Office 365 Introduction

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 Mail, 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 web browser 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.

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