Microsoft 365 Outlook Overview Email, Calendar & Contacts

Version 1.6

Microsoft 365 Getting Started with Outlook Contents Logging into Outlook ...... 3 Overview of Outlook Email Layout ...... 7 Change the Appearance of Your Email ...... 8 Theme ...... 8 Dark mode ...... 9 Desktop notifications ...... 9 Display density ...... 9 Conversation view ...... 9 Reading pane ...... 9 Create and Send Email in Outlook ...... 10 Setting up Your Focused Inbox ...... 11 Search for Email in Outlook for Windows ...... 12 Read Receipts in Outlook on the Web ...... 13 Create an Email Signature ...... 14 Manually add your signature to a new message ...... 16 Turn on or modify automatic replies ...... 17 Schedule a Calendar Event (Appointment or Meeting) ...... 18 Using the Schedule Assistant ...... 19 Using the Room Finder ...... 19 Change to Calendar View ...... 20 Add a New Calendar...... 22 Add your personal calendar ...... 23 Sharing Your Calendar ...... 24 Manage someone else's calendar in Outlook on the web ...... 25 Get permission to edit someone's calendar ...... 25 Assign an editor or delegate ...... 25 Add a Contact ...... 27 Create Contact Lists ...... 28 Moving Contacts ...... 29 Adding an Outlook.com Icon on Desktop ...... 31 Add Mobile Device: Outlook for Apple iOS ...... 32 Add Mobile Device: Outlook for Android ...... 34

Microsoft 365 Getting Started with Outlook Logging into Outlook

1. To get started, open an Internet browser (e.g., Chrome, Microsoft Edge) and type “office.com”.

2. You will be prompted to enter your user ID and password. The first time you log into office.com, your password will be GLCap2020!

User ID: Your GLCAP.org user ID (e.g., [email protected]) Password: GLCap2020!

IMPORTANT: Your password is case sensitive. You must enter your password with the upper-case and lower-case letters exactly as it is presented above.

3. You will then be prompted to change your password. Enter your current password of GLCap2020!, and then enter your new password as illustrated below. Note: Your new password should adhere to the following password rules:  Passwords should be at least eight (8) characters long  Passwords should contain a combination of upper-case and lower-case letters, numbers, punctuation marks, and other special characters.

Microsoft 365 Getting Started with Outlook

4. To keep your login more secure, you will receive the message box below. Select “Next” to continue.

5. Microsoft will ask for another way to contact you. Select your preferred contact method (e.g., cell phone) and select “Next”.

NOTE: A mobile phone number – not a desktop number – should be used for verification. This number will only be used for verification purposes.

Microsoft 365 Getting Started with Outlook 6. A text message will be sent to the cell phone number submitted. Enter the code sent to your cell phone and select “Verify”.

7. Your additional security verification is now complete. Please note: This is only required on the first time you log into Microsoft 365. Select “Done” to continue.

Microsoft 365 Getting Started with Outlook TIP: If you're having trouble signing in to your Outlook.com account, see How to sign in to Outlook.com.

You will then be prompted with the Office 365 dashboard illustrated below. Select the Outlook icon to continue on to your email, calendar, and contacts.

Microsoft 365 Outlook is a web-based email, calendar, contact manager, and task manager. It allows you to securely access your emails anywhere and on any device. Listed below are instructions on how to log into Outlook for the first time.

Please note: Staff that are non-exempt (hourly) are not to access their email during non- working hours unless directed/approved by your supervisor.

Microsoft 365 Getting Started with Outlook Overview of Outlook Email Layout 1. Message - Create a new message by choosing New mail

2. Folders List - Includes the folders in your mailbox. Some folders are pre-populated, or you can create new ones. For the purposes of this pilot, please do not create new folders.

3. Search box - Type what you want to search for

4. Message list - Messages in the current folder are listed

5. Reading pane - The conversation or message that you chose appears in the reading pane

Microsoft 365 Getting Started with Outlook Change the Appearance of Your Email

To change the appearance of your email, select the Settings at the top of the page.

1. See the #1 illustration below. From here, you can modify many components of how your email looks. Including, but not limited to, the following:  Change the theme of your email  Change the size of the Folder Pane  Move the Reading Pane

2. To see all options, select the “View all Outlook settings” link. See the #2 illustration below.

3. Try changing the appearance of your layout to see what works best for you.

You can quickly change the appearance of the message list and reading pane in Outlook so it looks and behaves the way you want.

Theme Under Theme, choose from one of the themes displayed. You can also select View all to choose from more options.

Microsoft 365 Getting Started with Outlook Dark mode Dark mode switches the color scheme from a light background to a dark one. Turning on dark mode can reduce eye strain in low-light environments.

To learn more about dark mode, see Dark mode in Outlook.com and Outlook on the web.

Desktop notifications Desktop notifications let you know when you've received a new message or have an upcoming calendar event, even when your browser window is minimized. You might need to enable notifications in your browser to use desktop notifications in Outlook.

Display density Display density lets you adjust the spacing between messages in your message list. Choose Full to view sender images, attachment previews, and message preview text (sender, subject, and part of the first line of text). Medium shows only message preview text with some spacing between messages, and Compact shows only message preview text with minimal spacing between messages.

Conversation view Conversation view groups your messages by conversation. You can view conversations with the Newest messages on top or Newest messages on bottom. If you prefer, you can turn Conversation view Off.

Reading pane You can configure the Reading pane by selecting Show on the right or Show on the bottom. If you don't want to use the reading pane, select Hide.

Microsoft 365 Getting Started with Outlook Create and Send Email in Outlook 1. Select the button to start a new message.

2. Enter a name or email address in the To, Cc, or Bcc field. If you don't see Bcc, see Show, hide, and view the Bcc box.

3. In Subject, type the subject of the email message. Place the cursor in the body of the email message, and then start typing.

4. After typing your message, choose Send.

5. Practice sending/receiving sending test messages to others in the GLCAP Pilot group

HELPFUL TIP: You can use the @mentions to get someone's attention

1. In the body of the email message or calendar invite, enter the @ symbol and the first few letters of the contact's first or last name.

2. When Outlook offers you one or more suggestions, choose the contact you want to mention. By default, their full name is included. You can delete a portion of the mention, for example, everything other than the person's first name.

3. The mentioned contact is added to the To line of the email or the meeting invite.

Microsoft 365 Getting Started with Outlook Setting up Your Focused Inbox Focused Inbox helps you focus on the emails that matter most. It separates your inbox into two tabs— Focused and Other. If messages aren't sorted the way you like, you can move them and set where to deliver future messages from that sender.

1. Select the Focused or Other from the top of the Message Pane.

2. To move a message to either the Focused tab or Other tab, right-click the message you want to move and select Move to Other or Move to Focused.

3. Go to your Settings to turn the Focused Inbox on or off

Microsoft 365 Getting Started with Outlook Search for Email in Outlook for Windows In Outlook, you can search to quickly find emails in your crowded inbox or in one of your many folders.

1. Select the Search box.

2. Type what you're looking for, like part of a subject or a contact's name.

3. If you want to narrow your search, put your cursor in the Search box and select left arrow to display more options. This narrows down your search to your Inbox, your Drafts folder, your Sent items, etc.

Microsoft 365 Getting Started with Outlook Read Receipts in Outlook on the Web

To request a read receipt or a delivery receipt for your message, complete the following:

1. Select at the top of the message compose pane.

2. Select Show message options.

3. Select Request a read receipt or Request a delivery receipt, or both.

4. To choose how Outlook on the web responds to read receipt requests:

5. Select Settings > View all Outlook settings.

6. Select Mail > Message handling.

7. Under Read receipts, choose how to respond to requests for read receipts.

Microsoft 365 Getting Started with Outlook Create an Email Signature 1. On the top navigation bar, select the Settings , and select View all Outlook settings at the bottom of the panel.

2. To create and/or modify an email signature, select Mail à Compose and reply

3. Within the Email signature section, cut and paste GLCAP’s standard email signature below into the M365 Email signature section. Update your first name, last name, and phone number(s) accordingly.

First & Last Name | Title Great Lakes Community Action Partnership (GLCAP) 800-775-9767 office | XXX-XXX-XXXX mobile 127 S. Front St., PO Box 590, Fremont, OH 43420

www.glcap.org Follow us: Facebook | Twitter | Instagram | LinkedIn

Helping Communities Thrive, One Neighbor at a Time

4. If you want your signature to display at the bottom of all outgoing email messages, including replies and forwards, select the Automatically include my signature on new messages I compose check box. 5. If you want your signature to display at the bottom of all forwarded messages and message replies, including replies and forwards, select the Automatically include my signature on messages I forward to reply check box. 6. Select Save when you're done.

Microsoft 365 Getting Started with Outlook Email Signature DOs and DON’Ts: • DO feel free to use your direct line, your location's main number, or the toll-free number for the “Office” number

• DO feel free to include or exclude your mobile phone number. It’s up to you.

• DO include only the address at headquarters

• DO keep the format of your email signature consistent with the GLCAP branding standards below. Your email signature should be in the exact format below.

Teal Font Color Orange Font Color

• DON’T add any additional quotes

• DON’T include any images or logos, including awards. Email providers all handle images differently. Some display the images in the signature block while others include the images as attachments. This discrepancy can cause email recipients to overlook real attachments and is best to be avoided.

• DON’T create a new GLCAP tagline and incorporate it into the signature

IMPORTANT: If you plan to use Outlook and Outlook on the web, you will need to create a signature in both products. To create and use email signatures in Outlook on the web, see Create and add an email signature in Outlook.com or Outlook on the web.

Microsoft 365 Getting Started with Outlook

Manually add your signature to a new message

If you've created a signature, but didn't choose to automatically add it to all outgoing messages, you can add it later when you write an email message.

1. Go to your mailbox and choose New message.

2. Type your message, and then choose > Insert signature at the bottom of the compose pane.

3. When your email message is ready, choose Send.

Microsoft 365 Getting Started with Outlook Turn on or modify automatic replies

1. At the top of the page, select Settings > View all Outlook settings > Automatic replies. 2. To turn on automatic replies, select the Turn on automatic replies toggle. 3. Select the Send replies only during a time period check box, and then enter a start and end time. 4. If you don't set a time period, your automatic reply remains on until you turn it off by selecting the Automatic replies on toggle. 5. Select the check box for any of the following options that you're interested in: a. Block my calendar for this period b. Automatically decline new invitations for events that occur during this period c. Decline and cancel my meetings during this period 6. In the box, type a message to send to people during the time you're away. 7. To only send replies to your contacts, select the Send replies only to contacts check box. 8. Select Save. 9. To turn off automatic replies, return to the Automatic replies page and select the Automatic replies on toggle.

Microsoft 365 Getting Started with Outlook Schedule a Calendar Event (Appointment or Meeting)

1. Navigate to the Outlook Calendar. Select the Calendar icon ( )at the bottom of the screen.

2. In Calendar, select New Event.

3. Add a Title, Date, and Start Times and End times.

4. Select a Room and Location, if applicable. For more detail on how to use the Room Finder functionality, see the Using the Room Finder section below

5. If applicable, Invite Attendees to be invited.

6. Select if this is a repeating event/meeting.

Microsoft 365 Getting Started with Outlook Using the Schedule Assistant 7. Select Schedule Assistant to check schedule availability for all attendees. The shaded area with vertical bars shows the meeting time. Drag the bars to adjust the meeting time. The grid shows when attendees are available. To the right of the meeting request, Outlook shows suggested times and the number of conflicts. Select Done to close the scheduling window.

Using the Room Finder 8. Click on the field “Search for a room or location”, and select “+ Browse with Room Finder”. All available rooms for the date, time and duration selected will appear will a green “Available” beneath the room name.

9. Press “Save” to save your event, or “Send” to send a meeting invite.

Microsoft 365 Getting Started with Outlook Change to Calendar View View the Calendar by month to see what you are doing at-a-glance. A common way to view the calendar is by setting the work week to start on a Monday.

1. From within the Outlook Calendar, select the dropdown at the upper right to select if you’d like to view your calendar by month, day (1-6), work week (Monday – Friday), or week (Sunday – Saturday). See illustration below.

2. To view multiple calendars at once, select all calendars that you want to view under the “My Calendars” dropdown. In this example, we’ll be selecting the “United State holidays” calendar. When you navigate to the week of September 7, 2020, “Labor Day” now appears. See illustration below.

Microsoft 365 Getting Started with Outlook

3. To navigate back to the current date, you have several options. . You can select the “Today” link, . You can select the date dropdown, or . You can navigate to the date you want to view by selecting the small calendar. See illustration below.

Microsoft 365 Getting Started with Outlook Add a New Calendar

To create a new calendar:

1. In Outlook.com, select Calendar > Add calendar > Create new calendar.

2. Give your calendar a name.

3. Customize your calendar with a color, a charm, or both.

4. Optional: Add your calendar to an existing calendar group.

5. Select Save.

Microsoft 365 Getting Started with Outlook Add your personal calendar

You can connect a calendar from one Outlook.com or Google account to your work or school account. This lets you view and manage the calendar in that personal account when you're only signed in to your work or school account. It also lets you include your personal calendar events in your work or school availability for people in your organization who are scheduling events with you using the Scheduling Assistant in Outlook. For more information about managing your personal calendar in your work or school account, see Show personal events on your work or school calendar.

To add a personal account:

1. In Outlook on the web, go to Calendar and select Add calendar.

2. Select Add personal calendars, then choose a personal account to add. Enter your account's credentials.

3. You'll see a message that tells you your account is being connected or that you need to authenticate that account. After the connection is complete, you'll see that your account has been connected and your personal events now affect your work or school availability.

4. After you close the Add personal calendars window, you'll see your connected account in the navigation pane in Calendar.

After you've added a calendar, you can go to your calendar list and change the color or add a charm by using the More menu next to the calendar.

Note: Adding a personal calendar doesn't give you access to email from your personal account. It adds only your calendar and adds it only to Outlook on the web.

To remove the connection between your personal calendar and your work or school account:

1. In Outlook on the web, select Calendar > Add calendar > Add personal calendars.

2. Select Remove. Your personal calendar will be disconnected from your work or school account immediately.

Microsoft 365 Getting Started with Outlook Sharing Your Calendar

When you share your Outlook.com calendar with people, they're able to add it directly to their calendar view in Outlook. Depending on the permission you give them, they can view your calendar or edit it. You can also share your Outlook.com calendar with others by publishing your calendar and sending them a link to a webpage or a file.

If your Outlook.com calendar won't sync in Outlook on Windows or you can't edit a shared Outlook.com calendar in Outlook on Windows, see My Outlook.com calendar won't sync or I can't edit a shared Outlook.com calendar.

Note: Sign in to Outlook.com using any Microsoft account, including email accounts ending in @outlook.com, @live.com, @hotmail.com or @msn.com. If you have an Microsoft 365 work or student account, see Share your calendar in Outlook on the web for business.

1. At the bottom of the page, select to go to Calendar. 2. At the top of the page, select Share, and choose the calendar you want to share.

 Note: You can't share calendars owned by other people.

3. Enter the name or email address of the person with whom you want to share your calendar. 4. Choose how you want this person to use your calendar:

 Can view all details lets the person see all the details of your events.  Can edit lets the person edit your calendar.

5. Select Share. If you decide not to share your calendar right now, select .

Notes:  When sharing your calendar with non-Outlook.com users, such as Gmail users, they will only be able to accept the invitation using an Outlook.com or an Microsoft 365 account.

 Calendar items marked private are protected. Most people with whom you share your calendar see only the time of items marked private, not the title, location, or other details. Recurring series marked as private will also show the recurrence pattern.

Microsoft 365 Getting Started with Outlook Manage someone else's calendar in Outlook on the web

With the right permission, you can use Outlook on the web to edit other people's calendars and even send and respond to meeting requests on their behalf.

Note: If the instructions don't match what you see, you might be using an older version of Outlook on the web. Try the Instructions for classic Outlook on the web.

Get permission to edit someone's calendar Before you can edit someone else's calendar, they have to give you permission by sharing their calendar. They can follow the instructions at Calendar delegation in Outlook one the web for business to learn how. As an editor, you can create or edit events on the calendar. As a delegate, you can also respond to meeting invitations on the calendar owner's behalf. The calendar owner can also choose to give delegates access to private events.

Note: It's not possible to use Outlook Calendar to request permission to someone else's calendar.

Assign an editor or delegate You can give anyone within your organization editor or delegate access to your calendar. Editors can be assigned to your primary calendar (named "Calendar") or to any additional calendars that you created. Delegates can only be assigned to your primary calendar. You can't give editor or delegate access to people outside your organization.

1. In Outlook on the web, select at the bottom of the page.

2. At the top of the page, select Share > Calendar.

3. In the Sharing and permissions page, type the name or email address of the person you want to share your calendar with. Though you can share your calendar with more than one person, you can only add one person at a time from Outlook on the web.

4. After you’ve added the person you want to manage your calendar, select the drop-down list next to their name, and choose the level of access you want them to have.

. Select Can edit to give them permission to make changes to your calendar.

. Select Delegate to give them the same permission as an editor, plus they will receive meeting requests and responses on your behalf.

Microsoft 365 Getting Started with Outlook Note: When a delegate responds to a meeting invitation on your behalf, you won't see the response on the invitation in your Inbox when using Outlook on the web. Meetings that are accepted or tentatively accepted will appear on your calendar and will show that your delegate accepted them.

. The options Can view when I'm busy, Can view titles and locations, and Can view all details allow others to view your calendar but not make changes to it. Access for people from outside your organization is limited to these options.

5. After you’ve finished adding the person you want to share your calendar with and have chosen which permission you want to give them, select Share. If you decide not to share your calendar right now, select Remove.

The person you shared your calendar with will receive an email message telling them about it. When they select the Accept button in the invitation, it will add your calendar to their list of calendars.

Microsoft 365 Getting Started with Outlook Add a Contact

1. Select the People icon ( ) at the bottom left of the screen. 2. Select New Contact or press Ctrl+N.

3. Enter a name and any other information that you want to include for the contact. To enter more information (e.g., Work Address, Office Phone Number, etc.), select the "+ Add more” link.

4. Select Create to save your contact or Discard to remove this contact entry.

Microsoft 365 Getting Started with Outlook Create Contact Lists

A contact list is a collection of email addresses and is useful for sending email to a group of people.

Contact lists are sometimes referred to as distribution lists.

For example, create a contact list named My book club and add all the members of your book club to it. When you want to send an email message to everyone in the club, just add My book club in the To line of the email.

Note: By default, contact lists are created in the default Contacts folder, and you can also see them under All contact lists. If you want to save the contact list in a different folder, select the folder before you select New contact list.

1. On the People page, on the toolbar, select the arrow next to New contact and then select New contact list.

2. Enter a name for the list, and then add names or email addresses.

3. Select Create.

Tip: If you want to group contacts for other reasons than sending email, you can create a folder instead. Then add contacts to the folder.

Microsoft 365 Getting Started with Outlook Moving Contacts

IMPORTANT: Groupwise folders are migrated into Contact folders in Outlook. If you want to set up a distribution lists, you will need to create a Contact List. See Create Contact Lists.

All Outlook folders have the functionality to “Select All” and “Move to” which allows you to move an entire folder or individual contacts into the main Contacts folder, into an existing Contact List, or into a new Contact List.

NOTE: All GroupWise contact groups will be moved into an Outlook Contact folder. See the “TEST Contact Folder” illustrated below. Once in Outlook, you can easily move contacts to a Contact List (Distribution List) or into a new folder.

Microsoft 365 Getting Started with Outlook 1. To move contacts from a Contacts Folders into a new or existing Contact List, select the contacts you wish to move.

2. Select the dropdown “Add to list”

3. Select either an existing Contact List or select “New contact list” to create a new Contact List.

Microsoft 365 Getting Started with Outlook Adding an Outlook.com Icon on Desktop

1. Open Outlook on the web (Office.com  Outlook).

2. Select the icon next to the URL (see illustration below) and drag it onto your desktop. This creates an icon on your desktop to access Outlook.com.

Microsoft 365 Getting Started with Outlook Add Mobile Device: Outlook for Apple iOS

Download Outlook for iOS from the iOS App Store and then open it. The icon looks like this:

Note: See system requirements for your iOS devices here.

If it's your first time using Outlook for iOS, enter your full email address, then tap Add Account. If not, open the Menu > tap Settings > Add Account > Add Email Account.

If you're asked to select your email provider, please contact your IT admin for support as there may be a misconfiguration. You can also set up your email account manually or use IMAP/POP.

Microsoft 365 Getting Started with Outlook

Enter your email account password and tap Sign In. Note: The sign in screen may look different for you depending on your email provider.

Accept any prompts for permission you may receive.

Swipe through the features and you're now ready to use Outlook for iOS!

Microsoft 365 Getting Started with Outlook Add Mobile Device: Outlook for Android

Install the Outlook for Android app from the Google Play Store and then open it.

Tap Get Started if this is your first time.

Otherwise, to add another email account, open the Menu > Settings > Add Account > Add Email

Account. Then skip to step 4 under Set up another email account below.

Outlook may detect your Google accounts. To add them to Outlook for Android, tap Google Connect Account and then tap OK to confirm. Tap Allow to give Outlook access to your Contacts.

If you don't want to add these accounts, tap Skip and then go to step 4 under Set up another email account below..

Select the accounts you'd like to add and tap Add Account. You may be asked to sign in.

Microsoft 365 Getting Started with Outlook

Tap Allow to confirm offline access and any other prompts.

To add another email account, tap Continue and go to Step 4, otherwise tap Skip.