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Contents About Outlook Web App ............................................................................................................................... 3 Accessing Your Mailbox................................................................................................................................. 3 The Outlook Web App Window .................................................................................................................... 3 Working with Outlook(E-Mail ) ................................................................................................................... 10 Read a New Message .............................................................................................................................. 10 Delete a Message .................................................................................................................................... 10 Open or Save an Attachment .................................................................................................................. 10 Reply to or Forward a Message .............................................................................................................. 10 Create a New Message............................................................................................................................ 11 Find Recipients in an Address Book ........................................................................................................ 12 Use a Signature ....................................................................................................................................... 13 Use the Out of Office Assistant ............................................................................................................... 13 Handle Junk Mail ..................................................................................................................................... 14 Working with the Calendar ......................................................................................................................... 15 Open Your Calendar and View Your Schedule: ....................................................................................... 15 Create an Event ....................................................................................................................................... 15 Request a Meeting .................................................................................................................................. 16 Reschedule or Change a Meeting Request ............................................................................................. 17 Cancel a Meeting..................................................................................................................................... 17 Respond to a Meeting Request ............................................................................................................... 17 Working with People ................................................................................................................................... 18 Create a Contact...................................................................................................................................... 18 Search for a Contact ................................................................................................................................ 18 Send a message, a meeting request or an IM ......................................................................................... 18 Create a Personal Group ......................................................................................................................... 19 Collaborating with People ........................................................................................................................... 20 Using SkyDrive ............................................................................................................................................. 20 Create a file ............................................................................................................................................. 20 Upload a file ............................................................................................................................................ 20

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Media and Technology Services Division of Information Technology Edit a file.................................................................................................................................................. 21 Share a file with others ........................................................................................................................... 22 What is an Office Web App? .......................................................................... Error! Bookmark not defined.

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Using Outlook Web App About Outlook Web App By using a web browser and the Internet, Outlook Web App (OWA) provides access to your Exchange mailbox from anywhere in the world at any time. Outlook Web App functions much like a standard version of Outlook. It allows access to your email, calendar, tasks, and contacts. Your Mail, Calendar and Contacts folders are stored in your Mailbox on the Exchange server.

Accessing Your Mailbox 1. 2. 3. 4. 5.

Launch a Web browser. For the most functionality, use Internet Explorer. Go to http://mail.fiu.edu. You will see the login box displayed on the right. In the User name box, type your MyAccounts user name. In the Password box, type your MyAccounts password. Click Sign In or press Enter

Comment [MCFB1]: Office365.fiu.edu or Mymail.fiu.edu or other?

The Outlook Web App Window The Navigation Bar is at the top of the Outlook 365 window.

1

2

3

1. Icons will appear when you have a new message, or a calendar or task reminder. You can click the envelope to see a preview of the latest new message, or the calendar to view and manage calendar and task reminders. The icons appear only when there is a new message or an active reminder.

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2. Click one of these links to go to other areas of Outlook Web App: Outlook (Mail), Calendar, People (Contacts), Newsfeed, SkyDrive and Sites.

3.

The pull-down menu next to your name gives you access to your Lync/IM/Chat status and personal information, options.

Use this area to sign in to Instant Messaging (IM) and to manage your IM status or change your personal information, or sign out of your account

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Media and Technology Services Division of Information Technology The Settings icon (sprocket) gives you access to Outlook Web App settings and options. You can also manage any apps from the Microsoft Office store that you have installed or get more apps.

The Help icon gives you access to Help and Feedback.

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52 42 22

41 74 3

63 1 96 63

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107 63

4. New Message – Create a new message click by clicking this link. When you’re composing a message, you can pop it out into a new window by clicking the pop out icon corner of the message.

in the upper

5. Search Pane –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

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5. OWA Toolbar – Contains links for standard Outlook/Calendar/People actions and tools, such as the REPLY, REPLY ALL, FORWARD, more icons in the above picture. This toolbar changes depending on the item your viewing.

7. Folder Bar – Contains the current folder location button. In this illustration, you are the Inbox folder. •

To expand a folder, simply click on the

• •

To collapse a folder, click on the next to the folder name. To create a new folder, right‐click the folder you want to place the new folder in and select create new folder from the shortcut menu. Enter the new folder’s name and press Enter. To create a folder at the top level, select your account link (your name at the top)

•

Do one of the following, select action from the drop-down menu

next to the folder name.

•

To Rename a folder – select rename

•

To delete a folder – select delete

•

To delete all items in the folder – select empty

•

To add folder to your favorites – select add to Favorites

•

To mark all items read/unread – select mark all as read/unread

•

To move to another location - select move…

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8. View Pane – Displays the contents of the selected folder. In this illustration you are in the Inbox folder, so the View Pane shows your message list. All new, unread messages in your Inbox will appear bold; messages you have already read will not. The message you have selected is greyed. At the top of the View Pane are filters that you can click to quickly find messages that are unread, that include your name in the To or the Cc line, or that have been flagged. In addition to the filters, you’ll see the name of the folder you’re viewing and the view that you’ve selected.

9. The Arrange by button above the message list allows you to order the messages in the folder based on criteria such as date, from, to, from new to old, etc., and to turn conversations on and off. You may click the down arrow to see your choices.

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10. Reading Pane – Displays the contents of the selected e‐mail message. You can read a message in the Reading Pane without opening the message. You can also open attachments, reply to meeting invitations, and reply to the message itself from the Reading Pane. There will be an Action toolbar to show or suggest actions to do. Example below

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Working with Outlook(E-Mail ) Read a New Message 1. Click the folder shortcut in the Navigation Pane. 2. In the View Pane, do one of the following: • To view a message in the Reading Pane, click once on a message. • To open a message in a separate window, double‐click the message. •

To close the message in a separate window, click the Close button the corner of the message window.

Delete a Message 1. Select the message or messages that you want to delete. 2. Click the Delete toolbar button

or press the Delete key on your keyboard.

Open or Save an Attachment A paper clip icon will be displayed with a message that has an attachment. 1. 2. 3. 4.

Open the message containing the attachment. In the message header next to Attachments, right-click the attachment file name. Choose Open to open the attachment in a new window. Choose Save or Save Target as… to save the file to your computer. a. Navigate to the folder where you want to save the file. b. Click Save

Reply to or Forward a Message 1. Select or open the message you wish to reply to or forward and click on one of the following buttons on the toolbar:

Click the Reply link to reply to the sender of the selected message. Click the Reply to All link to reply to all addressees on the To and Cc lines. Click the Forward link to forward the selected message.

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Media and Technology Services Division of Information Technology 2. For a Reply or Reply All, go to step 4. 3. For a forwarded message, type the recipient in the To: or Cc: fields. 4. Type any text you desire in the message body, and then click the 5. To discard the Reply or Forwarded message click the

link on the toolbar. link.

Create a New Message

1.

To start a new message click the

link on top of the Navigation Pane. NOTE: The new message will open in the Reading Pane. You can “pop it” out into a new window by clicking the pop out icon

2.

in the upper corner of the message.

In the To field, enter recipients. In the Cc field, enter recipients that should receive a copy of the message. In the Bcc field, enter recipients that should receive a blind copy of the message. NOTE: Separate each name with a semi‐colon (;)

3.

In the Subject field, type the message subject.

4. Type the message contents in the text body. 5.

To attach a file, click the Insert link on the toolbar. Select from menu options: attachment, picture or signature. Note: Insert Signature will insert your signature file in the message. a. In the Choose Files to Upload window, browse to the file location and select the file you wish to attach. b. Click the Open button. c. Repeat steps a and b to add additional files.

6.

To set the message importance, click the More button on the toolbar. Select the set importance option then select high or low as appropriate. If you don’t select high or low, the message will be sent as normal .

7.

To request a delivery receipt or read receipt, select show message options on the toolbar, and then check the appropriate boxes under Message options. Click the OK button.

8. To check your spelling, Outlook Web App relies on your web browser for checking spelling. That’s why you don’t see a spellcheck button or spelling settings in Outlook Web App. Outlook Web App 11 of 23

Media and Technology Services Division of Information Technology Spell checking is available in Internet Explorer 10 and later versions, and current versions of Firefox, Chrome, and Safari. Check the options for your web browser to learn more about how to use it to check spelling. 9.

Click the Send link message.

on the toolbar. Click the Discard link

to not send

Find Recipients in an Address Book 1. When creating a new message, click either the To or Cc or Bcc: button. 2. Type all or part of the names or e-mail addresses of the message recipients. Separate multiple names with semicolons (;). You can also enter the name or other desired search terms in the appropriate boxes, and click the search icon select names from your contacts.

. Or you can click the Add

button to

Note: The first time you enter a particular person’s name, Outlook Web App searches for that person’s address. In the future, the name will be cached so Outlook will make suggestions.

3. Select the name you wish to use. 4. Click OK after selecting names. Click cancel to discard selection. Print a message 1. Open or select the message you wish to print 2. Click the More button on the toolbar 3. Select print from menu options.

Save a Draft of a Message

4. Create the message you want to save as a draft. 5. Click the More button on the toolbar. 6. Select save. A message will appear below the toolbar stating where and when the message was saved. The message is saved by default in the Drafts folder.

7. Click away from it to end the session. When you want to send the message: a. Click on the Drafts folder in the Navigation Pane. b. Click Continue editing (or, if you’ve decided you don’t want to send the message after all, click Discard)

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on the toolbar.

Use a Signature Outlook Web App allows you to create and use a signature with your e‐mail. A signature is text and/or images that that show at the bottom of e‐mails that you send.

1. 2. 3. 4. 5.

Click on the Options shortcut at the top of the Office 365 Bar. Select the Options link. Select settings on the side bar. Type and format your signature text in the E‐Mail Signature box. Check the box next to Automatically include my signature on messages I send if you want your signature to be added to every message. (If you don’t make your signature automatic, you can

still click the Insert signature link

on the open message toolbar for

any message.) 6. Save your changes before existing Options.

Use the Out of Office Assistant The Out of Office Assistant sends an automatic reply when you receive e‐mail messages when you are on vacation or away from the job. 1. Click on the Options shortcut

at the top of the window.

2. Click the Set up an automatic reply message in the Shortcut to other things you can do links on the Options pane

3. Select Send automatic replies

4. Check the box next to Send replies only during this period: and select start and end times.

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Media and Technology Services Division of Information Technology 5. Enter and format the text for your out‐of‐office message in the message box. OPTIONAL: If you want, you can create a separate message for external (non‐FIU) senders. Check the Send automatic replies messages to External Senders box. Select which external senders to send the auto‐replies to and format the reply text.

6. Click the Save

button when you are finished.

Handle Junk Mail FIU employs the Proof Point to filter out much of the junk mail before it ever gets to your inbox. You will receive a Junk Mail Manager Summary message in your inbox each day listing the junk mail that went into your Proof Point Junk Mail Filter. In addition, you can use the Junk Mail Filter in Outlook Web App to further filter out the junk mail that comes into your inbox.

1. Click on the Options shortcut 2. 3. 4. 5.

at the top of the window.

Click options in the pull down menu. Select block or allow on the left panel Select Automatically filter junk e‐mail. Type the addresses or domains in either of the Safe or Blocked senders and recipients boxes.

6. Click the Save

button when you are finished.

Safe senders are addresses or domains that you want to receive messages from. Blocked senders are addresses or domains that you want sent to your Junk E‐Mail folder. 1. You can add a sender to either category by clicking the tab on either of the categories and typing the sender’s E‐Mail address or domain. Click the plus sign (1) to the right of the box to add sender to the list. 3

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2. To remove a sender from either category, highlight sender and click the minus sign (2) on top of the box 3. To edit a sender E-Mail or domain, click the pencil (3) icon on top of the box 4. You can also do this from your Inbox or any folder by clicking the More button toolbar and choosing mark as junk. Outlook Web App 14 of 23

on the

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Working with the Calendar The Outlook Web App Calendar lets you create and keep track of appointments and meetings and then modify your calendar entries as needed. When you use the Calendar to keep track of your meetings and appointments, co‐workers can check your availability for their own scheduling purposes.

Open Your Calendar and View Your Schedule: 1. To open your calendar, click the Calendar button on the Office 365 toolbar.

2. You can view your calendar four different ways: Day, Work week, Week, and Month by clicking one of the four links in the toolbar.

Create an Event

1. Open your Calendar, and then click the New event button on the top left corner just above the folder list. An event can be an appointment, a meeting, or an all-day event such as vacation or a seminar. 2. Type a short description of the event in the Event box. 3. Type the event location in the Location box. 4. Select the appropriate dates and times from the Start Time and End Time drop-down lists., 5. Select how you wish the appointment to appear in your schedule from the Show as dropdown list. Options are: Free, Working elsewhere, Tentative, Busy, Away 6. To set a reminder, Click the arrow by the 15 minutes box on the Reminder box and select how long before the appointment you want the reminder to display. 7. You can also set the repeat pattern for events that happen again and again. See Make a Recurring Appointment section below. 8.

Click the Save cancel the event entry.

button to save the event. Click the Discard

button to

NOTE: To quickly schedule an appointment, double-click the time you want in the Calendar view. Make a Recurring Appointment 1. To set a pattern for recurring appointment, , click the Repeat drop down . 2. Select the appropriate repetited pattern If you select Other…from the drop down menu, you need to select the appropriate repeated pattern daily, weekly, etc.)

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Request a Meeting A meeting is a calendar event where you invite other people to be in attendance. You create a meeting the same way you do an appointment, but you then invite attendees and may add a resource such as a conference room. 1. Open your Calendar, and click the New Event button on the toolbar and follow the same steps for creating an event: Start/End Times/ Reminder/ Repeat, etc. 2. You can type names (separated by a semi colon) directly in the Attendees field to add contacts to the list of attendees. Or click the Add Attendees button book.

to select from your address

a. When the Address Book opens, type the name of the invitee in the search box and click icon to locate the details.

b. Click

by the name of the person to add to the Attendees list.

c. Click

to close the address book or

to cancel..

5. To see the availability of attendees and conference rooms, select Scheduling Assistant. Click OK when done,

Note: Request responses is turned on, but you can turn it off if you don’t want to know who has accepted or declined the invitation.

6.

2. 3. 4. 5.

Click the

icon to send the meeting request or

to cancel.

a. Clicking a time in the Suggested Times list automatically changes the meeting to that time. To change the meeting date, click the Start or End box, and then select a new meeting date. To move the meeting time, click the center of the highlighted bar that represents the meeting time, and drag the meeting to a different time. After you verify availability or choose a different time, click the Appointment tab to finish filling out your meeting request. Click the Send button.

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Reschedule or Change a Meeting Request 1. Double-click the meeting in your calendar to open it. 2. Click to change anything regarding the meeting 3. Change the Attendees, Start Time, End Time, Location, etc fields as required. 4. Click the updates.

icon to send the update to the meeting request or click

to cancel any

NOTE: To reschedule a recurring meeting, double-click on one of the occurrences of the meeting. OWA will ask you if you want to change only this instance (the one you double-clicked) or the entire series. Make the appropriate choice and then change the fields as required.

Cancel a Meeting 1. Double-click the meeting in your calendar to open it 2. Click to cancel the meeting 3. Click yes at the Cancel meeting prompt. 4. Type your reason for cancelling the meeting. 5. Click

icon to send the meeting cancellation.

Respond to a Meeting Request 1. Double-click the meeting request in your Inbox to open it. 2. Click one of the following response options: Adds the meeting to your calendar and sets your availability to busy. Adds the meeting to your calendar and sets your availability to tentative.

Declines the meeting request and deletes the message from your Inbox.

3. Choose an option for sending the response: a. Edit the response before sending – if you want to include comments in your response to the meeting organizer b. Send the response now – sends your response to the meeting organizer without comment c. Do not send a response – processes the action chosen on your calendar without sending a response to the meeting organizer (The meeting organizer will not know how you responded.) NOTE: If the meeting is a recurring meeting, you will see the same options for the series.

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Working with People People is where your personal contacts are stored and where you can view any address books that have been set up for your organization.

Create a Contact

1. Click the

button in the Office 365 Navigation bar.

2. Click the New button on the toolbar. 3. Click the create contact option on the What would you like to do? window 4. Enter the contact information by clicking the button to expand the fields. Enter the specific information on each of the fields: First and Last names, emails, address, phone numbers, other, notes. 5. Click the Save cancel.

button on the toolbar when you are finished or

to

Search for a Contact

1. Click the button in the Office 365 Navigation bar 2. Enter the name of the person you want to search for and press Enter or select the search icon . You may refine the search by selecting one of the filters below the search box: All, People or Groups. 3. Click the Close icon

to clear the search box.

Send a message, a meeting request or an IM

1. Click the button in the Office 365 Navigation bar 2. Enter the name of the person you want to search for and press Enter or select the search icon . 3. Select the contact on the contact list.

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on the miniature contact card.

Create a Personal Group To create a personal group which is a distribution list that is stored in your Contacts folder and can contain entries from your personal Contacts and from your organization’s address book.

1. Click the

button in the Office 365 Navigation bar.

2. Click the New button on the toolbar. 3. Click the create group option on the What would you like to do? window 4. In the blank group form, enter a. Group Name is the display name for the distribution list. b. Members lets you enter the members you want in your list. Separate members’ names with a semi‐colon (;) c. Notes is where you can add information about the distribution list. 5. Click the Save cancel.

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button on the toolbar when you are finished or

to

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Collaborating with People Outlook 365 includes three features that allow you to collaborate with others in your organization: Newsfeed, SkyDrive, Sites.

Using SkyDrive SkyDrive is a service that allows you to upload files to storage in the cloud and access them from any computer or phone. You can use SkyDrive to store documents, notes, photos, music, videos or any other types of file.

Create a file

1. Click the link 2. Select the application you wish in order to create your new file, e.g. Word, Excel, PowerPoint, etc. You can even upload a file from your computer.

Upload a file 1. Do the steps for creating a file above and select Upload Existing File from the options 2. Type the path to the file or click the browse button

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3. Locate the file you wish to upload in your computer 4. Click OK to finish

Edit a file

1. Click the three-dot Open Menu icon by the file you wish to edit. 2. Click the Edit icon at the bottom of the window.

OR 1. Double click the filename 2. Click the Edit link when the Web App preview window opens

3. Select option from the menu. a. Office Application Select to have the complete functionality of Microsoft Office. b. Office Web App Select to read or do minor editing right from the browser.

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Share a file with others You can also collaborate with others by sharing the files with others in the organization by granting access to those files.

1. Click the sharing icons or by the file you wish to share. 2. Click the INVITE PEOPLE link at the botton of the window.

3. Enter the names or email address of the people you wish to have access to the file. 4. Grant them the level of access Edit or View.

5. You can include a message with the invitation that will be send from your account 6. Click

to send the invitation or

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to cancel

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Delete a file

1. Click the three-dot Open Menu icon by the file you wish to edit. 2. Click the open menu icon at the bottom of the window

3. Select Delete from Options

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