Microsoft Office 365 Reference Office365 Version 1.4 Date January 2015 Owner(s) Stonyhurst College Technical Support Author(s) Paul Wilmore
Contents Office 365 Introduction... 2 Accessing Office 365... 3 Outlook Web Access (Webmail)... 5 Creating a New Email Message... 6 Deleting Emails... 7 Microsoft Outlook... 8 Configuring Outlook for first Use... 8 Shared Mailboxes... 13
Office 365 Introduction Office 365 is the cloud based email and collaboration system from Microsoft, based upon Exchange and SharePoint technology. The existing college on premise Exchange 2010 Server has now been retired, with mailboxes being migrated to Office 365. Office 365 offers many improvements and added functionality over the previous onpremise system: Increased personal mailbox size up to 50GB in capacity, the previous systems entire capacity was only 700GB! Greatly improved integration with mobile devices, including specific apps to access Email, OneDrive and office, edit Word, Excel and OneNote on your phone. 1TB Personal OneDrive, store, share and collaborate online, never save to a pen drive again. Single sign on, when accessing Office 365 from within Stonyhurst on a college owned workstation no password is required. Complete complement of Microsoft Online apps Word, Excel, OneNote, PowerPoint, edit documents anywhere anytime. SharePoint, collaborate online, share teaching resources amongst departments and students. OneNote Class Notebook, quickly set up a personal workspace for every student, a content library for handouts, and a collaboration space for lessons and creative activities, all within one powerful OneNote notebook. Student work and teacher feedback are exchanged automatically in one place virtually anytime, anywhere. 2
Accessing Office 365 Office 365 can be accessed from anywhere anytime, from within college a direct link is available from the intranet homepage by clicking on Stonyhurst College Webmail. Alternatively you can access directly by typing into your bowsers address bar; https://outlook.office365.com You will now be taken to the Office 365 sign in page. Enter your fully qualified email address e.g. p.wilmore@stonyhurst.ac.uk 3
Clicking into the password box the screen will immediately update as below: You will immediately be redirected to either your Office 365 landing page if accessing in school, or the IAM Cloud login page if accessing on your own device. If taken to the IAM cloud login screen enter your password and click Sign On. Once signed in you will be presented with the Office 365 landing page. 4
Outlook Web Access (Webmail) To access email from the Office 365 landing page click on the Outlook icon, or select Outlook from the top navigation bar. The Outlook Web Access interface will now display The screen is divided into three main sections, the left hand pane displays the + New mail link (click here to compose a new message), below this is the mailbox folder view, by default this will show Inbox, Sent items and Deleted Items. To view additional folders click More. People displays people you are in regular contact with, click a listed person will filter your email to show all correspondence with said person. Groups allows for the creation of space for shared conversation as well as the setup of shared calendars. 5
The middle panel contains all messages in the selected mailbox folder, left-clicking a message will display it in the right-hand panel. Creating a New Email Message To create a new email click the +New link at the top left of the screen. The new message composition screen will show in the right hand pane If you prefer this can show as a new window by clicking here. Compose your email as usual, clicking Send at the top left of the composition screen once compete. 6
Deleting Emails Emails maybe deleted either individually or in multiple. To delete a single message hover your mouse over the selected message, and click the Recycle Bin icon. Multiple emails may be deleted by Block Selecting (Left-Click the first email you wish to delete whilst holding Shift, then Left-Click the last email in the selection whilst still holding Shift). The selection will now be highlighted. Emails may also be selected by ticking the check box at the left hand side of the Emails can be deleted by either pressing Delete on your keyboard, or clicking Delete from the right hand screen. 7
Microsoft Outlook Microsoft Outlook is a full feature email client, in college this will either be Outlook 2010 or 2013. It is recommended that all office based staff utilise Outlook as their default mail client as it allows for easy access to advance functions as well as fully integrating with the full Office suite of applications. For users new to Outlook the look and feel closely resembles that of the Web App, thus reducing any training requirements. If you haven t used Outlook previously on your workstation its necessary to configure the client, thankfully this is a quick wizard which guides you through the whole process. Configuring Outlook for first Use To launch Outlook take route; Start Menu All Programs Microsoft Office Outlook. At the Welcome to Outlook 2013 screen click Next. 8
The Add an Email Account screen will now display Ensure the Yes radio button is selected, click Next. The E-mail Account radio button should be selected 9
Complete the form as above, replacing name and email address with your details. Click Next to continue. Outlook will now contact the Office 365 Server and configure your account, this may take some time. 10
If during configuration a Windows Security box is displayed enter your fully qualified email address, as shown above, alond with your password and click OK. Once complete click Finish. 11
Outlook will now launch. Depending on the size of your mailbox it could take a few minutes to setup. The synchronisation setup will be displayed on the bottom taskbar. 12
Shared Mailboxes Shared mailboxes are utilised when multiple people need to access mailboxes e.g. Playrooms, Pas etc. It is recommended that users wishing to access shared mailboxes do so using Microsoft Outlook and not Outlook Web App. Accessing Shared Mailbox in Microsoft Outlook Microsoft Outlook can be accessed from the Start Menu All Programs Microsoft Office Outlook. If you have been setup access to a Shared Mailbox by the System Administrator this will be accessible from the Navigation bar on the left hand side Double-click on the mailbox to expand. 13
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