2 Page 2 Table of Contents Outlook Web App (Online)... 3 How do I send an ?... 3 How do I create rules to manage my ?... 3 How do I forward to my personal account?... 4 How to search the Global Address List?... 8 How to send to a Distribution List?... 9 How do I archive my s manually? How do I create an appointment? How do I share my calendar? How do I set permissions for users that share my calendar? Outlook 2013 (Desktop) How do I setup my ? A. Setting up Outlook: First time B. Setting up Outlook: Existing Accounts How do I send an ? How to search the Global Address List? How to send to a Distribution List? How do I create an appointment? How do I share my calendar? Apple Mail..31 Mobile Devices Android How do I setup Exchange on my phone? A. Android: Automatic Setup B. Android: Manual Setup iphone... 40
3 Page 3 Outlook Web App How do I send an ? Once logged into Webmail, click on new mail at the top left of the window to begin creating a new . How do I create rules to manage my ? In Webmail, select an for which you would like to create a rule and right-click on it. Select create rule.
4 Page 4 A new window will pop-up that will guide you through the rule creation process. You may also click on More Options for advance settings. How do I forward to my personal account? To forward, you must first create a contact you would like to forward to. Then you can create a rule to forward your s. Log into Webmail, select People at the top right of the page
5 Page 5 Select new on the top left of the page then select create contact when the what would you like to do? pop-up comes up Create a new contact with the you would like to forward to and select save Now to forward to that contact, select the gear at the top right of the window and select Options
6 Page 6 On the left, select organize then click on the + select Create a new rule for arriving message A new window will pop-up. Select the appropriate options as shown
7 Page 7 When you select, Redirect the message to, a new window will pop-up. Click on the + next to the contact you would like to forward to and click OK Once you are finished, select save and forwarding will be enabled. To test this, send yourself as , preferably from a different address or wait until you receive a broadcast
8 Page 8 How to search the Global Address List? The Global Address List is a comprehensive directory of all faculty, staff, and students on campus. This list is continually updated and provides distribution lists for groups, departments, and even classes. It can be searched through the web interface (OWA). Visit and when creating a new , click on the plus sign on the right to search for contacts. When creating an through the OWA, click on the + or To:
9 Page 9 From here you can search for a contact or click on the double arrows on the left to see the entire directory How to send to a Distribution List? Distribution lists allow you to send s to a group, department, or class. These lists are generated by OIT and are kept current. By default, you are not allowed to use these lists for security reasons. You can make a request at the IT Service Desk for permission to use the lists. Once the department has authorized the request, you will be contacted. Important: Please note that distribution lists require permission to use. Contact the IT Service Desk at x7878 to make a request.
10 Page 10 While creating a new , add a contact to bring up the Contacts search feature. Search for the specific group or class that you need to .
11 Page 11 How do I archive my s manually? On the left pane, see In-Place Archive for the location of archived s. The folder structure will be copied over making it easy to find your s. To manually archive your s: Select and right-click on an , hover over move then select more
12 Page 12 Choose the appropriate folder under In-Place Archive and select move. Calendaring
13 Page 13 How do I create an appointment? At the top right of the window select Calendar. This will bring you to the calendar. Right-click on the day you wish to create an appointment and select new or select new event at the top right of the window.. Once you have filled in the appropriate information, click save. You can also select a room or use the Scheduling Assistant to expedite a meeting involving several members. You must have permission from your department to use the provided rooms list, however, you can manually enter in the Location. How do I share my calendar?
14 Page 14 On the left pane, right-click on the calendar you wish to share and select share calendar. You will then be able to find a contact with whom to share your calendar. How do I set permissions for users that share my calendar?
15 Page 15 In Calendar view use the same menu you used for Share and select Permissions. Find the user you shared the calendar with and from the drop menu set Permissions for that user.
16 Page 16 From the Permissions view you can select a user and change permissions. Outlook How do I setup my ? A. Setting up Outlook: First time If you open Outlook for the first time, the following window will prompt you to setup your .
17 Page 17
18 Page 18 Please enter in your information as shown below It will take several minutes to setup your account.
19 Page 19 Please click on Finish The following window will ask you to enter in your password after you reopen Outlook, however, you need to change the username. Click on Use another account
20 Page 20 Please enter your information as shown below. If the Domain is not set to ITCS, be sure to enter your username as ITCS\username
21 Page 21 B. Setting up Outlook: Existing Accounts Please click on File at the top left Under Info, click on Account Settings then Account Settings
22 Page 22 Under , click on New Please enter in your information as shown below
23 Page 23 It will take several minutes to setup your Click Finish and Outlook will prompt you to close and reopen the application
24 Page 24 If prompted, please see below: The following window will ask you to enter in your password after you reopen Outlook, however, you need to change the username. Click on User another account Please enter your information as shown below. If the Domain is not set to ITCS, be sure to enter your username as ITCS\username
25 Page 25 How do I send an ? Select New at the top left of the window. You can edit and send s from this new windows. Be sure to use the Global Address List by click on To
26 Page 26 How do I create rules to manage my ? Right-click on the for which you wish to create a rule From this windows, you may set the rule conditions. Please select Advanced Options for more conditions.
27 Page 27 Contacts and Addresses How to search the Global Address List? When creating an in Outlook, click on the To button Be sure the Name only option is selected
28 Page 28 How to send to a Distribution List? Distribution lists allow you to send s to a group, department, or class. These lists are automatically generated by IT and are kept updated daily from semester to semester through CUNYfirst data. Important: Please note that distribution lists require permission to use. Contact the IT Service Desk at x7878 to make a request. Please see, How to search for a contact? You can search for distribution lists in the same manner.
29 Page 29 Calendaring How do I create an appointment? At the bottom of the Outlook window, select Calendar. Right-click on the date for which you would like to create an appointment or select New Appointment at the top right of the window.
30 Page 30 How do I share my calendar? On the menu bar at the top of the window, select Share Calendar From this area, be sure to select a contact to use your calendar with by selecting To to add a contact.
31 Page 31 Apple Mail Instructions to add your Exchange account to Apple Mail: 1. Open Mail and select Mail >Accounts from the menu bar. 2. In the accounts window select Exchange
32 Page Input your name, address, and password. The configuration will be completed automatically.
33 Page 33 Mobile Devices Android How do I setup Exchange on my phone? 1A. Android: Automatic Setup Bring down the menu screen and select Settings from the top right of the screen. Once at settings, scroll down and select Add account under Accounts.
34 Page 34 At the Add account menu, select Microsoft Exchange ActiveSync. Enter in your address and password and select Next.
35 Page 35 Change the sync settings to your preferences, scroll down, and select Next. On the next screen, you may change the name of your account on your Android device.
36 Page 36 1B. Android: Manual Setup Bring down the menu screen and select Settings from the top right of the screen. Once at settings, scroll down and select Add account under Accounts.
37 Page 37 At the Add account menu, select Microsoft Exchange ActiveSync. Enter in your address and password and select Manual Setup.
38 Page 38 Enter in the settings as shown below and select Next. On the next screen, change the sync settings to your preferences, scroll down, and select Next.
39 Page 39 On this screen, you may change the name of your account on your Android device. Select Next to complete the setup.
40 Page 40 iphone Navigate to the settings screen and select Mail, Contacts, Calendars. On the next screen select Add Account.
41 Page 41 Select Exchange to setup your Microsoft Exchange and on the next screen enter in your information.
42 Page 42 Select Save to complete the setup. Last Updated: 11/04/2015
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