How-To Instructions - Outlook 2010 - Email
For more information on using Outlook, under ‘File’ select ‘Help’. This will take you to Outlook FAQ and Instructions. For videos on using Outlook please see Lynda.com's Podcasts.
How to:
- create an email message
- attach a file
- add a Signature
- flag an out-going email as important
- request a read/delivered receipt
- email someone from my address book
- check my messages
- create new folders
- retrieve an email I accidentally deleted
- permanently delete my deleted items
- update (add/delete) contacts in my address book
- move an email to another folder
- set up filters
- create a vacation message
- set up auto-archiving
- archive my mail (if I don't have auto-archiving set up)
- mark email as spam
- modify my blocklist
- recall a message I've sent
- group/ungroup messages
- forward my email or special email address
- prevent Outlook from closing automatically when minimized
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. When you are finished click the ‘Send’ button.
Note: If you do not know the address of the individual you can also search for them in the global address book.
How do I attach a file?
When you are composing a message, click on the paperclip icon (Attach File) and it will open up your computer. Select the file(s) you want to send and click ‘Insert’.
How do I add a Signature?
When you are creating your message click on the ‘Signatures’ button. If you already have one created you can select it from the list, or create a new one by selecting ‘Signatures’ from the dropdown menu.
Note: Once you have created a signature you will have to click on the signatures button again and select it from the menu to have it inserted into your message.
To learn more about signatures, click here.
How do I flag an out-going email as important?
When creating the email select follow up, high important, or low importance.
To flag an incoming message, select the message and to the right you will see a flag icon, click it to flag the email.
For more information on flagging emails click here.
How do I request a read/delivered receipt?
When creating a message, click on ‘Options’, and check off ‘Request a delivery receipt’ or ‘Request a Read Receipt’.
How do I email someone from my address book?
When you are creating a message click on the address book icon. You have the option of looking someone up in the global (all UNB) address book or selecting someone from your personal contacts. To select someone from your personal contact list, click ‘contacts’ from the dropdown menu. Once you have found their address, select it and click ‘To’ then ‘Ok’.
How do I check my messages?
Click ‘Send/Receive’ and click on the ‘Send/Receive all folders’. At the top of the screen there is also a small send/receive icon.
How do I create new folders?
Click on ‘Folder’ then ‘New Folder’. Fill out the filename for the folder and from the ‘Folder contains’ dropdown menu and select where you are adding the folder (to your mailbox, your calendar, etc).
Note: Your mailbox is the default.
If I accidentally delete an email, can I retrieve it?
Under ‘Folder’, click ‘Recover Deleted Items’. It will open under a list of deleted messages that have not been “purged” yet. To restore a message, select it and click the yellow envelope.
To purge deleted items, select the file(s) and click the X icon. These cannot be retrieved.
How do I 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 ‘New Contact’ and fill out the appropriate information and click ‘Save and Close’.
To delete a contact, select the record and click ‘delete’.
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’.
For more information on setting up email rules to sort your mail, click here.
How do I set up filters?
Click on the ‘View’ tab and then ‘View Settings’. Filter is off by default. Click on the filter. You are provided with different options for filtering your mail.
For information on junk email filters, click here.
How do I create a vacation message?
Click on ‘File’ then ‘Info’. You will then need to click ‘Automatic Replies (Out of Office)’.
‘Do not set automatic replies’ is set by default. To set a reply click ‘Send automatic replies’. 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.
You can also setup rules for replies, so that if a particular email comes in you are notified or a specialized email will be sent to the sender. To do this, click on ‘Rules’ at the bottom of the screen then ‘Add Rule’. Click ‘Ok’.
For more information on vacation message rules click here.
How do I set up auto-archiving?
To auto-archive for all of your Outlook folders:
Click ‘File’ then ‘Options’. Under the ‘Advanced’ tab click on ‘AutoArchive Settings’. Check off ‘Run AutoArchive every 14 days’, you can also further customize your settings. Then click ‘Ok’.
To auto-archive a single folder:
Under ‘Folder’, select ‘Auto-archiving settings’. By default, ‘Do not archive items in this folder’ is selected. You can have the options of archiving according to default settings, or create your own custom settings.
For more information on Auto-archiving click here.
How do I archive my mail (if I don’t have auto-archiving set up)?
Click ‘File’ and then ‘Info’, select ‘Clean up tools’ from the menu. Then choose ‘Archive’. You can choose to archive all folders according to their auto-archive settings or archive specific folders.
Select a date to archive items that are older than and select the folder you want your mail archive to be stored.
How do I mark email as spam?
Click on the email and click ‘Junk’ from the dropdown menu. You are given the following options:
- Block Sender
- Never Block Sender
- Never Block Sender’s Domain
- Never Block this Group or Mailing List
To adjust your Junk Mail settings, select ‘Junk Mail Options’. By default, it is set to low: move obvious junk mail.
Note: You will need to setup any previous email/spam filters are they have not been migrated over. For information on junk email filters, click here.
How do I modify my blocklist?
Click on ‘Junk’ and select ‘Junk E-Mail Options’. From the tabs, select ‘Blocked Senders’. From here you can add/edit or remove email addresses. Click Ok when complete.
How do I recall a message I’ve sent?
Go to your Sent Items folder and double-click on the message that you want to retract. It will open it up in a new window. Under the ‘Move’ group you will see an ‘Actions’ menu. Click it and from the options listed select ‘Recall this message’.
Select ‘Delete unread copies of this message’. If you are sending the message to a large group of people, you may also want to uncheck the ‘Tell me if recall succeeds or fails for each recipient’ box. Click ‘Ok’.
Note: Message recall will only work if the person has not yet read the email message.
How do I group/ungroup my messages?
Outlook automatically groups your messages by date. For information on changing the default for grouping/ungrouping messages please click here.
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.
When I minimize Outlook, it appears to close and I cannot find the icon to open it again. How do I prevent this from happening?
This is the default behaviour of Outlook on Windows computers. When you minimize Outlook, the Outlook icon is only displayed in the notification area at the far right of the taskbar (where the time is displayed). To change this behaviour, right-click the Outlook icon in the notification area, and then in the shortcut menu, uncheck Hide When Minimized. For more detailed instructions, please visit the Microsoft Office website.
