Microsoft Office 365 Working with Outlook . Jane Golding September 2015 Version 1

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1 Microsoft Office 365 Working with Outlook

2 Contents Microsoft Office 365 Working with Outlook Outlook or Outlook on the web? How to access your account... 3 Open Outlook on the web... 3 Compose an and send in Outlook... 3 Compose an and send in Outlook on the web... 5 Set the look and style of your in Outlook... 5 Set the look and style of your in Outlook on the web... 6 Adding file attachments to messages in Outlook... 7 Adding file attachments to messages in Outlook on the web... 7 Open and save attachments in Outlook... 8 Open and save attachments in Outlook on the web... 9 Setting Automatic Replies (Out of Office) In Outlook... 9 Setting Automatic Replies (Out of Office) in Outlook on the web Further help, support and training Page 2 of 11

3 Microsoft Office 365 Working with Outlook Although set up and use Outlook can become complex (and of course there are advanced features) the aim of this module is to guide delegates through a practical, hands on session allowing delegates to familiarise themselves with a range of features most commonly used for everyday tasks. Outlook or Outlook on the web? How to access your account There are two main ways to use with Office 365, Outlook and Outlook on the web. Both will give you access to your , so which one do you use? Outlook is the desktop client, which may be installed on your school staff laptops and your school office admin devices; this version has the most features and greater functionality. Outlook on the web is used via a web browser, perhaps when working at home or on a different PC. Outlook on the web has many similar features to Outlook when used on a Windows PC or laptop; however functionality is limited when used on a mobile device, such as a mobile phone or tablet. Another way to access your Outlook is to set it up to work with the built in Apps on a personal device, such as an ipad or android tablet. Open Outlook on the web Open your web browser (these notes are based upon Internet Explorer 11) Login to Outlook on the web by typing office.portal.com in the address bar Enter your username and password At the top of the page, select either Outlook (or Mail) or the App launcher Outlook Compose an and send in Outlook and then select Page 3 of 11

4 Click the Outlook icon on your PC or laptop From the Home tab click New In the Subject box, type the subject of the message Enter the recipients' addresses or names in the To, Cc, or Bcc box. Separate multiple recipients with a semicolon To select recipients' names from a list in the Address Book, click the To, Cc, or Bcc buttons and then click to select the names you require from the address book If don't see the Bcc box, then you can turn it on and display it for this and future messages. Click the Options tab, and then in the Show Fields group, click Bcc When you have finished composing your message, click Send When you click Send, Outlook checks the spelling automatically. If there are no spelling mistakes, it sends the message immediately. If you change your mind and want to edit the message further, click Cancel to stop the spell check, and then click No. Page 4 of 11

5 Compose an and send in Outlook on the web Click the New option In the Subject box, type the subject of the message Enter the recipients' addresses or names in the To or Cc box Compose the message and click the Send in the top left of the message pane If you want to hide the names and addresses of recipients in an , you can use Bcc, which stands for blind carbon copy. When you send an message, your recipients can see the addresses in the To and Cc fields, but not the Bcc field. Add the Bcc field by going to the Options tab in the new message, and clicking Bcc Add a name to the field, and compose the message Set the look and style of your in Outlook You can change the font and colour, size, and style such as bold or italic for all messages you send. For example, you can change the message text to blue or use the Arial font instead of the default Calibri. Click File, Options and then Mail Under Compose messages, click Stationery and then Fonts On the Personal Stationery tab, under New mail messages, click Font. Page 5 of 11

6 If you want to change font styles for messages you reply to or forward, under Replying or forwarding messages, click Font On the Font tab, under Font, click the font you want to use You can also select a font style and size if you d like to change them Set the look and style of your in Outlook on the web At the top of the page, select the Settings cog and then Options From the Mail list in the left panel, select Message Format Change the font, colour and size as required Click Save at the top of the screen to save your changes Page 6 of 11

7 There are many options to change the settings for your account in this area. You may find it useful to spend some time working through the settings to discover which settings work best for you. Adding file attachments to messages in Outlook Create a new message, or for an existing message, click Reply, Reply All, or Forward In the message window, type your message In the Include group, click Attach File to add an attachment Browse through your folder structure to find the file that you want to attach Select the correct file. You can select multiple files by holding down the Shift or Control keyboard keys and clicking the files Click the Insert button Adding file attachments to messages in Outlook on the web Create a new message, or for an existing message, click Reply, Reply All, or Forward In the message window, type your message Click Attach at the top of the screen This will allow you to browse to files saved on the device you are using, or to the files you have saved in your OneDrive, if you select OneDrive then you will see further options. Click to select the file you wish to send as an attachment Click the Send as attachment option Click the Next button Page 7 of 11

8 The attachment will appear above the message content area of your Send your message and attachment Open and save attachments in Outlook messages that include attachments are identified by a paper clip icon in the message list. Depending on the format of the message, attachments may appear in the attachment box or in the message body. To preview an attachment single left click icon or title which will appear below the attachments box. The attachment will be displayed in the pane. Double clicking the attachment title will open the document and the application it is associated with, for example an.docx attachment with launch the Word application To save an attachment Right click the title of the document and choose Save As from the menu Page 8 of 11

9 If there are multiple documents attached to the then choosing Save All Attachments from the menu will allow you to choose where to save them Open and save attachments in Outlook on the web To preview an attachment single click the attachment icon or title The content will be displayed Select the down arrow and choose to View, Download or Save to OneDrive A green tick will appear along with text indicating your file has been saved. Setting Automatic Replies (Out of Office) In Outlook Click the File tab and then Automatic Replies Choose the Send automatic replies option Type and format your message Optionally, click Only send during this time range: and then select start and end dates Page 9 of 11

10 Setting Automatic Replies (Out of Office) in Outlook on the web At the top of the page, select the Settings cog From the Mail list in the left panel, select Automatic replies and then Options Type and format your message Click Only send during this time range and then select start and end dates There are also options to send the same message to s from people outside your organization Page 10 of 11

11 Further help, support and training We can be contacted via: Telephone: For Office 365 Curriculum Training: Vikki Bardon Jill Gosnay Page 11 of 11