OUTLOOK WEB APP 2013 ESSENTIAL SKILLS

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1 OUTLOOK WEB APP 2013 ESSENTIAL SKILLS CONTENTS Login to engage365 Web site. 2 View the account home page. 2 The Outlook 2013 Window. 3 Interface Features. 3 Creating a new message. 4 Create an signature. 7 Finishing and sending an . 8 Reading an . 8 Responding to an message. 9 Print an . 9 Delete an Working With Drafts. 10 Organizing using folders, categories, & favorites. 10 Create a contact. 13 Creating a contact group. 15 Changing the Interface Theme. 16 Searching for message content and contacts. 17 Working with Junk (Spam)

2 LOGIN TO ENGAGE365 WEB SITE There are three ways to access the web site: - scroll to bottom and click on Campus A link to the engage365 web site can be found on the CSU homepage near the bottom of the page Getting Started Pane Features: Office365 logo: link to Office.com Click on Outlook for app Click on Calendar for calendar app Click on People for contacts & groups Click on user name to log out or to open another mailbox Click on the Gear for more options and settings (explained below) Click on the? for Outlook Web App Help VIEW THE ACCOUNT HOME PAGE After login, the user is presented with the Getting Started pane: Click for Click for calendar pg 2 - OWA 2013

3 THE OUTLOOK 2013 WINDOW Outlook web app 2013 (OWA) has several features that look and act quite differently from the previous version. Unless a theme was selected in the previous version, most people will see a user interface dominated by the color blue. Folder List Search & Filters Message List Reading Pane Turn Off Conversations: s are, by default displayed by conversation. Some users have would like to turn this off or change how to display their messages. Here s how: 1. In the Message List, directly under the Search & Filters area there should be a drop down menu that may say something like CONVERSATIONS BY DATE followed by a triangle pointing down. 2. Click on this menu and you will find several different ways of sorting your Message List followed at the bottom by the ability to turn off conversations. 3. If you click on the word off so that there is no check mark next to it, you have succeeded in turning conversations off. INTERFACE FEATURES Folder List (Navigation Pane) Create Favorites Organize by making folders and sub-folders Also where shared and delegated accounts will appear Deleted Items contains messages that have been trashed Junk is the folder for spam Notes is a folder used along with the Tasks functionality (discussed in another tutorial) Message List Search & Filters Reading Pane Displays messages and related info including heading, sender, date, attachment, and a short blurb from the first sentence Allows messages to be sorted in multiple methods Messages in Conversation mode by default By right-clicking a message, you can see a menu of options, such as mark a message read or unread, move it to another folder, or create a rule based on that message. By selecting icons at the right of the message list, you can delete a message or conversation, or add a flag. Search in Mail and People (contacts) As soon as typing starts, suggested options begin to show Previous searches affect future searches Refine search by using provided filters: All, Unread, To me, or Flagged Refine search by clicking on a folder in the folder list (navigation pane) to limit the search to that folder - default is current folder and all messages Can use Advanced Query Search, or AQS, to refine your searches The reading pane is where messages are displayed. Read and respond to them without opening a new window Select Reply, Reply all or Forward at the top of a message to respond to it. A blank message will appear in the reading pane at the top of the conversation Use Mark as read and Mark as unread to change the read status of a message View a menu of more options by selecting the icon for the extended menu The reading pane is fixed and can t be moved or turned off in the current release OWA pg 3

4 CREATING A NEW MESSAGE 1. After log in, click on the Outlook button in the Getting Started pane 2. In the top, left hand corner, under the Office365 logo, look for and click on the circle with a + in it next to the words new mail. Something Different: New Mail When created, a new will appear by default in the right hand side of the browser window in place of the reading pane. The user can then elect to open the new in a separate pop-up window. To Always Open New Mail in a New Window: 1. Click on the Gear > Options 2. Click on Settings 3. In reading pane click on Type in new window 4. Click save 5. Click on the back arrow just below the Office365 logo To Always Show the Bcc Field: 1. Click on the Gear > Options 2. Click on Settings 3. Scroll down to message format (on the left) 4. Click on Always show Bcc 5. Click Save 6. Click on the back arrow just below the Office365 logo A new mail message can be created by clicking on the new mail button or by pressing ctrl N (Windows) or zn (Mac). New messages will appear in the reading pane. Once the message has been created, it can be popped open in a separate window by clicking on the pop out icon in the upper corner of the message. Change the program settings to always create messages in a separate window 1. Click on the Gear > Options > Settings. 2. Scroll to reading pane on the right hand side and choose Type in a new window. 3. Click Save and click on the back arrow just below the Office365 logo Addressing an An message has three address fields that can be used: To, Cc, and Bcc. In order to add recipients using the Address Book to the To: field, click on the the Cc: or Bcc: fields until the fields are clicked in. To add recipients, click into a field and: Type the name of anyone who is in the contacts folder or Global Address List, or Type the address directly in the To or Cc field NOTE: The Bcc field is, at first, not visible (see below). The first time a particular person s name is entered, Outlook Web App searches for that person s address. In the future, the name will be cached so it will resolve quickly. To show the Bcc field for the current message only: Click on the extended menu icon just above the To: field > show bcc To add another recipient: Note: Outlook requires that each address be separated by a semicolon (;) Type a semicolon after each new address. button. This button is not visible in pg 4 - OWA 2013

5 Using the Global Address List (GAL) Cleveland State University provides all users with access to a Global Address List containing the contact information for all students, staff and faculty. The Address Book consists of a directory search box, a directory list area, and an address detail display area. Once revealed by clicking on the << to the left of the directory list area, a subset of directories will give the user the ability to change the scope of the search in order to pinpoint a specific result. Click to reveal directory subsets Click for Global Address List Search Box SEARCH TIP: If the user s name is: Joseph H. User a quick way to pull up the user s Global Address List entry is to: 1. Click in the search bar 2. Type the first two or three letters of the user s first name followed by the first two or three letters of the user s last name. As you type, suggested results will appear below in the directory list. List of Directory Subsets Directory List Detail Display To address an using suggestions from GAL in the To field: 1. Create a new message and click in the To field 2 2. Begin to type in the recipient s name. A blue search box will appear beneath while typing. When clicked, Outlook will search the GAL for addresses matching what has been typed. 3. From the list of suggested contacts, select and click on the appropriate address or press enter (return) The address will appear in the TO field above the GAL 3 OWA pg 5

6 To address an using the GAL directly from the Address Book (contacts list): 1. Open the Address Book (contacts list) by clicking on the To: header in the new message Note: the Address Book will slide in from the right of the browser window 2. Begin to type in the recipient s name. While typing, several suggested recipients will show in the directory list. Note: clicking one time on a directory listing will display more information about the person or department if available. 3. Double-click on the desired name or click on the on the right side of the name to add the address to the To: field above 4. To add more addresses to the , perform another search and add the selection in the same manner. Note: As stated previously, Outlook requires addresses be separated by semicolons (;) but using this method will add them automatically 5. Once all addresses have been added, click OK above Adding content to the message An message can be sent one of two different ways: 1. A plain text message - no special formatting possible 2. HTML-based message with many special formatting options available Adding text to an message Type the message in the same fashion as any or Word document Note: The interface looks slightly different than before. Be sure to click below the formatting bar to begin the message. Changing the formatting of an message As noted above, text can be typed into a message as would normally be expected. It can then be formatted by selecting the text and clicking on a button from the formating bar. Formating Bar Options: 1. The formatting bar as it first appears (click the double down arrows to open the options menu), 2. The options that may be activated, and 3. Examples of some options as well as an extended formatting bar pg 6 - OWA 2013

7 Attaching a file to an message 1. To attach a file to an , click on insert > attachment A system navigation window will appear allowing the user to chose a file 2. Navigate to the file desired and select it 3. Select Open to add it to the message Editing and Formatting Inserted Pictures Once a picture is inserted, click on it to access a menu for resizing options. Adding pictures directly to an message Instead of sending a picture as an attachment, it may be inserted directly into the body of the message 1. Click in the body of the message at the place where the picture is to be inserted Note: the insertion point must be following a word or character or at the beginning of the message 2. Click on insert > picture A system navigation window will appear allowing the user to chose a picture file 3. Navigate to the file desired and select it 4. Select Open to add it to the message CREATE AN SIGNATURE Once in the Outlook app do the following: However, images can be also formatted in several of the ways that text can using the formatting bar as described earlier. For instance, as the image above 1. Click on the Gear > Options 2. Once in Options click on Settings. Mail should be the first group of settings available. If not, click on it as well. 3. signature should be the first setting available Use the familiar editing window and formatting bar to type and format a signature 4. Click on the Automatically include my signature on messages I send button in order to include the signature in every sent indicates, selecting the picture after it has been inserted and clicking on the Insert Hyperlink button enables the recipient of the to visit a website by clicking on the picture. OWA pg 7

8 FINISHING AND SENDING AN Users will notice the absence of a Spell Check button in Outlook Web App This is because it uses the spell check capabilities of the web browser being used. According to Microsoft Help available at the time of the creation of this manual, spell checking is available in Internet Explorer 10 and later versions, and current versions of Firefox, Chrome, and Safari. Be sure to check CSU IS&T s engage365 web page for up to date information about supported browsers. Before an is sent, make sure to check for spelling errors. Spelling errors will be indicated by a red dashed underline. 1. Right click on the misspelled word as indicated by the red dashed underline A menu will be displayed at the point of the mouse click. MOST of the time the browser s dictionary will recognize the misspelled word and offer suggestions in the menu. 2. If the browser has a suggestion, click on the desired word 3. If the browser has made an error and the word is spelled correctly, click on Add to Dictionary 4. If the word is spelled so badly that the browser has no idea what to make of the word, the user may choose to Ask Google for Suggestions. Chances are it was a typing error and re-typing can fix it. When the message is ready to send: At the top of the message, click Send Press alt S (win) or option S (mac) (or) READING AN As mentioned above, in the default setup, a new message is stored in the user s inbox upon arrival and is displayed in the Message List. The blue line to the left of the information (name of sender, header info, blurb, etc.) and the bold title of the indicate that the message is newly arrived. When the message is clicked on, it is able to be read in the Reading Pane. Double clicking on the message in the Message List will cause the message to open in a separate window. After the message has been read, the blue line disappears and the title is no longer bold. pg 8 - OWA 2013

9 RESPONDING TO AN MESSAGE There are several ways to respond to messages in the Outlook Web App. To reply ONLY to the person who sent the message 1. At the top of the message, click Reply A new message will appear addressed only to the sender of the original message. 2. Type a response. Printing Using Chrome The Chrome Print dialog features the ability to change margins and save to Acrobat.pdf format. 3. At the top of the message, click Send To reply to the sender of a message and ALL other recipients: 1. At the top of the message, click Reply all A new message will appear addressed to the sender and to all other recipients of the original message. 2. Type a response. 3. At the top of the message, click Send To forward a message to another recipient: 1. At the top of the message, click forward A new message will appear 2. On the To line, enter the name or address of the person to forward the message to. Click To or Cc to jump to the address lists if desired 3. Add any other information into the message To print the webpage you re viewing in Chrome, press ctrl+p (win) zp (mac). You ll be able to preview the page and adjust basic printer and page settings before printing. 4. At the top of the message, click Send PRINT AN The instructions below are generalized and due to specific requirements of each computer system, office, and browser setup. 1. In the reading pane, click on extended menu icon and select print. The message will open in a new window, and a print menu will open on top of the message. 2. Select the printer and options desired 3. Select Print. 4. Close the print window. OWA pg 9

10 DELETE AN When the user hovers the mouse over a message in the message list, a red X appears providing the user the opportunity to delete the individual message. Multiple messages can be deleted by clicking in the check box to the left of the sender name. In the reading pane, a dialog box will appear giving the user the opportunity to delete all the selected messages, among other options. WORKING WITH DRAFTS If the message can t be finished right away, or if it is necessary to wait a bit before sending it, click away from the message and come back to it later to finish it. Outlook Web App automatically saves the message as it is being created and adds it to the drafts folder. When ready to send the message: 1. Click on the Drafts folder in the Folder list on the left side After selecting multiple messages in the message list, a dialog appears in the reading pane giving the user several options. 2. Click on the unfinished message in the Message list to see it in the reading pane. 3. Click Continue editing to return to working with the message or click X Discard to delete the message. Otherwise, finish editing the message and click Send ORGANIZING USING FOLDERS, CATEGORIES, & FAVORITES Creating folders Additional folders can be created to organize messages any way desired. For example, you can create a folder for a specific project, or for all messages sent by a particular person, or all messages sent to a distribution group that you re a member of. 1 To create a new folder 1. Right click on the folder in which the new folder will be created In other words, the new folder will be a sub-folder of the folder you right clicked on 2 2. From the menu that pops up, click on create new menu a empty text box appears - this is the new folder 3. Type the name of the new folder in the empty text box 4. Press the Enter or Return key or just click the mouse somewhere else pg 10 - OWA 2013

11 Move a folder There are two ways to move a folder. OR 1. Click the folder you want to move and drag it to where you want it HINT: This is a little on the tricky side! 2 1. Right click the folder you want to move and click Move A window will pop up that you can use to choose what folder to move the folder into 1 2. Click the folder you want to move to and click Move Adding Mail Folders to the Favorites Folder Folders that need to be accessed on a regular basis can be added to the top of the Folder List. This is especially helpful when the user has a large amount of folders or more than one inbox to manage. To add a folder to Favorites: 1. Right-click the folder 2. Click Add to Favorites To re-order folders in Favorites (two methods): 1. Click on the folder > drag it to the desired location, OR 2. Right click on the folder to activate the menu > select Move up in list or Move down in list To remove a folder from Favorites Right click on the folder to activate the menu > select remove from Favorites This only removes the link to the folder from Favorites; it won t delete the folder from your mailbox. Using Categories Folders are just the first level of organization available to a user. Categories allow users the flexibility to cross between the boundaries of folders by using keywords that can find, sort, filter or group items. All without the user s folder items ever leaving their folders. In an inbox, a user will often create a folder to store the messages from a certain co-worker or to house messages about a specific project. Categories make it possible for a user to sort messages, contacts and calendar items that might be related quickly by using color-coded visual cues. Even when they are stored in different locations. Please note: categories are only available for use with s that have been sent, received and can not be applied to s that still being edited. However, if the message has been saved as a draft first, a category can be applied. Viewing the message in the message list to access the default categories OWA pg 11

12 Viewing the default categories By default, there are several generic, color-named categories. To view them, do this: 1. While in an open message, click on the extended menu icon 2. Move the mouse down to and hover on categorize 3. Unless the user worked with categories previously, the only ones present should be color-named. Apply a category to a message - two methods Right click on the message in the message list and use the categorize menu item to select a category OR Click on the extended menu icon in the message to access the categorize menu to select a category Viewing the message while open or in the reading pane to access the default categories Create a new category To begin, either: To clear a category, access the categorize menu, hover the mouse to and click on clear categories. 1. Right click on a message in the message list > move the mouse down to the categorize menu item OR 1. Open a message in a separate window or view it in the reading pane and click on the extended menu icon > move the mouse down to the categorize menu item 2. Click on manage categories Click on + add new category In the text box that appears, give the category a meaningful name 5. Next to the text box, click the down arrow and choose a color for the new category Note: categories colors may be chosen to represent broader categories - red for health, green for personnel, etc. pg 12 - OWA Once the new category has a name and color, click OK The next time the category menu is opened the new category will be available in alphabetical order

13 CREATE A CONTACT In Outlook Web App 2013, Contacts are managed in a new area called People. The user can access contacts and groups directly by clicking on the People button on the navigation bar. Create a new contact 1. Click People in the navigation bar 2. Select a folder under My Contacts in which to place the contact Note: Users can create folders to organize their contacts (see below) 3. Select the New button in the upper left-hand corner of the page > Create contact This will open a blank contact form in which the user can enter as much or as little detail as desired 4. Select the icon to see more options for that type of information 5. Click Save to save the changes Create a contact from a message The user may choose to supply information for their contacts by clicking on one of the many Add Info icons. Any contact that can be seen in a message can be added to the Contacts. To add a contact from a message: 1. While in the reading pane or while viewing a message in a separate window, click on the name of the person who sent the message to see the miniature contact card 2. In the lower right hand corner of the card click on the words ADD TO CONTACTS 3. Another, smaller button will pop up with the words add to contacts - click this as well 2 3 OWA pg 13

14 4. In the next screen, the user will have the ability to click on the Add Info icons to see more options and add any additional information as desired 5. Select Save to add the card to contacts, or Discard to cancel Create a contact folder to organize personal contacts 1. Click People in the navigation bar 2. Click on My Contacts or Other Contacts A blank text box will appear 3. Click inside the text box to type a name for the new folder 4. Press the Return key (mac) or Enter key (win) 5. To delete or move the folder, right click it (option click - mac) > select delete or move to 2 3 pg 14 - OWA

15 CREATING A CONTACT GROUP A contact group allows the user to send the same message to multiple recipients. In fact, there is a limit to how many s can be sent by any one user in a day. If a user pastes, say, 100 addresses into the TO: field, that counts as 100 s. However, if the user uses a contact group of 100 addresses, that counts as one . Cleveland Sate University is enrolled in the Office 365 for Enterprises program which means its users enjoy a hefty10,000 recipient per day limit. For more information on bulk and limits, please see the IS&T Technical Training web site. To create a contact group 1. Click People in the navigation bar 2. Select the New button in the upper left-hand corner of the page 3. Click on Create group on the resulting dialog box A new group window will slide out from the right side of the window 4. Enter a name for the group in the Group name text box OWA pg 15

16 5. Click in the Members text box and begin to type a member s name As a group member s name is typed, Outlook will begin to make suggestions and a list will appear. Note: a user can also type the member s complete address and press Enter/Return. 6. Select the desired group member from the list by clicking on it 7. Click Save when all members have been selected CHANGING THE INTERFACE THEME 1. Log in to engage365 and enter the app by clicking on Outlook in the navigation bar 2. Click on the Gear icon in the upper right-hand side of the window 3. Move the cursor down to Change theme A window will slide open from the right. Note: At the bottom of this area is a half-blue/half-black square. This is the Contrast theme which some users may find provides a stronger distinction between read and unread messages. Hovering the mouse cursor over a square for a second will cause a tip to pop-up to display the name of each theme Clicking each square will provide a very limited idea of what the theme will look like if selected 4. Click on the desired theme 5. Click OK pg 16 - OWA 2013

17 SEARCHING FOR MESSAGE CONTENT AND CONTACTS Managing an inbox can be a daunting task due to the shear volume of messages. Luckily, the Outlook web app is equipped with both organization and search capabilities that help users maintain control of the flow of information. As is shown below, when typing in the search box, the navigation window will change to show search options. Normally by default, Include messages from: is set to the current folder and Show these messages: is set to All. However, the image below shows that Entire mailbox has been selected for this search. These buttons allow the user to change the scope (limit or increase the size) of the search by selecting other options. Use These Search Methods for Content and Contacts In the example above, the user is searching for all messages that were sent by himself or to him between the dates of 12/01/2013 and 12/15/2013. We know this because he has typed Sent: 12/01/ /15/2013 into the search box. The inclusion of the two dots between the two sets of dates indicate the user wants the program to find messages that fall between a range of dates. It is also possible to combine certain methods. For instance, you can search for a message that was sent by a specific person and has an attachment by typing the following into the search box: from: scott has:attachment This will cause the program to return a list of messages sent from users with scott in their name but only if they attached a file to their message. Note: be careful to include the colon (:) after the search method. From: To: Cc: Bcc: Participants: Subject: Body: or Content: Sent: Received: Category: Attachment: Has: Searches for addresses in the From field Searches for addresses in the To field Searches for addresses in the Cc field Searches for addresses in the Bcc field Searches for addresses in all fields including the To, Cc, and Bcc fields Searches for words or phrases in the Subject line Searches the message body Searches based on the date the message was sent by or to the user search for a specific date or a range of dates separated by two dots (..) search for relative dates: today, tomorrow, yesterday, this week, next month, last week, past month search for the day of the week or month of the year Searches for the date received use the same search terms as for Sent Searches the Category field. Searches for the specified attachment by title. example attachment:letter.doc will find any message with an attachment named letter.doc. Typing has: with something after the colon in the search box will cause the program to search for messages that have that item example has:flag will find items that are flagged example has:attachment will find items that have one or more attachments. OWA pg 17

18 WORKING WITH JUNK (SPAM) There are two ways of dealing with incoming junk mail. Use the Block or Allow settings to manage junk Edit Blocked Senders 1. Click on the entry 2. Click on the Pencil 3. Edit the text of the entry Delete Blocked Senders 1. Click on the entry 2. Click on the minus ( ) This method is the most powerful as it designates any from an address or domain as junk mail. Blocking an address/domain will cause delivered s to go directly to the Junk Mail folder where it can be reviewed, if desired, before being purged. A domain is similar to the street portion of a residence address and is found after symbol while the specific username is listed before symbol. 1. Click on the Gear > Options > block or allow PLEASE REMEMBER: if you aren t sure about an or the sender, DO NOT BE CURIOUS! Don t click on anything inside the . Mark the as Junk and Block the sender. You can always go back and change your settings! 2. Enter the address or domain that you want to block in the Enter a sender or domain here text box and press Enter for Windows or Return for Macintosh To block a particular person, enter that person s full address. To block every from a domain, type in only the part of the address found after symbol. 3. If another user or domain is to be added, click the plus icon next to the text box OR 4. Click Save pg 18 - OWA 2013

19 Safe senders and recipients It may be necessary to make sure certain senders or all messages from a certain domain are always welcome in the inbox. To make sure all from these addresses are delivered, use the safe senders and recipients portion of block or allow to designate specific senders or domains as verified by you as safe. Automatically filter junk messages are initially filtered before they reach the inbox to sort out the most obvious spam. If this option is selected, additional junk filtering will be performed by the system. Otherwise you may elect to have no filtering at all. Trust from my contacts If selected, from any address in your contacts folders will be treated as safe. 1. While in the block or allow options, enter the address or domain that you want to allow in the Enter a sender or domain here text box and press Enter for Windows or Return for Macintosh To allow a particular person, enter that person s full address. To allow every from a domain, type in only the part of the address found after symbol. 2. If another user or domain is to be added, click the plus icon next to the text box OR 3. Click Save OWA pg 19

20 Designate delivered s as Junk Mail 1. Open the in read mode, not preview/split screen. 2. While in an open message, click on the extended menu icon 3. Move the mouse down to and click on mark as junk Don t Worry... If you accidentally mark an as junk, you can go into the Junk folder and reverse the process. 1. Open the Junk folder 2. Right click on the to be moved 3. Move the mouse down to and click on mark as not junk The is moved out of the Junk folder and moved back into the Inbox. The is immediately moved to the Junk folder and the address is added to the block list. pg 20 - OWA 2013

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