Microsoft 365: Outlook and Calendar FAQs

Email: How do I access my delegated accounts in Outlook? 

To access delegated accounts in Outlook, follow these steps based on the version you're using: 

In Outlook on the Web (OWA) 

Use one of the two options below: 

1. In Outlook in a browser, hover your mouse over Folders and click on the three dots (See below). From there, select “Add shared folder or mailbox” and enter the email address you are looking to access. It will then appear as its own folder group below your mailbox’s folder: 

2.  In Outlook in a browser, click on your initials (or picture) in the upper right-hand corner and select “Open another mailbox” (see below) and enter the email address. This method will open the shared mailbox in another tab and work similarly to how it felt in Google. 

Sending and Sent Items: While there are benefits to different email workflows, it's important to note that sending messages from your personal account—even when sending as a shared mailbox—will store the sent message in your personal Sent Items folder. To ensure messages are saved in the shared mailbox’s Sent Items, you must use the full mailbox view (Option 2). 

In Outlook Mobile App 

Once you've been added as a delegate to another mailbox: 

1. Tap on the Add Account (+) button in the sidebar and then tap on Add a shared mailbox on the menu that pops up. This will start the account addition process. 

You can also go to your account settings (gear), Accounts and then tap on Add account. Then tap on Add a shared mailbox.. This will start the account addition process. 

2. Enter the address of the delegated/shared mailbox that you have been granted access to. This should add the mailbox to your existing set of accounts. 

Email & Teams: How do I create a message in Outlook and add a Teams link in a calendar invite? 

1. Create a Message: 

2. Web: Click New Email and compose your message. 

3. Mobile App: Tap the + icon and select New Email. 

4. Create a Calendar Item and Meeting Invite: 

5. Outlook Desktop/Web: Click New Event in the calendar and fill in the details. 

6. Mobile App: Tap the + icon and select New Event . 

7. Add a Teams Link to a Calendar: 

8. Web: Click Teams Meeting when creating a new event. 

9. Mobile App: Toggle Teams Meeting when creating a new event. 

Email: What is the sending limit for emails/mail mergers on how many messages can be sent per day in Outlook? 

In Outlook, the sending limits for Microsoft 365 subscribers are as follows: 

• Daily recipients: Up to 10,000 email sends per day. 

• Recipients per message: Up to 500 recipients per single email send. 

• Sending rate: Up to 30 email sends per minute. 

These limits help prevent abuse and ensure the stability of the email system. If you need to send more emails, consider using a dedicated email marketing service. 

Email: How do I check my Outlook account for messages that mistakenly go to my SPAM folder? 

To check your Outlook account for messages that may have mistakenly gone to your Junk Email (Spam) folder, follow these steps based on the version you're using: 

Outlook on the Web (OWA) 

1. Go to Outlook on the Web. 

2. In the left sidebar, click on Junk Email. 

3. Browse through the messages. 

4. To move a message back to your inbox: 

5. Right-click the message. 

6. Select Mark as not junk. 

7. It will be moved to your Inbox, and Outlook will learn from this action. 

Outlook Mobile App 

1. Open the Outlook app. 

2. Tap the menu icon (three lines) in the top-left corner. 

3. Scroll down and tap Junk Email. 

4. Tap on any message to open it. 

5. Tap the three dots (more options) and select Move to Inbox or Not Junk. 

Tips to Prevent Future Mistakes 

• Add trusted senders to your Safe Senders List. 

• Regularly check your Junk folder to train Outlook’s spam filter. 

• Avoid marking legitimate emails as junk by mistake. 

Email: How do I access a delegated mailbox or shared mailbox? 

Open the shared mailbox in a separate browser window 

To access a delegated mailbox in Outlook Web, you need to sign into your account and then navigate to the menu option to open another mailbox. Specifically, click on your profile picture or initials in the top right corner, select "Open another mailbox", and then enter the email address of the delegated mailbox.  

Detailed Steps: 

• Sign in to Outlook Web using your primary account. 

• Locate your profile picture or initials in the top right corner of the Outlook interface. 

• Click on your profile to open a dropdown menu. 

• Select "Open another mailbox..." from the dropdown. 

• Enter the email address of the delegated mailbox in the designated field. 

• Click "Open" to access the delegated mailbox. 

Add the shared mailbox so it displays under your primary mailbox 

If you want to monitor the email from your primary mailbox and the shared mailbox at the same time, use this method. After you complete this task, the shared mailbox and its folders are displayed in the left navigation pane each time you open Outlook on the web. 

1. Sign in to your account in Outlook on the web. 

2. Right-click Folders in the left navigation pane, and then choose Add shared folder or mailbox. 

3. In the Add shared folder dialog box, type the name of the shared mailbox you are a member of, such as info@fredonia.edu. 

The shared mailbox displays in your Folder list in Outlook on the web. You can expand or collapse the shared mailbox folders as you can with your primary mailbox. You also can remove the shared mailbox from your Folder list. To remove it, right-click the shared mailbox, and then select Remove shared folder. 

For more info about using a delegated or shared mailbox, please visit https://support.microsoft.com/en-us/office/open-and-use-a-shared-mailbox-in-outlook-d94a8e9e-21f1-4240-808b-de9c9c088afd#picktab=outlook_on_the_web  

Email: “Focused” vs. “Other” Inbox in Outlook 

Outlook separates your inbox into: 

• Focused: Important emails (based on your habits). 

• Other: Less important messages (like newsletters). 

To manage this: 

• Click on Focused or Other tabs in your inbox. 

• To turn this feature off: 
  Go to Settings > Mail > Layout > Focused Inbox and toggle it off. 

Email: Trouble Accessing Outlook on the Web? 

Try these steps: 

1. Clear your browser cache: 

1. Chrome: Settings > Privacy and Security > Clear browsing data 

2. Edge: Settings > Privacy and Security > Clear browsing data 

2. Make sure you're logging in at https://outlook.office.com. 

Email: Why Are My Outlook Subject Lines Red? 

If your subject lines appear in red font, it usually means the messages are marked as unread and flagged or have high importance. 

To fix or change this: 

1. Right-click on the message and choose Clear Flag or Mark as Read. 

2. To change how unread or flagged messages appear: 

1. Go to View > View Settings > Conditional Formatting. 

2. Select or edit the rule for Unread messages or Important messages. 

3. Adjust the font color or remove the rule if needed. 

Calendar: Turn On Outlook Calendar Email Reminders 

Learn how to turn on Outlook Calendar notifications here.  

1. Open Outlook Calendar. 

2. Click the gear icon ⚙️ > View all Outlook settings. 

3. Go to Calendar > Events and invitations. 

4. Set your default reminders (e.g.15 minutes before). 

5. Make sure Email reminders are enabled if desired.