Outlook

Changing Outlook 365’s Reply Default Setting

With the recent (Fall 2015) changes to Outlook 365, the Reply button defaults to Reply to All, frustrating many and generally promoting bad netiquette. Here’s how to change the default:

  • Log into Outlook 365.
  • Note the default reply option on your O365 toolbar.

    Reply Drop Down Arrow
    (Note, if you wanted to keep things as they are but just choose alternatives based on the e-mail message, simply click the drop-down arrow).

  • Find and click the Settings icon in the upper right-hand corner.

    Settings Cog 

  • Select Options.
  • Choose Reply Settings.
  • Change the default setting from Reply All to Reply instead and save.

    Reply Setting

Marking a Message as Not Clutter

If you would like to keep a message from being marked as clutter in Outlook, either right click on the message and choose Mark as not clutter or just drag it to the Inbox. If Office 365 is missing messages you want marked as clutter, right click and choose Mark as clutter or drag it to the Clutter folder.

If you are using Outlook 2007, 2010 or 2013 (Desktop), simply drag a message to the Clutter folder to mark it as clutter or drag it to the Inbox to mark it not clutter.

By dragging messages to the Clutter folder you will train the tool to spot similar e-mail in the future. The tool gets smarter over time, learning from your prior actions with similar messages.

Setting up Rules in Outlook 365

  • Log into Outlook and click the gear icon on the right side of the title bar.Outlook Gear Icon and Menu
  • Click the triangle next to Mail to expand the menu item if it is not already expanded. Do the same for Automatic Processing and select Inbox Rules.Options Menu
  • Find the Outlook rules tool icons and click the plus symbol icon (+) to create a new rule.Outlook Rules Icons
  • Go through the setup steps as desired. Since there are a considerable number of combinations as to what you might want to do with rules, this TechTip will not offer specifics beyond this point. If you need more assistance after you have experimented with creating your own rule(s), please contact Jeff Feiertag, IT Training Coordinator.

Sending an Attachment Using Outlook

To Send an Attachment Using Outlook in Your Email:

  • Compose a new email message including recipient’s email address, subject of the email, and the email message.
  • Choose the Message tab on the Ribbon.
  • Choose Attach File on the Ribbon under the Message tab.  An Insert File dialog box will be displayed.  Choose the file you would like to attach to your email message from the Insert File dialog box.  The file attachment and file size will be displayed below the subject box of the email.
  • Choose send to send the email with the attachment to the recipient.

Creating New Tasks Using Outlook

To Create a New Task Using Outlook:

  • Choose Tasks in the Navigation Bar on the bottom of your screen.
  • Choose the New Task option.  A window will display for you to input the New Task information.
  • Input the information for the task including the subject, date, priority, etc. If the task occurs on a regular basis, choose the Recurrence option on the Ribbon.  A Task Recurrence dialog will be displayed.  Choose the Recurrence Pattern and click OK.
  • Choose the Save & Close option on the Ribbon to save the task.

Creating a New Contact

To Create a New Contact in Outlook:

  • Choose People in the Navigation Bar on the bottom of your screen.
  • Choose the New Contact option.  A window will display for you to input the New Contact information.
  • Type in the contact information including name, email address, phone numbers, etc.
  • Choose the Save & Close option on the Ribbon to save the contact information.

Using Outlook Calendar to Schedule an Appointment

To Schedule an Appointment Using the Outlook Calendar:

  • Choose Calendar on the Navigation Bar on the bottom of the screen .
  • Choose the date for your appointment.
  • Choose the New Appointment option on the Ribbon to display an Appointment Window.
  • Fill in details in the Appointment Window including name, start time, end time, reminder setting, notes, etc.
  • Choose the Recurrence button on the Ribbon if your appointment will occur regularly
  • Choose the Save & Close on the Ribbon.

Outlook will show the appointment on the calendar.  If you would like to view the details of the appointment, use the mouse to double click on the appointment.

Noting the New FRS Distribution Lists (March 2015)

We now have some new distribution lists!

You are probably aware that group for the higher ranks have been in place for a long time (e.g., #FRS.Assistant Chiefs, #FRS.Captains, etc.) but we now have distribution lists for lower ranks, too:

  • #FRS.Master Firefighters
  • #FRS.FireFighters

There are others, too:

  • #FRS.CMF Staff
  • #FRS.PSTA Staff