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Category: Email

Email collaboration with Microsoft Loop

Loop components in Outlook make collaboration more manageable by allowing you to co-create content. No more back-and-forth messages or version confusion. With Loop, updates are instant, and everyone stays on the same page.

Click to enlarge.

Types of Loop components 

  • Bulleted list
  • Checklist
  • Numbered list
  • Paragraph
  • Table
  • Task List
  • Q&A
  • Voting table
  • Progress tracker
  • Kanban board
  • Team retrospective

Inserting Loop component

  1. Start an email as usual, then click the Loop button on the toolbar.
  2. Select the Loop component you want to use.
  3. Note: The Loop component is saved automatically, so you can instantly start collaborating.

If you have any questions, join the KSU Teams Support channel.

Save time by using Outlook templates

Microsoft Outlook logoDo you find yourself writing the same email over and over? Save time and streamline your workflow by using templates in Outlook on the web. Whether you frequently send meeting requests, status updates, or responses to common inquiries, templates can help you work smarter, not harder.

Creating and using email templates in Outlook on the web

Creating a template

  1. Compose a new email message as you normally would and then copy the message.
  2. On the toolbar, click the Message tab.
  3. On the toolbar, click the My Templates button.
  4. Click the + Template link.
  5. Give your template a name and paste your message into the text box.
  6. Click Save to store your template for future use.

Using a saved template

  1. Open a new email.
  2. On the toolbar, click the Message tab.
  3. On the toolbar, click the My Templates button.
  4. Click on the three-dot menu in the email toolbar.
  5. Customize as needed and hit Send.

By integrating email templates into your workflow, you’ll reduce repetitive typing, improve response times, and maintain consistent messaging.


Send an encrypted email in Outlook

Email encryption is used to encode the content of email messages to protect potentially sensitive information from being read by anyone other than the intended recipients. Encryption makes the content of your emails unreadable as they travel to the recipient.

You can encrypt messages by using the encrypt button on the toolbar or by typing one of the following keywords at the beginning of the subject line followed by a colon:

  • PCI:
  • PHI:
  • confidential:
  • secure:
  • encrypt:

Encrypt an email using the Encrypt button in Outlook on the web

  1. Sign in to Outlook on the web.
  2. Create your email message as usual.
  3. Click the Options tab and then click the Encrypt button.
  4. Choose Encrypt or any of the other permission options.
  5. Send the message.

You can also encrypt email in the desktop apps. See the Sending encrypted email in Outlook knowledge base article for instructions on how to encrypt emails on the desktop apps.

Organization tips to wrap-up your semester

Prepare for next semester by tidying up and organizing your digital information so you can start next semester off with a clean slate. The following are a few tips to get you started:

  • Clean up your digital files.
    • Organize files that you may have let go over the semester.
    • Backup important files to OneDrive that you have stored locally.
    • Clean out your downloads folder.
    • Review files you have shared in case you need to remove any of those permissions.
  • Tame your inbox.
    • Organize/archive files that you left in your inbox.
    • Set rules to automatically organize future emails.
    • Unsubscribe to listservs that no longer interest you.
    • Empty your deleted items folder.
  • Use bulk options when you are cleaning up your email or files.
    • In Outlook, you can select multiple files and then choose to delete, archive, move to a folder, make a rule around selected files and more.
    • In OneDrive, you can delete, mark as a favorite, download, move and copy.
  • Organize your content in Teams
    • Leave old Teams that are no longer active.
    • Delete any Teams that you created but are not using.
    • Review memberships in your teams to ensure it is current.

Follow these steps to start getting organized for next semester.

Get a jump start on your semester by organizing your inbox

Microsoft Outlook logoA well-organized inbox can decrease email overwhelm and significantly boost your productivity. Incorporate these tips to keep your inbox organized and clutter-free.

Use Categories to quickly locate specific types of emails

You can assign color-coded categories to your emails based on topics, projects, priorities, and more. To assign a category:

  1. Right-click an email and select Categorize.
  2. Choose or create a category.

Using categories makes it easier to sort and find related messages at a glance.

Create rules to automate email management

You can automatically sort, flag, or move emails based on specific conditions. The following are a few ways you can use rules::

  • Move emails from a specific sender to a folder
  • Categorize emails with specific keywords in the subject
  • Flag important emails for follow-up
  • Automatically forward emails from a specific sender
  • Move newsletters to a “Reading” folder
  • Delete emails with specific words in the subject
  • Mark emails as read from a mailing list
  • Move emails with attachments to a “To Review” folder

See Use inbox rules in Outlook to learn more.

Filter emails for efficient searching

Quickly find specific emails by filtering your inbox based on keywords, sender, or other criteria. To use a filter:

In the Search box in the top navigation, type your filter criteria. Also, notice you can choose to filter emails by specific folders.

A few filter examples:

  • Filter by specific sender or domain.
  • Filter with keywords in the subject line.
  • Filter emails with attachments only
  • Filter unread emails to quickly view messages you haven’t opened
  • Filter by category (e.g., “project,” “priority”)
  • Filter by importance level (e.g., “High Importance”)
  • Filter by received date (e.g., within the last week)

Questions?

Submit any questions to the KSU Teams Support team.

 

Phishing Scams: Watch out for job scams

Are you looking for a job? While looking for a job, be on the lookout for cybercriminals because they are looking for you. At the end of a semester, it is common for cybercriminals to target students, faculty and staff who may be looking for a job.

Cybercriminals will target you with emails “inviting you to interview with their company.” The emails will include a sense of urgency, such as “interview with us now because slots are filling up” or “schedule your interview now before the position is filled.”

Some cybercriminals will ask you to download a particular app or device for the interview. Do not click on any links or download any apps; this is a scam. These malicious apps can install malware on your device and leak personal information. After stealing your information, cybercriminals could use it to impersonate you, commit financial fraud or scam other unsuspecting people via your accounts. Continue reading “Phishing Scams: Watch out for job scams”

North Korea using social engineering to hack universities

""In light of recent developments in the cybersecurity landscape, the Division of Information Technology (IT) feels it is imperative to communicate the evolving threats to our community. One such concern involves a North Korean group known as Kimsuky, a state-sponsored cyber threat actor notorious for their sophisticated spear-phishing attempts. Spear-phishing is a targeted form of phishing where the attacker impersonates a known or trusted entity to deceive individuals into revealing sensitive information. Continue reading “North Korea using social engineering to hack universities”

Increased SMS text phishing attempts

""In collaboration with the Office of Private Sector (OPS), the FBI San Francisco Field Office has recently issued a report highlighting a surge in “smishing” attempts. Smishing (or SMS text phishing) is a fraudulent practice where text messages trick individuals into divulging sensitive information. This can range from personal and financial information to company-specific data and employee credentials.

These threat actors often pose as fellow employees or company leaders to persuade recipients to share sensitive data. This information can then be used for various criminal activities, including financial gain, further breaches at a company, or even targeting other employees. Continue reading “Increased SMS text phishing attempts”

Duo student spring enrollment was a success

During the spring semester, K-State began enrolling students in Duo two-factor authentication. Login credentials are more valuable than ever and are increasingly easy to compromise. Over 90% of breaches today involve compromised usernames and passwords.

The Division of Information Technology would like to thank faculty and staff for educating students about the importance of two-factor authentication and reminding them to enroll in Duo. Continue reading “Duo student spring enrollment was a success”

Streamline your email inbox with Outlook’s rules

Microsoft Outlook logoNeed to get control of your email inbox? Consider using rules in Outlook. There are several reasons why you may want to use rules in Outlook:

  1. Organize your inbox: Rules can help you automatically sort your incoming emails into specific folders based on criteria such as sender, subject, or keywords. This can help you keep your inbox organized, reduce clutter, and save time.
  2. Prioritize emails: You can create rules to automatically highlight or flag emails from specific senders or with certain keywords. This can help you prioritize your emails and ensure that important messages are not missed.
  3. Save time: Rules can help automate certain actions, such as moving emails to specific folders or deleting messages. This can save you time and make managing your inbox more efficient.
  4. Reduce distractions: You can create rules to automatically move emails from particular senders or with specific keywords to a separate folder, allowing you to focus on more important messages without being distracted by less important ones.
  5. Increase productivity: By automating specific tasks and reducing distractions, rules can help increase your overall productivity and efficiency when working with email in Outlook.

Continue reading “Streamline your email inbox with Outlook’s rules”