FAQ


1. How to ensure that the name of the recipient is fully captured instead of just the email address?

When sending an email, select recipient’s name from the auto-suggested name list or select the recipient’s name from the email Address Book.

If the recipient’s name is not in the auto-suggested name list or can be found in the email address book, create a new contact profile for the recipient in the Address Book.This is particularly useful when the recipient is not a member of NTU.

The display of full name of the recipient would better facilitate the identification of the recipient and also the discovery of emails.

2. How to minimise the chances of missing out any of the intended recipients?

If you have quite a number of intended recipients for a particular email, make use of the distribution list function to include all recipients. This can help to avoid any of your intended recipients being left out.

Always use ready official distribution lists available in your email system. Otherwise, create your own distribution lists.

3. Would there be any issue with the use of blind carbon copy (Bcc) when sending or replying an email?

When sending a new email or replying to an email, avoid using Bcc as Bcc details will not be harvested as they are stripped out by the servers.

If the recipient is using rules to sort their email into different folders, your Bcc email will not work for them under this situation as the rules function is depending on the email address/ name in the To or Cc field.

If you want to keep your recipient list private while sending out email to a group of recipients, instead of using Bcc, consider using mail merge in Word as an alternative.

Use Bcc unless, a. your intended recipient is expecting it; b. to prevent all recipients to “Reply All”.

4. How to ensure all my recipients would be able to contact me by means other than email?

Design and create a signature block in Signature and Stationery with your other particulars, e.g. contact number, mailing address, etc. This will enable the recipient to correspond with you by using other ways provided by you and also help them to clearly identify your position and organisation.

You can default your signature block so that it appears in the Send email template, Reply, Reply All and Forward email template. This is to ensure every email message you send out is automatically ended with your initial and your up-to-date contact information.

5. What is the difference between arranging emails by “Date (Conversations)” and by “Subject”?

When the emails in the Outlook (in any folders) are arranged by “Date (Conversations)”, all emails with the same subject line will be grouped together in chronological order and only the latest message will be shown. You can click the triangular icon [see screen capture 1] on the left in order to expand to view all other grouped email items [see screen capture 2].

Click the triangular icon to see other emails

Screen capture 1: Click the triangular icon to see other emails

All emails grouped together have been expanded

Screen capture 2: All emails grouped together have been expanded

However, if the emails in the Outlook (in any folders) are arranged by “Subject”, all emails with the same subject line will be listed down one after the other clearly in chronological order [see screen capture 3]. Each different subject will also be arranged separately by alphabetical order [see screen capture 4].

Emails with same subject line will be listed down clearly in chronological order

Screen capture 3: Emails with same subject line will be listed down clearly in chronological order

Different subjects will be arranged separately in alphabetical order

Screen capture 4: Different subjects will be arranged separately in alphabetical order

6. What are the advantages of using arrangement by “Date (Conversations)” and arrangement by “Subject”?

Arranging emails by “Date (Conversations)” would enable the system to capture all email items from different folders such as the Sent folder as well as Outlook Calendar items with the same subject line to be displayed together [see screen capture 5]. Depending on the choice of method of email archiving, such mechanism of grouping could facilitate the process of email archiving by presenting all relevant emails together, hence minimizing the risk of missing out any email item.

Emails at other folders will also be captured if arranged by “Date (Conversations)”

Screen capture 5: Emails at other folders will also be captured if arranged by “Date (Conversations)”

Arranging emails by “Subject” would present emails within a particular folder that come with similar subject line to be close to one another [see screen capture 6]. Such method of sorting facilitates easy searching and retrieving for emails with same subject line or emails start with same subject headings.

Email headers that begin in the same way would be presented close to one another

Screen capture 6: Email headers that begin in the same way would be presented close to one another

7. How to activate the email arrangement by “Date (Conversations)”?

Follow the steps below to activate the email arrangement by “Date (Conversations)”.

1. Ensure your emails are arranged by date.

Q7a

2. Select the folder that you want to arrange your emails by “Date (Conversations)”.

3. Select the “View” tab on top of the screen.

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4. Check the “Show as Conversations” box.

5. Decide whether to apply this function in the folder you have selected or all other folders in your Outlook.

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