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Frequently Asked Questions

Screen shot: Outlook 2011.

Frequently Asked Questions about Outlook 2011

Getting Set Up

How do I connect from Outlook 2011?

1. Add an Exchange Account

Screen image: Add an account.

When you first start Outlook 2011 for the Mac, you will see a popup window asking you to add an account, as shown below. Please select Exchange Account.

2. Set up the Exchange information

Screen image: Exchange account details.
A new popup window will appear.

For Email address enter your Loughborough University email address;

Method should be set to User Name and Password;
for User name enter (eg and enter your Loughborough Password.

Then click Add Account.

3. Dialogue box

Server dialogue box

The above dialogue box will appear.

Select "Always use my response for this server" and click on Allow.

Outlook will now start up, configure itself automatically and synchronise your e-mail - even if you are off campus.

4. Possibly set "Download headers only"

Mac osx o2011 Download headers

If Outlook is slow on your machine, you may wish to select the Download headers only option in your account's Advanced preferences, as shown (unselected).


Change the frequency Outlook checks for email

As part of the Loughborough Better Email campaign, it is recommended you change the frequency that Outlook checks for new email.

  1. Click on Outlook and choose Preferences [Fig. 1]
  2. Click on Schedules
  3. Make sure there is a tick in the ‘Send & Receive All’ [Fig. 2]
  4. Double-click on Send & Receive All
  5. Change the time from every 10 minutes to 35 minutes [Fig 3]
  6. Click OK‌‌

 Selecting Mac Outlook Preferences

Figure 1 : Selecting Outlook Preferences      

Figure 2 : Mac Outlook, Check that Send & Receive All is selected

Figure 2 : Selecting Send & Receive All

Figure 3 : Mac Outlook - Changing the frequency of checking for new email

Figure 3 : Changing the default checking time



How do I turn off E-mail alerts?

The sound of new mail arriving can interrupt you from important non e-mail work with a trivial message. Turn off e-mail alerts unless there is a specific job-related reason to have them on.

From the Outlook menu select Preferences (or press Command and comma). Select Notifications and Sounds. Turn off all of the Message arrival and Sounds options and then close the Notifications and Sounds dialogue.

Screen grab: Notifications and Sounds.

How do I turn off Office Reminders?

From the Office Reminders menu, either click Turn Off Sounds to turn off the sound effects, or click Turn Off Reminders to turn off the reminders entirely. You can turn Office Reminders off from the Outlook menu too.

I want to send email to lots of people. How do I do this?

If you want to email all staff or all students in the University, please see the University's Mass Email Policy.

If you want to email everyone in your department, or a group of people in the department, or in a programme, module, or hall, please see Automated Mailing Lists.

If you want to set up a mailing list which you manage yourself or to which people subscribe, including people outside of Loughborough University, please see Managed Lists (Majordomo).

If you want to send a file, also see below.

I want to send several files. How do I do this?

Create a single zip file containing all of the files, then distribute that:

In Mac OS X, in Finder select the files to compress and from the File menu selectCompress.

Once you have your zip file or self-decrypting archive, follow our Distributing Files advice

How do I find large e-mails (e.g. to Tidy my e-mail)?

Open Search Folders then open Large Mail.

To set up a Large Mail Search folder:

  1. Select Mail in the Navigation panel. Click in the Search box (Figure1) 
  2. Click on Advanced. Select Size and then select Is Greater Than and then enter, say, 2000 (for Gigantic). Other values you might like to try: 5000 for Enormous; 1000 for Huge; 500 for Very Large; 100 for Large. By concentrating on the Enormous ones you can very quickly make a gigantic difference to your e-mail usage. You can then work down the list when you get time (Figure2)
  3. Click on the Subfolders button (in the Search tab) to search all of your mail folders (Figure3)

Screen image: Search box.

Figure 1

Screen image: Advanced Search.

Figure 2

Screen image: Advanced Search.

Figure 3

How do I turn on and set my Signatures?

From the Outlook menu, select Preferences. Select Signatures. You will get the Signatures dialogue.

Signatures and Stationery.

You can + and name and create as many signatures as you wish; the signature itself is set up under Signature. You can format the text by highlighting it and from the Format menu selecting the option you want (this includes creating a hyperlink).

When you have created one or more signatures you can then either include a signature automatically in all e-mail messages, or just include one as and when required.

To automatically include a signature, click the Default Signatures... button. Select your account (usually Lboro) and then select the signature required; click OK.

To include a signature in an individual message, in the new message window click in the message body. In the Message tab click the Signatures button and select the signature from its name in the drop-down list.

How do I set a Vacation Message?

Click the Tools tab, then click Out of Office.

Select the Send Out of Office auto-replies radio button.

Screen image: Folder Properties.

Ensure that Send Out of Office messages is selected. Type your message in the Reply to messages with text box. This auto-reply message will be used for people in this Organization - i.e. the Loughborough University Exchange E-mail system (does not include students nor alumni).

If you want people outside Loughborough University Exchange E-mail System (students, alumni, and people not members of the University) to receive a message, ensure that More options is selected, select Send replies outside my company to, make a choice for the radio button options, and in the Reply once to each sender outside my company with text box enter the required message.

You can also use the I am out of the office between option and associated options to automate turning the messages on and off.

Click OK when finished.

Note that you can also Set your Vacation Message using Outlook Web Access (Premium or Light versions).


How do I set up and manage E-mail Rules?

You can use email rules to automatically organise your mail. For example, you can move mail from specific people, or move mail with specific words in the Subject line, into a folder. Don't forget that these rules can apply either to mail that you receive or to mail that you send - for example, mail you send to someone can be put in a specific folder. Note that these rules are run by Outlook and not on the Exchange server, so if you access your email by Outlook Web Access the rules may not have been run.

Creating Simple Rules

From the Outlook menu select Preferences. Select Rules. Leave Exchange set in the left-hand menu and click + to add a rule. (Note that the Lboro option under EXCHANGE SERVER is not currently supported).

Screen image: Rule create.

Under Rule name give the rule a name.

Beneath When a new message arrives you can specify one or more conditions which are to be met; under Do the following you can specify one or more things that are to be done to the mail when it is received.

In more detail, opposite When a new message arrives you can specify one of:

  • If all conditions are met
  • If any conditions are met
  • Unless any conditions are met
  • Unless all conditions are met

Beneath this you can specify one or more criteria. The first option allows you to specify any of a large menu of items including From (several options here), SubjectBodySizeDate sent or Date received. The option next to that changes depending on the first option (for example, for a first option of Date sent the second option will include Is so many days old,Is Today, and Is in the Month of; whereas for a first option of From the second option will include ContainsIs a ContactIs in Address Book, and Is Me). The third option will allow you to complete the test. After that a + button will allow you to add more test criteria, and the - button will allow you to delete them.

Under Do the following you can specify what is to be done to the mail. The first option allows you to specify any of a large menu of options including Move MessageCopy Message (we do not recommend that - you will end up with multiple copies of the same email - use Move Message instead), Delete MessageChange StatusReply, andForward To. The second option (if there is one) will depend on the first, for example Move Message will allow you to specify a folder, Forward To will allow you to specify an email address, and Delete Message will have no second option. After that a + button will allow you to add more things to do, and the - button will allow you to delete them.

You can choose whether or not to leave Do not apply other rules to messages that meet these conditions selected.

Click OK.

You will return to the Rules dialogue.

Managing Rules

From the Outlook menu select Preferences. Select Rules. Select Exchange.

Select the rule and either double-click to edit or rename it, or click - to delete it. Select or deselect the tick next to it under Enabled to turn the rule on or off.

You can use the Up and Down arrows to change the order in which they are applied. This may matter depending on the nature of the rules and the use of the Do not apply other rules to messages that meet these conditions setting.

Screen image: Rules.

Why have my E-mail Rules stopped working now I'm on holiday?

Note that these rules are applied ON MY COMPUTER by Outlook 2011. If you switch off your Mac computer and access email from webmail at then the rules will no longer be applied until such time as you return to work, switch on your Mac and start running Outlook 2011.

In theory you could create rules using the Full version of web mail and these would be applied on the server no matter how you access them, but this does require your web browser to be Internet Explorer.

A member of staff is on long term sickness. How can I ensure that their e-mails don't go unanswered?

The manager of the member of staff must e-mail the Service Desk requesting that their e-mail is forwarded to one or more other members of staff. We can not do this without an explicit written request from the relevant manager.

I've deleted lots of e-mails (or made other changes), but when I go into Outlook on another computer, the deletions / changes have not happened.

If you make changes (e.g. delete e-mails) then close Outlook immediately, Outlook does not have time to replicate those changes to the exchange server. When you open Outlook from another PC the changes will not be on the server and therefore will not download to the second PC.

Customers can do either of two things:

  • Make sure Outlook says all folders are up to date in the bottom right before closing.
  • From the Tools menu select Send & Receive and then select Sync this folder to force a synchronise and wait until all folders are up to date to appear at the bottom right.

Conversation View in Outlook 2011

The conversation feature shows all e-mail messages with the same Subject together, arranged by date with the most recent message on top. Grouping all of the messages in one conversation can help you manage your mail.

Using Conversation View

To turn on conversation view, with Mail selected in the navigation pane, select the Organizetab, and click the Conversations button. (To subsequently turn off Conversation view, click the Arrange By. button and make a selection, usually Date Received.)

Screen image: Conversation button.

When you arrange messages by conversation, messages that have the same subject will appear together in the message list no matter which folder they occur in. For any e-mail which does share the same Subject with other mail, then you will see the Subject of the conversation and an expand button (a triangle).

Screen image: Conversation unexpanded.

Click on the expand button to see the conversation.

Screen image: Conversation expanded.

As you click on the topmost message in the conversation, the entire conversation will appear in the Reading Pane (unless you have turned the Reading Pane off). If you click on a less recent message in the conversation you will see that e-mail message.

Conversation Settings

1. From the Outlook menu select Preferences.

2. Under E-mail select Reading

Screen image: Outlook Preferences.


3. Under Conversations you can make additional settings: Expand only one conversation at a time; Automatically expand a conversation when selected; Highlight messages from the same conversation.

Screen image: Reading.


Folders, Archive, and Sharing

How do I create a new e-mail folder?

In the Navigation pane ensure that Mail is selected. Select the Organize tab, then click the New Calendar button.

How do I create a new calendar folder?

In the Navigation pane ensure that Calendar is selected. Select the Organize tab, then click the New Calendar button.

Type in the Name you want for the folder, e.g. Social.

How do I share folders?

Please see our Sharing Folders web page

How do I set up Manager / Secretary working?

Please see our Manager / Secretary Working web page

E-mail Addresses

How do I find Loughborough e-mail addresses, and how do I distinguish between two people with the same name?

Follow these steps:

In the new Mail dialogue (or in the new Meeting dialogue), click the book button next to To

Screen image: New mail.

The Select Names dialogue box will be displayed. Ensure that Search Names Only and Lboro directory are selected. (If you choose Address Book you can search through your existing Contacts list.)

In the Search box start typing the name of the person you are looking for. However, if the person you are looking for is a Postgraduate Research student, type (pg) and then a space and then start typing their name. Similarly use (s) for a student.

Screen image: Select Names: Contacts Search.

Select the required person, then click ToCc, or Bcc as appropriate. If there are duplicates, add them both to your e-mail and close the Contacts Search.

Ensure that the new mail window is the current window (click on it if necessary), hover your mouse over the relevant name in the To box.

Screen image: Contact pop-up.

Click on the last of the buttons - Open Outlook contact in the pop-up tool tip.

Screen image: Dialogue box showing individual's details.

Under the General tab you can find the department the person is registered with. Under the Member Of tab you can also see what groups the person belongs to - this includes the department and the Modules and Programme if the individual is a Postgraduate research student. Close this dialogue box and return to the Select Names dialogue.

Once you have found the required individual from the duplicates, delete the others from your mail message.


How do I change my name as known by the system?

For example, my first name, as known by the system in the Address Book, is not the one I use as I use an abbreviated version or I use my second name.

Staff who are not Research Students: Staff with access to myHR are able to update their preferred name via the personal information screen within myHR.
Those without access to myHR should send an email to asking to change your "preferred name in Trent". (Trent is the HR information system, which feeds this information into the email directory.) You should include your staff number, name, and department, and the name you prefer to be known by (e.g. "Rob" rather than "Robert".) This could take several days to be changed.

Research Students: Send an email to or telephone 222472 (Student Records in the Academic Registry) asking to change your "preferred name in Student Records". You should include your student number, name, department, and the name you prefer to be known by (e.g. "Sam" rather than "Samantha"). This could take several days to be changed.


For information on using the calendars function of Outlook 2011 on OS X please use the below links: