Student Email Training Resource
| Site: | Blackburn College Moodle |
| Course: | Tech Bar |
| Book: | Student Email Training Resource |
| Printed by: | Guest user |
| Date: | Wednesday, 30 October 2024, 9:21 AM |
1. Introduction
Your student email address is your ID number@live.blackburn.ac.uk
You can access your student email via the College website under the Staff and Students section or through Moodle. In addition to this, you can add your student email to your mobile.
Your student email account is through Outlook on the web from Microsoft.
It includes:
- web-based email client
- calendar tool
- contact manager
- task manager
It is necessary for you to check your student emails regularly as this is how important information from the College will be communicated to you. For example, College announcements or information about your bursary.
2. Get to Know Outlook on the Web
Outlook on the web includes your email, calendar, and contacts. Here are a few of the popular features to use:
Send messages and share files to collaborate with others.
Use Suggested replies or the Like button to save time.
Focused inbox keeps what matters most front and center.
Pick a time in your calendar to use quick compose or select More options to add more details to your event.
Use Smart time suggestions to find a meeting time that works for everyone.
Make your meetings a Teams meeting or quickly find a place to meet with Suggested locations.
Connect your Microsoft 365 account to LinkedIn to send messages and share files with your connections.
Search lets you quickly find emails, events, and contacts.
3. Create and Send Emails
Create and send an email:
Select New message.
Add recipients and a subject.
Type your message. @mentioning someone from your organisation is a great way to get their attention.
If you want to share a file, select Attach and choose a Suggested attachment. You can also Browse this computer or Browse cloud locations to find the file you want to attach.
Select Send.
Respond to email:
Here are a few different ways to respond to an email that can save you time:
Select Reply, Reply All, or Forward and type your message like usual.
Select the Like button instead of writing a response.
Use a Suggested reply to save time and quickly respond.
4. Organise your Inbox
Keep your inbox tidy and organised in Outlook on the web.
Use Sweep
Select a message.
Select Sweep from the ribbon.
Choose when and where you want to move email messages from the sender you chose. For example, you can send all messages from that sender to a specific folder (even your trash) for one time or for all future messages.
Select OK to perform the selected action.
Create rules
Right-click a message and select Create rule.
Choose the folder where you want all messages from that sender or set of senders to be moved, and then select OK.
The rule will be applied to all incoming messages. If you'd like to run the rule on your inbox immediately, select the check box for Run this rule now in Inbox.
Note: Additional Rules customisations are available to help you manage your Outlook messages in a way that makes sense for you.
Use folders and categories
Select a message.
Select Move to and choose a folder.
Or, select Categorise and choose a category.
Clean up your inbox
Select a message.
Select Delete. Select Archive if you might want it later.
Note: You can also right click on folders and perform bulk actions on those folders. Select Empty, Mark all as read, and assign policies to choose when emails within a folder will get automatically archived.
5. Create a Signature
Add a signature or set an automatic reply when you're unavailable in Outlook on the web.
Create a signature
Select Settings > View all Outlook settings.
Select Compose and reply.
Create your signature.
Choose if you want to include your signature on new messages and messages you reply to or forward.
Select Save.
Create an automatic reply
Select Settings > View all Outlook settings.
Select Automatic replies.
Turn on automatic replies.
If you want, choose to:
Set a start and end date
Block my calendar for this period
Automatically decline new invitations for events that occur during this period
Decline and cancel my meetings during this period
Type your message.
Choose if you want to send a response to people outside your organisation. If so, type another message.
Select Save.
6. Schedule an Appointment
With Outlook on the web you can schedule an event or meeting:
Select Calendar.
Select an open time on your calendar.
Add the details of the event.
Add invitees to make it a meeting.
If you want to add more info, select More options.
Use the calendar to find a free time. Green means everyone is available. You can also select a Suggested free time or use Scheduling Assistant.
Add a Suggested location or Browse more rooms to use search to find the right spot.
If you want, make it a Teams meeting.
Add any more details and select Send.
7. Create and Edit a Contact
Create and edit contacts in Outlook on the web to keep the information about people in your organisation up-to-date.
Create a contact
Select People.
Select New contact.
Add contact details.
Choose Add more for more options.
Select Create to finish.
Edit a contact
Select a contact.
Choose the Contact tab.
Select Edit contact.
Make the changes you want.
Note: Some information is provided by your organisation and you won't be able to edit it.
Select Save.
8. Searching
Search in Outlook on the web lets you quickly find email, contacts, or events.
Select the Search box.
Type what you're looking for.
To refine results:
Select Filters and change options like Folders, From, To, Subject, Keywords, Date ranges, and Attachments.
Use an Advanced Query Search keyword, like To: or From:.