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Microsoft Office 365 & Office 2013

Email/Outlook FAQs

Q: How do I change the layout of the reading pane?

  • WIN: On the View Ribbon > Layout > Reading Pane. The Reading  Pane is similar to the Quickviewer in GroupWise.

 

Q: How can I get more viewing “real estate” in the Reading Pane?

  • WIN: You can double-click on any one of the tabs on the main tool bar at the top to make the ribbon turn off and on. You can also turn the “People Pane” at the bottom of the Reading Pane off and on by clicking on the small down-arrow at the lower right side of the People Pane, or go to View Ribbon > People Pane > People Pane pull down button > click on “off.” You can also make both the folder list and the email messages list smaller by hovering your mouse over the line taht divides the main viewing areas from each other until a double-arrow cursor appears. Click and drag left or right to resize.

 

Q: Is it possible to make an email appear as unread when you click on it?

  • WIN:
    1. In File -> Options -> Mail, look for Outlook Panes.
    2. Click on Reading Pane
    3. Check the first box labelled Mark items as read when viewed in the Reading Pane. The box below it allows you to determine how many seconds Outlook waits before marking as read.

    note: You can also simply click the blue bar on the left of the mail in the message list to mark as read or as unread

  • MAC:
    1. Open Outlook Preferences by clicking Outlook > Preferences and choose Reading under E-mail
    2. Under Mark mail as read you can choose to mark the message as read when viewed in the reading pane for a set amount of time, when selection changes, or only when opened in a seperate window
  • OWA:
    1. Click the Settings cog in the upper right corner and click options
    2. Choose settings from the options list. Under the mail section you will see reading pane options to the right of the window
    3. Under Choose when items should be marked as read you can choose the default behavior

Q: Can I delay the delivery of an email?

  • WIN: Yes, but....! When you create a new message click on the Options tab at the top of the message window.  On the far right side is the option to Delay Delivery. However, if Outlook is using cache mode (the default on campus), the email will only be sent if the Outlook client is open and connected to the server at the time the delay expires. Note that the verbiage is "do not deliver before", not "send mail at...." If your client is closed and/or your computer is turned off when the delay expires, the email will not be sent until you log back in and your client connects to the server.
  • MAC: No, this feature is not available in Outlook 2011 for Mac. Our best recommendation is to write the message and save it as a draft and create an appointment or task to remind you to send the message at a later time.
  • OWA: This feature is not available in OWA. Our best recommendation is to write your message and save it as a draft, then create an appointment or task to remind you to send the message at a later time.

 

Q: How do I create a vacation (out of office) rule? Note: For the quickest and easiest way for a simple vacation rule on any platform, see the OWA method below.

  • WIN: Click File > Automatic Replies.
    1. Select Send automatic replies.
    2. If you want, select the Only send during this time range check box to schedule when your out of office replies are active. If you don’t specify a start and end time, auto-replies are sent until you select the Do not send automatic replies check box.
    3. On the Inside My Organization tab, type the response that you want to send to teammates or colleagues while you are out of the office. (This refers to other Outlook users at Calvin).
    4. On the Outside My Organization tab, select the Auto-reply to people outside my organization check box, and then type the response that you want to send while you are out of the office. Select whether you want replies sent to My contacts only or to Anyone outside my organization who sends you messages.
  • Mac: Go to Tools menu > Out of Office Assistant > Create “out of office” rule. You can also reach the Out of Office Assistant by clicking on the Tools ribbon and selecting “Out of Office.”
  • OWA: Click on “gear” icon in upper right > Set automatic replies > click on “Send automatic replies radio button.

 

Q: How do I resend a message?

  • WIN:
    1. In the Folder Pane, click Sent Items.
    2. Double-click to open the message that you want to recall. The message needs to open in a separate message in order to work.
    3. Click Message Tab > Move > Actions > Recall This Message or Resend This Message. Recall will attempt to delete the email on the recipients computer. Resend will replace the edited message on the recipients computer.

 

 

 

 

 

 

  • MAC:
    1. Right-click (control+click) on the message you want to resend in the Sent Items folder > click Resend
  • OWA: It does not appear that you can resend a message, so you may need to forward the message and re-enter your recipients.

 

Q: How can I rename (personalize) the subject of an email?

  • WIN: Double click to open the email message (in its own window) > select Actions from the “Move” section on the ribbon >select Edit Message to put you in editing mode. You can then change the subject and/or the message of the email >  Click on the “Save” icon at the top left of the window to save changes.
  • MAC: under menu:Message/click edit message

 

Q: How can I save an attachment to my computer?

  • WIN:
    1. In the Reading Pane or the open message, right-click the attachment, and then click Save As
    2. Click a folder location, and then click Save
  • MAC:
    1. Open the email
    2. In the header of the email right-click (control+click) on the attachment
    3. Choose Save as > save to your computer

     

Q: How can I save multiple attachments at one time?

  • WIN:
    1. In the Reading Pane or the open message, click an attachment.
    2. Click Attachments.
    3. In the Actions group, click Save All Attachments
      In the Save All Attachments dialog box, click OK.
    4. Click a folder location, and then click OK.

 

Q: How do I share a Mail folder?

  1. Right-click (Mac Control+click) on the mail folder to be shared and click Properties
  2. Go to the Permissions tab
  3. Click Add and double-click on all the people you want to give sharing permissions to. After you have selected all desired, click OK
    • You can also highlight the person from the Address Book and click the Add -> button to add them to the list
  4. Highlight the person(s) in the Permissions list and choose the Permission Level from the drop-down menu. You can also manually select permissions by using the check boxes and radio buttons shown under Permissions
    • Common Permission Levels:
      • Reviewer - Can see items and view folder, but cannot delete or write items
      • Editor - Can create items and edit everything in the folder, as well as delete items
      • Contributor - Can create items and view folder, but cannot see or delete items
  5. Make sure to grant at least reviewer permission for each folder in the path that is higher up, starting or finishing with the account name.
    • For example, if you are sharing a folder called mail in your Cabinet folder, you need to give at least view permissions to mail, Cabinet, and your top user@calvin.edu folder. Adding reviewer permission to the email account will not make everything in it visible, only the folders that you share.

Q: How do I view folders that are shared with me?

  1. To open a Mail folder that has been shared with you, click File > Open & Export > Other User's Folder
  2. Click Name to select the person from the Address book, choose Folder type of Inbox and click OK

To view a non-default (Cabinet, not inbox) mail folder:

  • WIN:
  1. To open a cabinet folder that has been shared with you, you will have to edit your Outlook account's advanced settings.
  2. Click File > Info > Account Settings > Account Settings
  3. Highlight your account on the E-mail tab in the Email Account Settings and click Change
  4. Click More Settings and go to the Advanced tab
  5. Under Mailboxes, click Add under Open these additional mailboxes and type in the name of the person whose folder you want to access
  6. Click Apply and OK- the shared Mail folder should now show in Outlook
    • note: you will have to be granted at least Reviewer (read) permissions to all folders in the folder structure. For example, if the folder is in the Cabinet, you will have to have view access to the folder in question, the Cabinet folder, and the top-level folder