Email and Outlook Tips

This guide covers common Outlook tasks and tips for managing your FVSD email.

Accessing Your Email

• Outlook desktop app — pre-installed on your FVSD computer
• Outlook on the web — go to https://outlook.office.com and sign in with your FVSD account
• Outlook mobile app — available on iOS and Android, sign in with your FVSD email

Setting Up Your Email Signature

1. Open Outlook
2. Click File > Options > Mail > Signatures (or in Outlook on the web: Settings (gear icon) > View all Outlook settings > Mail > Compose and reply)
3. Click New to create a signature
4. Enter your signature — a professional signature typically includes:
5. Your name
6. Your title/role
7. Your school
8. Your phone number (if applicable)
9. FVSD logo or school branding (if provided)
10. Set it to apply to new messages and replies/forwards
11. Click Save

Setting Up an Out-of-Office Reply

1. Open Outlook
2. Click File > Automatic Replies (or in Outlook on the web: Settings > View all Outlook settings > Mail > Automatic replies)
3. Select Send automatic replies
4. Set the start and end dates
5. Type your message — include when you'll be back and who to contact in your absence
6. Click OK or Save

Managing a Shared Mailbox

If you have access to a shared mailbox:

Viewing It

• In Outlook desktop, the shared mailbox should appear in your folder list on the left side
• If it doesn't appear, click File > Open & Export > Other User's Folder and enter the mailbox address

Sending From a Shared Mailbox

1. Open a new email
2. Click From and select the shared mailbox address
3. If the From field isn't visible, click Options > From in the toolbar
4. Compose and send — the email will appear to come from the shared mailbox, not your personal address

Creating Rules to Organize Email

If you get a lot of email, rules can help sort them automatically:

1. Right-click an email you want to create a rule for
2. Click Rules > Create Rule
3. Set the conditions (e.g., from a specific sender, with certain words in the subject)
4. Choose the action (e.g., move to a folder, mark as read)
5. Click OK

Common Questions

Q: I'm not receiving emails from a specific sender.

A: Check your Junk Email folder — the email may have been filtered. If you find it there, right-click it and select Not junk. If emails are consistently missing, contact IT.

Q: My mailbox is full.

A: Delete emails you no longer need, especially those with large attachments. Empty the Deleted Items folder. If you're still running low on space, contact IT.

Q: I need a distribution list created or updated.

A: Submit a ticket to IT with the list name, purpose, and who should be included.

Q: How do I recall a sent email?

A: In Outlook desktop, open the sent email, click Message > Actions > Recall This Message. This only works if the recipient is also on FVSD email and hasn't read it yet.

Contact IT

• Submit a ticket through the IT helpdesk
• Email: helpdesk@fvsd.ab.ca