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Outlook

Background

In our work computers, the Office application Microsoft Outlook is used as a client for e-mail, public folders and calendars and more.

If you are traveling and do not use your work computer, you can still access and read your e-mail. Please see the page webmail for more information.

However, if you are using a work computer, it is recommended to use Outlook instead. Below you will find more information about how to get started with Outlook.

Using Outlook for the First Time

Outlook can be started directly from the Start menu in Windows. Select Start menu → “E-mail”. On Windows 8, select the Start menu and type “Outlook”.

Do you want permanent shortcuts to the application? You can right click on the icon and choose “Pin to Start” and “Pin to Taskbar” respectively.

To configure Outlook for the first time, you should then follow one of the following guides at LU Support:

  * Outlook 2013 for Windows 8 for non EGA users   * Outlook 2013 for Windows 7 for non EGA users

Public Folders

In some contexts, something called “public folders” in Outlook is used. Public folders can be accessed by multiple users, and can contain different types of content. There may be common e-mail folders for sharing e-mail feature addresses several administrators need access to. Furthermore, there can be common e-mail calendars that can be used for reservations of different types.

In Outlook 2013 and later versions, public folders are not shown by default . To access the public folders, click the three dots at the bottom of the Outlook window (see picture), and then select “Folders”. Then click the triangle next to “Public Folders”. Now click the triangle next to the folder you want to open.

Do you want a faster way to reach the view where you can see the public folders? Right-click on the three dots and select “Navigation Options…”. Increase the number of visible items at least 6, or rearrange the order so that the “Folders” option is shown earlier in the list.

The "Bcc" Field

If you want someone to get a copy of a letter, but the recipient of the copy should not be visible, you can specify this in the “Bcc” field when you type a letter. This requires, however, that the “Bcc” is visible, which by default it is not. Please do the following in order to show the “Bcc” field:

  1. Choose to compose a new e-mail message (“Start” → “New Email”).
  2. Select “Options” → “Bcc”.

Field "From"

Many departments use a common feature address outwards, where external can address requests via e-mail. In these cases, it is practical if you enter the same function as the sender address when sending outbound e-mail that is related to such a matter. This means that any response to the letter will then be sent to the joint function of the address, instead of to you as an individual officers. This has the advantage that even your colleagues can see the communication in the matter, and thus might be able to continue to handle the case if you would not be in place.

To specify a different sender address is required, however, that the “From” is visible, which is not standard. To do this, select to display the “From”:

  - Choose to compose a new email message (“Start” → “New Mail”).   - Select “Options” → “From”.

<WRAP tip> In order to send a letter with a different return address than your personal, requires Outlook that you have permission to do this just for the sender terms. This is a personal competence, Helpdesk can give you. If you have any problems with that you are not allowed to enter a function address as the sender that you believe you should be able to make contact Helpdesk and talk about what function addresses the case, we will help you. </ WRAP>

Away messages

If for some reason you can not answer your e-mail, for example, when holiday, business trip or in cases of illness, it is good if you have the opportunity to put an away message . People who send e-mails to you will automatically receive your absence message in response. Only one email message is sent in response, so there is no risk that the same person may be duplicates of your absence info about the person sending emails to you repeatedly.

Follow these steps to put an away message:

  - Select “File” → “Automatic answer” as in the picture beside.   - Click in the “Send auto reply” and fill in your away message, so you want it to appear on people who send e-mail to you. <WRAP tip> If you also select the option 'Only send during this interval “as shown below, your away message to be sent only during the specified time period. Once this period has passed, the system will automatically ensure that the absence message is no longer sent. </ WRAP>   - <WRAP tip> You can if you want, on the “Outside the organization” also fill in another absent message for those who send mail to you from the outside Lund University. </ WRAP>   - Click “OK” when finished. Your office reply is now active. You can always change your away message or delete it by opening the “automatic response” again.

Remember that a good away message should be brief, but it should also contain brief information on at least why you are away, when you expected to recur, and to whom or the that you should turn instead meantime.

outlook_2013_of_office-1 en.png

<WRAP important> Be careful when you fill in your away message - only you can edit it! Ensure that all reference information is correct and that any names, information about extensions, and e-mail match. If it turns out that you are away and reference information in your away message is not correct, not your colleagues change the message, but must then turn to Helpdesk, which in turn have to change your password in order to access the To change your absence message. </ WRAP>

<WRAP important> Subscribe to various external mailing lists, you should be careful when posting your absence info. Make sure that your away message will not be sent to the list, by entering a special rule to the list of Office Assistant. </ WRAP>

When sent absence message?

Absence message is automatically sent in response first time someone contacts you and you have a certain office reply set. In the absence message has been sent, excludes precisely the sender from receiving absences message more times if he would send more letters to you. This applies until you change or delete absence message.

Sometimes the question arises why the absence messages sent only the first time each sender contacts you. This is to prevent situations arise when automatic replies are sent back and forth in a loop. Imagine that you have a Message that always sent, and that someone else, who also has such an automatic response that always sent, send letters to you. Then auto-reply messages sent in response to other automated reply messages back and forth with tremendous speed and without end, and fill mailboxes and overwhelm the email system. The limitation only automatically answers the first time for each sender, to prevent such situations from arising.

Slowly Outlook

Many messages in the inbox

Sometimes Outlook experienced as it becomes slower for each week that passes. A common reason for this is that there are many messages in the inbox. Outlook will simply be slow if there are thousands of messages are and Ripple straight up and down in your inbox. In each Outlook window is a figure in the corner at the bottom left (number of “objects”) where you can see how many messages are in the folder currently displayed.

An easy way to prevent yourself that Outlook is slow is to periodically clear the inbox, either by deleting the messages, or if you want to keep them, to arrange them into subfolders. It's easy to create new folders in your inbox. Right-click the Inbox, and select “New Folder”. Once the folder is created can then drag the messages that you want to move to the new folder.

<WRAP tip> A tip of a strategy is to create subfolders for different years, and sort out the old messages that you have not had in a long time, and that remain in your Inbox, in a subfolder for each year. </ WRAP>

Email messages with attached files

Another reason that Outlook is perceived as slow may be that you have many large e-mails, usually letters with attachments. It can be in your inbox, any subfolder, but also in the letter that you sent and automatically saved in the special folder “Sent”.

An easy way to find these is to locate the particular search folder for large emails, available under the “Search Folders” → “With attachments”. Delete the messages in that you no longer need, or deleting at least the attached files in them.

<WRAP tip> Remember that email is best suited for communication in text, and not for file transfers. You may use a network folder or cloud service to share documents to your colleagues? </ WRAP>

Open in new window

If you are experiencing Outlook as slowly as you switch between different views, for example, when you switch between your Inbox, Calendar, or any public folder, or some Another of the many views available in Outlook and you might use regularly, you can test the hint to instead open views in the new Outlook window instead.

On almost all the items in Outlook, you can right-click and bring up the “Open in New Window”. The view you selected will then appear in their very own Outlook window. It is possible to have and maintain multiple Outlook windows up simultaneously, which can be very handy if you regularly visit and use certain particular views in Outlook. Often it is much faster to switch between different windows, than to switch between different views in the same Outlook window. Please test!

FAQ

I find my Outlook is slow. What can I do about it?

I want to automatically filter certain types of mail and move them into specific folders. How do I?

I want to automatically move messages marked as spam to the folder "Spam". How do I?

Outlook fills no longer automatically in a few email addresses when I enter the start on them in the address bar. How do I resolve this?

I want Outlook also look through my contacts, and not just in the address book, when I select the recipients. How do I resolve this?

How do I create a custom, personal distribution list in Outlook?

I want to use a single address list to do a mailing. How do I resolve this?

I want to make an e-mail distribution to students. How do I?

I have received junk mail (spam). What do I do about it?

I get the error "Failed Client action" when I try to send a letter. What is that?

How do I share my calendar, and how can I access other shared calendars?

How do I access a Google Calendar in Outlook?

My colleague is ill or has stopped. How do I access their personal email inbox?

Do not see the answer to your question? Keep in mind that the solution to many general problems in Outlook are described in the LU Support. Should you not find the answer to your question there, please contact Helpdesk.

Error

Responsible for handling cases relating to e-mail is LDC. Please consult ServiceDesk in most such cases.

Other matters, you may contact Helpdesk about.

en/outlook.1435756334.txt.gz · Last modified: 2015-07-01 15:12 by cr