Office 365: . Accessing and Logging In. Mail

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1 Office 365: This class will introduce you to Office 365 and cover the components found in Outlook on the Web. For more information about the Microsoft Outlook desktop client, register for a class at LearningTechniques.uwm.edu or see the Office 365 resources on LearnTechNow.uwm.edu. Accessing and Logging In Office 365 is available anywhere with an internet connection. Office 365 works with desktop computers, laptops, tablets and mobile devices. To access and log into Office 365 go to: portal.office.com/home Once at the login screen, type in your UWM address and password and click the Sign in button. Ensure you include credentials. Mail Mail is the app within Office 365 for reading, writing and managing messages. To open the Mail app, click the grid in the upper left corner and then click the Mail icon. 6/1/2017

2 Mail Working Screen Section 1 Apps 2 Tool Bar 3 Navigation Pane Description Allows you to move between the different apps in Office 365 such as Mail and Calendar. Contains functions for creating, replying, moving, and deleting messages, among other things. Contains your folders. 4 Search Bar Typing in this box will allow you to search your messages Current Folder Message Pane Reading Pane This indicates what folder you are currently viewing. The listing of in the current folder. Contains the sender name, subject, date and a snippet of the message content. You can sort messages in this area and perform actions such as deleting a message. Where you view an entire message. The reading pane also has options for replying and marking a message as unread. NOTE: Office 365 is a cloud service updated and maintained by Microsoft. As a cloud service, Microsoft can update and change features in Office 365 as needed. UWM has little to no control over these changes and parts of this document may be incorrect after printing/publishing because of these updates. 2

3 Read Messages One of the first actions you will take using the Mail app is reading messages. You can view an message in the reading pane or in its own window. Open a Message in the Reading Pane 1. In the message pane, click once on the snippet of an message. The message opens in the reading pane. Open a Message in its Own Window 1. In the message pane, double click on the snippet of an message. The message opens in its own window. 2. When you are finished viewing the message, close the window. Mark a Message as Unread 1. To mark a message as unread, in the tool bar, click the More commands ( ) then choose Mark as unread. 2. Or, right click on a message and from the menu choose Mark as unread. Filter Messages To help organize your messages, you can sort in many ways using the Filter button. Above the list of messages in the message pane, click the Filter button and a drop down menu will appear. Select an option under the Filter section of the menu. Send Messages When sending messages to others, you can reply or forward existing messages or compose new messages. Reply or Forward After viewing a message in the reading pane, you can quickly reply to or forward the message using the reply button at the top right corner of the pane. 1. View a message in the reading pane by clicking on it in the message pane. 2. To reply to the person who sent the message, click the arrow next to Reply all then choose Reply. 3

4 3. To reply to all recipients of the original , click the Reply all button. 4. To forward the message to someone else, click the down arrow next to Reply all then choose Forward. a. When forwarding, you must type in the address of the recipient. Type this in the To or Cc lines, modify the message (if necessary) and then click the Send button. NOTE: The default can be changed from Reply all to Reply by going into the settings. This will be covered in the Settings section of this manual. Write a New Message You can create a new message instead of replying to or forwarding existing messages. 1. Click the New button in the upper left corner of the tool bar to begin a new message. 2. Enter the address of a recipient in the To line. To send to more than one recipient, type additional addresses after the first. 3. Enter addresses on the Cc line if necessary. 4. To send to a Bcc, click the word Bcc on the right side of the To line. NOTE: By changing the settings, the Bcc line can always appear in the new window. 5. Enter the message s subject on the Subject line. 6. Compose the message. NOTE: The toolbar with the formatting options below the body of the message can be used to add in formatting (such as bold or bullet points) to your message. 7. If a red, squiggly line appears below a word, this means the web browser flagged the word as misspelled. To view options and correct, right click the word. NOTE: Outlook on the Web does not contain a spell checking feature. The browser you are using does all spell checking. To ensure the browser you are using has a spell checking feature, read the help files for the browser. 8. To send the message, click the Send button at the top of the compose pane. 4

5 Discard a Message If you begin composing a new message and decide to delete it, you can discard the message. 1. Click the Discard button at the top of the compose pane. 2. In the confirmation box, choose Discard. Save a Message as a Draft If you begin composing a new message and must complete at another time, you can save a draft of the message. 1. Click the More commands ( ) button at the top of the compose pane. 2. In the menu that appears, choose Save draft. 3. The message saves to your Drafts folder. NOTE: If you are working on an message and either switch to a different app or click on another message, the will save to the Drafts folder. Edit a Draft Message 1. Click on the Drafts folder in the navigation pane and click the message you want to edit in the message pane. 2. Finish composing the message and then click the Send button to send it. Attachments To send a file with an message, you attach it to the message. If the file is too large to send as an attachment, the recommended method for sharing the file is to use OneDrive. For more information about using OneDrive, visit LearnTechNow.uwm.edu. NOTE: All messages sent or received by your Office 365 account must be 25 MB or smaller. 1. Locate the file on your computer that you want to attach to the message. 2. In the upper left corner of the screen, click the New button and enter recipients and a subject line. 5

6 3. Reduce the size of your browser window using the resize or restore button in the upper right corner of the browser window. You want the browser window small enough that you can see both your message and the file you want to attach. 4. Drag and drop the file you want to attach to the body of the message. The file is now attached. 5. To add another attachment, locate the file on your computer and drag and drop it to the body of the message. 6. To remove an attachment, click the X next to the attachment. 7. Finish writing the message and then click Send. View an Attachment Messages sent to you with attachments have a paperclip next to the sender s name in the message pane. 1. To view an attachment, click on the message with the attachment in the message pane. This will open the message in the reading pane. 2. The attachment(s) appear in the message pane below the list of recipients. 3. To view or save the attachment, click on the down arrow button in the submenu and choose Download. The file will be downloaded to your device s downloads folder. Edit an Attachment Many Microsoft Office file types (Word, Excel, PowerPoint) can be edited while they are attached to an With the open, click on the attachment you wish to edit. The attachment opens on the left side of the screen. 2. In the attachment pane, at the top, click the Edit and Reply button. 3. The file will be opened in the online version for further editing. From here, you can edit and make changes to the file. When you are finished editing, click the X at the top right side of the attachment pane and then click Send to send the message. NOTE: Changes made to the attachment will automatically be saved. 6

7 Delete To keep your account organized and tidy, it is recommended that you delete messages when you no longer need them. There are many ways to delete messages. Delete from the Message Pane The message pane is one of the places you can use to delete messages you no longer need. There are several ways to delete messages. To delete from the message pane: Click the Delete button in the toolbar Right click the message and choose Delete from the menu. Click on a message in the message pane then drag and drop it into the Deleted Items folder. Select multiple contiguous messages using Shift + Click and then choose Delete in the reading pane or drag and drop the messages to the Deleted Items folder. Select multiple non contiguous messages using Ctrl + Click and then choose Delete in the reading pane or drag and drop the messages to the Deleted Items folder. When hovering over a message, a checkbox appears on the left side, if the box is checked, you can delete the message by right clicking and choosing Delete or clicking on the Delete ( ) icon in the message pane. Delete from the Reading Pane Delete from the Reading Pane Messages can also be deleted using the reading pane. 1. In the reading pane, click the down arrow in the Reply all button. 2. From the menu, choose Delete. Print an You can print any message that you receive in your account. 1. Click on the message you want to print in the message pane. The message will open in the reading pane. 7

8 2. In the reading pane, click the down arrow in the Reply all button. 3. From the menu, choose Print. 4. The message opens in a new window and the Print dialog box appears. 5. If necessary, change the print settings and click the OK button. Managing Folders To help you organize your mail, you can move messages into folders. Create a Folder 1. In the navigation pane, hover the mouse pointer on your name; this is your mailbox. If you have Favorites in the navigation pane, the Favorites will appear at the top and your name will be under that section. 2. Click the plus symbol (+) that appears next to your name. 3. A blank box appears at the bottom of your folder list. Type the name of the folder in the box and press Enter. 4. The new folder appears in your folder list. NOTE: To create a subfolder, right click on the folder you want to use as the top level folder and choose Create new subfolder. Follow the same steps as above to name the folder. Make sure you are not in the Favorites section of the navigation pane; you can only create a subfolder in your mailbox. Move Mail to a Folder Once you created a folder, you can move messages to the folder. 1. In the message pane, locate the message you want to move to a folder. 2. Click the Move to button in the toolbar. 3. Choose a folder from the menu or click Move to a different folder. a. Choose a folder from the list and click the Move button. 4. The message moves to the folder. 8

9 Moving multiple s You can also move messages to a folder by dragging and dropping. 1. Click on a message in the message pane or select multiple messages in the message pane by using Shift +Click or Ctrl + Click. 2. Click and hold the mouse button down on the selected message again (or if multiple messages are selected, click and hold on the selected messages). 3. While still holding the mouse button down, drag over the name of the folder you want the message(s) to go in. Notice that the number of messages you are moving appears over the folder name. Add a Folder to Favorites If you have many folders, you can add commonly used folders to your Favorites so that they will always be at the top of the navigation pane. 1. Hover the pointer over the folder you wish to add to your favorites. A star icon will appear next to the name of the folder. 2. Click on the star icon and it will be filled. 3. The folder now appears in the Favorites category near the top of the navigation pain. Note that the folder did not move, but a link to it is in the Favorites category. NOTE: To remove a folder from the Favorites category, click the star icon again. It will be removed from the Favorites category. Delete a Folder If you no longer need an folder, you can delete it. However, if you need messages in the folder you are about to delete, you should move the messages to another folder first. 1. Right click on the folder you want to delete. 2. From the menu, choose Delete. 3. This will bring up a prompt indicating you are about to delete a folder and its contents. Click OK to confirm the deletion. 9

10 Share Folders and Shared Mailboxes You can share any folder in your account with other users. This may be for collaborating on a project or to make sure that s are answered when you are away. Folders shared to you appear in your navigation pane. You can also use Outlook on the Web to access a group account by using a shared mailbox. Group accounts are addresses that belong to a program, department or workgroup rather than an individual. Multiple people can access and manage this account. Shared mailboxes can be accessed by opening the account in another tab. Set Up Your Mailbox for Sharing Before you can share an folder, you must set up your mailbox so it can share folders. If you do not do this, any folders you share are inaccessible. This is done by granting folder visible permissions to the default user. 1. In the navigation pane, right click on your mailbox (your name) and choose Permissions 2. In the permissions dialog box, click on the Default user at the top. 3. In the permissions section, locate the Other section and check the box next to Folder visible. 4. Click OK to close the permissions dialog box. Your mailbox is now set for you to share folders. Now that your mailbox is set up to allow users to access shared folders, you can set up permissions on individual folders. The following table gives more information about permission levels: Permission Level Owner Publishing Editor Editor Publishing Author Author Nonediting Author Reviewer Contributor None Description Full rights to the folder, including assigning permission to others. Create, read, edit, and delete all items, and create subfolders. Create, read, edit, and delete all items. Create and read items, create subfolders, and edit and delete items you create. Create and read items, and edit and delete items you create. Create and read items. Delete items you create. Read items only. Create items only. The contents of the folder do not appear. You have no permissions. This is the default permission for all folders. 10

11 Share a Folder 1. Right click on the folder you want to share and from the menu choose Permissions 2. The Permissions dialog box appears. By default, no one but the owner has permission to see the contents of an folder. 3. To begin assigning permissions to another user, click the plus sign (+) in the upper left corner of the box. 4. Type the address of the user you want to share with in the Add permissions box and click Add. 5. In the Permissions dialog box, choose the permission level for the user from the Permission level pull down box. Click OK. NOTE: You do not have to use the pre defined permission levels. Use the radio buttons and checkboxes to create custom permission levels. View Shared Folders When someone shares a folder to you, the user who shared the folder must tell you that they shared a folder to you. Then, you can find folders shared to you from that user and view them in the navigation pane. 1. In the navigation pane, right click on your mailbox (your name). 2. From the menu, choose Add shared folder 3. The Add shared folder dialog box appears. In the box, type in the address of the user who shared a folder to you and click Add. 11

12 4. The mailbox of the person now appears in your navigation pane. Click the down arrow in front of the mailbox to view the folder(s) you can access. Send from Shared Folders If you have permissions to send from a shared folder, you need to change the sender s name or the messages will have your name as the sender. When you are sending as another user, the sent mail will only appear in your Sent Items folder. The owner of the folder will not see the message in their Sent Items folder. Any items deleted in a shared folder will move to your Deleted Items folder and the owner of the folder will not see the message in their Deleted Items folder. 1. Click the New mail button to begin a new message. 2. In the reading pane, click the More commands ( ) button. From the menu, choose Show From. 3. In the From line, select your address and press the Delete key on the keyboard. 4. In the From line, type the address of the person who owns the shared folder. 5. Complete the rest of the message and then click Send. Open a Shared Mailbox You can access a group account by opening a shared mailbox that appears in a new tab in the browser window. While group accounts can be set up as a shared folder, it is recommended that you do not as any sent or deleted mail will go in your folders and not the folders of the shared mailbox. Opening the shared mailbox in a new tab also simplifies the process of sending as you do not have to change the name of the sender because you are sending s directly from the group account. All mail sent from the shared mailbox will go in the Sent Items folder for the group account and all deleted items will go in the Deleted Items folder for the group account. For this reason, it is recommended that you open a shared mailbox to access a group account. 1. To the right of the pane of apps, you will see a person icon or your photo. Click the icon or photo. 2. In the menu, choose Open another mailbox In the Open another mailbox dialog box, type in the address of the group account. 4. Click the Open button. 5. The shared mailbox will open in a new browser tab. From here, you can work with the group account in the same way that you would use your own account. 12

13 Categories Categories are another way to organize your messages. You can assign color coded categories or create your own and then search to see all messages that have the same category. Categories are also searchable. Assign a Category to a Message To add a category to a message you can use either the message pane or the reading pane. 1. Choose a message that you want to categorize by first clicking on the message in the reading pane, then clicking the Categories button in the toolbar. Select a category from the menu. 2. Once you choose a category, the color assigned to the category appears in the in the message pane and the reading pane. Create a Category In addition to using the pre made color categories, you can create custom category names and assign custom colors. 1. When assigning a category using the message pane, right click the message, click the Categories button in the toolbar and then choose Manage categories. 2. In the box that appears, click Add new category. A new window will open. 3. Assign a new color to the category by clicking on the down arrow next to the text box. Choose a color from the palette that appears. 13

14 4. Type the name of the new category in the text box and click OK. NOTE: You can assign more than one category to a message. To do this, go back to the categories list and choose another category for the message. Remove Categories If you no longer want an categorized, you can remove a category from a message. 1. Click on the Categories button in the toolbar. 2. Click on either the check marked category or Clear categories. The latter will clear all categories associated with the selected . Search for Messages The search bar at the top of the navigation pane will allow you to search your mailbox for specific items. 1. To begin a general search of all your mail, click in the Search Mail and People bar above the navigation pane. 2. As you type, options will appear both below the search box and in the navigation pane. Using those options, you can narrow down your search. 14

15 3. For more specific searching, you can use a prefix followed by a colon (:). For example, typing into the search box subject:training. This will return messages that have the word training in the subject line. The table below has more search prefixes: Prefix from: to: cc: bcc: participants: subject: body: sent: received: category: attachment: has: What it does Searches From field Searches To field Searches Cc field Searches Bcc field Searches the To, Cc and Bcc fields Searches the subject Searches the body of the message Searches the date sent (works with dates or relative dates like today or last week) Searches the date received (works with dates or relative dates like today or last week) Searches the category field Searches for the attachment name Used with other prefixes and keywords such as has:attachment or has:flag NOTE: You can further refine your search by putting search terms in parenthesis ( ); the search feature will then look for both items. If you put search terms in quotes the search feature will look for an exact match of the string of characters in the results. 4. To exit the search, click the Exit search button at the top of the search pane. People App The People app of Outlook on the Web is an address book for your contacts. Having someone set as a contact simplifies the process of sending an message. To access the People app, click the apps grid next to Office 365 then click on the people application Add a Contact New contacts are added by either creating a new contact in the address book or adding a contact from existing messages. Create a New Contact 1. In the upper left part of the toolbar, click the New button. 15

16 2. The Add contact window will open on the right. 3. Fill in the necessary contact information and click Save at the top of the window. Create a New Contact from 1. In the Mail app, locate an message from the person you want to add to your contacts. Click on the message to view it in the reading pane. 2. In the reading pane, click on the name of the contact. A new pane will open to the right. 3. Click the ellipses ( ) button then Add to contacts. 4. In the new Add contact window, you will see the contact s information will auto populate in the contact fields. Make any necessary changes and then click Save. 5. Go back to the People app. The contact will be showing under your My contacts list. Edit a Contact You can edit the information for a contact at any time after you add them as a contact. 1. Under the My contacts list, select a contact to edit by clicking on it. 2. In the reading pane, click the Edit button. 3. Edit or add any additional information for the contact and click Save. Send to a Contact Once you have contacts in your address book, you can use those contacts to send messages. From the People app 1. In the People app, first select a contact to send the to. 2. Click on the contact s address in their contact information. 16

17 3. A new window will open, allowing you to compose and send a new to the selected contact. From the Mail app 1. In the Mail app, click the New button to begin a new message. 2. Click on the word To in the To field. This will bring up a list of your contacts. 3. From the list, locate the name of the person on your contact list you want to send the message to. Click the plus sign (+) to the right of their name and click OK at the top of the list. NOTE: This same process will work for the Cc and Bcc lines in an message. Create a Contact List If you find that you send many messages with the same list of recipients, you can create a contact list to simplify the process. Instead of adding all contact names to an message, you can add the name of the contact list and the message is sent to everyone on the list. 1. From the People app, click the down arrow next to the New button. 2. Select Contact list from the result menu. 3. Next, name the contact list under the List name text box. 4. To add members, type their names or addresses in the Add members box. 5. If desired, add notes for the group in the Notes box. 17

18 6. When all members are added, click the Save button at the top. The new contact will be added. Sending an to the contact list is done in the same way as sending an to anyone else in the contact list. Settings NOTE: When you send an message to the contact list, the members of the list can see the names of everyone who is in the group on the To line instead of the name of the group. Because of this, it is recommended to use the Bcc line when ing a contact list. Office 365 has many settings you can change to customize your account, options and view. To access the Settings: 1. Locate the Settings button (gear icon) in the upper right corner to the left of the person icon or your picture and click on it. 2. From the menu, you can search for settings, access commonly used settings and see all settings. NOTE: The following section utilizes the full list of settings to demonstrate usage. Some of the settings below are also accessible directly from the Settings menu or by searching for a setting. Mailbox Usage Your UWM has a storage capacity limit of 50 gigabytes. To check your current usage of this storage: 1. Click the Settings button (gear icon) and choose Mail from the menu. 2. On the left side of the screen, click General and then click My account. 3. The bottom right field is Mailbox usage, which displays the current storage capacity for your . NOTE: You can also add some additional basic information on this screen, such as an address and phone numbers. This information will auto populate if someone adds you as a contact. You cannot change your display name or User ID. Change Theme You can change the background for your O365 account by changing to one of the available themes. 1. Click Change theme on the left side of the screen. A new window will open on the right side of the screen. 2. Choose a theme from the available options. 3. Click Save to apply the changes. If the change isn t automatically applied, refresh your page. 18

19 Automatic Replies Automatic Replies is the Out of Office feature in Office 365. You can set up your to automatically reply when you are away from your for extended periods of time. 1. Click Automatic replies on the left side of the screen. A new window will open on the right side of the screen. 2. Click the Send automatic replies radio button. 3. Check the box next to Send replies only during this time period. Designate a start and end date/time. 4. Type the message you want sent in the first text box. This is the message that will be sent to anyone who s you from a UWM account. 5. You can also designate a different message to be sent to people outside of UWM. Click the checked box next to Send automatic reply messages to senders outside of my organization. 6. Select an option to either send replies only to external members contained in your contact list (the People app), or to all external users. 7. Type the message you want sent in the second text box. 8. Once you are finished with all changes, click Save. Inbox Rules Inbox rules allow Microsoft Exchange to manage your as it arrives. For example, if you want from a specific person in a folder, setting up a rule will automate this process for you. 1. Click Inbox and sweep rules on the left side of the screen. A new window will open on the right side of the screen. 2. Click the plus sign (+) to create a new rule. 3. On the screen that appears, create the rule. First type in a Name and then choose options for the rule condition, action and exception. 19

20 4. After setting up the rule, click OK at the top of the screen to save the rule. 5. The new rule appears in your list of rules. From here, you can click the checkbox in front of it to deactivate it or if you have multiple rules you can move the rules up or down in order to specify which rules run first. Inbox rules can also be set up using existing messages. When you set up a rule using an message, some fields are automatically populated for you. 1. Go to the Mail app. Locate an message that you want to use as a template for a rule. 2. In the toolbar, click the More commands ( ) button and choose Create rule. Mark as Read This setting allows you to change when a message is marked as read. 1. Click Mark as read on the left side of the screen. A new window will open on the right side of the screen. 2. Make a selection by clicking on one of the available radio buttons: a. Mark displayed items as read: allows you to manually designate a time the message will be marked as read b. Mark items as read when the selection changes: the message will be marked read after you click on another message c. Don t automatically mark items as read: the message will not be marked as read until you mark it as read manually 3. Click Save when finished making a selection. Reply Settings By default, your mail reply settings are set to Reply all. This setting can be changed. 1. Click Reply settings on the left side of the screen. A new window will open on the right side of the screen. 2. Click the radio button next to Reply under the available options. 3. Click Save once you are finished making the selection. Block or Allow s You can add addresses to a safe list, meaning they will not be recognized as junk mail. Conversely, you can also add s to the junk list and they will automatically be sent to the junk mail folder. 1. Click Block or allow on the left side of the screen. A new window will open on the right side of the screen. 2. Click the radio button next to Automatically filter junk . 20

21 3. s added to Safe Senders and Recipients will never be filtered to the junk folder. 4. s added to Blocked Senders will automatically go to the junk folder. 5. Click Save once you are finished making any changes. Forwarding Using this feature, you can forward your UWM to another address. 1. Click Forwarding on the left side of the screen. A new window will open on the right side of the screen. 2. To start forwarding your mail, click the radio button for Start forwarding. 3. Under Forward my to:, type in the address you want to use to forward your mail. If you want to keep a copy in your UWM account, check the Keep a copy of forwarded messages. 4. Click Save when you are finished making the changes. You can return here to end the forwarding. Conversations You can change the order in which the newest messages appear in your inbox (bottom or top). You can also choose to show or hide deleted items. 1. Click Conversations on the left side of the screen. A new window will open on the right side of the screen. 2. Choose a selection for conversation order under Show items in this order. 3. Under When items have been deleted, make a selection to show or hide deleted items. 4. Click Save when you are finished making the changes. Signature You can include a custom signature on messages sent from the mail app. An signature can automatically be included on messages you compose and/or messages you reply to and forward. 1. Click signature on the left side of the screen. A new window will open on the right side of the screen. 2. Check the first box to automatically include the signature on newly composed messages. Check the second box to include the signature on messages you forward and/or reply to. 3. Create your signature in the text box below the selections. 4. Click Save once all changes have been completed. 21

22 Message Format In the message format section, you can customize the appearance of messages as you write them. 1. Click Message format on the left side of the screen. A new window will open on the right side of the screen. 2. To always see the Bcc or From lines in a new message, check the corresponding box. 3. Under Message font, choose the default font, size, style and color for new messages. 4. Click Save once all changes have been completed. Message List In the message list setting, you can change the order of which a message s sender and subject appear. Additionally, you can choose to show or hide preview text. 1. Click Message list on the left side of the screen. A new window will open on the right side of the screen. 2. Under the Layout option, choose to show the message subject or sender name first. 3. Under the Preview text option, make a selection to show or hide preview text. 4. Click Save once all changes have been completed. Reading Pane The location of the reading pane, by default, is on the right side of the screen. The location of the reading pane can be changed, or it can be hiding altogether. 1. Click Reading pane on the left side of the screen. A new window will open on the right side of the screen. 2. Under Choose where the reading pane should appear, make a selection to display it on the right, on the bottom, or choose to hide it altogether. 3. The second option allows you write messages in the reading pane or an entirely new window. 4. The last option designates which message opens when you first sign in. 5. Click Save when you have completed making any changes. 22

23 Sign Out When you are finished with Office 365, you should sign out before closing the browser window. 1. Click the person icon or your photo in the top, right corner of the screen. 2. In the menu, choose Sign out. 3. You are now signed out of Office 365; close the browser to complete the process. Getting Help For a full listing of all Short Courses offered, visit uwm.edu/learningtechniques. For 24/7 access to online technical training videos, visit uwm.edu/lynda. For technical assistance, contact the UWM Help Desk by calling (toll-free ) or visit GetTechHelp.uwm.edu. 23

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