Using Outlook

LinkedIn Learning Training

To help you make the most of Outlook, we offer free, on-demand courses through LinkedIn Learning. Whether you're new to Outlook or looking to improve your skills, these courses are designed for students.

Recommended Courses:

• Outlook Essential Training
  Learn the basics of managing emails, scheduling meetings, and using the calendar in Outlook.

• Outlook Calendar Tips and Tricks
  Discover how to organize your academic schedule, set reminders, and manage meetings with tutors and peers.

How to Access:

1. Visit LinkedIn Learning via the University portal.

2. Log in with your University credentials.

3. Search for the Outlook courses and start learning at your own pace.

These courses are a great way to boost your productivity and stay organized throughout your studies.

Image from Microsoft Quick Guides

Accessing Outlook on the Web

You can access Outlook using any internet browser by going to office.com.

• On Windows 10, Outlook and other Microsoft 365 apps are only available via the browser.

• On Windows 11, Outlook and other Microsoft 365 apps can be accessed either through the desktop application or via the browser. Microsoft Edge, the default browser in Windows 11, is designed to work seamlessly with Microsoft 365

To open Outlook on the web:

1. Open your internet browser (Edge, Chrome etc).

2. Go to www.office.com.

3. Sign in with your University credentials.

4. Select Apps from the left-hand menu.

5. Click Outlook from the list of available Microsoft 365 apps. This will open in a new browser tab.

Accessing Outlook on Mobile

In line with Microsoft best practice, we recommend using the Outlook app available on the App stores for iOS and Android. The Outlook mobile app offers the richest functionality for accessing your work email and calendar and aligns to institutional information security guidance. It is also possible to configure personal email accounts and calendars to be used within the Outlook mobile app.

Outlook for Android

1. Open the Play Store on your Android device. 
2. In the search bar, type Microsoft Outlook. Tap on the app from Microsoft Corporation (with the blue Outlook icon), then tap Install. 
3. Once installed, open the Outlook app. On the welcome screen, tap Add Account. (View image)

4. Type in your full University of Portsmouth email address (eg. trainer.5@port.ac.uk) and tap Continue. 

5. If this screen displays tap 'Not Google' at the bottom. (View image)

6. Select 'Change account provider'. Choose Microsoft 365 from the list. (View image)

7. Enter your University password when prompted on the University of Portsmouth sign-in screen, then tap Sign in. 

8. Complete multi-factor authentication by opening the Microsoft Authenticator app and entering the code or approving the sign-in request.

9. When asked if you'd like to add another account, tap Maybe Later. 

10. You will now see your University email inbox. Tap the Email, Calendar, or Apps icons at the bottom to navigate Outlook.  (View image)

Outlook app for iOS

1. Open the iOS App Store. Search for and download the Microsoft Outlook app. (View image)
2. Open the Outlook App.
3. Select 'Add Account'. (View image)
4. Your account maybe found if it is not add your email address and then select 'Add Account'. (View Image)
5. The Add Another Account will be shown, select 'Maybe Later'. (View Image)
6. You will then have the options to enable notifications.
7. Your inbox will the display.
8. To view different folders in your inbox select your profile icon (top left). (View Image)
9. To display your calendar select Calendar from the menu bar at the bottom of the screen.
10.  To view different calendars select your icon (top left).

Outlook Settings

1. Click on your profile icon (top left).
2. Click on the cog icon which will displayed towards the bottom of the screen.
3. Setting options will display.
4. If your app is not syncing select Account, select your account and select Reset Account.

Creating folders to organise emails

Folders can be created which will help you organise your emails.

Note: emails can only exist in one folder.

1. Open Outlook.

2. In the Folder pane click on the '...' next to your email address.
3. Select 'Create New folder'.
4. The folder will display, type in a name for the folder and click on the 'tick'.
5. To customise the properties of the folder (adding a colour, renaming, adding to favourites and deleting) select the '... ' at the end of the folder name.

Creating Sub-folders

1. Right click on a Folder and select 'Create new subfolder'.
2. Type in a name for folder and click on the 'tick' to confirm.

Moving emails to a folder

1. Select the email(s) you wish to move by clicking on the selection check box.
2. Right click and select 'Move' and choose the folder you wish to move the email into.

Favouriting a folder

1. Right click the folder you wish to favourite.
2. Select 'Add to Favourites'.
3. The folder will now appear in the Favourites section.

Tips for Organising Your Outlook Folders

• Use Clear and Descriptive Names: Choose names that make it easy to identify the contents of each folder.
• Create a Logical Folder Hierarchy: Organise your folders in a way that makes sense for your specific needs and workflow.
• Set Up Rules for Automatic Sorting: You can create rules to automatically sort incoming emails into specific folders.
• Regularly Review and Declutter: Periodically declutter your folders to maintain organisation and efficiency.

Using Categories to organise emails

In Outlook, categories are labels you can assign to emails, tasks, and calendar events to help organise them by themes or topics. You can apply multiple categories to a single item, making it easier to sort and find related items later. Categories can be customised with different colours and names to suit your needs.

Creating Categories

1. Open Outlook.
2. Click on the 'Settings' cog.
3. Select 'Account' in the left-hand navigation panel.
4. Select 'Categories'.
5. To create a new category, click on the blue '+Create New' button.
   
6. Type in the category name.
7. Click on the 'Star' if you would like the category to appear in the folder pane.
8. Select a colour.
9. Select 'Save'.
   

Managing Categories

1. Open Outlook.
2. Click on the 'Settings' cog.
3. Select 'Account' in the left-hand navigation panel.
4. Select 'Categories'.
5. Your existing categories will be displayed with options after each category name:
   • Star: Click on the star to display in the folder pane
   • Pencil: To rename
   • Bin: To delete

Categorising an Email

1. Select the email(s) in the email list pane.
2. Right-click and select 'Categorise'.
3. Select the categories you wish to add to the email(s). Note: there is also an option to create a new category.
   

Tips for Using Categories

• Clear categories from an email: Right-click on the email, select 'Categorise', then select 'Clear All Categories'.
• Search for a category: Type the name of the category in the search bar. The category will appear in the results; click on it to display the associated emails.

Displaying Categories and Moving emails to a Folder

Note: Emails can have multiple categories, but they can only exist in one folder at a time.

Method 1: Using the search bar to display categories

1. In Outlook, click into the Search bar at the top. Type the name of the category you want to find and press Enter.
2. In the search results, look for the category, it will have a label icon next to it.
3. Click on the 'category' result to display all emails tagged with that category.
4. If you would like to move these emails to a folder, tick the select All button at the top of the pane.
5. To move these emails:

• Click Select All at the top of the message list.
• Right-click on any selected email, choose Move, and select the destination folder.

Method 2: Filtering categories 

1. Navigate to the folder you want to filter (e.g., Inbox).
2. At the top of the message list, click the 'Sort by' dropdown and select 'Category'.
3. Outlook will group emails by category. Use the arrows to expand or collapse each category group.
4. To move emails in a specific category:

• Click the first email in the group.
• Hold down Shift and click the last email to select all in that category.
• Right-click the selection, choose Move, and select the folder you want to move them

Creating a Search Folder to display categorised email

Search Folders in Outlook are virtual folders that provide a view of all email items matching specific search criteria. They don’t move or duplicate emails but offer a convenient way to access categorised or filtered messages. The instructions below show to create a Search Folder for categorised emails:

1. Open Outlook mail.
2. In your folder pane, scroll down to Search Folders.
3. Right-click on Search Folders and select 'New Search Folder'.
4. In the 'Select a type' field, select 'Categorised email'.
5. Type in name for the folder in the 'Search folder name'.
6. Add the categories that you would like to display in this folder.
7. Select the 'Create' button.
8. The Search folder will have been created under the 'Search folder'.
9. To favourite the Search folder, right click on the Search Folder and select Add to Favourites.

Sort, filter and search for emails

Sorting and filtering emails in Outlook can help you manage your inbox more efficiently.

• Sorting changes the order of all emails in your inbox based on the selected criteria
• Filtering displays only the emails that match the specified criteria, hiding the rest

Sorting email

1. Click on the 'Sorted' icon (up and down arrow) at the top of the message panel.
2. Select a criteria to sort the email by, you can also select Oldest or Newest on top.

Filtering email

1. Click on the 'Filter' Icon at the top of the message panel.
2. Select a Filter option.
3. The 'Filter' Icon will change indicating that the filter is on, to turn off click on the 'filter' button.

Searching for email

1. Type a keyword into the Search bar.
2. Select the 'Email' Tab.
3. Select Enter on the keyboard to view all results.
4. To remove the search click on the 'Exit Search arrow' in the search bar.
5. You can also use search terms in the search bar:

• To: Searches the recipient's field e.g., To: JaneDoe
• Subject: Searches the subject line e.g., Subject: report
• Body: Searches the email body e.g., Body: project
• HasAttachment: Filters emails with attachments e.g., HasAttachment: Yes
• From: Searches the sender's field e.g., From: JohnDoe

Searching for a Category

1. Type the name of the category in the search bar and press enter on your keyboard.
2. The category will display with label icon next to it.
3. Click on the category to display the emails assigned to it.

Specifying which folder to search for in Outlook

By default when you search using the Search bar, Outlook will search all folders .

If you select the dropdown arrow you can limit the search to a particular folder (note the dropdown will show all the folders you have created but not sub-folders).

'Safe Sender' and 'You don't often get email' alerts

Outlook has AI embedded that will alert you if you don't normally get mail from someone so that you can then take more time to assess that email in case it is a phishing email.  

Once you receive a few emails from that address then the message will disappear.

If the email is from an external account you will see this prompt when you open the email

Select Trust Sender to view the email.  The email will then be placed in your Trusted Sender list which is available by selecting Settings (cog), select Email and then Junk Mail. 

Read Emails Appearing as Unread After being Moved

If you open an email and move it to a new location, such as a folder, before it has been marked as read, Outlook will continue to display it as unread in the folder. This can lead to confusion about how many unread or outstanding emails you actually have.

To prevent this, you can change when Outlook marks emails as read in the Reading Pane.

1. Select the Settings icon in the top-right corner.

2. Click Email, then select Message handling from the left-hand menu.

3. Under Mark as read, choose one of the following:

   • Mark displayed items as read as soon as they're selected (recommended if you want emails marked read instantly)

   • Or choose another option, like after 5 seconds or when the selection changes

   • (Optional) Untick Always keep items unread unless I explicitly mark them as read if it’s enabled.

Configure your Notifications

Notifications in Outlook are alerts that inform you about new emails, calendar events, tasks, and other updates. These notifications can appear as pop-ups, sounds, or badges on the Outlook icon, helping you stay informed about important activities and messages. 

1. Open Outlook.
2. Click on the 'Settings' cog (top right).
3. Select 'General'.
4. Select 'Notifications' and expand each section to see the various options.
5. Set options as required.
6. Select 'Save' to apply.
7. Close the dialogue box by clicking on the X (top left).

Tip: After making changes to your Outlook settings, it's a good idea to close and reopen the application to ensure the updates take effect properly

Default inbox Layout

When you first open Outlook, the default layout may show only the list of emails without a reading pane, where the message content is displayed alongside the inbox. You can enable the Reading Pane so you can preview emails without opening them in a new window.  

1. Open Outlook.
2. Click on the 'Settings' Cog.
3. The Settings screen will display, select 'Email'. 
4. Select 'Layout' and scroll down to 'Reading pane' section.
5. Choose one of the following options: 
   • Right – shows the email content on the right side of the list.  
   • Bottom – shows the content below the list.
   • Off – hides the reading pane (default in some setups).
6. Select 'Save' to apply the settings.

Composing and Replying to email: Undo send

1. Select 'Settings' Cog which can be found in the top right corner.
2. The Settings screen will display select 'Email'.
3. Select 'Compose and reply'.
4. Scroll down to 'Undo Send'.
5. Use the slider to specify the amount of time you have to recall the email.
6. Select 'Save' to apply.

Dark Mode

1. Select 'Settings' Cog which can be found in the top right corner.
2. The Settings screen will display, select 'General'.
3. Select 'Appearance'.
4.  Select 'Dark Mode'.
5. Select 'Save' to apply.

Customising the Ribbon

Outlook offers two toolbar display options, Classic and Simplified allowing you to choose the layout that best suits your working style.

• The Classic Ribbon displays a full set of commands across multiple tabs.
• The Simplified Ribbon offers a cleaner, more streamlined layout with fewer visible options to reduce clutter and focus on key tool.

1. Open Outlook.
2. Locate the dropdown arrow at the far right end of the Ribbon (shown in the image below).
3. Click the arrow and choose between 'Classic ribbon' or 'Simplified Ribbon'.

Working with Outlook emails - minimised emails

In Microsoft Outlook, emails become minimised into tabs at the bottom of the window when you open multiple messages or items (like emails, calendar events, or tasks) in separate windows. This feature has been designed to reduce window clutter and make multitasking within Outlook more manageable.

1.  Double-click to open an email in your inbox, the email will display in it's own window,  the email will become minimised if you view another item in Outlook.
2. To view a minimised item hover over the outlook icon, thumbnails will display of open items, click on a thumbnail to open the item.
3. Right-click a tab and select close or use the “X” on the tab itself.

Composing and sending emails

Drafting and sending an email in Outlook is simple and efficient. Additionally, Outlook offers enhanced formatting options, including the ability to insert tables and check accessibility.

1. Open Outlook
2. Select the 'Home 'ribbon is selected.
3. Click the blue 'New Email' button (top left)
4. Complete the To, Cc (optional), and Subject fields.
5. Compose Your Message: Type your message in the main body area.
6. Select the 'Format Text ribbon to format your text (bold, italic, underline, etc.).
7. Select the 'Insert ribbon' to attach files and add links.
8. Select the 'Message' ribbon, click on 'Editor; to check spelling and grammar.
9. Click the 'Send' button.

Note: If you cannot see all the options mentioned above, click on the ... at the end of the ribbon.

Replying to emails 

1. Open Outlook.
2. Click on the email you want to reply to.
3. Click on the Reply button at the top of the email or the Reply to message arrow on the Home ribbon.
4. To reply to all click on the Reply All button at the top of the email or the Reply to arrow on the Home ribbon.
5. Compose your reply.
6. Click the Send button.

Report emails as phishing & junk

Phishing emails

• What they are: These are fraudulent messages designed to trick you into giving away sensitive information like passwords, credit card numbers, personal or work details details.
• How they look: They often pretend to be from trusted sources (like banks, delivery services, or even your company) and may include urgent language like “Your account will be locked!” or “Click here to verify

Junk email

• What they are: These are unwanted or spam messages, usually promotional or irrelevant to you. They’re not necessarily dangerous, but they clutter your inbox.
• How they look: They might be ads, newsletters you didn’t sign up for, or repetitive marketing emails.

1. Open Outlook.
2. Right-click on the email.
3. Select the 'Report' (shied with an exclamation mark).
4. Select either:

• 'Report junk' - the email will be removed and placed in the Junk email folder.
• 'Report phishing' - the email will be moved to your Deleted items folder

Please note: There is no way to customise the order the options are displayed in Outlook.

Flagging emails that require action

Flagging emails identifies emails that are important or that need follow up actions by a date.

Flagging an email

1. Hover over the email in the message list pane.
2. Select the 'Flag' icon.
3. To mark the email as complete click on the 'Flag' icon. A tick will display indicating that the flag has been completed.
4. Flagged emails also appear in Microsoft To do in Flagged email.

Flagging an email with a due date

1. Open the email.
2. Select the 'Home' Tab.
3. Click on the dropdown arrow next to the 'Flag' and choose a date option.
4. To mark the email as complete click on the 'Flag' icon a tick will display indicating that the flag has been completed.
5. Flagged emails also appear in Microsoft To Do in Flagged email, a flag that is due today will also appear in My Day.

Viewing all Flagged email

Option 1 using a filter in Outlook:

1. Click on the 'filter 'button at the top of the email list pane.
2.  Select 'Flagged'.

Option 2 viewing in Microsoft To do:

1. In the navigation pane select 'To do'.
2. Select 'Flagged emai'l.

Removing a Flag

1. Hover over the email in the email list pane.
2. Right click on the 'Flag' and select 'Clear'.

Creating a Microsoft To Do task from an email

1. Click on an email to open it.
2. Open To do by clicking on the 'To Do' icon top right (near the settings cog).
3. Click on the 'To Do' tab.
4. Click and drag the email to the 'To Do' tab.
5. Drop it in the 'Add as a Task Section'.

Using Sweep to manage your inbox

The Sweep feature in Outlook is a tool designed to help you quickly manage and organise your inbox by automatically handling emails from specific senders. It provides several options for dealing with unwanted or less important emails, making it easier to keep your inbox clutter-free.

1. Select an email message from the sender whose messages you want to manage.
2. Ensure the 'Home' ribbon is selected and select 'Sweep'.
3. The Sweep settings screen will open.
4. Select an appropriate option.
5. Choose an appropriate folder in the 'Move To' field.
6. Select 'OK'.

Pinning emails for quick access

A pinned email is a message that has been marked to stay at the top of your inbox or folder for easy access. Pinning is typically used to highlight important emails that you want to keep visible, such as reminders, key information, or ongoing conversations. Unlike regular emails that move down as new messages arrive, pinned emails remain fixed in place until you choose to unpin them.

1. Hover over the email in the email list.
2. Select the 'Pin' icon.
   
3. To unpin, click the 'Pin' icon again.

Quarantined emails in Outlook

Quarantined emails are messages that Microsoft’s security systems have flagged as potentially harmful or suspicious. Instead of delivering them to your inbox, Outlook places these emails in a secure quarantine area to protect you from threats like phishing, malware, or spam.

Below is a screenshot of how quarantined messages will be shown in your inbox.

If you take no action the emails will be deleted after 15 days.

Message Options:

1. Select the Review Message button this will open the Security portal.
2. Your quarantined emails will be displayed in a list.
3. Select an email by clicking in the checkbox next to it, you then have options across the top of the screen including, Release, Delete Message and Preview Message.

Warning: Only release messages if you are completely sure they are from a reliable source.

Creating and sharing a new calendar

Creating a calendar

1. Open Outlook and select 'Calendar' in the App Pane.
2. Select 'Add Calendar' (under the mini calendar).
3. A pop screen will display select 'Create Blank Calendar'.
4. Add a 'Calendar Name'.
5. Select a 'Colour'.
6. Select a 'Charm'.
7. From the dropdown menu either Select Add to My Calendars / Others calendars / People's calendars.
8. Select 'Save'.

To Share a Calendar

1. Click on the '...' next to a calendar name and select 'Sharing and permissions'.
2. Enter the email address of the person you wish to share the calendar with.
3. Select the permission level from the dropdown menu.
4. Select 'Share'.
5. The recipient will receive an email inviting them to accept the shared calendar.
6. The calendar will be available in Calendar under 'People's Calendar'.

Sharing your personal calendar in Outlook

By default, your Outlook calendar will soon show the time, subject and location details of appointments to students and staff, however in addition to marking individual appointments as private, there are different levels of permission you can assign to your peers for your entire calendar:

• Can view when i'm busy
• Can view titles and locations
• Can view all details
• Can edit
• Can delegate (Schedule meetings for you, respond to meeting invitations in your name, receive meeting-related emails, like invites and responses as if they were you and edit your calendar). You can also delegate access to people inside the organisation.

1. Open Outlook.
2. Select 'Calendar'.
3. Select the '... 'next to your calendar.
4. Select the 'Sharing and Permissions'.
5. A form will display, type the email of the person you wish to share your calendar with.
6. From the drop down menu select the level of permission you wish to grant the person you are sharing your calendar with.
7. Select 'Share'.
8. The recipient will receive an email informing them that you want to share your calendar, they will need to click on Accept to access your calendar.
9. The calendar will display under 'People's Calendar'.

Viewing Free/Busy Information

In Outlook Calendar, you can easily check when your peers or staff are available. This is useful for arranging group work, tutorials, or meetings with lecturers.

When creating an event in Outlook, use the Scheduling Assistant to see each person's free/busy times. This helps you find a time that works for everyone without needing to message back and forth.

1. Open Outlook Calendar.
2. Create a new event and add the people you want to invite.
3. Select Scheduling Assistant from the toolbar.
4. View each person’s free/busy status and choose a time that suits all attendees.

All students and staff using Outlook can see each other’s free/busy information, making it simple to arrange meetings.