Where should I save attachments for individual use?
OneDrive is recommended.
How do I do this in Outlook?
- Right-click on the attachment.
- Choose Save to OneDrive (if available).
- Or Save As → select the OneDrive folder.
FAQ
Why shouldn’t I save attachments in my mailbox?
Because email is not a storage location. Saving attachments elsewhere reduces the size of your mailbox and improves security.
How do I do this in Outlook?
To save attachments outside of email
- Open the email.
- Right-click on the attachment.
- Select Save as.
- Select OneDrive, SharePoint, or a local folder that syncs with the cloud.
What useful Outlook features should I use?
Priority Inbox
- View → Show Priority Inbox.
Sweep
- Select email → Home → Move → Sweep.
- Choose automatic actions for newsletters and notifications.
MailTips
- Enabled by default.
- Shows alerts when sending (e.g., large lists, external recipients).
- Configuration: File → Options → Mail → MailTips.
What are scheduled sending and drafts for?
They allow you to send messages at appropriate times and manage messages to be reviewed.
How do I do this in Outlook?
- View drafts
- Drafts folder in the left pane.
- Schedule sending
- Create email → Options → Delay Delivery → set date/time.
- Close Properties window → Send.
How to manage attachments correctly?
Save files outside of email to avoid clutter and loss of information.
How to do this in Outlook?
- Save attachments to OneDrive/SharePoint
- Click on the attachment → Save As.
- Choose the folder.
- Click on the attachment → Remove Attachment
- Send links instead of attachments
- In email: Insert → Link
OneDrive/SharePoint
- Select file → Share
Filesender
- See here how to send a file?
Should the Inbox be used as an archive?
No. It should only contain pending emails.
How to do this in Outlook?
- Archive completed items
- Click Archive.
- Or move them to the desired folder: Drag → Drop.
Can I use my personal and work email addresses together?
No. They must be separate to protect data and avoid errors.
How do I do this in Outlook?
- Add separate accounts
- File → Add Account.
- Configure each one separately.
- Quickly switch between mailboxes
- Left pane → select the corresponding account.
Should I disable notifications?
Keeping notifications to a minimum improves concentration.
How to do this in Outlook?
- Manage notifications
- File → Options → Mail → Messages.
- Uncheck “Show desktop alert.”
- Keep only essential notifications (Windows)
- Settings → System → Notifications → Adjust Outlook.
How to find emails quickly?
Use Advanced Search and operators.
How to do it in Outlook?
- Simple search
- Search box at the top → type terms.
- Search with operators
- Example: from:Maria has:attachment subject:meeting.
- Advanced Search
- Search → Search Tools → Advanced Search.
- Choose detailed criteria.
How often should I clean my Inbox?
Regular cleaning helps keep Outlook fast and organized.
How to do it in Outlook?
- Delete obsolete emails
- Select email → Delete.
- Enable AutoArchive
- File → Options → Advanced → AutoArchive Settings.
- Choose frequency and destination.
- Empty Deleted Items
- Right-click Deleted Items → Empty Folder.
How can I prioritize tasks using Outlook?
Use flags, tasks, and reminders.
How to do it in Outlook?
- Add Follow-up/Flag
- Flag icon next to the email → select deadline.
- Turn email into a task
- Drag the email to Outlook Items /Tasks.
- Or click Follow-up → Add Reminder.
Do I always need to have an empty Inbox (Inbox Zero)?
No. The goal is to process quickly and avoid accumulating emails.
How do I do this in Outlook?
- Quickly archive
- Select email → Backspace key (Archive).
- Or Home → Archive.
- Schedule for later
- Right-click on the email → Follow up → Add Reminder.
- Delete
- Select email → Delete key.
Can I automate email organization with rules?
Yes, you can automatically move emails, mark importance, and manage notifications.
How to do it in Outlook?
- Create rules
- Right-click on a message → Rules → Create Rule.
- Set criteria (sender, subject) and actions (move to folder, flag).
- Manage advanced rules
- File → Manage Rules & Alerts.
- Create, edit, or reorganize rules.
How can I organize my Inbox in Outlook?
Keep only a few folders, use categories, and take advantage of Search Folders.
- Create folders
- Right-click on Inbox → New Folder.
- Give it a name (e.g., Projects, Administration).
- Add categories
- Right-click on a message → Categories → choose color/label.
- To edit: Home → Categorize → All Categories.
- Create Search Folders
- Go to Folder → New Search Folder.
- Choose templates (Unread emails, Categorized, Important).
What types of attacks are most common via email?
Phishing (via email): t is a type of fraud in which an attacker sends fake emails that appear legitimate in order to trick the victim into revealing sensitive information, such as passwords, credit card numbers, or login credentials.
Example:
- Subjet: Update your account immediately!
- Message: Dear customer, we detected suspicious activity in your account. Click the link below to confirm your information and avoid having your account blocked.
- How it works: The attacker attempts to get the victim to click a fake link and enter their credentials.
Smishing (via SMS): It is a variation of phishing carried out through text messages (SMS), which try to convince the person to click a malicious link or provide personal information.
Example:
- CTT: Your package could not be delivered. To reschedule, pay €1.75 using the secure link: ctt-entrega-verificacao.com
- How it works: The SMS creates a sense of urgency so that the person clicks a fraudulent link.
Vishing (via phone call): It is a type of fraud in which the attacker makes fake phone calls, pretending to be a trusted entity to manipulate the victim and obtain personal or financial data.
Example:
- Good afternoon, this is the bank’s security department. We detected a suspicious transaction. To block it, I need to confirm your account number and access codes.
- How it works: The attacker impersonates a trusted organization to extract sensitive information.
How are members of a distribution list managed?
Iscte mailing lists are created and managed automatically by Fénix.
- Sending messages to the most comprehensive addresses (alunos@iscte-iul.pt, docentes@iscte-iul.pt, funcionarios@iscte-iul.pt, investigadores@iscte-iul.pt, and trabalhadores@iscte-iul.pt) requires authorization from the Rector’s Office.
- UATAS are authorized to send messages to their respective lists of students, faculty, and researchers.
- All messages are subject to moderation.
- As a rule, sending permissions are only granted to shared accounts of services/organic units.
What is the difference between a shared mailbox and a distribution list?
- Caixa de correio partilhada → Permite leitura, envio, gestão conjunta e histórico único.
- Lista de distribuição → Apenas distribui mensagens para vários destinatários; não tem caixa de entrada própria.