Using Microsoft Outlook (Windows) @ BYUI

Hours: Monday-Friday, 7 AM to 7 PM Call us: (208) 496-1411

Microsoft Outlook is the market-leading email client.  It's also the most-widely used client on campus.  Whether you're currently using the 2010 or 2013 version, here are a few tips: 

(If you're using Outlook 2011 or 2016 for Macintosh click here)

Setup

On-Campus

If you log on to a campus computer with your credentials you should only have to open Outlook and click through the setup prompts.  It should automatically recognize and populate your email address.

Off-Campus

What's New in Outlook 2013

  • Save and share files in the cloud.
  • View "All" or "Unread" items with a single click.
  • Reply to or delete a message directly from the reading pane.
  • Peek views give you quick looks into your calendar, tasks, etc. without even having to click.
  • Check the weather forecast right there in Calendar view, along with current conditions.

Tips and Tricks

  • Quick Start Guide (BYUI Version)
  • Quick Start Guide (Microsoft Version)
    • Customize
      • Colors and Backgrounds
        • One Computer
          • File > Options > General
        • Synchronize with Other Computers
          • File > Office Account
    • Search
      • Folder
      • Subfolders
      • Other Mailboxes
    • Message List
      • Categorize
      • Flag
      • Delete
    • Backstage View
      • Add Account
        • When you first open Outlook your email address should populate in the "E-Mail Address:" field.  Click Next >.  Outlook should automatically complete the setup for your account.  Click Finish.  This first time it will take longer to load as it is preparing Outlook for first use.
      • Change Settings
    • To-Do Bar
      • Date Navigator
      • Appointments
      • People
      • Task List
    • Reading Pane
      • Reply
      • Forward
    • Peek
      • Calendar/Appointments
      • People
      • Tasks
    • People Pane
    • Apply Stationery or Backgrounds to a Message
      • File > Options > Mail > Stationery and Fonts. On the Personal Stationery tab, click Theme.
    • Send Automatic Replies When You're Out of the Office
      • File > Automatic Replies
    • Insert a Picture or Clip Art
      • From a new mail message > Insert tab > Illustrations group > Pictures, Online Pictures, Shapes, Smart Art, Chart, or Screenshot.
  • Customizing the Inbox
  • Calendar Tips
  • Keyboard Shortcuts
  • Using Quick Steps to Process Messages
  • Clean It Up!
    1. Move and change panes (View > Layout)
    2. Collapse the ribbon (Ctrl+F1)
    3. Preview docs and respond inline (new feature with Outlook 2013)
    4. Conversation View (View > Show as Conversations)
    5. Use the Clean Up Tool (Home > Clean Up)
  • Other Outlook 2013 training courses, videos and tutorials
  • BYUI HR's Outlook Training Page

FAQs

  • How does SharePoint connect to Outlook?
  • Transcript of the video...
  • How do I make sure that Outlook will remind me about calendar appointmnts?
  • How do I use multiple signatures?
    • You can right click on the signature to change it
  • How do you send an email at a future date?
    • Options tab > More Options section > Delay Delivery button
  • Can I change where responses go for an email?
    • Yes. Options tab > More Options section > Direct Replies To button
  • What can I do with Outlook besides just reading email?
  • How do I share calendars?

Frequent Errors and Resolutions

  • Cannot send this item
    • This error message typically deals with how an outgoing email message has been formatted. If you encounter this message, check the To: address first. Most often, I've received seen this error because I incorrectly formatted a destination email address incorrectly. Some versions of Outlook will state that the destination email address is unrecognized. This error can also occur when there's a problem within HTML-based email messages. Changing the outbound message's format from HTML to plain text or rich text should resolve this.
  • No connection could be made because the target machine actively refused it
    • This message varies depending on the version of Outlook you're using; you may also see The server could not be found or Error 0x800CCC0F.  First, make sure that the computer that's displaying the error still has an active network connection. Once you verify network connectivity, the next step is to make sure that you are logged in properly. This error message hints at a permissions or connectivity problem, but you actually receive this error if his Outlook profile has been damaged. Occasionally, a blocked firewall port or overly aggressive antivirus software can cause this error, but this is rare. If your permissions and connectivity are not damaged, try deleting and recreating your Outlook profile.
  • Outlook not implemented
    • You may receive this error message when you try to open Microsoft Outlook. It indicates that Outlook cannot open because it has been damaged. How you repair Outlook depends on which versions of Outlook and Windows you're using. If you're running Outlook 2013 on Windows 7, open the Control Panel and go to Programs -> Programs and Features. Select the Microsoft Office listing and then click Change. When the Office 2013 splash screen displays, choose the Repair option and follow the prompts.
  • Outlook keeps asking for your password
    • With this error, Outlook prompts you to enter your password every time you send an email message. This problem occurs if Outlook hasn't been configured to store users' passwords. If you don't select the option to store a user's password, Outlook will ask for one every time a user sends an email. To fix this, open the Control Panel and use the Mail option to edit the Outlook profile.
Hours: Monday-Friday, 7 AM to 7 PM Call us: (208) 496-1411