Technical Questions

Technical Questions
 
Common Technical Questions
 

 

How do I setup an internet email account in Outlook 2013?


Automatically detect and setup Internet email

 

Note: To complete these steps, you will need to know your email address and password provided by your Internet service provider (ISP).
  1. Start Outlook.
  2. Click the File tab.
  3. In the Info category, click Account Settings, and then click Account Settings in the dropdown.
  4. On the Email tab, click New.
  5. In the Add New Account dialog box, to configure the new email account automatically, configure the following settings in the Email Account section under Auto Account Setup:
    • In the Your Name box, type your full name.
    • In the Email Address box, type your e-mail address. 

      Note: Your ISP provides this information.
    • In the Password box, type the password that your ISP provided.
    • In the Retype Password box, retype the password, and then click Next to begin the Auto Account Setup process. 

      Outlook will then try to automatically configure your account. Some ISPs require the full email address to be entered into the User Name field. If you want Outlook to automatically enter your email password, make sure that the "Save this password in your password list check box is selected. If your account is successfully configured, the Add New Email Account dialog box indicates that the account is created successfully.
    • Click Finish, and then click Close to complete the account setup. 

      Note: If the automatic configuration fails, the Auto Account Setup feature tries to connect by using a connection that is not encrypted. If this method also fails, then the account must be configured manually.

Manually setup Internet email

Note: To complete these steps, you will need to know your email address, password, incoming mail server name, and outgoing mail server name that is provided by your Internet Service Provider (ISP).

To configure the Internet email account manually, follow these steps in the Add New Account dialog box:
  1. Click the Manual setup or additional server types check box, and then click Next.
  2. Click POP or IMAP, and then click Next.
  3. Under User Information , configure the following settings:
    • In the Your Name box, type your full name.
    • In the Email Address box, type your full email address. 
      Note: Your ISP provides this information.
  4. Under Server Information, click the kind of email account that you have in the Account Type box. If you selectPOP3 or IMAP in the Account Type box, configure the following settings:
    • In the Incoming mail server box, type the name of the server in lowercase letters. The name may be in the form of "mail.contoso.com." Or, the name may be in the form of an IP address, such as 172.12.0.0.
    • In the Outgoing mail server (SMTP) box, type the name of the outgoing email server in lowercase letters. The name may be in the form of "mail.contoso.com." Or, the name may be in the form of an IP address, such as 172.12.0.0. 
  5. Under Logon Information, configure the following settings:
    • In the User Name box, type your user name. The user name is usually the part of your email address to the left of the @ symbol. Some ISPs require the full email address. Therefore, please contact your ISP if this is needed.
    • In the Password box, type the password that your ISP provided.
    • If you want Outlook to remember your email account password, click to select the Remember passwordcheck box. 
  6. If your ISP requires it, click to select the Require logon by using Secure Password Authentication (SPA) check box to log on by using Secure Password Authentication.
  7. Click Test Account Settings. When you click Test Account Settings, the following process occurs:
    • The connectivity of the system to the Internet is confirmed.
    • You are logged on to the SMTP server.
    • You are logged on to the POP3 server.
    • If the POP3 server must be logged on to first, Outlook automatically sets the Log on to incoming mail server before sending mail option.
    • A test message is sent. This message explains any changes that Outlook made to the initial setup. 
  8. Click Next, and then click Finish.

Outlook 2013 is now ready for use.

 

How do I change my Outlook password?
 

Update your email account settings when your email account password changes, your mail server or the security settings change, or when you want to customize settings, such as how your name is displayed to other people. The settings you can change vary by account type. For example, if you’re using an Exchange account, only the Exchange server admin can change your name as it appears to other people.
 

1. Click File > Account Settings > Account Settings.

 

 

2. Select the email account you want to change, and then click Change.

 


 

What is the maximum size email attachment I can send?

We limit email attachment sizes within our Hosted Exchange service to 10MB. Many other mail servers limit attachment sizes further, so we generally recommend that email attachments be under 2MB in size.

How do I create a Rule?
 

Click the File tab.

Click Manage Rules & Alerts.

In the Rules and Alerts dialog box, on the E-mail Rules tab, click New Rule.

Under Step 1: Select a template, select the template that you want from the Stay Organized or Stay Up to Date collection of templates.

Under Step 2: Edit the rule description, click an underlined value. For example, if you click the people or public group link, the Address Book opens.

Click Next.

Under Step 1: Select condition(s), select the conditions that you want the messages to meet for the rule to apply.

Under Step 2: Edit the rule description, click an underlined value for any condition that you added, and then specify the value.

Click Next.

Under Step 1: Select action(s), select the action that you want the rule to take when the specified conditions are met.

Under Step 2: Edit the rule description, click an underlined value for any action that you added, and then specify the value.

Click Next.

Under Step 1: Select exception(s), select any exceptions to the rule, and then click Next.

Under Step 2: Edit the rule description, click an underlined value for any exception that you added, and then specify the value.

Click Next.

Under Step 1: Specify a name for this rule, enter a name.

Under Step 2: Setup rule options, select the check boxes for the options that you want.

If  you want to run this rule on messages that already are in the Inbox, select the Run this rule now on messages already in “Inbox" check box.

By default, the new rule is turned on. To turn off the rule, clear the Turn on this rule check box.

To apply this rule to all email accounts set up in Outlook, select the Create this rule on all accounts check box.

Click Finish.

How do I schedule a meeting with other people?

 

Send a meeting request to set up a time to meet with others and to track who accepts the request.

In Calendar, click New Meeting.

New Meeting command on the ribbon

Keyboard shortcut    To create a meeting request regardless of where you are in Outlook, press Ctrl+Shift+Q.

In the Subject box, tell your recipients what the meeting is about.

In the Location box, tell your recipients where this meeting will be held. If you use a Microsoft Exchange account, click Rooms to check availability and reserve rooms.

In the Start time and End time lists, click the meeting start and end times. If you check the All day event box, the event shows as a full 24-hour event, lasting from midnight to midnight.

In the meeting request, type any information you want to share with the recipients. You can also attach files.

Click Scheduling Assistant. The Scheduling Assistant for Exchange accounts helps you find the best time for your meeting by analyzing when recipients and meeting resources, such as rooms, are available.

If you’re not using an Exchange account, click Scheduling.

Click Add Attendees, and then type the recipients names, email addresses, or resource names (separated by semicolons) in the Required, Optional, or Resources boxes.

If you’re not using an Exchange account, click Add Others > Add from Address Book.

You can search for attendees by typing in the Search box, and then clicking Go. Click the name from the results list, and then click RequiredOptional, or Resources.

A green vertical line represents the start of the meeting. A red vertical line represents the end of the meeting. You can click and drag the lines to a new start and end time. For Exchange accounts, the free/busy grid shows the availability of attendees.

For Exchange accounts, the Room Finder pane contains suggested best times for your meeting (when most attendees are available). To select a meeting time, click a time suggestion in the Room Finder pane in the Suggested times section, or pick a time on the free/busy grid.

After your attendees are added, to switch back to the meeting request, on the ribbon, click Appointment.

Unless you want to make this a recurring meeting, click Send.

 

Make a Recurring Meeting

 

Click Meeting > Recurrence.

Recurrence command on the ribbon

Keyboard shortcut    To schedule the meeting to repeat regularly, click Ctrl+G.

Choose the options for the recurrence pattern you want, and then click OK.

When you add a recurrence pattern to a meeting request, the Meeting tab changes to Recurring Meeting.

To send the meeting request, click Send.


How do I create Calendar entry reminders?

 

In Outlook 2013, you can set or remove reminders for different items, such as email messages, appointments, and contacts.

Calendar appointments and meetings

For all new appointments or meetings

At the bottom of the screen, click Calendar.

Click Calendar

To turn default reminders on or off for all new appointments or meetings, under Calendar options, select or clear the Default reminders check box.

If you select the check box, enter how long before the appointment or meeting when you want the reminder to appear.

For existing appointments or meetings

At the bottom of the screen, click Calendar.

Click Calendar

Open the appointment or meeting.

 NOTE    If the Open Recurring Item dialog box appears, do one of the following:

To set the reminder for just one appointment or meeting in a series, select Just this one.

To set the reminder for all the appointments or meetings in a series, select The entire series.

 

On the Appointment Occurrence or Meeting Occurrence tab, in the Options group, click the Reminderdrop-down list, select how long before the appointment or meeting you want to get a reminder. To turn a reminder off, select None.

 NOTE    For all-day events, the default reminder time is 18 hours in advance. Although you can't change the default for all of the all-day events that you create, you can change the reminder time on each appointment.

Email messages, contacts, and tasks

At the bottom of the screen, click Mail.

Click Mail

On the Home tab, in the Tags group, click Follow Up, and then click Add Reminder.

Add a reminder command on the ribbon

 TIP    You can quickly flag email messages as to-do items by using reminders. Right-click the Flag Status column in the message list. Or if you have the message open, on the Message tab, in the Tags group, click Follow Up, and then click Add Reminder.

In the Custom dialog box, select or clear the Reminder check box. If you select the check box, enter the date and time when you want the reminder to appear.

Click OK.


How do I view another person's calendar?
 

When another Microsoft Outlook user grants you permission to his or her calendar, you can open it in Outlook. If you do not have permission, a permission request e-mail message is sent to the other person.


NOTE A Microsoft Exchange Server account is required.


In Calendar, on the Home tab, in the Manage Calendars group, click Open Calendar, and then click Open Shared Calendar.
Type a name in the Name box, or click Name to select a name from the Address Book.
The shared Calendar appears next to any calendar that is already in the view.
After you access a shared Calendar for the first time, the Calendar is added to the Navigation Pane. The next time that you want to view the shared Calendar, you can click it in the Navigation Pane.
If the other person whose Calendar you want to open has not granted you permission to view it, Outlook prompts you to ask the person for permission. If you click Yes, a sharing request e-mail message opens automatically. The message requests the person to share his or her Calendar with you and also provides the option to share your default Calendar with him or her.
TIP You can quickly schedule a meeting with people whose calendars you can view. Select multiple calendars. On the Home tab, in the New group, click New Meeting, and then click New Meeting with All.


NOTES


Even if the other person has created an additional calendar, you can open only the person's default Calendar.
To remove a calendar from the Other Calendars list, right-click the calendar, and then click Delete Calendar.
The owner of the calendar items controls who can see the items and change them.

How do I share my Calendar in Outlook Web App?
 

You can share your calendar with people in your organization.

Sign in to Outlook Web App. If you are using Office 365, sign into the Office 365 portal. Click Calendar >Share.

Share button when Calendar is selected in top navigation.

Type the name or email address of the person you want to share your calendar with in the Share with box. This box works just like the To box in an email message. You can add more than one person to share your calendar with.

Send button to share your calendar in Outlook Web App.

After you’ve added who you want to share your calendar with, select how much information you want them to see. Full details will show the time, subject, location, and other details of all items in your calendar. Limited details will show the time, subject, and location, but no other information. Availability only will show only the time of items on your calendar. You can edit the Subject if you want.

 

By default, your primary calendar will be shared. If you have created other calendars, you can select one of them to share instead.

After you’ve finished adding people to share with, setting their access levels, and choosing which calendar to share with them, select Send. If you decide not to share your calendar right now, select Discard.

Each person in your organization that you shared your calendar with will receive an email message telling them that you’ve shared your calendar with them. People inside your organization will have two buttons on the invitation – one to add your calendar to their calendar view, and another to share their calendar with you. The email will also include a URL that can be used to access the calendar.

Add Calendar button when you receive calendar sharing invitation.

The calendar will now display under PEOPLE’S CALENDARS.


Recall or Replace a sent email message?
 

You send an email message, and then you start to have second thoughts. First, see if you can use recall.

 

Click File to go to the Backstage. With Info selected, open the list at the top of the page, and select the account you sent the email from. If it says Microsoft Exchange, and your recipients are on the same email system, you can use recall, which is the feature of the Exchange server. Go to Mail and click Sent Items in your folder list. Then, open the mail you want to recall or replace. Click File in the message to go to the Backstage. With Info selected, click Resend or Recall, and click Recall This Message.

 

Now you choose what you want to do: recall the message, which means that you want to try to delete the message from the recipient's Inbox, or replace the message, which means you want to delete the original message and replace it with a new one.

 

Resend

You know that a message recall or replacement works if you receive a positive confirmation message. But if your confirmation shows that the recall failed, or you don't receive a confirmation at all, or if you’re not using Microsoft Exchange, then your original email probably wasn’t deleted. Try resending it with changes.

Click Sent Items in your folder list. Then, open the mail you want to resend. Go to the Backstage. And with Info selected, click Resend or Recall, and click Resend This Message. Your original email opens with a Send button. Now you can rewrite the message, correct your mistakes or add the parts you forgot about. You may also want to explain why you are resending it. Then, click Send.

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You may check out Microsoft Training Courses for Outlook 2013 also.