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Configure Outlook 2013/2010 for Office 365

Microsoft Outlook for Windows uses profiles to manage your accounts within Outlook.

  1. You have three options on configuring your Outlook profile:
    Option 1: First time user of Outlook (no existing profile). Launch Outlook to start the account creation wizard. Proceed to step 2.
    Option 2:Create a new profile. Make sure Outlook is not running.
    1. Go to Start | Control Panel | Mail.
    2. Click Show Profiles.
    3. Click Add.
    4. Enter "Office 365" within 'Profile Name' field and click OK to start the account creation wizard.
    5. Proceed to step 2.
    Option 3:Add your account to an existing profile. Make sure Outlook is not running.
    1. Go to Start | Control Panel | Mail.
    2. Click Show Profiles.
    3. Select the profile you want to add your account to and Click Properties.
    4. Click E-mail Accounts....
    5. On the "Account Settings" screen, make sure the 'E-mail' tab is selected and click New....
    6. Proceed to step 2.
  2. On the Auto Account Setup window, enter the following for each field:

    Note: If the "Add Account" screen appears and it already includes your name and email address, just click on the Next button and go to the next step. The reason your account information is auto-filled is because you are signed into your Active Directory (AD) profile on the computer. If you want to modify any of the values or want to configure a different account, click into the "Manual setup or additional server types" and then click back into the "E-mail Account". This will activate both fields for entry.

    • Your Name: Enter your name as you'd like it to appear
    • Email Address: - Enter the primary address of your Office 365 account which will take the following form: username@thetrusts.co.nz
    • Password/Retype Password: Enter the password for your account
    Add account setup screen
  3. Click Next.
  4. If a Security Alert window appears, click Yes to proceed. (or Allow for Outlook 2010 users)
    outlook2013_certificateprompt.png 

     

  5. After a few moments it will be locate the appropriate configuration settings for your account. You will then be presented with the Windows Security screen below:
    windows_security_popup.png
  6. Place a check mark within "Remember my credentials" checkbox.
  7. Click OK
  8. If prompted a second time, enter the same credentials as the previous step and click OK.
  9. If all settings are correct, you will see the screen below. Your account is ready for use.
    outlook2013_settings03.png
  10. Click Finish.
  11. If you created a additional profile, make sure to set this new profile as the default startup profile when Outlook starts, otherwise skip to the next step:
    1. Go to Start | Control Panel | Mail.
    2. Click Show Profiles.
    3. Click "Always use this profile and select the new Office 365 profile you just created from within the select box under this setting and click OK.
  12. Start Outlook using the profile you just created/modified.
    Note: You may be prompted to enter your credentials again on initial start up. Make sure to enter your user name.

Important: Depending on the size and amount of emails you have in your account, Outlook may require some time to completely download all of your mail (and other data) the first time you load Outlook after configuring your account.

Office 365 - Basic tasks in Outlook 2013

Microsoft Outlook 2013 organizes your emails, calendars, contacts, tasks, and to-do lists, all in one place. It all starts with your email account. From there you can start working with emails, turning them into tasks or appointments, and storing the people you interact with in your contacts, so you never have to remember an email address or phone number. Let's take a quick walk-through of those basic steps.

Set up an email account

Before you can send and receive e-mail messages using Outlook 2013, you must add and configure an e-mail account.

 

Create a new email message

In Mail, click New Email.

New Email

Keyboard shortcut    To create an email message, press Ctrl+Shift+M.

When you're done, click Send.

 

Forward or reply to an email message

In the Reading Pane (Reading Pane: A window in Outlook where you can preview an item without opening it. To display the item in the Reading Pane, click the item.) or on the ribbon, click Reply, Reply All, or Forward.

Reply

To remove a name from the To and Cc lines, click the name, and then press Delete. To add a recipient, click in the To, Cc, or Bcc box and enter the recipient.

 

Add an attachment to an email message

To share a file, you can attach it to your message. You can also attach other Outlook items, such as messages, contacts, or tasks.

  1. Create a message, or for an existing message, click Reply, Reply All, or Forward.
  2. In the message window, click Message > Attach File.

Attach File

 

Open or save an email message attachment

You can open an attachment from the Reading Pane (Reading Pane: A window in Outlook where you can preview an item without opening it. To display the item in the Reading Pane, click the item.) or from an open message. After opening and viewing an attachment, you can save it. If a message has more than one attachment, you can save them as a group or one at a time.

Open an attachment

Double-click the attachment.

 

Save an attachment

  1. Click the attachment in the Reading Pane or the open message.
  2. On the Attachments tab, in the Actions group, click Save As. You can also right-click the attachment, and then click Save As.

Save As Attachments

 

Add an email signature to messages

Create personalized signatures that appear at the bottom of your messages. Signatures can include text, images, your Electronic Business Card (Electronic Business Card: A view of specific information about a contact, in a format similar to a paper-based business card, that can be inserted into messages.), a logo, or even an image of your handwritten signature.

Create a signature

  1. In a new message, click Signature >Signatures.

Signature

  1. On the Email Signature tab, click New.

Add a signature

In a new message, click Signature, and then click the signature that you want.

add signature

 

Create a calendar appointment

In Outlook, appointments aren't the same as meetings. Appointments are activities that you schedule in your calendar that don't involve inviting other people or reserving resources, such a conference room.

Click Calendar

In Calendar, click New Appointment. You can also right-click a time block in your calendar grid, and then click New Appointment.

Calendar New Appointment

Keyboard shortcut    To create an appointment, press Ctrl+Shift+A.

 

Schedule a meeting

In Outlook, a meeting includes other people and can include resources, such as conference rooms. You'll get responses to your meeting requests in your Inbox.

In Calendar, click New Meeting.

Calendar New Meeting

Keyboard shortcut    To create a new meeting request from any folder in Outlook, press Ctrl+Shift+Q.

 

Set a reminder

Reminders pop-up an alert window so you don't miss an important deadline. You can add or remove reminders for almost anything in Outlook, including email messages, appointments, and contacts.

For appointments or meetings

Open an Appointment or Meeting, and then in the Reminder drop-down list, select the amount of time before the appointment or meeting when you want the reminder to appear. To turn a reminder off, select None.

For email messages, contacts, and tasks

Click Follow Up > Add Reminder.

Follow up

 Tip    You can quickly flag email messages as to-do items by using reminders. This makes the message appear on the Task peek and in Tasks, but doesn't automatically add a reminder. Right-click the flag in the message list to add a reminder. Or, if you have the message open, click Follow Up > Add Reminder.

 

Create a contact

Contacts can be as simple as a name and email address, or can include info and details such as street addresses, multiple phone numbers, a picture, birthdays, etc. for the contact.

People

In People, click New Contact.

New Contact

Keyboard shortcut    To create a contact from any folder in Outlook, press Ctrl+Shift+C.

 

Create a task

Many people keep To Do lists ÃƒÂ¢Ã¢â€šÂ¬Ã¢â‚¬Â on paper, in a spreadsheet, or with a combination of paper and electronic methods. In Outlook, you can combine various lists into one, get reminders, and track task progress.

Click Tasks

In Tasks, click New Task.

New Task

Keyboard shortcut    To create a new task, press Ctrl+Shift+K.

 

Print an email message, contact, calendar item, or task

Under File > Print, you can print items such as email messages, contacts, or calendar items, or larger views, such as calendars, address books, or content lists for Mail folders.

  1. Click an item or folder in Outlook that you want to print.
  2. Click File > Print.

print

Office 365 - Basic tasks in Outlook 2013

Microsoft Outlook 2013 organizes your emails, calendars, contacts, tasks, and to-do lists, all in one place. It all starts with your email account. From there you can start working with emails, turning them into tasks or appointments, and storing the people you interact with in your contacts, so you never have to remember an email address or phone number. Let's take a quick walk-through of those basic steps.

Set up an email account

Before you can send and receive e-mail messages using Outlook 2013, you must add and configure an e-mail account.

 

Create a new email message

In Mail, click New Email.

New Email

Keyboard shortcut    To create an email message, press Ctrl+Shift+M.

When you're done, click Send. 

Forward or reply to an email message

In the Reading Pane (Reading Pane: A window in Outlook where you can preview an item without opening it. To display the item in the Reading Pane, click the item.) or on the ribbon, click Reply, Reply All, or Forward.

Reply

To remove a name from the To and Cc lines, click the name, and then press Delete. To add a recipient, click in the To, Cc, or Bcc box and enter the recipient. 

Add an attachment to an email message

To share a file, you can attach it to your message. You can also attach other Outlook items, such as messages, contacts, or tasks.

  1. Create a message, or for an existing message, click Reply, Reply All, or Forward.
  2. In the message window, click Message > Attach File.

Attach File 

Open or save an email message attachment

You can open an attachment from the Reading Pane (Reading Pane: A window in Outlook where you can preview an item without opening it. To display the item in the Reading Pane, click the item.) or from an open message. After opening and viewing an attachment, you can save it. If a message has more than one attachment, you can save them as a group or one at a time.

Open an attachment

Double-click the attachment.

Save an attachment

  1. Click the attachment in the Reading Pane or the open message.
  2. On the Attachments tab, in the Actions group, click Save As. You can also right-click the attachment, and then click Save As.

Save As Attachments

Add an email signature to messages

Create personalized signatures that appear at the bottom of your messages. Signatures can include text, images, your Electronic Business Card (Electronic Business Card: A view of specific information about a contact, in a format similar to a paper-based business card, that can be inserted into messages.), a logo, or even an image of your handwritten signature.

Create a signature

  1. In a new message, click Signature >Signatures.

Signature

  1. On the Email Signature tab, click New.

Add a signature

In a new message, click Signature, and then click the signature that you want.

add signature 

Create a calendar appointment

In Outlook, appointments aren't the same as meetings. Appointments are activities that you schedule in your calendar that don't involve inviting other people or reserving resources, such a conference room.

Click Calendar

In Calendar, click New Appointment. You can also right-click a time block in your calendar grid, and then click New Appointment.

Calendar New Appointment

Keyboard shortcut    To create an appointment, press Ctrl+Shift+A. 

Schedule a meeting

In Outlook, a meeting includes other people and can include resources, such as conference rooms. You'll get responses to your meeting requests in your Inbox.

In Calendar, click New Meeting.

Calendar New Meeting

Keyboard shortcut    To create a new meeting request from any folder in Outlook, press Ctrl+Shift+Q. 

Set a reminder

Reminders pop-up an alert window so you don't miss an important deadline. You can add or remove reminders for almost anything in Outlook, including email messages, appointments, and contacts.

For appointments or meetings

Open an Appointment or Meeting, and then in the Reminder drop-down list, select the amount of time before the appointment or meeting when you want the reminder to appear. To turn a reminder off, select None.

For email messages, contacts, and tasks

Click Follow Up > Add Reminder.

Follow up

 Tip    You can quickly flag email messages as to-do items by using reminders. This makes the message appear on the Task peek and in Tasks, but doesn't automatically add a reminder. Right-click the flag in the message list to add a reminder. Or, if you have the message open, click Follow Up > Add Reminder.

 

Create a contact

Contacts can be as simple as a name and email address, or can include info and details such as street addresses, multiple phone numbers, a picture, birthdays, etc. for the contact.

People

In People, click New Contact.

New Contact

Keyboard shortcut    To create a contact from any folder in Outlook, press Ctrl+Shift+C. 

Create a task

Many people keep To Do lists ÃƒÂ¢Ã¢â€šÂ¬Ã¢â‚¬Â on paper, in a spreadsheet, or with a combination of paper and electronic methods. In Outlook, you can combine various lists into one, get reminders, and track task progress.

Click Tasks

In Tasks, click New Task.

New Task

Keyboard shortcut    To create a new task, press Ctrl+Shift+K. 

Print an email message, contact, calendar item, or task

Under File > Print, you can print items such as email messages, contacts, or calendar items, or larger views, such as calendars, address books, or content lists for Mail folders.

  1. Click an item or folder in Outlook that you want to print.
  2. Click File > Print.

print

Office 365 (Outlook 2013) - Keyboard shortcuts

The keyboard shortcuts described in this article refer to the U.S. keyboard layout. The layout of the keys on other keyboards may not correspond exactly to the keys on a U.S. keyboard.

You can press the Esc key to close any open form or dialog box. However, if you do this, any information you add to the form or dialog box may not be saved.

View a list of common keyboard shortcuts here:

https://support.office.com/en-au/article/Keyboard-shortcuts-for-Microsoft-Outlook-2013-3e1090f6-a616-42db-abf5-269ca3d553ee?ui=en-US&rs=en-AU&ad=AU

Office 365 (Outlook 2013) - Customize the Outlook window

You spend lots of time in Outlook. So, you want to set it up to support the way that you work. For example, to create more space to see your mail and calendar items, you can hide some elements. Within each view, you can also move, add, remove, or re-size columns so that information is presented in the way that you want to see it.

View your inbox your way

When you first open your inbox, a default view appears, but it doesn't have to look this way. To see Oulook's many customization options, click the View tab on the ribbon toolbar and choose Change View. There are multiple preset views you can choose, like one that displays the most recent emails only.

Change View

Also on the View tab, you can select Message Previews and choose Off to turn the preview off. Or, choose either 1, 2 or 3 to view that number of lines of the message text beneath its header. You can configure any of these options either for the current folder or for all mailboxes.

Message preview

Click View Settings for options for customizing a view, such as adding columns or rearranging their order. The Arrangement options let you sort emails by Date, Subject and so on. The Layout options let you customize the Folder Pane and Reading Pane.

View Settings

Once you have arranged the inbox to your liking, click Change View > Save Current View As a New View.  Then type a name for the view, and specify which folders it can be used on and by whom. In the future, return to this view by selecting Change View and selecting your saved view.

 

Change the font size used in the message list

  1. Outlook 2013 allows you to customize the font used to display the sender's name, subject, date received, and size of each message in your message list. Maybe you want to just change the size to make the font bigger or smaller, or change the font to one you like better.

  2. To change the font settings for your message list, open Outlook and click on the View tab.

  3. Click the View Settings button in the "Current View" section of the View tab.

  4. On the "Advanced View Settings" dialog box, click Conditional Formatting button.

  5. On the "Conditional Formatting" dialog box, click Add button to add a new rule.

    Changing font size

  6. Enter a name for the new rule -- such as "Message List Font Size" -- in the 'Name' edit box and then click Font button.

    Changing font size

  7. Change the Font, Font style, and Size, and select other settings such as Effects and Color, as desired. Click OK when you have made your changes.

  8. Because we are applying the same font to all parts of the message list (sender's name, subject, date received, and size of each message), we are not specifying a condition. A dialog box displays, warning you of that fact. Click Yes.

  9. The font for all parts of each message in the message list (except for the excerpt of the message text) is changed to the font and size (and other font settings) you selected.

  10. You can delete the rule you created to go back to the default settings, or you can deselect it in the list of Rules for this view on the Conditional Formatting dialog box.

    Changing font size

 

Enlarge font size in the Reading Pane

Using a high resolution has the benefit of a sharper display which is more relaxed for your eyes. The downside of this is that your font might become really small and hard to read which is anything but relaxed for your eyes.

There are several ways to enlarge the font in the Reading Pane in Outlook;

Zoom in on the message

You can use CTRL+Mouse Scroll in the Reading Pane to zoom in and out per message. Depending on your mouse/scroll sensitivity you might need to scroll quite a bit before the font size will change.

In Outlook 2010 and Outlook 2013, you can also zoom via the zoom slider in the bottom right corner.

ZoomSlider

Note: The zooming factor set via this slider or by scrolling is not persistent. 

Customize the font size for Plain Text messages

For Plain Text you can modify the display font via

    • Outlook 2010 and Outlook 2013: File-> Options --> section Mail --> button Stationery and Fonts.

Stationery and Fonts

Convert HTML messages to Plain Text

Another way to go for HTML formatted emails would be to set the option to read all mail in Plain Text. Together with your modified Plain Text font settings, the larger font size will always apply. Via the Infobar, which will display on top of a converted message, you can easily change it back to HTML format when needed (like for some special layout or newsletters).

To configure Outlook to display all the email in Plain Text by default;

  • Outlook 2010 and Outlook 2013
    File-> Options-> section Trust Center-> button Trust Center Settings --> E-mail Security --> Read all standard mail in plain text

    Trust Center Settings

    Email Security

Changing the DPI settings in Windows

If font sizes is a general issue throughout Outlook, Windows and other applications, you might want to consider customizing the DPI settings in Windows instead. To do this;

Windows 7 and Windows 8

    1. Right click on an empty spot on your Desktop and choose Screen resolution.

ScreenResolution

  1. Click on the blue text link: Make text and other items larger or smaller.
  2. Here you can directly set your DPI settings to 125%.
    To set a custom DPI value:
    • Windows 7
      Use the "Set custom text size (DPI)" link in the Task Pane on the left.
    • Windows 8 and Windows 8.1
      Use the "Custom sizing options" text link below the presets.
    • Windows 8.1 with multiple monitors
      Select the option "Let me choose one scaling level for all my displays".
  3. In the new dialog that pops up you can directly choose a predefined value to make the fonts bigger.You can also type any percentage you like.

 

Redefine what marks an email as already "read"

read options

Outlook colors unread emails differently from messages you've already read. However, it's all too easy for an email to be marked as read when you've barely given it a passing glance, which can make you overlook something important.

To prevent this, select File > Options > Mail, and then click the Reading Pane button. Check the "Mark items as read when viewed in the Reading Pane" checkbox. Adjust the number of seconds you want the message to appear in the Reading Pane before Outlook marks it as read. The default is 5 seconds. Let's say you set it to 30 seconds.

After that, while you preview messages in the Reading Pane, only the emails that appear there longer than 30 seconds will be marked automatically as read.

 

Write your own rules for how messages appear

conditional formatting

Outlook 2013 has a new way of indicating unread messages. There's a blue bar to the left of the message in your inbox, and the message header also appears blue.

This blue is applied using conditional formatting. However, you can change both the color and font. Better still, you can write your own rules and format your emails using colors of your choice.

You can assign a certain color to emails based upon who sent them, or upon which words appear in the subject line. To do this, choose View > View Settings > Conditional Formatting.  You will see the Unread Messages rule and the blue color. Here you can change the font or color as you wish.

You can also click Add to add a new rule. Start by typing a name for the rule in the Name box. Then click Font and choose a font and font color to apply to the email header. Finally, click the Condition button. When the Filter dialog opens, select the options that describe which types of emails will be formatted with your new settings. Click OK three times to save your settings.

 

Reinstate the to-do bar

to do bar width=

Outlook 2013 disables the To-Do bar by default, but it's easy to bring back. Click the View tab, select To-Do Bar, and from the dropdown list select which items should appear on the To-Do bar. The options are to turn the To-Do Bar Off (the default) or for it to display a combination of Tasks, People and Calendar. The order in which you select these options determines the order they appear in the To-Do Bar. For example, Task, selected first, is at the top. The second item, People, appears below that and the third, Calendar, appears at the bottom of the bar.

However, the To-Do bar no longer functions as it did in earlier versions of Outlook. Regardless of how wide the bar is, you only see a one calendar month. In addition, if you don't have appointments scheduled for today, then no appointments show even if you have some scheduled tomorrow.

 

Office 365 (Outlook 2013) - Create an email message

Creating a new message is as simple as clicking the New Email button within the 'New' group.

    1. Click Home.
    2. In the New group, click New Email.

      Keyboard shortcut    To create an email message, press Ctrl+Shift+M.

    3. If multiple email accounts are configured in Microsoft Outlook 2013, the From button appears and the account that will send the message is shown. To change the account, click From.
    4. In the Subject box, type the subject of the message.

new email message - subject

  1. Enter the recipients' email addresses or names in the To, Cc, or Bccbox (To, Cc, and Bcc boxes: A message is sent to the recipients in the To box. Recipients in the Cc (carbon copy) and Bcc (blind carbon copy) boxes also get the message; however, the names of the recipients in the Bcc box aren't visible to other recipients.). Separate multiple recipients with a semicolon.

    new email message - recipients

    To select recipients' names from a list in the Address Book, click To, Cc, or Bcc, and then click the names that you want.

    To display the Bcc box for this and all future messages, click Options, and then in the Show Fields group, click Bcc.

    BCC selection

  2. After you have composed the message, click Send.

 

Office 365 (Outlook 2013) - Reply to or forward an email message

When you receive a message, you can send a reply to just the sender, or if there were multiple recipients, you can include them as well. You also have the option to forward the message to additional people.

  1. In the Reading Pane (Reading Pane: A window in Outlook where you can preview an item without opening it. To display the item in the Reading Pane, click the item.), click Reply, Reply All, or Forward.

    Reply, Reply All, and Forward commands in the Reading Pan

    If the Reading Pane is off or if you've opened the message in its own window, on the Home or Message tab, click Reply, Reply All, or Forward.

    Respond group on the ribbon

  2. Write your message.

     Note    If you'd like to open your reply in a new window (so you can do things like change the font), click the Pop Out button.

    Reply Pop Out button in Reading Pane

  3. Recipients can be added or removed in the To, Cc, and Bcc boxes (To, Cc, and Bcc boxes: A message is sent to the recipients in the To box. Recipients in the Cc (carbon copy) and Bcc (blind carbon copy) boxes also get the message; however, the names of the recipients in the Bcc box aren't visible to other recipients.).
  • Add a recipient    Click To, Cc or Bcc, and then select a recipient. You can also type the recipient's name or email address in the box.
  • Remove a recipient    Click the name, and then press Delete.
  1. Click Send.
     

 Tip    If you want all replies to automatically open in a new window, from the File menu, click Options > Mail. Under Replies and forwards, check the Open replies and forwards in a new window box.

When you reply to an email message, the person who sent you the message is automatically added in the To box. Similarly, when you use Reply All, the To box automatically includes the sender and all of the other people who received the original message.

Before you click Reply All, consider whether everyone needs to see your reply, especially when the message was sent to a lot of people or distribution lists. It's often better to click Reply, and then add only the people you really want to include. Or, if you decide to click Reply All, remove people who don't need to see your message.

When you forward a message, the To, Cc, and Bcc boxes are empty. Enter at least one recipient in the To box.

 Tip   If you want to forward two or more messages to the same recipients in one message, in the message list, press and hold Ctrl as you click each message. Then, click Home > Forward. Each message is forwarded as attachments in one new message.

Attachments

When you forward a message, the message includes any attachments that were included with the original message. Additional attachments can be added to the message.

Attachments aren't included when you reply to a message. That's because you would be sending the same attachment the sender sent you.

Attachments

When you forward a message, the message includes any attachments that were included with the original message. Additional attachments can be added to the message.

Attachments aren't included when you reply to a message. That's because you would be sending the same attachment the sender sent you.

Office 365 (Outlook 2013) - Attach a file, message, contact, or task to an email message

Files can be attached to an email message. Also, other Outlook items, such as messages, contacts, or tasks can be included with messages that you send.

Attach a file to a message

  1. Create a message, or for an existing message, click Reply, Reply All, or Forward.
  2. In the message window, click Message.
  3. In the Include group, click Attach File.

    Attach File command on the ribbon

  4. Browse to and then click the file that you want to attach, and then click Insert.

 Tip    When composing a message, you can also attach files by using the commands on the Insert tab in the Include group, or drag files from folders on your computer and drop them on the message window.

 

Attach an Outlook item to a message

You can attach Outlook items(item: An item is the basic element that holds information in Outlook (similar to a file in other programs). Items include e-mail messages, appointments, contacts, tasks, journal entries, notes, posted items, and documents.), such as other email messages, tasks, contacts or calendar items, to a message. This is the easiest way to forward multiple items or messages.

  1. Create a message, or for an existing message, click Reply, Reply All, or Forward.
  2. In the message window, click Message.
  3. In the Include group, click Attach Item.

    Attach Item command on the ribbon

  4. Do one of the following:
    • Point to Business Card, and then click Other Business Cards. Click a contact, and then click OK. To select multiple contacts, press and hold Ctrl as you click each contact.
    • Click Calendar. Select the calendar, date range, and detail to include. For Advanced options, click Show. Click OK to add the calendar to your message.
    • Click Outlook Item. Browse through your folder list to find the folder that contains the item that you want to attach. Under Items, click the item, and then click OK.

    Attach Outlook Item command on the ribbon

 Tip    When composing a message, you can also attach files by using the commands on the Insert tab in the Include group, or drag files from folders on your computer and drop them on the message window.

Office 365 (Outlook 2013) - Automatically reply to email messages

Automatic Replies in Microsoft Outlook 2013 respond to the first email message you receive from someone. Let people know you aren't in the office or your response might be delayed. Automatic Replies can include a referral to someone else who can respond in your absence.

Office 365 configured accounts

  1. Click File > Automatic Replies.

    automatic replies button

    If you don't see this command, you probably don't have an Office 365/Exchange Server configured account.

  2. Select Send automatic replies.
  3. If you want, select the Only send during this time range check box to schedule when your out of office replies are active. If you don't specify a start and end time, auto-replies are sent until you select the Do not send automatic repliescheck box.

    automatic replies configuration options

  4. On the Inside My Organizationtab, type the response that you want to send to teammates or colleagues while you are out of the office.

    automatic replies configuration options

  5. On the Outside My Organization tab, select the Auto-reply to people outside my organization check box, and then type the response that you want to send while you are out of the office. Select whether you want replies sent to My contacts only or to Anyone outside my organizationwho sends you messages.

    automatic replies configuration options

 Notes 

  • Organization is usually defined as your company and includes people who have an Exchange Server account on your email system.
  • If you select My Contacts only, replies are sent only to contacts that exist in your Exchange Server Contacts folder. If the contact exists only in a folder that is a part of an Outlook Data File (.pst), then the auto-reply message isn't sent.

 

Use rules with Automatic Replies

If you aren't going to check email messages while you're out of the office, use Automatic Replies with rules to automatically manage incoming messages by specifying what action Outlook should take with them. For example, you can create rules to automatically move or copy messages to other folders, to delete messages, to send custom replies, and so on.

  1. Click File > Automatic Replies.

    automatic replies button

  2. Click Rules in the bottom left > Add Rule.

    Automatic replies rules screen - add rule button

  3. Under When a message arrives that meets the following conditions, specify the conditions that the message must meet for the rule to be applied. If you want to specify more conditions, click Advanced, enter or select the options that you want, and then click OK.
  4. If you want to specify that this rule must be applied last, select the Do not process subsequent rulescheck box.

    automatic reply specifications

  5. Under Perform these actions, select the actions that you want. You can select more than one action.

    automatic reply actions

Follow the previous steps to edit Automatic Replies rules that you already have.

  • To turn Automatic Replies rules on or off, in the Automatic Reply Rulesdialog box, check or uncheck each rule that you want to turn on or off.

    automatic reply rules screen

Office 365 (Outlook 2013) - Find a message with Instant Search

Need to find an important message in your crowded inbox or folder? Maybe you remember who sent it, or a word or phrase it contains. But who wants to scroll through pages of mail, looking for that message? Use Instant Search to find it quickly.

Want to specify multiple conditions, such as who sent the message, words in its body or subject line, or a date range when you received it? 

 Important   

Instant Search shows the first 30 matches. You can get up to 250 results by clicking More, below the results. If you want more than 250 results, you can change an Outlook option. 

  1. In the navigation bar, near the bottom of the screen, click Mail.

    Navigation bar with views as text

    If you don't see this, "Compact Navigation" might be turned on, so you'll see icons instead, like this:

    Navigation bar with views as icons

    Or, in addition to "Compact Navigation" being on, the folder pane might be minimized, so the icons are arranged vertically. You can expand the folder pane by clicking the Minimize/Expand button, as shown here:

    Views as icons in minimized folder pane

  2. Find the search box. It's at the top of your messages, as shown here:

    Instant search box above messages

  3. To find a word that you know is in a message, or a message from a particular person, type the word or person's name (you can use first, last, and partial names) in the search box. Messages that contain the word or name you specified appear with the search text highlighted in the results.

    Search results matching a single word

  4. You can narrow your results even further by changing your search. Here are some common examples:
    • Type "expense reports" (including the quotes) to find messages containing the exact phrase "expense reports."
    • Type expense AND report ("AND" needs to be in all caps) to find messages containing both the word expense and the word report, but not necessarily in that order. You can also use "OR."
    • Type expense NOT report ("NOT" needs to be in all caps) to find messages containing the word expense but not the word report.
  5. There are some buttons on the Search tab you can use to quickly refine your search:

    Quick search buttons on the Search tab

    As shown below, choosing This Week finds the messages received during the current week:

    Results of This Week quick search

  6. When you're finished, you can clear the search by clicking the X in the search box.

Use Advanced Find

Getting too many results? Or are you just not finding what you want?

  1. Click in the search box.
  2. On the Search tab, click Search Tools > Advanced Find.

    Advanced Find under Search Tools

    The Advanced Find dialog box opens. In this box, you can specify much more complex criteria and even search in your calendar, contacts list, notes, and tasks.

  3. Click the Advanced tab.
  4. Under Define more criteria, click the Field button and then click All Mail Fields. You'll see a menu of fields you can search on, such as From, To, Received, Subject, and dozens more.

    Menu of advanced search fields

  5. Start by choosing a field, then choose a condition and a value to test.

    From/contains/Katie will search for messages from someone whose name includes "Katie." Notice we're using contains as the condition instead of is (exactly) so that we don't have to find an exact match. So if Katie's email name is "Katie Jordan," From/is (exactly)/Katie won't work because we'd need to specify Katie's full name, Katie Jordan, to get an exact match. That's where contains comes in handy as a condition.

  6. Add as many additional conditions as you need or want to test. We'll add three more:

    Received/between/5/01/13 and 5/31/13

    Message/contains/budget

    To/contains/Rob

    Building a list of search conditions

    Now, Outlook searches for messages from someone with "Katie" in her name that arrived in the inbox in May, 2013, with "budget" in the message body, and (in addition to you) were also sent to someone with "Rob" in his name. Here's a zoomed look at the list of the four criteria we added.

    Fields, conditions, and values

  7. Finally, click Find Nowto run the search.

    Advanced Search results

Remove the limit on the number of search results

If the thought of more than 250 results doesn't scare you off, you can bypass that limit:

  1. Click File > Options > Search.
  2. Under Results, uncheck the Improve search speed by limiting the number of results shown box.
  3. Click OK.
  4. Restart Outlook.

Sorting Messages

Outlook 2013 displays messages in your various mailboxes according to a combination of grouping and sorting. In order to best organize your inbox for your needs, you are given the option of using a pre-defined "arrangement," many of which use both methods. If these arrangements do not provide the view you desire, you may also customize the grouping and sorting criteria.

Grouping allows you to lump together sets of emails based on the criteria you opt to use. By default, messages are grouped by when they are received, i.e. Today, Yesterday, Last Week, Last Month, and Older. Other common criteria include grouping by conversation, importance, and flags.

Sorting dictates the order that emails appear in the specified folder. The default sort order is based on date received, though there are a number of other sorting options available. In addition, you can switch between an ascending and descending sort order.

You can easily change the arrangement by selecting Arrange By: from the View menu bar...

...Or by right-clicking the inbox sorting column header, as shown below:

To customize your message arrangement:

  1. Click on View Settings (located under the View tab in the Current View area).

  2. This will open the Advanced View Settings window.

    • To change message grouping, click on the Group By... button.

      Uncheck the Automatically group according to arrangement checkbox, then proceed with selecting up to four criteria to control message grouping.

    • To customize message sorting, click on the Sort... button.

      You can select up to four criteria to sort messages.

Filter email messages

    • You can search for messages and people in Outlook Web App by using the search window at the top of the item list in Mail and in People.

      When searching for a particular message, you might remember that it contained an attachment, was marked important, or was received last week. To find a message based on certain criteria, the Filter Emailcommand provides fast access to the most frequently used Instant Searches.
      • Click Home, and then in the Find group, click Filter Email.

        filter email

      When you use a filter, the same Search Tools tab appears on the ribbon as when you click in the Instant Search box.

      To clear the search results and view all items in the selected mail folder, click Close Search button in the Instant Search box, or on the Search tab, in the Close group, click Close Search.

      Close Search button

      In the Instant Search box, click Close Search buttonto clear the search results

       

e recommend you regularly review messages in the Junk Email folder to check for legitimate messages that were incorrectly classified as junk. If you find a message that isn't junk, drag it back to the Inboxor any folder. You can also mark the item as not junk by doing the following:

  • Click Home > Junk > Not Junk.

By default, the Junk Email Filter is turned on and the protection level is set to No Automatic Filtering. You can make the filter more aggressive by changing the level of protection that it provides. The Junk Email Filter evaluates each incoming message based on several factors. These can include the time when the message was sent and the content of the message.

Junk Email Filter

To change the options for the Junk Email Filter, do the following:

  • Click Home > Junk > Junk Email Options.

Overview

Junk Email Filter Lists

While the Junk Email Filter checks your incoming messages automatically, Junk Email Filter Lists let you control what is considered spam. You can add names, email addresses and domains to these lists so the filter doesn't check messages from sources you trust, or blocks messages that arrive from specific email addresses and domains you don't know or trust.

Filters.PNG

Safe Senders List     Email addresses and domain names in the Safe Senders List are never treated as junk email, regardless of the content of the message. You can add your Contacts and other correspondents to this list. If you use a Office 365 account, all names and addresses in the global address list (GAL) are automatically considered safe.

Safe Recipients List     If you belong to a mailing list or a distribution list, you can add the list sender to the Safe Recipients List. Messages sent to these email addresses or domain names are never treated as junk, regardless of the content of the message.

Blocked Senders List     You can easily block messages from particular senders by adding their email addresses or domain names to the Blocked Senders List. When you add a name or email address to this list, Outlook moves any incoming message from that source to the Junk Email folder. Messages from people or domain names that appear in this list are always classified as junk, regardless of the content of the message.

Blocked Top-Level Domains List     To block unwanted email messages from another country/region, you can add country/region codes to the Blocked Top-Level Domains List. For example, checking the CA [Canada], US [United States], and MX [Mexico] boxes in the list blocks messages from email addresses that end in .ca, .us, and .mx.

Blocked Encodings List     To block unwanted email messages that appear in another character set or alphabet, you can add encodings to the Blocked Encodings List.

International.PNG

 

Office 365 (Outlook 2013) - Filter email messages

You can search for messages and people in Outlook Web App by using the search window at the top of the item list in Mail and in People.

When searching for a particular message, you might remember that it contained an attachment, was marked important, or was received last week. To find a message based on certain criteria, the Filter Emailcommand provides fast access to the most frequently used Instant Searches.

  • Click Home, and then in the Find group, click Filter Email.

    filter email

When you use a filter, the same Search Tools tab appears on the ribbon as when you click in the Instant Search box.

To clear the search results and view all items in the selected mail folder, click Close Search button in the Instant Search box, or on the Search tab, in the Close group, click Close Search.

Close Search button

In the Instant Search box, click Close Search buttonto clear the search results