Accessing Outlook

There are three ways to access Outlook.

• Download the Outlook app for your mobile device.
• Utilize the Desktop Outlook app on your computer.  This can be installed from your UTC account at office.com.
• Utilize the web browser version of Outlook at https://outlook.office.com.

Log in with your account by following the instructions here.

 

Quick Guide to Transitioning from Gmail to Outlook

This guide will help you quickly get comfortable managing your inbox in Outlook

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1. Understanding the Outlook Layout

Gmail vs. Outlook

Main Areas of Outlook Email

📥 Inbox – View incoming email

📂 Folders – Organize messages by topic or class

🏷️ Categories – Color-code emails

📅 Calendar – Manage schedules and assignments

✅ To Do – Track tasks and deadlines

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2. Keep Your Inbox Organized

Create Folders

Folders are Outlook's primary organization tool.

Examples:

Inbox
├── Biology
├── English
├── Student Organizations
├── Financial Aid
└── Job Applications

To Create a Folder

1. Right-click your Inbox.
2. Select Create New Folder.
3. Enter a name.
4. Press Enter.

You can quickly move folders around or nest them to structure the folders in a way that works for you.

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3. Manage Email Volume

Focused Inbox Feature

Outlook automatically separates email into:

Focused

Important messages and conversations

Other

Lower-priority emails

Check the Other tab periodically so you don't miss anything important.

To turn off the Focused Inbox feature go to settings and un-check the "Focused Inbox" option under Message List.

New Feature - Promotions

Our Microsoft environment is expected to receive a new Outlook feature later this month that will automatically route advertising and promotional email to a new "Promotions" folder.  More information on this upcoming change is available at https://utc.teamdynamix.com/TDClient/2717/Portal/KB/Article/174146/2026-08-Upcoming-New-Outlook-Feature-Promotions-Folder.

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4. Sort Email Automatically with Rules

Rules automatically move messages into folders.

Example

Move all emails from your Biology professor into the Biology folder.

1. Right-click an email.
2. Select Rules.
3. Choose Always Move Messages From...
4. Select a folder.

Now Outlook organizes those emails automatically.

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5. Use Categories for Visual Organization

Categories work like color-coded labels.

Example Categories

🔴 Urgent

🟡 Assignment Due

🟢 Student Organization

🔵 Instructor Communication

Add a Category

1. Right-click an email.
2. Select Categorize.
3. Choose a color.

An email can have multiple categories.

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6. Flag Important Messages

Instead of starring emails like Gmail:

✅ Use Flags

Flags help you remember to follow up.

Flag an Email

1. Hover over a message.
2. Click the Flag icon.

You can also set reminders for flagged messages.

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7. Use Search Like a Pro

The search bar is one of Outlook's most powerful features. Type any key words or email address in to the search bar to find related emails.  You can also tell Outlook to search for items in a specific way using the options below or by using the filter option.

Advanced Search Examples

Find messages from a professor:

from:smith

Find messages with attachments:

hasattachments:yes

Find unread emails:

isread:no

Find emails about a topic:

subject:scholarship

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8. Turn Emails into Tasks

When an email requires action:

1. Flag it.
2. Add it to Microsoft To Do.
3. Set a due date.

Examples:

• Submit assignment
• Schedule advising appointment
• Apply for internship

This prevents emails from becoming forgotten tasks.