Outlook - Email and Calendar

What is it?

Outlook is the Microsoft cloud service for accessing your emails and calendar. Outlook links into Microsoft 365, helping you to book meetings in Teams and send emails from the other applications in Microsoft 365.

Outlook works well for:

  • All aspects of sending and receiving email.
  • Booking and managing appointments and meetings.
  • Managing your time with tasks and ‘to do’ items.


Instructions for staff and postgraduate research students on how to install and access Outlook and Microsoft 365 are available here:  

If you are having technical issues with Outlook, you can contact the IT Support Centre.

Learning about Outlook

To explore the basics and familiarise yourself with outlook, try Microsoft’s Get started with Outlook resource. You can also access the Outlook help centre for information on the most common elements of Outlook.

Information handling

Continue to adhere to the Information Governance Office Best practice guidance on sharing and storing information and Records Retention Schedule whenever you’re working with data.

Need help on information handling? Contact your Information Governance Guardian.


Most aspects of your Outlook experience are available through the web and mobile versions, but not all of them. Microsoft are working on developing better functionality all the time, so if you’re missing a function in web or mobile versions that you use regularly on your PC or laptop, it may arrive sometime soon.

Using ‘PST files’ to store emails on PC’s or laptops is no longer possible. Staff and PGR students have a large allocation of space in the cloud which will be enough for many years' worth of email storage.

Top tips

The new version of Outlook is very much like the previous versions, but your emails are now stored securely in the cloud and not on the University’s IT network.

Instead of sending attached files, it’s better to send a link to the file on your OneDrive, or in Teams or SharePoint. Sending a link uses much less space in your mailbox, and importantly allows colleagues to work collaboratively on one copy of a document rather than many.

The new version of Outlook offers a feature to automatically shorten meeting slots when you book them, so 30 minutes is reduced to 25 or an hour to 50 minutes. This helps the attendees of your meeting have some time between calls and reduces the pressure caused by non-stop meetings.

Share your thoughts and feedback

Join us in exploring Microsoft 365 and keep up to date with news and events on the University’s Microsoft 365 Yammer community.