Email (Outlook)

Microsoft Outlook

This software is pre-installed on all University desktop and notebook computers. It is available for both PC and MAC platforms.

Microsoft Outlook is the only email client supported by ITS. If you do not have Outlook on your computer please contact the Service Desk on x9999 or online ITS Service Desk for assistance.

Hints and tips

Contents

Using categories

Categories can be an easy way to sort your emails that you are currently dealing with. You can assign colour-coded categories to each mail item. Categories such as a red "URGENT" for example; or a blue "CALLED AND LEFT MESSAGE". This can be an easy reminder of where you are up to with dealing with an e-Mail. There are a number of default categories that already exist in Outlook for you to use or you can customise and create your own.

To use categories

The first thing to do is turn on the Categories column view. In Outlook right click on one of the columns in your email list and select "View Settings". Then click on the "Columns" button. In the list of available columns select the "Categories" column and then click the "Add" button and then "OK" and "OK" again.

To assign a Category to an email select the email and then from the "Home" ribbon menu click on the "Categorize" option. Select what category you want from the list or click "All Categories". This will allow you to add, modify or delete any categories to suit your needs.

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Resend an email

This feature exists in Outlook and is a quick and easy way to send the same email again. You can send to the same recipients only, add or delete recipients and attachments or even alter or update the content.

To resend an email

In Outlook go to your Mail and click on your "Sent Items" folder. Scroll through the sent items to locate the email. Double click on the email to open it. From the Message Ribbon menu select the "Action" drop down box and select "Resend This Message". Outlook will then open the email and you can work on it the same as you would when creating a new email.

Once you have finished all you need to do is click "Send" and the email will be sent with all the alterations.

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Online meetings

Online meetings are an easy way to hold a team meeting or meeting with people outside the University via Outlook/Lync. It functions very similar to a teleconference or video conference for participants both inside and outside the University to join.

Creating an online meeting

In Outlook go to your Calendar and click the "New Meeting button" located in the Home Ribbon menu. From the New Meeting window click the "Online Meeting" button from the Meeting Ribbon menu. his will add details to the body of the meeting appointment on how to join online or via a phone. Create the rest of the meeting appointment as you normally would and click Send to send it to the recipients.

Joining an online meeting

To join from your PC in Outlook go to your calendar and double click on the diary entry. When the entry opens click the "Join online meeting" link. This will then join you to the meeting. By default when you join a meeting your microphone will be muted. To join from your mobile phone you will need to dial the number listed in the diary entry and enter the supplied conference ID.

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Setting up an out-of-office message

Before going on leave its good practice to set up an out-of-office message so that people emailing you are informed of your absence. The message you set up in Outlook will also appear on your Lync presence, so anyone that looks you up in Lync contacts will see that you are away and have left a message.

To set up your out-of-office message, in Outlook go to File – Info – Automatic Replies. Select 'Send automatic replies', this will turn on your reply and to turn it off again you will need to change it back to 'Do not send…'. You can also set a date range for the message to apply.

Next, you can type in your reply message within the 'Inside My Organisation' tab. This message will be returned to anyone emailing from within FedUni. You will notice the tab next to it, 'Outside My Organization'. This is turned on by default and will use the same text as what you have already entered. This message goes to people outside of FedUni. You can turn this off if you like by un-ticking 'Auto-reply to people outside my organisation'.

Once you click "OK" your ''Out of Office' message is applied and you will notice an information bar appearing letting you know that it is turned on and giving you the option to turn it off.

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Creating email groups

Sometimes you want to send an email to everyone in your team but don't want to have to type all of their names in. You can create contact groups by clicking on Contacts and then in the top left hand corner of the screen click on "New Contact Group".

Once you are in there it's as simple as giving the group a name and adding the people you want. Once you've done that, click Save & Close and you will be able to type that name into the 'To' field of an email and the email will be distributed to everyone on that list.

Whilst you are in your contacts, if you haven't already done so maybe have a bit of a clean out, especially of the frequent contacts.  Note that Lync will look at your Outlook Contacts when you are searching for contacts, so if you ever notice duplicates in the Lync address book it's because you have duplicates in your Outlook contacts.

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Listening to voicemail messages in Outlook

Ever gone to listen to a voicemail message in your inbox and had it play through your computer speakers so that everyone can hear your partner asking you to pick up some milk on your way home from work?

To listen to a voicemail message in your inbox via your headset or handset simply click on the "Play on Phone" button in the top right hand corner of the email screen. You will notice Lync will make a phone call to you and once you answer it will play the message.

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What is my mailbox size?

Most staff have a 2GB mailbox size and a 4GB online archive. You will see your online archive in the navigation pane under your folders.

You can move items to this archive by simply dragging and dropping the email or entire folders.

The online archive is searchable and available via webmail.

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Can I use Outlook on my smartphone/tablet?

Most smart phones and tablets allow for Outlook as a native email account. If you look at your email settings on your device you should see an Outlook Exchange option. General instructions on how to set this up are available below:

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Can I access my email from home?

Yes, you can access Outlook from home using the Outlook webmail client. You will be able to access it from the 'Login to' footer on the University website.

An added plus is that the webmail version of Outlook is very similar to your regular Outlook email at work. You will retain most functionality and the way you use it will be the same.

If you have a work laptop, you will be able to access the full Outlook client as long as you have an internet connection. You will not need to log into remote access to view your emails. (You will still need to use remote access if you wish to view your local drives.)

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How do I access other accounts and inboxes from Outlook Web Access?

This can be done easily. All you need to do is login to Outlook Web Access. Once logged in if you want to access a mailbox/resource that you have access to go to the top right corner of the Window where you will see your name. Click on your name and a drop down menu appears. Select "Open Other Mailbox". Enter the name of the mailbox and click OK.

To access an inbox that you have been given Delegate Access to go your name on the left side of the window in the folders list and click on it with your right mouse button. From the menu select "Open Other Users Inbox". Enter the name of the user and click OK. This will then be displayed as a folder in the folder list for you.

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Using favourites

Do you have a large number of mail folders in your mailbox and constantly find yourself wasting time scrolling down through the list trying to locate one frequently used folder? If so then favourites is for you.

To use favourites

Using favourites is very simple. All you need to do is scroll through your list of folders to locate the folder you require. Click on it with your right mouse button and select "Show in Favourites". The folder will then appear in the Favourites section at the top of your folder view.

To remove a folder from 'Favourites' just right click on the folder in the Favourites and select "Remove from Favourites".

You can add folders from other accounts you have access to as well as items like Deleted Items, Sent Items, etc.

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Creating a rule to auto reply

Outlook comes with a quick and easy auto reply function but it does have its limitations. You can easily create a rule in Outlook to have more control over how the Auto Reply works.

Creating an auto reply rule

1. Go to the File menu and select "Manage Rules & Alerts"
2. Click On "New Rule" to Create a new rule.
3. Under the Category of Start with a blank rule select "Apply rule on messages I receive" and click next.
4. Select "where my name is in the to or cc box" and click next.
5. Select "have the server reply using a specific message"
6. Click the underlined wording "a specific message" to create the auto reply message then click Save & Close and click next.
7. Do not assign any exceptions, name the rule and make sure "turn on this rule" is selected.
8. Click Finish and then Apply and OK.

Feel free to experiment with the different options within the rule.

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Using search on your account

The search feature in Outlook allows you to easily search your account for e-Mail, Calendar events, Tasks, Contacts etc that match your search criteria. Searching is available via a Search box located at the top of the window in each of the areas within Outlook.
Using Search is simple. Just click on the Search box and type in what you would like to search for. This also displays the "Search" ribbon menu. From the menu you can customise the search further to assist you with locating what you need.

If Search stops working it can be fixed by going to the Start menu and selecting Control Panel, open Indexing Options, click on Advanced and click Rebuild. This can take several hours to complete but you can continue to use your computer.

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Customising an online meeting

Outlook has a number of options to allow you to customise your online meeting.

On the PC

Create your online meeting diary entry by following the instructions in the tip on this page but don't save and close the appointment. In the "meeting" ribbon menu click on "Meeting Options". In the meeting options you can add/customise a "lobby" to your meeting. This means that when someone tries to join a meeting they are placed in a "virtual" lobby. The organiser/presenter of the meeting is alerted that someone is in the lobby and they can choose to allow them to join the meeting or deny them access to the meeting. The meeting options also allow you to customise who will be allowed to present in the meeting and who will be an attendee only. If you have a lobby setup anyone who is listed as a presenter will also have the ability to allow or deny people into the meeting.

Under the Audio and Phone section of the meeting options you can enable a feature that will have Lync announce when a person enters and exits an online meeting. You can also select to remember these settings for all future meetings by ticking "Remember settings" at the bottom of the options window.

Experiment with these to find out what works best for you.

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Creating a menu-based voicemail greeting

Menu-based greeting systems are used by many businesses and organisations today. Sometimes we find them useful other times just plain frustrating. The Lync/Outlook Voice Mail system has the ability to let you create your own basic menu system. It allows you to have the caller select to leave a message, be diverted through to your mobile or another number if you wish or even be transferred to an operator.

On the PC

Open Outlook and select "File" from the menu bar and click on "Manage Voice Mail". This will open a web browser and you will be presented with the Outlook Web App Login. Enter the same Username and Password that you use to log in to your computer each day and click "Sign in".

From the voicemail options go to the "Call Answering Rules" and select "New Rule". Creating a voicemail rule is similar to creating an email rule. You name the rule, select the conditions and then choose the actions. Click in the Name field of the New Rule window and give your rule a name eg: "My Voice Mail Menu". Now select the conditions you require. You can choose from conditions like: What number the person is calling from, if they are in your Contact List, the time of day the person calls, your current Lync status and if you have an automatic reply already enabled.

Now choose what actions you would like the caller to be able to do. Under "Find Me" you can assign a number on the phone keypad to the action and give the action a title such as "Urgent Matters". You can also enter the phone numbers you would like the system to try and contact you on. The action title will be read to the caller and then the system will list the menu option associated with this. The caller will not be told the phone numbers you have listed in the action. This is purely for Lync to know what numbers to try and contact you on.

Under Transfer the Caller you have similar items you can customise. You need to give the action a title which is read out to the caller, select what keypad button you want applied to this menu item and entering what phone number you want the call transferred to. You can directly enter a telephone number or select a person from the Global Address List of University staff.

You can choose to record your own greeting for this rule. If you do choose to record a greeting remember to tell the user what key to press to perform the specified action. For example "Press 1 for Urgent Matters to find me or press # to leave a message." If you choose not to record a greeting a default greeting will be played listing the menu options.

Once you have finished creating the rule select "Save and Close". Make sure under the "Call Answering Rules' that the newly created rule is enabled. Now click Sign Out in top right corner of the Window to close the Outlook Web App and return to Outlook.

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Archiving Outlook items

One of the great features of the new Outlook/Exchange email system is that by default it will auto-archive your old outlook items to an online archive when they reach 4 years of age. For staff who receive a large volume of mail you can easily move items to the archive before they reach 4 years of age if you wish.
Archiving old Outlook items will not only keep your mailbox clutter free it will also make it easier when trying to locate items.

On the PC

Open your Outlook window. In the Navigation Pane "left hand side of your outlook window" locate the item called Archive-<your email address>. This is your online archive.

To move items into the archive click and hold your left mouse button on an item and drag it to the archive and release the mouse button. This will move the selected item to the archive. You can either select items individually or do a bulk selection and drag this to the archive. To do a bulk selection click on the first item and then scroll down to the last item and whilst holding down the SHIFT key click and hold down your left mouse button. This will select all these items. You can then release the SHIFT key.

Outlook supports the creation of folders within an archive as well. To create a folder just right click on the archive and select "New Folder" from the menu.

To expand the view of your archive so you can see all the folders just click on the white triangle beside the archive name. Clicking the triangle again will contract the view.

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Extra contact card features

Your contacts/address book in Outlook allows you to store names, numbers and addresses for your contacts. But did you know that it can actually do even more? Read on to find out how powerful they can be.

On the PC

In the Outlook window go to your contact list and select a contact by double clicking on them with the left mouse button. Once the contact Card is open click on the "Details" button located in the "Contact" ribbon menu. You can now add additional details to the Contacts card like their spouses name, birthday, anniversary etc. If you add a birthday or anniversary date Outlook will automatically create entries in your diary to remind you of these dates. You can also add information to the contact such as their department, profession, Manager's name or assistant's name. Once you have finished adding details just click on the "Save and Close" button.

Did you also know that you can call an Outlook contact via Lync by simply clicking on them with your right mouse button in Outlook, go to the call sub menu and select which number you want to call.

If you have entered an address in the address field of a contact card you can click on the "Map It" button. This will launch your web browser and display a map showing the address location for you.

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Using notes

Did you know that Outlook has a nice little feature called 'notes'. These function very similar to your classic post it notes but without you having to stick them all over your desk. Instead they are all neatly tucked away in Outlook waiting for you. You can even share notes or forward them to another person if you need to.

On the PC

Open you Outlook window and in the navigation bar on the left select the "yellow post it note" icon from the bottom four icons. This will take you into the Notes section of Outlook.

To start a new note click on the "New Note" button in the home ribbon menu. Once a new note is open you can write anything in there you would like. If you would like you can even assign a category to the note which will colour code them. When you have finished writing the note just click on the X to close the Note window.

If you would like to forward a note to another member of staff all you need to do is right click on the note and select Forward. This will then attach the note to an email for you to send. Notes can be deleted by right clicking on them and selecting Delete or you can click on Delete in the Home ribbon menu.

To share a note just click on the "Share Note" option in the Folder ribbon menu, enter the name of the person you want to share the note with and click Send. The person can then open the shared notes by selecting Open Shared Notes in the "Folder" ribbon menu.

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Understanding contact folders

As many of you would have seen there are several folders full of contacts located in your "Contacts" section of Outlook. This may be a little daunting to some users so we have provided the information below to hopefully better explain what each folder is.

Frequent Contacts – This folder of contacts was migrated from your old GroupWise account during the conversion to Outlook and its name will be in capitla letters. It used to hold a record of email addresses that you sent e-mail to and received e-mail from within GroupWise. This has now been replaced by "Suggested Contacts - <your email address>" in Outlook which does the same. You can move the contents of your "Frequent Contacts" into the "Suggested Contacts" and then delete the "Frequent Contacts" folder.

Address Book Labelled As Your Name – This folder of contacts was migrated from your old GroupWise account during the conversion to Outlook and its name will be in capital letters In GroupWise this was your personal address book that you could add contacts to. Under Outlook this has been replaced by a folder called "Contacts - <your email address>". You can move all Contacts from the old GroupWise Personal Address Book folder to your new "Contacts" folder and then delete the old GroupWise one. If you have access to more than one Outlook account you may see multiple "Contacts - <email address>" folders. One for each account you have access to.

Suggested Contacts - <your email address> This folder holds a record of email addresses that you send e-mail to or receive e-mail from who are not in any of your contact folders. If you have access to more than one Outlook account you may see multiple "Suggested Contacts - <email address>" folders. One for each Outlook account you have access to. You can drag contacts from here to your main Contacts folder (see below).

Contacts - <your email address> - This folder is your own personal address book that you can add contacts to. You can also drag contacts from your Suggested Contacts here to add them to your contacts. If you have access to more than one Outlook account you may see multiple "Contacts - <email address>" folders. One for each account you have access to.