Office 365 Outlook Web App Administrator s Guide

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1 Office 365 Outlk Web App Administratr s Guide Cntents Abut this guide... 2 Requirements... 2 Lgging int Office 365 fr admin tasks... 3 User maintenance tasks... 5 Creating users... 5 Resetting passwrds... 6 Renaming users... 7 Managing aliases... 8 Set-up tasks... 9 Authrising users t perfrm management tasks... 9 Creating distributin grups Mdifying distributin grups Adding disclaimer statements t s Defining User Rles Using mail rules Understanding mail rule cmpnents Creating mail rules Viewing and mdifying mail rules Cnfiguring access t Office Cnfiguring Outlk t access Office Cnfiguring smartphnes t access Office Reference infrmatin Message and recipient limits RM Educatin 2013 v1.0

2 Office 365 Outlk Web App Abut this guide This guide is written fr netwrk administratrs wh are setting up and managing Micrsft Office 365 Office Outlk Web App at a schl r cllege establishment. It gives instructins fr cmmn set-up and management tasks.t carry ut the tasks in this guide yu need t have user administratr access t yur Office 365 accunt. Requirements T use Outlk 365, the minimum specificatin fr client devices is as fllws. Office desktp applicatins Outlk 2003 via POP and IMAP nly Office 2007 SP2 Office 2008 fr Mac until April 9, 2013 Enturage 2008 Web Services Editin until April 9, 2013 Outlk 2003 until April 8, 2014 Brwsers Internet Explrer 9 r 10 (Because f perfrmance issues, we d nt recmmend Internet Explrer 8) Latest Firefx Release versin Safari 5 r 6 Latest Chrme Stable versin Mbile phnes Amng the mbile phnes that can access Office 365 are Windws Phnes, Apple iphnes, Andrid phnes, and BlackBerry devices. 2

3 Administratr s guide Lgging int Office 365 fr admin tasks Sme f the Outlk admin tasks are perfrmed frm the Office 365 admin center, thers frm the Exchange admin center. 1. Fllw the instructins that apply t yu: If yu re nt using RM Unify, pen a web brwser and enter the URL Enter the username and passwrd fr yur establishment s Office 365 tenancy. If yu are using RM Unify, lg in via RM Unify, entering yur full address as the username, and the RM Unify passwrd. 2. Frm the Admin menu, chse the admin center yu want: T display the Office 365 admin center, chse Office 365 frm the Admin menu. The left-hand pane lists the main admin ptins. The right-hand pane lists shrtcuts t many f the mst frequent admin tasks. When yu chse an ptin frm the left-hand pane, the centre pane displays the apprpriate infrmatin and cntrls fr yur selectin. In many cases, tabs acrss the centre pane give access t further pages within that ptin. 3

4 Office 365 Outlk Web App T display the Exchange admin center, chse Exchange frm the Admin menu. The left-hand pane lists the main admin ptins. When yu chse an ptin frm the left-hand pane, the centre pane displays the apprpriate infrmatin and cntrls fr yur selectin. In many cases, tabs acrss the centre pane give access t further pages within that ptin. 4

5 Administratr s guide User maintenance tasks Creating users Nte These instructins are nt relevant fr if yur users are ppulated via RM Unify r DirSync. Creating users is a three-stage prcess: Add the user, entering the required details. Add the user t a security grup. Set a User Rle fr the user. T create a user accunt 1. Lg int yur O365 tenancy. 2. In the Office 365 admin center, in the left pane chse users and grups. 3. On the active users tab, click the Add (+) icn. A New user 5-step wizard is displayed. 4. On the details page, enter the user details. Fr the User name, be aware that this will be the user s address, s make sure yu select the crrect dmain frm the drpdwn list. 5. Click the Additinal details dwn-arrw and enter the details fr yur new user. Make sure that the Department field is apprpriately cmpleted: Staff fr teaching and nn-teaching staff users; Student fr student users, and Establishment fr accunts that d nt belng t ne particular user (fr example accunts). The first letter in the Department field entry shuld be in upper case. Make sure that the Office number field is apprpriately cmpleted. Click next. The settings page is displayed. 6. If this user shuld be granted administratr permissins, under assign rle select the Yes radi buttn, and chse the apprpriate rle frm the drp-dwn list. 7. Chse the user s lcatin frm the Set user lcatin drp-dwn list. Click next. 8. On the next page yu can assign the user an apprpriate Outlk Web App licence. Click next. 5

6 Office 365 Outlk Web App 9. Clear the tick frm the Send check bx and click create. 10. Make a nte f the user s temprary passwrd and click finish. T add the user t a security grup Yu can add multiple users t a security grup in the same peratin. 1. On the users and grups page f the Office 365 admin center, click the security grups tab. 2. Select the grup that shuld include this user. Click the Edit (pen) icn. 3. Frm the Available members list, lcate the new user and click the check bx t select them. Nte Yu cannt select users whse accunts are synchrnised with yur AD. Yu can select multiple users t add in the same peratin. Click Add. 4. Click save and clse. T set the User Rle By default, the Default Rle Assignment Plicy will specify the user s rles. Hwever yu can create and apply custmised User Rles as required. Fr mre infrmatin abut User Rles, see Defining User Rles n page Frm the Admin menu chse Exchange. 2. In the Exchange admin center, ensure that recipients is selected in the left-hand pane. 3. Click the mailbxes tab. 4. Select the user. Click the Edit (pen) icn. A User Mailbx windw fr the user is displayed. 5. In the left-hand pane select mailbx features. 6. Frm the Rle assignment plicy drp-dwn list, chse the required rle. Resetting passwrds If a user frgets their passwrd, yu can reset it in Office 365 if the user was created in Office 365. Nte If yur Office 365 users are ppulated frm RM Unify r DirSync and synchrnised with Active Directry, their passwrds will need t be reset elsewhere, as apprpriate. 6

7 Administratr s guide T reset a passwrd (nt fr users f RM Unify) If yu use Office 365 with RM Unify, d nt use this methd. 1. Lg in t yur Office 365 tenancy. 2. In the Office 365 admin center, in the left pane chse users and grups. 3. In the list f users, lcate the user whse passwrd yu want t change; use the search bx if necessary. Select the user; frm the quick steps menu chse Reset passwrds. (Yu can select multiple users here.) 4. On the next page yu can arrange fr the temprary passwrd t be sent t yurself r ther cntacts. T d this tick the Send check bx, and enter the addresses f the recipients, separated by semiclns (;). Yu can enter a maximum f five addresses. 5. Click reset passwrd. Office 365 generates a passwrd autmatically and sends the passwrd t the specified addresses. 6. On the results page, click Finish. When the user lgs n with the new temprary passwrd, they will be prmpted t change it t a passwrd f their chice. Renaming users If a user changes their name, their accunt may need t be changed. Unless the user is synchrnised with yur lcal Active Directry, yu can edit their username in Office 365 Outlk Web App. Befre yu change a user s address, check that the prpsed new name is available by searching in the address bk: T rename a user (nt fr users f RM Unify) 1. Lg int yur O365 tenancy. 2. In the Office 365 admin center, in the left pane chse users and grups. 3. In the list f users, lcate the user whse name yu want t change; use the search bx if necessary. Select the user and click the Edit (pen) icn. 4. Click details. Edit the User name t the new name and click Save. Nte If this user is synchrnised with yur lcal Active Directry, yu cannt change their name details and the fields are greyed ut. 7

8 Office 365 Outlk Web App Managing aliases A mailbx can be set up t receive mail via multiple addresses, r aliases. Aliases can be useful in many ways, fr example t direct enquiries t a particular persn, r t help manage different types f mail like newsletter subscriptins Aliases make it easier t set rules n hw the s behave. T add an alias t a user 1. Lg in t yur Office 365 tenancy. 2. In the Office 365 admin center, in the left pane chse users and grups. 3. In the list f users, lcate the user yu want; use the search bx if necessary. Select the user; frm the quick steps menu chse Edit Exchange prperties. 4. Frm the left-hand list chse address. 5. Click the Add (+) icn. In the new address windw, select the address type and enter the full address yu want t add. It must be an accepted dmain fr yur tenancy. If yu want this t be the default reply address, tick the Make this the reply address check bx. 6. Click k and then save. 8

9 Administratr s guide T edit r delete an alias 1. Repeat steps 1 4 abve. 2. Select the that yu want, and use the Edit (pen) and Delete ( ) tls t change r delete it as required. If yu need t change the user s default address fr replies, select and Edit the new default address s its Make this the reply address check bx is ticked. Set-up tasks Authrising users t perfrm management tasks Yu can nminate certain staff t perfrm administrative tasks such as resetting passwrds; creating and deleting user accunts; creating, mdifying and deleting distributin grups; and creating, mdifying and deleting mail transprt rules. T assign the user an administratr rle 1. Lg int yur O365 tenancy. 2. In the Office 365 admin center, in the left pane chse users and grups. 3. In the list f users, lcate the user yu want; use the search bx if necessary. Select the user and click the Edit (pen) icn. 4. Click settings. Under Assign rle chse Yes, and select the required rle frm the drp-dwn list: Billing administratr Glbal administratr Passwrd administratr Service administratr User management administratr 5. Yu must enter an Alternate address, fr use t recver yur passwrd if it gets lst. 6. Click save t save yur changes. 9

10 Office 365 Outlk Web App Creating distributin grups Distributin grups make it quick and easy t send mail t a defined grup f peple. T create a distributin grup 1. Lg in t yur Office 365 tenancy and frm the Admin menu chse Exchange. 2. In the Exchange admin center, ensure that recipients is selected in the left-hand pane. 3. Click the grups tab. 4. Click the Add (+) icn arrw and chse Distributin grup frm the drp-dwn list. 5. In the new distributin grup windw, enter the details fr the new grup: Display name Give the grup a unique name, which will be displayed in the Glbal Address List. Alias Enter the grup s alias address. This will be used t generate the grup s address. Address Either accept the generated address, r create a new ne. 10

11 Administratr s guide Descriptin Enter a descriptin fr the grup. This descriptin will be a useful guide fr ther administratrs when they are mdifying the membership list. Owners By default, the creatr f the grup is its wner. If required, yu can click Add (+) t add ther wners here. An wner has t be a user r shared mailbx accunt. Members This is a list f the members f the grup. T add members, click Add (+) and then select the grup users frm the glbal address list. The member list can be mdified after the grup is created, s it s nt necessary t cmplete the membership list nw. Chse whether users will be free t jin this grup (Open), r whether nly wners can add users (Clsed), r whether users can request membership (Owner apprval). Chse whether users will be free t leave this grup (Open), r whether nly wners can remve users and all requests t leave will be rejected (Clsed). 6. Click save t save the new distributin grup. Mdifying distributin grups Yu can mdify a distributin grup t respnd t changes in its membership r its purpse. T edit a distributin grup 1. Lg in t yur Office 365 tenancy and frm the Admin menu chse Exchange. 2. In the Exchange admin center, ensure that recipients is selected in in the left-hand pane. 3. Click the grups tab. 4. Select the grup yu want t change and click the Edit (pen) icn. A Distributin Grup windw is displayed. 11

12 Office 365 Outlk Web App The left-hand pane lists the main admin ptins. When yu chse an ptin, the centre pane displays the apprpriate infrmatin and cntrls fr yur selectin. general Fr changing the grup s display name, alias, address and descriptin wnership Fr adding r remving grup wners membership Fr adding and remving grup members membership apprval Fr changing the plicies fr jining and leaving the grup delivery management Fr setting a plicy n wh can send messages t the grup. Yu can cntrl whether r nt t allw mails frm utside the tenancy t be delivered t the members f the grup. This may be useful if yu want t create a new ffice accunt that can accept s frm external surces. Yu can als cntrl wh can send t a DG. Fr example, if yu dn t want students t send s t the Senir Leadership Team distributin grup, simply Add (+) the Staff distributin grup t the list f users wh are allwed t send messages. message apprval Fr setting a plicy n whether messages t the grup must be apprved by a mderatr, and managing the list f mderatrs. Yu can als define a list f users r grups that can send messages withut mderatin. Nte that any messages that require mderatin will sit in the mderatr s inbx until manually accepted r rejected. Befre cnfiguring this and chsing a mderatr, cnsider the cnsequences f a mderatr being unable t access their mail t apprve r reject messages. 12

13 Administratr s guide ptins Fr adding, changing r deleting an address assciated with the grup, and changing the default reply address fr each type. MailTip Fr setting a MailTip when peple send t this grup. This displays sme extra infrmatin abut the grup when a user enters the grup s name in the T, Cc r Bcc address bxes. grup delegatin Fr adding r remving delegates, wh can send n behalf f the grup. 5. Click save t save yur changes. Adding disclaimer statements t s Yu may want t add a disclaimer statement r ther annuncement t the end f every that is sent frm yur establishment. Nte This is an example f a mail rule. See als Using mail rules n page 16 fr mre ideas fr using this pwerful feature. T create a disclaimer rule 1. In the Exchange admin center, select mail flw in the left-hand pane. 2. Ensure the rules tab is selected. 3. Click the Add (+) icn arrw and chse Create a new rule frm the drp-dwn list. 4. In the new rule windw, enter details f the new rule, fr example: Name Enter Disclaimer Apply this rule if Chse The recipient is lcated frm the drp-dwn list. In the select recipient lcatin windw chse Inside the rganizatin frm the drp-dwn list, and click OK. D the fllwing Chse Append the disclaimer frm the drp-dwn list. Click Enter text In the disclaimer text windw enter yur disclaimer message and click k. Click Select ne and chse a fall back t actin (Wrap, Ignre r Reject) in case the disclaimer text cannt be added t the fr sme reasn. 13

14 Office 365 Outlk Web App Nte that yu can make further settings, fr example t set dates n which the rule will be activated and deactivated, by clicking Mre ptins. Click save t save the new rule. T mdify the disclaimer rule Disclaimer statements can be mdified like any ther mail rules. See Viewing and mdifying mail rules n page 19. Defining User Rles User Rles are a pwerful feature that allws yu t cntrl what users are able t d. Fr example the default user rle, which applies t all new users, allws users t set their wn display names (as reflected in the glbal address list), t create distributin grups, and t edit the distributin grups that they're in. If yu edit the default user rle t prevent users frm making these changes, then yu might need t create a new rle fr administratrs. T edit a User Rle 1. In the Exchange admin center, select permissins in the left-hand pane. 2. Select the user rles tab. 3. Select the user rle yu want t edit (this culd be Default Rle Assignment Plicy) and click the Edit (pen) icn. A Rle Assignment Plicy windw is displayed. 14

15 Administratr s guide Each check bx represents the ability t perfrm a task in Office365. Make sure yu nly tick the nes yu want yur users t perfrm. A gd starting pint fr the default user is t untick everything except fr MyBaseOptins, which allws users t set mail fnts, their time zne, signature, mail rules, etc. When yu have finished, click save. T create a User Rle 1. In the Exchange admin center, select permissins in the left-hand pane. 2. Select the user rles tab. 3. Click the New (+) icn. 4. In the Rle Assignment Plicy windw, enter a suitable Name and Descriptin fr the new plicy. 5. Set the apprpriate permissins fr this user rle. Each check bx represents the ability t perfrm a task in Office365. Make sure yu nly tick the nes yu want yur users t perfrm. A gd starting pint fr the default user is t untick everything except fr MyBaseOptins, which allws users t set mail fnts, their time zne, signature, mail rules, etc. 6. When yu have finished, click save. 15

16 Office 365 Outlk Web App Using mail rules Mail rules are used t cntrl the flw f s inside and between dmains. Rules can be defined with precisin, prviding pwerful and flexible cntrl. Yu culd set up rules fr a variety f purpses, fr example: T prevent the sending f s with attachments T prevent the receipt f s with attachments T prevent the sending f s frm addresses utside the tenancy T prevent the receipt f s frm addresses utside the tenancy T prevent the sending f s frm addresses utside a specified dmain T prevent the receipt f s frm addresses utside a specified dmain T prevent the sending f s frm external addresses except thse ending in.sch.uk T restrict the receipt f s frm external addresses except thse ending in.sch.uk Yu can cntrl which users are subject t each mail rule by creating an apprpriately named distributin grup fr each rule. Understanding mail rule cmpnents Mail rules are built frm three types f cmpnent: Cnditins Mail rule cnditins are used t identify messages t which the rule actin shuld be applied. Cnditins cnsist f ne r mre rules that specify the parts f a message that shuld be examined. Sme rules examine message fields r headers, such as T, Frm, r Cc. Others examine message characteristics, such as the message subject, bdy, attachments, message size, and message classificatin. Mst require that yu specify a cmparisn peratr, such as equals, desn't equal, r cntains, and a value t match. T see a list f available cnditins visit Exceptins Exceptins are based n the same rules used t build mail rule cnditins. Hwever, unlike cnditins, exceptins identify messages t which the rule actins shuldn't be applied. Exceptins verride cnditins, and they prevent actins frm being applied t an message even if the message matches all cnfigured cnditins. 16

17 Administratr s guide Actins Actins are applied t messages that match the cnditins and dn't match any exceptin defined in the rule. Mail rules can invlve a wide range f actins, such as rejecting, deleting, r redirecting messages, adding additinal recipients, adding prefixes in the message subject, r inserting disclaimers and persnalized signatures in the message bdy. Creating mail rules In this example we want t be able t prevent student users frm sending utside the schl. T d this, we create a security grup fr these students, and then create the rule. T create the security grup 1. Lg in t yur Office 365 tenancy and frm the Admin menu chse Exchange. 2. In the Exchange admin center, ensure that recipients is selected in the left-hand pane. 3. Click the grups tab. 4. Click the Add (+) icn arrw and chse Security grup frm the drp-dwn list. 5. In the new security grup windw, enter the details fr the new grup: 17

18 Office 365 Outlk Web App Display name Enter a unique name, fr example MailRule TransprtRule DmainOnly Alias Enter the grup s alias address. This will be used t generate the grup s address. Address Either accept the generated address, r create a new ne. Descriptin Enter a descriptin fr the grup. This descriptin will be a useful guide fr ther administratrs when they are mdifying the membership list. Owners By default, the creatr f the grup is its wner. If required, yu can click Add (+) t add ther wners here. An wner has t be a user r shared mailbx accunt. Members This is a list f the members f the grup. T add members, click Add (+) and then select the grup users frm the glbal address list. The member list can be mdified after the grup is created, s it s nt necessary t cmplete the membership list nw. Click save t save the new security grup. T create the new rule 1. In the Exchange admin center, select mail flw in the left-hand pane. 2. Ensure the rules tab is selected. 3. Click the Add (+) icn arrw and chse Restrict messages by sender r recipient frm the drp-dwn list. 4. In the new rule windw, enter details f the new rule, fr example: Name Enter Mail Rule Transprt Rule Dmain Only Sending Apply this rule if Chse The recipient is lcated frm the drp-dwn list. In the select recipient lcatin windw chse Outside the rganizatin frm the drp-dwn list, and click OK. D the fllwing Chse Reject the message with the explanatin frm the drp-dwn list. In the specify rejectin reasn windw enter Yu are nt allwed t send utside the schl and click OK. Tick the Owner apprval is required bx. Click save t save the new rule. 18

19 Administratr s guide Viewing and mdifying mail rules 1. Lg in t yur Office 365 tenancy and frm the Admin menu chse Exchange. 2. In the Exchange admin center, select mail flw in the left-hand pane. 3. Click the rules tab. The rules are listed in the right-hand pane. T view a rule, select its name. Details are displayed in the right-hand pane. T turn a rule n r ff, click t tick r untick its bx. T mdify a rule, duble-click it. A new windw is displayed in which yu can edit the details. Cnfiguring access t Office 365 Cnfiguring Outlk t access Office 365 Yu may prefer t use the Outlk 2010 r 2007 desktp applicatin t access instead f the Outlk Web App. If Outlk is nt already cnfigured t access Office 365, yu can d s as fllws: 1. In the Cntrl Panel f yur cmputer, duble-click the Mail icn. A Mail Setup New windw is displayed. 19

20 Office 365 Outlk Web App 2. Under Prfiles, click Shw Prfiles. 3. In the Mail windw, ensure that Prmpt fr a prfile t be used is selected, and click Add. 4. In the New Prfile windw, enter a suitable prfile name, e.g. yur wn name, and click OK. 20

21 Administratr s guide 5. In the Add New Accunt windw, enter yur Office 365 accunt details, using yur Office 365 username and passwrd. Click Next. 6. Wait while Outlk cntacts the Office 365 servers t determine the crrect settings fr yur accunt. If an Allw this website t cnfigure? cnfirmatin prmpt is displayed, tick the Dn t ask me abut this website again check bx and click Allw. If prmpted fr a username and passwrd, enter yur Office 365 address as the username, and yur Office 365 passwrd, and click OK. 6. When the cnfiguratin is cmplete, click Finish. If an infrmatin message is displayed stating that yu have changed the lcatin where sme f yur Micrsft Exchange infrmatin is saved, click OK. 21

22 Office 365 Outlk Web App Cnfiguring smartphnes t access Office 365 Micrsft prvides a wizard t help users in cnfigure their smartphnes t access O365. The wizard is available at It wrks best in Internet Explrer. T cmplete the wizard yu may need t enter the name f yur POP server. We have tested ios and Andrid devices and they are bth able t access mail, calendars and cntacts. Blackberry devices can currently access . Reference infrmatin Message and recipient limits There are currently restrictins n the fllwing: Maximum number f recipients in an Maximum size f attachments Maximum number f s that a user can send in any 24-hur perid. T view the current limits, navigate t 22

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