Outlook for Faculty and Staff

Microsoft Outlook is a handy component of the Microsoft Office for users to manage their information and to communicate with others. It helps you in managing your email messages, appointments, contacts, and tasks, as well as making reminders and tracking activities. 

Multiple access to your AU email through Outlook

You can access your AU email through:

• Microsoft Outlook Desktop Client

This is pre-installed on your laptop/desktop which is provided by AU. If you need help setting up your email, please contact the Helpdesk.

• Microsoft Outlook Web

You can access your AU email using Outlook through this link, or by navigating to:

AU’s Website à MyAU à Faculty/Staff à Email

Keep in mind that you need to login using your username including the domain (i.e. x.lastname@ajman.ac.ae) and your password, which is the same as the one you use for the other services at AU.

• Mobile App

You can use both the official and standard email applications. For the official email application: Use Outlook for iOS/Android provided by Microsoft. You can download this application from a distribution service such as Google Play or App Store. However, if you would like to use the standard email application, which is one which comes with your Smartphone, you add your Exchange account on the settings screen of your Smartphone.

Microsoft Outlook features

There following are the main features of Microsoft Outlook:

Mail

In Microsoft Outlook, you can create and send new emails, reply and forward emails, as well as attaching files in your emails.

Create an email

1. Once you have your email setup and ready, in the toolbar, click on New Email (for Outlook Desktop Client) or New message (for the Webapp).
2. In the To or Cc line, type the name of anyone who's in your contacts folder or organization’s address list. You can also enter an email address.
3. Add a subject, type your message, and then click on Send when you're done.

Reply to an email

When you reply to a message, three things happen automatically. In the new message form, the subject and text of the original message are included, and a prefix (Re:) is added to indicate it's a reply.

To reply only to the person who sent the message:

1. Select the message in the reading pane, and then click on Reply at the top of the message. A new message form will appear addressed to the sender of the original message.
2. Type your response, and then click on Send.

To reply to the sender of a message and all other recipients

1. Select the message in the reading pane, and then click on Reply all. A new message form will appear addressed to the sender and to all other recipients of the original message.
2. Type your response, and then click on Send.

Forward an email

When you forward a message, the subject and original message are included in the new message form automatically. A prefix (Fw:) is also added to the message being forwarded.

1. Select the message you would like to forward, and then click on Forward. A new message form will appear.
2. On the To line, type the name or email address of the person to receive the message, or click on To or Cc to open your address lists.
3. Type a message, and then click on Send.

Add an attachment

In the Webapp, the Insert button gives you the option of including an attachment, embedding a picture in the message text, or manually adding a signature to a message.

Add an attachment 

Click on Insert, then on Attachments, and then find the file you want to attach.

Add a picture that appears in the message

Click on Insert, then on Pictures inline, and find the picture you want to embed in the message.
However, in the Desktop Client, the Attach File button will allow you to find the files you want to attach, and if you would like to embed a picture in your message, then find the picture on your device and copy/paste or drag-and-drop it in the text box.

Calendar

Your calendar allows you to create and track meetings, appointments, and other events. You can create multiple calendars, link to other people’s calendars, and even share your calendar with other people in your organization.

After your Inbox, the calendar is probably where you’ll spend the most time when using Outlook Web App. You can view your calendar four different ways: Day, Work week, Week, and Month.

To access your calendar, click on the Calendar icon on the bottom left side of the screen.

Create a meeting/appointment

In the Webapp, you can click on New event, then enter all details as needed, this includes, the title or the meeting, the attendees (if you enter the attendees, then you transform your event to a meeting, however, if you skip this step, you are creating an appointment), date and time, repeatetion, location (if it is a Teams meeting, enable the option), etc.

On the other hand, in the Desktop Client, you can click on New Appointment or New Meeting, or New Teams Meeting, and enter all details as needed.

If you cannot see the Teams icon and you would like to hold your meeting virtually on Microsoft Teams, please contact the Helpdesk.

Share your calendar

You can share your calendar by clicking on Share Calendar on the Desktop Client or on Share on the Webapp. Then, type the contact(s) and the level of details you would like to share with them.