Office of Help Desk/Training Services Wharton County Junior College

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1 Wharton County Junior College

2 Table of Contents Note: The items in this table are linked. Click the item to access that section of the document. Click the Return to TOC link to return to this page. Folder Management in Outlook Adding Folders to Favorites... 3 Create a new subfolder... 4 Rename a folder... 4 Move a folder... 5 Delete a folder... 5 Favorites... 6 Handling messages... 7 Use commands to automatically handle messages... 7 Set up rules to automatically handle messages... 8 Retention Policy Templates OneDrive Intermediate Share files Deleting documents in OneDrive Delete permissions How to Create An List in Outlook Edit a Contact List Delete a contact list Mail Merge Alternative in Outlook How to Class using Outlook Advanced Query Search (AQS) Recover Deleted Items T Page 1 of 37 Rev. August 2017

3 Folder Management in Outlook 365 Default folders By default, your account starts with these folders: Inbox Incoming messages arrive in your Inbox unless you ve created an Inbox rule to redirect them to another folder, or they re identified as junk . Focus Helps you filter mail based on how you handled incoming messages in the past. When turned on, the server keeps track of messages you from individuals you more frequently. Messages from others are moved to the Focus folder. Sent Items By default, a copy of every message you send is put in your Sent Items folder. Deleted Items When you delete a message, it s moved to the Deleted Items folder. Shortcut menus for folders Most of what you can do with a folder can be found in the dropdown menu that appears when you choose a folder and right-click. Which shortcut appears depends on if you've selected a folder under Favorites or under your personal folder. Favorites The Favorites area allows quick access to folders you use most frequently. Favorites is located above your Inbox in your navigation bar. Move up in list or Move down in list Use one of these options to reposition the folder higher or lower in the folder hierarchy. Remove from Favorites. Removing the folder from Favorites doesn't remove it from your personal folder only from the quick access Favorites area. Page 2 of 37 Rev. August 2017

4 Adding Folders to Favorites 1. To see all subfolders, click More from the folder menu. 2. Do one of the following: o Right-click your personal folder and then select Create new folder. o In the new folder box, enter a name for the folder and then press Enter. o Click the star to the right of the folder; clicking the star can add or remove the folder from favorites. Tips: Any new folder created will automatically appear below the default folders. Any new folder created in the Favorites folder will automatically be added to your personal folder, but it can only be deleted from the personal folder. Any new folder created in your personal folder, however, will only appear in the Favorites folder if you right-click it and choose Add to favorites. Return to TOC Page 3 of 37 Rev. August 2017

5 Create a new subfolder 1. Below Folders, select More. 2. In your personal folder, right-click the folder that you want to add a subfolder to, and select Create new subfolder. 3. In the new folder box, enter a name for the subfolder and press Enter. Note: Check Retention and Conversation/Message settings on new folders. Rename a folder Note: You can't rename default folders such as Inbox, Drafts, or Deleted Items. 1. Below Folders, select More. 2. In your personal folder, right-click the folder you want to rename and select Rename. 3. Enter a name for the folder and press Enter. Return to TOC Page 4 of 37 Rev. August 2017

6 Move a folder You can drag a folder to a new spot in your folder hierarchy, or you can use the Move option in the shortcut menu. Here's how: 1. Below Folders, select More. 2. In your personal folder, right-click the folder you want to move, and select Move. 3. In the Move Folder window that opens, choose a new folder to move the folder into, and select Move. Delete a folder Note: You can't delete default folders such as Inbox and Sent Items. 1. Below Folders, select More. 2. Right-click the folder or subfolder you want to delete, and select Delete 3. Select OK to confirm. Return to TOC Page 5 of 37 Rev. August 2017

7 Favorites In Outlook on the web, the Favorites folder automatically includes these folders: Inbox, Sent Items, and Deleted Items. You can add folders to Favorites to make it easier to keep track of the folders that are most important to you. Adding a folder to Favorites doesn t move the folder, but instead creates a link to it. Folders added to Favorites are still in your personal folder. To add a folder to Favorites, right-click the folder under your personal folder, and select Add to Favorites or click the star to the right of the folder name. To reorganize folders, choose a folder and drag it to a new position in the folder hierarchy. Or right-click a folder and then select Move up in list or Move down in list. (Moving up or down in the list is only available for folders in Favorites.) To remove a folder, right-click the folder you want to remove from Favorites and select Remove from Favorites. This action only removes the link to the folder; the folder is still in your personal folder. Moving multiple inside a folder to another folder Click to check the box beside the Click the box at the top above the (this will select around 6 ) Drag OR Move to the other folder. Note: It may be best to use a Rules or Commands to move large numbers of s. (See Table of Contents for Rules Creation). Deleted Items folder When you delete a message, it s moved to the Deleted Items folder. You can manually remove messages from the folder. Note: the Empty your Deleted Items when you sign out option does not work known defect. Return to TOC Page 6 of 37 Rev. August 2017

8 Handling messages Use commands on the Outlook menu bar or set up rules to have Outlook automatically move messages into folders as you receive them. Use commands to automatically handle messages Commands like Sweep and Move to let you automatically delete or move messages from a particular sender. Commands appear on the Outlook menu bar when you select a message in your inbox. Sweep lets you quickly delete unwanted s in your Inbox. When you select a message, you can automatically delete all incoming from that sender, keep only the latest , or delete s older than 10 days. If you use Sweep for this message and any future messages, a rule is automatically created. You will receive notification of the rule creation. Move to lets you move a message a specific message or automatically move all messages from that sender to another folder. Return to TOC Page 7 of 37 Rev. August 2017

9 Rules Set up rules to automatically handle messages Use rules to automatically move messages into folders as you receive them. 1. In your inbox, select a message to which you want to assign a rule and click the ellipses on the Outlook menu bar. 2. Select Create rule. The New inbox rule dialog box (form) opens. 3. Name Shows the name of the sender. Page 8 of 37 Rev. August 2017

10 o When the message arrives, and it matches all of these conditions By default, three conditions are set for the received message. Select the arrows to choose other conditions. If you want to use more conditions, choose Add condition. o Do all of the following By default, one of three predefined actions is set. Select the arrow to choose other actions. If you want to add another action, choose Add Condition, Add action, and/or Add exception. o Except if it matches any of these conditions By default, no exceptions are set. Select the arrow to set an exception to the conditions above. o Stop processing more rules By default, the check box is selected. When this is selected, subsequent rules will be ignored, even if they apply to the message. 4. Select OK to save the rule. Depending on the structure of your account, you might receive a warning about modifying your rules. If necessary consult your administrator. Page 9 of 37 Rev. August 2017

11 5. To edit a rule click the box beside the rule and click the pencil. Save changes. 6. To delete the rule, click the box beside the rule and click the delete icon. Save changes. o To turn the rule off, Uncheck the box beside the rule. Save your changes. (You may need to refresh the page). If your rules don t seem to be working, you can ask for a diagnostic report by clicking the link at the bottom of the page. It will be ed to you. Return to TOC Page 10 of 37 Rev. August 2017

12 Retention Policy Retention Policies can automatically delete unwanted after a specific time period. with a limited life span, will have notices appear before the deletion (see screenshot below). Note that the specific label applied is identified. Your Retention policy provides several options. What happens to messages that are removed? A retention policy may permanently delete messages, or it may move them to your Deleted Items folder. If the retention policy description says Delete (Temporarily recoverable) you can use Recover deleted items to recover the messages. How long the items are recoverable is managed by your organization s administrator. The default period is 30 days. When you recover an item that was removed by a retention or archive policy, you have to either put it in a folder that doesn t have a policy associated with it, or remove the policy from that item after you recover it; otherwise, the item may be removed again. Page 11 of 37 Rev. August 2017

13 When an archive mailbox is enabled, the default retention policy automatically does the following: Moves items that are two years or older from a user s primary mailbox to their archive mailbox. Moves items that are 14 days or older from the Recoverable Items folder in the user's primary mailbox to the Recoverable Items folder in their archive mailbox. Name Type Retention age (days) Retention action Default 2 years move to archive Recoverable Items 14 days move to archive Personal 1 year move to archive Personal 5 year move to archive Personal never move to archive Default Policy Tag (DPT) Recoverable Items folder 730 Move to Archive 14 Move to Archive Personal tag 365 Move to Archive Personal tag 1,825 Move to Archive Personal tag Not applicable Move to Archive 1 Week Delete Personal tag 7 Delete and Allow Recovery 1 Month Delete Personal tag 30 Delete and Allow Recovery 6 Month Delete Personal tag 180 Delete and Allow Recovery 1 Year Delete Personal tag 365 Delete and Allow Recovery 5 Year Delete Personal tag 1,825 Delete and Allow Recovery Never Delete Personal tag Not applicable Delete and Allow Recovery Page 12 of 37 Rev. August 2017

14 To manually assign a label, right click on the message or the folder and click to select your choice. Return to TOC Page 13 of 37 Rev. August 2017

15 Templates Using Templates to quickly insert pre-loaded text into an . Create a Template 1. Click the down arrow to the right of New and message in the top navigation bar. 2. Type the recipient and subject in their respective fields. 3. Click the Templates icon on the lower, right hand side under the new message 4. Choose the My Templates add-in to display your templates. 5. There are three available templates in the list by default, and each one inserts specific text into the body of your . For example, if you select I'll reply later, the message, "Heading to a meeting. I'll get back to you soon," will be included in the message you are composing. You can add your own template. Page 14 of 37 Rev. August 2017

16 6. Click the to add a template 7. Click Continue 8. Enter the Subject, add (or paste the content of the Message in) and click Save Note: You can click on the template if you wish to send now see steps 10 and 11 on the next page. Return to TOC Page 15 of 37 Rev. August 2017

17 Entering the template into an 9. Open a new 10. Click the Templates icon on the lower, right hand side under the new message 11. Scroll through the templates and click the template you would like to send 12. Enter the recipient s address in the To, Cc or Bcc field and click Send Note: You must click on Bcc to add that field. Return to TOC Page 16 of 37 Rev. August 2017

18 OneDrive Intermediate What is OneDrive? OneDrive is online file storage for easy access and online sharing. With OneDrive, you can share documents, photos, and more without sending bulky attachments. Open Outlook 365 and click the App Launcher and select OneDrive There are two ways to put documents into OneDrive. You can drag and drop files into your OneDrive from your Documents OR you can upload them. Click Upload and double click the file. Page 17 of 37 Rev. August 2017

19 WARNING: Do NOT files. Syncing can expedite the spreading of viruses and other malware. Any movement of files between devices can expedite the spreading of viruses and other malware. You will see a confirmation that the document(s) loaded in OneDrive If you try to upload a file with the same name as one already on OneDrive, you will see this error Click and you will have the option to Replace the file with the one you are uploading Page 18 of 37 Rev. August 2017

20 Share files You can share files and even entire folders without attaching anything. Send a link to the PowerPoint presentation you re working on and rest assured that everything else in your OneDrive will stay private. To share items from the OneDrive website, just select the item and select Share. Right click the file you would like to share or click to the left of the file. Click Share and add the individual(s) you want to invite to share the file; Select from 3 share options: Anyone (allows all receivers of the link to edit online) WCJC (People with a wcjc.edu ) Or Specific people. Only individuals I choose will be able to access/edit the file; I can click to Allow editing or opt not to and the receiver will only be able to view the file. I can include a short message which will be ed to those I share the file with. Click Copy Link if you prefer to send the link instead of an attachment. Click Send when ready. Page 19 of 37 Rev. August 2017

21 You will receive a confirmation like the one below. The message appears in the sender and receiver s Inbox Return to TOC Page 20 of 37 Rev. August 2017

22 The receiver(s) click(s) the link to the document. In this example, the file is Document.docx. (Multiple users can edit the document at the same time see screenshot below). Sharing Details To find out who and when you shared a particular file, click to the left of the document until you see the blue check, then RIGHT click on the document and select details. Page 21 of 37 Rev. August 2017

23 Hover your cursor over the people icons to see individuals you shared the file with. Adding additional people to share with (without removing others). Click to the left of the file to select Click Share Click the elipsys at the top and select Manage Access Click Add People" Return to TOC Page 22 of 37 Rev. August 2017

24 Make appropriate selections; add message and click Share Deleting documents in OneDrive Click to the left of the document (or folder) and click Delete The Attachments folder is automatically created when you have both OneDrive and Outlook. It is to allow the save to and copy from OneDrive feature to work for attachments. Page 23 of 37 Rev. August 2017

25 When you click Save to OneDrive, your files are added to the OneDrive folder called attachments. You control the attachment settings: Send attachments directly from OneDrive simply by clicking the file from the OneDrive folder. Click Attach at the top of the and click the file. Return to TOC Page 24 of 37 Rev. August 2017

26 Delete permissions a. Click shared b. Hover over the avatar of the individual you would like to delete or change permissions for c. Click the down arrow to the right of the avatar again to see the options to Change to view only or Stop sharing For additional editing of permissions, click Advanced Page 25 of 37 Rev. August 2017

27 Click the user you want to change permissions for and the options at the top become available If you choose to delete the user s permissions, you will see a confirmation like the screenshot below Click OK to confirm permission change. Return to TOC Page 26 of 37 Rev. August 2017

28 1. Login to Outlook 365 How to Create An List in Outlook Go to Contacts by clicking People icon at the bottom of the navigation pane (or through the App Launcher). 3. Click the down arrow to the right of New and select Contact list Page 27 of 37 Rev. August 2017

29 4. Name the new Contact List; enter the name for the list. Add the names of the members. 5. Click Save Return to TOC Page 28 of 37 Rev. August 2017

30 Edit a Contact List 1. In Outlook on the web, select the app launcher > People tile. 2. Under Your contacts, select the folder that has the contact list you want to edit. 3. Select the contact list you want to edit, and select Edit. 4. Make the changes you want. 5. Select Save. Delete a contact list In Outlook on the web, select the app launcher > People tile. Select the contact list you want to delete, and select Delete. 1. Select Delete to confirm. Note: You cannot restore a contact list deleted from Outlook365 Return to TOC Page 29 of 37 Rev. August 2017

31 Mail Merge Alternative in Outlook 365 Note: Mail merge with Word 2010 and Outlook 365 is not an option 1. Open the data source (example Excel spreadsheet) then minimize it. 2. Open Outlook 365 and create the you want to send. 3. Minimize Outlook 365 and go back to the data source and copy up to 500 addresses. Minimize the data source and go back to Outlook In the Outlook 365 you created, click the Bcc to open the Bcc line. 5. Paste the addresses in the Bcc line. (This may take a few moments). 6. When ready, click Send to send the . You may receive a pop up saying Long running script error. Please allow the system time to send the . You can confirm the message has sent by finding the message in your Sent folder. Return to TOC Page 30 of 37 Rev. August 2017

32 How to Class using Outlook Login to Online Services and click the Faculty Services tab; select Summary Class List 2. Select the appropriate term by clicking the down arrow to the right of the term field and clicking the preferred term and Submit. Page 31 of 37 Rev. August 2017

33 Note: If you receive the You have no assigned sections for this term error, you can select the class by entering the CRN in directly. Click the Enter Section Identifier (CRN) Directly link. 3. Enter the CRN and click Submit Click on either the individual envelopes to the right of each student OR click the Class link at the bottom. 5. The default will open (Outlook 2010 if on campus OR Outlook Web Access(OWA) with your selected address(es) in the Bcc line. Highlight the address and Right Click; then select Copy Page 32 of 37 Rev. August 2017

34 6. Open Outlook 365 in a different browser or browser tab. Click the Bcc at the top right to open the Bcc line. 7. Paste the addresses into the Outlook 365 bcc line Return to TOC Page 33 of 37 Rev. August 2017

35 Advanced Query Search (AQS) Use Advanced Query Search (AQS), to refine your search results. In the search box, type an AQS keyword from the table below, followed by a colon and what you want to search for. For example, to find messages with a subject that contains report, enter subject: report in the Search Mail and People box. AQS keyword From To Cc Bcc Participants Subject Searches the From field. Searches the To field. Searches the Cc field. Searches the Bcc field. Description Searches the To, Cc, and Bcc fields. Searches the subject. Subject:product plan - will find any message with product or plan in the subject. Subject:(product plan) - will find any message with both product and plan in the subject. Subject: product plan - will find any message with the phrase product plan in the subject. Body or Content Sent Received Searches the message body. Searches the date sent. You can search for a specific date or a range of dates separated by two dots (..). You can also search for relative dates: today, tomorrow, yesterday, this week, next month, last week, past month. You can search for the day of the week or month of the year. Important: Date searches must be entered in month/day/year format: MM/DD/YYYY. Searches for the date received. You can use the same search terms as for Sent. Page 34 of 37 Rev. August 2017

36 Category HasAttachment:yes HasAttachment:no IsFlagged:yes IsFlagged:no Searches the Category field. A search for has attachment:yes would return only s with attachments. To further specify the s you want to search, use words or names from the mail in conjuction with the search keyword. For example, blue hasattachment:yes would return only s containing the word "blue" that include attachments. A search for hasattachment:no would return only s without attachments. A search for isflagged:yes would return only s that are flagged. A search for isflagged:no would return only s that are not flagged. When you use AQS, you can search on multiple search terms. Return to TOC Page 35 of 37 Rev. August 2017

37 Recover Deleted Items Recover that s still in your Deleted Items folder When you delete an message, a contact, a calendar item, or a task, it's moved to the Deleted Items folder in your mailbox. If you're trying to find a message that was deleted, the Deleted Items folder is the first place to look. If the message is there, here's how to recover it: a. In your folder list, select Deleted Items and do one of the following: o To restore a message to your Inbox, right-click the item and then select Move > Inbox (or another folder) o To restore more than one message, check the box to the left of each message; then click Move to and the location you want to move the message to. b. Tip: If you delete a folder, it's moved to the Deleted Items folder and appears as a subfolder. To recover it (and all the items it contains), right-click the deleted folder, click Move, and then select a folder to move it to. Recover permanently deleted no longer in your Deleted Items folder If you can't find an item in the Deleted Items folder, the next place to look is the Recoverable Items folder. This is a hidden folder, and it's the place where items are moved when you do one of the following things: Delete an item from the Deleted Items folder. Empty the Deleted Items folder. Permanently delete an item by selecting it and pressing Shift + Delete. Page 36 of 37 Rev. August 2017

38 Here's how to recover items from the Recoverable Items folder: a. In your folder list, right-click the Deleted Items folder and then select Recover deleted items. b. Select the item you want, and then select Recover. Where do recovered items go? The items you select to recover will be restored to their original folders when possible. If an original folder no longer exists, items will be restored to your Inbox. Note: You also can purge items that are shown in the Recover deleted items dialog box. Select the item, and then select Purge. If you purge an item, you can't use Recover deleted items to get it back. Return to TOC Page 37 of 37 Rev. August 2017

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