Tag Archives: IT tips

Configuring Out of Office Reply for a Shared Mailbox

Do you manage a shared mailbox in Microsoft Outlook?

Now that it’s Christmas and you may be thinking about switching on Automatic Replies (Out of Office), doing so for a shared mailbox can be a real battle. Christmas is all about The Good News and there’s good news here too: there is an easy way to do this.

The easiest way to switch on Automatic Replies (Out of Office) for a shared mailbox is to do so through Outlook Web App.

This is actually pretty quick and straight forward, so don’t be put off by all the steps in the instructions below. Just forge on!

  1. Log in to Outlook Web App (OWA)
    – by following these steps
    – or by clicking this link

Now you are logged in to OWA, all you need to do is access the shared mailbox and switch on Out of Office.

2. Access the shared mailbox
Click your name in the upper-right corner of the OWA window
(a dialogue box appears titled Open Other Mailbox)
    –
Enter the name of the shared mailbox you’d like to add the Out of Office reply to, then click Open (the shared mailbox opens)

3. Switch on Out of Office
Click options in the upper-right corner (just below where your name was before you opened the shared mailbox)
Click set automatic replies
Set up your Automatic Reply, ensuring you consider replies to senders inside the organisation and outside the organisation
(to get started, click the radio button titled Send automatic replies)
– you can set an automatic start and end date/time if required
Click Save in the lower-right corner (it has a green tick next to it).
When you are finished, click sign out  in the upper-right corner.

If you have a Tech Tip suggestion, please let me know.


For great time-saving tips, look up our Archive of Tech Tips or look through the the Technology Information for Staff website.

Was this tip helpful to you? Anything else you want to know? Please leave a comment below.

You’ll find more learning at Learning and Development.

Use Ctrl+F to Search Webpages and Documents

If you are searching for something on a webpage, in a PDF, a Word document, a PowerPoint presentation, or many other digital formats, this is a really quick way to make your task easier:

CTRL+F

Hold down the Ctrl key on your keyboard and press the F key. This activates the Find function.

Different programs behave differently in exactly how this is displayed but, after you have pressed Ctrl+F, look around the top, sides or bottom of the program window and you will usually see a box in which you type in the word or phrase you are searching for. (You don’t have to click into the box, just press Ctrl+F and start typing your word or phrase, and then press Enter).

Next to the Search box is then usually displayed the number of times the result has been found. Often, each occurrence of the word or phrase is highlighted too. You can then tap the Enter key to move through each result one by one, or click the next or previous arrows which are often a feature of a Search box. In some programs such as Word and Acrobat the entire sentence is displayed and you can click the sentence to be taken to that page.

Thanks again to Shannon Miller for this Tech Tip suggestion.
If you have one, please let me know.


For great time-saving tips, look up our Archive of Tech Tips or look through the the Technology Information for Staff website.

Was this tip helpful to you? Anything else you want to know? Please leave a comment below.

You’ll find more learning at Learning and Development.

Computer or Device Misbehaving? Restart!

Yes, it’s boring advice, I know. But more and more these days I find that the solution to weird things happening on my computer or phone or tablet – things just not working right – is to restart.

Switch it off, count to 20*, and switch it back on.

(*Some devices hold their memory for a few seconds, so count to 20 while it’s switched off, and practice some mindfulness while you’re at it.)

Thanks to Shannon Miller for this Tech Tip suggestion!
If you have one, please let me know.


For great time-saving tips, look up our Archive of Tech Tips or look through the the Technology Information for Staff website.

Was this tip helpful to you? Anything else you want to know? Please leave a comment below.

You’ll find more learning at Learning and Development.

Excel – Add Cells While Ignoring Hidden Cells

This is a way to add up the contents of cells, while ignoring hidden cells, eg, if you’ve filtered a list, and need to add up the contents of a column of visible cells. (Because just using SUM would not work because it would also include the hidden cells.)

 So, to do this…

Say that you want to add the numbers in cells A1, A2, A3 and A4. You can do so with the formula =sum (A1:A4). However, you only want to use that formula if those cells are not hidden (to hide and unhide rows and columns, go to Home | Cells | Format | Hide & Unhide).

Instead, (in this example) use the formula =SUBTOTAL(109, A1:A4).

The SUBTOTAL function can add, subtract or average numbers, among other calculations. The first argument tells SUBTOTAL what kind of calculation to perform. 9 means sum. 109 means “sum, but ignore hidden cells”. The following arguments are the cells, ranges or numbers to sum. So this formula is like =sum (A1:A4), but any hidden cells in that range are ignored.

Thanks to Able Owl Excel tips for this one.


For great time-saving tips, look up our Archive of Tech Tips or look through the the Technology Information for Staff website.

Was this tip helpful to you? Anything else you want to know? Please leave a comment below.

You’ll find more learning at Learning and Development.

Who do you forward a phishing email to?

We have an email address to send phishing scams to.
However you need to do it in a particular way:

  1. Create a new email message, addressed to report-phishing@canterbury.ac.nz
  2. Drag the phishing email from your email Inbox and drop it onto the new email message. This adds the phishing email as an attachment to the new email message – this is an important step because ITS need the internet header of the scam email.

You might be wondering why you can’t just forward the phishing email? By attaching the email you ensure that the phishing email’s sender header information is included too, and ITS need that information.

Further reading:


For great time-saving tips, look up our Archive of Tech Tips or look through the Technology Information for Staff website.

Was this tip helpful to you? Anything else you want to know? Please leave a comment below.

You’ll find more learning at Learning and Development.