This is a guide covers the common functions used in Microsoft Outlook, it is aimed at both staff and students using Outlook on Campus you will find a guide for:
How do I find out my email address Size of the Mailbox Tips for managing your Mailbox size Creating Rules to manage your email Creating an Archive file How to work with Attachments Granting Delegate access to your email Adding an Additional Mailbox Out of Office Assistance Managing your Contacts Using your Calendar to arrange meetings Recovering Deleted items How to communicate to all staff and students using email
If you need to find out what your email address is you can find it in Microsoft Outlook at the top of the list of folders on the left hand pane (above the Inbox). For example: email@example.com
In Webmail it is a little different if you compose a new email then select: To. Next, in the Display Field box type in your name and select: Find. Under 'Alias' it will display your email address and you need to remember it will have: @ucs.ac.uk at the end. For example: firstname.lastname@example.org
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Students and staff have different Mailbox size limits determining how much email storage space is available to you. If you want to know the size of your Mailbox please do the following: Open Outlook; right click on the top Mailbox folder with your name listed (see screenshot below) and left click Data File Properties; select Folder Size and Total Size, it will be displayed in KB.
The table below provides you with UCS Mailbox size limits. It is rare that a mailbox size limit will be increased, however, if you wish to have your Mailbox increased please contact the IT Helpdesk.
Please note if your Mailbox reaches the limit where email cannot be received any email sent to you will return an undeliverable message to the sender.
1024KB is 1MB.
|Cannot Send Email||250MB||Cannot Send Email||750MB|
|Cannot Send or Receive||350MB||Cannot Send or Receive Email||1GB|
Staff and student emails are held in each users individual Outlook Mailbox and they are all collectively held in a secure storage area. Storage space is not limitless and it is necessary to regularly free up space within your Mailbox to ensure that it remains below capacity. Deleting messages is one way of doing so, but some messages must be retained. Some quick tips for reducing the size of your Mailbox include:
- Delete emails you no longer require, this includes deleting from your Sent Items folder and Deleted Items folder.
- You can also sort your emails in size order to determine which are your largest emails, to do this click View, Size and it will sort the emails from largest to smallest, you can then delete emails no no longer require.
- If you need to keep an email with an attachment you can remove the attachment by right clicking on it and saving it.
- You could save a file to a shared network drive and use a link to a file rather than send the file as an attachment.
- Using Stationary to customise your email can also increase its size.
- Please also see the section called 'Creating an archive file.'
Creating Rules allows you to manage email arriving in your Inbox. For example, you could create a Rule so that Outlook places all email from a specific email address into a particular folder. You can set rules based on words in the subject line, sender's name, or play alerts when certain mail arrives. There are lots of other options available in Rules as well.
To set up a Rule: click the Home tab; Rules; Manage Rules and Alerts. In the pop-up window click: New Rule, the Rules Wizard dialog will pop-up (see screenshot below).
The rules Wizard is now at Step 1: Select a template, choose the template that most closely resembles the action you would like to take. Ensure you select a template from the Stay Organized or Stay Up to Date sections. Please Note: Advanced users may want to select an option from the Start from a blank rule section to have more freedom in constructing their rule criteria. The box at the bottom of the window is Step 2: you can edit the rule description, click on the underlined text in order to specify the details of your rule.
Click: Next, select any additional conditions you would to add to the Rule. Specify any additional details for those criteria in the box at the bottom of the window called Step 2:edit the rule description box (optional).
Click Next Step 1 asks what do you want to do with the message, edit the Rule description (optional).
Click Next and Step 1 again allows you to select any exceptions to the rule and specify the details for those criteria in the Step 2: Edit the rule description box (optional); click Next to Finish the Rule setup; type a name for the rule in the box for Step 1: Specify a name for this rule. Tick the box next to Run this rule now if you want to apply the rule to messages already received. Review the settings you have selected in Step 3: Review Rule Description. Click Finish.
Your new rule will now appear listed, with a description of the settings, in the Rules and Alerts dialog box
Editing and deleting rules
To edit an existing rule:click Home; Rules; Manage Rules and Alerts. The Rule and Alerts dialog box will pop-up; select the rule you wish to edit by clicking on it once; click Change Rule and select the action you would like to perform.
To turn off an existing rule:
Click:Home; Rules; Manage Rules and Alerts. The Rule and Alerts dialog box will pop-up: Untick the box next to the rule you wish to turn off; click OK.
To permanently delete an existing rule:
Click: Home; Rules; Manage Rules and Alerts. The Rule and Alerts dialog box will pop-up: select the rule you wish to delete by clicking on it once; click the delete button.
If your Mailbox is close to the size limit it is recommended that you set up an archive file and save it to your My Documents folder (H: drive), this will allow you to move indispensible email messages from your Mailbox to the archive.
In Outlook you can work with archived email in exactly the same way you work with email in your Mailbox, the only difference is that the email is stored in your My Documents folder (H: drive).
How to create an Archive file
In Outlook the archived email is held in a .pst file. It is advised to create the .pst file manually: Click on the Home tab; click New Items; More Items; Outlook Data File (see screenshot below).
Please change the location where the Archive file is saved to your My Documents folder by changing the Save in location. Name the file to something memorable such as: "email storage" and click: OK; you can choose to set a password if you wish, please note, it is not recommended, if you forget the password there is no way to recover the emails. Leave the password blank and click OK. You will now find that the new Archive file has been added to the bottom of your folder list.
Working with archived mail
Even though archived mail messages are stored in a different location to mailbox messages, you can still work with them in exactly the same way. Please note you cannot access an Archive file if you access your email using Webmail.
To work with archived mail messages
Work with archived mail messages in the same way you would with messages in your Mailbox, meaning that you can Reply, Forward or Delete emails. Click on the arrow to the left of Archives below the list of Mailbox folders (see screenshot below), all folders in your Archive will be displayed.
You can create new folders in your Archive folder by right clicking on the storage folder and selecting: New Folder; you can then give it a name and click: OK. It is recommended that you move email or entire folders into the Archive folder by selecting the email(s) or folder and dragging it from the Mailbox to the Archive folder. Please note if you are archiving a large amount at once you should move them in smaller chunks.
Delete archived mail messages
You should regularly check to see if you have unwanted archived messages, and delete those you don't need to keep as your My Documents folder space also has a limited capacity. You delete a message from your Archives in the same way you would delete a message in your Mailbox. After deleting messages from a folder in your Archive they will be moved to the Deleted Items folder in the Archive, they need to be permanently removed from the Deleted Items folder, delete the emails from this folder to delete them permanently.
To open an existing archive file:
Click on the File tab; click Open; Open Outlook Data File;the Open Outlook Data File dialog box is displayed. Find and select the file where your Archive .pst is saved; your archive file will be displayed below the list of Mailbox folders within Outlook.
To compact your archive file:
Right click on Archive file to display a shortcut menu; click on Data File Properties; the Archive Properties dialog box will be displayed, click on the Advanced button; the Archive Properties dialog box will be displayed; the Outlook Data File dialog box will be displayed (see screenshot below).
Click on the Compact Now button; the Compact Now dialog box will be displayed to confirm Compacting. Click on the OK button to close the Outlook Data File dialog box. Click on the OK.
To edit an attachment and send the updated file back to the sender please ensure that you save the attachment before you start to edit it. To do this Right Click on the attachment and click Save As. Choose a location to save this file.
Edit the file you have saved, when you are finished ensure you Save the changes to the file, you can now reply to the email and add the updated file as a new attachment. To do this select Reply in the email and click the Attach File button.
In the pop-up window select the file you wish to reattach and click Insert. You can now send the email in the normal way.
Please note attachment files which are opened directly from an email are Read-Only and must be saved to a new location otherwise any edits will be lost.
Outlook 2010 allows you to setup Delegate Access to your Inbox, Calendar, Tasks, Contacts, and Notes. Delegate Access allows the people you nominate to view, edit or send items on your behalf, this includes creating and responding to meeting requests.
To set this up in Outlook click: File; Account Settings; Account Settings; Change; More Settings; Advanced tab; Add: name of person or groupclick OK: OK: Next: Finish: Close.
To set the permissions when the Delegates dialog box pops up; for each item select the level of permission you want to grant:
- None: delegate cannot access this feature of your account
- Reviewer: delegate can read items
- Author: delegate can read and add items
- Editor: delegate can read, modify and add items
If you require access to an Additional Mailbox, you can add a Mailbox to your Outlook folder list, the delegate must first give you access to the part of the Mailbox by setting permissions (as set out in the previous step 'Granting delegate access to your email'). You will only see the folders and features the delegate has granted you access to.
To add a Mailbox when the delegate has set access permissions for you: click File; Account Settings; Account Settings; Change; More Settings; Advanced tab and Add; type the name of the Mailbox you wish to add, usually the name of the person (see screenshot below);
Click OK; OK; Next and click Close. You will now find the Additional Mailbox below your own Mailbox folders. Please note Additional Mailboxes can only be viewed in Outlook.
To activate the Out of Office Assistant from an UCS computer
Open Outlook select the File tab: click Info; click Automatic Replies. The Automatic replies dialog box will pop up.
In the "AutoReply..." text box, type the information you wish to give to people who email you. Select the box to say: I'm currently Out of the Officeto activate the Out of Office Assistant. Click on the OK button.
Out of Office AutoReplies should not mention a holiday or similar reason for being unable to answer the message promptly. If you are a staff member, the text should contain the following types of information:
- The date you will return to the office.
- If and when you will be accessing your email when you are away.
- You might consider the name and contact details of a colleague who can deal with enquiries in your absence. Remember to confirm this with your colleague and ensure they agree to this, do not assume they will be able to deal with all your enquiries.
- Make provision for requests for information as defined by the Freedom of Information Act or Data Protection Act.
Here is an Out of Office example:
"I am currently out of the office and will be unable to answer emails until Monday 10 November 2015.
Please contact my colleague (include their contact details) if you have any urgent enquiries."
Activating the Out of Office assistant off campus
You can access your Mailbox using Webmail, to log in click Useful Links and select Webmail. Click the Out of Office Assistant Options button.
In the Out of Office Assistant section find the "AutoReply..." text box, type the information you wish to give to people who email you. Click in the box to say: I'm currently Out of the Office to turn on the Out of Office Assistant. Click on the Save and Close button.
For email addresses that you use which are external to the UCS Address Book you can add them to a Contacts list. To add a Contact in Outlook select Contacts and you can select either; New Contact to add an individuals contact information and details, or alternatively you can select New Contact Group if you wish to create a custom list. The contacts you create can be made up of UCS or non UCS email addresses.
Click New Contact, next complete the relevant fields of information and select Save & Close to create.
Click New Contact Group, in the Name field provide an appropriate name for the group and click Add Members, you will be presented with three options:
- From Outlook Contacts - members can be added from the existing contacts you have already created
- From Address Book - members can be added from the UCS global address book
- New Email Contact - new members can be added in here on an individual basis
To email your New Contact or New Contact Group click New Email and select the To button; from the pop-up window select from the Address Book drop down list and choose Contacts; this will bring up the list of the contacts you have created. Select the one(s) you wish to email and click To and Ok. You can now continue to compose the email and send it in the normal way.
In Outlook you can create meetings or appointments that involve other people: also you can manage the scheduling and who you invite.
Create a meeting
In Outlook click on Calendar and click New Appointment, click on the Invite Attendees button.
This will open a Meeting tab where you can select who you would like to invite. click on the To button and select the attendees from the Address Book, please note attendees do not have to have a UCS email address to be invited. Invites to multiple attendees should be separated with a semi colon (;).
You can amend the times and date for the meeting and enter any text in the message section at the bottom. The meeting will appear in your Calendar as an appointment, and it will provisionally appear in the Calendars of all recipients who are using Outlook.
Using Scheduling Assistant to determine the best meeting time
When you have sent a meeting invitation it will appear in their Calendar as a provisional event. The recipient of the invitation can choose to Accept or Decline the request. If the recipient is already busy at the time then you can expect to get a Declined Invitation response and you will need to reschedule the meeting.
Scheduling Assistant allows you to avoid this by helping you to work out the best time for the meeting. Colleagues who have shared their Calendar with you will display their free/busy time slots and allow you to choose the best time. Before sending the invitation click on Scheduling to view the Scheduling Assistant.
You can then see the start and end times which fit with the free time of the attendees. If you have a lot of attendees you might find it useful to click the AutoPick Next button which will find the next available time with the highest number of available attendees.
Please Note. All invited attendees are displayed in a list on the left hand side, where the attendee's Outlook account is within the organisation, their busy periods are highlighted in blue. Where the attendee's account is outside the organisation the Calendar is shown 'greyed out.'
Adding attachments to meeting invitations
You can add an attachment when you create a meeting or later, however if you add an attachment later you will need to resend the invitation to ensure the attachment reaches the attendees.
From the Meeting Dialogue box click Attach File in the Insert tab, browse for and attach a file. Click Send or Send Update to send the Invitation and the attachment.
Responding to meeting invitations
In addition to sending meeting invitations you are likely to receive invitations to meetings, and you will probably first notice the invitation in your Inbox looking like an email. To respond to a meeting invitation select Calendar and double click on the invitation to open it, you will see a fragment of the Calendar is displayed showing the invitation and the time around it. The meeting is scheduled in the Calendar provisionally which is indicated by the 'greyed' apprearance and hatched lines. On accepting the meeting it will appear in your Calendar in the normal way.
The response options available include:
- Accept: the meeting will be confirmed in your Calendar and you will be able to send a response confirming your attendance to the meeting organiser.
- Tentative: the meeting will stay in your Calendar as a provisional appointment and this response can be sent to the meeting organiser.
- Decline: the meeting will be removed from your Calendar and a Decline response sent to the meeting organiser.
- Propose a New Time: you can access your Calendar and send a response suggesting a new time to the meeting organiser.
For each option you will be prompted as to whether you want to send a response to the meeting organiser.
Track meeting request responses
Outlook permits the meeting organisers to log and check the responses received from attendees who have been invited to a meeting. Where have elected to send a response the recording of the response is done automatically. Where the invited attendees do not have Outlook, the meeting will appear as an email and they will be unable to send an automated response, however Outlook does allow meeting organisers to manually update the status of an invitation.
Open the meeting select Tracking, this will display the list of all invited attendees (including the meeting organiser) and show the status of their responses.
The cells will update automatically as responses are received.
Changing meeting invitations
Details of a meeting may need to be changed this might include the re-scheduling of the meeting, adding or removing attendees or changing the times of the meeting.
To add or remove attendees open the meeting you wish to edit click Scheduling and add an invitee by clicking the Add Others from Address Book. To remove an attendee from a meeting uncheck the tick next to their name. The attendee's name will remain on the scheduling assistant list but will be shown as not required. When you click Send you will be prompted about the people you would like to send the updates to.
Cancelling a meeting
This can be done from the Meeting dialogue box; open the meeting you wish to cancel. There is a Cancel Meeting button located on the Meeting Occurance tab, click the Send Cancellation button.
If you delete emails from the Deleted items folder in Outlook they are stored on the server for a few days and can still be recovered during that period. This means you can move items from your Deleted Items folder to others folders if you need to keep the emails.
To recover items from the Deleted Items folder: in Outlook select the Folder tab and click the Recover Deleted Items button.
Please note: Items are listed in the date order and time of when they were deleted, you can click on the heading such as Deleted On to sort them by date.
Select the item you wish to recover and select the Recover Selected Items button. Recovered items are returned in to the Deleted Items folder.
If you intend to keep the recovered items you can move them from the Deleted Items folder. In Outlook, select the Deleted Items folder and select the email you wish to move. Right click on the email, select move and choose the Folder you wish to move the item in to.
Announcements to all students should go on MyUCS. If you require assistance creating announcements, please contact the Infozone. Otherwise, you can always the use discussion area to communicate to all students.
Emailing all students, particularly with attachments, consumes large amounts of storage on our email servers.
Creating large lists of email recipients in the “To…” field causes extensive delays when viewing an email in Webmail and can be inconvenient when viewed on smartphones.
If you would like to send an email to all students, please contact the Infozone.