Outlook for Windows FAQ

Outlook for Windows FAQ

Outlook Documentation


Email Outlook Documentation

Microsoft Outlook Initial Setup

When you first open Outlook, you will be prompted for your password, to prevent this from happening again simply click the checkbox. This will happen every 6 months after you’re forced to change your computer password.


If you get an error or are asked for a server there may not be an account set up for you so please check with I.T. You may also try to use the Office365 shortcut on your Desktop.

The Basics

Here is a sample E-Mail folder that should look similar to yours:



To keep your storage limit low, delete any emails that you do not need to keep.  Also, clear out the Deleted Items folder every so often.  There are several ways of doing this.  The fastest way is to right-click on “Deleted Items” and select “Empty Folder”:



To select a group of emails, click once on the first email, hold the SHIFT button down on your keyboard and click the last email.  All emails between the first and last email should now be highlighted. Or if you want to choose all of the emails, hold down the CONTROL button on your keyboard and press “A”.  All the emails should be highlighted.


Go ahead and press the Delete button when you’re ready to delete them for good.


Security:

  1. If you don't recognize the person or email address, be extra cautious
  2. If it's in your ‘Junk E-mail’ that should be a HUGE indicator to be cautious
  3. Don't click/follow links unless you know the person, which loops back to #1
  4. If you’re REALLY curious/concerned forward to IT
  1. If no IT people are working & you’re DYING to know: drag message out of Outlook, right-click & scan it with antivirus. If it scanned clean I’d save attachment (in email), right-click it & scan too!
  1. Don’t be afraid to speak up! With infections such as Ransomware (another link) time is of the essence!!
  2. Want more info? This is a good read & beneficial for your own personal PC’s!

Address Book & Contacts

  1. ADDRESS BOOK FIND: You can easily search the company by click the ‘Find a Contact’ box in the top-right


  1. To do deeper searches click the Address Book button (seen in above picture), click the  (allows searches by first name or title), type in a name or title, click Go button
  2. Address book drop-down can also be changed to list only employees at Gerard, corportate, etc.
  1. Global Address List=All Nexus companies
  2. Contacts=Personal contacts you’ve created
  1. CONTACTS CREATION: 

Contacts stay with you & your email no matter what computer you use on campus

  1. Click New Items, Contact, fill in the info, & click Save & Close:

 

  1. Or while reading an email: right-click their name or picture, Add to Outlook Contacts, click Save & Close
  1. CONTACTS USE: To use your contacts simply start typing their name in the To: field of a new email or click the To: button, change Address Book to Contacts (at top), & double-click one!
  2. CONTACTS VIEW: To view ones you’ve created click Contacts in the bottom-left corner (you may have to click the 3 dots)



Email Signature

Email signatures are created automatically & locked down to prevent modification per Nexus Communications. Contact HR if any adjustments need to be made as info comes from Employee Hub.

Shared Calendars

  1. Open Outlook, click  Calendar in bottom left corner
  2. Click Open Calendar (top-right/middle), From Address Book:
  1. Search your site abbreviation, double-click one, & hit OK

View Coworker Calendar Meeting Details

  1. Open Outlook, click  Calendar in bottom left corner
  2. Click Open Calendar (top-right/middle), From Address Book…


  1. Double-click coworker name, OK
  2. Double-click an ‘Busy’ item on their calendar & click Yes to this prompt:


  1. Click Send
  1. Optionally: uncheck ‘Allow recipient to view your Calendar’
  1. Coworker on their end clicks Allow. In pop-up window they have to change Details drop-down to ‘Limited details’ or ‘Full details’. Then click Send



  1. You get email confirmation they allowed your request. If you still do see their calendar meeting details they didn’t change the drop-down on their end as seen in step above

Remove access to your calendar:

  1. Open Outlook, click  Calendar in bottom left corner
  2. Right-click Calendar (under My Calendars), Properties
  3. Click Permissions tab
  4. Click person you want to remove/limit access to. Then click Remove or adjust permissions



Out-of-Office (OOO)/Auto-replies

If someone emails you while you’re away they’ll get a response stating that (or a custom message you type)


Outlook File Automatic Replies (Out of Office) Send automatic replies Type in your message

  1. Should it go to people outside Gerard as well?
  1. Click ‘Outside My Organization’ tab
  2. Click ‘Auto-reply to people outside my organization’
  3. Type in a different message if necessary
  1. Do you want the auto-vacation-replies to start later, say 5pm or tomorrow?
  1. Click ‘Only send…’ checkbox 
  2. Specify the time it should start & end
  1. Click OK

If someone has an OOO setup within the office, when you go to email them their name will be green & it’ll display a message above the To/Send buttons

Notes (similar to Post Its & Sticky Notes)

  1. Open Outlook, click three dots in bottom left corner then click Notes 


Cleanup

  1. File, Cleanup Tools, Mailbox Cleanup
  2. Quick way to free some space is to hit Delete at the bottom. These Conflicts are logs that are useful during troubleshooting an issue that we rarely have


  1. See which folder is the biggest/culprit by clicking View Mailbox Size, then you can concentrate on cleaning that one

 

  1. Narrow down biggest culprit emails by clicking Find


  1. If you want to sort by the biggest email: click Date column & select Size


  1. At this time we do not suggest setting up AutoArchive as we cannot guarantee it will be saved


Recover Deleted Emails (in past 7 days)

  1. Go to the Folder tab (at top)
  2. Click “Recover Deleted Items” button:


  1. Highlight the email that you’d like back; make note of the subject and/or Received date
  2. Click OK


  1. The email will then return to the folder where you deleted it. Should you have trouble finding it search for its subject you wrote down in previous step


Recall Email Sent by Accident

Deletes unread copies if sent to Nexus staff, if it’s read or sent to people outside Nexus they simply get another email saying you wanted to ‘retract that email’:

  1. Click Sent items
  2. Double-click the email in question
  3. Actions (near middle-right), Recall This Message


  1. Choose options, you’ll probably want to uncheck ‘Tell me…’ since you don’t want 200+ messages tell you status


  1. Click OK


Coworker name change not showing up

  1. Send/Receive tab in top-left, Download Address Book


  1. Click OK at prompt. Wait for progress at bottom gray bar to finish


  1. If that doesn’t work close Outlook & re-open, try again. Still not working follow same steps, only uncheck this box before hitting OK


Not Working

portal.office.com then click  Outlook on right side to get the website version of email while you wait for

Outlook bottom right says Disconnected

  1. Click that message
  2. Re-enter your password & tick the box to remember


Outlook bottom right says Working Offline

  1. Click Send/Receive at top
  2. Click Work Offline to disable (button should no longer be greyed out)


If Outlook is refusing to open OR repeatedly prompting for your password follow these steps:

1. In Outlook, click File > Account Settings > Manage Profiles
2. Select Show Profiles
3. Select Remove
4. Close & re-open Outlook. You might have to re-adjust some of the settings like you had before. This includes signatures, Reading Pane, and rules (if you had any)
Fail-safe old method:
  1. Click Windows/Start Button
  2. Open "Control Panel" by searching for "Control Panel"


  3. Search for "Mail" in the top search bar and click on "Mail (Microsoft Outlook)".

  1. Click on the “Show Profiles” button:


  1. Remove any entries in here
  2. Press OK on the Mail window
  3. Open Outlook. You might have to re-adjust some of the settings like you had before. This includes signatures, Reading Pane, and rules (if you had any)
Website version of your email: portal.office.com then click  Outlook on right side

References

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