How-To Instructions - Outlook 2011 Email
For more information on Outlook for Mac please click here for further instructions and how-tos. For some videos on using Outlook for Mac please see Lynda.com's Podcasts.
How to:
- Create an email message
- Set up the Global Address book
- Retrieve an email if I accidentally delete it
- Purge (permanently delete) my deleted items
- Update (add/delete) contacts in my address book
- Move an email to another folder
- Filter my mail
- Create a vacation message
- Create email rules
- Set up auto-archiving
- Archive my mail
- Mark email as spam
- Modify my block list
- Search the Global Address Book
- Forward my email or special email address
How do I create an email message?
Click on the ‘New Email’ button and a blank message window will appear. Fill in the ‘To’ field, the subject line, and the body of the message.
As your typing in the ‘To’ field it will bring up a list of contacts you can chose from. If they aren't’t in the list, click ‘Check Names’. You can also use the global address book by clicking on the address book icon.
Note: you must first configure the global address book (see instructions below).
When you are finished click ‘Send’.
How do I set up the Global Address book?
Lion Instructions
Open the Address Book application (on your mac), then go to ‘Preferences’ and click the plus icon to add a new account. Fill in the following information:
Account Type: Exchange
Full Name: Enter your full name
Email address: UNBID@unb.ca
Password: Your UNB password
Click ‘Create’. You will then see an Account Summary, uncheck mail and calendars. Click ‘Create’. You will be taken back to your address book, click on the red tab, and click 'Exchange Global Address List'. Exit out of your address book.
Once you have setup the address book you will be able to view all of the UNB contact information via Outlook. If this isn't configured you will only be able to see your personal contacts.
Snow Leopard Instructions
Open the Address Book application (on your mac), then go to ‘Preferences’, check off ‘Synchronize with Exchange’. Select ‘Allow’ and click ‘Exchange’. Fill in your UNB user ID and password.
If I accidentally delete an email, can I retrieve it?
Click on ‘Deleted Items’. All emails that have been deleted (but not yet purged) will be listed here. Drag and drop the message into your inbox or another folder.
How do I purge (permanently delete) my deleted items?
Right-click on the folder and select ‘Empty Folder’.
How do I update (add/delete) contacts in my address book?
Click on contacts from the left-hand menu. To add a contact click on ‘Contact’ and fill out the appropriate information and click ‘Save and Close’.
To delete a contact, select the record and click ‘Delete’.
To search for individuals, click on ‘Contacts Search’, this will open up the global address book.
How do I move an email to another folder?
Click on the email and click the ‘Move’ icon. From the dropdown menu select the folder or chose ‘Other Folder’.
How do I filter my mail?
Click on the filter icon (make sure to click the downward arrow) and you can filter by date sent, high priority, and flagged to name a few.
How do I create a vacation message?
Click on ‘Tools’ then ‘Out of Office’ button.
‘Do not send out of office messages’ is set by default. To set a reply click ‘Send out of office messages’. You have the option of setting a specific time frame, as well as messages for individuals within UNB and for those outside of the community.
When you have setup your message, click ‘Ok’.
How do I create email rules?
Click on ‘Preferences’ under the ‘Outlook’ menu bar. Select ‘Rules’ and click the plus (+) icon. Fill out the name for the rule and the criterion and click ‘Ok’. To get out of the preferences screen, click the X.
For more information on email rules click here.
How do I setup auto-archiving?
Auto-archiving is not available in Outlook for Mac. An alternative is to turn on Time Machine to automatically archive your mail and contacts. Time Machine backs up your computer on a regular basis.
To learn how to do so please click here.
How do I archive my mail?
To archive your mailbox, click on ‘Tools’ then ‘Export’. Click ‘Outlook for Mac Data File’ and choose what you want to back up (mail, contacts, etc). Click the right-arrow and follow the instructions on your screen.
How do I mark email as spam?
Click on the email and click ‘Junk’ from the dropdown menu. You are given the following options:
- Mark as junk
- Block Sender
To adjust your junk mail settings, select ‘Junk Email Protection’. By default, it is set to low: catch obvious junk mail.
Note: You will need to setup any previous email/spam filters as they are not being migrated over. To setup specific spam rules, please see the documentation on creating email rules.
How do I modify my block list?
Click on ‘Junk’ and select ‘Junk Email Protection’. From the tabs, select ‘Block Senders’. From here you can add/delete or remove email addresses. Click on ‘Ok’ when complete.
How do I search the Global Address Book?
The default directory for Outlook 2011 for Mac does not contain the entire UNB Global Address List. To access the Global Address List, do the following:
1. From within Outlook, click the ‘Contacts Search’ button. (This button also appears in other locations within Outlook as just an address book icon).
2. Click the rightmost drop down menu.
3. Click ‘Default Global Address List (LDAP)’ and search for the desired contact by typing their name in the search field.
How do I forward my email or special email address?
Step One: Login to the Outlook Web App
Step Two: Select 'Options' at the top right-hand side of the screen. Then select 'Add New Inbox Rule'.
Step Three: You then need to select 'New'. Select '[Apply to all Messages]' under the dropdown box for 'When the message arrives, and:'.
Step Four: Select '[Redirect the message to]' under the dropdown box for 'Do the following:'. It may automatically take you to the Global Address List, if not, select 'Select People' and enter the email address in the 'To:' line and then click 'Ok'.
Note: if the email to be forwarded is a UNB email address, it can be searched and selected from the Global Address List. Multiple emails must be separated by a semi-colon.
Step Five: If you wish to delete the email once it is forwarded, click on the 'More options..' link and then select 'Add action' to delete the message. Enter a name for the rule and save.
