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Overview

Outlook is the preferred email client used to access Microsoft Exchange server email. Outlook also includes contact, calendaring and task management functionality.

Getting Started With Microsoft

Visit the Microsoft website here for a more complete introduction to Outlook Client.

Outlook Client FAQ

How to Set Up Automatic Replies in Outlook

Visit the Microsoft website here for more information

How to Turn Off Automatic Replies in Outlook

Visit the Microsoft website here for more information

Issues Not Receiving New Mail in Outlook

This also applies if you have to keep using the Send / Receive button to get new mail. The most likely explanation is that you are working offline

1. Look at the bottom right hand corner of the Outlook window

2. If the below image appears, then you are working offline and are currently disconnected from the server 

Issues1

3. Go to the Outlook toolbar. Select the Send/Receive tab and click the Work Offline icon

Issues 2

4. The bottom right hand corner now appears as shown in the image below

Issues 3

5. You are now connected to the Office 365 server again and new mail will appear automatically in your Inbox

Have to Type Your Password Everytime You Try to Send or Receive Email

The most likely explanation is that you are working offline

1. Look at the bottom right hand corner of the Outlook window

2. If the below image appears, then you are working offline and are currently disconnected from the server 

Issues1

3. Go to the Outlook toolbar. Select the Send/Receive tab and click the Work Offline icon

Issues 2

4. The bottom right hand corner now appears as shown in the image below

Issues 3

5. You are now connected to the Office 365 server again and new mail will appear automatically in your Inbox

Messages Sent to Known Correspondents Returned to me as Undeliverable

There are several reasons why messages could be returned to you as undeliverable. Perhaps the email address is incorrect or no longer exists

Another reason is that the Outlook AutoComplete / Nickname cache has become corrupt.  If the AutoComplete/Nickname cache file becomes corrupt, Outlook may not be able to identify recipients, may offer incorrect recipients, may send to an incorrect or old email address, or may send the message to the wrong person. In this case, you can clear the entire cache. Please click here and follow steps that are appropriate for your version of Microsoft Windows to clear the AutoComplete / Nicknames cache. After you restart, Outlook generates a new nickname list

Getting a Bounced Email From an Unknown Correspondent

There are several reasons why messages could be returned to you as undeliverable. Perhaps the email address is incorrect or no longer exists

Another reason is that the Outlook AutoComplete / Nickname cache has become corrupt.  If the AutoComplete/Nickname cache file becomes corrupt, Outlook may not be able to identify recipients, may offer incorrect recipients, may send to an incorrect or old email address, or may send the message to the wrong person. In this case, you can clear the entire cache. Please click here and follow steps that are appropriate for your version of Microsoft Windows to clear the AutoComplete / Nicknames cache. After you restart, Outlook generates a new nickname list

How to Check Spelling in an Email in Outlook

Visit the Microsoft website here for more information

How to Automatically Check Spelling of Messages Before Sending in Outlook

Visit the Microsoft website here for more information

How to Export / Backup Messages From Outlook

Your Office 365 Mail is automatically stored in the cloud. You can also save a copy of messages to your local hard drive or another storage area e.g. USB key or CD. For example, if you are leaving the University, you can export your messages so that you can access them in the future. Use the steps outlined below to export your messages

Visit the Microsoft website here for more information

How to Import Messages Into Outlook


Visit the Microsoft website here for more information

Merging Staff and Student Mailboxes

Staff and Student Mailboxes cannot be merged. This may be requested where staff have registered as a student, or where students later become staff. Staff members who are also registered as a student and wish to read their student email must login to Student Mailbox using their Student ID log in credentials (or set up a forward rule from one mailbox to the other).

The same applies to students who have become staff. To access the staff email, you must login to your Staff Mailbox using your Staff ID log in credentials (again, a forward rule could also be set up from one mailbox to the other)

How to Create an Inbox Rule in Outlook

Visit the Microsoft website here for more information

How to Create a Forward Rule in Outlook

Disclaimer: Please note upon setting up a rule it is would be best practice to continuing checking the mailbox on which the rule has been set up to ensure continuity. For examples, Microsoft may push updates which may effect the integrity of any rule set up. We would advise as best practice to continue logging in to the mailbox on which the forward rule has been established to ensure all mail relevant to you is being received

Visit the Microsoft website here for more information

How to Create and Add Signatures to Messages in Outlook

Visit the Microsoft website here for more information.

You can also add the NUI Galway logo to your signature (on campus access only)

How to View Mailbox Size (Quota Used) in Outlook

Visit the Microsoft website here for more information

How to Manage Mailbox Size in Outlook

If you receive a warning message about mailbox quota, we recommend that you complete the following steps:

  • Review items in your Junk eMail folder and delete unwanted messages
  • Clean out Deleted Items
  • Sort your Sent Items folder by size and remove large messages that you no longer need
  • Find large messages that are taking up mailbox space, review them and delete the messages themselves

Visit the Microsoft website here for more information on managing your mailbox size

How to Recover Deleted Items in Outlook

If you delete a message, it is automatically placed in the Deleted Items folder. If you delete items from the Deleted Items folder, then those items are permanently deleted. However, from the time of deletion, you have 7 days to recover permanently deleted items.

Visit the Microsoft website here for more information

Missing Email / Only  A Subset of Exchange Mailbox Items are Synchronised in Outlook

If the email count in your inbox / subfolders is lower than expected, it is likely due to the fact that the Cached Exchange mode 'Mail to Keep Offline' is configured to a value other than 'All'. The default is 12 months.

What this essentially means is that mail older than 12 months is not loaded to your mailbox view by default. You can change this as required. See the Microsoft website here for more information.

Using External Email Service with Outlook When Connected to the Wired Network

ISS supports the staff email service (i.e. @nuigalway.ie addresses) using only the supported email clients applications listed.

Due to network security measures it is not possible to send from Gmail or another unofficial email services using email clients when connected to the NUI Galway wired campus network. Note that Gmail or other unofficial email services are accessible using a web browser

How to Stop Wanted Mail Going to Junk in Outlook

Visit the Microsoft website here for more information

How to Block Junk Email in Outlook

Visit the Microsoft website here for more information

How to Use the Contacts / People Feature in Outlook

Visit the Microsoft website here for more information

How to Manage Suggested Recipients Using Auto-Complete in Outlook

When you send a new message or reply to one, the email address is remembered by Outlook and the next time you send a message to that person, you can type just a few letters and it automatically completes for you. For more information on how to use, manage, turn-off or delete members of the Auto-Complete feature, visit the Microsoft website here for more information

How to Share a Calendar in Outlook

Visit the Microsoft website here for more information

How to add Irish Public Holidays to your Calendar in Outlook

Visit the Microsoft website here for more information

Folder Sharing in Outlook

For more information on Folder Sharing and Delegate access in Outlook, visit the Microsoft website here

How to Grant Delegate Access in Outlook

See the Microsoft website here for more information

How to Send an Email on Behalf of Someone Else in Outlook

First the user will have to delegate access to you to allow this to happen., at which point you will be able to manage their mail and calendar. See the Microsoft website here for more information on how to do this