OFFICE 365 C&G USER TRAINING.

PRESENT BY MICROSOFT SOLUTION ENTERPRISE SECTION

AGENDA

• OWA Client

• INTERFACE OVERVIEW

• MAIL MESSAGES

• CALENDAR

• CONTACTS

• OPTIONS

• Outlook Client

• INTERFACE OVERVIEW

• MAIL MESSAGES

• CALENDAR

• CONTACTS

• OPTIONS

• Mobile Client

• Configuring and Connecting iOS devices (iPhone, iPod Touch, iPad)

• Configuring and Connecting Android

OWA CLIENTOFFICE 365 C&G USER TRAINING

INTERFACE OVERVIEW 1. Calendar - create and track new events/appointments and meetings. Create multiple calendars, link to other people’s calendars and even share your calendar with other people.

2. People - find, create, and edit contacts.

3. Search and Filter Tools - Type what you want to search for here, such as the name of a person you want to find messages from, or text that you want to search for to find a particular message.

4. Outlook Web App Settings - modify different OWA settings, such as display and options.

5. Primary Response Actions - respond to any message in the conversation by using Reply, Reply All or Forward at the top of a message to respond to it.

6. Messages in Selected Folder- Each entry in the list view has additional information, such as how many messages there are in a conversation and how many are unread, or if there is an attachment, flag, or category associated with any messages in the conversation. A conversation can have one or more messages.

7. Reading Pane- displays the contents of the selected email message.

8. Folders - The folder list includes the folders in your mailbox and Favorites. You can collapse this pane by clicking the folder icon at the top. You can expand and collapse folders in this view by clicking the triangle icons next to the folder names.

9. Tasks - store tasks that you create or that are sent to you. Also view messages that you’ve flagged.

MAIL MESSAGES

Create New Message

1. Click +New Mail above the folder list. A new message form will appear in the reading pane.

2. Enter the e-mail address and type the message. To add an attachment, click Insert (paperclip icon) Total message size is limited to 25 MB including attachments.When finished, click Send.

3. When finished, click Send.

Open or Save an E-mail Attachment

1. Select the email with the attachment.

2. Tap or click the icon for the attachment to open it or to select the Save option

Add a Signature to Message

1. Click the gear icon, then select Options.

2. In the left-hand panel, select “settings”.

3. Type and format your signature block under the “email signature” section.

4. To automatically apply the signature to each outgoing email message, place a check in the checkbox “Automatically include my signature on messages I send”.

5. When finished, click Save.

Signatures are not maintained across clients. A new signature will need to be created when using another e-mail client (e.g. Outlook 2010).

CALENDAR

New Event/Appointment

1. Select Calendar from the top menu bar.

2. Click the +New event or double-click the calendar to open a new calendar item form.

3. Enter the event/appointment details (Event description, location, date, etc).

4. When finished, click Save.

New Meeting

1. Select Calendar from the top menu bar.

2. Click the +New event or double-click the calendar to open a new calendar item form.

3. Enter the event/appointment details including entering the names of the people you want to invite in the Attendees field. (Event description, location, attendees, date, etc).

4. Select the Scheduling Assistant to show the availablity of invited attendees.

5. When finished, click Send.

Manage Events/Appointments/Meetings

6. Edit/Change - select the appointment on the calendar view and click the pen/pencil icon to Edit. Amend any dates, times, etc and then click Send.

7. Delete - select the appointment on the calendar view and click the pen/pencil icon to Edit.

8. Cancel - select the meeting on the calendar view and click Cancel.

Track Meeting Responses

Meeting organizers can track accepted and declined responses.

9. Double click on the Event/Appointment/Meeting within the calendar.

10. Select the “attendees” option to view responses.

Share Your Calendar

1. Select Calendar from the top menu bar.

2. Click Share from the topic of the calendar view.

3. Within the Share with box, type the name or email address of the person you want to share your calendar with.

4. Next, select how much information you want them to see. Full details will show the time, subject, location and other details of the all items in your calendar. Limited details will show the time, subject and location, but no other information. Availability only will show only the time of items on your calendar.

5. When finished, click Send.

CONTACTS

Create a New Contact

1. Select People from the top menu bar.

2. Select +new and select create contact.

3. Add the Contact information for your contact (e.g. Name, Email, etc).

4. When finished, click Save

Edit Contact

1. Select People from the top menu

bar.

2. Select the Contact to be edited.

3. Select the “Edit” icon (pencil).

4. Make your changes. When finished,

click Save.

Contact Groups

1. Select People from the top menu bar.

2. Select +new and select create group.

3. Add the Group name and information (e.g. Members, Email, etc).

4. Outlook Web App will search for a match in your Contacts and in your organization’s address book. If a match isn’t found, you can search for that person. You can also type an email address directly in Members.

5. Press Enter to add your selection to the group.

6. When finished, click Save.

OPTIONS

Add a Flag to a Message

• When you flag a message, today is automatically assigned as the follow-up date. You can set a different follow-up date by right-clicking the flag.

• To mark a flagged item as complete, click the flag and it will change to a check mark.

• To mark a completed item as not complete, click the check mark and it will revert to a flag.

• To remove the flag, right-click the flag icon and select Clear flag.

Categorize a Message

Right-click a message in the list view, and select a category (color) by clicking the extended menu.

OUTLOOK CLIENTOFFICE 365 C&G USER TRAINING

INTERFACE OVERVIEW

1. Quick Access Toolbar - contains shortcuts for the most commonly used tools.

2. File tab (Backstage View) - contains tools to manage account and settings.

3. Ribbon - contains groups of tools for use with Outlook 2013 such as New Message, Reply, Follow-Up, etc.

4. Messages- move, flag, categorize or delete messages within the message list.

5. Reading Pane - displays the contents of the selected email message.

6. Navigation Pane- gives access to Inbox folders, sent and deleted items and the ability to toggle to calendar and tasks.

Panes can be removed or minimized from the View Tab - Layout

MAIL MESSAGES

Create New Message

1. In Mail, on the Home tab, in the New group, click New E-mail.

2. Address and type the message. To add an attachment, click Attach File on the Message tab. Total message size is limited to 25 MB including attachments.

3. On the Address tab, click Send.

Open or Save an E-mail Attachment

4. Select the e-mail with the attachment.

5. Right-click on the attachments icon in the Reading Pane.

6. Select Save Attachments and choose where to save the file.

The same right click menu gives you an option to remove the attachment from the email.

Out of Office

1. Click File - Automatic Replies.

2. Select Send automatic replies.

3. If you want, select Only Send During this time range checkbox to schedule your out of office replies. If you don’t specify a start and end time, auto-replies are sent until you select the Do Not Send Autorepliescheckbox.

4. You can specify messages for Inside My Organization (UW-Madison) and Outside My Organization.

Create and add a Signature

1. Go to the File menu and select Options, then click Mail.

2. Within the settings area, click Signatures....

3. Click New to add a new signature, type the name of the signature and continue to enter the necessary information within the Edit Signature section.

4. Repeat step 3 to create additional signatures. You can also set default signatures for new messages, replies, and forwards.

5. When creating a new message or replying to an existing one, on the Message tab, click Signatures and select the signature you want.

Signatures are not maintained across clients. A new signature will need to be created when using another e-mail client (e.g. Outlook Web App).

CALENDARNew Appointment

On the Home tab, within the New

group, click New Appointment or

right-click a time block in your

calendar grid, then click New

Appointment.

New Meeting

1. On the Home tab, within the Calendar, click New Meeting or right-click a time block in your calendar grid, then click New Meeting Request.

2. Invite attendees using the To: field.

3. Click on the Scheduling Assistantbutton to view attendees availability.

4. Add the appointment details (time, locations, etc.).

5. When finished, click Send.

Track Meeting Responses

Meeting organizers can track accepted and declined responses.

6. Double-click on the Meeting/Appointment.

7. Click the Tracking button to view responses.

Manage Appointments

• Change - drag the appointment to a new location on the calendar.

• Delete - select the appointment on the calendar view and then press Delete.

• Edit - double-click the appointment to open it. Amend any dates, times, etc and then click Send Update.

• Cancel - double-click the appointment to open it. Click on the Cancel Meeting. Choose options for notifing attendees.

Change Calendar Permissions

1. On the Home tab, within the Share group, click Calendar Permissions.

2. To change the default view, select Default and then select the desired read level access.

3. To give others more detail or other permissions, click Add.

4. Select an individual from the Address book and click OK. You will be returned to the Permissions tab of your Calendar Properties and those individuals(s) just added will be selected.

5. Select the desired permissions and click OK.

CONTACTS

Create a New Contact

1. Click on the People icon in the Navigation bar.

2. On the Home tab, within the New group, click New Contact.

3. Enter your contacts details.

4. When finished, click Save & Close.

Edit Contact

5. Double click the contact name of the contact you wish to make changes to.

6. Edit and make changes.

7. When finished, click Save & Close.

Contact Groups

1. Click on the People icon in the Navigation bar.

2. On the Home tab, within the New group, click New Contact Group.

3. Type in a name for the Contact Group in the Name box.

4. On the Contact Group tab, in the Members group, click Add Members and then select From Outlook Contacts or New Email Contact.

5. Find the individual you would like to add.

6. Follow steps 4-5 for each individual whom you want to add to the Contact Group.

7. When finsihed, click Save & Close.

OPTIONS

Add a Flag to a Message, Task or Contact

1. In an open message, on the Home tab, within the Tags group, click Follow Up, then click a flag.

2. Select Add Reminder from the Follow Up menu.

3. In a Message list, such as in your inbox, click the Flag icon to the right of item to set your default flag.

4. Right-click the flagged item and select Add Reminder.

Categorize a Message, Contact or Calendar

On the Home tab, in the Tags group, click Categorizeand select a color category. To see more categorizes, click All Categories.

MOBILE CLIENTOFFICE 365 C&G USER TRAINING

CONFIGURING AND CONNECTING IOS DEVICES (IPHONE, IPOD TOUCH, IPAD)

• Step 1: On the home screen of your iOS device, tap the Settings icon.

• Step 2: Scroll down until you see Mail, Contacts, Calendars and tap the option.

• Step 3: Tap the Add Account icon.

CONFIGURING AND CONNECTING IOS DEVICES (IPHONE, IPOD TOUCH, IPAD)

• Step 4: Tap the Microsoft Exchange option.

• Step 5: Configure your Exchange credentials

• Enter your primary email address (i.e. username@g-able.com, username@cdg.com) in the “E-mail address” field.

• Enter your password associated with your username in the Password field.

• Enter UR in the description field.

• Tap Next.

• Step 6: The server name may automatically be populated, if not, you may be prompted with additional fields to enter. Type in the following:

• Server: outlook.office365.com

• Domain: (Leave Blank)

• Username: username@g-able.com

CONFIGURING AND CONNECTING IOS DEVICES (IPHONE, IPOD TOUCH, IPAD)

• Step 7: Set which features (Mail, Contacts, Calendars, Reminders, Notes) you want to sync on your device and tap Save.

CONFIGURING AND CONNECTING ANDROID

• Step 1: Tap on the App Drawer then tap on Settings.

• Step 2: Tap on Corporate • Step 3: Scroll down and tap on + Add Account

CONFIGURING AND CONNECTING ANDROID

• Step 4: Tap on Email• Step 5: Configure Account Setup

• Enter your primary email address (i.e. username@g-able.com, username@cdg.com) in the “ Primary E-mail Address Here” field.

• Enter your password associated with your username in the field below the Primary E-mail Address field.

• Tap Manual Setup.

• Step 6: Tap on Exchange

CONFIGURING AND CONNECTING ANDROID• Step 7: Configure Account Setup (continued)

• Enter your username@ur.rochester.edu in the “Domain\Username” field

• Enter your password associated with your username in the “Password” field

• For the server field, enter outlook.office365.com

• Verify there is a checkmark for Use secure connection

• Tap Next.

• Step 8: You will be prompted to allow remote security administration. Tap OK to allow setup to complete.

CONFIGURING AND CONNECTING ANDROID

• Step 9: Configure your preferred sync options. Tap Next.

• Step 10: Tap Activate. This acknowledges the mobile security policy that is being applied to your hand held device.

• Step 11: Tap Activate. Your email will download.

CONFIGURING AND CONNECTING ANDROID

• Step 12 Open the Mail application on your Android device. Your emails will now sync to your smartphone.

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PRESENT BY MICROSOFT SOLUTION ENTERPRISE SECTION