Working with Outlook

The Personal Productivity project aims to transition staff from using Google mail, calendar, chat and meet to equivalent Microsoft products — Outlook, Teams and OneDrive. The project is separated into two parts that will be delivered in series:

• Part 1: Email, Calendar, Messaging & Meetings – the migration to Outlook and Teams.
• Part 2: File Storage – the migration to OneDrive.

This article will help you with part 1 and we also have a Working with OneDrive article. 
 
You will receive an email explaining when your migration from Google Mail and Calendar will happen.

The migration will:

• Automatically copy over the last 5 years worth of Google emails and calendar events to Outlook.
• Labels will be copied over - they will become categories in Outlook. You can find more on categories in the 'How-to guides for Outlook Mail' section below under 'Using Categories to organise emails'.
• Copy over any calendars that you have created.
• Give you access to any delegate email accounts you have access to in Gmail.

More information on what to expect after migration, including frequently asked questions, can be found on the Modern Work Programme Information Site.

Preparing for your Migration

To help ensure a smooth transition, we recommend completing the following steps before your migration:

Step 1: Label any emails older than 5 years that you wish to keep

By default, only emails from the past 5 years will be migrated to Outlook. If you have older emails you'd like to keep, you can label them with _MWP_5Plus_YRS. This label will be created for you automatically before the migration begins.

1. Open Google Calendar.
2. Hover over the email and right click.
3. Select 'Label As' and select the _MWP_5PLUS_YRS label.  The label will appear towards the top of your label list.

Tip: To quickly find emails older than 5 years, type older_than:5y in the Gmail search bar.

Step 2: Delete any labels that you are not using

Take a moment to review your Gmail labels and remove any that you no longer use. This will ensure only relevant labels are carried over to Outlook and will make it easier to manage your inbox.

1. Open Google Mail.
2. Select the 'Settings' (cog top right).
3. Select 'See all settings'.
4. Select the 'Labels' Tab,  this will give you an overview all the labels that you have created in Google.
5. Scroll down to 'Labels'.
6. Select 'Remove' to delete the label if you do not require it anymore.

Step 3: Delete any unwanted emails

Now’s a great time to do a final clean-up of emails you no longer need. Here are a few quick searches you can use in the Gmail search bar to find and delete common types of clutter:

• Calendar notifications: Search for Subject: Invite
• Out of Office emails: Search for Subject: Out of Office
• All Staff emails: Search for Subject: "All Staff"
• Service desk emails: From: servicedesk-group@port.ac.uk

The Digital Declutter article contains more advice about managing your data.

Step 4: Remove any unused calendars 

If you’ve created calendars in Google that you no longer use, you can delete them before the migration.

1. Hover the calendar, click on the '...'
2. Select 'Settings and Sharing'.
3. Scroll to the bottom of this page and select 'Delete'.

Step 5: Delete any delegate email accounts no longer in use

If you are the owner of a delegate (shared) email account that is no longer required either call the service desk or raise a ticket to get the account deleted.

More information on what to expect after migration, including frequently asked questions, can be found on the Modern Work Programme Information Site.

LinkedIn Learning Training

As a member of staff you currently have access to LinkedIn Learning. For information on how to access LinkedIn Learning  view this article.

Useful courses

Outlook Essential Training (M365)

Outlook Tip & Tricks

Training

The following courses are available through the 'Modern Work Programme Learning Plan: Essential Training for M365'.  The courses have been designed to help you build confidence and capability with Microsoft 365 tools:

• Essential Outlook:  A quick-start session covering the key features of Outlook Mail and Calendar to help you get up and running smoothly.
• Deeper Dive Outlook Mail: Learn how to manage your inbox more efficiently using tools like Quick Steps and Sweep, along with other helpful tips.
• Deep Dive Outlook Calendar:  Explore advanced features such as setting up recurring meetings, creating scheduling polls, managing meeting options, and building a booking page.

Accessing Docebo

1. Open a web browser.
2. Navigate to Docebo.
3. Select the Blue 'Single Sign-on' button.
4. The Docebo 'User homepage' will display, select the 'Explore' button on the 'My Learning Plans tile'.
5. Select the the 'Modern Work Programme Learning Plan: Essential Training for M365' to enrol on scheduled sessions.

Note: The transformation project is being delivered in batches. You will gain access to the Learning Plan approximately one week before your migration date.

If you need assistance finding these courses email digitalskills@port.ac.uk.

What is Coexistance?

As we transition from Google to Outlook staff email accounts will be migrated in batches. During this time, both Google and Outlook will be in use across the University which may require some temporary adjustments to how we work. We appreciate your patience during this phase, this article contains guidance to assist with this phase. Once the migration is complete, everyone will benefit from a more streamlined, integrated, and efficient email experience.

The Modern Work programme has some more Information on coexistance:

Coexistance of Google and Microsoft

What to expect after migration

Working Across Google and Outlook Calendars

As we transition from Google to Outlook, some colleagues will still be using Google Calendar while others will have already transitioned to Outlook. During this temporary period of coexistence, please follow these steps to ensure a smooth and reliable calendar management experience

For Outlook Users (already migrated): 

1. Check your colleagues’ availability in Google Calendar before scheduling a meeting.  You can still view Google Calendar events, even though your own calendar is now in Outlook. 
2. Once you’ve confirmed availability, create the meeting in Outlook and invite your colleagues who are still using Google Calendar. 

✅ When you send an Outlook invite to someone still using Google Calendar, it will automatically appear in their Google Calendar once they accept the invite. 

⚠️ If you make any changes to the meeting (time, location, etc.), let your Google Calendar invitees know. Their calendars may not update automatically when the changes are made. 

 For Google Calendar Users (not yet migrated): 

1. You won’t be able to see Outlook users’ availability in Google Calendar. Before scheduling a meeting, contact the Outlook user directly to confirm when they’re free. 
2. Once availability is confirmed, create the meeting in Google Calendar as usual and invite the Outlook user. 

✅ They will receive the invite by email, and once they accept it, the event will appear in their Outlook calendar. 

⚠️ If you make any changes to the meeting (time, location, etc.), let your Outlook Calendar invitees know. Their calendars may not update automatically when the changes are made.

Viewing Free/ Busy Information

Checking colleagues availability will depend if they have moved to Outlook or still on Google. 

• For colleagues who have already migrated to Outlook, you can view their free/busy availability directly using the Scheduling Assistant in Outlook. See guidance in the 'Create an Event' section in this article.
• For colleagues still using Google Calendar, you will need to to log into Google Calendar and check their availability.

1. Open your Google Calendar. 
2. If you do not have your colleagues calendar already displayed, type their name 'Search for people field' under the mini calendar on the left. 
3. Their calendar will displayed. 
4. Once you’ve identified a suitable time, return to Outlook to create and send the meeting invite. 

Once all users are fully migrated to Outlook, this workaround will no longer be necessary—free/busy visibility will work seamlessly across the organisation. 

Making sure your meetings are Teams ready

To take full advantage of Microsoft Teams integration in Outlook, such as the “Join” button shortcut in calendar events, you’ll need to ensure that your meetings are set up as Teams Meetings. 

To make it easier to join teams meetings consider resending with Teams Meeting toggled on. 

1. Open the meeting in your Outlook calendar. 
2. Click on 'Edit' which is top left of the Event form.
3. Delete any existing Teams Meeting link text in the details of the event.
4. Toggle 'Teams Meeting' on. 
5. Click 'Send Update'  to resend the invitation with the integrated Teams link included. 

Outlook Room Bookings

Please note that as from the 17 June 2025 the following rooms are bookable from Outlook:

• Room 1.27
•  Huddle Rooms 1.24, 1.25, 1.28, 2.33 & 2.34

Note: These rooms are no longer bookable in Google.

If you are member of Science and Health and wish to book Room 1.27 please email Mollie Wingham and she will make the booking on your behalf.

All other rooms in St Andrews Court  (including the Video Conf Suite Unit 1 Floor 0 Room 30, and  the SAC Zoom Room Unit 5 Floor 0) remain in Google and will be bookable via Google as before.

Migrated emails

Email Warning

When your first start using Outlook may get notifications when you receive email that 'You do not usually get emails from this sender'. These will reduce over time as Outlook learns who normally sends you email. 

Important icon !

Migrated emails may be shown with a red exclamation mark which signifies the email is important. To remove the Important icon click on an individual email just click on the '!' icon.

Flagged Icon

Emails that have been migrated may appear with a red flag icon, indicating they are marked for follow-up. To remove the flag, please follow the steps outlined below:

1. At the top of your inbox select click on the 'filter' icon.
2. Select 'Flagged' from the dropdown list.
3. Select the first email (hover over the email and tick the checkbox).
4. A 'Select All' checkbox will appear at the top of the inbox (checkbox with small square inside), select this.
5. On your Home ribbon select Flag.
6. The flags should disappear.

Migrated Calendars

Shared Calendars

If you had shared your calendar in google with a colleague you will need to reshare once the recipient has  been migrated to Outlook. For more instructions see the 'Sharing your Calendar' section in this article.

Colour Coded Google Calendar Events

If you used colour-coded events in your Google Calendar, it’s important to know that these do not automatically transfer to Outlook during migration. You will need to recreate the colours using categories in Outlook and manually apply to your existing events in  Outlook calendar. For instructions see the 'How to create an event' and 'Using Categories' sections in this article. 

Meeting Room Booking

This is not currently available in Outlook, a solution is being worked on and we will let you know when this is ready.

Image from Microsoft Quick Guides

Outlook web

1. Open a browser, for Windows11 the recommended default browser is Microsoft Edge, as it is designed to work seamlessly with M365 and Teams.
2. Navigate to Office.com and log in using your University credentials.
3. Click on the 'app launcher' and select Outlook.
4. Outlook will open in a new tab.

Outlook desktop app on Windows 11

1. Click on the Start menu.
2. Type in Outlook in the search bar at the top.
3. Outlook will display - you may have two versions of Outlook listed, select Outlook (not Outlook Classic) click to open the application.
4. A wizard will open.

Step 1: In the 'Welcome to new Outlook' screen type in your University email address and click on Continue.

Step 2: The 'Sync your Gmail account' screen will display select Cancel.

Step 3: The 'Welcome to the new Outlook' screen will display again, select Advanced Setup.

Step 4: The 'Select your email provider' screen will display, select Microsoft 365.  

• You may need to re-authenticate and sign in with your email address and password.
• You may also be asked to authenticate via multi-factor authentication (MFA).

Step 5: A Setting things up screen will display for a few seconds.

Step 6: Outlook will open.

Note: If your calendar is not displayed check that the calendar radio button is selected.

Outlook desktop app on Windows 10

While you can open Outlook using the desktop app on Windows 10, it will launch in the Classic version rather than the New Outlook experience. For the best experience, we recommend accessing Outlook through a web browser.

Set up your email signature

An email signature in Outlook is a block of text automatically appended to the end of your emails. You can create multiple email signatures in Outlook and choose which one to use when sending an email.

Current signature guidance can be found on page 12 of the email policy for staff.

1. Open Outlook.

2. Click on the 'Settings' cog (top right).

3. Select 'Account'.

4. Select 'Signature'.

5. Click the '+ New Signature'.

6. Enter a 'Signature Name'.

7. Enter your signature details in the text box.

8. Click on 'Save'.

Set up your working hours and location

Setting your working hours and location will help colleagues schedule appointments and contact you at appropriate times.

1. Open Outlook.
2. Click on the 'Settings' cog (top right).
3. Select 'Calendar'.
4. Select 'Work hours and location'.
5. Select the checkboxes for the days you work, input your working hours, and choose your work location.
6. Select 'Save'.
7. Close the dialogue box by clicking on the X (top left).

Creating Out of Office Events in Outlook 

An Out of Office event in Outlook is a calendar entry that indicates you’ll be unavailable for work during a specific period. Colleagues will be alerted to this when they try and schedule a meeting with you.

Method 1: Creating a Out of Office Calendar Event

1. Open Outlook.
2. Select 'Calendar' from the navigation bar on the left.
3. Double click in the calendar on the first day of your absence.
4. A 'New Event' Form will display.
5. Type a title in the 'Add a title field'.
6. Toggle on the 'All day' button if required.
7. Select the number of days you will be absent for.
8. On the toolbar at the top, select the drop down arrow under 'Free'.
9. Select 'Out of Office'.
10.  Select 'Save' to finish.

Method 2: Creating an Out of Office Event using your Work location

1. Open Outlook.
2. Select 'Calendar' from the navigation bar on the left.
3. Locate the first day of your absence and click on the work location icon.
4. Select the drop down arrow next to your working location.
5. Select 'Set out of office'.
6. Type in a title in the 'Add a title' field.
7. Select the dates that you will be absent.
8. If you are away for multiple days, ensure the 'All day' button is on.
9. Select 'Save' to finish.

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).

Comparing Inbox Management in Outlook and Gmail

Migrating to Outlook is a great opportunity to rethink how you organise your inbox. While the tools are a bit different from what you're used to in Gmail, Outlook offers powerful features to help you stay on top of your messages.

Gmail

In Gmail, you used labels to organise your emails. You could apply multiple labels to a single message, the email would appear under each of those labels, like placing one document in several folders at once.

Outlook

Outlook uses a combination of folders and categories:

• An email can only be stored in only one folder at a time.
• However, you can apply multiple categories (color-coded tags) to an email, allowing you to group and find messages across different contexts.

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

You can categorise emails with multiple categories in Outlook, which is the closest feature to Gmail labels. Categories however do not put emails into folders.

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 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 pan
   • Pencil: To rename
   • Bin: To delete

Categorising an email

1. Select 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' and select 'Clear All Categories'.
• Searching for a Category: Type the name of the category in the search bar, the category will appear in the results, click on the Category and the emails will display.

Customise the interface

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'.

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.

Displaying Declined Meetings in Outlook

Any meetings you previously declined in your Google calendar will not appear in your Outlook calendar after the move. This is expected behaviour and not a fault with the migration.  In Outlook you can specify if you want to see declined events in your calendar by following the steps below:

1. Click on Settings cog in the top right corner.
2. Select 'Calendar'.
3. Select 'Events and Invitations'.
4. Scroll down and select the 'Show declined events on your calendar' checkbox.
5. Select 'Save' to apply.

Creating an Event in Outlook

In Outlook, an event is a calendar entry used to block out time for activities such as meetings, appointments, or focused work. Events help you manage your schedule and coordinate with others by reserving time and sharing availability.

These instructions will guide you through the process of creating a new event in Outlook, including how to fill out the event details, use the scheduling tools, and customise event settings to suit your needs.

This will start by completing the Event Options section, followed by an overview of the Event Toolbar and the Scheduling Assistant, a powerful feature that helps you find the best time for your attendee.

Creating a new Event

1. Open Outlook.
2. In the App pane select Calendar.
3. Double click in the calendar on the day and at the approximate time for the event.
4. A 'New event' form will display, if a smaller pop-up form appears select 'More options' to display the 'New Event Form'.

Event Options

1. Select the Calendar you wish to put the event in. 
2. Type a Title for the meeting.
3. Toggle the 'Teams Meeting' button if required.
4. In the 'Invite attendees' field add the email addresses of attendees.
5. Click on 'Optional' to invite optional attendees.
6.  Enter the time and date for the meeting.
7.  If the meeting is recurring select 'Make recurring' and enter details.
8.  Toggle the 'All Day 'button if required.
9.  Enter a 'Room or location' if required. Please the 'Outlook Room Booking' section in this article for more information. 
10.  Toggle the 'In-person' button if required.
11.  Type in a message if required.

Event Toolbar

The Event Toolbar at the top also displays options:

1. Response Options: Allow you control Request responses, Allow forwarding,  Forwarding and Hide attendee list.
2. Busy: How that time is shown in your calendar. 
3. Notifications: Managing notifications for this event.
4. Categorise: Apply a category to the meeting.
5. Private: Allows you to set the meeting as private.
6. Scheduling Poll: Creates an email requesting people to vote on the best time for an event.

Scheduling Assistant

The Scheduling Assistant in Outlook is a powerful tool designed to help you find the best time for meetings by checking the availability of all attendees.

1. When creating an Event select the 'Scheduling Assistant' tab.
2. The Scheduling Assistant will display a grid showing the availability of all attendees. 
3. Adjust the meeting time by dragging the vertical bars to a slot where all attendees are available. 

Send the Event

1. Click on 'Send' to send the invite.

1. Adding a Migrated Shared Mailbox to Outlook

In Google, you may have had access to a shared (delegate) inbox. The project team will gather details of these accounts prior to your migration to Outlook. Once both your individual account and the shared mailbox have been migrated, adding it in Outlook is a straightforward process.

Note: In some cases, the shared mailbox may appear automatically in Outlook. If this happens, no further action is required.

1. Select 'Add shared folder or mailbox'.
2. A form will display type in the email address for the inbox.
3. Click on 'Add'.
4. The email account will be available under 'Shared with me'.

Working with a Shared Mailbox in Outlook

A shared mailbox allows multiple users to read and send emails from a common email address, making it ideal for team collaboration.

Accessing the Shared Mailbox

1. Open Outlook
2. Locate the shared inbox, it will be in your 'Shared with me' folder under your work email address.
3. Click on the 'expander arrow' to show all the folders in the shared mailbox.
4. Click on the 'Inbox' to display the emails.

Sending an email from a Shared Inbox

1. Open the shared email inbox.
2. Select 'New' top left of the Home ribbon.
3. Compose the email as normal
4. Select the email account you wish to send the email from from the dropdown list next to the 'Send' button.  

Note: If you do not see a dropdown list select the 'Options Ribbon' and select 'From' to enable the functionality.

Using Categories on a Shared inbox

1. Hover over the email, right-click and select 'Categorise', choose a category or select 'New category' to add a new category.

Note: this will show the categories you have created for the shared inbox and not the categories you have set up for your work email.

Tips:

• Always send replies from the shared mailbox, not your personal account.
• Use categories or initials to indicate who is handling a message.
• Regularly check the mailbox to ensure timely responses. 

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.

Snooze an email to reappear later

Snoozing an email in Outlook is a feature that allows you to temporarily remove an email from your inbox and have it reappear at a later time. This can be particularly useful for managing emails that you want to address later without cluttering your inbox.

Method 1

1. Right click on the email and select 'Snooze'.
2. Select an appropriate option.

Method 2

1. Open the email.
2. Ensure the 'Home Ribbon' is selected and click on the 'Snooze' icon (clock symbol).
3. Select an appropriate option.

Note: The Snoozed email will be stored in a Snoozed folder that appears above your inbox.

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
   

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'.

Creating a Contact List

A contact list in Outlook is a collection of email addresses grouped together under a single name. This allows you to send emails to multiple recipients at once without having to enter each email address individually.

1. On the App pane select 'People'.
2. Select the dropdown arrow next to 'New Contact' top left.
3. Select 'New contact list'.
4. Type in a name for the list.
5. Add at least one email address, select 'Add' to enter additional accounts.
6. Add an optional description.
7. Select ''Create.

Sending an email to a Contact List

1. Create a new email.
2. In the 'To field' type in the name of the Contact List.

Managing people in a Contact List

1. On the app pane select 'People'.
2. Select Your 'Contact lists'.
3. Select the list you wish to edit.
4. Select 'Edit' to remove or add people to the Contact list.
5. Click on 'Save'.

Working with Shared email accounts

Shared email accounts are known as delegate email accounts in Google.

Viewing emails in a shared email account

1. Shared email accounts will display in the folder pane (towards the bottom).
2. Click on the expander arrow to fully display.
3. Select the inbox this will display the emails.

Send an email from a shared email account

1. Select the shared email account (instructions above).
2. In the Home Tab select 'New Message'.
3. Type the email.
4. In the 'Options' ribbon tick the 'Show From' box.
5. A drop down menu will display next to the 'Send 'button, select the appropriate email address.
6. Click on Send.

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.

Schedule an email to be sent in the future

Scheduling an email to be sent later in Outlook is a handy feature that allows you to compose your message now and have it sent at a specific time in the future.

1. Compose an email.
2. Click on the dropdown arrow next to the 'Send' button.
3. Select 'Schedule Send'.
4. Select 'Customised Time'.
5. Enter a date and time.
6. Select 'Send'.
7. Scheduled emails will appear in 'Draft' folder until they are sent.

Settings in Outlook Web and the Desktop App

Some settings in Outlook on the Web (OWA) do not to apply to the Outlook desktop app, and vice versa. We recommend you either allocate some time to set both desktop app and outlook on the web to fit your needs as soon as you migrate, or you initially set the version you’re likely to use the most. 

What Syncs Across Both 

• Mailbox rules 
• Automatic replies (Out of Office) 
• Folder structure and email content 
• Categories (if using Microsoft 365) 
• Signatures (if using the new unified signature feature) 

What Stays Local (Desktop Only) 

• Reading pane layout 
• Message preview lines 
• Notification settings 
• Custom views and conditional formatting 
• Add-ins installed locally 

 What Stays Web-Only 

• Web-specific themes and appearance 
• Focused Inbox toggle (can be different per client) 
• Some calendar and notification settings 
• Quick actions (like swipe gestures on mobile) 

Set up Automatic Replies and Out of Office notifications

The Out of Office feature in Outlook allows you to set an automatic reply to incoming emails when you are unavailable, such as when you are on leave, sick leave, or attending a conference.

1. Open Outlook.
2. Click on the 'Settings' cog (top right).
3. Select 'Account'.
4. Select 'Automatic Replies'.
5. Toggle on 'Turn on Automatic replies'.
6. Select 'Send replies only during a time period'.
7. Set the Start and End dates and times.
8. Three options will display
   • Block my calendar for this period: Select this and a text box will display where you can type a title.  Selecting this option will make you unavailable in your calendar
   •  Automatically decline new invitations for events that occur during this period
   •  Decline and Cancel meetings during this period.  If you select this option your meetings  that have been arranged will  display.  All the meetings will be selected and will be deleted from your calendar,  If you want an event to remain remove the tick to deselect.
9. Add a message in the text box.
10.  You also have the option to send replies outside of your organisation, if you select this a second text box will become active where you can type your message
11.  Click on 'Save'.

Using Templates for email

In Outlook you have the option to create and use email templates.

Method 1: Using My Templates

1. To do this, start by composing a new email.
2. On the 'Insert' ribbon, select 'Apps', followed by 'My Templates'.
3. A panel will appear, allowing you to create and insert basic templates for future use. Note: this feature has a size limitation of 32KB. 

Method 2: Using your Draft Folder

As an alternative, you can compose your email and save it in your Drafts folder. To do this,

1. Create your email.
2. On the 'Options' ribbon, select 'Save Draft'.
3. You can then access the email from your 'Draft' folder.

Mobile Guidance coming soon

Image from Microsoft Quick Guides

Monitoring the attendance of an Event

1. Double click the event in Outlook.
2. The tracking panel will display on the right which will display who has accepted or not.

Editing an Event

1. Double click the event to open it.
2. Click on the 'Edit', top left button and make changes.
3. Click on 'Send'.

Team Meeting Options

When creating meetings in Outlook, the creator has the option to make the meeting a Microsoft Teams Meeting. The following options are available for Team meetings:

1. Open the meeting in your Outlook calendar.
2. Scroll down to the link 'For organisers: Meet options', open the link.
3. A new tab will open where you can select meeting options. Note some options may be locked by admin.

Meeting Access

Roles

Production Tools

Participation

Recording and Transcription

Copilot and other AI

Accessibility

Information taken from Microsoft support

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 work calendar in Outlook

You may wish to share your calendar with a colleague, there are different levels of permission you can assign to your colleagues:

• 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'.

Creating a Personal Booking Page

Outlook’s Personal Booking Page is a convenient and professional way to manage appointments and meetings. It allows others to view your availability and book time with you directly, without the need for back-and-forth emails. Whether you're scheduling one-on-one meetings, consultations, or catch-ups, your booking page streamlines the process by syncing with your Outlook calendar in real time.

1. Log into Office.com and open calendar. (Booking Page is not available in the desktop version of Outlook)
2. Click on 'Go to my booking page' which you will find under the mini calendar.
3. Your personal booking page will display (note shared booking pages are not available at this time).
4. Select '+Create Meeting Type'.
5. Type in a 'Title'  such as 1:1 meetings.
6. Add a 'Category' if required from the dropdown menu.
7. Add a messages in the 'Book time with me' field.
8. Toggle on the 'Teams meeting'.
9. Select the length of meetings.
10.  Select the type of meeting, 'Private' or 'Public'.
11.  Select 'Use Customised Availability Hours'.
12.  Tick 'Only during the following date range'.
13.  Customise the Bookable times (delete and add time slots as required, you can add multiple time slots for a day). 
14.  Show 'Advanced Items' and select as appropriate. 
15.  Select 'Save'. 
16.  Click on 'Share a copy the code' to send to people. 
17.  You will receive an email alerting of a booking – it will also appear in your calendar.

Outlook Room Bookings

Please note that as from the 17 June 2025 the following rooms are bookable from Outlook:

• Room 1.27
•  Huddle Rooms 1.24, 1.25, 1.28, 2.33 & 2.34

Note: These rooms are no longer bookable in Google.

If you are member of Science and Health and wish to book Room 1.27 please email Mollie Wingham and she will make the booking on your behalf.

All other rooms in St Andrews Court  (including the Video Conf Suite Unit 1 Floor 0 Room 30, and  the SAC Zoom Room Unit 5 Floor 0) remain in Google and will be bookable via Google as before.