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For Teachers: Outlook - email management

Professional learning, documentation, digital learning, iPad information

How to: Create a calendar item from an email

Step 1. Click on the email to select it.

Step 2. Right click on the message and hold down while you drag the message to your calendar in the left hand menu bar.

Step 3. Release your click while hovering over Calendar.

Step 4. Select from the options that appear to ‘copy/move here as appointment with text/attachment’.

Step 5: A pop-up window will appear with the calender event date and details. Adjust the date and time, add notes (if necessary) and click ‘Save and Close’




ALTERNATELY, you can use keyboard shortcuts to copy (ctrl C) the message and paste (ctrl V) into the correct time and date in your schedule. 

How to: Set up a rule

Step 1. Right click on the message for which you’d like to create a rule

Step 2. Go to Rules > Create Rule

Step 3. Set up the rule parameters (click select folder to choose or create a new destination folder)

Step 4. Click OK. A pop-up window will display telling you the rule was created successfully. Check the box to 'Run this rule now on messages already in the current folder' if you would like to apply the rule retrospectively.

How to: Edit/remove rules

Step 1. In the top menu bar, click on the drop down arrow under ‘Rules’

Step 2. Select ‘Manage Rules & Alerts’

Step 3. Edit, delete, or add new rules here.

Keep your inbox empty

Colour categorising your contact's emails

Want to receive emails from a particular coleague in a different colour? It's a great way to categorise and highight important emails, you just need to set up a rule. Here's how;

1). From the homescreen in Outlook; click on 'View' in the menu bar at the top of the page

2). Click on 'view settings'

3). An advanced view settings box will appear. Click on 'conditional formatting'.

4). Name your rule, click font and select the colour you will like this person's email to appear as, click OK. Back in the dialogue box, click on 'condition'.

5). Click on the 'From' button and find the person's email. Click on the email, it should populate the bar next to the 'From' button. Click  OK.






Email Management PL

Please note that these instructions only apply to Microsoft Outlook on your computer. You cannot perform the majority of these tasks on the web version (via LowtherNet) or on your iPad.

Mailbox too full? Delete/archive large items

Step 1. In your mailbox, click on the dropdown to the right.

Step 2. Select to arrange ‘By Size’

Step 3. Make sure the text next to the dropdown shows 'Largest ↓'. If not, click to change it.

How to: Save an attachment to your computer

Step 1. Click on the email to select it

Step 2. Right click on the attachment and select ‘Save as’

Step 3. Choose the location and click Save

Step 4. Delete the original email

How to: Save an email to your computer

Step 1. Double click on the email to open it in a new window.

Step 2. Go to File > Save as

Step 3. Save as file type ‘Outlook Message Format – Unicode’ to the desired destination. **NOTE: emails will save to your D drive if you do not change the file location, which makes them very difficult to find.

Send hyperlinks rather than attachments

If a document is saved centrally on the network share drive, you can send a link rather than attach it.

Step 1. Compose your email as per normal.

Step 2. In the top menu ribbon, select the ‘Insert’ tab, then click ‘Hyperlink’.

Step 3. Choose to link to ‘Existing File or Webpage’ and then browse to the location of the document (make sure you choose a location on the network drive that is accessible to everyone – NOT your desktop or personal drive).

Step 4. Select the document, and the hyperlink will appear in the ‘Address’ field. If you would like to change the anchor text, edit in the ‘Text to display’ field (i.e. rather than displaying the long hyperlink in your email, it could read ‘Click here’ or the document title).