IT-Questions.com

Email & Calendar · 6 guides

Send and set up email

New Outlook profiles, stuck Outbox items, signatures, shared mailboxes, and out-of-office.

How to set up Outlook on a new computer

Add your work mailbox so mail, calendar, and contacts appear on a newly issued laptop.

EasyAbout 10 minutes4 steps

You might notice

  • Outlook asks you to add an account
  • The inbox is empty on a new device
  • Only the old computer still has mail
  1. 01

    Open Outlook and add your work account

    Launch Outlook. When the account wizard appears, enter your work email. Sign in with your company password and complete MFA. Do not add a personal Gmail or Hotmail as the primary profile.

  2. 02

    Let the mailbox download

    The first sync can take several minutes. Status text in the bottom bar should move from “Disconnected” to “Connected to Microsoft Exchange” or Microsoft 365.

  3. 03

    Add any shared mailboxes you need

    If you also use a team inbox, add it after the primary mailbox is online. Shared mailboxes often appear automatically once IT has granted access.

  4. 04

    Set your signature and time zone

    Recreate your signature from the company template and confirm File → Options → Calendar time zone matches your location.

Emails are not sending

Messages sit in the Outbox, bounce, or never reach the recipient.

ModerateAbout 8 minutes4 steps

You might notice

  • Mail stays in Outbox
  • You receive a non-delivery report
  • The Send button does nothing
  1. 01

    Check the Outbox and your connection

    Look in Outbox. If items are stuck, confirm Outlook shows Connected. Work offline mode is a common cause. Toggle it off from the Send/Receive tab.

  2. 02

    Open a stuck message and resend

    Open the item, confirm there is at least one valid To address, then Send again. Oversized attachments above the company limit will bounce until you use a link instead.

  3. 03

    Read any bounce message

    A non-delivery report usually says mailbox full, address not found, or blocked by policy. Fix the address or remove a blocked attachment type such as .exe.

  4. 04

    Restart Outlook in a clean window

    Quit Outlook fully from the system tray and reopen. If mail still will not send, try Outlook on the web to see whether the problem is only the desktop app.

A message is stuck in the Outbox

One message will not leave the Outbox and may be blocking mail behind it.

EasyAbout 6 minutes4 steps

You might notice

  • Outbox shows (1) or more
  • New mail will not send
  • Outlook says Working offline
  1. 01

    Turn off Work Offline

    On the Send/Receive tab, make sure Work Offline is not enabled. Then click Send All.

  2. 02

    Open the stuck item

    Open the message. If the attachment is very large, remove it, upload the file to OneDrive, and send a link instead.

  3. 03

    Delete and recreate if it is corrupted

    Copy the text, delete the stuck Outbox item, and compose a new message. Corrupted drafts can block the queue.

  4. 04

    Restart Outlook

    Quit from the tray icon so the process actually ends, then reopen and send again.

How to create a company email signature

Add a standard signature so your name, title, and contact details appear on new mail.

EasyAbout 6 minutes4 steps

You might notice

  • New messages have no signature
  • Your signature looks different in replies
  • You need the current brand template
  1. 01

    Get the official template

    Use the signature block from the intranet or brand site. Do not invent logos, motivational quotes, or extra confidentiality banners.

  2. 02

    Create it in Outlook

    Go to File → Options → Mail → Signatures, or Settings → Mail → Compose and reply on the web. Paste the template and fill in your details.

  3. 03

    Set defaults for new mail and replies

    Apply the signature to new messages. Many teams use a shorter version for replies so threads stay readable.

  4. 04

    Create it in both places if you use both clients

    Desktop Outlook and Outlook on the web store signatures separately unless your company pushes them centrally.

How to add a shared mailbox

Open a team or department mailbox you have been granted access to.

EasyAbout 6 minutes4 steps

You might notice

  • You were added to a team inbox but cannot see it
  • Mail to the shared address never appears
  • You can see it on the web but not in the desktop app
  1. 01

    Confirm access is already granted

    Shared mailboxes do not appear until IT or the mailbox owner adds you. Wait a few minutes after the access email, then restart Outlook.

  2. 02

    Let it auto-map, then add it manually if needed

    Many shared mailboxes appear automatically in the left folder list. If not, in Outlook on the web use Open another mailbox, or in desktop Outlook add it from Account settings → Change → More Settings → Advanced → Add.

  3. 03

    Send a test from the shared address

    When composing, choose From and select the shared mailbox. If From is missing, you have read access only.

  4. 04

    Keep personal and shared mail separate

    Create rules on the shared mailbox, not your inbox, so team mail does not vanish into your personal folders.

How to set an out-of-office automatic reply

Turn on an automatic reply so people know you are away and who to contact instead.

EasyAbout 4 minutes4 steps

You might notice

  • You are going on leave
  • People say they did not know you were out
  • A reply is still sending after you returned
  1. 01

    Open Automatic Replies

    In Outlook, go to File → Automatic Replies, or in Outlook on the web use Settings → Mail → Automatic replies.

  2. 02

    Set the date range and message

    Turn replies on, set start and end dates, and write a short message: when you return, what you will not monitor, and a backup contact. Use the company tone of voice.

  3. 03

    Decide who receives it

    Send one message inside the organization and a shorter one outside if you work with vendors or customers. Do not include personal cell numbers unless that is your team’s practice.

  4. 04

    Turn it off when you return

    If you set end dates, it should stop on its own. Confirm it is off on your first morning back.