District Email Guidelines
PISD Communications Department - https://www.pisd.edu/email
Installing Outlook on Windows 10
1. Open the Outlook shortcut on your Desktop.
2. It will launch a dialog box to welcome you. Click Next.
3. Select "Yes" under "Do you want to set up Outlook to connect to an email account?" Then click Next.
4. Enter your email address and click Next.
5. At the Windows Security message, remove the "ad" from your email address, enter your password, check the box next to "Remember my credentials", and click OK.
6. In the next screen, click Finish. Your email will open.
Please contact the Help Desk at extension 28767.
1. Login to webdesk.pisd.edu
2. Click on the Microsoft 365 app or the Outlook app (if you don't have it you can add it to your Webdesk by clicking the plus sign and searching for it).
3. Sign in with your PISD email address and network password (Webdesk will remember this information after you log in for the first time).
4. If opened with Office 365, click on the Outlook button.
Creating a Contact Group
Follow the steps on the Microsoft Outlook support page: Create a Contact Group.
Creating Folders in Webmail
To create a folder, right-click on Inbox (under Folders) and click Create new subfolder
- Open a new email.
- Click on View Template from the ribbon.
(Image above) View and Manage Templates - open a pane that shows all the templates saved under your profile and the templates provided by Outlook. You can add, remove, or change settings for your templates.
Don't see View Template?
If you do not see View Template in a new email, follow these directions to add this option to the ribbon.
Right-click the ribbon, choose Customize the Ribbon. Follow these steps that correspond with the image below.
1. Choose "All Commands"
2. Scroll down to "View Templates" and click on it.
3. BEFORE you click Add, you have to create a new group in New Mail Message. So click on New Mail Message, the...
4. Click New Group (you can name it Templates if you want)
5. Click on this New Group that has been added and select the "Add>>" button. Then click OK.
Now, you will see View Template on the ribbon in a new email.
⭐ Outlook Productivity Hacks
Best Practices for Outlook (Microsoft support)
Drag and Drop emails to create Calendar Events, New Contact, or Task:
*** In Office 365 (web version), click on My Day to open panel. Drag and drop email to the calendar section or to the task section to create a new entry.
More Hacks in this article.
Email Etiquette (Dos & Don'ts)
- 4Ds! Do, Delete, Defer, Delegate (Article)
- Read your message before you send it.
- Make your subject descriptive and action-oriented. Use prefixes such as FYI: and Action Required.
- Change the subject of the message if the topic of the conversation changes.
- Keep all messages short and to the point.
- Organize the content of your message from most important to least.
- Consider bolding important information.
- Put action items or questions on separate lines so that they stand out and get noticed.
- Bold people's names when asking questions. For example: “Ryan: What is the status of the project?
- Limit the number of people to whom you send a message to those who need to read it.
- Put people who need to be informed on the Cc line.
- Put people who need to respond or take action on the To line.
- Use a signature when appropriate, but keep your signature simple, short, professional, and if possible, free of graphics.
- If you want an immediate response, don't send a message. Phone or send an instant message.
- Use High Importance sparingly.
- Don't use stationery.
- Don't include your manager on every message you send.
- Don't send a message when you are angry. Better to write it, save it to your drafts folder, and come back to it later.
- Don't expect a quick response when sending long messages (more than two paragraphs).
- Don't send a follow-up message less than a day after the first message.
- Don't use read receipts or delivery receipts on every message you send..
- Don't use ALL CAPS.
- Don't expand distribution lists. Expanding distribution lists makes messages harder to read and causes them to go into the wrong mail folders for people using rules.
- Don't use sarcasm. Your humor might be misunderstood.
- Don't write something you wouldn't want everyone in your company to read. You never know where your message might end up.
- Don't use cursive or "funny" fonts that are hard to read.
- Don't use red fonts, because they are hard to read and can be interpreted as being critical.
- Don't use Reply All to a Contact Group asking to be removed. Ever.
Adapted from “Best Practices for Outlook” on support.office.com
😎 Adding Emojis
Add an Emoji to an email by pressing the keyboard combination Windows key and period. Note: It works best on Outlook online (Webmail).
Archive your Emails
Set up your Outlook to auto-archive your emails every 6 months (or your preference) to keep your email cleaned up. Note that you can also set this up by folder.
1. Click File > Options > Advanced.
2. Under AutoArchive, click AutoArchive Settings.
3. Click the Run AutoArchive every n days. box and specify how often to run AutoArchive.
4. Choose any other options you want, such as having Outlook delete old items instead of archiving them.
- Include Call to Action in subject line
- One email thread per topic
- Manage recipients
- Start with main point
- Summarize your reply
- Hyperlink whenever possible
- Reply NOT reply all
- (Doesn't apply to Outlook)