Information about How to Use EMAIl and OFFICE

The URL above is maintained by the Network and Infrastructure (IT) area of the College. When they get questions or concerns from employees at the College about how to use an email or office feature they develop a PDF or video or have a partner company develop a PDF or video.

The first place you may want to check to see if your question have been answered is the Documents section of the Sharepoint site.

A screen capture showing the contents of the Documents directory at the Sharepoint site where Network and Infrastructure (IT) shares documents.
Look here first!

Send You Later…

To stay productive sometimes I want to draft a message now to send later. It might be something to students. Or, I sometimes send a Zoom calendar announcement and want to send a traditional email reminder the day of the meeting. I used to use the Desktop app. This had one drawback in that it sometimes did not send if I did not have the desktop app open.

You can now do this from the web Outlook app. Draft your message. Click the down arrow next to the Send button inside the message. Select Send later and pick your date and time. The message will go to your drafts folder and will have red text above it showing when it will send.

An image of an email to be sent later showing the text "This message is scheduled to send on Tue 02-MAR 8:15 AM"

Here is a video of me using the feature. It shows how straightforward it is.

Adding People to Invites

This video (Microsoft Stream- login with HFC credentials) shows how to use the web based email client to forward a meeting invite to someone knew without sending the invitation to everyone.

I had asked for people who wanted to attend a monthly walk-on committee meeting. I did not want to keep a list of who responded and send them an email at a later date because those folks might wonder what is happening and I am not organized enough to do that carefully. I also did not want to resent the invite 10 times to the folks already on the committee. My solution is in the video.

Email to Task or Meeting via Dragging on the Web Client

You can make a meeting or task on the Outlook webclient by just dragging and dropping the email provided you are in the My Day view. My Day is on the top left of your screen and looks like a calendar with a check mark on it. Select that. Drag your email to the appropriate spot and complete the dialog that appears.

Be careful about creating an “Event”. This makes a meeting and not an appointment so you might need to remove the other email recipients and add yourself as the only meeting attendee to avoid sending this to everyone on the original email. Of course you can leave them if you want to meet with everyone on the email.

This video shows some of the steps.

Dropping Messages on the Outlook Calendar to Make Appointments

Someone showed me today that if you drop a message on the calendar application you can create a calendar entry that has all that messages text. You can then adjust all the fields of the calendar and invite more people to any meeting. This can save some typing and keep all the original text of a message leading to a meeting. It can be shared with everyone through the invite and not through a separate message.

This only seems to work in the Outlook for Desktop and not Outlook through a browser.

And Then There Was One- Calendar

The default setting in desktop Outlook is to have multiple calendars show up without overlapping. This must be useful for someone, somewhere.

Fortunately, my next door neighbor at work (along with, I suppose, millions of users world-wide) discovered how to change this. There is an arrow at the top tab of each calendar pointing left. Click the arrow to fold that calendar into the next one over.

(The text above describes what I show in the video below.)

Liking Emails

So, you have probably had times when you wanted to acknowledge you received an email message, but you did not really have anything to say in reply. You reply “Thank you.” The other user has to spend time reading another email. Rarely they might even reply “You’re welcome.” You have to read another email. Who is to say it stops there? Maybe soon you are exchanging photos of your pets, or speculating on whether Aaron Rodgers is past his prime.

With Outlook you can acknowledge an email without sending a reply.

Simply click the like button. You can find this just to the left of the the reply button on the web client.

Thumbs Up in a Pleasant Shade of Green
Thumbs Up in a Pleasant Shade of Green

The person who sent the mail will get an alert indicted by a number by the bell at the top of the screen. You are both back to doing what you were doing before.

Bell in a Pleasant Shade of Green
Bell in a Pleasant Shade of Green

Feel free to share your favorite tip about Outlook, share a pet photo, or share your opinion on Green Bay quarterbacks- past, or present in the comments.

Someone Added Me to a Group. Now What?

Groups allow semi-exclusive communication using Outlook’s messaging. Some users may only use the groups feature for that. Others might use more of the potential of groups. If they do, how do you easily find the documents and notes other users share?

From the desktop client it is pretty straightforward. Click on the group name and then select an icon at the top. This is the rare case it seems where the Desktop version works better than the browser-based version of Office.

An arrow pointing to the icons to launch Notebook, or Sharepoint.
Look for the notes, or documents here!

I prefer to use the browser-based version of Outlook/Office. Among other things it shows multiple calendars on one screen. When using the browser, here is one easy way yo get to the documents in a group.

Select the square of nine dots at the top left of the screen. (Your view may have a different color-scheme if you did not have the good taste to change your display to a Spartan green.)

Arrow pointing to the nine dots used for visual navigation between Microsoft apps in the browser client
The important nine dots

Click on Sharepoint and then select one of your groups from the list that will appear at left. You can also sometimes see these as Frequent sites in the main frame on the page.

Clicking the nine dots gives a list of Microsoft applications.
Clicking the nine dots gives a list of Microsoft applications.

Then, you can select documents (or notes) to see the files your group is sharing.

Links to Documents and Notebook appear among other links in a frame on the left of the page.
Links to Documents and Notebook appear among other links in a frame on the left of the page.

Finally, you can also navigate to group documents from your own OneDrive site.

This shows where on the OneDrive page links are to group files.
Here they are!

Do you have questions about Outlook that you would like answered in a future article? Give them as a comment below.