This guidance has been produced to support you in using the new Glow system, Office 365 (Outlook).

Transcription

1 GUIDE TO THE NEW GLOW OFFICE 365 (OUTLOOK) This guidance has been produced to support you in using the new Glow system, Office 365 (Outlook). As you know there are improvements being made to the current Glow system by Education Scotland for education professionals and pupils. The first of these improvements took place in December 2012 where you will have seen the new Launchpad and tiles. From 18 March 2013 you have a Glow account provided by Microsoft Office 365 (Outlook). This will not replace your University account. If you do not wish to continually log in to Glow to check your s, you can set up the Office 365 Mail to auto-forward messages from your Glow account to your University account. Your new Glow address format will be GlowUserID@glow.ac.uk. Your existing Glow username will be used in front of symbol in your address. For example if your Glow username is ug m, your Glow address will be ug m@glow.ac.uk. Your quota is 25GB and the maximum total size of an message is 25MB. You can access your Glow account by clicking the Office 365 (Outlook) tile in the RM Unify Launchpad when you login to Glow. This will be accessible from any web browsers, mobile and tablet devices. The new tile will look like this: 1

2 1. OPENING OFFICE 365 (OUTLOOK) When you login to Glow please click on the Office 365 (Outlook) tile pictured, if you firstly click on Inbox you will see the screen below. You may need to scroll to the next page if you do not see the tile at first; you can do this using the tear drop shaped arrow. 2. CHANGING HOW YOU VIEW YOUR S On the Toolbar click on View and it will look like this; you can select your preferences for how your appears. 3. CREATING FOLDERS Right click on the Inbox icon to access the folder menu. It will look like this: Select Create New Folder to add a folder to your inbox. You can organise your folders as you see fit and later create rules so that s will directly go in to the folder of your choice 2

3 4. SENDING AN Once in your Outlook, click on the blue New, the down arrow enables you to create a new or meeting request in the Calendar Click Message and a blank message will appear. In the new blank message you can change the settings for that message including delivery report and changing the status of its importance! You can add attachments to your message by clicking the paperclip icon which will then enable you to add a file. The total limit to an size is 25MB and you can add up to 125 attachments. A total of 500 recipients can be added. All files can be attached. Once you click Send the message will be stored in your sent items 5. SEARCHING FOR OTHER GLOW USERS The Global Address List in Office 365 includes all education professionals in Scotland. Pupils are not able to be searched for due to the openness of the address book; to a pupil or to create pupil distribution lists (for example a class or pupil group) you must know their address in advance. To find a member of staff in Glow and add their details to your own Contacts or Personal Distribution Lists (Groups) please click on the Address Book icon on the right hand side of your screen. It looks like this: To add another Glow user to your own Contacts, you can do either of the following. When someone has sent you an you can right click on their name and select add to contacts. You can add in extra information to their profile and then save. You can create a manual entry, clicking on Contacts and selecting new and adding in their details. 6. DISTRIBUTION LISTS (GROUPS) In Microsoft Office 365 (Outlook) you can create personal and public distribution lists; these are called Groups these are not to be confused with the existing Glow Groups. There are only two levels of Groups 1. A Personal Group - This sits within your own Contacts list and cannot be shared by other Glow users. You can build your Personal Group(s) from your Contacts; these can include non-glow users and pupils. 2. A Public Group - This sits within the Global Address List and is visible to all Glow users across the country. You cannot create a public group at a university, school or local authority level. 3

4 To create a Personal Group please carry out the following steps. 1. In your Outlook, click on Contacts on the bottom left hand side which looks like this 2. Click on the drop down arrow next to New and choose Group 3. The pop up window below will appear where you can give your Group a name and add members. There are three ways to add members: 1. Type the address of each member and click Add to Group after each; if their details are already stored in your Contacts they will appear automatically as you type. 2. You can add more than one member at a time but separating addresses with a semicolon. 3. Click on Members to take you to a new window where you can search for existing users from the Global Address List and contacts. 4

5 7. FORWARDING YOUR S You can set up Microsoft Office 365 (Outlook) to auto-forward your Glow messages to your University address by following these steps: 4. Click on Options in the top right-hand corner of the Office 365 (Outlook) mail 2. Click on See All Options on the menu 1. Click on Account then Connected Accounts 2. At the foot of the Connected Accounts page, under the Forwarding heading, enter the address to which you wish mail to be automatically forwarded 4. Tick the box which says Keep a copy of forwarded messages in Outlook Web App 3. Click Save 5. Click on My Mail at the topright corner to return to Office 365 Outlook 5

6 FURTHER INFORMATION AND HELP The University IT Services are not responsible for Microsoft 365. If you need further information on how to use Office 365, please look up the websites below. Starter Help on Office Finer details of message size limits and attachments National Glow Help Blog t.aspx For enquiries relating to Glow accounts including password resets, please contact IT Helpdesk ACKNOWLEDGEMENT Thank you to Louise Jones (Highland Council) and Malcolm Wilson (Falkirk Council) for sharing their user guides on Glow Office 365 (Outlook). 6