Viewing the Departmental Inbox
Since there may be several editors sharing the responsibility for
managing messages, we suggest the following "best practices" to
effectively respond to inquiries.
categories to indicate
who is taking care of each email. You can assign a different
color to each of the editors. When you decide to take
ownership of a message, right-click on the "Category"
area and choose the
color that has been assigned to you. If you are finished working with the message, you can
click on the "Flag" area to mark it as "done" and a check mark will
display. Once completed, editors can delete or move messages
to a folder for storage.
Email box editors must be responsible
for maintaining the inbox on the server.
To clean the mailbox, ITS advises that
the primary editor create a personal
folder in Outlook and drag emails to be
stored to that personal folder.
(The normal archiving process is not
available for delegates.)
of the Department
In order to send
an email from the departmental account,
follow these simple steps:
Click on the
Home tab, and then
box, type the name of the
departmental account. If you leave
box blank, the message is sent from
Can't see the
the message window, on the Option tab,
find the field section and click on Show
You should be using signatures for both
your own correspondence and messages
from the departmental account, in order
to give a professional appearance to
your email communications and provide
valuable contact information for your
Signatures are stored on your hard
drive. If you wish to create a separate
signature for emails coming from the
departmental account, set up a new
signature. When sending an email
message from the departmental account,
click on Insert/ Signature and select
the departmental signature.
Getting Productive with Outlook
page for instructions for creating
For additional information on Outlook:
You Want to Be a Delegate...
Productive with Outlook