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MS Outlook is an email and calendar app that helps manage communications and schedules making it easier to stay organised.
Microsoft Outlook is a versatile and widely-used software application designed to streamline communication, organisation and productivity.
Outlook allows you to:
Outlook is divided into several sections: Mail, Calendar, Contacts, Tasks and more.
You can navigate between these sections using the icons which will be either on the left hand side or at the bottom-left corner.
Here is some information on how to use the various function in Outlook.
Click on the "Calendar" icon to view your schedule
Access your contacts by clicking on the "Contacts" icon.
Use the "Tasks" section to manage your to-do lists.
You can customise Outlook to suit your preferences by adjusting settings for email, calendar, notifications, and much more.
Here are some instructions.
Outlook offers additional features, some of which have been summarised here.
Features | Functions |
---|---|
Calendar Integration | Schedule and manage appointments, meetings, and events with reminders. |
Task Management | Create, assign, and track tasks and to-do lists. |
Contact Management | Organise and store contact information, including linking emails and calendar events. |
Search Functionality | Quickly find emails, attachments, and other items using advanced search options. |
Integration with Microsoft Office | Seamlessly integrate with other Microsoft Office applications like Word, Excel, and Teams. |
Rules and Filters | Automatically sort, flag, and categorise emails based on customised rules. |
Email Encryption | Protect sensitive information with encryption options. |
Mobile App Access | Stay connected and manage emails and calendars from mobile devices. |
Shared Mailboxes and Delegation | Collaborate by sharing mailboxes and delegating access to assistants or team members. |
Customisable Views | Personalise the layout and appearance of your inbox and other folders. |
There maybe times when you need to send an email to a member of staff within the university , this could be your course director, wellbeing advisor, or someone in exams. Email etiquette is important form maintaining professionalism and communication with staff members.
Here are some key guidelines when you are sending an email.
Subject line: Add a subject that clearly indicates what the email is regarding.
Body of message: Include your name, B number and course of study.
Signing off an email: It is important to end the email appropriately.
In the module handbook there is a section on communication, where an academic will provide guidance on the best way to make contact with them. To manage expectations, they will include a timeframe by which they plan to respond to emails. This will vary depending on work patterns and other roles the academic may have, but could be anything from 24 hours to 72 hours.
If you have not received a response after the guided amount of time, send a follow up email with a polite reminder to the recipient.
It is also important to be aware that many staff will not respond to emails that have been sent outside normal working hours, for example if you send an email on Friday evening at 4pm do not expect a reply until the following Monday or Tuesday.
If your email is urgent, you can mark the email as urgent.
Sign in to Outlook with your university account.
Access Outlook via the University portal or mobile app.
Inbox: View and manage your incoming emails.
Sent Items: View emails you have sent.
Drafts: Access and edit your unsent draft emails.
Folders: Organise emails into custom folders.
Search: Use the search bar at the top to find specific emails.
New Email: Click “New Email” to start a new message.
Subject Line: Add a clear and concise subject.
Body: When writing your message use formatting tools to enhance readability.
Click on the paperclip icon to attach files.
Send: Click “Send” to send your email.
Categories: Use categories to colour code emails for different subjects or priorities.
Rules: Set up rules to automatically sort incoming emails into folders.
Flags: Use flags to mark important emails that require follow-up.
New Event: Click “New Event” to schedule a meeting or appointment.
View Options: Switch between day, week, and month view.
Sharing: Share your calendar with classmates to coordinate schedules.
To-Do List: Use the "Tasks" or "To-Do" panes to keep track of assignments and deadlines.
Reminders: Set reminders for important tasks and deadlines.
Add Contacts: Add new contacts by clicking “New Contact.”
Groups: Create contact groups for your classmates or project teams.
Teams Integration: Use Microsoft Teams for group chats and meetings directly from Outlook.
OneNote Integration: Save emails to OneNote for better organisation of notes and assignments.
Always use your student email account to email staff in the university.
Use a professional tone, proper grammar, and check for spelling errors.
Create an email signature with your name and contact information.
Customise notifications to avoid distractions during study time.
Use the Outlook mobile app to stay connected on the go.
Enable Focused Inbox to prioritise important emails.
Task | Instruction |
---|---|
New Email | Ctrl+N |
Reply | Ctrl+R |
Forward | Ctrl+F |
Send | Alt+S |
Search | Ctrl+E |
Delete | Ctrl+D |
Ctrl+P | |
Bold | Ctrl + B |
Italic | Ctrl + I |
Underline | Ctrl + U |
If you need assistance, please contact the Student Success Centre uusuccess@ulster.ac.uk
Additional support is available from the following: