Office 365 Exploring the Office 365 Web Interface

Transcription

1 Office 365 Exploring the Office 365 Web Interface Overview: The Microsoft Office 365 Outlook Web App (OWA) is Baylor College of Medicine s new cloudbased communications tool, which allows you to access your (webmail), calendar, contacts, and tasks from any computer via a web browser. This guide provides an overview of the Office 365 OWA user interface, as well as links to Microsoft online help topics. Outlook Web App (OWA) Specifications: Supported Browsers Chrome (latest version) Firefox (latest version) Internet Explorer 10+ (recommended for Windows 7/8) Safari 6+ Note: It is not recommended that you use a mobile browser for webmail. Instead, it is recommended that you use your device s built-in mail app or the OWA app from the Apple or Google Play app stores. OWA App for Mobile Devices iphone 4S or newer, running ios 6+ ipad 2 or newer, running ios 6+ Android 4.4+ (Kit Kat) Windows Phone and Tablets 8.1+ For a comprehensive listing of compatible operating systems, browsers, and devices, please visit the Supported browsers for Outlook Web App page on the Microsoft website:

2 Sign in to the Outlook Web App (OWA) 1. Open a web browser and go to 2. Enter your BCM User name and Password, and click sign in. 2

3 Outlook Web App Views Below are default OWA views for the following: Outlook, Calendar, and People. Outlook The Outlook view allows you to easily send, receive, and review messages. 1. Navigation Bar Provides access to the following Office 365 OWA options. From left to right: Notifications (envelope/calendar icon) and calendar reminder notification icons appear for new and calendar invitations Outlook Provides access to interface Calendar Provides access to calendar interface for viewing and creating appointments People Displays contacts and allows you to search for contacts Newsfeed This option is currently not available for Baylor OWA OneDrive Provides access to OneDrive, which provides you with 1 TB of free storage space in the cloud for collaboration with Baylor colleagues Sites This option is currently not available for Baylor OWA Dropdown menu which includes links to Microsoft Office store and Office.com Instant Messaging This is a dropdown menu which displays your instant messaging status and name and allows you to change your instant messaging status Settings This is a dropdown menu which allows you to customize your OWA settings Help (question mark icon) Provides access to OWA online help 3

4 2. New mail Click to compose a new message 3. Instant Search box Provides ability to perform a keyword search for and contacts 4. Folder Pane View and select mail folders; use the arrows to expand/collapse the pane 5. Options Options for responding to , such as: reply, reply all, forward, or select for more options 6. Reading Pane Area for reviewing messages Calendar The Calendar view allows you to view and share your calendar, create and send calendar invitations, view colleagues calendars, view multiple calendars at the same time, create new calendar invitations, and search your calendar. 1. OWA Navigation Bar Provides access to Office 365 OWA options 2. New Event Create and send a new calendar invitation 3. Folder Pane Use the << or >> arrows to expand/collapse the pane. Use keywords to search for specific events or enter part of a person s name to access and review a colleague s calendar. View and select from a list of your shared calendars. 4. Selected Calendars Calendars selected in the Folder Pane are displayed 5. Review Pane At-a-glance view of selected calendars; note that multiple calendars (color-coded according to Selected Calendars) can be viewed at the same time 6. Share/Print Ability to share or print your calendar 7. Calendar Views Select the desired calendar view (day, work week, week, month) 4

5 People The People view allows you to create, store, edit, and locate your contacts. 1. OWA Navigation Bar Provides access to Office 365 OWA options 2. New Create a new contact 3. Search People Perform a search of your contacts by entering part of a person s name (can filter by only your contacts or all Exchange contacts) 4. Folder Pane Lists all contacts categories (rooms, groups, people); select a folder to view all contacts included in the category within the contact list; use the << or >> arrows to expand/collapse the pane 5. Contact Card Displays the selected contact s information 6. Edit Edit the information for the selected contact; click to display the delete option (the Edit option only appears for contacts within the My Contacts folder) 5

6 Instant Messaging within OWA Within OWA, you can initiate, send, and receive instant messages. You can initiate an instant message conversation from an or from a people search. To initiate an instant message conversation with a contact who has sent you an 1. Double-click on the contact s name or photo from the Reading Pane to open their contact card. 2. Click the Send an instant message button. An instant message window will display. Enter the desired message and press the Enter key. 6

7 To initiate an instant message conversation from a people search: 1. From the Outlook view, enter part of the person s name in the Search Mail and People field. 2. Select the desired person s name from the People Search results list. Their contact card appears to the right. 3. Click the Send an instant message button. An instant message window will display. Enter the desired message and press the Enter key. 7

8 Useful Tips Turn Conversations On/Off By default, messages are grouped together when they are part of the same thread. To stop grouping messages by conversation/thread, navigate to the Outlook view, select the Conversations By Date dropdown menu from the top of the screen and select off from the Conversations section. Show/Hide/Display Reading Pane 1. From the OWA Navigation Bar, click Settings. 2. Select Display settings, and then reading pane. 3. Select the desired reading pane options, and click OK to save your settings. NOTE: Select the Apply to all folders checkbox to set these preferences for all mail folders. 8

9 Set Out of Office Automatic Replies 1. From the OWA Navigation Bar, click Settings. 2. Select Set automatic replies. 3. Select the Send automatic replies radio button. 4. Enter the desired settings (start time, end time, and message), and click save. Open an Item in a Separate Window By default, and calendar items will display within the Reading Pane. To view or edit an item in a separate window, click the Open in a separate window icon. To open an message in a separate window, click the More actions icon, and select open in separate window. 9

10 Microsoft Online Help Click the links below for additional help on the following topics: Get Started with Office 365 Mail Overview People Overview Calendar Overview OneDrive for Business 10