Microsoft Outlook is an email and calendar client available on multiple platforms, including Windows, macOS, mobile devices, and web browsers. For general assistance with the functionality of Outlook, refer to Outlook help & learning (microsoft.com).
Block or Allow Senders
If you are receiving unwanted email messages or not receiving wanted email messages, managing your blocked and safe sender lists can help in Outlook on the Web.
- Sign in to your email account at https://outlook.office365.com/mail/ using your Ithaca College credentials.
- Click the gear icon located at the top right of the window.
- In the Search Outlook settings field, type "block."
- Click Blocked senders and domains from the options that appear below the search box.
To block messages from a specific sender:
- Under Blocked senders and domains, click the + Add button.
- Type the sender’s email address in the "Example:" field and press Enter on your keyboard.
To always allow messages from a specific sender:
- Under Safe senders and domains, click the + Add button.
- Type the sender’s email address in the "Example:" field and press Enter on your keyboard.
It is recommended that both lists be periodically reviewed to ensure they are accurate.
- To remove an address, click the delete icon to the right of the email address.
- To remove an address, click the delete icon to the right of the email address. To edit an address, click the edit icon (pencil symbol) next to the delete icon, make your changes, and press Enter. Be sure to click Save at the top of the window after making any updates.
Checking Quarantined Messages
If you cannot locate a message that should appear in your inbox, it may have been moved to quarantine.
- Sign in to the Security & Compliance Center at https://security.microsoft.com/quarantine?rfr=OfficeScc using your Ithaca College credentials.
- In the quarantine view, you can select messages by checking the box to the left of each message.
- Use the options pane on the right to release, preview, or delete selected messages as needed.
Contact Lists in Outlook
Contact lists for Microsoft Outlook are handled differently depending upon the operating system and how it is stored. This article explains the differences and IT's recommendation.
Contact lists for the Outlook application for Windows and through a web browser are stored within Office 365 and are accessible on any device except for the Outlook application on macOS.
Contact lists for the Outlook application on macOS are created and stored locally and cannot be accessed through the Outlook application for Windows or a web browser. It becomes an issue when the device is tech-renewed or inaccessible because the contacts are not available or transferable. For this reason, the contact list feature has been disabled for macOS users.
It is recommended that contact lists be accessed through the Outlook application for Windows and a web browser and created only through a web browser at https://outlook.office365.com/. This will ensure that the list is stored within your Office 365 account and always available.
Show Contact Lists
If you have local contact lists saved within the Outlook application on macOS and want these to show:
- Click Outlook in the top menu bar.
- Click Preferences.
- Click General.
- Uncheck Hide On My Computer folders.
Email Signatures
- Sign in to your email account using your Ithaca College credentials.
- Click the gear icon located at the top right of the window.
- In the Search Outlook settings field, type "email signature" and select Email signature from the search results.
- In the Email Signature section, enter the text you wish to use for your signature.
- To format your text, highlight the desired portion and use the toolbar options to adjust font style, size, color, alignment, and add links if necessary.
Faculty and staff members should use the following standard format:
First Last
Title
Office/Unit
Building/Room
Ithaca College
953 Danby Rd. | Ithaca, NY 14850
607-274-1234 | 607-123-4567 mobile
username@ithaca.edu | www.ithaca.edu
See also: Signatures in Outlook
New Outlook Version for macOS
Support for the legacy version of Outlook for Mac will end in October 2025. After this date, Microsoft 365 subscriptions associated with a Microsoft account, or a work or school account, will no longer be able to use legacy Outlook. We recommend transitioning to the New Outlook as soon as possible to continue receiving updates and support.
The new Outlook for macOS introduces the latest features, intelligent assistance capabilities, and a modern, simplified design to the Outlook experience.
If your accounts are supported in the new Outlook for macOS, you will see a toggle in the upper-right corner of the legacy Outlook application labeled Legacy Outlook. Selecting this toggle will allow you to switch to the new version. Accounts added to the new Outlook for Mac will not automatically appear in Legacy Outlook and vice versa.
New or enhanced features include:
- Categories: Categories in Outlook have been significantly improved. You can now see category names and colors directly on your messages in the inbox. Click the category label on any message to view all messages tagged with a specific category. Additionally, you can add frequently used categories to your Favorites for quicker access.
- Customizable toolbar: You can now customize the Toolbar to display the commands you use most frequently. In the Toolbar, select the More Options icon, then choose Customize Toolbar… to add or rearrange commands.
- Improved event scheduling: Quickly create events by selecting a time block in the calendar grid. Add event details, attendees, and locations, and view attendee availability directly in the mini-calendar. Use the Scheduling Assistant for meetings with many participants.
- Improved meeting responses: You can respond to meeting invitations directly from the Reading Pane. Options include sending a quick RSVP and emailing a message to the meeting organizer.
- Improved search: Search is now powered by Microsoft Search, offering improved results and smarter suggestions. Click inside the Search field or press Shift + Command + F to start a search.
- My Day: View your daily calendar agenda directly in the Mail window through the new Task Pane. Open it by selecting Task Pane from the View menu or using the shortcut Shift + Command + ].
- Nested compose: Reply, reply all, or forward emails without opening a separate window. Use the commands directly in the Reading Pane, Toolbar, or Message menu, or use keyboard shortcuts: Command + R (Reply); Shift + Command + R (Reply All); Command + J (Forward).
- Pin emails: If you have difficulty locating an important email thread you are actively responding to, or frequently need to reference a specific message, the new offers a solution. You can now pin any email to keep it easily accessible. Right-click on the desired message and select Pin. The pinned email will then appear at the top of your inbox, eliminating the need to search for it repeatedly.
- Schedule emails: In today's hybrid work environment, your working hours may not align with those of your recipients. To avoid sending emails at inconvenient times, the new Outlook allows you to schedule when an email is sent. To use this feature, select the dropdown arrow next to Send and choose Schedule send. You can then specify the desired date and time for the email to be delivered.
- Snooze emails: Sometimes, an email may be important but does not require immediate attention. With the Snooze feature=, you can schedule an email to be re-delivered to your inbox at a more convenient time.
- Suggested Times: Outlook now suggests meeting times based on your recipients' availability when creating an event.
Further reading:
See Outlook for Mac (microsoft.com) for more information about the new Outlook version.
New Outlook Version for Windows
While there is no specific end-of-support date for the legacy version of Outlook for Windows, we encourage you to explore the new features and improvements available in the New Outlook for the best performance and features.
The new Outlook for Windows introduces the latest features, intelligent assistance capabilities, and a modern, simplified design to the Outlook experience.
If your accounts are supported in the new Outlook for Windows, you will see a toggle in the upper-right corner of the classic Outlook application labeled Try the new Outlook. Selecting this toggle will initiate the download of the new app and allow you to switch to the preview version.
Upon launching, the new Outlook for Windows will sign you in using the account set as your default send account in classic Outlook. If automatic sign-in is unsuccessful, you will be prompted to enter your account credentials manually.
When switching to the new Outlook for the first time, you will be asked whether you would like to import your settings from classic Outlook for Windows. Select Import Settings to transfer your preferences, or Skip to start fresh. If you are migrating from classic Outlook or the Windows Mail app, you can carry over certain settings. Additional information about this process is available through in-app links. Regardless, it is recommended that users review the latest options available by opening Settings through the gear icon in the upper-right corner. Certain settings can also be quickly adjusted from the View tab.
Any changes to settings in the new Outlook for Windows will also automatically apply to Outlook on the web.
The top navigation bar, known as the ribbon, should feel familiar to users of other Microsoft applications such as Word or Excel. The ribbon contains the commands necessary to manage emails and format messages. Using the dropdown arrow located on the right side, you can adjust the ribbon to either a larger (classic) or smaller (simplified) format. To personalize the commands displayed in the simplified ribbon, select Customize.
The navigation bar on the left side of the window provides quick access to Mail, Calendar, Contacts, and other frequently used apps. Additionally, to access your calendar or tasks without leaving your inbox, you can use My Day by selecting its icon in the upper-right corner.
New or enhanced features include:
- Pin emails: If you have difficulty locating an important email thread you are actively responding to, or frequently need to reference a specific message, the new Outlook for Windows offers a solution. You can now pin any email to keep it easily accessible. Right-click on the desired message and select Pin. The pinned email will then appear at the top of your inbox, eliminating the need to search for it repeatedly.
- Snooze emails: Sometimes, an email may be important but does not require immediate attention. With the Snooze feature in the new Outlook for Windows, you can schedule an email to be re-delivered to your inbox at a more convenient time. To use this feature, right-click the message, select Snooze, or choose Snooze from the ribbon. Then, select when you would like the message to reappear in your inbox.
- Schedule emails: In today's hybrid work environment, your working hours may not align with those of your recipients. To avoid sending emails at inconvenient times, the new Outlook for Windows allows you to schedule when an email is sent. To use this feature, select the dropdown arrow next to Send and choose Schedule send. You can then specify the desired date and time for the email to be delivered.
- Categories: Categories in Outlook have been significantly improved. You can now see category names and colors directly on your messages in the inbox. Click the category label on any message to view all messages tagged with a specific category. Additionally, you can add frequently used categories to your Favorites for quicker access.
Further reading:
Further Reading