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Using Microsoft Outlook

Page history last edited by Jonathan Hall 12 years, 10 months ago


Do you wish you could spend less time dealing with eMails...............................?

Perhaps you need to try something new?


Microsoft Outlook is a fantastic tool for managing your eMail, managing contacts, calendars, shared calendars and tasks.

Whilst all teacher laptops should be configured to use Microsoft Outlook through the Exchange Server, we have found that many teachers are unaware of this and continue to access their eMail via the Edumail Web Browser.

Give MS Outlook a go!! Once you have started, you will not look back. Outlook is a much more functional and efficient way to manage eMails, leaving you with more time to do the other "stuff".


Outlook .v. Edumail on the Web (in no particular order)

  • Outlook allows you to read and compose messages offline.
  • Outlook allows you to use shared calendars - e.g. everyone accesses the same school calendar
  • Mail management in Outlook is easier.
  • eMail software responds more quickly than eMail on web pages.
  • Contacts are easier to add / manage in Outlook.
  • Distribution lists are easier to create and manage in Outlook
  • MS Outlook is fully integrated with other software such as MS Communicator (shared contact lists)
  • MS Outlook synchronises with other devices, e.g. mobile phones, personal organisers
  • Can set-up Outlook Exchange Server on multiple computers which will all synchronise (e.g. laptop and desktop)


The following PowerPoint gives some introductory pointers on using some of the feature of Outlook

Outlook Intro Workshop-Generic.ppsx


Some Tasks to Try Out:


Getting Started

Open Outlook (where is the shortcut located?)

Has your mail synchronised?

Set your Send & Receive to, say, 2minutes

Tools > Options > Mail Setup > Send/Receive >

Schedule and automatic send / receive every 2 minutes


Using Folders

        Create and name some ‘New Folders’ in Personal Folders

        File away any mail that you wish to store offline (drag individual or multiple messages into the relevant folder)

Access the School Calendar

        Select calendar

        Click on Open a Shared Calendar

        Enter the school Edumail account name - e.g. "Anywhere Park Primary School"

        Add an item to the school calendar – e.g. upcoming excursion, event, etc. 


Managing your Mail

        Re-sort your inbox – use the column headings e.g. from, received

        Explore the “View” menu – e.g. Reading Pane, Current View

Using Contacts

 Check your contacts

        To add contacts – two methods

1.     Quick - open a message and right click on the sender’s name.

Do this for all the members of your level team.

2.     Longer – Create a new contact and type in the details.


Distribution Lists

        Create a new distribution list – e.g. a level team list

1.     Select “New” Distribution List

2.     Name the list – e.g. Level 3 Team

3.     “Select members” button – use your contacts or the global list



More Advanced Calendar Ideas

        Enter a recurring event – e.g. team meeting

        Colour code items – e.g. for year / VELS levels

        Invite others to meetings (for own calendars)

        Copy items between calendars (don’t drag them!)


More Advanced Mail Management

·       Investigate reminder flags

·       Set up rules for incoming mail

·       Try the mail archive function


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