Office365 User Guide

8/10/2019 Office365 User Guide

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Office365 User Guide



Office365 Admin Guide

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TABLE OF CONTENTS

Accessing email ............................................................................................................................................. 3

Accessing Webmail ................................................................................................................................... 3

Configuring Outlook .................................................................................................................................. 4

Configuring mobile devices ....................................................................................................................... 4

Email functions .............................................................................................................................................. 7

Transitioning from Gmail .......................................................................................................................... 7

Categories and labels ............................................................................................................................ 8

Create new folder ..................................................................................................................................... 8

Move item(s) to a folder ........................................................................................................................... 9

Setting an out of office assistant .............................................................................................................. 9

Changing your password ......................................................................................................................... 10

Managing emails with rules .................................................................................................................... 11

Calendaring ................................................................................................................................................. 13

Scheduling a meeting .............................................................................................................................. 13

Sharing a calendar ................................................................................................................................... 14

Forwarding a meeting to someone else ................................................................................................. 17

Contacts ...................................................................................................................................................... 18

Address books ......................................................................................................................................... 18

Searching the Contact LIst ...................................................................................................................... 19

Groups ..................................................................................................................................................... 21

Mailbox options/settings ............................................................................................................................ 22

Getting Support........................................................................................................................................... 23




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ACCESSING EMAIL

ACCESSING WEBMAIL

To access your new email account go to portal.microsoftonline.com

Login with your user credentials:

i.e. [email protected]

If prompted for your location make sure you set it correctly, failure to do so can result in incorrect

time stamps, slow searches, and slow overall performance.

Click the outlook button on the top ribbon

Outlook Web App will load and you will be able to access your emails.

mailto:[email protected]







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CONFIGURING OUTLOOK

In the Add New Account wizard, click Email Account

Put in the account information

After this the email profile should load, if it does not, contact support for assistance.

CONFIGURING MOBILE DEVICES

On the mobile device, it must be configured specifically:

Android / Iphone

Username:

[email protected]







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For the Server address put: m.outlook.com

The rest should automatically configure

i.e.

iPhone

Android




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Enter your email

address and

password

Select what items

you’d like to have

synched to your

device




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EMAIL FUNCTIONS

TRANSITIONING FROM GMAIL

Office365 offers a web based console, very similar in functionality to Gmail.




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Categories and labels

The largest difference in the user interface will be the way that Emails are organized, in Outlook there

are folders, you can manually or by using a rules to move an email to a folder. You can

alternately categorize an email in Outlook by color or priority or a custom category. In Gmail you

can only add Labels to an email.

Although it looks similar in design to the Folder method employed by Outlook, in Google Mail you could

add multiple labels to an email, the migration tool interpreted each label as a folder, and in outlook an

email that had multiple Google mail tags would be imported multiple times and put and will actually

appear once in each folder representing the label.

CREATE NEW FOLDER

Right-Click your inbox and click “Create New Folder”

Name your folder and hit “Enter”




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MOVE ITEM(S) TO A FOLDER

You can drag one or more items from one folder, into another from either the Webmail interface, or in

outlook. Use Shift-select to select several items together, or CTRL-click items not adjacent in a list, then

drag and drop them into the desired folder

SETTING AN OUT OF OFFICE ASSISTANT

Automatic replies sent while a user is on vacation can be setup using the Auto-replies, or Out of Office

Assistant. To do this in the web interface, click the settings icon top-right and choose Set automatic

replies.




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Click the Send automatic replies radio button and fill out the information and click Save.

There is an option of sending a different message to internal users, vs. external users.

CHANGING YOUR PASSWORD

Passwords can be changed from the Web interface.

1.

Click the Settings icon top-right and choose Office 365 settings




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2.

Click the Password tab

3.

Follow prompts to change passwords

If you have forgotten your password, contact an administrator to have it reset

MANAGING EMAILS WITH RULES

Rules can be used to automatically sort incoming messages. Not that mobile phones will only alert on

messages in the Inbox unless specifically setup otherwise.

1.

Find a message to create a rule from and right-click on it

2.

Choose Create Rule from the pop-up window

3.

A new window will appear to configure the rule




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4.

Create a name for the rule and choose the criteria below

5.

From the Do the following field, choose Move message to folder… and click select one..

6.

From the popup window, choose the folder to move messages to or click the new folder button

to create a new folder




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7.

Click ok to close the popup

8.

A warning message will appear, it’s alright to click ok to this message

9.

click Save to complete the task

10.

New messages from that user will now be automatically moved to the folder chosen

CALENDARING

SCHEDULING A MEETING

In OWA click on the Calendar

Then double-click a day to bring up the new appointment dialog. From here you can set the date, time,

event name, location and attendees.




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If you click Scheduling Assistant you can add all the proposed attendees, and see when they have free

time.

SHARING A CALENDAR

By default, users can see free/busy information for anyone’s calendar in the system, but not what

meetings are scheduled, just that the time is blocked out.

1.

To share a calendar with another user, logon to the web portal and go to the Calendar tab

2.

Click the Share icon in the top-right

3.

Start typing the name of the person to share with




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4.

User will start to show in a pick list below

5.

Click Send to complete the task

6.

Once a user is send an invite to someone’s calendar, the user will show underPeople’s

7. Calendars on the left pane




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8.

Clicking the person’s name will display their calendar color coded over the original users

calendar




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FORWARDING A MEETING TO SOMEONE ELSE

Right-click the meeting you wish to forward, click the “Forward” button

If it’s a recurring meeting, it will give you an option of forwarding either just that occurrence, or the

entire series.




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CONTACTS

ADDRESS BOOKS

In Outlook Web Access go to People, you can add new contacts by clicking the new button and fill in the

information:




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Then fill out the form

If you want to add additional fields, expand them by clicking the sign

SEARCHING THE CONTACT LIST

Go to the People section on the Ribbon, then go to “Directory\All Users”

You will see a list of all users in the system. You can’t search by Email, you must search by name;




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You can type the name of a user and it will locate them.




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GROUPS

Go to the “People” tab on the ribbon

Click the button on the top-left

Click “Create Group”




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Name the group and add members, it will allow you to pick them from a list

MAILBOX OPTIONS/SETTINGS

You can setup and configure many settings in your mailbox by navigating to the ‘gear’ icon on the top

right hand side of the ribbon (screenshot below) and go to options. Here you can; create inbox rules,

manage automatic replies, setup an email signature and many configure many other options as it relates

to your mailbox.




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GETTING SUPPORT

NEED SUPPORT CONTACT INFORMATION HERE:

Documents

Office365 User Guide