A Quick Start Guide to Using Outlook

Outlook Tools (Mac) A Quick Start Guide Archiving E-mails • Using Rules • Accessing SharePoint Calendar • FindTime Add-in Archiving E-mails (Archive Folder) Each Microsoft 365 account comes with a cloudbased Archive folder that can be used to store important e-mails for future use. Although the folder should be available by default, if you do not see the folder, you can do the following: 1. In the menu bar, go to Help > Check for Updates. Run any outstanding updates as needed. 2. In the menu bar, go to View > Sidebar and make sure it is checked. You should see the Archive folder in your folder list. Using Rules The Rules feature allows users to perform common email organizing tasks by automating them. To start using this feature: 1. Go to Home > Move Section > Rules. You can then choose to: a. Create a new Rule for the current selected email. b. Manage all existing rules and create new ones from scratch. 2. When creating a new rule (from a template or blank), you will be presented with three groups of options: a. Conditions – What triggers the rule? b. Actions – What should you do? c. Exceptions – What avoids/breaks the rule? Archiving E-mails (Local Archive) Users can also create a local archive file by following these steps: 1. In the menu bar, go to File > Export… A new dialog box will appear and allow you to select the items you wish to archive. 2. Click Continue, give your archive a name, and hit Save. NOTE: Please do not open your archive file while it is syncing through OneDrive as this is known by Microsoft to cause syncing issues. 3. When managing the existing rules, you will be able to do the following: a. Add/remove rules from the list. b. Activate/Deactivate rules in the list. c. Move a rule up or down in the priority list. Outlook Basics (Mac) A Quick Start Guide Archiving E-mails • Using Rules • Accessing SharePoint Calendar • FindTime Add-in SharePoint Group Calendar FindTime Add-in Each departmental SharePoint site comes along with a shared Calendar that can be accessed in Outlook. The FindTime Add-On adds a helpful utility to your emails that polls recipients about the best time to meet. To add the SharePoint Group Calendar to your Outlook: FindTime Add-in Installation: 1. Go to your Calendar View in Outlook. 1. Login to your Outlook account at https://www.bu.edu/webmail. 2. Create a new message. Next to the Send & Discard buttons at the bottom of the e-mail, click the ellipses (“…”). 2. Go to Home > Open Shared Calendar 3. Using the search field in the pop-up window, search for your SharePoint group. 4. Review the result list to find the appropriate group. The e-mail address should end “@bushare.onmicrosoft.com”. Click Open to add. 5. You will find the newly added calendar in the list in the left-hand side bar. To display the calendar, click on the circle check mark under the title. 3. Click on the “Get Add-ins” button at the bottom of the list of options. You can then look for the FindTime application and add it to your account. FindTime Add-in Use: 1. Open a new blank e-mail in your Outlook app. 2. Add all recipients you wish to attend the meeting in the To & Cc sections. 3. Go to Message > New Meeting Poll. If you have a lot of ribbon options, you may need to click the arrow button to scroll. 4. In the new side bar, select the length of the meeting and the days/times you would like to offer. 5. Click next, adjust poll settings, and review your selections. Click “Add to Email” to add the poll to the body of the e-mail.