Outlook

Getting started with Outlook 

Microsoft Outlook is an application for managing email, calendars, contacts, tasks, and notes. It is available as a desktop app, on the web within Microsoft 365, and mobile app. 

This guide explains how Sheffield Hallam University students can log in to their Outlook account. Once logged in, you can efficiently manage your emails, calendar, and tasks.  

How to sign into Outlook 365

Steps to Access Outlook 365  

1. Navigate to the Outlook Web App: https://outlook.office.com/ 

2. Sign in with Your Hallam Credentials: username@hallam.shu.ac.uk 

Use the same password you use for accessing other University systems. 

3. Complete the Sign-in Process: 

· If prompted, you will use the same Multi-Factor Authentication (MFA) you already use for your university account. For more information, see MFA Guidance. 

· Once successfully logged in, you are directed to your Outlook 365 inbox. 

Sign in on mobile (Android / iOS) 

1. Install the Microsoft 365 Co Pilot from the Play Store (Android) or App Store (iOS)

2. Launch the app and tap Sign using - username@hallam.shu.ac.uk 

3. Enter your SSO password and follow any MFA prompts 

4. Land on the Microsoft 365 home page where you can explore Copilot and use or download other Microsoft apps. 

Install the Outlook app onto a computer 

Downloading the app gives you full-featured access to Outlook tools with automatic syncing of your files across all your devices. 

To download the desktop apps 

1. Go to office.com, click Install apps, and download the installer. 

2. Run the downloaded file and follow the on-screen steps to install. 

3. Open any Office app (e.g. Word) and click Sign in. 

4. Enter your @hallam.shu.ac.uk email, your SSO password, and complete any MFA prompts. 

5. Once signed in, your apps are fully activated, and your OneDrive files will sync automatically. 

Using Outlook

Outlook lets you send and organise email with features like folders, rules and powerful search. It provides a calendar for scheduling meetings, setting reminders and sending invites, plus contact management to keep track of people. Additionally, it includes tasks and notes, integrates with Microsoft 365 services for collaboration, and offers security features such as spam filtering and encryption. 

Key features 

Email management – Send, receive and organise messages 
Allows you to manage inbox, create folders, set rules and use search to keep on top of your email. 

Calendar – Schedule meetings and reminders 
Enables you to create events, set reminders, send and accept invites, and view colleagues’ availability for planning. 

Contact management – Store and organise contacts 
Keeps track of people’s details, lets you group contacts and quickly find or share contact information. 

Tasks – Create and track to-do items 
Offers a simple to-do list where you can add, assign, prioritise and mark tasks as complete. 

Notes – Capture quick thoughts 
Provides a space for jotting down ideas or information that you can refer to later. 

Integration – Work with Microsoft 365 apps 
Links seamlessly with Word, Excel, Teams and other services for sharing documents, scheduling meetings and collaborating. 

Online learning 

This curated list of Outlook LinkedIn Learning videos on Outlook shows you how to use Outlook effectively. You’ll learn to read, create and send email, with practical tips on replying, forwarding, sharing and organising messages.  

If you’re already familiar with Outlook, try this alternative Outlook course for quick hints and tips and earn a LinkedIn Learning certificate to feature on your profile. 

Use these instructions to set up a LinkedIn Learning account if this is your first time using the platform. 

Top tips 

Here are five top tips for using Outlook 365: 

Bookmark the Outlook Web App 
Save go.shu.ac.uk/office365 in your browser favourites so you can access your email and calendar with a single click. 

Set up a dedicated profile for university work 
Create a dedicated browser profile (or user account) for your academic Outlook access. This keeps university emails, calendar and resources separate from personal browsing, helping you stay organised and maintain clear boundaries. 

Enable notifications and sync across devices 
Turn on desktop or mobile notifications for important folders or calendar events so you don’t miss deadlines or meeting invites. 

Protect your wellbeing by managing notification times 
 Set ‘Do Not Disturb’ or focus hours so you only get alerts during productive periods (e.g. study hours) and avoid late-evening distractions. 

Collaborate using your university email 
Share your university email address with classmates and use Microsoft 365 tools (such as Teams or Groups) to centralise communication, file sharing and project planning in one place. 

Training and Support

If you want to improve your skills with Microsoft products, Sheffield Hallam offers free, certified Microsoft Office Specialist courses. Sign up today to boost your expertise and credentials. 

If you have a technical issue with Outlook please contact IT Service Desk.