- Windows: Outlook 2013 Training Courses, Videos, and Tutorials (Microsoft website)
- Macintosh: Outlook 2011 Quick Reference Guide (PDF)
Windows users should use Microsoft Outlook 2013, which is part of Office 2013. Macintosh users should use Microsoft Outlook 2011, which is part of Office 2011 for the Mac. In addition, you can use any Web browser to run Outlook Web Access.
These versions of Office are available in the Yale Software Library -- or, if you don't have rights to install software on your computer, contact your support provider for assistance.
Outlook is a full-featured personal information management application from Microsoft. It is part of the Microsoft Office software suite, which also includes Word, Excel, Powerpoint, and other tools. It is best known as an email client, but it also offers calendaring, task management, contact management, and note taking capability. It can be used to its fullest potential when used in conjunction with an Exchange email and calendaring system. Our Exchange system here at Yale is known as "YaleConnect".
Our currently-supported versions of Outlook are Outlook 2013 for Windows, and Outlook 2011 for the Mac. These are part of our currently-supported versions of Microsoft Office: Office 2013 for Windows, and Office 2011 for the Mac, respectively.
In order to obtain Outlook (or to upgrade it from an earlier version, if you're running a pre-2013 version on Windows, or a pre-2011 version on a Mac), you should download the currently-supported version of Microsoft Office from the Yale Software Library -- or, if you don't have rights to install software on your computer, contact your support provider for assistance.
You can get to all of the email messages stored on the Exchange server from any computer with an Internet connection, via Outlook Web Access.
Outlook also allows you to store some messages on your hard drive, instead of on the Exchange server. On Windows, you do this by creating an "Outlook Data File", or ".pst". On a Mac, it's called creating a "Local Folder". In either case, you will not be able to any messages stored on your computer's hard drive from any other computer.
Yes, the Yale Connect Exchange service has been designed for a high degree of reliability and performance. Emails, calendar, tasks and other Exchange data stored on the server are automatically backed up.
To have the name you prefer in your email identity for Outlook messages you send, contact your department's business office and request that your "preferred name" be updated in Human Resources database. Once that change is taken care of, your email messages will then automatically come from your preferred name.
There are several ways to send email to someone in your address book. One way is to start a new email, click on the address book icon next to the "To..." field (or Cc... field) and pick from the available lists:
Global – Includes all YaleConnect users.
Contacts – includes your personal address book, maintained by you, verify the email address is correct if you experience problems.
LDAP – Includes everyone at Yale.
You may have accidentaly removed columns. To restore the view, go to View > Arrange By > Custom > Fields, and add fields to the "Show these fields in this order:" list as appropriate.
This is due to differences in the format of the email message that's been sent to you. If the format of the message supports it, the attachment will appear in body of the message. Otherwise, it will appear in the headers at the top of the message.
The Out of Office Assistant will send a response once to each unique address until it is turned off/on again.
Spam may be handled by your local email program or by the Yale Spam Filtering Service. Please visit the Spam Filtering FAQ webpage for more information.
Right-click on the message, and then select Junk E-mail > Add Sender to Blocked Senders List.
Right-click on the sender's address, and then select Add To Outlook Contacts. This will open a contact card that you can update.
To create a template:
- Create and customize a new message.
- Click File > Save As, and then select Outlook Template (*.oft) from the Save as type list.
- Click Save.
- Close the message that you used to create your template.
If you are prompted to save the message, click No.
To use the template:
- Click Tools > Forms > Choose Form.
- In the Look In list, click User Templates in File System.
- Click the name of the template, and then click Open.
If you start typing an address and you see an incorrect address in the list, arrow down to the incorrect address and press delete.
Depending on how you set it up, you can choose to send auto-replies internally to your organization and/or to External Senders. You may compose a different response for each group.
Be aware: In the context of the YaleConnect service, an External Sender is a sender with an email account on ANY email system other than YaleConnect. This includes EliApps (our GMail-based service) and legacy medical campus email services. Therefore, if you intend for auto-replies to be sent to anyone at Yale who sends email to you, you must configure the Out of Office Assistant to include auto-replies to external senders as well as internal.
While it's possible to do this by creating a server-side forwarding rule, auto-forwarding your Yale business related email to non-Yale operated systems is strongly discouraged. Furthermore, for email transmission of Protected Health Information, you must follow the policies outlined in 5123 PR1: Electronic Communication of ePHI.
Documentation for creating server-side rules to automatically handle email is available in your email client's help system. Additional assistance is available by contacting the ITS Service Desk.
- Carefully check all addresses before sending email. The single greatest cause of email exposure is the sender incorrectly addressing email, thereby sending it to the wrong recipient.
- Use only official University email systems for Yale business-related email. Never use auto-forwarding rules to automatically forward your Yale email to email services outside of Yale.
- Only open email attachments that you were expecting. Never open attachments you were not expecting or attachments you receive from unknown sources. A practice known as spoofing makes it possible for a malicious individual to electronically masquerade as someone else. So even when you receive a message with an attachment from someone you think you know, the sender's address may have been spoofed.
- Never click links to websites unless you can verify that they point to the expected location.
- If it's not already installed, install Symantec Endpoint Protection, our University-provided and -supported anti-malware (viruses, etc.) solution, from the Yale Software Library.
- If you receive Yale email on a smartphone or tablet, at minimum, the device must be password protected. You should also enable encryption if it's included as part of the smartphone's operating system.
There are two different methods of allowing the sending of email in Microsoft Outlook by someone else on your behalf. Both present some issues regarding functionality and security. "Send as" functionality is enabled via explicit permissions at the server level by an administrator and allows an individual to impersonate someone else when sending email messages. Replies to messages are sent to the owner of the mailbox, not the originator of the message. "Send on behalf of" functionality is enabled by an end user granting delegate access to another individual via Outlook. Messages created by delegates appear in other users' inboxes as being sent by the delegate "On behalf of" another individual. Replies to these message are sent to the originator of the message.
Then, before sending the meeting request, click on "Scheduling Assistant" in order to see when the room (and human attendees) are available.