Introduction to live@UCL using
Outlook 2010
Kristina Drew

live@UCL offers...

Integrated and unified (college-wide) email and
calendaring service

Large mailboxes (25Gb)

Rich webmail service

Email and calendar synchronised for support mobile
devices (iPhone, Android, Windows Mobile 5.2 or
above)

Synchronised UCL password

By default, all calendars will be set to “free/busy”,
showing availability for all live@UCL users
– For scheduling meetings between departments
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Username
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Standard UCL userid followed by @live.ucl.ac.uk
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e.g. ccaaxxx@live.ucl.ac.uk
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Password

Same as (synchronised with) your standard UCL
password
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Change using standard UCL ‘MyAccount’ tool

https://myaccount.ucl.ac.uk/
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Mailbox size

25GB

Check usage
– File > Info > Mailbox Cleanup
– Available space displayed in GB

What happens when I approach my limit?
– 24GB – Warning
– 24.668GB – Prohibits sending email
– 25Gb – Prohibits sending and receiving email
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Recovering deleted items

A deleted item is transferred to Deleted Items folder
where it will remain for a maximum 30 days before
being automatically removed

Items that are deleted from the Deleted Items folder are
stored on the live@UCL servers for a maximum 14 days
and can be recovered within this period. After this
period, deleted items are permanently removed and
cannot be recovered

Mail view > select Deleted Items folder > Folder tab >
Clean Up group > Recover Deleted Items

http://www.ucl.ac.uk/isd/staff/mail/live/outlook/2010/basics/recover-deleted
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Email: Add a signature

In a New Message window > Include group >
Signature button > Signatures

http://www.ucl.ac.uk/isd/staff/mail/live/outlook/2010/messages/signature
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Email: Attachments
Sending attachments

The maximum total size of an email message, this
includes the message header, the message body, and
any file attachments is 25 MB.
Receiving attachments

Files types (e.g. .bat, .exe, .vbs) that may contain
viruses are blocked

Preview, open and save received attachments

http://www.ucl.ac.uk/isd/staff/mail/live/outlook/2010/messages/attachments
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Email: Junk mail

Home tab > Delete group > Junk button > Junk E-mail
Options...

It is recommended to set junk mail filtering options to
No Automatic Filtering

If you choose to set your junk mail filtering options to
Low, you will need to regularly check your Junk E-Email
folder for legitimate emails

Messages in Junk E-Mail folder are permanently
deleted after 30 days

http://www.ucl.ac.uk/isd/staff/mail/live/outlook/2010/messages/junk-email
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Automatic replies (Out of office)


File tab > Info (left hand side) > Automatic Replies
(Out of Office)
‘Inside My Organisation’ = live@UCL users

Need replies for both Inside My Organisation and
Outside My Organisation

http://www.ucl.ac.uk/isd/staff/mail/live/outlook/2010/messages/auto-reply

To switch off: File tab > Info (left hand side) >
Automatic Replies (Out of Office) > Turn Off
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Email: Blind carbon copy (Bcc)

In New Message window > Options tab > Show Fields
group > Bcc button

http://www.ucl.ac.uk/isd/staff/mail/live/outlook/2010/messages/bcc
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Email: Searching for a message

Simple search
– Use Instant Search Pane
– Expand search: Try searching again in All Mail Items
– Close Search Pane:

http://www.ucl.ac.uk/isd/staff/mail/live/outlook/2010/messages/search
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Email: Searching for a message

Click in the Instant Search box, the Search Tools tab
appears in the ribbon.

Search ribbon > Search Tools button > Advanced Find

http://www.ucl.ac.uk/isd/staff/mail/live/outlook/2010/messages/search
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Email: Outlook Address Book

Collection of address lists
– Global Address List (GAL)
– Contacts (your personal contacts and personal distribution lists)
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Global Address List

Contact details for live@UCL users only

Home tab > Find group > Address Book > Global
Address List

Entries: Surname, First-name

Search on surname
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Looking for an email address

Type surname into To: field

Ctrl-k to search address lists in order
– GAL should be your default address list

To check address list order:
–
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Home tab > Find group > Address Book > Tools > Options
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Calendar: Your calendar

Click on Calendar in Navigation Panel

Change time interval: Calendar > View tab > Arrangement
Group > Time Scale

Change work hours: File tab > Options (Outlook options) >
Calendar > Work time

http://www.ucl.ac.uk/isd/staff/mail/live/outlook/2010/calendar
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Calendar: Activity types

Appointment
– Activity only in your calendar

Meeting
– Activity to which you invite others
– Invitees will receive an email invitation
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Event
– Reminder (does not block out time in your calendar) OR
– A whole day that is blocked out
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Calendar: Appointment

Calendar view > Home tab > New Appointment
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http://www.ucl.ac.uk/isd/staff/mail/live/outlook/2010/calendar/appointment
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Calendar: Meeting

Calendar view > Home tab > New Meeting Request

http://www.ucl.ac.uk/isd/staff/mail/live/outlook/2010/calendar/meeting
OR
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Use Scheduling Assistant

Calendar view > Home tab > New Meeting Request >
Scheduling Assistant

http://www.ucl.ac.uk/isd/staff/mail/live/outlook/2010/calendar/schedule-assistant
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Calendar: Scheduling Assistant
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Calendar : Event

In Calendar view, double click on the top of the column for
the day of the event

To block out whole day, set Show As: Busy or Out of
Office

To set a reminder, set Show As: Free

http://www.ucl.ac.uk/isd/staff/mail/live/outlook/2010/calendar/event
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Calendar: Share your calendar


Colleague wants to invite you to a meeting
Any activities in your calendar will be seen as ‘busy” periods – no
details shown

To give a colleague more detailed information about your activities you
will need to use Share My Calendar...

http://www.ucl.ac.uk/isd/staff/mail/live/outlook/2010/calendar/share-calendar

Calendar view > Home tab > Share group > Share Calendar button
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Calendar: Accept a calendar share

Your colleague will:
– Receive an email invitation
– Need to click on Open this Calendar button

http://www.ucl.ac.uk/isd/staff/mail/live/outlook/2010/calendar/accept-share-request
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Webmail access

Outlook Web Application (OWA)

Access your live@UCL mailbox anytime-anywhere you
have:
– a network connection to internet
– an up-to-date web browser

http://outlook.com/live.ucl.ac.uk
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Outlook Web Application
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Mobile devices

Connection guides:
https://www.ucl.ac.uk/isd/staff/mail/live/mobphon/mobilephones
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Online: information

http://www.ucl.ac.uk/isd/staff/mail/live
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Online: Guides
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Outlook 2010:
http://www.ucl.ac.uk/isd/staff/mail/live/outlook/2010
Outlook Web Application (OWA):
http://www.ucl.ac.uk/isd/staff/mail/live/outlook/owa
Office 2010:
http://www.ucl.ac.uk/isd/common/resources/office_2010
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In person: Training courses
UCL ISD training courses for Office 2010 (college-wide
programme)
http://www.ucl.ac.uk/isd/staff/training/courses

Moving to Office 2010
(One-hour lunchtime demonstration or two-hour workshop)
– For those who have previously used an earlier version of Outlook and who
are very familiar with Outlook functionality

Mail and Contacts in Outlook 2010
(Two-hour trainer-led session)
– Primarily for those who have previously used other email applications

Managing your Calendar in Outlook 2010
(Two-hour trainer-led session)
– Primarily for those who have used other calendar software such as Oracle
Calendar
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