How-To Instructions - Outlook 2013

For more information on using Outlook, click the Help icon (question mark) in the top right hand corner of the Outlook window.

How to:

How do I create an email message?

Click on the 'Home' tab, then choose ‘New Email’.

New email image

A new 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.

Send email image

Note: If you do not know the address of the individual you can also search for them in the global address book.

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How do I attach a file?

When creating an email, on the 'Messages' tab, click on 'Attach File' (the paperclip icon).

Attach file image

This will open up your computer. Select the file(s) you want to send and click ‘Insert’.

Insert file image

Your file will appear below the subject line in your email. You can attach mutliples files to an email. 

Attachment image

Note: You can only send files that total up to 20 MB in size. 

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How do I add a Signature?

Open the 'File' menu. 

File menu image

Choose 'Options' from the list on the left hand side.

Options image

Choose 'Mail' then 'Signatures'.

Mail signatures image

A new window will appear. From here, you can edit, add and delete signatures. To create a new signature, select 'New'.

New signature image

Enter a name of the signature and click 'OK'.

New signature window image

With a signature selected, you can edit the signature in the area provided. Signatures support photos and various text colours and fonts. When you are finished, click 'Save' to save the signature and 'OK' to close the window.

Save signature window image

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.

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How do I flag an out-going email as important?

When creating an email, on the 'Message' tab choose 'High Importance'.

flag as important image

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How do I request a read/delivered receipt?

When creating a message, select the ‘Options’ tab, then check off ‘Request a delivery receipt’ and/or ‘Request a Read Receipt’.

read receipt message

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How do I email someone from my address book?

When creating an email, click the 'To' button. 

To field image

The address book will appear. You have the option of looking someone up in the 'global address book' (all UNB) or selecting someone from your personal contacts. 

address book image

selecting someone from the address book image

To select someone from your personal contact list, click ‘contacts’ from the dropdown menu. Once you have the person selected, click ‘To’ then ‘Ok’.

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How do I check my messages?

From the left hand menu in Outlook, choose the folder you would like to view the messages from. Select a message to preview it, or double-click the message to view it in a new window.

inbox menu image

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How do I create new folders?

Select the 'Folder' tab, then click 'New Folder'. Enter a name for the folder and select where you would like it saved. Note: Your inbox is the default location for new folders.

new folder image

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If I accidentally delete an email, can I retrieve it?

Yes. To retrieve a deleted email, select the 'Folder' tab, then choose 'Recover Deleted Items'.

Recover deleted items image

A new window will appear. Select the messages you would like to recove, as well as the 'Restore Selected Items' option, then click 'OK'. These messages will be moved to the folder they were deleted from (often the 'Deleted' folder).

Recover deleted items window image

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How do I delete my deleted items?

In the left hand menu, select the 'Deleted Items' folder.

Deleted items folder image

Choose the 'Folder' tab from the menu bar, then click ‘Empty Folder’. 

You can also delete all emails in any folder by right-clicking on the folder and choosing 'Empty Folder'.

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How do I update (add/delete) contacts in my address book?

Select 'People' from the menu at the bottom of Outlook window. 

People menu image

To add a contact, click 'New Contact' and enter the contact information.

Contact window image

To edit a contact, choose the contact you want to edit and click 'Edit' in the top right-hand corner.

Edit contact image

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How do I move an email to another folder?

Click and drag the email onto the folder you would like to move it to in the left-hand menu. You can also right-cligh the email and select ‘Move to Folder’. 

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How do I set up filters?

Select 'Home', then 'Filter email'. You will be given a list of filters to choose from, or select 'More Filters' for more choices. 

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How do I create a vacation message?

Open the 'File' menu and click 'Automatic Replies'.

A window will appear. Select ‘Send automatic replies’.

You have the option of setting a specific time frame, as well as messages for individuals within UNB ('Inside My Organization') and for those outside of the community.

Automatic reply window image

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’.

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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’.

AutoArchive image

Check off ‘Run AutoArchive every 14 days’. You can also further customize your settings. Then click ‘Ok’.

AutoArchive window image

To auto-archive a single folder:

Under 'Folder', select 'Auto-archiving settings'. By default, 'Do not archive items in this folder' is selected. You have the option of archiving according to default settings, or creating your own custom settings.

Inbox properties image

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How do I archive my mail (if I don’t have auto-archiving set up)?

Navigate to ‘File’ > 'Info' > 'Clean up tools' > 'Archive'. You will have the option of archiving all folders according to their auto-archive settings, or archiving specific folders.

mailbox cleanup image

Select a date to archive items that are older than and select the folder you want your mail archive to be stored, then click 'OK'.

Archive window image

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How do I mark email as spam?

Select the email you wish to mark as spam. On the 'Home' tab, click 'Junk'.

Junk mail options image

You will be given several options for dealing with junk email and senders. Your choices include:

  • Block Sender – This will mark this and all new emails from this email address as Junk. They will be automatically moved to the Junk folder.
  • Never Block Sender – This will prevent all emails from this sender from being marked as Junk (whitelisting). This takes priority over Blocked Senders.
  • Never Block Sender’s Domain – This will prevent all emails from this sender’s domain (e.g. “@unb.ca”, “@outlook.ca”, etc.) from being marked as Junk (whitelisting). This takes priority over Blocked Senders.
  • Never Block this Group or Mailing List - This will prevent all emails from this group or mailing list (e.g. ListServ) from being marked as Junk (whitelisting). This takes priority over Blocked Senders.

You may also choose 'Junk Email Options' to manage blocked senders and whitelists.

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How do I modify my blocked senders list?

On the 'Home' tab. go to 'Junk', then 'Junk E-mail Options'. 

Choose the 'Block Senders' tab. From here, you can add, dlete and edit all blocked senders. Click 'Ok' when complete.

Block sender window image

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How do I recall a message I’ve sent?

Select the 'Sent' folder. Double-click the message you wish to recall.

The message will appear in a new window. Choose 'Message', then 'Actions'. Click 'Recall this message'.

Recall message image

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’.

recall email

Note: Message recall will only work if the person has not yet read the email message.

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How do I group/ungroup email messages?

By default, Outlook groups your emails by date.  For information on changing the default, click here.

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How do I forward my email or special email address?

Login to the Outlook Web App through the email link in your myUNB Portal.

Click the Settings button (cog) in the top right-hand corner of the window.

Settings menu image

In the left-hand menu, click 'Mail' (near the bottom), then choose ' Inbox and sweep rules'.

Inbox and sweep rules image

Select the plus icon to add a new rule. You will be prompted with a new window.

New inbox rule window image

Use the following settings for the rule:

  • Name: Enter a name for your forwarding rule
  • When the message arrives: [Apply to all messages]
  • Do one of the following: Forward the message to...'

Your address book should automatically pop up. Type the name or email address of the person you want to forward to. The search function searches the entire directory. Click 'Save' when you have selected all of the desired recipients.

If you want to delete the email once it is forwarded, click on the 'Add Action' button. From the drop down menu, select 'Move, copy or delete' then select 'Delete the message'.

Click 'Save' to save the rule. Ensure the rule is on the top of the list. If it is not, select the rule and click 'Up' until it is, then click 'Save'. Your emails will now be forwarded.

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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.

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