1 Getting Started with Outlook Web App Sign in to Outlook Web App Sign in to Outlook Web App Go to Microsoft Online Services webpage at 1. Login with your UTHSC address and password. 2. Click Sign in.
2 This screen will only appear when you log into Outlook Web App for the first time. 1. Select Language - Default language is (English (United States) 2. Select Time Zone - Central Time 3. Click Save At the top of the page, choose Outlook (or Mail). Or, choose the app launcher > Mail.
3 What you see in the Mail app What you see in the Mail app 1. Message - Create a new message by selecting (+) New mail 2. Folders list - The list includes the folders in your mailbox. It may include other folders, such as Favorites and Archive folders. You can Expand to show the Folders list, or Collapse to hide it. 3. Groups list - This list includes the list of teams or associations. Note: A group allows one to communicate & manage members, collaborate on documents, schedule and meet members within the team. 4. Search box - In the Search mail and people box, type what you want to search for. For example, type the name of a person you want to find messages from, or text that you want to search for to find a particular message. 5. Message list - Messages in the current folder are listed. 6. Reading pane - The conversation or message that you selected appears in the reading pane. You can respond to any message in the conversation by using Reply, Reply all, or Forward at the top of the message.
4 Create a new message Create a new message Click New - A new message form opens in the reading pane. 1. Type the address in the To or Cc box - To add the recipients, just type the name of anyone who is in your contacts folder or organization s address list. Note: The first time you enter a particular person s name, Outlook Web App searches for that person s address. The name then is cached so in the future it's resolved quickly. 2. Type a subject 3. Type the message you want to send 4. Click Attach and browse to the file you want to attach - To add an attachment 5. Click Send - When your message is ready to go
5 Working with drafts Work with a draft message Outlook Web App automatically saves your message as you create it and adds it to your drafts folder. If you can t finish writing a message right away, or want to wait before you send it, you can select away from it and come back to finish it later. Finish a draft message Under the Folders list, click Drafts Select the message you were working on to see it in the reading pane.
6 Click on the body of the message to continue editing or, if you decide not to send the message, click on Discard When finish editing your message and then click Send
7 Reading Pane Reading pane The reading pane is where messages are displayed. You not only can read messages in the reading pane, but also can respond to them without opening a new window.
8 To respond to a message: Click Reply Click Reply all Click Forward (Note: A new message appears in the reading pane at the top of the message.) To change the read status of a message use: Mark as read Mark as unread To change the location of the reading pane On the nav bar, click Settings > Display settings
9 Click on Reading Pane Select one of the following: Show reading pane on the right, the default setting. Show reading pane at bottom Hide reading pane To save your selection and to close the Display settings window, click OK
10 Open a message in a separate window Open a message in a separate window By default, you read and create messages in the reading pane, but sometimes you need to be able to view a message in a separate window. To view a message in a separate window, double click on the message.
11 Deleted messages Deleted messages When you delete a message, it's sent to the Deleted Items folder. Messages in the Deleted Items folder only stay in the trash for 30 days. Empty the Deleted Items Folder 6. Right-click the Deleted Items folder 7. Click Empty folder Click OK to confirm that you want to permanently delete the items.
12 Folder list Folders list The Folders list shows the default folders that are created for all mailboxes and any folder that you create. You can Expand to show the Folders List Collapse to hide it by click on the arrow. You can right-click any item in the Folders list to see a menu of things you can do, such as create a new folder, delete an existing folder, or empty a folder.
13 Create a new folder 1. In the Folders list, select folder and Click +. A new, unnamed, folder is added as a subfolder to the folder you selected. 2. Type a name for the new folder, and then press Enter
14 Message list Message list The message list shows the messages in the current folder. The messages displayed can be managed by selecting a filter or by using the search. The message list has tools to let you take care of some tasks.
15 Junk folder Junk folder Mail identified as possible junk is automatically moved to the Junk folder, and any potentially dangerous content within the message, for example, links or executable code, is disabled. You can treat messages in your Junk folder like any other message. If a message in your Junk folder is one that you want to keep, click the extended menu in the reading pane and select mark as not junk. The message will be moved to your Inbox and the sender will be added to your Safe senders and recipients list. How do I mark an message as junk? Select the message, and then click Junk. The message will be moved to your Junk folder and the sender will be added to your Blocked senders list.
16 Search and built-in filters Search and built-in filters Search To search, click in the search box and start typing what you want to look for. A list of suggestions appears underneath, and you can select one of those suggestions to search for that item. You can finish entering your own search text and then press Enter to start your search. To exit your search, click Exit search
17 Built-in filters The built-in filters, All, Unread, To me, Flagged and Mentions, are a way to quickly choose what to display in the message list. All - shows all messages Unread - shows a message that hasn t been marked as read To me - shows all messages where your name appears in the To or Cc list Flagged - shows all messages marked for further action Mentions - shows all messages marked
18 Outlook Web App - Search Step-by-step how to search s based on different criteria such as sender, subject, categories and who the s were sent from. Search From the Search Mail and People box To find a word that you know is in a message, or a message from a particular person, type the word or person's name in the Search box Messages that contain the word or name you specified appear with the search text highlighted in the results Click on Exit search
19 Printing Messages Printing messages 1. Select the message that you want to print 2. Click on Click Print The message will open in a new window, and a print menu will open on top of your message Select the printer and options you want, and then click OK Click X to close the print window
20 Office 365 (Outlook 2016 Web App) - Calendar Your calendar in Outlook Web App lets you create and track appointments and meetings. Create a calendar item Create a calendar item At the top of the page, choose Calendar Or, choose the app launcher>>calendar
21 Click New 4. Type a title in Add a title for the event 5. Type a location in Add a location 6. Select a start time and duration 7. Select an end time and duration 8. Select Reminder 9. In the Show as list, select how you want the appointment to appear on your calendar: Free, Working elsewhere, Tentative, Busy, or Away. (Optional) You can make this a recurring appointment >> Click Repeat You can mark the appointment as private >> Click on Private You can mark the appointment for All day >> Click on All day Type message or event notes in the notes box When you're done >> Click Save
22 Add People to Event Add People to Event Type person name in Add people >> Click Enter on the keyboard Select a person from the list When you're done >> Click Save
23 Modify a calendar event Modify a calendar event Select the event on your calendar to bring up the event callout>>click Edit For an appointment, make changes to the event on the Details page>>click Save For a meeting request >> Click Send
24 Delete a calendar event Delete a calendar event Select the event on your calendar to bring up the event callout >> Click Delete Click Delete For an appointment, a confirmation message that appears. For a meeting that you set up, right-click the item, Click Cancel. If you want to add a note to the cancellation message being sent out to attendees >> select Edit the cancellation before sending. To just cancel the meeting, Click Send cancellation now. For a meeting you are invited to, right-click the item >> Click Delete, and then select the appropriate option depending on whether you want to include a message along with declining the meeting, send the response without a message, or not sent a response at all.
25 Share your calendar Share your calendar Click Share Select the calendar you would like to share Type the name of the person you want to share your calendar within the Share with box. Outlook Web App automatically searches in the address book for the name you typed. Note: After the person is found, they re automatically added to the list of people to share the calendar with. You can add as many people as you want.
26 Select Share access options. Choose how much information you want to share. Full details - lets the person see all the information about events except those marked as Private on your calendar. Limited details - show the subject and location. Availability is only shown only that you have an event at a particular time, but no other details are provided. Private events always show as busy. Editor - You can give people inside your organization permission to edit your calendar Delegate - To give someone permission to send and respond to meeting requests on your behalf You can edit the subject if you like.
27 Select Calendar If you have more than one calendar, choose which you want to share. Most people share their default calendar (named Calendar), but you can share any calendar that s part of your mailbox. Click Send to share the invitation, or Click Discard to cancel.
28 Office 365 (Outlook 2016 Web App) - People View Create a New Contact Create a New Contact People is where your personal contacts are stored and where you can view any address books that have been set up for your organization. Sign in to Outlook Web App. Go to Microsoft Online Services webpage at 1. Login with your UTHSC address and password. 2. Click Sign in.
29 At the top of the page, choose People. Or, choose the app launcher > People. Create a new contact Click New This will open a blank contact form. Fill in any details that you want. Select the (+) icon to see more options for that type of information. For example, if the person you re adding to your contacts has multiple phone numbers, select the (+) next to Phone to add phone numbers. Click Save or Cancel
30 Click Save to save your changes or Discard to cancel
31 Create a contact from a message You can add any contact that you see in a message to your Contacts. To add a contact from a message Double click the name to see the contact card Click Add Add any additional information you want > Click Save You have created a contact from a message!
32 Edit contact Edit a contact You can only edit contacts in the folders under My Contacts Select the contact that you want to edit. Make any changes that you want, and then Click Save to save your changes
33 Create a contact from a message You can add any contact that you see in a message to your Contacts. To add a contact from a message Double click the name to see the contact card
34 Click Add
35 Add any additional information you want > Create a new group Create a Group You can create two types of groups in Outlook Web App. The first is a personal group, which is a group that is stored in your Contacts folder and can contain entries from your personal Contacts and from your organization s address book. Sign in to Outlook Web App.
36 Go to Microsoft Online Services webpage at 1. Login with your UTHSC address and password. 2. Click Sign in.
37 At the top of the page, choose People. Or, choose the app launcher > People. Create a group Click on the arrow pointing downward next to New > Select Group
38 A blank group form will appear. Choose a Name - Enter the group name that you want. Add a description - Enter a group description so this can help people decide whether to participate Privacy - Select Public (Everyone can see what's inside of the group) or Private (Only approved members can see what's inside) Optional: Select Subscribe new members so they receive group conversations and calendar events in their inbox. Otherwise, they'll only see them in the group inbox.
39 Click Create to save your changes. Cancel Group Creation Click Discard to cancel group creation Type the name of the person you want or address to add in Members > Press Enter to add your selection to the group. Click Add or Not now to cancel
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