Microsoft Office 2011 Outlook Client /Office 365

Transcription

1 Microsoft Office 2011 Outlook Client /Office 365 Included: Request an Office 365 account, Creating a new Outlook Account, Import Options, Sharing, Outlook Web App, Add Directory Services, Office 365 on the ipad, and Resources Request a Pasco Office 365 account 1. Chris Jackson, Department for Technology and Information Services. a. Subject of Office 365 Account: Your last name.school b. Identify the lead person for implementation of Office 365 at your school or in your office. Add the lead person s name and address to your request. c. Chris will contact the lead person to discuss implementation timeline and steps. d. Chris will work with the lead person to set a date and time for full integration to Office 365. Prep Prior to Implementation of Office Macintosh OS should be at or above. 3. To be compatible with Office 365, make sure that you have the latest updates for Office for Mac a. Open an Office application (for example, Microsoft Word for Mac 2011). b. On the Help menu, click Check for Updates. c. Choose, automatic updates. New Account in Outlook Open Microsoft Office 2011 from your Applications folder. 2. Double click Outlook. If it is the first time opening Outlook the opening screen will ask: Make Outlook the default application, check the box Choose to either: Add Account or Import, follow the steps in the Assistant If you already use Outlook 2011 Select Accounts from the Tools menu. Select the + in the bottom left of the window. Select Exchange. 1

2 3. In Outlook choose Accounts in the Tools menu. 4. Select Exchange Account 5. Type your Pasco address. 6. Authentication method: User Name and Password 7. User name: your Pasco 8. Type your password. 9. Configure automatically should have a check in the box. On your main Office 365 account. the Directory service should remain empty. 10. Add a second new account. Select Add Account. 11. In the account settings window select Advanced 12. The server information will be auto configured. outlook.office365.com or m.outlook.com 13. Directory service > Server: directory.pasco.k12.fl.us 14. Check the box: Use SSL to connect. 15. Check the box: Log in with my Exchange account credentials. 16. Search base: dc=pasco,dc=k12,dc=fl,dc=us (no spaces) 17. Select OK. 2

3 Set default account if you have multiple accounts 1. Select the gear icon at the bottom of the lower left corner. 2. Select, Set as Default. 3

4 Outlook Web App (Office 365) Outlook Web App lets you use a Web browser to access your mailbox from any computer that has an Internet connection. You can use the browser to read and send e- mail messages, organize contacts, create tasks, and manage your calendar. You will find your mailbox ready as soon as you log in. You can access Outlook Web App from the District Employees web page or Log in using your Office 365 and password. (same as your Grouper ) Be sure to create a bookmark for this site. On the first login, you will be presented with a screen that allows you to set your time zone (second dropdown). Choose Eastern Time US/Canada, and then click Set. Preferences: You can locate the Options (your settings) by selecting the gear icon in the upper right corner of the window and selecting Options. 1. Groups for a school group (contact list) contact Chris Jackson. This feature is turned off by default. Once you are an owner of a group that Chris has created your can edit and share. 2. Settings set up your signature for Outlook Web App. Complete your set up 1. Select Newsfeed from the top menu bar. 2. Check the box for, Lets get social! Select OK from the Get the most of SharePoint. Search Contacts & Directory in Office 365 Web App You will only see the Pasco employees who have moved their account to Office 365 or are in your address book in the Web App. Any other employee will need to be entered manually. 4

5 Sharing your Address Book, Calendar, or folder. If you have a Microsoft Exchange account, you can share and delegate Outlook e- mail messages, events, contacts, tasks, and notes with people who are on the same Exchange server. Sharing is most often used by peers who are working on the same project. The shared folder appears under a separate account in the other user's navigation pane. Depending on the sharing permissions, the person may be able to read, create, edit, or delete items in the shared folder. Note: When you delegate or share an address book, calendar, or mail folder, delegates or users who share those folders could view your private contacts, events, or e- mail messages by using other software applications. To help protect your privacy, put private items in a separate, non- shared address book, calendar, or mail folder. Search Contacts & Directory in Office 365 Web App You will only see the Pasco employees who have moved their account to Office 365 or are in your address book in the Web App. Any other employee will need to be entered manually. Share your Calendar using Outlook Web App (with one or small group of people) Sender Step 1: 1. Open your calendar on the Outlook Web App 2. Select Share from the upper right of the window. 3. Type in the name of the person you would like to share with. 4. Select the details you want them to have access to. 5. Select Send at the top of that window. 5

6 Recipient Step 1: Sample recipient will receive Karen A. Michalak has invited you to view his or her Microsoft Exchange Calendar. For instructions on how to view shared folders on Exchange, see the following article: a. (Ignore this link on the ) b. If you are not on the Office 365 Web App, log in. c. Open the from the sender. d. Select + Add Calendar. e. Select Calendar from the blue menu bar at the top of the window. The calendar will appear on the tool bar on the left of the Office 365 Web App window. (Recipient may also Share My Calendar Back, from the same ) Sharing Note: Before a delegate can access your items, he or she must add you to the People I am a delegate for list in his or her Microsoft Exchange account. Recipient Step 2: 1. On the Tools menu, click Accounts. 2. Click the account that you want to add a delegate to, if you have more than one, click Advanced, and then click the Delegates tab. 6

7 3. Under People I am a delegate for, click Add. 4. Type the name of the person that you want to add as a delegate, and then click Find. 5. Click on the delegate's name, and then click OK. 6. A Pop- up message will appear; Outlook was redirected check the box to Always use and then select Allow. Share your Calendar using Outlook Web App (any one on the web with the URL) 1. Open Calendar in Office 365 Web App. 2. Right- click (hold down the control key on the keyboard) and select your Calendar from the left tool bar. 3. Select Permissions. 4. Select your preference for sharing your Public Calendar. Limited details Full details 5. Select Save. 6. Right click Calendar and select Permissions. You should now see options for sharing. 7. Under Public Calendar Right- click View Calendar. 8. Select Copy Link. 9. Send an to the selected group with the URL pasted in the body of the message. They will be able to view your calendar on the web. Remind them to bookmark your calendar for easy access. 7

8 ical users need a unique URL in order to Subscribe to a Calendar. 1. Complete steps one through six above if you have not already set the permissions in the Web App. 2. Under Public Calendar Right- click Subscribe to Calendar. 3. Select Copy Link. 4. Paste the URL into an , send to recipient. 5. Recipient will use the URL in ical. ical > Calendar > Subscribe > Paste the URL and select Subscribe. WARNING: Add and Manage your Delegates in Outlook 2011 Outlook provides directions for setting up Delegates that can act on your behalf in Accounts. DO NOT use this feature. There is a flaw in the programing that allows any Delegate to, Send To. This allows the Delegate to send s as if they come from you. See the sample below. Warning:DO NOT USE Sample: If the person shared the calendar using the Office 365 Web App, their name will still appear in the From drop down menu, but you will get an error message when trying to send an from that person. 8

9 Assign a Delegate for your Calendar If you need someone to be a delegate for you Chris Jackson, Office for Technology and Information Services. Add a Calendar (this can be a private calendar, not shared or second calendar for sharing with small group) 1. Right- click (Control key) and My Calendar. 2. Select new calendar. 3. Name your calendar. Explore the additional features in Outlook Web App 1. Calendar populated by your Outlook calendar 2. People (Contacts) 3. Newsfeed public newsfeed like Twitter to stay in tune with conversations among your workmates, and to see other updates about their activities. Following, Everyone Mentions. Also Blogs, Apps, Tasks 4. SkyDive share documents. My Documents, Followed Documents 5. Sites - A site for managing and collaborating on a project. Contact Chris Jackson about creating a New Site. Note: When you finish using your mailbox, make sure to click Sign out on the toolbar, and then close all browser windows. Signing out helps prevent someone else from using the computer to access your mailbox. Even if you plan to continue using the computer to visit other Web sites, click Sign out and close all browser windows after every session. Select Sign Out under your Name in the upper right corner of the window. Import Options - Outlook 2011, Outlook for Windows (.pst), Outlook for Mac (.olm), Entourage 2008 or 2004,.csv or. mbox files, import holidays Import Apple Address Book Contacts You can export contacts from the Apple Address Book as a vcard, and then drag the vcard file into Outlook to import your contacts. TIP As an alternative to importing contacts from the Apple Address Book, you can turn on Sync Services for your Outlook contacts. Turning on Sync Services syncs 9

10 your Outlook contacts with the Apple Address Book, MobileMe, and other applications or devices that you set up in Apple isync. 1. In the Apple Address Book, select the contacts that you want to export, and then drag the selection to the desktop. The contacts are saved as a vcard file that contains all the contacts. 2. In Outlook for Mac, at the bottom of the navigation pane, click Contacts. 3. Drag the vcard file from the desktop to the Contacts item list. NOTE Contact groups in the Apple Address Book are converted to categories in Outlook. Import Apple ical events and to- do items Outlook can import events and to- do items from ical. In Outlook, the to- do items appear as tasks. 1. In ical, on the File menu, point to Export, and then click Export. NOTE Outlook can only import ical events that are saved in the Export (.ics) format. Outlook can't import events saved in the ical Archive (.icbu) format. 2. In the Save As box, type a name for the exported file. 3. On the Where pop- up menu, select a location on your desktop to save the file, and then click Export. 4. In Outlook for Mac, at the bottom of the navigation pane, click Calendar. 5. In the Finder, locate the.ics file, and drag the.ics file to the Outlook Calendar grid or list. Troubleshooting Tips My Bookmark is not working. 1. Open your Bookmarks folder. 2. Be sure your bookmark and address is the same. a. b. The sample bookmark below if a Safari Bookmark. 10

11 By default Microsoft uses the full address in the address field - this causes problems. calendar.html 3. Copy the bookmark and paste it into the Address Field. 11

12 Office 365 on your ipad 1. Open Setting on your ipad 2. Select: Mail, Contacts, and Calendars. 3. Select Add Account. 4. Select Microsoft Exchange. 5. Open Account and enter: a. Pasco address: b. Server: outlook.office365.com c. Username: d. Description: Office365 e. Use SSL: ON 6. Select Done. 7. Turn on Mail, Contacts, Calendars, Reminders features. 8. Select Mail from your Doc on your ipad. 9. In the upper left corner use the back arrow and return to All Inboxes. You will see all of your preset accounts and your Office 365 accounts. 10. Under Account you can view folders that are in your Office365 account that you have set up on your computer. itunes Settings Note: If you use the Office 365 Calendar, Contacts and Mail Accounts on your computer your contacts are being synced with Microsoft Exchange over the air. If you have these settings turned on to Sync in itunes this may result in duplicated data showing on your device. 1. To change settings, open itunes. 12

13 2. Plug in your ipad and select the Info tab at the top of the window. 3. De-select Sync Contacts, Sync Calendars and Sync Mail Accounts. 4. If you have other data not in Office 365 you can still sync these files by selecting the radio button by Selected, Contacts, Calendars, Mail Accounts. Additional accounts may be on your computer or icloud. ipad Troubleshooting Tip If the ipad does not complete the Syncing operation or it takes an excessive amount of time to Sync, complete the directions above. 13

14 Directions for Web App and Outlook Outlook Calendar Basics Video Tutorials: us/outlook-help/get-it-right-in-the-calendar- RZ aspx?CTT=1&section=2 Quick Reference Card: How to export contacts from Outlook 2011 for Mac to Exchange Online by using Outlook Web App in an Office 365 environment: Use the? in the upper right corner of the window to access the online help screens for additional resources. Additional Help, Office for Mac: Additional training videos by Microsoft for Outlook: 2011 for Mac, 2013 for Windows, 2010 for Windows, 2007 for Windows, Web App. You will also find copyright free images and templates on this site. us/support/results.aspx?filter=3&qu=training&avg=zol&queryid=088c591a d34-b0c9-928ced834bed Microsoft 2011 Resources HA aspx?CTT=1 14