University of Oregon

Outlook Guide for Windows and Macintosh


This guide will provide information on how to use Microsoft Outlook 2010 (Windows) or Outlook 2011 for Macintosh.

General Information

Microsoft offers a vast array of help and how-to guides, see the following link for general information:

Adding a new contact

The Contacts folder in Outlook is where you can organize and save information about the people that you communicate with. You can save email addresses, phone numbers, mailing addresses and other information. For instructions on how to add contacts, see the following link:

Global Address List/ Searching for Contacts

The Global Address List contains names and e-mail addresses of everyone at the University that has an account with the Exchange Server. For instructions on how to search University contacts using the Global Address List, see the following link:

Search Feature

The search feature in Outlook allows you to quickly find items in your Outlook folders, such as Mail, Calendar, Tasks and Contacts. For instructions on how to use the search feature in Outlook, see the following link:

Calendar Functions

The Outlook calendar has many useful functions including creating appointments and reminders, organizing meetings, viewing group schedules, and much more. For more information about Outlook's Calendar functions, see the following links:

**Note: These guides provide information about how to schedule appointments or meetings, how to look at another person's calendar, how to create additional calendars, and more.

Creating a signature

Outlook allows you to create multiple signatures and select which signature you would like to use when composing messages. For instructions on how to create and manage signatures, see the following link:

Setting an automatic reply

Automatic replies can be set for when you are going to be out of the office. For instructions on how to set up an automatic reply in Outlook, see the following link (**Note: These instructions are for users with Exchange accounts):

Organizing with Categories

Categories allow you to manage items in different ways. You can organize your emails, contacts, events, and tasks by category or project. For instructions on how to set up and manage categories, see either of the following links:

Creating rules

A rule is an action that is performed automatically for incoming or outgoing messages, based on rules that you have set up. Rules can be created to help keep your inbox organized. To create a rule, see either of the following links:

Archiving old Outlook data files

Archiving Outlook files is an efficient way to reduce the size of quota space. For instructions on how to use the Outlook archive feature, see either of the following links:

For more assistance, please contact the Information Services Technology Service Desk.