Outlook Email

Outlook is your primary app for email and calendars.  We have compiled a list of frequently asked questions regarding Outlook Email.  If you have additional questions, please email the Helpdesk at helpdesk@csub.edu


FREQUENTLY ASKED QUESTIONS


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How do I report SPAM or Phishing emails?

How do I report SPAM or Phishing emails?

With our move to Office 365, Microsoft addresses phishing or mass unsolicited external (Non CSUB) emails directly, and CSUB ITS staff will address the phishing attacks originated within CSUB. To report any type of SPAM, junk, or phishing attempts, you will need to:

  1. Create a new, blank email.
  2. Based in the originating (internal or external) email address, fill in the "To:” field enter one of the following addresses:
    1. For external phishing attempts, enter phish@office365.microsoft.com
    2. For external junk messages, enter junk@office365.microsoft.com
    3. For all internal CSUB email messages, enter helpdesk@csub.edu
  1. In the “Subject:” field enter “Reporting SPAM/Phishing email”
  2. Drag and drop the junk or phishing attempt message into your email (as an attachment). 
    1. Note: You can attach multiple messages to the email if you want to. Please make sure all of the messages being attached are of the same type - either phishing messages or junk email messages.
  1. Leave the body of the email message empty.
  2. Click Send.


For more information on reporting junk (spam) or phishing scam messages to Microsoft, please refer to the Microsoft SPAM Reporting article.


How much email space do I get?

With Office 365, you will have 50Gb of email storage.


How do I set my out of office message.

You can set your out of office message by clicking on the File tab and the Automatic Replies button.  For instructions, please refer to the Setting Automatic Replies pdf.


Can I save an email to my desktop by dragging and dropping?

Yes, you can drag and drop an email from Outlook to your computer desktop. When you drag and drop the email, it creates a file on your desktop with the name based on the email's subject. If you double-click the file, it will open up using Outlook (Outlook must be your default client).


How do I change my Inbox to thread my conversations?

By default, Outlook groups and arranges your mail items by date. You can change this setting to arrange your mail by conversation. Please refer to the Threading Conversations (pdf) for instructions.

threaded conversations


Can you save an Outlook Email to Word?

You can save an Outlook email as an MHT document and then open it in Word. An MHT file is a web archive file format. It enables you to preserve the document formatting and embedded objects. After creating the MHT document, you can open it in Word. Please refer to Saving an Email (pdf) for instructions.


How do you unsend or recall an email?

You can unsend or recall an email with Outlook.  Recalling emails work best if the recipients have not read your email. So as a best practice, you should recall the email and resend it, with your revisions. Please refer to Unsending or Recalling Email (pdf), for instructions.


What is Clutter?

Clutter is a new feature in Outlook 2016 which filters low-priority email from your Inbox. As new mail comes in, Clutter automatically takes messages you are most likely to ignore and puts them into the “Clutter” folder.

For more information on the Outlook 2016’s Clutter feature, please refer to the CSUB Office 365 Tips and Tricks, or the Microsoft Clutter for Outlook 2016 articles.


How can I make Clutter work for me?

Clutter highlights your most important messages by clearing out low-priority email, saving you time. As it runs, Clutter adapts to your message preferences by recording your choices. The system then uses the recorded information to identify similar messages in the future. The more you use it, the better it gets. You can also help Clutter learn your choices faster:

  • If you see an email in your Inbox that you consider a low priority, right-click the message and choose Move to Clutter, or drag the email from your Inbox and drop it into the Clutter folder.
  • If you see a message that was sent to Clutter by mistake, right-click the message and choose Move to inbox, or drag the email from the Clutter folder and drop it in your Inbox.

For more information on the Outlook 2016’s Clutter feature, please refer to the CSUB Office 365 Tips and Tricks, or the Microsoft Clutter for Outlook 2016 articles.


How can I turn Clutter on/off?

If you find that Clutter isn’t for you, it can easily be turned off:

  1. Right-click on the “Clutter” folder in the Outlook 2016 client and choose Manage Clutter. You should be automatically directed to the Outlook Web App via your default browser.  
  2. Log in using your Office 365 credentials.
  3. After logging in, the Clutter settings page should appear. If not, on the top right corner of the page, go to Settings > Mail > Automatic processing > Clutter.
  4. Uncheck Separate items identified as Clutter, then Save . You can turn Clutter back on at any time by checking the same box.

Note: The Clutter folder remains in Outlook after you turn off the Clutter feature.

For more information on the Outlook 2016’s Clutter feature, please refer to the CSUB Office 365 Tips and Tricks, or the Microsoft Clutter for Outlook 2016 articles.


How do I reply without quoting the original email temporarily?

By default, your email is set to include the original email when you are replying. You can change this setting under Outlook Options.  However, here is a quick workaround:

With the email open and using your keyboard

  1. Select all the text by pressing the CTRL and  A keys
  2. Press Delete on your keyboard

All the text will be removed. If you need to add your Signature block, on the Message tab,

  1. Click Signatures 
  2. Select the desired Signature if you have more than one


Why does the Outlook Setup Wizard show my old email address?

The Outlook Setup Wizard chooses the email address associated with your netid, such as netid@csub.edu.

If the wizard shows an email address different than your current email address, try entering your current email address.

  • When you enter your current email address, the wizard will require you to enter additional information, such as your name, current email address, and password.
  • You should see a Congratulations screen, if the wizard from your email account associated with your current email address.
  • If not, please contact the Help Desk at 661-654-2307.


How do I make Outlook my default email client?

You can make Outlook your default email client from the Mail setting under Options. Please refer to Making Outlook your Default Client document, for instructions.


Can you add a contact while sending an email?

Yes, you can email address to your personal contacts, while sending an email. Please refer to the Adding a Contact While Sending an Email document, for instructions.


Can you turn off the Display Alerts (Notifications)?

By default, a Display Alert will appear in the lower left corner of your screen, when you receive a mail item. You can modify or turn off these alerts. Please refer to the Turning Off Display Alerts document, for instructions.


Can I add another Office 365 email account to Outlook?

Yes, you can add other Office 365 email accounts to Outlook. For instructions, please refer to Adding an Office 365 Email Account to Outlook.


What is the maximum attachment size?

Currently, you can attach files up to 25 MB with Office 365.  IPlease be mindful that email recipients outside of CSUB may be unable to receive an attachment that size.


Where are the Bulletin Boards?

Office 365 refers to Bulletin Boards, as Public Folders.  The Public Folders for Announcements, Classifieds, CSUB Events, and University Council are available. Use the link below to learn how to access the Public Folders.

Accessing Public Folders (Bulletin Boards) PC

Accessing Public Folders (Bulletin Boards) Mac


What Office 365 accounts can I request?

  • Distribution List: A Distribution List is a public contact group. It is often used to formally distribute business information to its members. A Distribution List does not include a separate mailbox or calendar.
    • No additional user credentials.
    • Useful for sending emails to multiple members with single email address.
    • All sent emails are delivered to the individual member's mailboxes separately.
  • Office 365 Group: Office 365 Groups are a private or public account that includes a mailbox, calendar, and file sharing location. These are ideal for supporting particular business functions across departments or long-term projects.
    • No additional user credentials.
    • Useful for receiving emails as a common contact email (sales, HR, billing, project1) with storage.
    • All members have access to enabled features.
  • Public Folder: A Public folder provides a central mailbox for everyone to post to, like a bulletin board. Emails are delivered to the Public Folder and is viewable by anyone.
    • No additional user credentials.
    • Useful for sending emails to a single mailbox for all campus members to view.
    • All sent emails are delivered to a single mailbox.
    • Similar functionality as conference folders in FirstClass.
  • Organization Account: Org Accounts are used for departments to create a shared mailbox, calendar, and file sharing location. Org Accounts has a separate login to access the content.
    • Additional user credentials required.
    • Useful if the department wants to manage various accounts within the department.


How do I request a Distribution List, Offices 365 Group, Public Folder, or Organization Account?

You can request one (or more) of the above accounts via the Office 365 Forms portal.