Best Practices for Microsoft Outlook

Purpose

This article will provide some valuable best practice suggestions to ensure zero loss of data or information from the date of joining till the last date of employment. Therefore, please follow the below instructions for a few applications imperative to our team’s performance.

Outlook

Please consider sharing your outlook calendar and folder with your team members. A fully synced team calendar will enable a quick view of every team member’s personal or work-related booking, which we will need for hassle-free scheduling of work and projects. It will also help in avoiding clashes in time or delays.

Share your calendar

•   Open Outlook and select the Calendar Icon on the bottom-left side of your screen.

•  Navigate to the top ribbon; please choose Share Calendar.
  • Now, click on the calendar you want to share from the list of calendars displayed.
• The permissions dialog box will open. Check the correct option and select Add.

• Look up the team member in the search dialog box, then choose Add > OK.

• Click on OK to complete the process of sharing.

Share Your Folder

If you have organized your work email and have a separate folder for emails and files related to projects, please share them with the rest of the team or one other individual at least. This can be implemented when you practice sending out a newsletter or have servicing emails that need to be referred to often.  

• Right-click on your Mailbox Name (Eg: firstname.lastname@utdallas.edu) and select Folder Permissions.

• Click on the Add button.

• Look up the team member in the search dialog box, then choose Add.

• Click on the person’s name and edit the permission level from the drop-down menu (Eg: Owner, contributor, reviewer, etc.). Select OK.

• Right-click on an individual folder and select Properties.
• Choose Permissions and repeat the above steps until adding a team member and setting permissions.

Accessing the Shared Folder

• Users must open their Outlook and navigate to File > Account Settings > Account Settings.
• Select your Office 365 account and choose Change as shown below.

• Select More Settings > Advanced Option.
• Under the "Mailbox" section, click the Add button and enter the name of the person sharing their folder with you. Select OK.
• Click on OK > OK > Finish.
• Restart Outlook, and you will find the shared folder on the bottom of the left pane of your Outlook.