Outlook Essentials

Whether you're new to Drury or looking to sharpen your Outlook skills, this guide covers common tasks, best practices, and where to find free Microsoft training.

📁 Free Microsoft Training Resources

Microsoft provides free online training for Outlook and other Microsoft 365 applications — self-paced lessons, videos, and hands-on exercises.

Microsoft 365 Training Center: support.microsoft.com/training

Microsoft Learn: learn.microsoft.com/training

📁 New Outlook vs. Classic Outlook

Microsoft currently offers two versions of Outlook for Windows.

Classic Outlook

• Traditional desktop application
• Supports all Outlook features and add-ins
• Preferred for users who require advanced functionality

New Outlook

• Modern interface
• Similar experience across Windows and Outlook on the web
• Simplified navigation and settings
• Continues to receive new features from Microsoft

Outlook on the Web

• Accessed through a web browser
• Available anywhere with internet access
• Similar appearance to New Outlook

Helpful Video

▶ New Outlook vs. Classic Outlook Comparison

The "Try the New Outlook" toggle, located in the upper-right corner of the desktop app.

📁 Setting an Out-of-Office Reply

Out-of-office replies automatically notify others when you're unavailable.

Common Uses

• Vacation
• Conferences
• Extended leave
• Working remotely with limited availability

Video Tutorial

▶ How to Set Up an Out-of-Office Reply

Best Practices

• Include the dates you'll be away.
• Provide an alternate contact if immediate assistance is needed.
• Keep your message brief and professional.

📁 Using Your Outlook Calendar

Your Outlook calendar helps you:

• Schedule meetings
• Send invitations
• View coworkers' availability
• Reserve conference rooms
• Track appointments and events

Microsoft Training

Welcome to Your Outlook Calendar

Helpful Tips

• Use Scheduling Assistant when creating meetings.
• Set reminders for important appointments.
• Color-code calendars for easier organization.
• Create recurring meetings for regularly scheduled events.

📁 Recalling a Sent Message

Sent an email too quickly? In some situations, Outlook allows you to recall or replace a message.

Requirements

Message recall works best when:

• Both sender and recipient use Microsoft Exchange or Microsoft 365.
• The recipient has not yet opened the message.

Microsoft Training

Recall or Replace a Sent Email

📁 Managing Mailbox Size

Keeping your mailbox organized improves Outlook performance and helps prevent storage issues.

Microsoft Training

Manage My Mailbox Size in Outlook

Tips for Reducing Mailbox Size

Empty Deleted Items

Delete messages you no longer need and periodically empty the Deleted Items folder.

Clean Up Sent Items

Large attachments often accumulate in Sent Items.

Search for Large Messages

Use Outlook's search tools to identify emails with large attachments and remove those no longer needed.

Archive Older Messages

Move older email to archive folders when appropriate.

Save Attachments Elsewhere

Store large files in OneDrive or SharePoint instead of keeping them in email.

Still stuck?

Submit a request through the Technology Services Help Desk and we'll take it from there.