Outlook

Export Contacts

Export contacts to a CSV file or Excel:

1. Choose Open & Export > Import/Export.

2. Choose Open & Export, and then choose Import/Export.

3. Choose Export to a file.

4. Choose Comma Separated Values.

5. THIS STEP IS KEY especially if you're borrowing a friend's computer: In the Select folder to export from box, scroll to the top if needed and select the Contacts folder that's under your account. Choose Next

6. Choose Browse, name your file, and choose OK.

7. Confirm where your new contacts file will be saved on your computer, and choose Next.

8. Choose Finish to start exporting your contacts immediately. Outlook doesn't display any message when the export process is complete but the Import and Export Progress box goes away.

9. Locate the new .csv file on your computer and open it with Excel to verify your contacts are there. You'll likely have a lot of empty cells. That's normal.

10. Generally we recommend closing the file without saving any changes; otherwise the file might get messed up and you won't be able to use it for importing. If that happens you can always run the export process again and create a new file. You can use Excel to update the information in your .csv file. For tips about working with a list of contacts in Excel, see Create or edit .csv files.

11. If you borrowed a friend's computer with Outlook on it, you can now remove your account from his version of Outlook. Here's how:

a) In Outlook on the desktop, choose File > Account Settings > Account Settings.

b) Choose the account you want to delete, and then choose Remove.

c) Choose Close.

11. Now that your contacts are copied to a .csv file, you can import them to another computer with Outlook for Windows on it, or import them to another email service.

How to add a calendar to my list of calendars

For boardroom, meeting room, leave & absences, and company car (staff calendars are shared separately - please see the Office Administrator if this is what you require):

1) Go to your calendar online

2) Open 'Add Calendar'

3) Select 'From Directory'

4) Type 'Boardroom'. It should pop up in the drop down options. Select it.

5) It should now appear as an option in 'Your Calendars' list on the left-hand side (please note that you may only have 'busy' viewing rights)

How to add a signature

1. Open Outlook

2. Click File > Options

3. Click Mail. Then select ‘ Signatures’  

4. Click New. Add your signature into the box. In the drop downs, select whether you would like the signature to be applied in new messages and replies/forwards. Click OK. 

How to change views

https://www.youtube.com/watch?v=tQwQ911rDa8 

How to view someone else's calendar

https://youtu.be/fSZhk_YnRY8

I've lost the left hand column in Outlook, how do I get it back?

1. Click View

2. Click Layout

3. Tick Folder List

4. Tick Contacts (if wanted)

5. Click Ok

Setting up Outlook on your computer

Using a Google Apps or Gmail email address:

To set up Outlook using a Google apps or gmail email address you will need to download Google Apps Sync for Microsoft Outlook. If you already have Google Apps Sync for Microsoft Outlook downloaded, scroll past the video and you'll find instructions for you to follow. 

1. Go to the website and download it here - https://tools.google.com/dlpage/gappssync

2. Click on Download Google Apps Sync and click on the download at the left bottom corner of your screen. 

3. A popup will come up, click Yes. (Please note this part is now seen on the video). 

4. Once it has installed it will ask you to log in. Put in the email address you would like to sync with Outlook. 

5. It will then redirect you to Chrome where you will need to Allow it to access your information.

6. In you Taskbar, click on the Google Apps icon which will be flashing at you. Click Create profile.

7. Click Start Microsoft Outlook

6. This will now import and sync all your emails and calendars into Outlook. 

If you would already have Google Apps Sync downloaded onto your computer and would like to add another email address to your Outlook follow the below steps. 

1. Click on Start

2. Start Typing "Google Apps Sync". Click on "Click up a Google Apps Sync user"

3. Put in the email address of the email you would like to use through Outlook. Follow the instructions above from no 5.

Please note: If you use multiple Google Apps emails through Outlook, you may receive emails to one email address that was for the other. This is because Google hasn't made Google Apps Sync to use multiple addresses.

Using a Microsoft email address:

1.  On your computer, open the start button on the bottom left corner

2.  Search, or type in Outlook

3.  Open Outlook

4.  Follow the prompts by typing in the email address etc.

What to do if Outlook isn't opening

If your Outlook isn't opening, try opening it in safe mode. To do this click on your Start menu and type outlook.exe /safe. The below will come up:

Click Enter. This will open Outlook in safe mode. If it doesn't open it means there is a problem with the application itself. Flow in #itappsupport letting the Office Assistant know your Outlook isn't working and that you have tried opening it in safe mode but it still isn't working.

If it does open close it, and then open again as usual. If you are still having problems, open Outlook in safe mode again and try disabling your add-ins one at a time:

1. Go to the File tab, and click Options.

2. Select Add-ins.

3. From the Manage list, click COM Add-Ins and click Go.

4. Uncheck one of the add-ins and click OK.

5. Restart the application in regular mode.

Per Microsoft, “If the Office application starts, the COM add-in you unchecked is causing the problem. We recommend you visit the company website for the add-in to find out if there’s an updated version you can install. If there isn’t a newer version or if you don’t need to use the COM add-in you can leave it unchecked.”

Add a signature to your Office 365 email ONLINE

Strictly Savvy Method:

Try this method first:

1. Open the email

2. Download the html file

3. Open the html file (will open in a new tab)

4. Ctrl + A to select all

5. Ctrl + C to copy

6. Back in your Outlook inbox, search the settings for 'Email Signature'

7. Select into the signature box

8. Ctrl + A to select all

9. Delete the content

10. Ctrl + V to paste in your new signature

11. Select 'Save'

12. Refresh your inbox

13. Compose a new message and send it to the Office Administrator to check that the changes have pulled through

Please let the Office Administrator know if you have any trouble with this.

Here is a video on how to update your signature if you are a visual person - https://www.youtube.com/watch?v=B_tzK0VD7XI

Email Signature Method:

Use this method if the Strictly Savvy method did not work

1. Sign in online at http://outlook.office365.com

2. Next we will click on the gear in the upper right hand corner and click into “Options.” Outlook Web App Options

3. Then click into “Mail > Layout > Email Signature.” Outlook Web App Email Signature Block

4. Ok, and so here is the part where 85% of people mess up. You need to have that image hosted online somewhere.  A lot of people just copy and paste their image into the signature block and while it might appear like it works… most likely when you send it out the receiver is going to get a big blank square with a red “X” in it. This is because the temporary link breaks. You need to have your image hosted online somewhere. I always just upload the image I want to my web server. If you don’t have access to a web server you can always upload it to a free image hosting site such as TinyPic. Once you know where the image is, you will need to browse to the hosted location URL. If you use TinyPic, they will give you the URL. If it is on your web server I advise just right clicking on it if you are in Firefox and selecting “view image.” URL example:  https://woorkup.com/wp-content/uploads/2016/03/logo.png. Then right click on the image and select “Copy.” When this goes into your clipboard it is also going to capture the web server path.

5. Now simply go back to the email signature block and hit paste (CTRL+V). You can then construct the rest of your signature. Then simply hit “Save” and you are all done and you shouldn’t have any problems with your image/picture becoming a broken/dead link. Also, if you construct your signature first in Microsoft Word, it should still work to paste into the email signature block as long as you pasted the image into word from the web server URL.

Note: If you are on a Mac some people have reported the above not working. You might need to drag and drop the image instead of copying/pasting.