Use Microsoft Outlook

Use Microsoft Outlook

About

This article provides instruction on basic functions and uses of Outlook.

Instructions

Getting Started

Set up an Account

    1. Open Outlook
    2. Create Profile
    3. Sign into Your Account
      For video instructions: Click Here.

The Status Bar

    1. The Status Bar is in the bottom right corner.
    2. It will say 'Connected' if connected to internet.
      For video explanation: Click Here.

Adding Another Account

    1. Click 'File' tab in top left corner.
    2. Select 'Add Account'.
    3. Sign into Your Account
      For video instruction: Click Here.

Adding Folders to Favorites

    1. Select a folder from the left sidebar.
    2. Right click on the folder.
    3. Select 'Add to Favorites'.
    4. Move and drag folders to preferred placement.
      For video instruction: Click Here.

Focused and Other Inboxes

    1. Outlook automatically filters emails into 2 categories: Focused and Other
    2. Other emails typically include business' updates, newsletters, etc.
    3. Focused emails are directly sent to you, typically more important.
      For video explanation: Click Here.

Read Emails

    1. Unread emails have bold lettering.
    2. Click on an email to read.
    3. Once clicked off of, the email will lose bold lettering and be marked as read.
      For video explanation: Click Here.

Archiving

    1. Once you've read an email, click 'Archive' or the shortcut Backspace to archive it.
    2. Archiving moves the email to an Archive folder.
    3. Archiving does not fully delete the email, but clears it out of the Inbox.
      For video explanation: Click Here. 

Emailing Hotkeys/Shortcuts

    1. Ctrl + R will reply
    2. Ctrl + A will reply all
    3. Ctrl + F will forward
    4. Clicking the 3 dots on the email gives options to
      1. Make a meeting
      2. Forward as an attachment
      For video instructions: Click Here.

General Navigating

    1. The bottom left gives options for:
      1. Calendar
      2. Contacts
      3. Tasks
      For video explanation: Click Here.

General Overview

Pinning Icons

    1. Open the app being pinned
    2. Right click on the app in the taskbar
    3. Select 'Pin to Taskbar'.
For video instruction: Click Here.

General Tabs

    1. 6 Common Tabs - File, Home, Send/Receive, Folder, View, Help
    2. These tab options will change depending on which location is being viewed (Mail, Calendar, Contacts, To-Do)
For video explanation: Click Here.
    1. Navigate between the 4 Sections of Outlook from the bottom left.
      1. Mail
      2. Calendar
      3. Contacts
      4. To-Do
For video explanation: Click Here.

View and Status

    1. Check the view settings in the bottom right.
    2. The status bar in the bottom right shows connection status.
For video explanation: Click Here.

Quick Access Toolbar

    1. The top bar has quick access buttons.
    2. The button on the far left is Send/Receive button (refreshes mail)
    3. Click down chevron to add buttons to the bar
    4. Chevron also gives option to add customized buttons
For video explanation: Click Here.

File Tab

    1. Changes major settings
    2. Add another account
    3. Change account settings
    4. Set Automatic Reply
    5. Mailbox Settings
    6. Space of the Inbox
    7. Manage Add-Ins
    8. Import/Export Data
    9. Printing
    10. Office Account settings (able to update Office)
For video explanation: Click Here.

Basic Shortcuts

    1. Create a new message (Ctrl + Shift + M)
    2. Search for an item (Ctrl + E)
    3. Navigation
      1. Mail View (Ctrl + 1)
      2. Calendar View (Ctrl + 2)
      3. Contacts View (Ctrl +3)
      4. Tasks View (Ctrl +4)
    4. Reply to a message (Ctrl +R)
    5. Reply to all (Ctrl + Shift +R)
    6. Forward a message (Ctrl + F)
    7. Display blocked content (Ctrl + Shift + I, or download pictures)
    8. Move through emails (up and down keys)
For video explanation: Click Here.

How Outlook Starts

    1. Open the 'File' tab
    2. Choose 'Options'
    3. Select 'Advanced' tab
    4. Under 'Outlook Start and Exit', click 'Browse'.
    5. Select view or folder Outlook should open in.
    6. Click 'OK', and then click 'OK' again.
For video instruction: Click Here.

Status Indicator

    1. If emails are not sending/receiving, check status bar in the bottom right for:
      1. Offline Status
      2. Sign in needed
      3. Syncing error
      4. Etc.
For video explanation: Click Here.

Searching in Outlook

    1. Search for a setting or an email in the top search bar
    2. Click on right chevron to narrow search margins
For video explanation: Click Here.

Setting Signature

    1. Search 'Signature' in search bar
    2. Click 'New' and create name.
    3. Create signature in Edit Signature box.
    4. Click save.
    5. Select settings for signature in the right for
      1. Email account
      2. New messages
      3. Replies/forwards
    6. Click 'OK'.
For video instruction: Click Here.

Focused/Other Inboxes

    1. Click 'View' Tab
    2. Select button 'Show Focused Inbox' to either show those inboxes, or have it show read/unread
For video explanation: Click Here.

Conversation View

    1. Click 'View' tab
    2. Select box 'Show as Conversations'.
    3. Select 'All Mailboxes'
    4. Click the chevron on the left of the email to see the conversation thread.
      1. If this box is not checked, each reply will appear as a separate email.
For video explanation: Click Here.

Send/Receive Tab

    1. Option to work offline; won't send/receive emails
      1. If working offline, select 'Send All' to send without receiving emails.
For video explanation: Click Here.

Sharing an Outlook Folder with Other Users

Share a folder from Classic Outlook

  1. Locate the folder that needs to be shared > Right click and select Properties
  2. Add the person you are sharing the folder with:
    1. Click Add
    2. Search the person's name
    3. Select them and click Add
  3. Assign appropriate permissions for the person accessing the shared folder
    1. Use the drop down menu by Permission Level to select a pre made set of access rules.
  4. Repeat steps 2 and 3 for any parent folders, including the inbox in necessary, with "Folder Visible" as the only permission enabled to allow a path to the shared folder.
Share a Folder from New Outlook
  1. Locate the folder that needs to be shared > Right click and select "Sharing and Permissions"
  2. Add the person who needs access to the folder
    1. Click the + icon in the top left of the new window
    2. Type the person's name and select the user from the search results
  3. Give required permissions for the other user to access the folder
    1. With the user selected at the top, select appropriate sharing rights or use a pre made set of rules from the drop down menu
  4. Repeat steps 2 and 3, granting only "Folder Visible" access for any parent folders and inboxes the original folder that was shared is a part of.

Accessing a Shared Folder

Classic Outlook does not add shared folders correctly. Shared folders need to be accessed from either New Outlook or Outlook on the Web.
  1. They should be automatically added to the "Shared with me" folder at the bottom of the main inbox in the desktop app.
  2. In the web version, right click "Folders" above your primary inbox and select "Add Shared Folder".

  3. Enter the name of the person who shared the folder when prompted.
  4. If you have access to any shared resources from that user, they will be added under your primary inbox.


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