Introduction: Office365/Outlook Web. American University Office of Information Technology Training Unit

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1 Intrductin: Office365/Outlk Web American University Office f Infrmatin Technlgy Training Unit 1

2 Getting started in Outlk Web App... 3 Ntificatins, navigatin, and settings... 3 Open an item in a separate windw... 3 Mail... 3 Calendar... 4 Mnth View... 5 Peple... 5 Tasks... 6 Mail in Outlk Web App... 7 Sign in t Outlk Web App... 7 Change the theme... 8 Create a new message... 9 Wrk with a draft message Finish a draft message Reading pane T change the lcatin f the reading pane Open a message in a separate windw Deleted messages Flders list Create a new flder Message list Junk flder Search and built-in filters Use Outlk Web App n a mbile device What else d I need t knw? Calendar in Outlk n the web fr business Create a calendar item Create a meeting request Mdify a calendar event Delete a calendar event Share yur calendar

3 GETTING STARTED IN OUTLOOK WEB APP Ntificatins, navigatin, and settings At the tp f Outlk Web App, yu ll find ntificatins, links t each f the types f infrmatin stred in yur mailbx, and links t yur persnal infrmatin and ptins. 1. These icns will appear when yu have a new message, r a calendar r task reminder. Yu can click n the envelpe t see a preview f the latest new message, r n the calendar t view and manage calendar and task reminders. The icns appear nly when there is a new message r an active reminder. 2. Click here t switch t ther areas f Outlk Web App. 3. Chat status, persnal infrmatin, ptins, and help. Use this area t sign in t chat and t manage yur chat status, change yur persnal infrmatin, g t ptins, r sign ut f yur accunt. Open an item in a separate windw By default, yu read and create items in Outlk Web App either in the reading pane, r in a windw that verlays the main windw. But that isn t always what yu need. Smetimes yu need t be able t view r edit an item in a separate windw. Fr mst items, t pen them in a separate windw, lk fr the pp ut icn wrking n. Click it t pen that item in a separate windw. in the upper crner f the item yu re T pen a message that yu re reading in a separate windw, click the extended menu icn separate windw. and select pen in Mail When yu sign in t Outlk Web App, yu ll g straight t yur Inbx. Fr mre infrmatin abut messages in Outlk Web App, g t Mail Overview. This is where yu ll find yur messages. 3

4 1. Create a new message by clicking icn new mail. 2. Flders. The flder list includes the flders in yur mailbx and Favrites. It may include ther flders, such as archive flders. Yu can cllapse this pane by clicking n the flder icn at the tp. Yu can expand and cllapse flders in this view by clicking n the triangle icns next t the flder names. 3. Search windw. Type what it is yu want t search fr here, such as the name f a persn yu want t find messages frm, r text that yu want t search fr t find a particular message. 4. List f messages in the current flder. Each entry in the list view has additinal infrmatin, such as hw many messages there are in a cnversatin and hw many are unread, r if there is an attachment, flag, r categry assciated with any messages in the cnversatin. A cnversatin can have ne r mre messages. When a cnversatin is selected, yu can delete it, add a flag, r add a categry by clicking the icns. At the tp f the list view are filters that yu can click t quickly find messages that are unread, that include yur name in the T r the Cc line, r that have been flagged. In additin t the filters, yu ll see the name f the flder yu re viewing and the view that yu ve selected. 5. The reading pane, where the cnversatin that yu ve selected is displayed. Yu can respnd t any message in the cnversatin by clicking the links n the right. Calendar After yur Inbx, the calendar is prbably where yu ll spend the mst time when using Outlk Web App. 1. Create a new event by clicking new event. An event can be an appintment, a meeting, r an allday event. 2. Use the calendars t navigate frm ne date t anther. Shading will shw yu what week yu re currently viewing, and darker shading marks the current date. Yu can use the calendar icn at the tp t cllapse r expand this side f the calendar view. 3. Yu can view mre than ne calendar at a time. This sectin lets yu add ther peple s calendars and select which t display. 4. This is anther area that yu can use t navigate frm ne day t anther. Click n any f the dates t jump t that date. Or click n the arrws n either end t see the dates befre r after what s displayed. 5. The main windw, where calendars will be displayed. 6. Select the view yu want, and share, r print yur calendar. 4

5 Mnth View The mnth view can be very crwded. T make it mre usable, there s nw an agenda displayed fr the selected day: Peple 1. Shading shws the current date. 2. Slightly lighter shading shws the selected mnth. 3. Shading shws the selected day and the number tells hw many nn-displayed items there are n each day. Duble-click an item t pen it. Yu can create a new event n any date by duble-clicking the white space n that date. 4. Shaded item is an all-day event. 5. The agenda fr the selected day. Yu can create a new item n the current date by duble-clicking the white space in the agenda. This is where yur cntacts are stred. Frm here, yu can find, create, and edit yur cntacts. Als, yu can search fr cntacts in yur rganizatin s directry. 1. Create a new cntact by clicking new cntact. 2. All the places yu can find cntact infrmatin. 3. Search. Type a persn s name here t search fr them in yur cntacts and in yur rganizatin s directry. 4. List f all cntacts in the current flder. 5. The cntact card fr the selected persn. 6. Actins yu can take directly frm the cntact card. Click n the icns t send a message, start a chat sessin, r create a meeting request. 5

6 Tasks Tasks stres tasks that yu create r that are sent t yu, and als messages that yu ve flagged. When yu view yur tasks, the default view is Flagged Items and Tasks. Yu can change that by selecting Tasks in the flder list t the left. 1. Create a new task by clicking new task. 2. Use this clumn t view flagged items and tasks, r just tasks. 3. Filters. Select the filter depending n what items yu want t see. Tasks and flagged items that dn t have a date assciated with them and that aren t cmpleted will appear nly when yu select all. 4. List f items that meet the current filter criteria. Click n any item t view it in the reading pane. Yu can use the cntrls in the list view t make changes t an item s status. Fr example, yu can mark a task as cmplete, r remve a flag frm a message. 5. The reading pane, where the cntent f the items yu ve selected is displayed. Yu can use the cntrls in the upper crner t make changes t the item if it s a task. If it s a message, the cntrls will be the same as yu wuld see while reading yur mail. NOTE: Tasks may nt be available t yu depending n yur rganizatin s settings. 6

7 MAIL IN OUTLOOK WEB APP When yu pen Outlk Web App, yur Inbx is the first thing yu see. Yur Inbx is where messages sent t yu arrive, and where yu ll prbably spend the mst time reading and respnding t messages. Sign in t Outlk Web App 1. Sign in t Outlk Web App At the tp f the page, chse Outlk (r Mail). Or, chse the app launcher > Mail. What yu ll see in Mail 1. Message. Create a new message by selecting 2. Flders list. The list includes the flders in yur mailbx. It may include ther flders, such as Favrites and Archive flders. Select Expand t cllapse a list. 3. Search bx. In the Search mail and peple bx, type what yu want t search fr. Fr example, type the name f a persn yu want t find messages frm, r text that yu want t search fr t find a particular message. 4. Message list. Messages in the current flder are listed. 5. Reading pane. The cnversatin r message that yu selected appears in the reading pane. Yu can respnd t any message in the cnversatin by using Frward at the tp f the message. 6. Fr infrmatin abut respnding t messages yu receive, see Respnding t messages. Fr infrmatin abut printing, see Printing messages. 7

8 Change the theme A theme, which changes the backgrund clr, highlight clrs, and images, is a quick and easy way t give a different lk t yur . On the nav bar, select Settings, and then Change theme. IMPORTANT: Yu can als change the theme thrugh yur Office 365 Settings. Setting themes in Office 365 Settings will verride any theme setting yu previusly selected fr Outlk Web App. 8

9 Create a new message 1. Select abve the Flders list. A new message frm pens in the reading pane. 2. T add recipients, type the name f anyne wh is in yur cntacts flder r rganizatin s address list. Or type the address in the T r Cc bx. The first time yu enter a particular persn s name, Outlk Web App searches fr that persn s address. The name then is cached s in the future it's reslved quickly. 3. Type a subject. 4. Type the message yu want t send. Fr infrmatin abut frmatting yur message, see Frmatting messages in Outlk Web App. 5. T add an attachment, select Insert > Attachment at the tp f the frm and brwse t the file yu want t attach. Fr mre infrmatin, see Wrking with attachments. 6. T embed a picture in the message s that it appears withut the recipient having t pen it, select Insert > Pictures inline, and brwse t the picture yu want t add t yur message. 7. T attach a message t the new message, In the list view, select the message yu want t attach and press Ctrl+C t cpy it. Open a new message, r reply r frward an existing ne. With the new message pen in the reading pane, press Ctrl+V t attach the message yu cpied. 8. T add an existing signature, select Insert > Yur signature. Yu can chse t autmatically add yur signature t all messages r t individual messages. 9. When yur message is ready t g, select Send. 9

10 Wrk with a draft message Outlk Web App autmatically saves yur message as yu create it and adds it t yur drafts flder. If yu can t finish writing a message right away, r want t wait befre yu send it, yu can select away frm it and cme back t finish it later. Finish a draft message 1. Select Drafts in the Flders list. 2. Select the message yu were wrking n t see it in the reading pane. 3. Select Discard. 4. If yu want t send the message, finish editing it and then select Send. Reading pane The reading pane is where messages are displayed. Yu nt nly can read messages in the reading pane, but als can respnd t them withut pening a new windw. T respnd t a message, select Frward at the tp f a message. A new message appears in the reading pane at the tp f the message. T change the read status f a message, use Mark as read r Mark as unread. T view mre ptins, select Mre fr an extended menu. T change the lcatin f the reading pane 1. On the nav bar, select Settings > Display settings > Reading pane 2. Select ne f the fllwing: shw the reading pane at the right r at the bttm f the windw. Or, chse t hide the reading pane. Shw reading pane n the right, the default setting. Shw reading pane at bttm Hide reading pane 10

11 3. Select OK t save yur selectin and t clse the Display settings windw. Open a message in a separate windw By default, yu read and create messages in the reading pane, but that isn t always what yu need. Smetimes yu need t be able t view a message in a separate windw. When yu re cmpsing a new message r replying t r frwarding a message yu received, yu can select the pp-ut windw icn in the upper-right crner f the message t pen it in a new windw. T pen a message that yu re reading in a separate windw, select the mre icn windw. and select Open in separate Deleted messages When yu delete a message, it's sent t the Deleted Items flder. Messages in the Deleted Items flder may be permanently deleted by an autmated plicy set by yur helpdesk, by selecting them while in the flder and deleting them, r by emptying the Deleted Items flder. Empty the Deleted Items flder 1. Right-click (r tap and hld) the Deleted Items flder. 2. Select Empty flder. 3. Select OK t cnfirm that yu want t permanently delete the items. Flders list The Flders list shws the default flders that are created fr all mailbxes and any flder that yu create. Depending n the setup in yur rganizatin, yu may als see Favrites and Archive flders. Yu can select Expand t hide it. Select any flder in the list t view its cntents. Yu can right-click any item in the Flders list t see a menu f things yu can d, such as create a new flder, delete an existing flder, r empty a flder. On a tuch screen, tap and hld an item t the menu fr that item. 11

12 12

13 Create a new flder 1. Right-click (r tap and hld) any flder in the Flders list and chse create new flder. A new, unnamed, flder is added as a subflder t the flder yu selected. T create a flder that's nt a subflder, right-click (r tap and hld) yur name abve yur Inbx flder. 2. Type a name fr the new flder, and then press Enter. Message list The message list shws the messages in the current flder. The messages displayed can be managed by selecting a filter r by using search. The message list has tls t let yu take care f sme tasks. Yu select Expand t hide it. Select any flder in the list t view its cntents. By selecting icns at the right f the message list, yu can delete a message r cnversatin r add a flag. Other icns shw yu which messages have attachments, imprtance f (high r lw), and hw many unread items there are in a cnversatin. By right-clicking a message, yu can see a menu f ptins, such as mark a message as read r unread, mve it t anther flder, r create a rule based n that message. On a tuch screen, use tap and hld t view the message ptins. By selecting the triangle t the left f a message, yu can expand a cnversatin t see all messages in that cnversatin. Use the label at the tp f the message list t switch between viewing Cnversatins by date and Items by date. 13

14 Junk flder Mail identified as pssible junk is autmatically mved t the Junk flder, and any ptentially dangerus cntent within the message, fr example, links r executable cde, is disabled. Search and built-in filters Yu ll find a search bx and built-in filters at the tp f the message list. T search, select in the search bx and start typing what yu want t lk fr. A list f suggestins appears underneath, and yu can select ne f thse suggestins t search fr that item. Or yu can finish entering yur wn search text and then press Enter t start yur search. T clear yur search, select the icn at the right f the search bx. The built-in filters, All, Unread, T me and Flagged, are a way t quickly chse what t display in the message list. All shws all messages, Unread shws message that haven t been marked as read, T me shws all messages where yur name appears in the T r Cc list, and Flagged shws all messages marked fr further actin. Use Outlk Web App n a mbile device IMPORTANT: If yu re n a mbile device, fr the best experience we recmmend that yu install the latest Micrsft app fr yur device: Outlk fr ios r Outlk fr Andrid. If yu use Outlk Web App n a mbile device such as a tablet r a smartphne, yu may see smething different frm the images abve. Mst features wrk the same as they d when yu use Outlk Web App n a desktp r laptp cmputer, but sme things are dne differently. Tap G t in the lwer crner t mve amng Mail, Calendar, and Peple. T search, tap the search icn shws mre selectins. Instead f using a right-click t see an n-screen menu, tap and hld. T select multiple items in the message list, swipe each item that yu want t add. T deselect an item, swipe it again. Yu create new items by tapping the new item icn n. icns t expand r cllapse the part f the screen they appear 14

15 What else d I need t knw? Outlk Web App uses yur brwser's spell checker. This happens autmatically and can be cnfigured using yur web brwser's settings. Yu can find links t settings by selecting the settings icn at the tp f the Outlk Web App windw. Such as: Yur accunt settings, including yur passwrd. Autmatic replies. Display settings fr messages. Offline settings. A theme. Optins fr mail, calendar, and ther features. 15

16 CALENDAR IN OUTLOOK ON THE WEB FOR BUSINESS Add meetings, appintments, and ther events t yur calendar in Outlk Web App and track and share with thers. Yur calendar in Outlk Web App lets yu create and track appintments and meetings. Yu can create multiple calendars, link t ther peple s calendars, and even share yur calendar with ther peple in yur rganizatin. After yur Inbx, the calendar is prbably where yu ll spend the mst time when using Outlk Web App. Yu can view yur calendar fur different ways: Day, Wrk week, Week, and Mnth. Quickly view event details Yu can chse any event in yur calendar t see a quick view f that event. An event that yu create shws yu as the creatr and includes a link t edit r delete the event. A meeting that yu ve been invited t shws the rganizer and includes links t respnd t the invitatin. If the rganizer includes an nline meeting invitatin, yu ll see a link t jin the meeting. Day view The day view is mst useful if yu have a busy schedule, r if yu want t view multiple schedules side by side. The cntrls remain the same, nly the view has changed. Week view Week is the default view when yu first visit yur calendar in Outlk Web App. Yu can change the default t Day, Wrk week, r Mnth by using the ptins in the upper-right crner. 16

17 1. New event. An event can be an appintment, a meeting, r an all-day event. Chse t create a new event. 2. Calendar. Use the calendar in the flder pane n the left t g frm ne date t anther. Shading indicates the perid yu re currently viewing, and darker shading marks the current date. TIP: Yu can use the left r right arrw t cllapse the flder list which is in the left pane. 3. My calendars. Yu can view mre than ne calendar at a time. Under My calendars yu can create ther calendars, such as a calendar t use fr a specific prject r t track persnal appintments. Yu als can add ther peple s calendars and select which t display. If yu select multiple calendars t display, they re merged int a single view and each calendar is given a different clr. 4. Day nav bar. Yu can use this area t g frm ne day t anther. Chse any date t jump t that date. Or use the arrws at either end t see the dates befre r after thse displayed. 5. Main pane. Calendars are displayed in the main pane. T create a new appintment, duble-click an pen time slt n the day yu want. 6. View ptins. Chse the view yu want, and share r print yur calendar. Mnth view The mnth view can appear very crwded. T make it mre usable, there s an agenda displayed fr the selected day: 1. Current date. Darker shading shws the current date. 2. Mnth. Lighter shading shws the selected mnth. 3. Day. Shading shws the selected day and the number in the lwer-right crner fr each day shws hw many nn-displayed items there are. Duble-click r duble-tap an item t pen it. Yu can create a new event fr any date by duble-clicking r duble-tapping in an pen time slt fr that date. 4. All-day event. A shaded item highlights an all day event.. 5. Agenda. The agenda fr the selected day. Yu can create a new item n the current date by duble-clicking r duble-tapping an pen time slt in the agenda. 17

18 Create a calendar item T create a new appintment r meeting request in any view, chse pen time slt n the day yu want. r duble-click (r duble-tap) an 1. Chse 2. Chse a start time and duratin, and adjust the time f the reminder ntificatin if yu need t. 3. In the Shw as list, chse hw yu want the appintment t appear n yur calendar: Free, Wrking elsewhere,tentative, Busy, r Away. 4. (Optinal) Yu can make this a recurring appintment and yu can mark the appintment as private. 5. Chse Save when yu're dne. Create a meeting request A meeting is a calendar event that yu send t ther peple. Yu create a meeting the same way yu d an appintment, but yu invite attendees and may add a resurce such as a cnference rm. 1. Chse 2. Chse Add attendees and chse the peple yu want t invite frm yur cntacts list. TIP: Yu can use the Scheduling Assistant if yu want t make sure everyne is available fr the time yu chse. If yur rganizatin supprts it, yu can als use the Scheduling Assistant t reserve a cnference rm r ther resurce. 18

19 3. (Optinal) Yu can make this a recurring meeting by chsing an ptin in the Repeat list. 4. If yur rganizatin has Lync, select Online meeting t insert a meeting link and ther nline details. 5. Add a message fr the meeting participants, and then chse Send t send the invitatin. Mdify a calendar event 1. Select the event n yur calendar t bring up the event callut and select Edit. NOTE: T edit a meeting request, yu must be the persn that set up the meeting. 2. Fr an appintment, make changes t the event n the Details page and chse Save. Fr a meeting request, chse Send. Delete a calendar event 1. Select the event n yur calendar t bring up the event callut and select Delete. Fr an appintment, select Delete n the cnfirmatin message that appears. Fr a meeting that yu set up, right-click the item, select Cancel. If yu want t add a nte t the cancellatin message being sent ut t attendees, select Edit the cancellatin befre sending. T just cancel the meeting, selectsend cancellatin nw. Fr a meeting yu are invited t, right-click the item, select Delete, and then select the apprpriate ptin depending n whether yu want t include a message alng with declining the meeting, send the respnse withut a message, r nt sent a respnse at all. 19

20 Share yur calendar Yu can easily share yur calendar with ther peple in yur rganizatin. Start by chsing Share at the tp f the calendar windw. 1. Share with. Type the name f the persn yu want t share yur calendar with in the Share with bx. Outlk Web App autmatically searches in the address bk fr the name yu typed. 2. Cntact. After the persn is fund, they re autmatically added t the list f peple t share the calendar with. Yu can add as many peple as yu want. 3. Share access ptins. Chse hw much infrmatin yu want t share. Full details lets the persn see all the infrmatin abut events except thse marked as Private n yur calendar. Limited details shw the subject and lcatin.availability nly shws nly that yu have an event at a particular time, but n ther details are prvided. Private events always shw as busy. Yu can give peple inside yur rganizatin permissin t edit yur calendar by selecting Editr. T give smene permissin t send and respnd t meeting requests n yur behalf, select Delegate. 4. Subject. Yu can edit the subject if yu like. 20

21 5. Calendar. If yu have mre than ne calendar, chse which yu want t share. Mst peple share their default calendar (named Calendar), but yu can share any calendar that s part f yur mailbx. 6. After yu ve added everyne yu want t share with and what level f access yu want them t have, chse Discardt cancel. 21

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