Policies and Best Practices for working with Email



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Policies and Best Practices
for working with Email


Customization note: This document contains guidance and/or step-by-step installation instructions that can be reused, customized, or deleted entirely if they do not apply to your organization’s environment or installation scenarios. The text marked by yellow highlight indicates either customization guidance or organization-specific variables. All of the highlighted text in this document should either be deleted or replaced prior to distribution.

Email is a necessary communication tool in most workplaces.




Best practices for using email

Get started using email

Policies to consider when working with email
Topics in this guide include:

Get started using email


Customization note: This section should be updated based on instructions specific to your organization.

To get started with email, you will need one of the following:



  • The web address for Outlook Web App: <>.

  • Outlook installed on your desktop.

  • The web address for Office365 <>.

Sign in to Office 365 and install Microsoft Office 2013


1.If your computer is connected to the corporate network, go to <>. Otherwise, go to <>.

2.In the Office 365 sign-in page, tap or click Sign in.

3.Enter your credentials in the form username@company.com, enter your network password, and then tap or click Sign in.

4.The <>.


Policies to consider when using email


Customization note: The highlighted areas below should be updated based on policies and procedures specific to your organization.

Your mailbox limits


  • Your mailbox limit is . After it reaches , you will not be able to send messages until you delete some messages from your mailbox. After it reaches you will not be able to receive new messages until you delete some messages from your mailbox.

  • Individual messages can be no larger than .

  • The most you can attach to a message is .

  • The maximum number off individual attachments per message is .

Retention limits


  • Deleted items folder retention period is 30 days. Items will be removed from the Deleted Items folder 30 days after being moved there.

  • Retention period for items removed from the Deleted items folder is 14 days. After that time, items are no longer recoverable except form backup.

  • Junk Email retention period is 30 days. Email will be removed from the Junk Email folder 30 days after being received.

Best practices for using email

Customize your email settings


Customize your settings in Outlook Web App:

  • Use Mail Display Settings to control the appearance of your Inbox in Outlook Web App.

  • Configure a signature, set the default message format, when messages are marked as read, and other features in Mail Settings.

  • Create Inbox rules to pre-sort incoming messages.

  • If you are using a laptop and travel, you can configure Outlook Web App to work even when you’re not connected to a network. See Using Outlook Web App Offline.

Customize your settings in Outlook:

  • In Outlook, go to File > Options > Mail to set spellcheck options, create signatures, and configure other options for email messages.

  • In Outlook, got to File > Options > Advanced for options such as configuring the reading pane.

  • See Manage email messages by using rules to learn how to create Inbox rules to pre-sort incoming messages.

Create folders to sort your mail


  • You can create new folders at the same level as your Inbox, or as subfolders of your Inbox.

  • You can nest folders. For example, you can create a project folder, then sort messages from each team member into separate folders.

  • You can use Inbox rules to automatically sort messages into separate folders.

Add attachments to a message


  • If you need to quickly send a single document or image to someone, you can attach it to a message.

Use filters to quickly find messsages


  • If you’re using Outlook to read your email, you can use the labels at the top of the message list to view all messages in a folder, or only the unread messages.

  • If you’re using Outlook Web App to read your mail, you can use the labels at the top of the messages list to view all messages in a folder, only the unread messages, only the message sent directly to you, or only the messages that have been flagged.

Search for specific messages


  • In Outlook and in Outlook Web App, you can search for messages by typing in the search box at the top of the message list.

  • When you start your search, Outlook and Outlook Web App will immediately begin looking for messages that match your search.

For more information


Help Desk

http://.com
Office 365 Learning Center

http://.com

This guide is for informational purposes only. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED, OR STATUTORY, AS TO THE INFORMATION IN THIS DOCUMENT. © 2013 Microsoft Corporation. All rights reserved.






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