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Outlook 2010 - Email

This brief guide is for staff using the Outlook desktop client to access your Microsoft Office 365 email account.

  • Data held within Office 365 are stored on servers within the European Union (not at the University), and are subject to EU protection regulations. Deleted data are non-retrievable.
  • We will never ask you to confirm your username and password by email. Any emails requesting these details are malicious spam emails intended to steal your account. Please delete them without responding.

Full guide

Getting started

On campus

If you are a new member of staff, you will need to set up Outlook to work with your Office 365 account before using Outlook for the first time. In the meantime you can use the Outlook on the web.

Off campus

When working off campus, on your laptop or home PC, IT Services recommends that you use the Outlook on the web. This will enable us to best support you.

Sending messages

Sending an attachment

Large files (over 25 MB) or files containing macros (as these can be used to enable viruses) cannot be sent as email attachments, use the ZendTo service instead.

Confidential data

Never send confidential or sensitive data within the body of an email message. If you need to send confidential or sensitive data, attach it in an encrypted document with a strong password and put “Private and confidential – not for disclosure” in the subject line. Please read the University policy on electronic communications.

Mail Merge

To Mail Merge to email, please see the Microsoft support page Use mail merge to send bulk email messages.

Receiving messages

Opening an attachment

It is important that you always open attachments safely. Do not open attachments from sources you do not recognise as they may contain viruses. To do this:

  1. Right click on the attachment and select Save as…
  2. Browse to a location and click on Save.
  3. Open Windows Explorer and locate the file. Right click on the file and choose Scan for threats and then:
  • If you get the User Account Control dialog box asking if you want to allow the program to make changes, click on Yes. In the On Demand Scan dialog box, select Clean.
  • If no threats (eg viruses) are found, it is safe to open the file. If any threats are found, delete the file and contact the sender.

Malicious messages

Contact IT Servicedesk or forward the message with the full header to abuse@bradford.ac.uk.

Junkmail

It is good practice (and advisable) to check your Junk Email folder on a frequent basis, ideally each day, for any messages that may have been incorrectly marked as spam.

If you find a message that is not junk, select the message, click on the Junk icon on the Home tab (in the Delete group) and click on Not Junk.

Clutter

Check your Clutter folder frequently for messages that have been moved there by Outlook incorrectly. If you find a message that is not clutter, move it to your Inbox.

Signatures

Multiple signatures can be created. Guidelines and instructions for creating your University signature are available. If you have any queries about your University signature contact Branding.

To insert a signature:

  1. Click on Signature and select one from the list.

Retrieving deleted messages

Retrieve a deleted message

  1. Find the message in your Deleted Items folder. (If you have emptied the folder the email is non-retrievable).
  2. Right click on the message, click on move and select a folder. If the relevant folder doesn’t appear, click on other folder…, select it from the list and click on OK.

Retrieve a purged item

Note: Items purged from your Deleted Items folder are retrievable within 14 days.

  1. Select the Deleted Items folder, then on the Folder tab, in the Clean up group, click on Recover Deleted Items. This will open a separate window.
  2. Select the item to be retrieved and click on the Recover Selected Items icon in the top left corner of the window. The item will be recovered to Deleted Items folder.

Out of office reply

When you set an out of office reply, anyone who includes your address in the To: field of a new message will be notified that you are away within their New Message window.

Set an out of office reply

  1. Click on File - Info - Automatic Replies (Out of Office).
  2. Select Send automatic replies and then Only send during this time range.
  3. Enter a start and stop date for the reply to be sent out.
  4. On the Inside My Organization tab enter text and format as required.
  5. On the Outside My Organization tab remove the tick from Auto-reply to people outside my organization if applicable. Otherwise, enter the message you want to be sent out and format the text as required.
  6. Click on OK.

Shared mailboxes

Each shared mailbox appears in the navigation pane independent of your own Office 365 email account. Each shared mailbox has its own Inbox, Sent Items and Deleted Items folders.

Receiving messages in a shared mailbox

When a message is viewed by any of the users of the shared mailbox, that message will appear as read for all other users of that shared mailbox.

Sending messages from a shared mailbox

When you forward or reply to a message from a shared mailbox, you will notice that the From: field contains the email address of the shared mailbox and not your own personal email address.

To send a new message from the shared mailbox:

  1. In a new message click on the From button. If you do not see this button, click on the Options tab and select it from the Show Fields group.
  2. Click on Other email address... and type in the email address of the shared mailbox.
  3. Click on OK. The shared mailbox address will now appear in the From field. When you next send a message and click on the From button, the email address will appear in the list for you to select from.

A copy of the message will automatically go to the Sent Items folder within the shared mailbox.

Deleting messages from a shared mailbox

Any deleted messages are automatically moved to the Deleted Items folder within that shared mailbox. Any individual user can then retrieve or permanently delete these messages. Be very careful if emptying this folder as you may delete something that someone later realises they require.

Contacts

Use a University contact

  1. Click on To... and select an address book. If you select Bradford Directory (containing all staff and students) you will need to search to get a list of names.
  2. Click on a name and then click on To-> (do the same for Cc and Bcc.)
  3. Click on OK.

Contact Groups

If you regularly send messages to the same group of individuals, you can create a group. This group will only be available to you, but you can send a copy to other members of your team. If many people are going to use a group, you should request a centrally created mailing list.

Creating a group

  1. Click on Contacts in the Navigation pane.
  2. In the Home tab – New group, click on New Contact Group.
  3. In the Name: field, type a name for the group.
  4. In the Contact Group tab – Members group, click on Add Members and then From Address Book.
  5. Search for the contact you want to add, select them from the list and click on Members.
  6. When you have added all the contact for the group in the members field, click on OK.
  7. Click on Save & Close.

Sending an email to your contact group

  1. In a new message window and click on To….
  2. Under Address Book select Contacts – your email address.
  3. Click on the contact group name and then To->.
  4. Click on OK.

Note: In the To… field, you can click on the plus sign next to the list to expand it. This allows you view and delete list member(s) for that mailing if needed. This will only remove them from the email and not the distribution list.