IT ServicesStaff

Office 365

Outlook 2010

Screen shot: Outlook 2010.

Outlook 2010 Staff Email

Here we provide information of use for those using Microsoft Outlook 2010, including users of the Managed Windows 7 Service. If you use a non-University-owned Windows computer at home, as a staff member you can order Outlook 2010 installation media as part of Office 2010 at low cost under the Software For Staff scheme.

Outlook 2010 Frequently Asked Questions

Email 

Changing the frequency email is checked

  1. Click on the Send / Receive tab
  2. Select Define Send/Receive Groups [Fig. 1]
  3. Make sure All Accounts is selected in the Send / Receive Groups dialogue box
  4. Click ‘Edit’, and ensure ‘Include the selected account in this group’ is ticked, and click OK [Fig. 2]
  5. Change the ‘Schedule an automatic send/receive every 35 minutes’ [Fig. 3]

Figure 1 : Win - Select Define Send/Receive Groups

Figure 1 : Select Define Send/Receive Groups  

Figure 2 : Windows - Include the selected account in this group

Figure 2 : Select Include the selected account in this group

Figure 3 : Windows - Changing the default checking time

Figure 3 : Changing the frequency of checking for new email

 

 

How do I turn off email alerts?

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

Click the File tab and select Options. In the Outlook Options dialogue ensure that Mail option is selected in the left-hand menu. Turn off the options under Message arrival. Click OK.

Screen shot: Outlook 2010.

When I reply to or forward mail, the original email window stays open too. How do I stop this?

Click the File tab and select Options. In the Outlook Options dialogue ensure that Mail option is selected in the left-hand menu. Scroll down to Replies and forwards and select Close original message window when replying or forwarding. Click OK.

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.

How do I use Search Folders and how do I find large emails (e.g. to tidy my email)?

Search Folders in Outlook 2010

Search Folders look like folders, but are simply a different, instantly updated, view of your mail. Three search folders come already set up in Outlook, Categorized Mail, Large Mail, and Unread Mail. You can also add your own.

Using an existing Search Folder

Select Mail in the Navigation panel. Look down the list of Folders, past Drafts, Sent Items, and Deleted Items, and find the Search Folders option. If this does not have a list of folders under it, show those by clicking the expand triangle to the left.

In the list of folders under Search Folders select the required folder. Large Mail is very useful when tidying your mail.

Screen grab: Search Folders.

Your Mail pane will show you the results of the Large Mail search (or whichever search you selected).

To return to seeing all of your mail, select another folder such as Inbox.

Creating a Search Folder

With Mail selected in the Navigation pane, select the Folder tab, and in the New group click the Search Folder button.

Screen image: New Search Folder.

Make a choice from the scrollable list Select a Search Folder. Depending on the option selected under Select a Search Folder you may need to provide further details underCustomize Search Folder; the Choose button may help you. Click OK and the Search Folder will be created with a suitable name.

The final option under Select a Search Folder is Create a Custom Search Folder. Use this for complete control of building a search folder. If you select this you must click Choose.

Screen image: Custom Search Folder.

Give the search folder a Name and click the Criteria button.

Screen image: Search Folder Criteria.

The Advanced tab will allow you to search for almost any level of complexity.

Click OK three times.

Finding large emails

Open Search Folders then open Large Mail.

How do I deal with attachments (e.g. to Tidy my e-mail)?

In the e-mail, select an attachment. In the Attachments tab select Save All and / or Remove.

How can I have replies to an e-mail sent to a different e-mail address?

In your New Mail window select the Options tab, and in the More Options group, click Direct Replies To.

Screen image: Properties dialogue.

Under Delivery Options ensure that Have replies sent to is set to the correct e-mail address - you may use the Select Names... button to select from your contacts and address books.

Click Close.

How do I turn on and set my Signatures?

From a New Mail message window, click the Insert tab. Click the Signature button and select Signatures.

You will get the Signatures and Stationery dialogue.

Signatures and Stationery.

Under Select signature to edit you can create and name as many signatures as you wish; the signature itself is set up under Edit signature.

Under New messages and Replies/forwards you can specify which signature to automatically append to those sorts of email messages, or set it to the default of (none).

If you automatically add a signature you can manually delete it in any email where you don't want it. If you want to add a signature or add a different signature, from the New Mail window select the Insert tab, and click the Signature drop-down button. The names of all the Signatures you have previously set up will be available to you.

How do I copy my Signatures to another computer?

In Outlook on the computer where the signatures are set up, select File and then Options. In the left-hand menu select Mail and then right-click the Signatures button. The folder where the signatures are stored will open; press Ctrl+A to select all of the files, then Ctrl+Cto Copy.

Now in the left-hand menu of the folder window, under Libraries select Documents. Near the top of the window click the New Document button and call it Signatures. Double-click to open it and press Ctrl+Y to Paste the files in. You can now close this window. You can also exit from Outlook Options by clicking OK.

On the computer without signatures, from the Windows 7 Start button select Documents. Open the Signatures folder and press Ctl+A to select all of the files and then Ctrl+C to copy.

Now in Outlook select File and then Options. In the left-hand menu select Mail and thenright-click the Signatures button. The folder where the signatures are stored will open; press Ctrl+Y to Paste. You can now close this folder. Back in Outlook Options click theSignatures button to check the signatures and the options under Choose default signature. You can also exit from Outlook Options by clicking OK.

How do I set a Vacation Message?

Click the File tab, click Automatic Replies.

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

Screen image: Automatic Replies.

Ensure that the Inside My Organisation tab is selected. Type your message in the text box. this auto-reply message will be used for people in this Organisation - i.e. the Loughborough University Exchange Email system (thus students are not included).

If you want people Outside My organisation to receive the same or a similar message, in the text box press Ctrl+A to select all and Ctrl+C to copy.

Click the Outside My Organisation tab.

If you have copied text, click in this text box and press Ctrl+V to Paste. You can now edit the text if you wish - you may wish not to advertise to outsiders when you are returning from vacation for security reasons.

You can de-select the Auto-reply to people outside my organisation check box to not send a vacation message to people outside the organisation (including students and alumni). Otherwise you can select either My Contacts only or Anyone outside my organisation radio buttons to determine who will / will not receive the vacation message.

If you wish you can also check the Only send during this time range check box and set the Start date and time and End date and time of your out of office / vacation time.

Finally, if you really wish, you can click the Rules button and specify some really sophisticated rules.

Click OK when finished.

How do I set up E-mail Rules?

You can create and manage your email rules by going to the File tab selecting Manage Rules & Alerts.

For more details, see email Rules.

Automating Common E-mail tasks with Quick Steps

For infomation on how to use Outlook Quick Steps please vist our Automating Common E-mail tasks webpage.

Conversation View

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.

For more details, see Convosation View.

Search in Outlook 2010

Search is much improved and faster on Windows 7 due to Windows Search 4.0, indeed Microsoft call it "Instant Search".

The most common thing you will search for is e-mail, but search also works with Calendar, Contacts, Tasks, and Notes.

Getting Started

Towards the top of the Mail pane (and also the Calendar, Notes, and Tasks panes) is aSearch box. Either click in this or press Ctrl+E and you can start typing in what you are searching for. Also note that a Search toolbar appears (with a Close Search button).

Screen image: Search Toolbar.

Note that the details of the toolbar will change if you are searching for items other than for Mail.

The Scope group offers the following options to determine which folders you will search:

  • All Mail Items.
  • Current Folder.
  • All Subfolders.
  • All Outlook Items.

The Refine group offers buttons to further narrow down your search. For example, if you clickFrom you will see from:(Sender Name) appear in the Search box with Sender Namehighlighted; start typing the sender's name and the Inbox will refresh with only items matching that criterion, and the matching parts highlighted in yellow.

Screen image: Search results.

If you click in the Search box so that the insertion point is after your current search criterion, e.g. it is after from:(smart), and click another button - let's say Subject - and another search criterion will be added. These rules are and-ed together, so from:(smart) subject:(review)will only find e-mail from people whose name contains "smart" and which contain the word "review" in the Subject line. These tests are not case sensitive.

You can check for mail with Attachments, include only Unread mail, only Flagged, and / or only ImportantCategorizedThis Week, and Sent To offer further options, and Moreoffers even more options.

Repeating a Search and Search Folders

The Recent Searches button offers your recent searches, so you can repeat and refine them.

If you regularly do a search for Mail, you can create your own Search Folder. This looks like a folder, but is simply a different, instantly updated, view of your mail. See Search Folders in Outlook 2010.

Advanced Find

If all this wasn't enough, the Search Tools button offers an option Advanced Find.

Screen image: Advanced Find.

The Advanced tab will allow you to search for almost any level of complexity.

Search Folders in Outlook 2010

Search Folders look like folders, but are simply a different, instantly updated, view of your mail. Three search folders come already set up in Outlook, Categorized Mail, Large Mail, and Unread Mail. You can also add your own.

Guidance:

Using an existing Search Folder

Select Mail in the Navigation panel. Look down the list of Folders, past Drafts, Sent Items, and Deleted Items, and find the Search Folders option. If this does not have a list of folders under it, show those by clicking the expand triangle to the left.

In the list of folders under Search Folders select the required folder. Large Mail is very useful when tidying your mail.

Screen grab: Search Folders.

Your Mail pane will show you the results of the Large Mail search (or whichever search you selected).

To return to seeing all of your mail, select another folder such as Inbox.

Creating a Search Folder

With Mail selected in the Navigation pane, select the Folder tab, and in the New group click the Search Folder button.

Screen image: New Search Folder.

Make a choice from the scrollable list Select a Search Folder. Depending on the option selected under Select a Search Folder you may need to provide further details underCustomize Search Folder; the Choose button may help you. Click OK and the Search Folder will be created with a suitable name.

The final option under Select a Search Folder is Create a Custom Search Folder. Use this for complete control of building a search folder. If you select this you must click Choose.

Screen image: Custom Search Folder.

Give the search folder a Name and click the Criteria button.

Screen image: Search Folder Criteria.

The Advanced tab will allow you to search for almost any level of complexity.

Click OK three times.

Folders, Archive, and Sharing

How do I create a new folder?

In the Folders tab, in the New group, click New Folder.

Screen image: Create New Folder.

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

Select the type of things which the folder will contain from Folder contains; this will be Mail and Post Items for an Email folder, Calendar Items for a Calendar folder, etc.

The important bit: Use Select where to place the folder to do just that. Normally you will want an email folder (e.g. for a project) under Mailbox - your name, so you will select that (as indicated in the diagram). This is how I created the Aika folder for the "Aika" project. These folders will be listed in alphabetical order.

You might want to create a folder inside another folder, e.g. "Invoices" inside "Aika" (to store Invoices to do with the "Aika" project. To do this you should select the "Aika" folder.

Note: If the list of folders is very short (as below), click the expand triangle to the left ofyourname@lboro.ac.uk.

Screen image: Select where to place the folder.

Click OK.

How do I set up Manager / Secretary working?

Please see our Manager/Secretary Working web page.

Managing Groups of People

Using Outlook 2010 to Manage Groups

To delete or add users to a group you have permission to modify:

1

Open the Outlook Address book

From the Home tab, in the Find group (to far right of the screen), select Address Book, or press Ctrl+Shift+B.

2

Select "All Groups"

Under Address Book select All Distribution Lists. This refreshes the list so that it is up-to-date.

3

Find and Open the group you are allowed to manage

Under Search, start typing the start of the group name.

You will usually find the group under:
dept.rest of group name.Extras
or
ad-hoc.rest of group name

Workspace groups begin ws.

Shared mailbox groups begin Shared.

4

Click "Modify Members" button

5

Modify the Members

To delete a member: Select a member and click Delete.

To add a member: Under Distribution List Membership click Add. Use the address book to select one or more users and click Add.

6

Close dialogues

Click OK. Click OK. Close the Address Book.

Managing Groups Via Outlook Web Access

Users who are still using Outlook 2007 will find this method useful.

Connecting 

How do I connect from home using Outlook 2010 on my University-managed computer?

If you try and connect from home on a University-managed laptop, you will be prompted for your Username and Password.

Your username needs to be entered in the following form: username@lunet.lboro.ac.uk (eg abcd2@lunet.lboro.ac.uk). Your password remains the same and you may wish to tick "remember password" to store your credentials. Once connected, your experience should be the same as when you are connected to the University network, except that performance may be restrained by the speed of you broadband connection.

As a further option from home, you might also consider using Outlook Web at http://office365.lboro.ac.uk 

How do I connect from home using Outlook 2010 on my own computer?

From Control Panel find Mail (32 bit). Select Show Profiles and Add. Call your profile Lboro Exchange. Enter Your Name. Enter your Loughborough E-mail Address. Enter yourPassword twice. Leave "Manually configure server settings or additional server types"unchecked. You will then be prompted to log on to the AutoDiscover Service.

Your username needs to be entered in the following form: username@lunet.lboro.ac.uk (eg abcd2@lunet.lboro.ac.uk). Your password remains the same and you may wish to tick "remember password" to store your credentials. Once connected, your experience should be the same as when you are connected to the University network, except that performance may be restrained by the speed of you broadband connection.  

As a further option from home, you might also consider using Outlook Web at https://email.lboro.ac.uk (or http://office365.lboro.ac.uk if you have been migrated to Office365).

Oh No! Recalling messages, Deleting and Un-Deleting

Oh no! I've sent an e-mail and I didn't mean to! Can I recall it?

Open Sent Items and open the e-mail you sent in error. In the Message tab, in the Movegroup, click Actions and select Recall This Message. In the Recall This Message dialogue box, select Delete unread copies of this message and Tell me if recall succeeds or fails for each recipient, and click OK.

Screen grab: Recall This Message.

If the recipient hasn't opened your message, Outlook will delete it and you will receive a Message Recall Success notification.

If the recipient has opened your message, the recall will fail and you will receive a Message Recall Failure notification.

Note: Not everyone uses Microsoft Exchange or systems which are compatible with this Recall Message mechanism, so if you sent the e-mail to someone's personal e-mail address you may not be able to recall it.

Important note: Recall will not work with e-mail lists. Recall only works on messages which are still in Exchange and haven't been sent. However, messages to e-mail lists are almost immediately recognised as such, "sent" from Exchange to the e-mail lists system which then generates the e-mail addresses of the current list and re-submits the message to Exchange. What will happen in this case is the recipients will receive the original message, a message saying that you want to recall it, and then any replacement message; psychologically as soon as someone sees that you have requested a recall on a message they will want to open the original to see why!

Oh no! I've deleted emails and they're not in my Deleted Items folder! How can I recover them?

Outlook users on Exchange can recover deleted items themselves up to 30 days after they are deleted. Select the relevant folder, usually Deleted Items. In the Folder tab, in theClean Up group, select Recover Deleted Items. You will be presented with a list of messages which are available for recovery.

Screen image: Recover Deleted Items.

Once you have selected the items you wish to recover, press the Recover Selected Itemsbutton (the centre one of three in the button bar at the top of that window) and the items will be restored into the folder they were in when they were deleted. You can then move them as you desire.

I've deleted lots of emails (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 emails) 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.
  • Press F9 to force a synchronise and wait until All folders are up to date appears at the bottom right.

Email Addresses

How do I find Loughborough email 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 To button and theSelect Names dialogue box will be displayed. Ensure that Global Address List is selected. (If you choose Outlook Address Book - Contacts you can search through your existing Contacts list.)

Under Search 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.

If there are duplicates, right-click one of them and from the pop-up menu select Properties.

Screen image: Dialogue box showing individual's details.

Under the General tab you can find the department the person is registered with. Under theMember 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. Click OK to close this dialogue box and return to the Select Names dialogue.

Once you have found and highlighted the required individual in the Select Names dialogue box, click the To button to add them to the "To" list in the email, or click the Cc button (orBcc if present) to add them to the Circulate copies (or Blind Cc) list.

Click OK when finished to return to the New Mail dialogue.

Note that in the Select Names dialogue once you have selected an individual you can right-click and from the pop-up menu select Add to Contacts to add that person's details to your personal Contacts list.

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 itrentadmin@lboro.ac.uk 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 StudentEnquiries@lboro.ac.uk 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.

Calendar

Introduction to the Calendar

For an introduction to Outlook 2010 Calendar please see our information page more information page, covering: 

  • Introduction
  • Creating a New Appointment 
  • New Appointmnets 
  • Managing recurring appointments 
  • Changing appointments 

I have shared my Calendar folder. How do I stop others from seeing what a particular appointment/all day event/meeting is about?

Open the item and in the left-hand tab (called Appointment, Meeting, Event, Invited Event, Appointment Series, Meeting Series, Recurring Event, or Recurring Meeting Event as appropriate) click the Private button.

Organising a Meeting

Staff members of the University have their Free / Busy details made available to other members of the University, making organising a meeting much simpler. Note that this is the only thing which is made available to other users - the details of what the appointments are for is not made public except with your agreement. The meeting organiser can see when attendees are likely to be free and can send a Meeting Request like an e-mail to the potential attendees; the attendees can accept or reject the request.

1

Create a Meeting Request

Open your Outlook Calendar, then select New Meeting from the menu bar.

2

Meeting window box

The Meeting window will automatically highlight Room Finder. This and the Scheduling Assistant tab will help you identify when attendees are likely to be free and can send a Meeting Request like an e-mail to the potential attendees; the attendees can accept or reject the request.

3

Enter meeting details

To: Enter the email addresses of the attendees, if not automatically populated, you can use the Address Book or Check Names tab to search for the correct people within the University.

Subject: Enter the description of the intended meeting

Location: Click on the highlighted Rooms tabs on the right-hand side of theLocation box

Start time/ End time: Pick a suitable date / time

4

Selecting location for meeting

The All Rooms pop-up box will display the full list of bookable rooms. Note that this only allows you to book those rooms and resources you have access to.

To add the room booking to your meeting request, simply double click on the selected room and click OK. This will automatically populate in both theLocation and To boxes

5

Scheduling Assistant view

There are two ways of scheduling meetings - using the Room Finder and Scheduling Assistant,

To ensure that all attendees and selected room are available for your meeting request, click on the Scheduling Assistant tab to view the availability for each.

Within this window view provides you with two viewing options to select from to see if there are any conflicts which have occurred with your meeting request.

The main part of the window display shows the busy and free times of the selected attendees. If there are any conflicts with your meeting request you can use the highlighted bar, moving in either direction to find when your attendees have free time within their calendar.

6

Room finder view

In the Room Finder panel (right hand of screen) you have a single month's calendar with a simple key: the date you are trying to schedule the meeting is yellow, "Good days" are white, "Fair days" are pale blue, and "Poor days" are blue. You can navigate through the calendar and try different days. The Suggested time’s area gives more details of people's availability.

7

Sending meeting request

You can send meeting request from the Scheduling view page or can retrun back to normal view before sending click Appointment to return to the appointment screen and complete any remaining details of the meeting.

Recurring Meetings

You can have meetings recurring just like appointments.

Some of my meeting request replies go straight into the Deleted Items folder. How can I stop this?

  1. From the Ribbon select the File tab and then select Options
  2. Select Mail on the left-hand side.
  3. Scroll down to the Tracking section.
  4. Tick the option After updating tracking information, move receipt to, click the Browse button, and choose the destination folder i.e. Inbox.

All replies will now appear in the folder you have selected.

Sharing calendars and other folders

For information on sharing calendars and other folders, please see our infomation page.

Find the manager of a resource

To be able to book a resource, you need to find the manager fo that resource, and ask them to give you permission to book it. These instructions apply to Outlook 2010.

1

Open the Outlook Address book

With Mail selected in the Navigation pane, from the Home tab in the Find group click Address Book (or press Ctrl+Shift+B).

2

Select the required resource

Under Search type Resource. (including the full stop at the end). You will see all the calendars; continue typing E or F or G or R for Equipment, Fax, Grounds, or Room respectively. Now scroll through to find the particular resource (Calendar, Equipment, Fax, Grounds, or Room) and select it.

3

Right-click and select Properties

Right-click and select Properties.

4

Select the Organization tab

Select the Organization tab and the Manager will be displayed. 

5

Double-click

Double-click the Manager and their details will be displayed - in the E-mail Addresses tab you will find their e-mail address (this may be required should there be more than one member of the University with that name).

6

Click OK twice and close the address book

Click OK twice and close the address book.

 

I get an error message when sending a Sharing Invitation to a member of staff at this University. What should I do?

The message is "Calendar sharing is not available with the following entries because of permission settings on your network.". This is cuased by a problem with the autocomplete of the email address of the intended recipient.

Delete the autocomplete entry for the intended recipient: Begin to create the sharing request as normal. Start typing their name for the To entry, and their name will appear in the autocomplete pop-up list; if you hover the mouse over their entry in the list you will see a small cross to the right of their name, click this to remove them from the autocomplete list. Now click the To button and select the correct person from the address book dialogue, and complete sending the Sharing Invitation.