When you mark time as "out of office" on your calendar, your coworkers see it when they attempt to schedule a meeting with you. But wouldn't it be great if you could alert everyone at once in advance of your time away without affecting their free/busy status or cluttering their calendars? You can do this by setting your information to appear on their calendars as an all-day event, but unlike a normal all-day event, which usually is set to "busy," this all-day event is displayed as free time. Your coworkers' free/busy availability is not affected. In Calendar, on the Home tab, click New Meeting. Type a description in the Title box, , and if desired, enter a location in the Location box. In the Teams Meeting group click the Red X Dont Host Online option so this is not a Teams Meeting In the Start time and End time lists, select the start and end time for your time away from the office. For vacations, this usually involves full days. If this is the case, select the All day event check box. Under Response Options make sure Request Responses is unticked. In the options group Click on the Show As Dropdown and select Free Add everyone you wish to alert to the Required line Click on the Send button to complete. If you have not entered a location select Send Anyway

To create a shared calendar in Outlook, follow these steps: Create a blank calendar Open Outlook and click Calendar on the navigation bar at the bottom of the screen. Click Home, Open Calendar and Create New Blank Calendar. Give this calendar a name and choose where to save it in your mailbox.  Click OK. Share the calendar with others Open Outlook and click Calendar to the left of the screen. Right-click on your new calendar. Select Share and then Calendar Permissions. Click the Add button. Select the user that you would like to view your new calendar. Click on the Add -> button and click OK. Select the user's name in the dialog box that appears. Tick the box that says Folder Visible and click OK. Click Calendar on the menu on the left. Right-click on the calendar you want to share and select Share Calendar. This will send the recipient an invitation to view it. 

Outlook (desktop application) To see your signature in the desktop version of Outlook when composing an email, you must first sign into the Exclaimer cloud signature agent installed on your computer. The agent is automatically launched when you login to your computer and runs in the background. You will be prompted to sign in to the Exclaimer agent. Depending on where you are, you may not need to enter your password, but you do need to select your account from a list. If you are prompted for a password, it is the same one you use to login to your computer.   Once you have signed in, you should not be prompted to sign in again on that computer.   Outlook (on the web)   Due to the way Exclaimer works, we strongly recommend removing any signatures you may have saved in Outlook on the web. To do so, click on the Signatures button when composing an email, and then delete your signatures.   Outlook Mobile App   If your have added your company email account to a mobile device, we recommend you also delete any signatures you have associated with the account on those apps/devices. Tap on the icon in the top-left of the screen (your first initial for Android, or the Microsoft 365 logo for iOS): iOS Android Tap on the Settings button (cogwheel, bottom-left) Under Email, select Signature: Remove any text from the signature field and then tap the tick (top-right): Note: for Outlook on the web and mobile devices, you will not see your signature when composing an email. Don’t worry – the signature is automatically applied after sending. Recipients will see your signature once they receive your email. If you do not see your signature when composing an email via the Outlook desktop application, you likely do not have the background agent installed. Please contact the IT Department to have this deployed to your computer.

To insert a pre-defined or 'canned' response to an email, we recommend the use of Outlook Quick Parts. Quick Parts is probably the most-used tool for managing canned responses in Outlook. They contain “building blocks”, which you can insert into any of your messages. They are based on an existing email fragment, which means that you can store formatted text, images, gifs – everything you would normally see in an email. How to create a new Outlook Quick Part To create a new Outlook Quick Part, compose its content first. Then highlight it and go to Insert > Text > Quick Parts > Save Selection to Quick Part Gallery. The new window (Create New Building Block) has a few fields that you can edit: Name: by default, its value is automatically set to the beginning of your canned response. Change it to something understandable and easy to find. Gallery: best to leave Quick Parts as default. If you change it to something else, it will not be easily available from the Outlook’s ribbon. Category: You can group your canned responses to different categories. This is especially useful if you have a lot of canned responses for different purposes. By default, there’s only one category: General. Description: specifies the tooltip that will appear when you hover over a chosen Quick Part. Save in: specifies the Word Template used by Outlook to compose emails. In most cases, you’ll probably leave it as default. Options: defines how the building block will be pasted later on. The Insert content only option is the most versatile one, but you can also choose to insert content in its own paragraph or page. In short, it will add different non-printable characters. How to use Quick Parts Using Quick Parts is extremely easy. In Outlook, go to Insert > Quick Parts and click a building block of your choice. Left clicking it will immediately add your canned response to your current cursor location. If you right-click a building block, you can choose to insert a Quick Part at the current position (default), at the beginning of an email or at its end. How to edit Quick Parts Now this one is a bit tricky. If you want to edit the contents of a building block, you need to overwrite an existing Quick Part: If you want to edit the name of a Quick Part, change its description, or assign it to a different category, open a new email in Outlook, go to Insert > Text > Quick Parts. Next, right-click the right canned response and choose Edit Properties. The problem is, editing properties doesn’t let you change the most obvious part of Quick Parts: its content. To edit the content, open a new message and insert the Quick Part you want to edit. Make all the necessary adjustments. After that, select all (Ctrl+A), click Quick Parts > Save selection to Quick Parts Gallery. Use the exact same parameters as when you created the building block the first time (i.e., Name, Category, Save in). When Outlook asks you whether you want to redefine the building block entry, confirm your intention. If there is no confirmation window, it means you’ve just created a duplicate Quick Part. How to delete Quick Parts Deleting Quick Parts is a very useful feature. The obvious use case is when some templates become outdated or no longer useful. However, because Quick Parts are what they are, the editing process makes it easy to create duplicates, which can cause Quick Parts to lose its effectiveness. To delete an Outlook Quick Part, start composing a new email in Outlook, click anywhere within the message body, and go to Insert > Text > Quick Parts. Right-click any Quick Part and select Organize and Delete. In the Building Blocks Organizer, click the Quick Part you want to delete and click the Delete button below. Pros and cons Pros: Once you learn how to use them, it’s quick and easy. They support all the formatting options. Cons: There are some scenarios in which you won’t be able to use Outlook Quick Parts: If you’re replying to a message within its preview (Reading Pane), the Quick Part gallery will not be available for you – the Insert tab is not available there. Quick Parts only work when you open an email in a separate window. So, when you’re in the reading pane, use the Pop Out option to make your canned responses available. If the Quick Parts icon is greyed out, your cursor is most probably out of the email body. Not a major disadvantage, but this can be annoying. They don’t work in Outlook on the web. There’s no way to centrally manage them for a team or entire company.

How to Add a PST File to Outlook Application? You can add PST file to Outlook by various simple methods. These techniques are functional and reliable. However, you must have the Outlook desktop application and the desired PST file. The procedure of importing PST File into Outlook 2010, 2013, 2016, and 2019 is the same. Follow the steps below to upload the file. Launch the MS Outlook application in your system. Now, select the Open & Export tab. In the next window, choose the Import another program or file option and press the Next button. Now, select the Outlook Data File (.pst) option, and click on the Next button. Browse the location of the desired PST file and press Next. At last, select the folder to import the file and click on the Finish button.

At the top of the page, select New message. On the To line, enter the name of the group or the group email address. Add a subject and type your message. Select Send. Alternatively, you can do the following: In the left pane, under Groups, select the group. At the top of the message list, under the group name, select Send email. Add a subject and type your message. Select Send. Forward an email to an Outlook.com group When you forward a message that has an attachment, the forwarded message will include the attachment. In the message list, choose the message that you want to forward. At the top right corner of the message pane, select , or select   and then select Forward. On the To line, enter the name of the group or the group email address. Type your message and then select Send.

If you wish to see the members of an email distribution list within the FBRI email system, do the following:  WINDOWS (see below for Mac / OSX): In order to see the members of a group or distribution list in Outlook, follow these steps: 1. Enter the group's name into To, Cc, or Bcc field. 2. Click on Check Names icon on the ribbon or press Ctrl + K to validate group's name. 3. Point your cursor at the group's name until a Contact Card pops-up on the screen, then click on the chevron icon to expand it: 4. On the expanded Contact Card, click on Members tab to display the list of names. Expanding a Distribution List (Windows) In order to see the members of a distribution list in Outlook, follow these steps: 1. Enter the lists's name into To, Cc, or Bcc field. 2. Click on Check Names icon on the ribbon or press Ctrl + K to validate list's name. 3. Click the plus sign (+) next to the name of the distribution list to show the list members. Note: When you expand the list, the distribution list name is replaced with all the individual names on the list. You cannot collapse the list again in a message once it's been expanded.