Glow Outlook mail / Calendar

Transcription

1 s Glw Outlk mail / Calendar Glw Outlk mail and calendar can be accessed frm yur desktp r cnnected t mbile devices Please nte that Glw Office 365 is a live evergreen envirnment and therefre is cnstantly evlving. This dcument was crrect at time f publishing September 2014.

2 Glw Office 365 Help and Supprt Cntents Glw Outlk Mail and Glw Calendar... 4 Glw Outlk Mail... 4 What yu ll see in Mail... 5 Create a new message... 6 Wrking with drafts... 7 Open a message in a separate windw... 7 Flder list... 8 Search and built-in filters... 9 Message list... 9 Reading pane Using Glw Outlk n a mbile device Inbx rules in Outlk Web App What yu ll see n the Inbx Rules tab Hw d I create a new rule? Hw d I edit a rule? Hw d I delete a rule? What else d I need t knw? Set up autmatic replies Create signatures Cnnecting ther accunts t Glw Outlk Set up distributin grups Calendar Yur calendar lets yu create and track appintments and meetings. Yu can create multiple calendars, link t ther peple s calendars, and even share yur calendar with ther peple in yur rganisatin What yu ll see in Calendar Quickly view event details Week view

3 Glw Office 365 Help and Supprt Day view Mnth view Open an event in a separate windw Creating calendar items Create an appintment Create a meeting Sharing yur calendar Imprt cntacts using Glw Outlk Befre yu begin Imprt cntacts using Outlk Web App What else d I need t knw? Using Glw Outlk n a mbile device Set up a mbile device t synchrnize with yur accunt Phne and tablet perating systems Exchange ActiveSync and POP3/IMAP Setup instructins Andrid Devices Apple ios Set up Exchange n an Apple iphne, ipad, r ipd Tuch BlackBerry Set up POP r IMAP n a BlackBerry 7 r earlier device Set up a BlackBerry Clud Services accunt n a BlackBerry Kindle Set up POP r IMAP n Kindle Fire 1st generatin devices Nkia (Symbian OS) Windws Phne

4 Glw Office 365 Help and Supprt Glw Outlk Mail and Glw Calendar Glw Outlk Mail When yu pen Outlk in Glw fr the very first time yu will be asked t set the language and time zne. The language fr mst peple will be English (United Kingdm) and the time zne will be UTC Dublin, Edinburgh, Lisbn, Lndn. Once yu have made yur chices click n save 4

5 Glw Office 365 Help and Supprt, Once in Glw Outlk the first thing yu ll see is yur Inbx. This is where messages that have been sent t yu arrive, and this is where yu ll prbably spend the mst time reading and respnding t messages. Each Glw user has up t 50 GB mailbx strage in Glw Outlk mail. What yu ll see in Mail Create a new message by clicking New mail. Flder list. The flder list includes the flders in yur mailbx. It may include ther flders, such as Favurites and Archive flders. Yu can cllapse this pane by clicking the duble arrw icn at the tp. Yu can expand and cllapse flders in this view by clicking the small triangle icns next t the flder names. Search windw. Type what yu want t search fr here, such as the name f a persn yu want t find messages frm, r text what yu want t search fr t find a particular message. The Message List is a list f the messages in the current flder. Each entry in the list view has additinal infrmatin, such as hw many unread messages there are in a cnversatin, r if there s an attachment, flag, r categry assciated with any messages in the cnversatin. A cnversatin can have 5

6 Glw Office 365 Help and Supprt ne r mre messages. When a cnversatin is selected, yu can delete it, add a flag, r add a categry by clicking the icns. At the tp f the list view are filters that yu can click t quickly find messages that are unread, that include yur name in the T r the Cc line, r that have been flagged. In additin t the filters, yu ll see the name f the flder yu re viewing and the view that yu ve selected. The reading pane is where the cnversatin that yu ve selected is displayed. Yu can respnd t any message in the cnversatin by using Reply all r Frward at the tp f a message t respnd t it. Reply, Create a new message T create a new message: Click New mail abve the flder list. A new message windw will appear in the reading pane. T add recipients, yu can type the name f anyne wh is in yur cntacts flder r rganisatin s address list, r yu can type the address in the T r Cc field. The first time yu enter a particular persn s name, Glw Outlk searches fr that persn s address. In the future, the name will be cached s it will reslve quickly. Add a subject. Type the message yu want t send. T add an attachment, click Insert then Attachment at the tp f the screen and brwse t the file yu want t attach. T embed a picture in the message s that it appears withut the recipient having t pen it, click Insert, then Picture, and brwse t the picture yu want t add t yur message. When yu re dne and yur message is ready t g, click Send. 6

7 Glw Office 365 Help and Supprt Wrking with drafts If yu can t finish writing a message right away, r want t wait befre yu send it, yu can click away frm it and cme back t it later t finish it. Outlk autmatically saves yur message as yu create it and adds it t yur Drafts Flder. When yu re ready t send yur message: Find the Drafts flder in the flder list and click n it. Click n the message yu were wrking n t see it in the reading pane. Click Cntinue editing r, if yu ve decided yu dn t want t send the message after all, click Discard. If yu still want t send the message, finish editing it and click Send. Open a message in a separate windw By default, yu read and create messages in the reading pane, but that isn t always what yu need. Smetimes yu need t be able t view a message in a separate windw. When yu re cmpsing a new message r replying t r frwarding a message that yu ve received, yu can pp it ut int a new windw by clicking the pp ut icn in the upper crner f the message. 7

8 Glw Office 365 Help and Supprt T pen a message that yu re reading in a separate windw, click the extended menu icn select pen in separate windw. and Flder list The flder list will shw the default flders that are created fr all mailbxes, plus any flder that yu create. Yu can clse the flder list by clicking the chevrn at the tp f the list. Click any flder in the list t view its cntents. Yu can right-click any item in the flder list t see a menu f things yu can d that will affect flders such as create a new flder, delete an existing flder, r empty the Deleted Items flder. 8

9 Glw Office 365 Help and Supprt Search and built-in filters Yu ll find a search windw and built-in filters at the tp f the message list. T search, click Search and start typing what yu want t lk fr. A list f suggestins will appear underneath, and yu can click n ne f thse t search fr that item. Or yu can finish entering yur wn search and then press Enter t start yur search. T clear yur search, click the icn at the right f the Search windw. The built-in filters, all, unread, t me and flagged, are a way t quickly chse what t display in the message list. All shws all messages, unread shws message that haven t been marked as read, t me shws all messages where yur name appears in the T r Cc list, flagged shws all messages that have been flagged. Message list The message list shws the messages in the current flder. The messages displayed can be managed by selecting a filter r using search. The message list has tls t let yu take care f sme tasks quickly. By selecting icns at the right f the message list, yu can delete a message r cnversatin, r add a flag. Other icns will shw yu which messages have attachments, imprtance f (high r lw), and hw many unread items there are in a cnversatin. 9

10 Glw Office 365 Help and Supprt By right-clicking a message, yu can see a menu f ptins, such as Mark a Message Read r Unread, mve it t anther flder, r create a rule based n that message. Use the label at the tp f the message list t switch between viewing Cnversatins by date and Items by date. 10

11 Glw Office 365 Help and Supprt Reading pane The reading pane is where messages are displayed. Nt nly can yu read messages in the reading pane, yu can respnd t them withut pening a new windw. Select Reply, Reply all r Frward at the tp f a message t respnd t it. A blank message will appear in the reading pane at the tp f the cnversatin. Use Mark as read and Mark as unread t change the read status f a message. View a menu f mre ptins by selecting the icn fr the extended menu. Using Glw Outlk n a mbile device If yu re using Glw Outlk n a mbile device, such as a tablet r smart phne, yu may see smething different frm the images abve. Mst features wrk the same as they d when yu re using Glw Outlk n a desktp r laptp cmputer, but yu d sme things a little bit differently. Tap the navigatin icn Peple. in the lwer crner t switch between Mail, Calendar, and T search, tap the search icn. T read a message in a full screen, tap the reading icn. Tapping the mre icn will shw mre selectins. 11

12 Glw Office 365 Help and Supprt Instead f using a right-click t see an n-screen menu, tap and hld. T select multiple items in the message list, swipe each item that yu want t add. T deselect an item, swipe it again. Yu create new items by tapping the new item icn. Tap the chevrn icns icns t expand r cllapse the part f the screen they appear n. T get t Optins when yu re using a mbile device, tap the mre icn Optins., then tap Inbx rules in Outlk Web App Create Inbx rules in Glw Outlk t autmatically perfrm specific actins n messages as they arrive, based n yur criteria. Fr example, yu can create a rule t autmatically mve all mail sent t a grup yu're a member f t a specific flder. T manage rules, click the gear icn > Optins > Organize > Inbx Rules. What yu ll see n the Inbx Rules tab The Inbx Rules tab shws yu an verview f all yur Inbx rules. Frm here, yu can review what a rule des, turn rules ff r n, create new rules, edit existing rules, r delete rules that yu n lnger need. 12

13 Glw Office 365 Help and Supprt ITEM new edit delete mve up mve dwn refresh On Rule DESCRIPTION Use this t create a new Inbx rule. Highlight a rule, and then click here t view r edit the details f a rule. Highlight a rule, and then click Delete t delete it. Use this t mve the selected rule up in the list. Rules are prcessed frm tp t bttm. Use this t mve the selected rule dwn in the list. Use this t refresh the list f rules. Use the check bx next t a rule t turn it n (bx checked) r ff (bx nt checked). The name f the rule 13

14 Glw Office 365 Help and Supprt Hw d I create a new rule? T create a new blank rule using the Inbx Rules tab, chse fr arriving messages. create a new rule The new inbx rule windw has fur sectins: SECTION Name: When the message arrives and: DESCRIPTION Type in the name fr yur new rule Use this bx t select criteria fr yur rule. Use the dwn arrw t view and select the criteria yu want t use. If the criteria have additinal ptins, enter them in the windw that appears. D the fllwing: Mre Optins Use this bx t select the actin yu want taken when a message arrives that meets the criteria yu selected. Use mre ptins t: Add additinal cnditins r actins t a rule Add exceptins t a rule by selecting Add Exceptin Hw d I edit a rule? Yu can edit any rule by selecting it and chsing can change the cnditins r actins f the rule. edit t pen the rule s that yu 14

15 Glw Office 365 Help and Supprt Hw d I delete a rule? If yu have a rule that yu n lnger want, yu can select it and then click delete t remve it. If yu just want t turn the rule ff fr a while, remve the check mark next t the rule. What else d I need t knw? Rules are run frm tp t bttm in the rder in which they appear in the Rules windw. T change the rder f rules, click the rule yu want t mve, and then click the up r dwn arrw t mve the rule t the psitin yu want in the list. Sme types f messages wn't trigger Inbx rules, including: Delivery status ntificatins, which include nn-delivery reprts and system messages. Read receipts and delivery receipts that are generated by an client. Sme autmatic-reply (Out f Office) messages. Yu dn't have t use the Inbx Rules tab t create a rule. Yu can als create rules directly frm messages. T create a rule directly frm a message: Right-click the message in the message list pane, then click Create Rule. Or while yu view the message in the reading pane, select the extended menu and then chse Create Rule frm the menu. When yu create a frwarding rule, yu can add mre than ne address t frward t. The number f addresses yu can frward t may be limited, depending n the settings fr yur accunt. If yu add mre addresses than are allwed, yur frwarding rule wn t wrk. If yu create a frwarding rule with mre than ne address, test it t be sure it wrks. Set up autmatic replies Create autmatic reply (Out f Office) messages. Yu can set yur reply t start at a specific time, r set it t cntinue until yu turn it ff. T create autmatic replies click the gear icn > Optins > Organize > autmatic replies 15

16 Glw Office 365 Help and Supprt Select send autmatic replies Set the start and end date and time yu want the autmatic replies sent then type in yur autmatic reply message and click save Create signatures T create signatures click the gear icn > Optins > settings Chse the fnt and size text yu want t use and type in the details yu require fr yur signature. When yu have finished click Save Nw when yu create a New yu can click n Insert and select Yur Signature and yur infrmatin will be autmatically added. Cnnecting ther accunts t Glw Outlk Yu can cnnect yur Outlk Web App accunt t yur ther accunts. This lets yu use yur Glw Outlk accunt t send and receive mail frm the cnnected accunts. T cnnect ther accunts t yur Glw Outlk, click the gear icn > Optins > Cnnected Accunts T cnnect anther accunt, chse and enter the address and the passwrd f the accunt yu want t cnnect t then click next. Yu can als frward yur mail n t anther accunt type in the address f where yu want yur mail frwarded t under Frwarding and click Save. When yu want this t stp click Stp Frwarding. 16

17 Glw Office 365 Help and Supprt Set up distributin grups A distributin grup is a cllectin f tw r mre peple in an rganisatin's shared address bk. Yu can create grups, which will appear in the address bk fr thers t use. Grup wners can restrict membership. Yu can als jin r leave an existing grup. T set up distributin grups click the gear icn > Optins > Settings > Grups Under distributin grups I wn chse Enter a display name, it shuld be user-friendly s peple will recgnize what it is. It shuld als be unique in yur dmain. Then enter an alias. The alias will appear t the left f symbl in the distributin grup's address. It shuld be unique in yur dmain. Add wners and members by selecting included in yur grup then click save and enter ther Glw users yu want The name f yur grup and the address shuld nw appear under yur distributin grups. Nw when yu create a new yu can just type in the name f yur grup and yur will be sent t all the members. Calendar Yur calendar lets yu create and track appintments and meetings. Yu can create multiple calendars, link t ther peple s calendars, and even share yur calendar with ther peple in yur rganisatin. 17

18 Glw Office 365 Help and Supprt What yu ll see in Calendar Yu can view yur calendar fur different ways: Day, Wrk week, Week, and Mnth. Quickly view event details Yu can click any event in yur calendar t see a quick view f that event. An event that yu create will shw yu as the creatr and have a link t edit r delete the event. A meeting that yu ve been invited t will shw the rganiser and include links t respnd t the invitatin. If the rganiser has included an nline meeting invitatin, yu ll see a link t jin the meeting. 18

19 Glw Office 365 Help and Supprt Week view Week view is the default view when yu first visit yur calendar in Outlk. Yu can change that t Day, Wrk week, r Mnth by using the ptins in the upper crner. Create a new event by clicking where yu want yur new calendar event t be New event in the tp left crner r right click Day view The day view is mst useful if yu have a very busy schedule. The cntrls remain the same, nly the view has changed. 19

20 Glw Office 365 Help and Supprt Mnth view The mnth view can be very crwded. T make it mre usable, there s an agenda displayed fr the selected day n the right hand side: In the small calendar n the left side shading shws the current date. Slightly lighter shading shws the selected mnth. In the main calendar n the screen shading shws the selected day and the number tells hw many nn-displayed items there are n each day. Dubleclick an item t pen it. Yu can create a new event n any date by dubleclicking the white space n that date. An item in a shaded bar is an all-day event. The agenda fr the selected day. Yu can create a new item n the current date by duble-clicking the white space in the agenda. 20

21 Glw Office 365 Help and Supprt Open an event in a separate windw By default, yu read and create events n an verlay n the main calendar page, but that isn t always what yu need. Smetimes yu need t be able t view an event in a separate windw. Yu can pp any event ut int a new windw by clicking the pp-ut icn in the upper crner f the message. Creating calendar items T pen a new calendar item in any view, yu can click New event r duble-click any white space. In the day, wrk week, and week view, yu can click r drag t select a blck f time. Or yu can type the subject directly n the calendar. Dubleclick the new item t pen it and add ther details. Create an appintment Click New event r duble-click the calendar t pen a new calendar item frm. Enter a shrt descriptin f the event. Add a lcatin if yu want. Select the starting date and time. 21

22 Glw Office 365 Help and Supprt Select the duratin. Select All day fr an all-day event. All-day events appear at the tp f the calendar. Use Shw as t chse hw yu want the time t appear n yur calendar. Change r turn ff the reminder. If yu have mre than ne calendar, chse which calendar t save it t. Set a repeating pattern if yu want this event t repeat. Mark it as Private if yu dn t want anyne yu ve shared yur calendar with t see the details. Use the Ntes area t add any ther infrmatin yu want. Click Save t save yur changes r Discard t cancel. Create a meeting A meeting is a calendar event that yu send t ther peple. Yu create a meeting the same way yu d an appintment, but yu invite attendees and may add a resurce such as an agenda. After yu ve selected New event, yu fllw mst f the same steps. T turn a calendar item int an invitatin, start by entering the Glw user names f peple yu want t invite in the Attendees field. Yu can type names directly in the Attendees field t add them. Enter a lcatin then select Scheduling Assistant t shw the calendars f attendees. Yu can als add r remve attendees. T see the availability f attendees, select Scheduling Assistant. When yu re dne, click OK t save yur changes r Discard t cancel. Either will take 22

23 Glw Office 365 Help and Supprt yu back t the event frm where yu can make any ther changes yu want befre sending. If nline meetings are enabled fr yur accunt, yu can add an nline meeting link by selecting Online meeting. By default, Request respnses is turned n, but yu can turn it ff if yu dn t want t knw wh has accepted r declined the invitatin. If yu leave request respnses n, yu ll receive a message as each attendee accepts r declines yur invitatin. Click Send t save yur changes and send the invitatin t the attendees r Discard t cancel. Sharing yur calendar With a few clicks, yu can share yur calendar with ther peple in yur rganizatin. Start by clicking Share at the tp right f the calendar windw. 23

24 Glw Office 365 Help and Supprt Enter the name f the persn yu want t share yur calendar with in the Share with bx. Outlk will autmatically search fr them in the address bk. After they ve been fund, they ll be autmatically added t the list f peple t share with. Yu can add as many peple as yu want. Yu can edit the subject if yu like. After yu ve added everyne yu want t share with click Send t send the sharing invitatin t the peple yu ve added, r Discard t cancel. Imprt cntacts using Glw Outlk If yu have a Glw Office 365 accunt, yu can imprt cntacts frm anther service r prgram. Fr example, yu can imprt cntacts frm Gmail, Yah!, r Outlk.cm (frmerly Htmail). Befre yu can imprt cntacts t Glw Outlk, yu need t exprt the cntacts frm the ther service r prgram. Befre yu begin Befre yu can imprt cntacts using Glw Outlk, yu need t exprt the cntacts frm the ther service r prgram t a CSV (cmma-separated value) file. A CSV file is a cmmn file frmat that is used t stre cntact infrmatin. The steps yu take t exprt cntacts frm anther service int a CSV file depend n the service r prgram frm which yu want t imprt. Imprt cntacts using Outlk Web App 1. Sign in t Glw Outlk Web App. 2. G t Peple, and then click Settings > Imprt cntacts. Or, click Settings > Optins > My accunt > Shrtcuts t ther things yu can d, and then click Imprt yur cntacts frm an existing accunt. 24

25 Glw Office 365 Help and Supprt 3. On the Imprt cntacts page, click Chse File, and then specify the lcatin f the CSV file that cntains the cntacts yu want t imprt. 4. Click Next. 5. Wait while yur cntacts are imprted. 6. When the imprt is cmplete, click Finish. What else d I need t knw? Imprting cntacts using Outlk Web App If the same cntact is in yur Cntacts flder and in the CSV file, a duplicate cntact will be created. If yu try t imprt t many cntacts, yu'll see an errr message. Use a prgram such as Excel t pen the CSV file and break it int smaller files, and then imprt each file separately. If yu dn t see the Imprt cntacts ptin in Outlk Web App, yu may be able t use a desktp versin f Outlk t imprt cntacts int yur accunt. Using Glw Outlk n a mbile device If yu re using Glw Outlk n a mbile device, such as a tablet r smart phne, yu may see smething different frm the images abve. Mst features wrk the same as they d when yu re using Glw Outlk n a desktp r laptp cmputer, but yu d sme things a little bit differently. Tap the navigatin icn Peple. in the lwer crner t switch between Mail, Calendar, and T change the calendar view, tap day view, wrk week view, week view, r mnth view. T jump t tday, tap. Tap the mre icn t see mre selectins. If yu re using a smart phne, nly the day and mnth views will be available. 25

26 Glw Office 365 Help and Supprt Yu create new items by tapping the new item icn. Tap the chevrn icns t expand r cllapse the part f the screen they appear n. T get t Optins when yu re using a mbile device, tap the mre icn, then tap Optins. Set up a mbile device t synchrnize with yur accunt Yu can use a mbile phne, tablet, r ther supprted device t access infrmatin in yur mailbx. The infrmatin that yu may access includes messages, vice mail messages, calendar items, cntacts, and task data. The steps yu use t set up yur mbile phne r tablet will be different depending n the perating system it uses. The mst cmmn perating systems n mbile phnes and tablets include Andrid, BlackBerry, ios, Symbian, Windws Mbile, Windws Phne, and Windws RT. Phne and tablet perating systems There are many different phne and tablet mdels, but nly a few mbile phne perating systems. The perating system is the sftware that runs n yur phne r tablet and lets yu d things like view a map, access a t-d list, make calls, r play music. The mst ppular phne and device perating systems include the fllwing: Andrid This is Ggle s mbile perating system, smetimes referred t as Drid. Apple (ios) This is Apple s mbile perating system, fund n the iphne, ipd Tuch, and ipad. BlackBerry This is the Research in Mtin (RIM) mbile perating system. Kindle This is Amazn s mbile perating system. It s based n the Andrid perating system. 26

27 Glw Office 365 Help and Supprt Nkia (Symbian OS) This is the perating system used n Nkia mbile phnes that aren t running the Windws Phne perating system. Windws Phne This is the latest Micrsft mbile perating system (fr example, Windws Phne 7 and Windws Phne 8). Exchange ActiveSync and POP3/IMAP4 If yu want t access , calendar items, cntacts, and task data n yur mbile device, yur device must be cmpatible with Exchange ActiveSync (als referred t as Exchange ). If yur device desn t supprt Exchange ActiveSync, yu can set up a POP3 r IMAP4 accunt that will enable yu t set up yur device t send and receive . Setup instructins Here s a list f general instructins fr each majr phne r tablet perating system. If yu dn t knw which perating system yur phne r tablet uses, cntact the manufacturer. Andrid Devices Yu can cnnect t yur Office 365 r ther Exchange-based n an Andrid phne r tablet. When yu set up an Exchange accunt n yur Andrid, yu ll be able t access and synchrnize yur , calendar, and cntacts. If yu nly want t use , yu can set up POP r IMAP n an Andrid. Set up Micrsft Exchange n an Andrid 1. Frm the Applicatins menu, select . This applicatin may be named Mail n sme versins f Andrid. 2. Type yur full address, fr example tny@glw.ac.uk, and yur passwrd, and then select Next. 3. Select Exchange accunt. This ptin may be named Exchange ActiveSync n sme versins f Andrid. 27

28 Glw Office 365 Help and Supprt 4. Enter the fllwing accunt infrmatin and select Next. Dmain\Username Type yur full address in this bx. If Dmain and Username are separate text bxes in yur versin f Andrid, leave the Dmain bx empty and type yur full address in the Username bx. Passwrd Use the passwrd that yu use t access yur accunt. Exchange Server Use the address f yur Exchange server. If yu re cnnecting t yur Office 365 , use utlk.ffice365.cm fr yur server name. 5. As sn as yur phne verifies the server settings, the Accunt Optins screen displays. The ptins available depend n the versin f Andrid n yur device. The ptins may include the fllwing: checking frequency The default value is Autmatic (push). When yu select this ptin, messages will be sent t yur phne as they arrive. We recmmend nly selecting this ptin if yu have an unlimited data plan. Amunt t synchrnize This is the amunt f mail yu want t keep n yur mbile phne. Yu can chse frm several length ptins, including One day, Three days, and One week. Ntify me when arrives If yu select this ptin, yur mbile phne will ntify yu when yu receive a new message. Sync cntacts frm this accunt If yu select this ptin, yur cntacts will be synchrnized between yur phne and yur accunt. 6. Select Next and then type a name fr this accunt and the name yu want displayed when yu send t thers. Select Dne t cmplete the setup and start using yur accunt. 28

29 Glw Office 365 Help and Supprt Find yur Exchange ActiveSync server name If yur prgram is nt able t autmatically find yur Exchange ActiveSync server name, yu may need t lk it up. If yu re cnnecting t yur Glw Office 365 , use utlk.ffice365.cm as yur Exchange ActiveSync server name. The Exchange ActiveSync server name utlk.ffice365.cm can be used if yu are using the latest versin f Office 365. Set up POP r IMAP n an Andrid 1. Frm the hme screen, tap Applicatins > Settings > Accunts & sync > Add accunt > Manual setup. 2. On the Incming settings screen, in the Prtcl drp-dwn menu, select IMAP r POP3. We suggest yu select IMAP because it supprts mre features. 3. In the address and Username text bxes, type yur full address, fr example tny@glw.ac.uk and yur passwrd, and then select Next. Yur user name is the same as yur address. 4. In the Passwrd text bx, enter yur passwrd. 5. In the IMAP server r POP3 server text bx, enter yur IMAP r POP server name. If yu re cnnecting t yur Office 365 , the IMAP r POP server name is utlk.ffice365.cm. 6. In the Security type drp-dwn menu and Server prt text bxes, specify the POP r IMAP settings that yu lked up in step 5, and then tap Next. Yur applicatin will check yur IMAP r POP settings. 7. On the Outging server settings screen, the Lgin required ptin shuld be selected fr yu, and the Username and Passwrd text bxes shuld be filled in. 8. In the SMTP server text bx, enter the SMTP server name. If yu re cnnecting t yur Office 365 , the SMTP server name is smtp.ffice365.cm. In the Security type drp dwn menu and Server prt text bx, specify the SMTP settings that yu lcated in step 5, and click Next. 29

30 Glw Office 365 Help and Supprt 9. In the Accunt name, text bx, enter a name yur accunt (fr example Office 365 r Wrk ). In the Yur name text bx, enter the name yu want displayed when yu send t thers (fr example Tny Smith ), and then select Finish Setup. Find yur POP and IMAP server settings If yu re cnnecting t yur Office 365 , the server name fr IMAP and POP is utlk.ffice365.cm and the server name fr SMTP is smtp.ffice365.cm. 1. Sign in t yur accunt using Glw Outlk. 2. In Glw Outlk, n the tlbar, click Settings > Optins > Accunt > My accunt > Settings fr POP and IMAP access. 1. The POP3, IMAP4, and SMTP server name and ther settings yu may need t enter are listed n the Settings fr POP and IMAP Access page under POP setting r IMAP setting, and SMTP setting. What else d I need t knw? If yu see Nt available under POP setting, IMAP setting, and SMTP setting, yu may need t cntact the persn that manages yu accunt t determine yur Exchange ActiveSync server name. If yur accunt is the type that requires registratin, yu must register it the first time yu sign in t Glw Outlk. Cnnecting t yur accunt thrugh a mbile phne will fail if yu haven't registered yur accunt thrugh Glw Outlk. After yu sign in t yur accunt, sign ut. Then try t cnnect using yur mbile phne. Apple ios Set up Exchange n an Apple iphne, ipad, r ipd Tuch 1. If this is the first accunt n yur iphne, tap Mail. Otherwise, tap Settings > Mail, Cntacts, Calendars > Add Accunt. 30

31 Glw Office 365 Help and Supprt 2. Tap Settings > Mail, Cntacts, Calendars > Add Accunt. 3. Tap Micrsft Exchange. 4. Yu dn t need t type anything in the Dmain bx. Type the infrmatin requested in the , Username, and Passwrd bxes. Yu need t type yur full address in the and Username bxes (fr example, tny@glw.ac.uk). 5. Tap Next n the upper-right crner f the screen. Yur mail prgram will try t find the settings it needs t set up yur accunt. G t step 8 if yur mail prgram finds yur settings. 6. If yur iphne can t find yur settings, yu ll need t manually lk up yur Exchange ActiveSync server name. If yu re cnnecting t yur Glw Office 365 , use utlk.ffice365.cm fr yur server name. 7. In the Server bx, enter yur server name, and then tap Next. 8. Chse the type f infrmatin yu want t synchrnize between yur accunt and yur device, and then tuch Save. By default, Mail, Cntacts, and Calendar infrmatin are synchrnized. 9. If yu're prmpted t create a passcde, tap Cntinue and type a numeric passcde. If yu dn t set up a passcde, yu can t view yur accunt n yur iphne. Yu can set up a passcde later yur iphne settings. Find yur Exchange ActiveSync server name If yur prgram is nt able t autmatically find yur Exchange ActiveSync server name, yu may need t lk it up. If yu re cnnecting t yur Glw Office 365 , use utlk.ffice365.cm as yur Exchange ActiveSync server name. The Exchange ActiveSync server name utlk.ffice365.cm can be used if yu are using the latest versin f Office In Glw Outlk, n the tlbar, click Settings > Optins > Accunt > My accunt > Settings fr POP and IMAP access. 31

32 Glw Office 365 Help and Supprt 3. Under POP setting, lk at the value fr Server name. If the Server name shws utlk.ffice365.cm, yur Office 365 accunt is n the latest versin f Office 365, and yu can use utlk.ffice365.cm as yur Exchange ActiveSync server name. If the Server name value is in the frmat pdxxxxx.utlk.cm, yur Office 365 r ther Exchange Online accunt is nt yet n the latest versin f Office 365, and yu can use m.utlk.cm as yur Exchange ActiveSync server name. If the Server name value includes yur rganisatin s name, fr example, pp.cnts.cm, then yur Exchange ActiveSync server name is cntained in address bar in yur brwser when yu are signed in t Outlk Web app - - but withut the leading and withut the trailing /wa. Fr example, if the address yu use t access Outlk Web App is yur Exchange ActiveSync server name is mail.cnts.cm. Set up POP r IMAP n an Apple iphne, ipad, r ipd Tuch 1. If this is the first accunt n yur iphne, tap Mail. Otherwise, tap Settings > Mail, Cntacts, Calendars > Add Accunt. 2. Tap Other. 3. Tap in the Name bx and type yur full name. 4. Tap in the Address bx and type yur full address (fr example, tny@glw.ac.uk). 5. Tap in the Passwrd bx and type yur passwrd. 6. Tap Save. 7. Tap either IMAP r POP. We recmmend IMAP because it supprts mre features. 32

33 Glw Office 365 Help and Supprt 8. Under Incming Mail Server, in the Hst Name, bx, type yur incming server name. If yu re cnnecting t yur Glw Office 365 , the IMAP r POP server name is utlk.ffice365.cm. 9. Enter yur user name (fr example, tny@glw.ac.uk) and yur passwrd. 10. Under Outging Mail Server Hst Name, enter yur utging server name. If yu re cnnecting t yur Office 365 , the SMTP server name is smtp.ffice365.cm. 11. Enter yur user name and passwrd. 12. Tap Save. Find yur POP and IMAP server settings If yu re cnnecting t yur Glw Office 365 , yu dn t need t lk up yur settings. Fr Glw Office 365, the server name fr IMAP and POP is utlk.ffice365.cm and the server name fr SMTP is smtp.ffice365.cm. 1. Sign in t yur Glw Outlk accunt. 2. In Outlk Web App, n the tlbar, click Settings > Optins > Accunt > My accunt > Settings fr POP and IMAP access. 3. The POP3, IMAP4, and SMTP server name and ther settings yu may need t enter are listed n the Settings fr POP and IMAP access page. What else d I need t knw? If yur accunt is the type that requires registratin, yu must register it the first time yu sign in t Glw Outlk. Cnnecting t yur accunt thrugh a mbile phne will fail if yu haven't registered yur accunt thrugh Glw Outlk. After yu sign in t yur accunt, sign ut. Then try t cnnect using yur mbile phne. If yu re prmpted t create a passcde and dn't create ne, yu wn't be able t send and receive . 33

34 Glw Office 365 Help and Supprt If yu see Nt available under POP setting, IMAP setting, and SMTP setting, yu may need t cntact the persn that manages yur accunt t determine yur Exchange ActiveSync server name. If yu have a Glw Office 365 accunt, yu can als access yur , calendar, and cntacts using the OWA fr IPhne and OWA fr ipad mbile apps. Yu can install thse apps frm the Apple App Stre. BlackBerry Yu can cnnect t yur Glw Office 365 r ther Micrsft Exchange-based n a BlackBerry device. It's imprtant t knw yur setup ptins befre yu add yur accunt t yur BlackBerry. If yu're using a BlackBerry 10 device, set up yur using Micrsft Exchange ActiveSync. Exchange ActiveSync lets yu synchrnize yur , calendar, and cntacts, tasks, and mems. If yu're using a BlackBerry 7 r earlier device and aren't using BlackBerry Enterprise Clud Services, yu can set up a POP3 r IMAP4 cnnectin t yur accunt, and yu can nly synchrnize n yur device. If yu're using a BlackBerry 7 r earlier device, and it's set up fr BlackBerry Enterprise Clud Services, yu ll be able t access and synchrnize yur , calendar, and cntacts, tasks, and mems. Set up Exchange ActiveSync n a BlackBerry 10 device If yu're using BlackBerry 10, set up yur accunt using Exchange ActiveSync. Exchange ActiveSync lets yu synchrnize , calendar, cntacts, tasks, and mems with yur accunt. In mst cases, yur device will set up yur accunt in just a few simple steps. 1. On the BlackBerry 10 hme screen, select Settings. 34

35 Glw Office 365 Help and Supprt 2. On the System Settings page, select Accunts. If yu haven't yet created any accunts, select Add Accunt. 3. On the Add Accunt page, select , Calendar, and Cntacts. 4. Type yur address and select Next. 5. Type yur passwrd and select Next. The Lking up cnnectin infrmatin message displays. Yur device tries t set up yur accunt autmatically. If it finds yur cnnectin infrmatin, specify the infrmatin yu want t synchrnize with yur accunt, and select Dne. Yu will see yur accunt listed n the Accunts list. G t the BlackBerry Hub t access yur accunt. If it can't set find yur cnnectin infrmatin, yu'll see a message recmmending that yu use advanced setup steps. If this is the case, see the next prcedure. Use the fllwing steps t use advanced settings t set up yur Exchange ActiveSync cnnectin t yur accunt. 1. On the BlackBerry 10 hme screen, select Settings. 2. On the System Settings page, select Accunts. If yu haven't yet created any accunts, select Add Accunt. 3. T get t advanced setup, n the Add Accunt page, select , Calendar, and Cntacts. Then, select the menu icn beneath the Address bx t access advanced setup ptins. 4. On the Advanced Setup page, select Micrsft Exchange ActiveSync. 5. Enter the settings fr yur accunt as fllws. If yu had just tried the previus prcedure, sme f these settings may already be entered fr yu. In Descriptin, give yur accunt a name. If yu are using Glw Office 365, leave the Dmain field blank. 35

36 Glw Office 365 Help and Supprt In Address, type yur full address. In Username, type yur full address. In Passwrd, type yur passwrd. In Server address, if yu are using Office 365, type utlk.ffice365.cm. If yu are nt using Office 365, type the server address prvided by yur admin. 6. Select Next. The Checking fr supprted services and plicy infrmatin message displays. 7. On the next page, specify the infrmatin yu want t sync, and then select Dne. The Saving and verifying yur settings message displays. If yur accunt was set up, yu will see yur accunt listed n the Accunts list. G t the BlackBerry Hub t access yur accunt. If yu see the message that yur accunt cannt be authenticated with yur service prvider, click OK, click Previus, and then verify that yur settings are crrect. Set up POP r IMAP n a BlackBerry 7 r earlier device 1. Frm the BlackBerry hme screen, select BlackBerry Setup > Set up Internet E- mail > Add An Accunt. 2. Type yur address and passwrd, and then select Next. 3. Yur BlackBerry will try t set up yur accunt autmatically. If setup cmpletes successfully, skip t the next step. If yur accunt can't be cnfigured autmatically, d the fllwing: a. Select I will prvide the settings t add this accunt. b. Scrll dwn, and then select Next. c. Select Internet Service Prvider (POP/IMAP), and then select Next. d. Type yur full address fr yur user name (fr example, tny@glw.ac.uk). 36

37 Glw Office 365 Help and Supprt e. Scrll dwn and type the name f yur server. If yu re cnnecting t yur Glw Office 365 , the IMAP r POP server name is utlk.ffice365.cm. f. Select Next. g. Enter the name f the utging server. If yu re cnnecting t yur Office 365 , the SMTP server name is smtp.ffice365.cm. 4. Select OK t cmplete the setup. Find yur POP and IMAP server settings If yu re cnnecting t yur Office 365 , the server name fr IMAP and POP is utlk.ffice365.cm and the server name fr SMTP is smtp.ffice365.cm. These are yur settings if yu are using the latest versin f Office 365. If yu re nt cnnecting t Office 365 , r if yu aren t sure if yu are using the latest versin f Office 365, d the fllwing t lk up yur settings. 1. Sign in t yur accunt using Glw Outlk. 2. In Glw Outlk, n the tlbar, select Settings > Optins > Accunt > My accunt > Settings fr POP and IMAP access. 3. The POP3, IMAP4, and SMTP server name and ther settings yu may need t enter are listed n the Settings fr POP and IMAP Access page under POP setting r IMAP setting, and SMTP setting. Set up a BlackBerry Clud Services accunt n a BlackBerry If yu are a Glw Office 365 user and yur cmpany is using BlackBerry Business Clud Services, yu can use the service fr integrated , calendaring, and cntact services with Micrsft Exchange Online. 37

38 Glw Office 365 Help and Supprt What else d I need t knw? If yu see Nt available under POP setting, IMAP setting, and SMTP setting, yu may need t cntact the persn that manages yu accunt t determine yur Exchange ActiveSync server name. If yur accunt is the type that requires registratin, yu must register it the first time yu sign in t Glw Outlk. Cnnecting t yur accunt thrugh a mbile phne will fail if yu haven't registered yur accunt thrugh Outlk Web App. After yu sign in t yur accunt, sign ut. Then try t cnnect using yur mbile phne. If yu cnnect t yur accunt using a POP r IMAP cnnectin, yu will nly be able t use and synchrnize yur using a wireless cnnectin. Kindle Want t read mre than just bks n yur Kindle Fire? Yu can set up yur Glw Office 365 n Amazn Kindle Fire 1st generatin, 2nd generatin, and later devices. Kindle Fire 2nd generatin and later devices (fr example, Kindle Fire HD and Kindle Fire HDX devices), let yu set up an Exchange ActiveSync r POP/IMAP cnnectin t yur accunt. We recmmend that yu set up an Exchange ActiveSync cnnectin because Exchange ActiveSync lets yu synchrnize yur , cntacts, and calendar infrmatin. Kindle Fire 1st generatin devices nly let yu set up a POP r IMAP cnnectin t yur accunt. POP and IMAP nly lets yu use basic features such as the ability t send and receive . Set up Exchange n Kindle Fire 2nd generatin and later devices This prcedure shws yu hw t access yur , cntacts, and calendar n Kindle Fire 2nd generatin and later devices (fr example, Kindle Fire HD and Kindle Fire HDX). 38

39 Glw Office 365 Help and Supprt 1. Turn n yur Kindle Fire. Make sure yu have an active Wi-Fi cnnectin. 2. Frm the hme screen, tap Apps > If yu haven t created an accunt n yur Kindle befre, n the Add Accunt page, tap Exchange , cntacts, calendar. If yu already have ne r mre accunts n yur Kindle Fire, tap the menu icn > Settings > Add Accunt > Exchange , cntacts, calendar. 4. On the Add Exchange Accunt page, in Name, type yur name. In address, type yur full address. In Passwrd, type yur passwrd. Tap Next. 5. On the Exchange Server Settings screen, yu ll ntice that the settings are already filled in fr yu. Yu ll have t change sme f thse settings. a. In Exchange server, type the name f yur Exchange server. If yu re cnnecting t yur Glw Office 365 , the Exchange server name is utlk.ffice365.cm. b. The Dmain bx will be ppulated with the text Optinal. Leave the Dmain text bx empty. c. In Username, type yur full address. d. In Passwrd, make sure yur passwrd is crrect. e. Under Security settings, make sure Use secure cnnectin (SSL) is selected. D nt select Accept all SSL certificates. f. Click Next. 6. Yu may see the Remte security administratin warning. Read the fllwing security warning, and then tap OK. The server <Exchange Server Name> requires that yu allw it t remtely cntrl sme security features n yur device. D yu want t finish setting up this accunt? 39

40 Glw Office 365 Help and Supprt 7. Under Synchrnizatin ptins page, use the Cntacts and Calendar checkbxes t specify whether r nt yu want t synchrnize yur cntacts and calendar items t yur device. Tap Save. NOTE By default, , cntacts and calendar are all synchrnized between yur device and yur accunt. synchrnizatin is required and can t be turned ff. 8. On the Setup cmplete! page, tap View Inbx t access yur . T review and change yur settings, tap G t accunt settings. Find yur Exchange server name If yur prgram is nt able t autmatically find yur Exchange ActiveSync server name, yu may need t lk it up. If yu re cnnecting t yur Glw Office 365 , use utlk.ffice365.cm as yur Exchange ActiveSync server name. The Exchange ActiveSync server name utlk.ffice365.cm can be used if yu re using the latest versin f Office Sign in t yur accunt using Glw Outlk. 2. In Glw Outlk, n the tlbar, click Settings > Optins > Accunt > My accunt > Settings fr POP and IMAP access. NOTE Althugh yu re nt setting up a POP3 accunt, yu will use this value t determine yur Exchange ActiveSync server name. 3. Under POP setting, lk at the value fr Server name. If the Server name shws utlk.ffice365.cm, yur Office 365 accunt is n the latest versin f Office 365, and yu can use utlk.ffice365.cm as yur Exchange ActiveSync server name. 40

41 Glw Office 365 Help and Supprt If the Server name value is in the frmat pdxxxxx.utlk.cm, yur Office 365 r ther Exchange Online accunt is nt yet n the latest versin f Office 365, and yu can use m.utlk.cm as yur Exchange ActiveSync server name. If the Server name value includes yur rganizatin s name, fr example, pp.cnts.cm, then yur Exchange ActiveSync server name is cntained in address bar in yur brwser when yu are signed in t Outlk Web app, but withut the leading and withut the trailing /wa. Fr example, if the address yu use t access Outlk Web App is yur Exchange ActiveSync server name is mail.cnts.cm. Set up POP r IMAP n Kindle Fire 2nd generatin and later devices Yu can set up POP r IMAP n Kindle Fire 2nd generatin r later devices (fr example, Kindle Fire HD and Kindle Fire HDX). Hwever, we recmmend that yu set up an Exchange cnnectin rather than a POP r IMAP cnnectin because an Exchange cnnectin allws yu t als synchrnize yur cntacts and calendar in additin t Turn n yur Kindle Fire 2nd generatin r later device. Make sure yu have an active Wi-Fi cnnectin. 2. Frm the hme screen, tap Apps > If yu haven t created an accunt n yur Kindle befre, n the Add Accunt page, tap Other prvider. If yu already have ne r mre accunts n yur Kindle Fire, tap the menu icn > Settings > Add Accunt > Other prvider. 4. On the Add Accunt page, in Name, type yur name. In address, type yur full address. In Passwrd, type yur passwrd. Tap Next. 5. Tap POP 3 r IMAP. We recmmend IMAP because IMAP supprts mre features. 6. Under Incming server settings, yu ll ntice that the settings are already filled in fr yu. Yu ll have t change sme f thse settings. 41

42 Glw Office 365 Help and Supprt a. In Username, make sure it matches fr yur full address. In Passwrd, make sure yur passwrd is crrect. b. In IMAP Server r POP Server, type the IMAP r POP server name. If yu re cnnecting t yur Glw Office 365 , the IMAP r POP server name is utlk.ffice365.cm. c. In Security type, select SSL/TLS. d. In Prt, make sure it is set t 993 if yu re using IMAP. Make sure it's set t 995 if yu re using POP. Tap Next. 7. Under Outging server settings, yu ll ntice that the settings are already filled in fr yu. Yu ll have t change sme f thse settings. a. In SMTP server, type the SMTP server name. If yu re cnnecting t yur Office 365 , the SMTP server name is smtp.ffice365.cm. b. In Security type, select StartTLS. c. In Prt, make sure 587 is selected. Prt 465 may be selected by default. d. Under Prt, make sure Require sign in is selected. e. In Username, type yur full address. In Passwrd, type yur passwrd. 8. On the Finish page, type a display name and accunt name, and then tap View yur inbx t access yur . Set up POP r IMAP n Kindle Fire 1st generatin devices 1. Turn n yur Kindle Fire. Make sure yu have an active Wi-Fi cnnectin. 2. Frm the hme screen, tap Apps > D ne f the fllwing: 4. If yu haven t created an accunt n yur Kindle Fire befre, tap Start. Then, n the Select Prvider screen, tap Other. Hwever, if yu already have ne r mre accunts n yur Kindle Fire, yu may need t tap the menu icn > Add Accunt > Other. Yu may als need t tap the menu icn < Accunt > menu icn > Add Accunt > Other. 42

43 Glw Office 365 Help and Supprt 5. On the Sign-In page, in Username, type yur full address. In Passwrd, type yur passwrd. Select Shw Passwrd t make sure yu typed yur passwrd crrectly. Tap Next. 6. Tap POP 3 r IMAP. We recmmend IMAP because IMAP supprts mre features. 7. Under Incming server settings, yu ll ntice that the settings are already filled in fr yu. Yu ll have t change sme f thse settings. a. In Username, make sure it matches fr yur full address. In Passwrd, make sure yur passwrd is crrect. b. In IMAP Server r POP Server, type the IMAP r POP server name. If yu re cnnecting t yur Glw Office 365 , the IMAP r POP server name is utlk.ffice365.cm. c. In Security type, select SSL (always). In Authenticatin type, make sure PLAIN is selected. d. In Prt, make sure it is set t 993 if yu re using IMAP. Make sure it's set t 995 if yu re using POP. e. If yu re using IMAP, in IMAP path prefix value, leave the setting t the default value f (Autmatic using NAMESPACE if available). Tap Next. 8. Under Outging server settings, yu ll ntice that the settings are already filled in fr yu. Yu ll have t change sme f thse settings. a. In SMTP server, type the SMTP server name. If yu re cnnecting t yur Office 365 , the SMTP server name is smtp.ffice365.cm. b. In Security type, select TLS (always). c. In Prt, make sure 587 is selected. Under Prt, make sure Require sign in is selected, and then tap Next. d. In Authenticatin type, make sure Autmatic is selected. 43

44 Glw Office 365 Help and Supprt 9. On the Inbx settings page, in the Flder pll frequency list, select hw ften yu want t synchrnize between the server and yur device. Tap Next. 10. On the Finish page, type a display name and accunt name, and then tap View yur inbx t access yur . Find yur POP and IMAP server settings If yu re cnnecting t yur Glw Office 365 , yu dn t need t lk up yur settings. Fr Office 365, the server name fr IMAP and POP is utlk.ffice365.cm and the server name fr SMTP is smtp.ffice365.cm. These settings can be used if yu are using the latest versin f Office 365. If yu re nt cnnecting t Glw Office 365 , r if yu aren t sure if yu are using the latest versin f Office 365, d the fllwing t lk up yur settings. 1. Sign in t yur accunt using Glw Outlk. 2. In Glw Outlk, n the tlbar, click Settings > Optins > Accunt > My accunt > Settings fr POP and IMAP access. 3. The POP3, IMAP4, and SMTP server name and ther settings yu may need t enter are listed n the Settings fr POP and IMAP Access page under POP setting r IMAP setting, and SMTP setting. What else d I need t knw? Accunt setup If yu see Nt available under POP setting, IMAP setting, and SMTP setting, yu may have t cntact the persn wh manages yur accunt t determine yur Exchange ActiveSync server name. Yu must sign in t yur using Glw Outlk befre yu can set up a cnnectin t yur accunt using a prgram n a phne, tablet, r desktp cmputer. 44