Using Outlook | University Email (2024)

Faculty and staff who use Outlook for email can remove incorrect or outdated email addresses that are suggested by Outlook’s autocomplete tool.

Outlook remembers every address you type in a To, Cc, or Bcc field. When you begin typing in these fields, it will makes suggestions based on past entries. This can be problematic if the address is incorrect or outdated, and to avoid sending the message to the wrong recipient or an undeliverable address, you should remove it from the cache.

How to remove an address

1. Begin typing the email address into an address field. When then name appears in the list, click the X next to the address.

2. Once cache is cleared,
   1. either manually type in the full email address again

1. 2. Or select the “To…” box and search for the user

The address book should pop up. Search using the Last Name, First Name format. Select the contact and then click To… Finally click OK.

If you want to reserve a specific meeting room or location for the meeting invitation you are creating in Outlook, you can select a room from the Global Address Book.

This article covers how to book a conference room using

Using Outlook for Windows

Outlook 2013 & 2016

1. Open Outlook.
2. Create a meeting invitation. You can do this task multiple ways:
   1. In the Mail screen, click New Items in the upper left bar and then select Meeting.
   2. Click Calendar in the bottom bar and then either click New Meeting in the upper left bar or right click on the desired meeting date and select New Meeting Request from the right-click menu.
3. Beside the Location box, click the “Rooms…” button.
4. Search for the conference room you wish to book and double-click your choice.

Note: If you do not see a list of rooms, click the drop down arrow under the Address Book field at the top of the box. Select Global Address Book or All Rooms.

1. Click OK.
2. The dialog box will close, and you will see that your selected room is listed in the To: and Location fields.
3. Now complete the other fields in your meeting invitation. You can use the Scheduling Assistant, located in the top bar, to check the availability of your meeting participants and the conference room.
4. Click Send. You will receive a message from the calendar account for the room accepting your request if the room is available during the selected day and time.

Using Outlook 2016 for Mac

1. Open Outlook 2016.
2. Click the Calendar tab at the bottom bar to get to the calendar selections.
3. Click the Meeting button at the top left to create a new meeting.
4. Under Location, click the address book icon located to the right.
5. You will have many different options to search under. Change your options to Search All Fields in Default Global Address List.
6. Type the name of the room you would like to reserve in the search field.
7. Click on the room.
8. Click the Resource button at the bottom right of the contacts search window. This will add your chosen room as a contact for the meeting and as the location.
9. Close out of the Contacts search window.
10. Click the Scheduling button at the top right of your meeting ribbon to check the availability of your meeting participants and the conference room.
11. Click Send. You will receive a message from the calendar account for the room accepting your request if the room is available during the selected day and time.

Using Calendar in Office 365

Note: Students who need to access these resources must have UConn Student Worker Accounts (usernames in the format student####)

1. Sign into Office 365 online portal by going to http://email.uconn.edu and clicking on Office 365. You can also go directly to the login page at https://login.microsoftonline.com.
2. Login with
   1. Username: UConn email address (lastname@uconn.edu OR student####@ad.uconn.edu)
   2. Password: NetID or Student Worker Account Password
3. Once in the portal, you will see the tiles of the apps available to you. Click the Calendar
4. Click New in the upper bar.
5. Complete the information for your meeting.
6. Click within the second field Add a location or a room. Select a room from the list that appears, click Add room at the bottom of the list, or search by the room name (e.g., ~UITS – Conference Room).
   1. If you select Add room, then select All rooms to view rooms in the Global Address list.
7. To check availability of the room and participants, click the calendar icon to the right of People.

1. Click Send. You will receive a message from the calendar account for the room accepting your request if the room is available during the selected day and time.

Related Articles:How do I access the calendar for a room in Outlook?, How can I have a conference room added to Outlook so that users can schedule and book it?

Last Modified: 10/24/2017

After reading this article, faculty, staff, and student employees will know:

Note: Your permissions set for the account determine how much access you have to a calendar. Authors may add entries and edit/delete their own entries. Editors may add entries and edit/ delete all entries. Read-only access allows users to view existing entries but not to make any changes.

Open the room calendar in Outlook Web App

Note: Students who need to access these resources must have UConn Student Worker Accounts (usernames in the format student####)

1. Sign into Office 365 online portal by going to http://email.uconn.edu and clicking on Office 365. You can also go directly to the login page at https://login.microsoftonline.com.
2. Login with
   1. Username: UConn email address (firstname.lastname@uconn.eduORstudent####@ad.uconn.edu OR NetIDwork@uconn.edu)
   2. Password: NetID or Student Worker Account Password
3. Once in the portal, you will see the tiles of the apps available to you. Click the Calendar
4. Right click Your Calendars on the left side of the window and select Open Calendar from the right-click menu.
5. Type the display name of the shared calendar (e.g., ~UITS – Conference Room 100). Please note that resource#### will not work here.
6. Select the calendar from the list of options in the drop down menu.
7. Click Open. The calendar will now be displayed.

Open the room calendar in Outlook

Note: Students who need to access these resources must have UConn Student Worker Accounts (usernames in the format student####)

1. Open Outlook by clicking the Outlook icon on your workstation. If you are prompted to login, enter:
   1. Username: UConn email address (firstname.lastname@uconn.eduORstudent####@ad.uconn.edu OR NetIDwork@uconn.edu)
   2. Password: NetID or Student Worker Account Password
2. Click Calendar, located near the bottom left corner of your Outlook window
3. In the Home tab, select Open Calendar
   1. Select either From Address Book… or From Room List…
4. Enter or search for the display name of the calendar (e.g., ~UITS – Conference Room 100). Double-click the desired calendar from the list generated below.
5. Click The calendar will now be displayed.

Related Articles: How can I have a conference room added to Outlook so that users can schedule and book it?

Last Modified: 10/31/2017

In Outlook, you can view the availability and book a conference room or other shared resources if it is included in the Global Address list. In order to schedule and book the room in Outlook, the room must have a calendar account created. Once this account is created, rooms will display as ~Department Name – room# (e.g., ~ITS – Conference Room 100) in the Global Address list and can be managed in Outlook.

The first step is to create a calendar account for the room, and after reading this article, staff, faculty, and student employees should be able to:

How to request a room mailbox

Contact ITS Help Center at (860) 486-4357 or helpcenter@uconn.edu with the following information:

• The name you would like to create for the room. Provide it in the following format: ~Department Name – room#

• The NetID for staff or student####or NetIDWork for student employees who require author access. Authors may add entries and edit/delete their own entries.

• The NetID for staff or student####or NetIDWork for student employees who require editor access. Editors may add entries and edit/ delete all entries.

• The NetID for staff or student####or NetIDWork for student employees who require read-only access. Read-only access allows users to view existing entries but not to make any changes.

A resource#### will be provided by ITS once the account has been created. Permissions will be set approximately one hour after the account has been created. Once these settings are in place, the room will be included in the Global Address list, and designated employees, students, and faculty can manage scheduling for the room via Outlook.

Note: For OU Administrators: Calendar groups will be placed in the local administrator’s organization unit (OU). Please provide the OU information in Active Directory Users and Computers.

Related Articles: How do I access the calendar for a room in Outlook?

Last Modified: 10/31/2017

After reading this article faculty and staff with mailboxes on Office 365 should be able to configure their Outlook client using IMAP. IMAP(Internet Message Access Protocol) is an email protocol used for retrieving and storing incoming mail sent over SMTP.

1. Open Control Panel and click Mail. Click Add to create a new profile. Select “Manual setup or additional server types” as shown below and click Next.

2. Select “POP or IMAP” and click Next.

3. In the POP and IMAP account settings page, fill in the information below:

• Your name: This will be your display name
• Email address: This will be your primary UConn email address in the format FirstName.LastName@uconn.edu.
• Select the Account type as IMAP.
• Incoming mail server: outlook.office365.com
• Outgoing Mail Server (SMTP): smtp.office365.com
• User Name: This will be your primary UConn email address in the format FirstName.LastName@uconn.edu.
• Password: Your NetID password

Select “Remember password” and click “More Settings”

4. Your email address should auto-populate in the General tab

5. Click the Outgoing server tab and ensure to select “My outgoing server (SMTP) requires authentication” and “Use same settings as my incoming mail server”

6. Click the Advanced tab update the following:

Incoming mail server (IMAP): 993

Use the following type of encrypted connection: SSL

Outgoing server (SMTP): 587

Use the following type of encrypted connection: TLS

7. Click OK and then Next. Ensure the Test Account Settings complete successfully and click Finish.

For more information on the configuration: https://support.office.com/en-us/article/pop-and-imap-email-settings-for-outlook-8361e398-8af4-4e97-b147-6c6c4ac95353

After reading this article students, faculty and staff should be able to:

SPAM filtersare afiltering systemsetup to protectour email accounts from unwanted and potentially dangerous messages.

Stop legitimate email messages from going into my SPAM filter

Sometimes a SPAMfiltering system misidentifies legitimate email messages as SPAM and sends them to the junk folder in your mailbox.If you discover that an email was mistakenly sent to your junk folder,you can follow the steps provided below toidentify it as “not junk.”With a few steps – and occasionally monitoring your junk folder – you can customize the server and correct this misidentification. Over time and as more users engage in these corrective actions, the server will filter with even greater accuracy.

Outlook for Windows

1. Go to the junk folder in your mailbox.
2. Right click on the emailand select Junk >Not junk.
3. A pop-up will appear check the box by “Always trust e-mail…” to ensure that the sender address will not be blocked again in thefuture.ClickOK, to move the message back to your inbox.

Outlook forMac

1. Go to the JunkE-mailfolder in your mailbox.
2. Right click on the emailand select Junk Mail > Mark as Not Junk

My email is running slowly. How do I turn on cachedmode?

After reading this article students faculty and staff should be able to:

Cached modeworks by saving a copy of your mailbox to your computer allowing for quick access to your dataandcan be a quick fix for troubleshootingslow email.

Note:Outlook 2011and 2016for Mac uses caching by default,anditcannot be enabled or disabled.

Outlook 2013/2016for Windows

1. In Outlook 2013 or 2016, click File > Account Settings > Account Settings.
2. Click the Exchange account, and then click Change.
3. Under Offline Settings, check Use Cached Exchange Mode.
4. Exitand then restart Outlook.

Outlook 2010 for Windows

1. In Outlook 2010, click the File tab.
2. Click Account Settings, and then click Account Settings.
3. On the E-mail tab, click the Exchange account, and then click Change.
4. Under Microsoft Exchange server, select or clear the Use Cached Exchange Mode check box.
5. Exit and then restart Microsoft Outlook 2010.

Keywords: cached, email, slow, Outlook

Last Modified:6/19/2017

After reading this article students, faculty, and staff should be able to:

Personal names (or aliases) allow UConn faculty, staff, and students to create personalized e-mail addresses in addition to the name originally assigned to them by the University.

What is considered a valid personal name?

Typically, personal names are a variant of your name (e.g., john.smith@uconn.edu or john.e.smith@uconn.edu), but you may create any name that uses valid address characters. E-mail aliases are not case sensitive and can be entered in lowercase, uppercase, or a combination of the two. Valid alias submissions will be automatically implemented.

Note:

If a Personal Name has already been assigned to a staff member, it will not be available until six months after that person leaves the University. If a Personal Name has been assigned to a student, that name is unavailable. Personal Names cannot be reserved.

How do I create a personal name?

1. Go to pername.uconn.edu and log in with NetID credentials.
2. Click Add Personal Name from the left-hand side.
3. Enter the desired personal name. Do not include “@uconn.edu” as that is built-in.
4. Click Add APN.
5. A green success bar should appear and it will appear as an alternate personal name.

How do I change the email address that is published in the email systems and UConn phonebook?

1. Go to uconn.edu and log in with NetID credentials.
2. Click Select Published Name from the left-hand side.
3. Under “Publish a Personal Name,” click the radio button beside the name you wish to have shown in the email systems and UConn phonebook.
4. Click Change PPN.
5. A green success bar will appear noting your new published personal name.

Note:

The email address you choose for your published personal name will become your new login for your email account, either Office 365 (for faculty and staff) or Gmail (for students). This change can take up to an hour, and email will be inaccessible during this time. If you cannot access your email after an hour, change your NetID password and try again.

How do I change the display name in UConn directories?

1. Go to uconn.edu and log in with NetID credentials.
2. Click Change Display Name from the left-hand side.
3. Under “Change your UConn Email Directory Display Name,” enter the name you wish displayed
4. Click Change your UConn Email Directory Display Name.
5. A green success bar will appear noting your new display name.

How do I delete a personal name?

1. Go to uconn.edu and log in with NetID credentials.
2. Click Delete Personal Name from the left-hand side.
3. Under “Delete an Alternate Personal Name (APN),” click the radio button beside the name you wish to delete.
4. Click Delete APN.
5. A green success bar will appear noting that the selected APN was successfully deleted.

Keywords: personal name, pername, email, alias, delete, display name, UConn Phonebook, UConn directories, email systems

Related Articles: How do I use plus email addressing?

Last Modified: 6/7/2017

After reading this articlestudents, faculty, and staff should be able to:

Office 365 Outlook web client

Office 365 web mail does not have a spell check ability. Instead, it is based on the browser you are currently using. If your browser finds a spelling error, it will signal the error with a red underline. To fix the error, simply right click on the red underlined and it will bring up a list of spelling solutions.Browsers that have spell check turned on by default includeChrome, Safari, and Firefox. To turn on spell check in Internet Explorer follow the steps below.

Internet Explorer

1. Press theAltkey to display the menu bar.
2. ClickTools, then selectManage add-ons.
3. SelectSpelling Correctionfrom the list of ‘Add-on Types’.
4. Check the box toEnable spelling correction,then clickDone.

Outlook for Windows

Spell CheckIndividualMessage in Outlook

1. Click theReviewtab and thenSpelling & Grammar.

Turn onAutomatic Spell Check in Outlook

1. Click File > Options > Mail.
2. Under Compose messages, check the Always check spelling before sending box.

Outlook forMac

Spell CheckIndividualMessage in Outlook

1. Click theEdit>Spelling & Grammar>Spelling & Grammar.

Turn onAutomatic Spell Check in Outlook

1. Click Outlook> Preferences> Spelling & Grammar.
2. Make sure both “Check spelling as you type” & “Check grammar as you type” are checked.

Apple Mail

Spell CheckIndividualMessage in Outlook

1. Click theEdit>Spelling & Grammar>ShowSpelling & Grammar.

Turn onAutomatic Spell Check in Outlook

1. Click Mail> Preferences>Composing.
2. Under the “Check spelling” dropdown, select eitheras I typeto check spelling as you write your messages orwhen I click sendto check your spelling right before the email is sent.

Keywords:spelling, spell check, grammar, email, mail client, Windows, Mac, Outlook, Apple Mail, browser

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Last Modified: 6/30/2017

After reading this article students, faculty, and staff should be able to:

NOTE: Sending automatic replies to anyone outside my organization will send your automatic reply to every email, including newsletters, advertisem*nts, and potentially, junk email. If you want to send automatic replies toonlythoseinsideyour organization, we recommend choosing My contacts only.

Office 365

Createautomaticreply inOffice 365

1. LoginOffice 365&open theOutlookmail app.
2. Click the settings icon.
3. Under Settings, clickAutomatic replies.
4. Click the radio dial forSend automatic replies.
5. Optionally,click the checkbox for “only send during this time range” andset a date range for your automatic replies.If you do not choose an automatic end time, you will have to manually turn off automatic out of office replies.
6. To send replies only to senders inside the organization uncheck the“Also send replies to senders outside my organization”box. If you choose to send replies to sendersoutsideof the organization choose to send to your contact list orall external senders and enteryourautomaticreply.
7. Setup your automatic reply and then clickOK.

Manually turn off automatic reply

1. LoginOffice 365&open theOutlookmail app.
2. Click the settings icon.
3. Under Settings, clickAutomatic replies.
4. Click the radio dial forDon’t sendautomaticreplies.

Outlook for Windows

Createautomaticreply inOutlook for Windows

1. SelectFile>Automatic Replies.
2. In the Automatic Replies box, selectSend automatic replies.
3. Optionally,click the checkbox for “only send during this time range” andset a date range for your automatic replies.If you do not choose an automatic end time, you will have to manually turn off automatic out of office replies.
4. On the Inside My Organization tab, type the response that you want to send to teammates or colleagues while you are out of the office.
5. SelectOKto save your settings.

Manually turn off automatic reply

1. Click theFiletab, and then click theInfotab in the menu.
2. In theAutomaticrepliessection, clickonTurn off.

Outlook forMac

Createautomaticreply in Outlook for Macifyou have anOffice 365 email account

1. On theToolstab, clickOut of Office.
2. In theAutoreply Settingsbox, check theSend automatic replies for account “X”box (where “X” is the account you’d like to send out of office replies from).
3. UnderReply once to each sender with, enter your automatic reply.
4. To set the start and end dates, select theOnly send replies during this time periodcheck box, and enter the start and end dates and times.If you do not choose an automatic end time, you will have to manually turn off automatic out of officereplies.
5. To send replies only to senders inside the organization uncheck the“Also send replies to senders outside my organization”box. If you choose to send replies to sendersoutsideof the organization choose to send to your contact list orall external senders and enteryourautomaticreply.
6. ClickOK.

Createautomaticreply in Outlook for Mac if you have anGmailemail account

1. At the bottom left corner of the of the navigation pane, clickMail.
2. On theHometab, clickRules, and selectEdit Rules.
3. In theRulesbox, clickShow All.
4. In theOutlook Preferencesbox, underPersonal Settings, clickAccounts.
5. In theAccountsbox, in the left pane, click the account.
6. To return to theRulesbox, clickShow All, and then underEmail, clickRules.
7. In theRulesbox, clickAdd a rule.
8. In theRule namebox, type a name for the rule, such asVacation Reply.
9. UnderDo the following, click theChange statusbutton, and chooseReply.
10. ClickReply Text, and type the automated reply that you want Outlook to send, and clickOK.
11. In theRulesbox, you’ll see theVacation Replyrule you created.

Manually turn off automatic reply in Outlook for Mac if you have an Office 365 account

1. On theToolstab, clickOut of Office.
2. In theAutoreply Settingsbox,uncheck theSend automatic replies for account “X”box (where “X” is the account you’d like to send out of office replies from).

Manually turn off automatic reply in Outlook for Mac if you have a Gmailaccount

1. At the bottom left corner of the of the navigation pane, clickMail.
2. On theHometab, clickRules, and selectEdit Rules.
3. Uncheck theAutomatic reply rule.

Apple Mail

Createautomaticreply in Apple Mail

1. Launch Mail and navigate toMail>Preferences>Rules.
2. ClickAddRuleand give it a description.
3. In the first dropdown, selectAccountand in the dropdown next to it select the email you wish to set up the automatic reply for.
4. In the “Perform the following actions” dropdown, selectReply to Message.
5. ClickReply message textand enteryourautomaticreply. ClickOK.
6. ClickDon’t Apply. If you click Apply,your rule will be applied to all yourexistingmessages as well as new messages.

Manually turn off automatic reply in Apple Mail

1. Rules in Apple are active by default. To turn offyourautomaticreply navigate toMail>Preferences>Rules.
2. Uncheck the box next to theautomaticreply rule.

Keywords:out of office, automatic replies, Office 365, Outlook, Windows, Mac, Apple Mail, rules

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Last Modified:6/27/2017