screen shots(s) reprinted by permission from Microsoft Corporation. Microsoft is a registered trade mark and Windows is a trade mark of Microsoft Corporation.

March 2015