Using Microsoft Outlook

The Institute uses Microsoft Outlook as the major email and messaging environment. This document focuses on the basic operations but also describes some advanced features of Outlook. For details on how to set up user profile to work with our email servers, please refer to Microsoft Outlook Profile.

Sending Messages

  1. Start Outlook and login with your email account username and password.
  2. Select New -> Mail Message from the toolbar.

    New mail button in Outlook

  3. Type recipients' email addresses at the To... field. You can also click the To... button to select recipients from the Address Book. For more than one recipient, usesemi-colons ';' to separate their email addresses.
  4. Enter the subject and the message body.
  5. If needed, you may attach document to your email. To do so, click Insert -> File and select the files to be attached.
  6. Finally, click the Send button to send off the message.

    New Mail Message window

Note: When your email has been sent successfully, a copy will be stored at the Sent Items folder. You need to regularly delete unwanted emails in this folders (and other folders as well) to keep your mailbox small and clean.

Deleting Messages

  1. Select the messages you want to delete.
  2. Click the Delete icon and the message will be moved temporarily to the Deleted Items folder.

    Delete icon in Outlook

  3. To remove the messages PERMANENTLY, select Tools -> Empty "Deleted Items" Folder from the menu.

    Empty Deleted Items in Folder 

  4. Click Yes when prompted to confirm the deletion. By doing that, all messages in the Deleted Items folder will be permanently removed and cannot be recovered.

Cleaning Up Messages

Email messages will use up your email disk quota. You are recommended to remove obsolete messages regularly to free up space. Besides the Inbox folder, there are some other folders that sometimes you may need to manually remove their items:

  • Deleted Items
    When you delete a message, it will be placed in this folder. It will only be permanently removed when emptying the "Deleted Items" Folder.
  • Sent Items
    Copies of messages that you sent are stored in this folder.
  • Other folders...
    There are items in some other folders that you may also want to delete, such as folders generated by the system (e.g., "Webmail Deleted Items", "Webmail Sent Items", etc.) or folders created by the user.

    Other folders location 

To clean up messages from any of the above folders, first select the folder to view its content. Use the method mentioned in the previous section Deleting Messages to delete the items in the folder.

Using Personal Folders

Besides deleting unwanted emails to free quota space, you may also backup your emails to Personal Folders. If you do not have one, you may create a new Personal Folder using the steps below:

  1. In Outlook, select File -> New -> Outlook Data File from the menu.
  2. Make sure Personal Folders File (.pst) is selected and click OK.

    Create a New Outlook Data File

  3. Select the storage location (e.g., D:\mail) and enter the file name (e.g., oldmail.pst) of the personal folder.

     personal folder location

  4. Enter a name for the personal folder (e.g., Old Mails) to be shown in the folder list.

    a name for the personal folder to be shown in the folder list

  5. Click OK.
  6. A personal folder will be added to the folder list, and you can either move your emails or copy them to the personal folder.

    move your emails or copy them to the personal folder

  7. If you choose to move the emails to the personal folder, it will free quota space in the server. Note that the emails in the personal folder are stored in the storage location specified above.

Email Forwarding

To automatically forward your emails to another email address, please follow the steps:

  1. In Outlook, choose Tools -> Rules Wizard from the menu.
  2. Click New to create a new rule.
  3. Check Start from a blank rule and make sure Check messages when they arrive is selected. Click Next to continue.

     Rules Wizard Menu for Email Forwarding

  4. Tick where my name is in the To or Cc box and click Next.

    Set rule procedure -- where my name is in the To or Cc box 

  5. Tick forward it to people or distribution list.
  6. Click on people or distribution list in the lower panel. Select the required address in the Rule Address window. If the required address is an Internet address, you may create a new entry in Contacts (if it does not exist in Contacts) so that you can select it in the Rule Address window.

     Set rule procedure -- forward it to people or distribution list

     Rule Address window 

  7. Click OK in the Rule Address window to proceed.
  8. Click Next twice and then give a name for the rule (e.g., Email Forward).
  9. Make sure Turn on this rule is checked, then click Finish.

    Set rule procedure -- Turn on this rule

  10. Finally, click OK. Whenever necessary, you may uncheck the corresponding box to turn off the rule.

Junk Mail Filtering

If you receive unwanted email messages, you can have these messages automatically removed from your Inbox, or have them appeared in a particular colour so that you can quickly find them and move them manually. You can have unwanted email messages automatically moved to a specific folder or have them deleted. You can also create a list of the senders of unwanted email messages and have all messages from those senders removed from your Inbox.

One way to handle unwanted messages is first turning on the junk e-mail filter and then add selected sender(s) to the "Junk Sender List".

To enable junk mail filter:

  1. In Outlook, Click Tools -> Organize from the menu
  2. From the "Ways to Organize" window, click Junk E-mail

    Ways to Organize window

  3. Then choose the option you want, i.e., either move or color.
  4. If you choose move, then select the folder to move to "Junk E-mail / Deleted Items / Others"
  5. If you choose color, then select the color for which the junk mails will highlight.
  6. Finally, click on the Turn On button to invoke the filter.

To add junk e-mail sender to filter:

  1. Right click the unwanted message.
  2. Choose "Junk E-mail" -> "Add to Junk Sender List".

    To add junk e-mail sender to filter

From now on, all emails from the selected sender will be moved or coluored according to the settings.

Note: For more complicated filtering of incoming messages, you may use the Rules Wizard (by selecting Tools -> Rules Wizard). For details, please refer to the Help menu of the software.

Out of Office Assistant

You may setup automatic 'Out of Office' reply with the Out of Office Assistant when you are not in the office. To do that, follow the steps:

  1. Select Tools -> Out of Office Assistant from the menu. Make sure Inbox is selected in Outlook.
  2. Select I am currently Out of the Office. Enter the automatic reply message in the textbox provided.
  3. If needed, you may also add rules while you are out of the office.
  4. Click OK to finish setup.

    Out of Office Assistant window

Note: When you are back to the office, select I am currently In the Office to turn off the automatic reply.