Microsoft Outlook

This KB Article provides an overview of common steps you can take in Microsoft Outlook.

1. Launch Outlook to begin the process of syncing your mailbox content, calendars, contacts, and settings.

First, launch Microsoft Outlook. It may be available as an icon pinned to the lower-left taskbar, it may be a tile in the Windows start menu, or you may wish to search for "outlook" in the Windows start menu.


Outlook 2016 Icon
At the Welcome to Microsoft Outlook prompt, click Next.

Click Next at the Welcome to Microsoft Outlook prompt.


At the Microsoft Outlook Account Setup prompt, leave the radio button selected to Yes and click Next.

Click Next at the Microsoft Outlook Account Setup prompt.

At the Add Account prompt, Your Name and E-Mail Address will automatically populate. Click Next.

Click Next at the Add Account prompt.


You will then be prompted to multifactor authenticate using Duo. Please see Duo Security for more information.

Finally, click Finish.

Click Finish at the Add Account prompt.


Outlook will then begin the process of syncing your mailbox content, calendars, contacts, and settings from the cloud. Depending on the size of your mailbox, this will take some time. You can monitor the status bar along the bottom of Outlook. The sync has completed when it indicates that All folders are up to date.

The bottom status bar will provide the status of the mailbox sync--complete when All folders are up to date.


You will also need to click the expansion triangle next to your Inbox to expand and view any folders in your Inbox.

Click the triangle next to Inbox to expand and view your folders.

2. Create your email signature.

In Outlook, click File in the upper-left.

In the upper-left, click File.


Click Options in the left ribbon.

Click Options on the left ribbon.


Click the Mail tab on the left.

Click the Mail tab along the left.


Click the Signatures... button on the right.

Click the Signatures box on the right.


Click the New button.

Click New to create a new signature.


Type a name for the signature such as "Default", and click OK.

Type a name for the signature, such as "Default", and click OK.


Type (or copy/paste) your signature and click Save

Type your signature and click Save.


If you want this signature used for all messages including replies, click the Replies/forwards: dropdown and select your signature.

Click the replies/forward drop down list and select your signature.


Hint: At this screen, you can create multiple signatures and use a second signature with different details for replies/forwards.

When you are finished, click OK.

Click OK.


Click OK.

Click OK.

3. Add an additional mailbox (if applicable).

In Outlook, click File in the upper-left.

Click File in the upper-left.


Click the Account Settings box, followed by the Account Settings... dropdown.

Click the Account Settings box.
Click the Account Settings... dropdown.


Click the Change... button.

Click the Change... button.


Click the More Settings... button.

Click the More Settings... button.


Click the Advanced tab.

Click the Advanced tab.


Click the Add... button.

Click the Add... button.


Enter the name of the shared mailbox, and click OK.

Enter the name of the shared mailbox, and click OK.


Click OK. (Outlook will become unresponsive for about a minute while it processes the change. Please be patient, as this is normal.)

Click OK.


At subsequent screens, click Next >, Finish, and Close.

Click Next >.
Click Finish. Click Close.

By default, messages that are deleted from a Shared Mailbox in Outlook go to the Deleted Items folder of the person performing the action, not to the folder of the Shared Mailbox. Please see Outlook | Deleted Items from a Shared Mailbox for the steps to configure messages to go in the Deleted Items of the Shared Mailbox instead.

4. Personalize your Outlook.

You may want to spend a few minutes in Outlook setting it up to the look the way you prefer. Here are several ways you may want to personalize Outlook:



Use and configure the Reading Pane to preview messages

When you select a message in the message list, you can see the message in the Reading Pane and access many different types of file attachments. You can customize how the Reading Pane works and appears, or you can turn it off.

In addition to using the Reading Pane to help you quickly scan your messages, you can also preview the first few lines of messages in your message list, and you can break up long emails by splitting the message window.

The Reading Pane is turned on by default. Do one of the following:
  • To turn off the Reading Pane     On the View tab, in the Layout group, click Reading Pane, and then click Off.
  • To turn on or move the Reading Pane     On the View tab, in the Layout group, click Reading Pane, and then click Right or Bottom.
Reading Pane

Selecting Off closes the Reading Pane only for the folder you’re in. To turn off the Reading Pane quickly for multiple folders, on the View tab, click Change View > Apply Current View to Other Mail Folders, and then select folders in the Apply View dialog box.




Use and customize the To-Do bar

The To-Do bar is one of the panes you can add to Outlook for PC. You can use the To-Do bar to display your upcoming calendar events, your task list, or your favorite contacts.

  1. To display the To-Do Bar, select View > To-Do Bar.

    Use and customeze the To-Do bar

  2. Select either Calendar, Tasks, or People. You can pick one type of item to display in the To-Do bar, two types of items, or all three.

  3. To turn the To-Do Bar off, select View > To-Do Bar > Off.

  4. Click here to learn more about customizing the To-Do Bar.



Setup Your Favorite Folders

Favorites is the section located at the top of the folder pane and lets you keep frequently used mail folders easily available. You won’t have to scroll through the Folder Pane to find the folder that might be several levels deep within the Folder Pane.

There are several ways to add or remove folders to Favorites. Pick the way that’s most convenient for you.
  • Click a folder and drag it to Favorites. (You can’t remove a folder this way.)

  • Right-click the folder you want to add or remove, and then click Show in Favorites or Remove from Favorites.

  • In the Folder Pane, click the folder you want to add, and then click Folder. In the Favorites group, click Show in Favorites. The ribbon command is highlighted when the selected folder appears in Favorites.

When a folder is added to Favorites, it’s a shortcut to the folder. The actual folder and its content remains at the original location in the folder list. Removing a folder from Favorites doesn’t delete the folder or contents—it removes only the shortcut that appears in Favorites.

By default, when a folder is added to Favorites, it appears at the bottom of the list. To re-arrange the folders, drag the folder to the new position in the Favorites list.

Favorites can be turned off if you don’t use the feature and want more space to view the mail folder list in the folder pane. 

No folders are added or removed when you turn on or off Favorites—it only changes whether the section appears in the Folder Pane. There is also no effect on folders in the main folder list.
  • In Mail, click View > Folder Pane > Favorites.

If you turn off Favorites, and then turn it back on, the same folders appear.

5. Delete your unwanted Outlook Shortcurts

Outlook frequently likes to suggest names that you have typed in the past when sending out emails.  While the feature is helpful, there are other times that these shortcuts become old, incorrect and outdated.  Here's how to delete those:

  1. Begin typing the address you have used in the past.

  2. When the address appears as a suggestion, look for the "X" next to it.

    Image of a suggested email address in Outlook

  3. Click on that "X" to delete it from your shortcut suggestions.

  4. Re-type the address manually or re-pick the address from the address lists.
PLEASE NOTE!  
If you are experiencing this issue with FVTC Helpdesk emails -- you need to delete any suggestions that have one of the following:
"FVTC Helpdesk"
"cal.helpdesk"




Keywords:outlook,email,calendar   Doc ID:88276
Owner:Thom W.Group:Fox Valley Technical College
Created:2018-12-06 15:54 CDTUpdated:2018-12-07 11:02 CDT
Sites:Fox Valley Technical College
CleanURL:https://kb.fvtc.edu/outlook
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