Outlook Tips and Tricks

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Outlook is a very useful application for many purposes besides just email. This page teaches how to use the different aspects of Outlook as well as links to many 'How To...' videos created by Microsoft. For more information on Outlook or other Office products, click here: Office 2013

Searching Emails

To help your search your emails in Outlook better, here is a webpage that has many useful searching tips: Search Tips for Outlook 2013

A Note about Deleting Emails

  • (If you run out of space on your Outlook email) Deleting emails in Outlook will put them in your Deleted folder, BUT the emails put into the Deleted folder will not empty after awhile. You need to also delete the emails from the Deleted folder as well. This will free up space on your Outlook Account.

  • To clean up your account, you can simply enter your Deleted folder and delete all the emails

  • If you want more advanced clean up options, click on File in the upper right corner of the screen and then click on Cleanup Tools

The Home Menu


Going from left to right:

  • New Email - Creates a new email window
  • New Items - Creates a new item

  • Clean Up - Deletes all duplicate conversations and/or folders

  • Rules - Create a rule based on the sender (for example, what sound do you want to hear when you recieve an email from a certain sender, or whenever you recieve an email from a certain sender, move that email to a certain email outlook folder, etc.)


  • Categorize - Labels the email with a customizable color and name

  • Follow Up - Sets a flag to remind you to follow up on an item later

Account Information

  • To get to your Account Information, Click on FILE on the home menu

  • You will then see the Account Information screen, which contains options for Account Settings, Automatic Replies, Cleanup Tools, Manage Rules and Alerts, and Manage Voice Mail

Printer And Calendar Options

  • The “Outlook Options” menu has numerous features you can customize. Some calendar options include adding holidays to your calendar, setting permissions for “who can see what” on your calendar, changing the calendar appearance (color, font), etc.

Email Options

  • Options are stored on your “local” computer. If you access email from more than one computer, you will need to set options on each of them.

Some Email Settings from the Mail Options

  • Spelling and Autocorrect - Change how Outlook checks spelling, grammar, etc. as you type emails.

  • Signatures - Set up the signature(Ex. name, department, etc.) you want at the end of all of your emails.

  • Stationary and Fonts - Set up your personal stationary that will show up on all of your emails.

Note - Don’t “reply all” if the message was sent to con-faculty or con-staff – unless you really mean to reply to everyone in the College!

Calendar and Appointments

  • You can access your Calender simply by clicking on the Calendar word at the bottom left corner of the screen.

  • Keep your calendar up to date! It is much easier to find a meeting time that works if calendars are kept up. You can also use the Scheduling Assistant to help you.

Scheduling Assistant

  • To access the Scheduling Assistant, first while the calendar is selected, click on New Meeting.

  • In the New Meeting window, click on Scheduling Assistant.

Task Lists

  • Task Lists help you to categorize emails.

  • To access the Task Lists, click on Tasks on the bottom left corner of the screen.

For more information on Outlook or other Office products, click here: Office 2013