Contacts and Calendars
To add someone to the Global Address List (GAL):
- Go to the Navigation Bar and click “People.”
- Type the name of the person you wish to add into the “Search People” bar, or click “Address Book” to look the person up.
- Click the name of the person you want to add, then click “Add to Contacts.”
To create a personal Contact Group/List:
- Open Outlook.
- Click “New Items.”
- A drop-down menu will appear. Select “Group” from the drop-down menu.
- In the window that appears, locate the “Name” box and type in a name for the new group.
- Click “Add Members.”
- Depending on who you wish to add to the group, click “From Outlook Contacts,” “From Address Book,” or “New Email Contact.”
- Once you have added all of the members you wish to add, click “OK.” The contact group will be saved in your “Contacts” folder under the name you gave it in step 4.
To download a department calendar to your personal Outlook account:
- Open Outlook.
- Click the ellipsis (…) in the bottom-left corner, just to the right of “Tasks.”
- Click “Folders.”
- Click the triangle to the left of “Public Folders – email@example.com.”
- Click the triangle to the left of “All Public Folders.”
- Left-click your department calendar.
- After the calendar loads, right-click the same calendar, then click “Add to Favorites.”
- Choose a new name for the folder, or accept the suggested name, and then click “Add.”
- Click “Calendar” in the bottom-left corner.
- Your department calendar should now appear under “Other Calendars” in the left-hand navigation panel.
Email Etiquette and Safety
Tips for Email Success
- Salutations and Greetings
- Use proper punctuation.
- Use proper spelling.
- Use respectful titles for the recipients of your messages (“Brother” or “Sister”).
Subject Lines and Message Bodies
- When having a conversation via email that spans several separate messages, change the subject line when/if the subject of the conversation changes.
- Keep the subject line relevant at all times.
- Create a new email thread for each topic.
- Use full sentences, but don’t assume your language needs to be overly formal.
- Keep the message body concise.
- Keep your message to a maximum of five paragraphs.
- Make your point quickly.
- Use headings if your email gets lengthy.
- Single-space between paragraphs.
- Don’t indent paragraphs.
- Be mindful of grammar and spelling.
- Do not be demanding or needy.
- Be polite.
- Use “Reply” instead of “Reply All,” unless you have a good reason for doing otherwise.
- Don’t use Caps Lock.
- Don’t use all lowercase letters.
- Don’t use emoticons.
- Don’t use crazy colors or fonts.
- Say “thank you.”
- Keep your closing short.
- Use your first and last name in your signature.
- Make sure your signature includes a preferred way of contacting you.
10 Emails NOT to Send
10: The “Read This Because I Said So” Email
These emails typically include a link with a short, vague note such as “I think you’ll like this” or “you should look at this.” If you send an email like this, explain why the recipient should click the link or why they would like it. If you want a colleague to read or watch something, briefly explain in the email why they should take the time to do what you’re asking of them-otherwise, you run the risk of them ignoring the email and missing important information.
9: The “Reply Now!” Email
Don’t send an email expecting an immediate reply, and then get angry when you don’t get it. If you send an email, don’t then instant-message the recipient asking them if they’ve received the email. If someone is not responding to an email, usually it’s because they are with a client or working offline and can’t be interrupted. If something is urgent, try giving them a call before emailing them.
8: The Email That Leaves the Subject Line Blank
The subject line is the most important part of the email. It determines how a recipient will prioritize your message. Therefore, if the email’s subject line is blank, most people will assume it is trash and disregard it. If you want your email to be read, give it a subject line that highlights its important contents.
7: The Email That Uses a Stale Subject Line
One email will often spawn several different discussions. However, if the topic of the emailed conversation changes, update the subject line rather than reusing the same one and allowing a lot of “re: RE: re: RE”s to accumulate.
6: The “Reply All” Email
When you receive an email that has been sent to a large list of people, it is important to carefully consider if everyone needs to see your reply. Before you hit “reply all,” think about whether everyone on the “To:” line needs to see your answer. If not, hit “Reply” to only send the message to its single intended recipient.
5: The Email That Gives Out Private Information
When you send a group email and include all the recipients on the “To:” or “Cc:” line, you are inadvertently giving everyone on the list the email address of everyone else on the list. Use the “Bcc:” function to conceal everyone else’s email address.
4: The Email That Sends Unsolicited Jokes or Information
Check information on Snopes.com before sending it on to other people. Besides the potential to save yourself some embarrassment, it’s important to ensure that the information you’re sending is true because hoax emails frequently contain viruses. Please research and scan them before forwarding anything. If you don’t have time to do that, the email isn’t worth sending.
3: The Stream-of-Consciousness Email
Sometimes, it is tempting to send emails that are clearly long streams of consciousness. These emails make it apparent that the sender is just writing whatever pops into their head without regard for grammar, punctuation, or theme. If you need to write out your thoughts unedited first in order to get everything out, that’s okay – but make sure to edit before sending anything! Be sure that your most important point is first, and that the rest of your important points stand out adequately. Take out any unnecessary words and add punctuation where it is needed. The clearer and more concise your email is, the more likely it is that your recipients will read it, understand it, and act on it.
2: The Email That Sends a Laundry List
Emails that cover too many topics can be confusing and hard to track. If you can, try to keep emails to one topic. If you need to cover a few things, keep them short and organized. Use bullet points or numbering to clearly call out the separate issues. If you’ve got more than four topics, it’s probably better to send separate emails.
1: The Email That Marks Everything As “Important”
If you have a real emergency that warrants an “Important” marker on your email, call or get a hold of the person in-person. If email is your only option, start your subject line with “URGENT:” and then use clear wording to convey the emergency (for example: “URGENT: Client needs updated proposal by 5 pm today”).
Imagine a large office building. This office building has hundreds of employees, and deep down in the basement is a mail room, which receives the tons of paper mail delivered by the postal service every day.
Domain: Think of this as the address of the building. The postal service delivers all mail for anyone in that building to the building’s back door, where they drop it in a big lump. That’s the equivalent of the Internet handing off all email addressed to that domain to that domain’s mail server.
Mail Server: The team of hardworking mail clerks who pick up the mail from the back door, carry it down to the basement, and start sorting it.
Account: Each employee has a physical mailbox – that’s the “account” in which they receive their paper mail.
Credentials: Each mailbox is protected by a lock and key. That’s the equivalent to the employee’s email account username and password.
Processing: Incoming email is delivered as the mail clerks examine each piece of mail and shove it into a corresponding mailbox.
Addresses: Each employee might go by several times. Each of those is an “address.”
Program/App: The guy that takes the mail out of your box and delivers it to your desk is your “mail program.”
Filter: Your “spam filter” would be the mail clerks that automatically recognize and throw away junk mail.
Bounce: Mail that the clerks don’t know how to handle are marked as “unknown: return to sender” – or, in email terms, they are “bounced.”