Best Practices for Microsoft Outlook

Tags m365 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.

Note: The processes mentioned are for a Windows Computer / PC. For additional information, read KA 625.

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.

Screenshot of outlook Homepage highlighting the Calendar icon

  •  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.

Screenshot of the calendar properties highlighting the Add button and the Can view when I'm busy option

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

Screenshot of the add users pop window

  • 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.

Screenshot of the options under the outlook account

  • Click on the Add button.

Screenshot of the outlook today properties highlighting Add button

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

Screenshot of the add users pop-up highlighting Add button

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

Screenshot of the outlook today properties highlighting Reviewer access

  • 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.

Screenshot of the Account settings

  • 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.
Note: OIT also enables employees the choice of using shared folders. By using a shared mailbox, you can ensure others with access to the mailbox can assist with answering emails even if that department member is out-of-office. For redundancy, always ensure at least two people have access to any shared mailbox/calendar. To request a shared mailbox, click here. For additional information, read KA 625.
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