Office 365 Outlook Quick Reference - SIUE

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Office 365 OutlookQuick Reference

Office 365 Quick QuickReferencePage 2 of 27April 30, 2015

Office 365 Quick Referencehttp://office365.siue.eduTable of ContentsOFFICE 365 OUTLOOK4Sign In4Office 365 OutlookMail Settings45MailMenusFolders PaneConversations (Messages)SignatureDeleted ItemsRules (Filters)Categories8891011121315People (Contacts)My ContactsDirectoryGroups16162121CalendarCalendar SettingCreate EventEdit/Delete an EventCreate New CalendarShare CalendarCalendar MenuAccept Calendar Share Request2222232323242425TasksCreate TaskEdit TaskMark Task CompleteDelete TaskTasks View262626272727ADDITIONAL RESOURCES27Phone NumbersWeb SitesEmail AddressesExternal TrainingOffice365OutlookQuickReference27272727Page 3 of 27April 30, 2015

Office 365 Quick Referencehttp://office365.siue.eduOffice 365 OutlookSign In PromptSign In Open browser- Internet Explorer is preferred In Address field enter the following URL:http://office365.siue.edu- Will sign in to Office 365, which is where SharePointSites are located If prompted, select Work or school account Key in email address (if prompted) and password- Username – Key in your email addressOR click email address- Password – Key in e-id password ClickNote: This document covers the basics of using Office365 Outlook. For more information on additionalSign Infeatures, clickfor the current app you are using.Office.com has an Office 365 Learning Center thatoffers online training and tutorials (links available atend of document).Office 365 OutlookOffice 365 Main Page Office 365 Outlook actually consist of apps- Mail- Calendar- People (Contacts)- Tasks Can have more than one tab open within a browser withOffice 365- This allows using Mail and Word (or whatever app) atthe same time Will open Office 365 To open Mail, select- If at another Office 365 app, click Outlook Mail opensOffice365OutlookQuickReferencePage 4 of 27April 30, 2015

Office 365 Quick Referencehttp://office365.siue.eduMail SettingsMail Settings Click Select Mail Setting to view/modify Refresh - Refreshes Inbox (looks for new mail)Automatic Replies Automatic replies – set up auto-replies for vacation, etc.- Select Automatic replies- Select to send- Check if only during specific time period- Set Start and End date/times- If reply is to SIUE contacts only; type in message offirst box- If reply outside of SIUE contacts, check box andcomplete second box- ClickOffice365OutlookQuickReferencePage 5 of 27April 30, 2015

Office 365 Quick Referencehttp://office365.siue.eduDisplay Settings/Message List Display settings- Message list- Conversations- Reading pane Message list:- Select preferred layout- Select whether to preview text of message- Click Conversations:- Select order (new or old first)- Select whether deleted items show- ClickDisplay Settings/Conversations Reading Pane:- Select where or if a reading pane is viewed- Check if this setting is to apply to all folders- ClickDisplay Settings/Reading PaneOffice365OutlookQuickReferencePage 6 of 27April 30, 2015

Office 365 Quick Referencehttp://office365.siue.edu Manage apps:- Check/uncheck to turn on/off apps- Select app and click minus sign to deleteo Default apps cannot be deleted, just turned off- Click the plus sign to add apps- Automatically savedManage Apps Change theme:- Select theme- ClickChange ThemeOptions Options:- Opens Mail Optionso Some are shown on the drop down list- Select option to view/change- Main categories:o Automatic processingo Accountso Layouto S/MIME- Can also get to other areas:o Generalo Calendaro Peopleo OtherOffice365OutlookQuickReferencePage 7 of 27April 30, 2015

Office 365 Quick Referencehttp://office365.siue.eduMailMail InboxMail is the app used to read, send and storeconversations (email messages). Window consist of:- Inbox- Reading pane- Folders- Access to menus- Search- Create new conversation (message)MenusQuick Menu Example There are 4 ways to access menus- Quick – Menu options available- Right Click – Select conversation and right click- Ellipsis – Click on ellipsis ( ) to open additionalmenu optionso Will usually be seen in addition to Quick menu- Dropdown – Click down arrow ( ) to open menuoptionsRight Click Menu ExampleEllipsis Menu ExampleOffice365OutlookQuickReferenceDropdown Menu ExamplePage 8 of 27April 30, 2015

Office 365 Quick Referencehttp://office365.siue.eduFolders PaneFavorites Only List Consist of Favorites, all folders for an account- Numbers following folder name indicates how manyunopened conversations (messages)- Click on folder to view list of conversations- Click (expand) to view list- Click(collapse) to close list Favorites – Place to put the most used folders- By default, contains Inbox, Sent Items and Drafts- Click to add new folders that do NOT already existin the All Folders listo Key in nameo Press Enter- Clickto view full list of folders- Right click in Favorites area to view additional menuitemso Rearrange ordero Remove selected folder from Favorites listo Empty selected foldero Mark all conversations for selected folder as read All Folders list- Clickto have default view of Favorites only- Click to add folderso Key in nameo Press Entero To add subfolder, use the right click menu- Right click in Folders area to view additional menuitems (will be different from Favorites menu)o Create subfolder for selected foldero Rename foldero Delete folder (including all conversations storedthere)o Add to Favorites listo Mark all conversations in selected folder as reado Assign policy (default is to use Parent Folderpolicies)o Permissions – Can give people within the SIUEorganization various permissions to personalfolder (click add people and complete asrequired)Office365OutlookQuickReferencePage 9 of 27All Folders ListApril 30, 2015

Office 365 Quick Referencehttp://office365.siue.eduConversations (Messages) All new conversations will be viewable in the Inbox- Unless a rule was created to automatically move it toanother folder To read a conversation, click on it- Conversation will open in the reading pane- If reading pane has been hidden (see MailSettings/Reading Pane, page 6), double click onconversation and a popup window will open To reply (reply all):- Select from quick menu- Enter additional email addresses if needed- Enter message- Click To delete conversation:- Conversation will be moved to Deleted Items folder- Click on (trash can) for selected conversation inconversation list- Or right click on conversation to delete and selectDelete from menu- Delete multiple conversations:o Check box for each conversation (hover overconversation)o Click (trash can) from menuConversation Quick DeleteMultiple Conversations DeleteConversation – Move to Another Folder To move conversation(s):- Select conversationo Right clicko Select Moveo Select destination ge 10 of 27April 30, 2015

Office 365 Quick Referencehttp://office365.siue.edu- Move multiple conversations:o Must be moving to the same destination foldero Check box for each conversation (hover overconversation)o Click Move from menuo Select destination foldero Click MoveMultiple Conversations – Move to Another Folder To create a new conversation:- Click- Key in e-id or last name or first name or group name- If recognized, will show optionso Click on name- If no options shown, clicko Will search contacts (SIUE & non-SIUE) anddirectory (SIUE, does not have to be in yourcontacts)o Click on nameORo Key in complete email address and acceptaddress as is- Add more email addresses as needed- Key in Subject- Key in messageo Format as needed- Clickto include attachments- ClickNew ConversationSignatureOptions/Signature To automatically attach a signature to outgoingconversations:ClickOptions will openExpand Mail, if neededExpand Layout, if neededSelect Email signatureCheck box if signature is to be used on all messagesyou send- Create signature- Click-Office365OutlookQuickReferencePage 11 of 27April 30, 2015

Office 365 Quick Referencehttp://office365.siue.eduDeleted Items Conversations that deleted are moved to the DeletedItems folder To empty folder:- Select Deleted Items folder- Right click- Select Empty folder To recover items emptied from Deleted Items folder:- Conversations can be recovered up to 30 days afterbeing deleted- Select Deleted Items folder- Right click- Select Recover deleted items - Popup of deleted items (conversations) will open- Select conversation(s) to be recovered- Click Recover- If Purge selected, purged conversations cannot berecovered at a later date; even if less than 30 daysfrom initial emptying of Deleted Items folderOffice365OutlookQuickReferenceDeleted Items Folder – Right Click MenuRecover Deleted Items (Conversations)Page 12 of 27April 30, 2015

Office 365 Quick Referencehttp://office365.siue.eduRules (Filters)Inbox Rules Rules are set up to filter incoming conversations- Conversations can be marked as read- Moved to another folder to be read later- Moved to the Deleted Items folder Rules can be created two ways:- Right click menu for selected conversationo Rule will auto-populate with items fromconversation- Options menuo Will enter all parameters for rule To view/manage current list of rules:Click(settings)Options menu will openExpand MailSelect Inbox ruleso Very important to name ruleso Unnamed rules will show as the first criteria: i.e.:It was received from , It includes these words inthe subject - Can turn rules on and offo Do not have to delete rules, can turn offo Uncheck/check box for Ono Checked box is On, meaning rule will run- Can change order:o Select (highlight) rule to be movedo Useto move rules within list- To delete rule:o Select (highlight) rule to be deletedo Click To edit existing rule:- Open Inbox rules (See view/manage current list)- Select (highlight) rule to be edited- Clickto edit- Rule will open- Make required changes- Click To create a new rule from the Options Menu- Open Inbox rules (same as viewing list)- Click to add new rule- New inbox rule opens, complete fields:o Enter rule nameo Enter criteria (when message arrives)o Add condition if additional criteria applyo Complete action (do the following)o Add action if additional actions applyo Add exceptions if neededo Check to stop processing rules (If additional rulescan apply to a conversation, do not check)o Clicko Rule will only apply to new inbox conversationsreceived after rule was created and saved-Office365OutlookQuickReferencePage 13 of 27Edit Inbox RuleNew Inbox RuleApril 30, 2015

Office 365 Quick Referencehttp://office365.siue.edu To create a new rule from Quick Menu- Select conversation to create rule for- Right click- Select Create rule - New inbox rule opens, complete fields:o Enter rule nameo Criteria (when message arrives) auto-populatedfrom selected conversation, can be changedo Add condition if additional criteria applyo Complete action (do the following)o Add action if additional actions applyo Add exceptions if neededo Check to stop processing rules (If additional rulescan apply to a conversation, do not check)o Click- Rule will only apply to new inbox conversationsreceived after rule was created and savedOffice365OutlookQuickReferencePage 14 of 27Conversation Quick MenuNew Inbox Rule – Partial PopulatedApril 30, 2015

Office 365 Quick Referencehttp://office365.siue.eduCategoriesManage CategoriesCategories can be used in Mail, Calendar and Tasksapps. Categories can be managed from Mail orCalendar apps. By default categories are assigned acolor and the name is the color. To manage the Categories:- Click- Select Categorize- Select Manage categories Add Category To add category:- Click- Select color from dropdown menu- Key in category- ClicktwiceNote: Can change color of a category but cannotchange text.Add New CategoryDelete Category To delete category:- From Manage categories, select category- Click- ClicktwiceConfirm DeleteOffice365OutlookQuickReferencePage 15 of 27April 30, 2015

Office 365 Quick Referencehttp://office365.siue.eduPeople (Contacts)People People consist of 3 categories:- My contactso Displayed FirstName LastNameo Can select sort order- Directoryo Displayed LastName, FirstNameo By default, sorted by last name- Groups – Not being activated at this time All faculty, staff, students and retirees will be listed inthe directory- When students leave the University, their listing willbe removed- For faculty and staff that leave the University prior toretirement, their listing will be removedPlease note that only those people that have hadtheir mail moved to Office 365 Mail will appear inthe directory. Over a period of time, all mail willeventually be moved to Office 365 Mail.My ContactsPeople After signing into Office 365, to open People, select - If at another Office 365 app, clickOutlook People opensClickto expand My Contacts menuMy contacts contains people and lists for Contacts andSkype for Business Contacts.Contacts can contain people that are not in the age 16 of 27April 30, 2015

Office 365 Quick Referencehttp://office365.siue.edu To add a contact that is not in the Directory:- Click- Popup will open- Select Create contact- Enter name, email address and any otherinformation that you want enteredo Clickto add other information or to addmultiples (i.e.; more than one email address)- ClickCreate Contact PopupCreate ContactDirectory To add a contact from the Directory:- Select Directory from menu- Locate and select person- Click Add to contacts- Make any additionso Clickto add other information or to addmultiples (i.e.; more than one email address)- ClickAdd ContactOffice365OutlookQuickReferencePage 17 of 27April 30, 2015

Office 365 Quick Referencehttp://office365.siue.edu To edit a contact, select contact- To remove contact from My contacts:to open Delete optiono Clicko Click Deleteo Click Deleteo Deletes without saving- To edit contact information:o Click Edito Change or add name, email address and anyother information that you want enteredo Clickto add other information or to addmultiples (i.e.; more than one email address)o ClickMy ContactsDelete PopupEdit ContactCreate Contact Popup To create a list:- A list is a collection of contacts that allows the userto send an email to all contacts within a list by usingthe list nameo This is a personal list, not one shared with othercontacts- Click- Popup will open- Select Create contact list- Key in List name- Add Members:o Key in part or full first name or last name or e-ido If found in My contacts, will show suggestiono If person shown is not correct, clickCreate Contact Listo Click on nameo If only one match, will auto-add to members list(if not correct clickto remove)o Repeat process until all members are addedo Can also add other list; but it does not show theindividuals within the added list- Add notes as needed- ClickOffice365OutlookQuickReferencePage 18 of 27April 30, 2015

Office 365 Quick Referencehttp://office365.siue.edu To edit contact list, select list- To delete entire list:to open Delete optiono Clicko Click Deleteo Click Deleteo Deletes without saving- To add/remove members:o Click Edito To add a member; key in part or full first name orlast name or e-ido If found in My contacts, will show suggestiono If person shown is not correct, clicko Click on nameo To remove a member; clicko ClickMy ContactsDelete Popupto removeEdit Contact ListOffice365OutlookQuickReferencePage 19 of 27April 30, 2015

Office 365 Quick Referencehttp://office365.siue.edu To combine linked contacts (exist as an Outlook contact,in recently emailed, Skype, Directory, etc.)- Select member- Click Manage- If suggested link available and a valid link, select thelinkOR- Enter contact name to search for other links- Click Link to accept- Click- Repeat for each contact link to combineNote: Combining multiple contact links for a personbuts all the information on one cardContactLinked/Suggested Contact LinksSearch for Contact LinksLink ContactOffice365OutlookQuickReferencePage 20 of 27April 30, 2015

Office 365 Quick Referencehttp://office365.siue.edu To search for a contact:- Select My contacts or Directory- Click- Key in nameo List nameo First nameo Last nameo FirstName LastNameo LastName, FirstName- Click- Can change or expand search area- Clickto cancel searchDirectorySearch ContactsDirectoryDirectory is populated with all users from SIUE thathave an active email address. This includes currentemployees (faculty & staff), students and retirees. Atthe time this document was created, this is a work inprogress. It will take time as everyone’s mail is movedto Office 365 Outlook. So, for the time being, onlyusers that have had their mail moved will be viewablein the Directory.As noted in My Contacts section, a contact in theDirectory can be added to My contacts. Also, thesearch function is the same. Contact informationcannot be edited in the Directory; they must be addedand edited in My contacts.GroupsGroups is not being activated at this time. Groupsshown are test groups.Office365OutlookQuickReferencePage 21 of 27April 30, 2015

Office 365 Quick Calendars can be shared. New calendars can becreated. Calendar can utilize categories, seeMail/Categories on how to manage.Calendar SettingCalendar Settings Click Select setting to change Select Calendar appearance- Make changes to how to view calendaro Work weeko Working hourso Start of yearo Start of weeko Hours increments- ClickCalendar AppearanceCalendar Options Select Calendar options to view additional options- Automatic processing- Notifications- Publish calendar- RemindersOffice365OutlookQuickReferencePage 22 of 27April 30, 2015

Office 365 Quick Referencehttp://office365.siue.eduCreate Event To create event:- Click- Key information as neededo Evento Locationo Attendees – clickto open Directoryo Notes- Make changes as neededo Start date/timeo End date/timeo Durationo Show aso Calendaro Repeato Reminder- Add/Inserto Add categoryo Add attachments/pictures/OneDrive files- ClickCalendarCreate EventEdit/Delete an EventCalendar Event To edit event:- Select- Event window opens (same as new event)- Make necessary changes- Click To delete an event:- Select- Click DeleteCalendar DeleteCreate New CalendarCreate New Calendar To create a new calendar:- Clicknext to My calendars- Enter name of calendarOffice365OutlookQuickReferencePage 23 of 27April 30, 2015

Office 365 Quick Referencehttp://office365.siue.eduShare CalendarShare Calendar To share a calendar:- View calendar to share- Click- Start to key in name or e-ido Will offer suggestions from contacts- Accept suggestion or key in full email address- From dropdown, select accesso Full details – can view all details of events and allevents on calendaro Editor – can modify/delete/create events onshared calendar- Click- Invitation will be emailed to those selected to sharethe calendaro It is then the decision of the recipient to accept ornotCalendar MenuCalendar Menu Right click on the selected calendar to view menu Available menu changes with calendar selected- My calendars: Default calendar – Share, Permissions& Color- My calendars: Other calendars (created) – Share,Permissions, Rename, Delete, Color- Other calendars (shared with you) – Rename,Remove, Color Share – Share your calendar(s) with others Permissions – Created calendars are public- By default, not shared (not the same as sharing acalendar with individuals)- Availability only – Any person can view youravailability; time only- Limited details – Any person can view limited detailsof events; subject & location- Full details –Any person can v

Office 365 Outlook actually consist of apps - Mail - Calendar - People (Contacts) - Tasks Can have more than one tab open within a browser with Office 365 - This allows using Mail and Word (or whatever app) at the same time Will open Office 365 To open Mail, select - If at another Office 365 app, click

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