Special thanks to our member for creating this content: John Korduba

Main Course Content Page

Contents

Introduction

Rules

Creating a rule

Blocking emails

Signature

Creating a Signature

Storage accounts

Junk Email

Marking an email as junk

Marking an email as safe (not junk)

Automatic Replies

Forwarding

Retention policies

Groups

Introduction

Here we continue our look at Outlook 365’s features.

Rules

A rule is an automated set of instructions.

Creating a rule

Let’s create a rule that automatically sends emails from a certain sender to a particular folder.

Right click on Inbox – an email from Jobskillsshare@gmail.com is selected. (menu displays)

Click Create Rule
(“Create a rule” dialog box displays).

Click the “Select a folder” dropdown and select “IT Support” folder.

Click More options.
(A screen displays where you can add more conditions and actions to your rule.)

For the present purpose we don’t need to add more options.

Click Save.
(Rule is created).

NOTE: You can also create a new rule from the Outlook home page.

Click Settings (the gear icon)
(The “Settings” pane displays).

Scroll down and click “View all Outlook settings”.
(“Settings” screen displays).

Click Rules.
(“Rules” pane displays).

Click +Add new rule.
(“Rules” screen displays).

Here you can create a rule from scratch.

Blocking emails

You can block emails from a particular sender by right-clicking the email and clicking Block.

Signature

Outlook allows you to create an automatic signature.

Creating a Signature

On the Outlook home page, click Settings (the gear icon).

Scroll down and click View all Outlook Settings.
(“Settings” screen displays).

Click Compose and Reply.
(“Compose and Reply” screen displays)

Create signature as needed.

Storage accounts

When attaching something to an email, the user has two choices: attaching a local file or attaching a file from an external (cloud) storage account.

The external storage accounts have to be set up.

In the screen cap below, under Settings/Attachments, in the Storage accounts area, “One Drive” is already set up.

To add another storage account, click Add an account, follow the steps. Typically, you will have to register with the external storage provider by providing credentials.

NOTE: Companies often restrict the use of external storages, and only allow one (e.g., One Drive).

Junk Email

You can mark certain emails as junk.

Marking an email as junk

Select the email.

Go to Settings/ Junk email.
(“Junk email” screen displays)

In the Blocked senders and domains area, click +Add.

Add the sender or sender’s domain.

Marking an email as safe (not junk)

Select the junk email.

In Settings dialog box, click Junk email.
(“Junk email” screen displays).

In the Safe senders and domains area, click +Add.

Add the sender or sender’s domain.

Automatic Replies

Outlook allows you to set up an automatic reply to any email that is received.

Go to Settings/ Automatic Replies.
(“Automatic replies” screen displays)

Turn on Automatic Replies.
(Screen updates with new fields and settings)

Enter your automatic reply; set a date range; and specify whether replies should go outside your organization or only to contacts.

Click Save.

Forwarding

If company policy allows, you can have your company emails forwarded to another mailbox.

Go to Settings/Forwarding.
(“Forwarding” screen displays).

Set mailbox emails should be forwarded to.

Click Save.

Retention policies

Go to Settings/ Retention policies.
(“Retention policies” screen displays.

Here the company explains how long emails are kept before getting archived.

Groups

Go to Settings/ Groups
(“Groups” screen displays)

You can select to have a copy of any email you send to a group, sent to your inbox. Note that you must be a member of the group.

Special thanks to our member for creating this content: John Korduba

Main Course Content Page