Tech Guides (IT Governance)

Using Microsoft Outlook on Windows

Updated on

Microsoft Outlook is the main email service used on-campus. Whether you are using Outlook version 2016 or 2019 on your Windows computer, these steps should prove useful for you.  

Setting up Outlook

If you log into a campus computer with your credentials, you should only have to open Outlook and click through the setup prompts. It should automatically recognize and populate the required fields with your email address. 

If asked for a username, be sure to use [email protected], which is usually different than your school email address. See the article Why Does Outlook Show Two Different Emails? for more information.

Changing the Office theme

1. Open Outlook

Open Outlook

2. Select File


3. You will have the following options: 

  • Select Office Account to change settings for all computers attached to your account. 
  • Select Options to only change settings for the computer you are using.  
account settings

Creating an email signature

1. Select File


2. Select Options


3. Select Mail


4. In the Compose Messages tab, select Signatures

Compose Messages

5. When the Signatures and Stationery window opens, select the Email Signature tab

Signatures and Stationery

6. Select New and  type a name for the signature you want to create. 


7. In the Edit Signature box, type in your new signature and format it to your liking. 

Edit Signature

8. Select OK


Automatically adding a signature to messages

1. Select File


2. Select Options


3. Select Mail


4. In the Compose Messages tab, select Signatures

Compose Messages

5. Under Choose Default Signature, choose the signature you wish to make your default. Select OK.

Choose Default Signature

Applying stationary or backgrounds to a message

1. Select File


2. Select Options


3. Select Mail


4. Under Compose messages, select Stationery and Fonts

Compose messages

5. On the Personal Stationery tab, select Theme

Personal Stationery

6. Once inside the Theme Window, make any changes as desired. When finished, select OK.

Theme Window

Setting an automatic reply for when you are out of office

This feature requires a Microsoft Exchange Server account.

1. Select File


2. Select Automatic Replies

Automatic Replies

3. Select Send Automatic Replies

Send Automatic Replies

4. In the window that appears, choose the options you would like to use. 

Send automatic replies

Inserting a picture into an email

1. Select the New Email button to create a new message. 

New Email

2. Select Insert


3. Select Pictures in the Illustrations section


4. Depending on your needs, go ahead and select any of the following: 

  • Pictures
  • Online Picture
  • Shapes
  • Smart Art
  • Chart
  • Screenshot

5. Follow the given prompts, and then type and send your email as you normally would. 

Adding holidays to your calendar

1. Select File


2. Select Options


3. Select Calendar


4. In Calendar Options, select Add Holidays

Calendar Options

Sharing a calendar

1. From the Home tab, select Calendar


2. Locate the Manage Calendars section.

Manage Calendars

3. Select Share Calendar, then select Calendar or whichever calendar you would like to send if there are multiple. 

Share Calendar

4. The Calendar Properties window will appear. Under the Permissions tab, click Add....

Calendar Properties

5. Type the name (Last, First) of the person with whom you would like to share the calendar in the search bar, then select Go or hit Enter on your keyboard.


6. Once you have found and selected the person with whom you would like to share the calendar, click Add. When you have added all the people you want, click OK.


7. In the Permissions box, change the permission level for the person with whom you would like to share your calendar, then click OK.


For more help visit BYU-Idaho's Yammer community for Microsoft Outlook Users.


Add your comment

This site is protected by reCAPTCHA and the Google Privacy Policy and Terms of Service apply.

Previous Article Outlook Mail Space
Next Article Merging & Accessing Archives in Outlook
Still Need Help? Contact Us