OIT Exchange Email

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Exchange Email Tasks

Video Tutorial

Directions

  1. The best way to address email is to find your intended recipient in the Global Address List (GAL).
  2. After clicking on “new e-mail” a new window will come up.
  3. Click the “To” button to pull up the GAL.
    Click the To button
  4. You will usually have the GAL selected as your default address book (1). If not, use the pull-down menu to select the GAL. You can type the name of the person you are writing in the search box (2). Note, the GAL is sorted by payroll first name, so you won’t be able to find people by last name or nickname. Once you have found the person you want, you can either double-click to select it (3) or click on it once, then go to the bottom of the address book window.
    Global Address List
  5. If you double clicked on the name, it will appear here (2). If you single-clicked, you must now click the “To ->” button (1). Either way, your recipient will now show up here. You can select more recipients if you like. When you’ve finished, click the OK button (3). This will return you to the new email window, where you can select a subject and type your message.AddressIf the person you wish to write to does not use Exchange, you will not find her or his name in the GAL. In that case, you should use the person’s campus email address: ucinetid@uci.edu (e.g., paardvar@uci.edu).Each time you address email to someone for the first time, that person’s name and email to be in your remembered auto-complete list. The second time you wish to compose email to that person, Exchange will find and suggest the address to you, just by typing the name into the “To:” field of the new email window. Going to the GAL will always work, but this will sometimes be easier.

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Video Tutorial

Directions

  1. Many email program use commas to separate the addresses of multiple recipients. Exchange uses semicolons (;). This is something you can configure in your Outlook options.
    Outlook Options
  2. From the “File” menu (1) select “Options” (2). This will bring up the options window.
  3. From the Outlook Options window, select Mail (1) then scroll down to Send messages, select “Commas can be used…” (2) then “OK” to save your changes.
    Outlook Options to send mail

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Video Tutorial

Directions

  1. Click on the File Tab and then click on the Options Button.
    Options button
  2. In the Outlook Options dialog box click on Mail then click on the Signatures Button.
    Signatures Button
  3. Click on the New button
    New Signature
  4. Enter the name for your new signature then click OK.
    Title your signature
  5. Highlight your signature name by clicking on it that you want to create or modify in the text editor box.
    Enter the text for your signature and style as desired. Once you are satisfied with your signature, click
    on the OK button twice to exit out of the Signatures and Options dialog box.
    Signature Text

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Office 2010

Video Tutorial

Directions

  1. Click on the File Tab and then click on the Automatic Replies Button.
    Select Auto Replies
  2. Select the dates when you want your Automatic Reply to be sent.
  3. Type in your automatic reply for “Inside My Organization”.
    Auto Reply In My Org
  4. Either copy and paste in the same reply for people outside of your organization or create a different one.
    Auto Reply Outside of Org
  5. Click OK
  6. Email sent to your Exchange account during the dates set will receive your message.

Office 2013

Directions

  1. Click on the File Tab and then click on the Automatic Replies Button.
    AutomaticReplies_a
  2. Select the dates when you want your Automatic Reply to be sent.
  3. Type in your automatic reply for “Inside My Organization”.
    AutomaticReplies_d
  4. Either copy and paste in the same reply for people outside of your organization or create a different one.
    AutomaticReplies_e
  5. Click OK
  6. Email sent to your Exchange account during the dates set will receive your message.

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Exchange allows you to set an automatic reply or vacation responder when you will be away from checking your email. Use the instructions below for Outlook Web Access (OWA).

  1. Login to Outlook Web Access
  2. Click the Options Gear in the top right corner and select Set Automatic Replies
    autoreply-o365
  3. Select Send automatic replies
  4. Optionally, Check the box next to Send replies during this time period.
    • Select the day and time you want the automatic replies to begin.
    • Select the day and time you want the automatic replies to end.
  5. Compose your “away” message. This is the reply your sender will receive.
  6. You have the option of sending your away message or no message to external senders.
  7. Click Save at the bottom of the screen.
    away-config-o365

Messages sent to your Exchange email will receive your custom “away” message during the times you have set.

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Office 365 allows you to set an automatic reply or vacation responder when you will be away from checking your email. Use the instructions below for Outlook Web Access (OWA).

  1. Login to Outlook Web Access
  2. Click the gear  in the top right corner and select Options
    O365-options
  3. From that screen, choose Automatic Replies:
    o365-autoreply
  4. Select Send automatic replies
  5. Optionally, Check the box next to Send replies during this time period.
    1. Select the day and time you want the automatic replies to begin.
    2. Select the day and time you want the automatic replies to end.
  6. Compose your “away” message. This is the reply your sender will receive.
    O365-internal
  7. You have the option of sending an alternate message or no message to external senders.
    o365-external
  8. Click Save at the top of the screen.

Messages sent to your UCI Office 365 email will receive your custom “away” message during the times you have set.

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Video Tutorial

Directions

  1. With the Home tab selected, click on Rules.
  2. Select Create Rule
    Create Rule
  3. Enter criteria for filtering email then click on the OK button. Notice there are two parts to a rule: a pattern indicating when the rule applies (e.g. who the message is from) and a section indicating what to do with a message like that (e.g. moving the message to a specified folder.) You can learn more about these options in the Outlook Help article Manage email messages by using rules.
    Rule options
  4. Click OK

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Video Tutorial

Directions

Outlook allows you to look at email messages in two different ways. Normally, you look at one message at a time, independent of its history. But Outlook also allows a “threaded” view which collects together all the messages related to a topic: replies, forwards, etc. This is called a “conversation” and you can choose to see messages collected in this way.

  1. Select the View tab and check the box Show as Conversations
  2. Click on the Conversations Settings button to configure your conversation thread criteria.Conversation Settings
  3. Uncheck box if you wish to turn off the Conversation or Thread view for that folder.

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Video Tutorial

Directions

  1. When you click in the search box, a new tab appears on the ribbon.
    Search Tools
  2. In the Search Tools tab, click on Advanced Find.
    Advanced Find
  3.  If you want to search for text inside a message, ‘set search for the words’ in: to ‘subject field and message body’.
    Search in message body
  4. Click ‘Find Now’ and results will be displayed below.
    Messages Found

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