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Email at Bradford - Outlook
This document provides guidance for staff using Office 365 with Microsoft Outlook 2010 for email at the University of Bradford.
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: [email protected]. 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.
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Contents
Introduction................................................................................................................................ 1Confidential information.............................................................................................................1Logging in to Outlook.................................................................................................................1The Outlook window...................................................................................................................2
Set default Inbox.....................................................................................................................2Managing the panes............................................................................................................... 2Quick Access toolbar...............................................................................................................2
Closing Outlook.......................................................................................................................... 3Reading Mail............................................................................................................................... 3
The reading pane....................................................................................................................4Opening messages in a new window......................................................................................4Group messages..................................................................................................................... 4
Viewing related messages...................................................................................................4Sorting messages...................................................................................................................4Adding or removing fields (columns)......................................................................................5
Sending and Receiving Mail.......................................................................................................5Sending messages.................................................................................................................. 5
Adding recipients.................................................................................................................6Composing a message........................................................................................................7Spelling and grammar.........................................................................................................7Sending the message..........................................................................................................8
Draft messages....................................................................................................................... 8Replying to messages.............................................................................................................8Forwarding messages.............................................................................................................8
Signatures.................................................................................................................................. 8Inserting a signature...............................................................................................................9Change a signature.................................................................................................................9
Attachments............................................................................................................................... 9Opening an attachment........................................................................................................10Sending an attachment........................................................................................................10Inserting a file.......................................................................................................................10
Managing Mail.......................................................................................................................... 11Creating, renaming or deleting folders.................................................................................11Moving messages to folders.................................................................................................11Favorites............................................................................................................................... 11
Email at Bradford - OutlookSearching for messages........................................................................................................12Marking messages as unread...............................................................................................12Deleting messages...............................................................................................................12Quick Steps........................................................................................................................... 13
Create a new Quick Step...................................................................................................13Built-in Quick Steps...........................................................................................................14Managing Quick Steps.......................................................................................................14
Quick Parts............................................................................................................................ 14Delegate access.......................................................................................................................15
To send on behalf of.............................................................................................................15Send replies to an alternative address.................................................................................15
Shared Mailboxes.....................................................................................................................16Receiving messages in a shared mailbox.............................................................................16Sending messages from a shared mailbox...........................................................................16Deleting messages from a shared mailbox...........................................................................16
Out of Office Reply...................................................................................................................16Junk email................................................................................................................................ 17Contacts................................................................................................................................... 17
Bradford contacts.................................................................................................................17External contacts..................................................................................................................18Amend a contact................................................................................................................... 18Delete a contact...................................................................................................................18Import/Export contacts.........................................................................................................18
Contact Groups........................................................................................................................ 19Creating a group................................................................................................................... 19Using a group........................................................................................................................20Updating a group..................................................................................................................20Sharing a group.................................................................................................................... 20
Further Features.......................................................................................................................21Flags..................................................................................................................................... 21Tasks..................................................................................................................................... 22Notes.................................................................................................................................... 23Categorize............................................................................................................................ 23Mail Merge to Email..............................................................................................................24Archiving emails...................................................................................................................24
Email at Bradford - Outlook
IntroductionAs a member of staff, you can use Outlook 2010 or the Outlook Web App (OWA) to access your University Office 365 email account. Microsoft Outlook comprises of the following components: Email, Contacts, Tasks, Notes and Calendar.
Note: for help sheets on using the calendar within Office 365 see: www.bradford.ac.uk/it-services/help/help-sheets/email-and-calendaring/
When using Outlook, any changes you make to the settings (eg adding a signature) are stored on that computer only. To avoid having to change the settings on other computers, we recommend that you use Outlook at your desk and the Outlook Web App to access your email on any other computer (at work or off site).
Help sheets for using the Outlook Web App and Outlook 2011 (Mac) are available at: www.bradford.ac.uk/it-services/help/help-sheets/email-and-calendaring/.
You are advised to read ‘A guide to email use at the University of Bradford’. This gives useful information about managing emails and includes details of the University’s email policy. See: www.bradford.ac.uk/media/marketingandcommunications/A-guide-to-email-use-at-the-University-of-Bradford-(published).pdf
Confidential informationNever send confidential or sensitive data in the body of an email message. If you need to send confidential or sensitive data, attach it in an encrypted file with a strong password with “Private and confidential – not for disclosure” in the subject line. The password should be sent separately. You are advised to read the University policy at: www.bradford.ac.uk/it-services/about-us/regulations-and-policies/policy-code-of-practice-electronic-communication/
Note: Help with encrypting files can be found at: www.bradford.ac.uk/it-services/help/help-sheets/file-management/encrypting-files/
Logging in to Outlook1. Click on Start, and select All Programs – Microsoft Office - Microsoft Outlook
2010.
Tip: If Microsoft Outlook 2010 is not displayed, the quickest way to access it is to click in the Search programs and files box, type Outlook and select it from the results displayed.
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The Outlook window
Quick Access Toolbar
Ribbon
Navigation Pane
Message Pane
Reading Pane
Title Bar
Set default Inbox1. In the File tab click on Options then select Advanced.
2. Under the Outlook start and exit section, click on Browse and select the Inbox under your Office 365 account (or other as required).
3. Click on OK and OK again.
Managing the panesEach of the main parts of the Outlook window (Navigation Pane, Reading Pane etc) are separated by a resizing bar. This allows you to resize any of the panes.
1. To resize a pane, hover the mouse over the border and when the pointer becomes a double-headed arrow, drag the border to the position required.
Quick Access toolbarThe Quick Access Toolbar (above the File tab) contains two buttons by default: Send and Receive and Undo. You can customise the Quick Access toolbar.
To add commands to the Quick Access toolbar, either:
Click the Customise Quick Access Toolbar arrow and select the required commands.
Right click on the appropriate command on the Ribbon and select Add to Quick Access Toolbar.
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If the required command is not displayed, or to customise the Toolbar:
1. Click the Customise Quick Access Toolbar arrow and select More Commands.
2. In the Word Options dialog box, choose the required Command from the list, then click on Add. (More commands can be found using the drop down arrow under the Choose commands from: option).
3. Use the Move Up and Move Down buttons to position the commands appropriately.
4. Click on OK.
To remove commands from the Quick Access toolbar, either:
Right click the command to be removed and select Remove from Quick Access Toolbar.
Click the Customise Quick Access Toolbar drop down arrow and uncheck the appropriate commands.
Closing OutlookTo close Outlook, either:
Click on the File tab and choose Exit
Click on the Close button on the Outlook window.
Reading MailEmails sent to you are displayed in your Inbox. You can choose to read your mail in the main window using the Reading Pane or in a separate window.
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The reading paneThe Reading Pane allows you to read your emails within the Outlook window. To switch this feature on or off:
1. In the View tab – Layout group, click on Reading Pane.
2. Select the preferred option (Right, Bottom or Off).
Tip: Click on Options to view or change the Reading Pane options.
Opening messages in a new windowMessages can be opened in a new window by double clicking on the message.
Group messagesYou can group messages in your Inbox or other folders in various ways.
1. In the View tab – Arrangement group, click on the More button in the Arrange By gallery.
2. Make sure that Show in Groups is checked and then select the required group from the gallery, eg Date.
Viewing related messagesWhen viewing a message in a new window, you can quickly view related emails. To do this:
1. Double click a message to open it.
2. In the Message tab – Editing group, click on Related and select either:
Messages in This Conversation – all messages with the same subject will be displayed in the main window.
Messages from Sender – all messages from the sender will be displayed in the main window.
You will be taken back to the main window, where the results will be displayed. The original email will still be open in a separate window.
Tip: You can select different search criteria in the Search Tools – Search tab.
In the main window, to return to your Inbox:
1. In the Search Tools – Search tab, click on Close Search.
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Sorting messagesIn the main Outlook window, you can sort messages in different ways using the column headers. For example, by From, Subject or Received (date order).
1. Click on the column header to sort the messages in ascending order. An arrow is displayed in the column header where the sort is.
2. Click on the header again to sort in descending order (notice that the arrow changes direction).
Adding or removing fields (columns)In the main Outlook window, you can choose which fields are displayed. For example, you may want to display the To... field and not the From: field when viewing your Sent Items folder.
To add a field:
1. Right click in the column header area and select Field Chooser.
2. Click and drag the required field from the Field Chooser to the column header area.
To remove a field:
1. Right click on the field in the column header area and select Remove this column.
Sending and Receiving Mail
Sending messagesTo compose a message:
1. In the Home tab – New group, click on New E-mail. This will open a new message window.
Tip: Alternatively, use the keyboard shortcut Ctrl N.
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The Ribbon
Subject area
Message area
Note: Outlook uses Microsoft Word as the editor for new messages. If you use any of the Word features, be aware that recipients may not be able to see the formatting as you intended.
Adding recipientsThere are three fields where recipients can be added:
To… - for recipients who need to act on the content of the email.
Cc… (Carbon copy) – for recipients who need a copy of the email for information.
Bcc… (Blind carbon copy) – for recipients who need a copy of the email for information, without recipients in the To… and Cc… fields being aware that they are copied in.
Note: If the Bcc field is not displayed, from the Options tab – Show Fields group, click on Bcc. The Bcc… field will now be displayed below the Cc… field.
You can add more than one recipient to any of the above fields. Each email address must be separated with a semicolon, with no spaces.
When you start typing an email address in any of the above fields, your autocomplete history list will appear. If the person required is in this list, click to select them.
To add recipients who are members of the University:
1. Click on To… and select More columns.
2. Make sure Offline Global Address List (appended with your email address) is selected.
3. Type the recipient's surname and click on Go.
4. Select the appropriate name from the list and click on To ->.
Tip: Right click on a name and select Properties to display further information to help you identify the correct person.
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5. Repeat this process to add any further recipients required in the To ->, Cc > or Bcc -> fields.
6. Click on OK.
Note: If you are sending a message to a University email address that isn't a specific person, eg [email protected], you will need to type the email address in full.
To add recipients external to the University, either:
Type their full email address into the To…, Cc… or Bcc… fields as required.
Select them from your Contacts (personal address book). Follow the above steps, but at step 2, select Contacts (directly under your email address).
Composing a message1. Always add a brief meaningful title for your message in the Subject field. This will
help to avoid it being classed as spam.
2. Type the text of the message in the Message area of the Message window.
Note: To add an attachment, see the section Attachments.
Spelling and grammarIt is good practice to check the spelling and proofread an email before sending it, as not all errors will be identified, eg ‘their’ instead of ‘there’.
As you type, some errors will be corrected automatically. Any words not recognised will be underlined in red. To correct these:
1. Right click on the underlined word and select the correct spelling from the list, or select Ignore.
Note: You can choose Add to Dictionary , but use this with caution as it is difficult to remove words once they have been added to the dictionary.
At the point of clicking the Send button, Outlook will also automatically perform a spelling and grammar check. You can disable this If you wish. To do this:
1. In the File Tab select Options.
2. In the Outlook Options window click on Mail (in the left pane).
3. Under the heading Compose messages, make sure that Always check spelling before sending and Ignore original message text in reply or forward is unchecked.
4. Click on OK.
To spell check your message manually, in the Message window:
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1. In the Review tab – Proofing group, click on Spelling & Grammar. The Spelling and Grammar dialog box will appear.
You now have a number of options:
Ignore Once – this will ignore the spelling and is useful for entries not in the dictionary, eg names of people / places.
Ignore All – similar to Ignore Once, except this option ignores all occurrences of this word in the message.
Change – select the correct spelling from the Suggestions: list, or type in the correct spelling and then click on Change to amend it in the message.
Change All – similar to Change, but this option amends all occurrences of this word in the message.
Note: Use the Add to Dictionary option with caution as it is difficult to remove words once they have been added to the dictionary.
Sending the message1. Once you have completed the message, click on Send.
Draft messagesWhen 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 messagesWhen 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.
2. Add any further recipients as required.
3. 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.
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Forwarding messagesYou 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:
SignaturesYou 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.
2. Click on New and type in a name for the signature and click on OK.
3. Follow the instructions for adding a signature using the Corporate style at: www.bradford.ac.uk/marketing-and-communications/tools-guidelines/email-signature/
4. Click on Save.
5. Continue to add any further new signatures if required and click on Save after adding each one.
6. 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:.
7. 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 signature1. In a New E-mail, position the insertion point appropriately within the message.
2. In the Message tab – Include group, click on the Signature button and select the signature to insert.
Change a signatureTo change the signature to one of your other signatures within a message:
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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.
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Opening an attachmentIt 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.
2. 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.
2. Locate the required file, right click on it and choose Scan for threats... Then:
a) If you get the User Account Control dialog box asking if you want to allow the program to make changes, click Yes.
b) In the On Demand Scan dialog box, select Clean.
3. If no threats (eg viruses) are found, it is safe to open the file.
4. 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.
2. 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 fileYou 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:
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1. In the Message window, click within the Message area and position the cursor where you want the text to appear.
2. Select the Message tab – Include group – Attach File button.
3. In the Insert File dialog box locate and select the file containing the text.
4. 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.
Managing Mail
Creating, renaming or deleting foldersTo create a new folder:
1. On the Folder tab – New group, click on New Folder.
2. In the Create New Folder dialog box type in a name for the folder or sub-folder.
Tip: Avoid using the same name for folders and sub-folders as it can cause confusion when moving messages.
3. Under Select where to place the folder:, select where you want the folder or sub-folder to appear, then click on OK.
To rename or delete a folder:
1. Right click on the folder in the Navigation Pane and select Rename (or Delete).
Note: When deleting a folder, all of the messages within the folder will be deleted. You will be prompted to confirm this.
Moving messages to foldersThere are a number of ways to do this. The safest is:
1. Select the message(s).
Tip: <Shift> and click for a range, or <Ctrl> and click for non-adjacent messages.
2. In the Home tab – Move group, click on the Move button. A list of recently used folders will be shown.
3. Select a folder or click on Other Folder and select from the full list.
Favorites
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These are displayed at the top of the Navigation Pane and are useful for quickly accessing the folders you use most often.
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To add folders:
1. Right click on the required folder in the Navigation Pane and select Show in Favorites.
To remove folders:
1. Right click on the folder in the Favorites list and select Remove from Favorites.
Searching for messages1. Type the search criteria into the Search field.
The results will be displayed in the main Outlook window. Notice that the Search Tools Search tab is now displayed with further search options.
To search all folders:
1. In the Search tab - Scope group click on All Mail Items.
To do an advanced search:
1. In the Search tab - Options group click on Search Tools and select Advanced Find. The Advanced Find dialog box will be displayed.
a) To select the folders to search – click on the Browse button and select those required and then click on OK.
b) Enter or select any further options required and click on the Find Now button to display the results.
c) Click on New Search to clear the search or Close the window if you have finished
2. When you have finished searching, click on Close Search on the Search Tools Search tab.
Marking messages as unreadIf you have read a message but want it to be displayed as unread:
1. Right click on the message and select Mark as Unread.
Tip: You can also do this in the Home tab – Tags group, click on Unread / Read.
Deleting messages1. Select the message to be deleted and press Delete.
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To undelete a message:
1. Click on the Deleted Items folder and select the message(s).
2. On the Home tab - Move group click on Move and select a folder.
To purge (permanently delete) all deleted messages:
1. Right click on the Deleted Items folder and select Empty Folder.
If you empty the Deleted Items folder, you have 14 days to recover mail. After this time, email data cannot be retrieved.
To recover deleted items:
1. Make sure the Deleted Items folder is selected.
2. In the Folder tab – Clean Up group, click on Recover Deleted Items.
3. Select the item(s) to recover and then click on Recover Selected Items. The item(s) will now be displayed in the Deleted Items folder.
Quick StepsThe Quick Steps feature is used to automate repetitive tasks, helping you to manage your mail effectively. You can customise one of the built-in Quick Steps or create your own.
Quick Steps can be accessed when working in any mail folder via the Home tab – Quick Steps group on the Ribbon.
Tip: Click on the More button in the Quick Steps gallery to display further options.
Create a new Quick Step1. Click on the Create New option in the Quick Steps gallery.
2. In the Name: field, enter an appropriate name for the Quick Step.
3. Choose the first Action to perform and add any further options as required.
4. If necessary click Add Action and specify the second / subsequent action to perform.
5. If required, assign a keyboard shortcut combination to the quick step.
6. In the Tooltip text: field, add a brief description of the action(s) the Quick Step performs.
7. Click on Finish. The new Quick Step will be displayed in the Quick Step gallery.
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Built-in Quick StepsThe following list briefly summarises the function of the built-in Quick Steps.
Team E-mail - opens a Forward message addressed to the members of your Team.
Reply & Delete - opens a Reply for the message and deletes the original.
To Manager - opens a Forward message addressed to your Manager.
Done - moves the selected message to a given folder. The message is marked as ‘complete’ and ‘read’.
Note: The first time you use any of the built-in quick steps (with the exception of Reply & Delete), you will need to confirm the actions in the First Time Setup dialog box.
Managing Quick Steps1. On the Home tab - Quick Steps group, click on the Dialog Box Launcher.
2. Make the necessary changes and click on OK.
Quick PartsIf 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.
2. Select the text and then In the Insert tab – Text group, click on Quick Parts and then Save Selection to Quick Part Gallery.
3. Add a name for the Quick Part and complete the other fields as required.
4. 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.
2. In the Insert tab – Text group, click on Quick Parts and then the Quick Part required. The text will be inserted.
3. Complete the message as required then click on Send.
To modify or delete a Quick Part:
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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 accessYou 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 ofYou 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.
2. 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
3. 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 addressIf you want any replies to an email to go to an alternative email address (eg [email protected] ):
1. In the New message window on the Options tab – More Options group, click on Direct Replies To.
2. In the Properties window under Delivery options, click in the Have replies sent to: field.
3. Either type in the address or click on Select Names… to select the required address(es).
4. Click Close, type your email as required and then click Send.
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Shared MailboxesEach 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 mailboxWhen 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 mailboxWhen 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 mailboxMessages 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 Reply1. In the File tab click on Automatic Replies.
2. 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.
3. On the Inside My Organization tab, type the message required.
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4. Repeat as required for the Outside My Organization tab.
5. Click on OK.
Junk emailIt 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.
2. In the Options tab, select the No Automatic Filtering option and click on OK.
ContactsContact 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 contactsUsing Autocomplete addresses (history list):
1. Open a New message and start typing a name or an address into the To field.
2. Select the email address required from the list.
If the person does not appear in the list:
1. Click on the To: button.
2. In the search box, ensure More columns is selected, type in the name and click on Go.
3. Select the contact required and click on To.
4. Repeat this for additional recipients as required and click on OK.
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External contactsTo 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.
2. 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.
2. Select Add to Outlook Contacts. The Contact window will appear with the name and email address already completed.
3. 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 contact1. In the Outlook window Navigation pane, click on Contacts.
2. Double click on the contact to be amended.
3. Amend as required and then Contact tab – Actions group – Save and Close.
4. To return to your email, click on Mail in the Navigation pane.
Delete a contact1. In the Outlook window Navigation pane, click on Contacts.
2. Select the contact and press the <Delete> key (or right click).
3. To return to your email, click on Mail in the Navigation pane.
Import/Export contacts1. In the File tab click on Open and select Import. The Import and Export Wizard
will appear.
2. Select Import from another program or file, click on Next, select Comma Separated Values (Windows).
3. Click on Next then on Browse, locate file and check the Options are as required.
4. Click on Next, select Contacts from the list and click on Next then Finish.
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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.
2. 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 group1. In the Outlook window click on Contacts in the Navigation pane.
2. In the Home tab – New group, click on New Contact Group.
3. 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
2. 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.
3. In the Search: options, make sure that More columns is selected.
4. Type the name of the person in the Search field and then click on Go.
5. 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.
6. Repeat this process to add other members and then click on OK and then Save & Close.
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Using a groupTo send an email to your contact group:
1. Open a New message window and click on To….
2. Under Search: select Name only and under Address Book, select Contacts (directly under your email address)..
3. Click on the contact group name and then To->.
4. 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 group1. In the Outlook window Navigation pane, click on Contacts.
2. 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.
2. Click on Save and Close.
To delete a contact:
1. Select the contact in the Contact Group window.
2. In the Contact Group tab – Members group, click on Remove Member.
3. Click on Save and Close.
To delete a contact group:
1. In the Contact Group tab – Actions group, click on Delete Group.
2. Click on Yes to confirm.
Sharing a groupTo share your contact group with others:
1. In a New email, add the recipients in the To... field, a Subject and text as required.
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2. On the Message tab – Include group, click Attach Item and then Outlook Item. The Insert Item dialog box will appear.
3. Make sure that the Insert as - Attachment option is selected.
4. In the Look in: field, select Contacts. Your contacts will be displayed in the Items: field.
5. In the Items: field, select the required contact group and then click on OK. The list will appear as an attachment.
6. Send the email message.
To add a contact group to your contacts:
1. In the Outlook window, display the email with the contacts attachment.
2. Click and drag the attachment to the Navigation pane Contacts area.
3. In the Outlook window Navigation pane, click on Contacts.
4. 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
FlagsFlags 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.
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TasksYou 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.
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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.
NotesNotes 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.
2. 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.
2. 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.
CategorizeCategorize 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:
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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 EmailTo 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 emailsThe 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.
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