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Education Commons at OISE

Outlook: PC Client for UTORexchange

Handy pointers for faculty and staff

OISE Faculty and Staff - need some assistance using Outlook?   Consult one of the topics below:

 

Top Outlook Tips for OISE users

How do I insert the OISE logo into my e-mail signature?

 

The top questions that OISE users have been asking about how to use the new Outlook 2007 email & calendar program: 

 

How can I create a mailing list / distribution list in Outlook?

 

How can I filter my messages based upon a subscribed Listserv?

  • Please consult the Email Filtering section in the Self-Help menu.

    • Listserv filtering - have your subscribed listserv messages automatically sorted and organized.

    • Blackboard filtering - have any messages sent to you by students or users in Blackboard (courses or organizations) into separate folders.

 

Additional tips from the UofT Information Commons:

 

 

How do I insert the OISE Logo into my e-mail signature?

In order to insert a graphic or logo into your e-mail signature, you will need to access the signature tool preferences within Outlook.

1) Access the Tools pull-down menu from within Outlook.

2) From the Tools pull-down menu, select the Options item.

3) On the Options screen, select the Mail Format tab. In the Message Format screen, make sure HTML is selected for the Compose in this message format.  Then, select the Signatures... button.

4) On the Signature and Stationery screen, you can either modify an existing signature or create a New signature.

5) If you have not already done so, type in your signature details.  The standard format is:

Full Name
Position / Title
Department / Centre, Room #
Ontario Institute for Studies in Education
University of Toronto, 252 Bloor Street West, Toronto, Ontario, Canada. M5S 1V6
Telephone: xxx-xxx-xxxx
e-mail address

6) Insert a space before your text details by inserting the cursor before your name and hit return/enter on your keyboard. Put your cursor in top left of the signature textbox and click the Picture button from the tool bar.

7) In the Insert Picture box, paste this URL in the File Name space:

http://www.oise.utoronto.ca/oise/UserFiles/Image/comm_images/OISE_logo.gif

You can also save the OISE logo to your computer, and then Browse on your computer to where you saved the OISE Logo and select it.  Please consult the OISE Communications website for more information about the OISE logo signature:

http://www.oise.utoronto.ca/oise/About_OISE/Logo_Signature.html

8) The logo should be inserted at the top of your signature and appear like the image below.

Click OK to complete your signature creation.

 

How can I create a mailing list / distribution list in Outlook?

Please consult the Email Lists section in the Self-Help menu.

 

How can I filter my messages based upon a subscribed Listserv?

Please consult the Email Filtering section in the Self-Help menu.

 

  

Outlook does not ask for my password. my email is not secure.

Not to worry! This is normal. It is all part of the single-sign on process that we are moving towards (pGina/UTORauth). You connect automatically because you probably log into your computer using your UTORid & Password. Outlook uses that authentication to connect you to your email.

Your email is just as protected as the files you save on your computer - only your UTORid can grant access to your email and computer files via your computer logon.

If you are concerned about someone accessing your email - you can "lock" your computer when you leave you desk by pressing CTRL-ALT-DEL and select "Lock System". This will protect not only your email access, but your computer files as well.

If you are using a computer that is shared with others, and you do not log in to the computer using your UTORid & Password, then you should not set up an Outlook profile that is connected to your Exchange account.  You and the other shared users should use the Outlook Web Access via the Internet Explorer web browser.

 

 

 

How do I get outlook to auto-fill a person/Address when I compose a new email?

This feature is available in Outlook, but unfortunately the program needs to 'learn' your contacts all over again.  You will need to manually find/type each person the first time you contact them, but after that Outlook will remember their name, and will auto-fill in the TO: field once again like it did in FirstClass.

Another feature in Outlook when composing a new message is to click on the "To:" button. It will give you access to your personal contacts as well as a Global Address List in which you can search the entire UofT directory by first name.

Example:  Outlook 2007 client, and Outlook Web Access using IE (Internet Explorer):

 

Example:  Outlook Web Access using Firefox or Safari

 

 

I don't like how Outlook displays a preview of the email message when I click on it

The feature described is called the "Reading Pane".  Most options on how to view your messages can be changed under the top "View" menu option.

You can also enable/disable displaying the "To-Do Bar" under the View menu option as well.

Options for how the Reading Pane handles your messages can also be adjusted.
Just click on "Tools", "Options", and select the "Options" tabs:

 

 

How do I share My Calendar and other elements in Outlook with other users?

The quick and easy way to share calendars is to click on the links in the left navigation menu:

"Share My Calendar" will send an email to the person you want to share with.  Please make sure to use the Global Address Book to ensure it goes to their UTORexchange account.  This video demonstrates the process:  Ways to share your Outlook Calendar.

You may also want to customize what information you share.  Many different items in the left side menu can be shared with other users in Outlook.  You can share your current Calendar with someone or make a new Calendar to share.  Many items such as folders and groups of items like Contacts and Tasks can also be shared with multiple users.  Sub-folders that you create in your Mailbox can also be shared.

Most items can be shared/modified by right-clicking and selecting "Change Sharing Permissions"

A typical sharing permissions screen might look like this:

 

You can grant access to other users, by clicking on "Add..." and searching/selecting users from the global address list (GAL).  Highlight the person's name, and change the permission level.

Typical Permission Levels that you may want to grant someone are as follows:

Owner: Full Read & Write access to all items, including creating subfolders
Editor:  Read & Write access to all items
Author: Read access to all items & Write access to their own items
Reviewer: Read Access to all items

It is advised that you never change the permission level for the "Default" user (typically the first name listed).  The Default user is anyone who has a UofT exchange account.  If you give permissions to the default user, you are giving permission to anyone at UofT.  The default user for your Calendar is set to Free/Busy time, but for all other items the default user should be set to none.

To open a Calendar or other item that someone has shared with you, click on "File", "Open" and "Other User's Folder":

You can type the person's full name, or click on the "Name..." button to access the Global Address List.  You must also change the folder type to that of the item the user has shared with you (Inbox for email folders or change to Calendar or another item type). 

 

 

I would like to create an Out-of-Office Message.

Outlook has an Out of Office Assistant to help, which would be similar to making a vacation rule in FirstClass.  Click on "Tools" from the top menu, and then "Out of Office Assistant".

 

 - You can specify the dates/times that you will be away.  Outlook will automatically start and stop sending auto-replies during the specified times.

 - If you do not specify a date, The Out-of-Office Assistant will remind you when you return to your desk that the Out-of-Office messages are still turned on.

 - You can also send different auto-reply messages depending on if the sender is internal or external to UofT.

 - The Out-of-Office Assistant is also available in Outlook Web Access by clicking on Options.  (More Outlook Web Access tips are available on the Web Access Tips page.)

 

 

I want to schedule a meeting. how do I check someone's calendar for free/Busy time?

To check a user's availability, you must look-up their contact in the Global Address List, not your own personal contacts.

Create a new Calendar item (click on File, New, Appointment) or double-click in the time you want the meeting to start on your Calendar.

Click on "Scheduling Assistant":

 

Near the bottom left corner, click on the button labeled "Add Attendees..."

Only contacts that you look up using the Global Address List will show free/busy times.  Keep adding additional people by double clicking on them. 

Once you have your list of attendees, click OK to return to the Meeting window.

Look at the row labeled "All Attendees".  You can scroll across to find a time when all attendees are available.  You can select a different time by clicking on the new time and moving the green and red bars (start & end times).

Once you have selected a meeting time, click the Send button to send an email inviting the selected users to the meeting.

Note: for someone to view your free/busy time, you both must have Microsoft Office SP1 (Service Pack 1) or higher installed:  To check, open Outlook. Click on About -> Microsoft Office Outlook -> and look for "SP1" in the first line.

  

 

How do I recall a message that I have sent?

Outlook 2007 does have an "unsend" feature, but its ability to successfully recall a message is extremely limited and not recommended.

 

Open the message from your "Sent Items" folder. 
Click on the "Other Actions" button and select "Recall This Message".

Because of the unreliability of this function, it is best to remember to have checked off the
"Tell me if recall succeeds or fails for each recipient" option.  You will be notified via email if the recall was successful or not. 

The success or failure of a recall depends on the settings the recipient has in Outlook.

Message Recall will Not be successful if:

  • The recipient is not using Outlook.
  • The recipient is not logged on to the exchange server (at the time you send the message).
  • The message has been moved from the Inbox.
  • The message has been read.  This includes viewing the message with the Preview Pane so that the message is flagged as Read.

More information about this feature can be found on the Microsoft Website:

 

 

  

 

Drag & Drop items from different categories

Drag & Drop is accomplished by left-clicking on an item and while holding down the left mouse button, move the cursor to where you want to drop the item and release by letting go of the mouse button.

Outlook gives you the ability to Drag & Drop items within the same category, and between different categories.  For example, most people are familiar with moving email messages from your inbox to a sub folder that you have created.  You can also move email messages between different mailboxes and to/from shared folders.  If someone sends you an email about a meeting, you can drag and drop that email into your calendar so there is no need to retype the details.  You can also drag and drop the email message into the tasks list, and file that email as a To Do item.  Some examples are illustrated below.

- Drag mail message and Drop into a specific date in the To-Do bar calendar.  The email message now becomes a calendar item:

 

- Drag mail message and Drop into the left menu item (as a Task item in this example):

 

 



Additional tips from the CNS UTORexchange migration team to help avoid some common issues with Outlook calendaring:

  • Select names from the Global Address Book when creating a meeting invitation.
  • Take action on a meeting invitation: either accept, reject, or mark as tentative meeting invitations. A deleted invitation is a declined invitation.
  • Use the scheduling assistant while creating a meeting invitation to find times when people are available. Do not open their calendar to do this.
  • Always send updates when changing, accepting or declining a meeting. Unlike in Oracle Calendar, these aren’t just informational; they are how you distribute these updates to the other people in the meeting.
  • If you are not the meeting organizer do not move the meeting in your calendar, suggest an alternate time to the organizer.