Outlook for ios App Store Outlook for Mobile - iphone

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1 App Delivery - Mobility Outlook O365: Using Outlook on your Mobile Device Frequently Asked Questions Trinity Health's Migration to Outlook O365 Trinity Health is currently in the process of migrating to Microsoft's O365 (Office 365) Cloud based hosting system. This Frequently Asked Question document provides answers about setting up and using Outlook on your tablet or mobile device. This FAQs document includes steps you can perform on your mobile device. QUESTIONS AND ANSWERS: ACCESSING ON YOUR DEVICE Q: How do I access my from my mobile phone? A: To access from your mobile phone you will need to install one of the following applications: Outlook for ios App Store Outlook for Mobile - iphone This job aid contains important security authentication steps and links to job aids. Outlook for Android Google Play Store Outlook for Mobile Android This job aid contains important security authentication steps and links to job aids WEB PORTAL / OUTLOOK WEB ACCESS Q: Why are we moving to a new web access tool? A: We are required to use Outlook on the Web instead of OWA with Microsoft O365. The Outlook mobile app is different also, with new security and identity authentication requirements. Once your mailbox is in the O365 cloud you will need to download the new mobile Outlook app. As we launch more O365 apps, they will integrate and work with Outlook on the Web, and Outlook mobile, in the O365 cloud. Q: Where can I find job aids, demos, and training for Outlook on the Web? A: Job aids as well as demo videos, quick references, and other learning for Outlook on the Web are located here: HOW DO I GET HELP? Q: Who do I call if I experience problems with Outlook on my mobile device? A: If you experience problems during or after the migration, please call the Service Desk at or Trinity Health Classification: Internal Updated: 1/22/19 App Delivery - Mobility Page 1 of 5

2 FOCUSED INBOX Q: How can I turn off the Focused Inbox? A: In Settings you can manage all settings for your Outlook O365 Account, Mail, and Calendar. The Mail setting includes Focused Inbox. First, go to Settings: 1. On your mobile device, go to the menu next at the top of the Inbox. 2. At the bottom, click the Gear icon to open Settings. 3. The Settings panel opens. In the Settings panel (third screen shot) you can manage your Outlook account, set up notifications, create or change your signature, organize your , work with your Calendar, and configure most of your Outlook settings. 4. Click the Focused Inbox toggle button to turn it off or on. Focused Inbox sorts your into mail received from internal contacts (Focused) and mail received from external contacts (Other). It's an optional feature in Outlook on the Web and Outlook mobile app. The Trinity Health Messaging team recommends turning it off. "Off" means all your s are arranged together in chronological order of when they're received. You can change it at any time, but each time you turn it on or off, it will take several minutes to reorganize your messages Trinity Health Classification: Internal Updated: 1/22/19 App Delivery - Mobility Page 2 of 5

3 ORGANIZE MAIL BY THREAD Q: How can I turn off organizing my s by threads? A: Below the Focused Inbox button is the Organize mail by thread button. Click to turn it off or on. If you change this setting, each time it will take several minutes to download and reorganize your messages. When the Organize mail by thread button is off in your mobile Outlook mailbox, s are organized by when they are received, individually, but not grouped together in a "chain or thread." When this setting is turned on, conversations are kept together in a group, with the oldest in that conversation (first received) at the top and the newest at the bottom of the thread. Like Focused Inbox, it is personal preference and can be changed at any time Trinity Health Classification: Internal Updated: 1/22/19 App Delivery - Mobility Page 3 of 5

4 OUT OF OFFICE (AUTOMATIC) REPLIES Q: How do I turn on Out of Office automatic replies on my device? A: In Settings you can manage all settings for your Outlook O365 Account, Mail, and Calendar. The Account info panel is where you'll find the Automatic replies setting. On the Settings panel: 1. Under Accounts, click your Account address. The Account info panel opens. 2. On Account info, click Automatic replies. The Automatic replies panel opens. 3. Choose whether to send Out of Office replies to everyone or only those in our organization. To create a different reply for external senders, click Use different messages 4. In the Reply to everyone with section, type your Out of Office reply. This is the reply that will be sent to everyone. You must turn the replies off when you are back in the office. Outlook will remind you, or you can set a reminder to yourself. Note: this feature is different in Outlook mobile than in Outlook on the Web or Outlook desktop You do not set a range of dates to send automatic replies; instead when you turn it on, it's on immediately until you turn it off. While it's on, Outlook will remind you each time you log in that you are currently sending out of Office Automatic replies, and then gives you an opportunity to turn them off. Or you can come back to this panel anytime to turn them off, or on Trinity Health Classification: Internal Updated: 1/22/19 App Delivery - Mobility Page 4 of 5

5 EDIT OR CREATE AN SIGNATURE Q: How can I edit my Signature in Outlook, on my device? A: In Settings, under Mail, you'll find the Signature setting. 1. In the Settings panel, in the Mail section below Notifications is the Signature link. Your current signature is displayed directly beneath. Click Signature to open the Signature panel where you create or edit it. 2. Type your signature, with department and Trinity Health information beneath. See the job aid on the O365 Communication & Training site called Adding Your Signature for Trinity Health standard elements and formatting of your signature. OPEN PDF FILES FROM OUTLOOK ON YOUR ANDROID DEVICE Q: How can I open PDF files (attachments) from an on my Android device? A: Go to the Google Play Store and download the Microsoft Azure Information Protection (AIP) app. Click Install. After it is installed, open it for the first time, and it will connect to the Outlook security and register itself. This may take a couple minutes. When it is done, the app will open automatically whenever you try to open a PDF in Outlook. (screenshots are cropped) 2019 Trinity Health Classification: Internal Updated: 1/22/19 App Delivery - Mobility Page 5 of 5