Email Essentials email
essentials
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Managing your e-mail
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Sorting and searching
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Smarter Working
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Safer Working
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Sending to Groups
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Good Practice
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Training and Support
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Managing your email Quick view content
Set up rules
AutoPreview allows you to view the first lines of an email so you can see at a glance if it’s important.
You can then create rules to move messages automatically to different folders, including to your deleted items folder.
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From the View tab Select Change View then Preview. This turns on AutoPreview for all your messages.
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To preview unread emails only, select View, View Settings, Other Settings and in AutoPreview select Preview unread items. Video: Use autopreview to spot important emails (click to view)
Hint: After loading video double click in main viewing area to switch to full screen mode, press Esc key to exit.
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From the home tab select Rules then Create Rule. Video: Create rules in Outlook 2010 (click to view)
Hint: After loading video double click in main viewing area to switch to full screen mode, press Esc key to exit.
Spot important emails Quickly identify emails that have only been sent to you by setting up a colour rule.
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From the View ribbon select View Settings.
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Click on the Conditional Formatting button.
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Click Add and type a name for example: Me Only.
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Click the Condition button and tick the Where I am: check box.
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Select ‘the only person on the To line’ from the list. Video: Spot important emails using colour rules (click to view)
Hint: After loading video double click in main viewing area to switch to full screen mode, press Esc key to exit.
Permanently delete messages It’s a good idea to have a regular spring clean and delete emails you no longer need. Permanent deletion bypasses the Deleted Items folder. n
Permanently delete a message by pressing the Shift and Delete keys together.
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When prompted, confirm the permanent deletion.
Recover a permanently deleted message n
Select the folder from which the message was deleted.
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Select the Folder tab and click Recover Deleted Items.
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Select the items to be recovered and click the Recover Selected Items tool.
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Resend and recall You send an email message, and then you start to have second thoughts; don’t worry you can amend and resend your message or recall a message sent in error.
Resend a message n
Go to the Sent Items folder and open the message.
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Check or change the recipient address.
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From the Move group select the Actions button, Resend This Message
Recall a message n
Go to your Sent Items folder and open the message to be recalled.
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Select the Actions button from the Move group then select Recall this Message.
Note: Messages already opened by the recipient (or anyone copied in) cannot be recalled.
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Save or remove attachments Large attachments take up a lot of storage space and can really eat into your mailbox quota. Same them and remove them from Outlook. n
Open an email or view it in the reading pane
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Right click over an attachment, click to Save or Remove it from the menu.
Video: Managing your Outlook mail-store
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Sorting and searching Can’t find an email?
Group by conversation
Try sorting by column headers or create categories.
Conversation view lets you group related emails together. So you can see the original message along with all the replies in a single group.
Sort by column headers n
To sort on a single field click the field header, eg. click on the From column header to sort by sender.
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Hold down the Shift key and select another header to search by multiple fields.
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Or from the View tab select View Settings and Sort.
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From the View tab check the Show as Conversations box.
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To move older, redundant messages in the conversation to the deleted items folder select Clean Up from the Home ribbon.
Video: Using conversation view
Create categories n
Select an email, click the Categorize tool from the Home tab and give it a colour.
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To find all the emails in a category just right click in the Categories column and select the required category.
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Video: View emails by topic
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Select multiple emails Select blocks of messages or a number of non-adjacent messages. n
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To select a block of messages, single click on first message, hold down Shift key and single click on the last.
Find a colleague’s address n
Still can’t find them? n
Click Advanced Find to the right of the drop down list. Type their Initial in the First Name box and as much as their surname as you are sure about in the Last Name box. Click OK.
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Or type the surname in the To, Cc or Bcc field and either press the Ctrl and K keys together.
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Or from the Message tab click on the Check Names tool.
To select non-adjacent messages hold down Ctrl key and click each message to be selected. Video: Highlight multiple emails
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Click on the To button in a new email and type their name in the search box.
Video: Find a colleague’s address
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Add an outside sender to your address list n
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Open the email; right click over their name and select Add to Outlook Contacts.
Smarter working Create a task list
Speed up repetitive tasks
Task list are a great way to highlight emails which require action. Use the To Do bar to create a task.
Quick steps enable you to perform numerous repetitive tasks with a single click.
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Click on the flag icon next to the individual email and select the appropriate flag. Or from the home tab select New Items then Task. Video: Using the Outlook To Do bar
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www.ncl.ac.uk/itservice/email
From the Home tab, in the Quick Steps gallery, click Create New Quick Step.
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Click an action type from the list or click Custom.
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In the Name box, type a name for the new Quick Step.
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Click the icon button next to the Name box, click an icon, and then click OK.
Under Actions, choose an action that you want the Quick Step to do. Click Add Action for any additional actions. n To create a keyboard shortcut, in the Shortcut key box, click the keyboard shortcut that you want to assign. n
Email on your mobile For instructions on how to access your University email account via your smartphone visit
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Microsoft Video: Simplify repetitive actions with Quick Steps
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Safer working Delay delivery and set replies
Dealing with scams and spam
You can specify a different email address to be used when a recipient sends a reply to your message as well as delay a message from being sent immediately.
If you’ve received a suspicious looking message you can preview it, along with any attachments, in the Reading Pane.
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Create the message, then click the Options tab.
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Click on the option to Delay Delivery or ‘Direct Replies to’.
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Tick the ‘Have replies sent to’ check box and type the name of delegated recipient.
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To delay delivery tick ‘Do not deliver before’ and set the required date and delivery time.
Video: Using Outlook’s message properties
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From the View tab, choose Reading Pane, and select Right.
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Left click on each attachment in the reading pane to view.
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Click on the Message button to return to the message text.
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Permanently delete suspect a email by pressing the Shift and Delete keys together.
Video: Use the Reading Pane to deal with suspicious emails
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What is phishing?
Reduce junk and spam
Phishing emails are from bogus sources pretending to be legitimate senders. They are designed to trick you into divulging secure or personal information e.g. user names and passwords or bank account details.
Fed up of junk email? When you add a sender’s name or email address to the Blocked Senders List, Outlook moves all messages received from that source straight to the Junk Email folder. n
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Never respond to these emails, just permanently delete them.
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If you are unsure about an email contact your computer officer or call the IT Service Desk on 0191 208 5999.
Right click on a junk message, select Junk, Block Sender then click OK.
All messages from the sender will move to your Junk folder along with any future messages. Remember to check the Junk folder regularly and deleted any unwanted mail.
Video: Dealing with phishing emails (with examples)
Help stop the spammers
Hint: After loading video double click in main viewing area to switch to full screen mode, press Esc key to exit.
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Click the folder icon at bottom left of screen, expand Public Folders then All Public Folders.
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Drop the email into the SPAM Folder. ISS check this folder regularly and if possible block senders. Video: Dealing with Junk and Spam email
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Sending to groups (small or large) Blind Carbon Copy
Set up a mailing list
If you’re sending an email to a large group or if you don’t want everyone to see the list of recipients, use Blind Carbon Copy (Bcc) instead of Carbon Copy (Cc).
Mailing lists are simply a collection of email addresses (or list members). They offer a convenient way for groups to exchange information and communicate regularly.
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Open a new message and select Options
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Click Bcc / Show Bcc - A Bcc field will appear in each new message. Microsoft Video: More about Bcc
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Any member of staff at the University can request a list; some research projects may have specific confidentiality or data protection requirements. The IT Service Desk can offer assistance. Find out more about University mailing lists on the IT Service website at: www.ncl.ac.uk/itservice/mailing-lists
Remove yourself from a mailing list n
Go to lists.ncl.ac.uk and login.
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Your lists are shown on the left. If there are any you wish to be removed from click on the Help tab, select Leave a mailing list and follow the instructions.
Please note: there are some lists that all staff are subscribed to eg. NU Connections Visit www.ncl.ac.uk/itservice/mailing-lists
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Good practice n
Write a meaningful subject line Consider using one of the following prefixes - For Information, Action Required, No Action Required
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Make your message clear Make it concise, consider using bullet points or numbered points where the order is important.
n Email is not secure Hackers and criminals can easily intercept email.
Distinguish between formal and informal situations Don’t use abbreviations, nonstandard punctuation and spelling when your reader expects a more formal approach. Always know the situation, and write accordingly. n
n Avoid attachments Paste the key information into the body of the email n Identify yourself clearly Include a signature line that includes your full name, contact address and telephone number.
n Reply v Reply All Avoid email overload. Consider carefully before clicking on Reply All button.
n Don’t respond in Anger Think before you click “Send.”, Don’t write in anger, Don’t resort to personal attacks. Don’t send anything over email that you wouldn’t want posted with your name included. n Spell Check and Proofread Make your message look professional. n Don’t assume privacy But observe message sensitivity settings – Private, Personal, Confidential
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Training and support Staff Development Unit n
www.ncl.ac.uk/staffdev
Staff Development Online Resources n
www.ncl.ac.uk/staffdev/lrc/itmaterials/outlook.htm
IT Service Desk n
www.ncl.ac.uk/itservice/support
IT Service Website n
www.ncl.ac.uk/itservice/email
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