Office365 Outlook. The username is your complete employee number followed

Transcription

1 Office365 Outlook Sign In 1. Navigate to the shortcut for Office 365 on your desktop or enter the following url: 2. Enter the username and password for your 365 account. The username is your complete employee number followed The password is the same password that you use for ActivDirectory (your computer access and FirstClass ). 3. Click Sign In. After you've signed into Office 365, Outlook will automatically open. Your new Outlook address will be the same format as your FirstClass account: New Mail After you've signed in to Office365, Outlook will automatically open to your Inbox. Page 1

2 1. To create a new message click New mail from the left pane. A new message form will appear on the right side of the window in the reading pane. 2. To add recipients, type the name of anyone who is in your contacts folder or organization's address list in the TO or CC field. You can also type the complete address. The first time you enter a person's name, Outlook searches for that person's address. In the future, the name will be cached so it will enter quickly. 3. Add a subject in the subject field. 4. Type the message you want to send. 5. To add an attachment, click Insert at the top of the screen and browse to the file you want to attach. 6. To embed a picture in the message so that it appears without the recipient having to open it, click Insert, then Picture, and browse to the picture you want to add to your message. 7. Click Send when your message is ready to go. Working with Drafts If you can't finish writing a message right away, you can click away from it and come back to it later to finish up. Outlook automatically saves your message as you create it and adds it to your Drafts folder. 1. When you're ready to complete your draft, locate the Drafts folder in the folder list in the left pane and click to select. Page 2

3 2. Click on the message you were working on to open it in the reading pane. 3. Click Continue editing or, if you've decided you don't want to send the message after all, click Discard. Spell Check 1. The Outlook Web App relies on your web browser to check spelling, that's why you don't see a spell check button. 2. Spell checking is available in current versions of Internet Explorer, Firefox, Chrome, and Safari. Check the options for your web browser to learn more about how to use it to check spelling. 3. After you compose a message, click in the body of the message. 4. In most browsers, a misspelled word will be displayed with a red squiggle underlining it. Right click an underlined word for a list of suggested corrections. Click to select a suggestion in order to substitute it for the misspelled word. Note: Capitalization and punctuation mistakes won't show up as errors. Insert a BCC If you are sending an out to many people, you probably want to hide the list of addresses from each recipient. You do this by using the blind carbon copy (BCC) field in the message you are creating. Outlook has this field hidden by default. To unhide the BCC field, follow these steps: Page 3

4 1. Start a new message by clicking New in the menu. 2. Open the extended menu by selecting the icon with multiple dots. 3. Select Show BCC. 4. The BCC field will appear beneath the CC field. Enter the names of the people you wish to send a blind carbon copy (BCC). Create an Signature A signature is an optional block of text that appears at the end of every you send. Signatures are a good way to share your title and additional contact information, such as your location and phone number. 1. To set up your signature, select the Settings icon at the top right of the Office 365 window. Page 4

5 2. Select Options - Settings - Mail. 3. Below the signature field, enter the signature information you want to use. Use the formatting tools to format the textt the way you want it to appear. 4. Be sure to check Automatically include my signature on messages I send in order to automatically display on all outgoing items. 5. Click Save. Page 5

6 Printing Messages 1. To print a copy of an , note the commands displayed above the reading pane on the right side of the window. 2. Open the extended menu by selecting the icon with multiple dots. 3. Select the print option. 4. Follow the prompts to print the . Folder List The folder list includes the folders in your mailbox, favorites, drafts and deleted items. Expand and collapse folders in this view by clicking the triangle icons to the left of the folder names. To hide the folders, click the chevrons above favorites (see image on next page). Page 6

7 Right click any item in the folder list to see a menu of things you can do such as create a new folder, delete an existing folder, or empty a folder. Search Window Enter a search term here to find people, messages, or text that you are looking for. A list of suggestions will appear underneath, and you can click on one of those to search for that item. Or you can finish entering your own search term. Click on the magnifying glass or press Enter to start your search. To clear your search, click the X at the right of the search window. Page 7

8 Built in Filters All, unread, to me and flagged filters are a way to quickly choose what to display in the message list. All shows all messages; Unread shows message that haven't been marked as read; To me shows all messages where your name appears in the To or CC list; and Flagged shows all messages that have been flagged. Message List The message list in the center of the window is a list of the messages in the current folder. Each entry in the list view has additional information available. You will find information about how many unread messages there are in a conversation, or if there's an attachment, flag or category associated with any messages. A conversation can have one or more messages. You'll see the name of the folder you're viewing and the view that you've selected. You'll also see the filter options above the message list. Page 8

9 The message list has tools to let you take care of some tasks quickly. See below for examples: By selecting icons at the right of the message list, you can delete a message or conversation, or add a flag. Other icons will show you which messages have attachments, importance (high or low), and how many unread items there are in a conversation. By right-clicking a message, you can see a list of options, such as delete, mark as read/unread, flag, move to another folder, or create a rule based on that message. By clicking the triangle to the left of a message, you can expand a conversation to see all messages in that conversation. Reading Pane The reading pane on the right side of the window is where the selected conversation is displayed. You can respond to any message in the conversation by selecting from the following items at the top of the message: Reply, Reply All, or Forward. A blank message will appear in the reading pane at the top of the conversation. Page 9

10 Use Mark as read and Mark as unread to change the read status of a message. View a list of more options by selecting the icon for the extended menu (look for the multiple dots). Page 10

11 Forward FirstClass to Outlook You can set up a rule to automatically have FirstClass forwarded to your new Outlook mailbox. This process has already been automated at most schools. From the FirstClass Desktop, go to Edit Preferences (see image on next page). Select Messaging, then click on the Mail Rules tab. Locate the Automatically forward section in the lower left side of the menu. Select the following: o Local Mail Yes o Internet Yes o Voice/Fax Mail No o Method Redirect On the right side of the window in the Forward To section, enter your new Outlook address. Click OK. Page 11

12 Your mail will now be automatically forwarded to your new Outlook mailbox. Page 12