Office 365

Outlook on the Web Introduction Office 365 includes Outlook on the Web so you can get to your email whenever you are online even if you are away from your desk or using your mobile phone or tablet. Outlook on the Web includes , Calendars, People, and Tasks (these are all separate tiles).

Figure 1

Number Title Description

Contains shortcuts to folders and locations. Click on More to display 1 Navigation Pane your entire list of email folders.

2 View Pane Displays the contents of the selected folder.

3 Reading Pane Displays the content of the selected email message.

Used to change display and layout options, set automatic replies, and 4 Settings Menu more.

The app launcher gives you quick access to all available apps such as 5 App Launcher Word, OneDrive, and SharePoint.

OTS Publication: o365-09 • 03/ 30/ 2021 • [email protected] © 2021 Towson University. This work is licensed under the Creative Commons Attribution- NonCommercial-NoDerivs License. Details available at http://www.towson.edu/OTStraining Date made accessible 6/1/2021

Office 365: Outlook on the Web Login 1. Open your preferred and navigate to office.towson.edu. 2. Enter your Username (NetID) and Password and click Sign in. 3. Click the Outlook Tile on the left-hand side of the window.

Figure 2 Note: You may also navigate to outlook.towson.edu to go directly to outlook.

Inbox Creating a New Email 1. Click the New message button in the upper left-hand corner.

Figure 3 2. Enter your recipient in the To box. You can enter an email address or a name, outlook will automatically search the Towson University directory, your contacts, as well as anyone else you have emailed previously. 3. Fill in the subject and add a message to the body of the email. 4. If your message is complete, click the Send button.

Figure 4

2 Office 365: Outlook on the Web Adding an Attachment To attach a file such as a document or an image to your email, follow these steps: 1. In a New Message window, click the Attach drop-down menu.

Figure 5 2. Click Browse this computer to choose a file from your computer or click Browse cloud locations to choose a file from your OneDrive. 3. Select the file you wish to use and click Open. 4. Send the message as you would normally.

Insert a Picture You may also attach an image directly into the email. 1. In a New Message window, click the Insert pictures inline button.

Figure 6 2. Select the image you wish to use and click Open. 3. Send the message as you would normally.

Opening a Mailbox 1. Click on the My account button in the upper right-hand corner. 2. Click Open another mailbox.

Figure 7 3. Enter your email address in the box and click Open.

3 Office 365: Outlook on the Web Replying to a Message 1. Open the message in your inbox. 2. Click the Reply button.

Figure 8 Note: If the message has multiple recipients, you can click the Reply all button beside Reply to address all the recipients instead. 3. You can also show these same options by right clicking the email under the View pane.

Figure 9 4. Send the message as you would normally.

Forwarding a Message 1. Open the message in your inbox. 2. Click the Forward button beside the Reply all button.

Figure 10 3. You can also right click the email under the View Pane to present the same option. 4. Send the message as you would normally.

Flag a Message Outlook allows you to flag messages to indicate that a message is of higher importance and requires follow up. 1. Right click the message under the View Pane. 2. Click Flag.

Figure 11 3. A red flag will now appear on the email. Right click the flag to select a due date. Outlook will remind you of the email relative to the due date you selected. 4. Left click the flag to mark the email as completed.

4 Office 365: Outlook on the Web Draft Messages Saving a Draft 1. Create a new message. 2. Click the More (…) button. 3. Click Save draft. The message is automatically placed in a folder called Drafts.

Figure 12

Retrieving a Draft 1. Make sure your mail folder is expanded by clicking on the expand button beside your name. 2. Click the Drafts folder. 3. Click on the message. 4. Make changes and then click Send.

Showing Bcc 1. Create a new email message, 2. Click Bcc.

Figure 13

5 Office 365: Outlook on the Web Setting Importance The default importance level in Outlook is set to Normal. However, you may wish to change the importance of a message to Low if the message is not urgent or High if it is urgent. This change how quickly a message is routed to its destination. 1. Create a new email message. 2. Click the More (…) button at the top of the message. 3. Point to Set importance. 4. Choose the level.

Figure 14 Setting Categories You may create categories to group messages. 1. Right-click on a message. 2. Point to Categorize.

Figure 15 3. Click a category from the menu. A color block will appear beside your message. Note: You may also create a new category by clicking on Manage categories, clicking on Add new category, typing a category name, and then clicking OK twice.

6 Office 365: Outlook on the Web Filter Messages You may view a subset of messages based on criteria. Under the All drop-down arrow, there are a variety of filter options. Click either All (default) Unread, To me, Flagged, or Mentions.

Figure 16

Folders Creating Folders 1. In the Folder Pane, click New folder.

Figure 17 2. Type the name of the folder in the text box and press Enter. 3. Your folder will appear.

7 Office 365: Outlook on the Web Moving or Copying Messages into a Folder Right-click on a message. A menu will appear. 1. To move: a. Click Move and then choose the folder from the menu or click All folders if your folder is not listed.

Figure 18 b. From the Move menu, chose the desired folder by clicking on it. c. The Message will be moved to the desired folder. 2. To copy: a. Click Copy and then select where you would like your message to be copied to. Click All folders if your destination folder is not listed.

Figure 19 b. Choose the desired folder by clicking on it. c. If your destination folder does not exist, click New folder to create the folder you would like to copy your message to.

Figure 20 d. Type in the name of the folder and press Enter.

8 Office 365: Outlook on the Web Email Signature 1. Click the gear in the upper right-hand corner. A menu will appear. 2. Choose View all Outlook settings at the bottom of the menu. 3. Click Compose and reply. Your email signature box will appear to the right. 4. In the box, enter your custom signature. If you are a Towson University employee, you may use the Email Signature generator through the Towson University website to create your signature. Access the tool through this link: inside.towson.edu/brandassets/emailgenerator.cfm. Copy and paste the signature in this box. 5. Click the checkbox beside Automatically include my signature on new messages I compose.

Figure 21 6. Click Save. 7. Click the X in the upper right-hand corner of the window to return to your inbox.

Setting Message Options You may set a multitude of options such as sensitivity, request delivery receipt, and request read receipt. 1. Create a new email message. 2. Click the More (...) button at the top of the message. 3. Click Show message options.

Figure 22

9 Office 365: Outlook on the Web 4. Use the down arrow to set the sensitivity (Normal, Personal, Private, or Confidential). This conveys to the recipient how sensitive the information being communicated is. This does not prevent a recipient from taking action. 5. Select Request a delivery receipt (you will be notified when the message hits the recipient’s mailbox) and/or request a read receipt (you will be notified when the recipient opens the message). 6. Click OK.

Figure 23

Conversation view Conversation view group messages by subject regardless of date and time sent. Conversation view is turned on by default. However, you may turn it off. Using Conversation View 1. Click the Setting gear button.

Figure 24 2. Under Conversation View, make a selection. 3. Turn conversation view off by selecting the Off bubble.

Figure 25

10 Office 365: Outlook on the Web Changing the Sort Order of Messages By default, messages are sorted by date received. You have the option of changing the sort by Date, From, To, Subject, Attachments, Importance, and Size. 4. Click the Filter button.

Figure 26 5. Hover over Sort. Make a selection under Sort by. The direction of the arrow will change upon selection making order ascending or descending.

Figure 27

Automatic Replies Turning On 1. Click the gear in the upper right-hand. A menu will appear. 2. Click View all Outlook settings.

Figure 28 3. Click Automatic Replies. 4. Click the radio button to enable automatic replies. 5. To set a time duration, select Send replies only during this time period and then set the times. 6. Type a message that you would like others to receive while you are away in the text box. 7. Scroll down to Send automatic reply messages to senders outside my organization and either enter the same message or type a different message.

11 Office 365: Outlook on the Web 8. Click Save at the upper left-hand corner of the screen.

Figure 29

Turning Off If an end time and date were set, you will be prompted to turn off the automatic replies. If not, you must turn it off manually. 1. Repeat steps 1-3 of the Turn On Automatic Replies section. 2. Click the radio button beside Automatic replies on to turn off automatic replies, once turned off the settings will be faded and un-editable.

Figure 30 3. Click X at the upper right-hand corner of the screen.

12 Office 365: Outlook on the Web From the inbox, click the calendar button in the bottom left-hand corner of the window. The Calendar tab will open.

Figure 31

Changing Views 1. Click Day, Work week, Week, Month, or Today in the upper right-hand corner.

Figure 32 2. Click Today at the top left of the screen to always return to today’s date.

Figure 33 3. Click the right and left arrows beside the month name to move from month to month (located in the left panel).

Figure 34 4. Click on the down arrow to the right of the month name to go to a specific month and date. 5. Click on a specific day, week, or month (depending on the view chosen) on the mini calendar on the left.

13 Office 365: Outlook on the Web

Figure 35 Creating an Appointment 1. Click the New Event button in the upper left-hand corner of the screen. The Calendar Event form will appear.

Figure 36 2. Enter a title or brief description under in the form. 3. Click the text are that says Search for a room or location and click the Browse more rooms button and select the desired room from the drop-down list. 4. Specify a Start date and time as well as an End date and time. 5. Click the Save button in the upper left-hand corner.

Figure 37

14 Office 365: Outlook on the Web Editing a Calendar Entry 1. Select a calendar entry. 2. Click Edit.

Figure 38 3. Make desired changes. 4. Click Save.

Scheduling a Meeting 1. Click the New event Button in the upper left-hand corner of the screen. The Calendar Event form will appear. 2. Enter a description.

Figure 39 3. Click the text are that says Search for a room or location and click the Browse more rooms button and select the desired room from the drop-down list. 4. Select the department your room is in. 5. Select the desired room. 6. Add People by typing their email addresses in the space titled Invite attendees.

Figure 40 7. Specify a Start date and time as well as an End date and time. 8. When finished, click Send at the top left-hand corner of the window.

15 Office 365: Outlook on the Web Responding to a Meeting Request 1. Open or select the message from your inbox. 2. Choose one of the following responses.

Figure 41 3. If you wish to comment on your response, click the space the says Add a message and press Enter. 4. If you do not wish to add a comment, simply leave the comment space provided blank.

Figure 42

Creating a Recurring Appointment 1. Create a new appointment. 2. Fill in all pertinent information including date, time, location, etc. 3. Under Repeat, click the down arrow beside Never and choose an option. 4. If you have a custom pattern, click Other. 5. From the Select repeat pattern box, set your custom options and click Save. 6. Click Save in the upper left-hand corner.

Sharing a Calendar 1. Click the Share icon at the top of the screen.

Figure 43 2. The Share Window will open. In the Share with: section, enter the email address or contact name you want to share your calendar with. 3. Click the drop-down menu and select what viewing permissions you wish to give to that person:

16 Office 365: Outlook on the Web • Can view when I’m busy: Only show the individual when you are busy. • Can view titles and locations: Only show the title and location of the content or event. • Can view all details: Show all information about calendar events. • Can edit: Give the individual the ability to read, write, and modify your calendar. • Delegate: The individual will receive copies of all your invitations. 4. Click Share.

Figure 44

Adding Additional Calendars 1. In Calendar view, on the left-hand side of the screen, click Add calendar.

Figure 45 2. Type the name of your calendar in the box and press Enter. Your calendar will now appear under My calendars.

Figure 46

Importing Calendars To add a calendar from another person, group, or organization, follow these steps:

1. In Calendar view, on the left-hand side of the screen, click Import Calendar.

Figure 47

17 Office 365: Outlook on the Web 2. Click From directory. 3. Enter the email address or name of the person/group you are in search of and press Enter.

Figure 48 4. Click Add.

Figure 49 5. Your calendar will display a combined view of your personal calendar and the imported calendar.

Figure 50

18 Office 365: Outlook on the Web Deleting a Calendar 1. In Calendar view, hover over the calendar and click the more options button.

Figure 51 2. Click Remove from the drop-down list.

Figure 52 3. Click Delete. Searching 1. From the folder list, click on the folder you would like to search. Note: If all folders are not in view, click More. You may also need to expand your Inbox.

Figure 53 2. Click in the search box at the top of the screen and type text you are searching for.

Figure 54

19 Office 365: Outlook on the Web 3. Suggestions will come up, you may click on one of these or press Enter on your keyboard. 4. Messages with the searched text will be highlighted. 5. You may also narrow down your search by choosing an option on the left, including: In folders, From, To, Options, and Date.

People From your Inbox, click on the People button in the lower left-hand corner beside the Calendar button.

Figure 55

Creating a Contact 1. Click New Contact in the upper left-hand corner.

Figure 56 2. Complete information fields. Click the (+ Add more) beside Discard to add more information. 3. Click Create.

Figure 57

20 Office 365: Outlook on the Web Editing a Contact 1. Click on the contact name, the individual’s information will be displayed on the right side of the screen. 2. Click Edit contact.

Figure 58 3. Make desired changes and then click Save.

Creating a Contact List (Personal Distribution List) 1. Click the drop-down arrow beside New contact in the upper left-hand corner. 2. Click New contact List.

Figure 59 3. Give the list a name in the List name box. 4. Click in the Add email addresses s box and begin typing an email address. Select the person by pressing Enter. Repeat as needed. 5. Click Create.

Figure 60 6. The list will appear under Your Contacts.

21 Office 365: Outlook on the Web Send an Email to a Contact List 1. Click on Your Contacts. 2. Click on the name of the list. 3. Select the Send email text. A new mail message form will open.

Figure 61 4. Fill in the message content and then send the message.

Tasks From your Inbox, click on the Tasks button at the button left-hand side of the screen.

Figure 62

Sort Tasks Tasks can be displayed in multiple views. Sort tasks click Sort and select one of the available views.

Figure 63

22 Office 365: Outlook on the Web Creating a New Task 1. Click the plus sign beside Add task. 2. Type in the task you would like to perform

Figure 64 3. On the Right-hand side of the screen, a window will appear displaying more advanced options. There you can perform the following actions; a. Add step: add steps that you need to perform the task b. Add to My Day: add the task to your daily schedule c. Remind me: set up a date or time that you would like to be reminded of the task d. Add due date: add a date that the task should be completed by e. Repeat: set the task to be on repeat f. Add file: attach a file from your system to the task g. Add Note: add note that describe or explain the task

Figure 65

23 Office 365: Outlook on the Web Marking a Task Complete 1. Locate the task that has been completed. 2. Click the circle beside the task to mark it as completed. A line will be drawn across the task.

Figure 66 Instant Messaging via Starting an Instant message 1. To begin a chat, click on the skype icon at the top right-hand side of your screen. 2. A dropdown list will appear displaying a list of your contacts. You can also search for an individual using the search bar.

Figure 67 3. Click on the person you would like to chat with. A chat box will appear at the bottom of the screen. Type your message and press the Enter key.

Figure 68

24 Office 365: Outlook on the Web Changing Your Instant Message Presence 1. From any Outlook on the Web tile, click your picture. If you do not have a picture you initial will be displayed instead. 2. Click the drop-down arrow next to the default presence. 3. A list will appear, choose the desired chat presence.

Figure 69 Signing out of Instant Message 1. From any Outlook on the Web tile, click your picture. Of you do not have a picture, your initial will be displayed instead. 2. Click the drop-down arrow right below your name. 3. Click Sign out of IM.

Figure 70

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