Email and Basics

Reading, writing, and organising your Rotary email on any device.

Installing the Outlook app

You can access Outlook in a browser at outlook.cloud.microsoft. The mobile app is useful for reading and replying to email on the go.

Select your device for installation steps:

  1. Open the App Store and search for "Microsoft Outlook".
  2. Tap Get to install.
  3. Open the app and tap Add Account.
  4. Enter your Rotary email address (firstname.lastname@rotary9660.org.au) and tap Add Account.
  5. Follow the prompts to sign in and complete your MFA check.
  6. Allow notifications when asked so you receive email alerts.
  7. Your Rotary account will appear alongside any personal accounts already in the app. You can have multiple accounts in one Outlook app.

  1. Open the Google Play Store and search for "Microsoft Outlook".
  2. Tap Install.
  3. Open the app and tap Add Account.
  4. Enter your Rotary email address (firstname.lastname@rotary9660.org.au) and follow the prompts.
  5. Allow notifications when asked.

Check you are in the right account. Your Rotary email address (firstname.lastname@rotary9660.org.au) is separate from any personal Microsoft account you may have. On the web, check the account name in the top-right corner. In the Outlook app, tap the profile icon to see which account is active.

Signing in to Outlook

Select your device:

  1. Go to outlook.cloud.microsoft in your browser.
  2. Enter your Rotary email address and password, then complete your MFA check.
  3. Your inbox will open. Alternatively, go to office.com and click the Outlook tile.
Outlook web inbox on desktop
  1. Open the Outlook app on your iPhone or iPad.
  2. Tap your account name at the top to see which account is active.
  3. If your Rotary account is not showing, tap the profile icon → Add account → enter your Rotary email address.
Screenshot (iPhone): Outlook inbox
  1. Open the Outlook app on your Android phone.
  2. Tap the profile icon in the top-left to see which account is active.
  3. If your Rotary account is not showing, tap Add account and enter your Rotary email address.
Screenshot (Android): Outlook inbox

Reading and replying to email

Select your device:

  1. Click on an email in your inbox to open it.
  2. To reply, click Reply at the top or bottom of the email. To reply to everyone in the thread, click Reply all.
  3. Type your reply and click Send.
  1. Tap an email to open it.
  2. Tap the Reply arrow icon at the bottom of the email.
  3. Choose Reply or Reply all.
  4. Type your reply and tap the send arrow.
When replying to a committee email, use Reply All only if everyone in the thread needs to see your reply. Reply (not Reply All) keeps inboxes less cluttered.

Writing a new email

Select your device:

  1. Click New mail in the top-left corner of Outlook.
  2. In the To: field, type the recipient's name or email address. Outlook will suggest contacts.
  3. Add a subject in the Subject: field.
  4. Type your message in the body area.
  5. Click Send.
Outlook compose window on desktop
  1. Tap the compose button (pencil icon, usually in the bottom-right corner).
  2. Tap the To: field and type the recipient's name or email address.
  3. Add a subject and your message.
  4. Tap the send arrow.

CC and BCC

  • CC (carbon copy) - add someone to keep them informed. They can see the whole conversation and all other recipients can see they were copied.
  • BCC (blind carbon copy) - same as CC but the other recipients cannot see who was BCC'd. Useful when emailing a large group who do not know each other.

On the web, click CC or BCC links next to the To: field. On mobile, look for CC & BCC below the subject line.

Organising your inbox

Select your device:

Creating a folder:

  1. In the left panel, right-click on Inbox and select Create new subfolder.
  2. Type a name and press Enter.

Moving an email to a folder:

  1. Right-click on the email.
  2. Select Move and choose the destination folder.

Flagging an email for follow-up:

  1. Hover over the email in your inbox. A flag icon will appear on the right.
  2. Click the flag to mark it. Flagged emails appear in your Flagged folder.

Moving an email:

  1. Open the email.
  2. Tap the folder icon (or the ... menu).
  3. Select Move to folder and choose where to send it.

Flagging an email:

  1. Swipe left on the email in your inbox.
  2. Tap the flag icon.

Setting an out-of-office reply

Select your device:

  1. Go to outlook.cloud.microsoft.
  2. Click the gear icon (Settings) in the top-right corner.
  3. Click View all Outlook settings at the bottom of the panel.
  4. Go to Mail → Automatic replies.
  5. Toggle Turn on automatic replies.
  6. Optionally set a start and end date.
  7. Type your out-of-office message and click Save.
  1. Open the Outlook app.
  2. Tap the profile icon in the top-left.
  3. Tap the gear icon (Settings) at the bottom-left.
  4. Tap your Rotary account name.
  5. Tap Automatic replies.
  6. Toggle it on and type your message.
  7. Tap the tick to save.