Outlook for Faculty and Staff

How do I set up email in Outlook?

How do I archive email messages in Outlook?

How do I share a calendar with another person in Outlook?

How do I view another person's calendar?

How do I schedule a conference room in Outlook?


How do I set up email in Outlook?

When you log into a CCRI-owned machine on campus with your CCRI username and password it will automatically configure Outlook to your CCRI email. If your email has to be manually set up, you can do the following:

  1. Open Outlook - the program can be found by clicking on the Start button > All Programs > Microsoft Office.

  2. The Welcome window will open. Click Next

  3. From the Microsoft Outlook Account Setup window, under the Do you want to set up Outlook to connect to an email account? be sure that Yes is selected. Click Next.image of the Microsoft Outlook Account Setup window

  4. On the Add Account screen enter your name, email address and password. Be sure you enter your email address as username@ccri.edu (for example, jdoe@ccri.edu). Click Next.image of Auto Account Setup

  5. The Exchange server will now automatically configure your account. The Add Account screen indicating that the account is being configured will appear. Click Next.image of the Auto Account Setup window

  6. The Searching for your mail server settings... window will open indicating the configuration process has been successfully completed and your account is ready to use. Click Finish.image of the Configuration screen

  7. Outlook will do some additional configuration, after which you will be brought to your email inbox.

How do I archive email messages in Outlook?

To automatically archive messages after opening Outlook follow the instructions below:

  1. Click on File and then click on Options.

  2. Click on Advanced and then click on the AutoArchive Settings... button.image of the AutoArchive Settings busson

  3. Check the option of Run AutoArchive every so many days.

  4. Choose an archive file location (click the Browse button, navigate to the location, and specify a more descriptive filename), or use the default filename and location C:\users\yourusername\Documents\Outlook Files\archive.pst.

  5. Click the button OK button to apply these settings to all folders.

  6. Return to your email and check for the Archive folder under the Inbox.
    image of Run AutoArchive screen

  7. Note: If you select the Permanently delete old items option, emails will not be archived. Also, if you are at email quota you will need to delete email before attempting to archive.

How do I share a calendar with another person in Outlook?

Exchange provides you with the ability to share your calendar with others and to set specific permission levels for specific individuals that would allow them to view, add, edit and delete events on your calendar.

  1. Open Outlook, click on Calendar at the bottom of the screen. Select your calendar that is to be shared.

  2. On the Home ribbon with your calendar open, click on Share Calendar.
    Outlook - Calendar - Share

  3. A compose email window will open. Click the To... button to open CCRI's Global Address List and then select the recipient. A check mark will already appear in the box Allow recipient to view your Calendar. (If you wish to request permission to View recipient's Calendar, click in the box). In Details, you can specify the level of details that you want to share. Enter a message into the body of the email and then click the Send button. Outlook - Calendar - SelectRecipient

  4. A window with Share this calendar with the Reviewer will open indicating the permissions for this person. If the permission level is correct, click YES to allow the individual access to your calendar.Outlook - Calendar - ConfirmPermissions

  5. The confirmation window will briefly flash open. You have now shared your calendar.

  6. To set or change the permission level for a calendar, with the calendar open, on the Home ribbon click on Calendar Permissions.Outlook - Calendar - SetPermissions

  7. The Calendar Properties window will open. Under the Permissions tab, select the name of the person whose permission level you want to change or edit. To change the permission, click on the down arrow beside Permission Level: select the appropriate permission then click OK.
    Outlook - Calendar - Set Permissions

Below are the seven different permission levels that you may assign a reviewer:

  • Reviewer: can see calendar items that are not marked as private. They cannot add or change anything in your calendar
  • Contributors: can see when you are busy or out of the office, but not the details of objects in your calendar. They cannot add or change calendar items.
  • Publishing Authors: can see calendar items that are not marked private. They can add items to your calendar, but can only change the items they add. They can create subfolders.
  • Authors: can see calendar items that are not marked private. They can add items to your calendar, but can only change the items they add.
  • Non-editing Authors: can see calendar items that are not marked private. They can add items to your calendar, but cannot change any items they add.
  • Editors: can see calendar items that are not marked private. They can add or change anything in your calendar. You might consider this role for a Department Secretary if you are a Department Head.

How do I view another person's calendar?

  1. In Outlook, go to your calendar and click on “Open Calendar”.
  2. Select “From Address Book” from the menu.
  3. You will get the global address. Select the staff member whose calendar you wish to view.Outlook - Calendar - View Shared
  4. It will now be available as a calendar you can view.

If you have difficulty accessing the information on this page, please contact Web Services.

Top
Last Updated: 7/25/17