6/1/2017

Office 365: Email ThisclasswillintroduceyoutoOffice365andcovertheemailcomponentsfoundinOutlookontheWeb.FormoreinformationabouttheMicrosoftOutlookdesktopclient,registerforaclassatLearningTechniques.uwm.eduorseetheOffice365resourcesonLearnTechNow.uwm.edu.

Accessing and Logging In 

Office365isavailableanywherewithaninternetconnection.Office365workswithdesktopcomputers,laptops,tabletsandmobiledevices.ToaccessandlogintoOffice365goto:

portal.office.com/Home

Onceattheloginscreen,typeinyourUWMemailaddressandpasswordandclicktheSigninbutton.Ensureyouincludeyour@uwm.educredentials.

Mail 

MailistheappwithinOffice365forreading,writingandmanagingemailmessages.ToopentheMailapp,clickthegridintheupperleftcornerandthenclicktheMailicon.

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Mail Working Screen 

  Section  Description

1 Apps AllowsyoutomovebetweenthedifferentappsinOffice365suchasMailandCalendar.

2 ToolBarContainsfunctionsforcreating,replying,moving,anddeletingmessages,amongotherthings.

3 NavigationPane

Containsyouremailfolders.

4 SearchBar Typinginthisboxwillallowyoutosearchyourmessages.

5 CurrentFolder

Thisindicateswhatfolderyouarecurrentlyviewing.

6 MessagePane

Thelistingofemailinthecurrentfolder.Containsthesendername,subject,dateandasnippetofthemessagecontent.Youcansortmessagesinthisareaandperformactionssuchasdeletingamessage.

7 ReadingPane

Whereyouviewanentireemailmessage.Thereadingpanealsohasoptionsforreplyingandmarkingamessageasunread.

NOTE:Office365isacloudserviceupdatedandmaintainedbyMicrosoft.Asacloudservice,MicrosoftcanupdateandchangefeaturesinOffice365asneeded.UWMhaslittletonocontroloverthesechangesandpartsofthisdocumentmaybeincorrectafterprinting/publishingbecauseoftheseupdates.

 

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Read Email Messages 

OneofthefirstactionsyouwilltakeusingtheMailappisreadingemailmessages.Youcanviewanemailmessageinthereadingpaneorinitsownwindow.

Open a Message in the Reading Pane 

1. Inthemessagepane,clickonceonthesnippetofanemailmessage.Themessageopensinthereadingpane.

Open a Message in its Own Window 

1. Inthemessagepane,doubleclickonthesnippetofanemailmessage.Themessageopensinitsownwindow.

2. Whenyouarefinishedviewingthemessage,closethewindow.

Mark a Message as Unread 

1. Tomarkamessageasunread,inthetoolbar,clicktheMorecommands(…)thenchooseMarkasunread.

2. Or,right‐clickonamessageandfromthemenuchooseMarkasunread.

Filter Messages 

Tohelporganizeyourmessages,youcansortinmanywaysusingtheFilterbutton.

Abovethelistofmessagesinthemessagepane,clicktheFilterbuttonandadrop‐downmenuwillappear.SelectanoptionundertheFiltersectionofthemenu.

Send Email Messages 

Whensendingemailmessagestoothers,youcanreplyorforwardexistingmessagesorcomposenewmessages.

Reply or Forward 

Afterviewingamessageinthereadingpane,youcanquicklyreplytoorforwardthemessageusingthereplybuttonatthetoprightcornerofthepane.

1. Viewamessageinthereadingpanebyclickingonitinthemessagepane.

2. Toreplytothepersonwhosentthemessage,clickthearrownexttoReplyallthenchooseReply.

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3. Toreplytoallrecipientsoftheoriginalemail,clicktheReplyallbutton.

4. Toforwardthemessagetosomeoneelse,clickthedownarrownexttoReplyallthenchooseForward.

a. Whenforwarding,youmusttypeintheemailaddressoftherecipient.TypethisintheToorCclines,modifythemessage(ifnecessary)andthenclicktheSendbutton.

NOTE:ThedefaultcanbechangedfromReplyalltoReplybygoingintotheemailsettings.ThiswillbecoveredintheSettingssectionofthismanual.

Write a New Message 

Youcancreateanewemailmessageinsteadofreplyingtoorforwardingexistingmessages.

1. ClicktheNewbuttonintheupperleftcornerofthetoolbartobeginanewemailmessage.

2. EntertheemailaddressofarecipientintheToline.Tosendtomorethanonerecipient,typeadditionalemailaddressesafterthefirst.

3. EnteremailaddressesontheCclineifnecessary.

4. TosendtoaBcc,clickthewordBccontherightsideoftheToline.

NOTE:Bychangingthesettings,theBcclinecanalwaysappearinthenewemailwindow.

5. Enterthemessage’ssubjectontheSubjectline.

6. Composetheemailmessage.

NOTE:Thetoolbarwiththeformattingoptionsbelowthebodyoftheemailmessagecanbeusedtoaddinformatting(suchasboldorbulletpoints)toyouremailmessage.

7. Ifared,squigglylineappearsbelowaword,thismeansthewebbrowserflaggedthewordasmisspelled.Toviewoptionsandcorrect,right‐clicktheword.

NOTE:OutlookontheWebdoesnotcontainaspell‐checkingfeature.Thebrowseryouareusingdoesallspellchecking.Toensurethebrowseryouareusinghasaspell‐checkingfeature,readthehelpfilesforthebrowser.

8. Tosendthemessage,clicktheSendbuttonatthetopofthecomposepane.

 

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Discard a Message 

Ifyoubegincomposinganewmessageanddecidetodeleteit,youcandiscardthemessage.

1. ClicktheDiscardbuttonatthetopofthecomposepane.

2. Intheconfirmationbox,chooseDiscard.

Save a Message as a Draft 

Ifyoubegincomposinganewmessageandmustcompleteatanothertime,youcansaveadraftofthemessage.

1. ClicktheMorecommands(…)buttonatthetopofthecomposepane.

2. Inthemenuthatappears,chooseSavedraft.

3. ThemessagesavestoyourDraftsfolder.

NOTE:Ifyouareworkingonanemailmessageandeitherswitchtoadifferentapporclickonanotheremailmessage,theemailwillsavetotheDraftsfolder.

Edit a Draft Message 

1. ClickontheDraftsfolderinthenavigationpaneandclickthemessageyouwanttoeditinthemessagepane.

2. FinishcomposingtheemailmessageandthenclicktheSendbuttontosendit.

Attachments 

Tosendafilewithanemailmessage,youattachittothemessage.Ifthefileistoolargetosendasanattachment,therecommendedmethodforsharingthefileistouseOneDrive.FormoreinformationaboutusingOneDrive,visitLearnTechNow.uwm.edu.

NOTE:AllemailmessagessentorreceivedbyyourOffice365accountmustbe25MBorsmaller.

1. Locatethefileonyourcomputerthatyouwanttoattachtotheemailmessage.

2. Intheupperleftcornerofthescreen,clicktheNewbuttonandenterrecipientsandasubjectline.

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3. Reducethesizeofyourbrowserwindowusingtheresizeorrestorebuttonintheupperrightcornerofthebrowserwindow.Youwantthebrowserwindowsmallenoughthatyoucanseebothyouremailmessageandthefileyouwanttoattach.

4. Draganddropthefileyouwanttoattachtothebodyoftheemailmessage.Thefileisnowattached.

5. Toaddanotherattachment,locatethefileonyourcomputeranddraganddropittothebodyoftheemailmessage.

6. Toremoveanattachment,clicktheXnexttotheattachment.

7. FinishwritingtheemailmessageandthenclickSend.

View an Attachment 

Messagessenttoyouwithattachmentshaveapaperclipnexttothesender’snameinthemessagepane.

1. Toviewanemailattachment,clickonthemessagewiththeattachmentinthemessagepane.Thiswillopenthemessageinthereadingpane.

2. Theattachment(s)appearinthemessagepanebelowthelistofrecipients.

3. Tovieworsavetheattachment,clickonthedownarrowbuttoninthesubmenuandchooseDownload.Thefilewillbedownloadedtoyourdevice’sdownloadsfolder.

Edit an Attachment 

ManyMicrosoftOfficefiletypes(Word,Excel,PowerPoint)canbeeditedwhiletheyareattachedtoanemail.

1. Withtheemailopen,clickontheattachmentyouwishtoedit.Theattachmentopensontheleftsideofthescreen.

2. Intheattachmentpane,atthetop,clicktheEditandReplybutton.

3. Thefilewillbeopenedintheonlineversionforfurtherediting.Fromhere,youcaneditandmakechangestothefile.Whenyouarefinishedediting,clicktheXatthetoprightsideoftheattachmentpaneandthenclickSendtosendtheemailmessage.

NOTE:Changesmadetotheattachmentwillautomaticallybesaved.

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Delete Email 

Tokeepyouremailaccountorganizedandtidy,itisrecommendedthatyoudeleteemailmessageswhenyounolongerneedthem.Therearemanywaystodeleteemailmessages.

Delete from the Message Pane 

Themessagepaneisoneoftheplacesyoucanusetodeleteemailmessagesyounolongerneed.Thereareseveralwaystodeletemessages.

Todeletefromthemessagepane:

ClicktheDeletebuttoninthetoolbar

RightclickthemessageandchooseDeletefromthemenu.

ClickonamessageinthemessagepanethendraganddropitintotheDeletedItemsfolder.

SelectmultiplecontiguousmessagesusingShift+ClickandthenchooseDeleteinthereadingpaneordraganddropthemessagestotheDeletedItemsfolder.

Selectmultiplenon‐contiguousmessagesusingCtrl+ClickandthenchooseDeleteinthereadingpaneordraganddropthemessagestotheDeletedItemsfolder.

Whenhoveringoveramessage,acheckboxappearsontheleftside,iftheboxischecked,youcandeletethemessagebyrightclickingandchoosingDeleteorclickingontheDelete()iconinthemessagepane.

Delete from the Reading Pane 

DeletefromtheReadingPane 

Messagescanalsobedeletedusingthereadingpane.

1. Inthereadingpane,clickthedownarrowintheReplyallbutton.

2. Fromthemenu,chooseDelete.

Print an Email 

Youcanprintanyemailmessagethatyoureceiveinyouremailaccount.

1. Clickonthemessageyouwanttoprintinthemessagepane.Themessagewillopeninthereadingpane.

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2. Inthereadingpane,clickthedownarrowintheReplyallbutton.

3. Fromthemenu,choosePrint.

4. ThemessageopensinanewwindowandthePrintdialogboxappears.

5. Ifnecessary,changetheprintsettingsandclicktheOKbutton.

Managing Folders 

Tohelpyouorganizeyourmail,youcanmoveemailmessagesintofolders.

Create a Folder 

1. Inthenavigationpane,hoverthemousepointeronyourname;thisisyourmailbox.IfyouhaveFavoritesinthenavigationpane,theFavoriteswillappearatthetopandyournamewillbeunderthatsection.

2. Clicktheplussymbol(+)thatappearsnexttoyourname.

3. Ablankboxappearsatthebottomofyourfolderlist.TypethenameofthefolderintheboxandpressEnter.

4. Thenewfolderappearsinyourfolderlist.

NOTE:Tocreateasubfolder,rightclickonthefolderyouwanttouseasthetop‐levelfolderandchooseCreatenewsubfolder.Followthesamestepsasabovetonamethefolder.MakesureyouarenotintheFavoritessectionofthenavigationpane;youcanonlycreateasubfolderinyourmailbox.

Move Mail to a Folder 

Onceyoucreatedafolder,youcanmovemessagestothefolder.

1. Inthemessagepane,locatethemessageyouwanttomovetoafolder.

2. ClicktheMovetobuttoninthetoolbar.

3. ChooseafolderfromthemenuorclickMovetoadifferentfolder.

a. ChooseafolderfromthelistandclicktheMovebutton.

4. Themessagemovestothefolder.

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Moving multiple emails 

Youcanalsomovemessagestoafolderbydragginganddropping.

1. ClickonamessageinthemessagepaneorselectmultiplemessagesinthemessagepanebyusingShift+ClickorCtrl+Click.

2. Clickandholdthemousebuttondownontheselectedmessageagain(orifmultiplemessagesareselected,clickandholdontheselectedmessages).

3. Whilestillholdingthemousebuttondown,dragoverthenameofthefolderyouwantthemessage(s)togoin.Noticethatthenumberofmessagesyouaremovingappearsoverthefoldername.

Add a Folder to Favorites 

Ifyouhavemanyemailfolders,youcanaddcommonlyusedfolderstoyourFavoritessothattheywillalwaysbeatthetopofthenavigationpane.

1. Hoverthepointeroverthefolderyouwishtoaddtoyourfavorites.Astariconwillappearnexttothenameofthefolder.

2. Clickonthestariconanditwillbefilled.

3. ThefoldernowappearsintheFavoritescategorynearthetopofthenavigationpain.Notethatthefolderdidnotmove,butalinktoitisintheFavoritescategory.

NOTE:ToremoveafolderfromtheFavoritescategory,clickthestariconagain.ItwillberemovedfromtheFavoritescategory.

Delete a Folder  

Ifyounolongerneedanemailfolder,youcandeleteit.However,ifyouneedmessagesinthefolderyouareabouttodelete,youshouldmovethemessagestoanotherfolderfirst.

1. Rightclickonthefolderyouwanttodelete.

2. Fromthemenu,chooseDelete.

3. Thiswillbringupapromptindicatingyouareabouttodeleteafolderanditscontents.ClickOKtoconfirmthedeletion.

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Share Folders and Shared Mailboxes 

Youcanshareanyemailfolderinyouraccountwithotherusers.Thismaybeforcollaboratingonaprojectortomakesurethatemailsareansweredwhenyouareaway.Folderssharedtoyouappearinyournavigationpane.

YoucanalsouseOutlookontheWebtoaccessagroupaccountbyusingasharedmailbox.Groupaccountsareemailaddressesthatbelongtoaprogram,departmentorworkgroupratherthananindividual.Multiplepeoplecanaccessandmanagethisemailaccount.Sharedmailboxescanbeaccessedbyopeningtheaccountinanothertab.

Set Up Your Mailbox for Sharing 

Beforeyoucanshareanemailfolder,youmustsetupyourmailboxsoitcanshareemailfolders.Ifyoudonotdothis,anyfoldersyoushareareinaccessible.Thisisdonebygrantingfoldervisiblepermissionstothedefaultuser.

1. Inthenavigationpane,rightclickonyourmailbox(yourname)andchoosePermissions…

2. Inthepermissionsdialogbox,clickontheDefaultuseratthetop.

3. Inthepermissionssection,locatetheOthersectionandchecktheboxnexttoFoldervisible.

4. ClickOKtoclosethepermissionsdialogbox.Yourmailboxisnowsetforyoutoshareemailfolders.

Nowthatyourmailboxissetuptoallowuserstoaccesssharedfolders,youcansetuppermissionsonindividualfolders.

Thefollowingtablegivesmoreinformationaboutpermissionlevels:

Permission Level  Description

Owner Fullrightstotheemailfolder,includingassigningpermissiontoothers.

PublishingEditor Create,read,edit,anddeleteallitems,andcreatesubfolders.

Editor Create,read,edit,anddeleteallitems.

PublishingAuthor Createandreaditems,createsubfolders,andeditanddeleteitemsyoucreate.

Author Createandreaditems,andeditanddeleteitemsyoucreate.

NoneditingAuthor Createandreaditems.Deleteitemsyoucreate.

Reviewer Readitemsonly.

Contributor Createitemsonly.Thecontentsofthefolderdonotappear.

None Youhavenopermissions.Thisisthedefaultpermissionforallemailfolders.

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Share a Folder 

1. RightclickonthefolderyouwanttoshareandfromthemenuchoosePermissions…

2. ThePermissionsdialogboxappears.Bydefault,noonebuttheownerhaspermissiontoseethecontentsofanemailfolder.

3. Tobeginassigningpermissionstoanotheruser,clicktheplussign(+)intheupperleftcornerofthebox.

4. TypetheemailaddressoftheuseryouwanttosharewithintheAddpermissionsboxandclickAdd.

5. InthePermissionsdialogbox,choosethepermissionlevelfortheuserfromthePermissionlevelpull‐downbox.ClickOK.

NOTE:Youdonothavetousethepre‐definedpermissionlevels.Usetheradiobuttonsandcheckboxestocreatecustompermissionlevels.

View Shared Folders 

Whensomeonesharesafoldertoyou,theuserwhosharedthefoldermusttellyouthattheysharedafoldertoyou.Then,youcanfindfolderssharedtoyoufromthatuserandviewtheminthenavigationpane.

1. Inthenavigationpane,rightclickonyourmailbox(yourname).

2. Fromthemenu,chooseAddsharedfolder…

3. TheAddsharedfolderdialogboxappears.Inthebox,typeintheemailaddressoftheuserwhosharedafoldertoyouandclickAdd.

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4. Themailboxofthepersonnowappearsinyournavigationpane.Clickthedown‐arrowinfrontofthemailboxtoviewthefolder(s)youcanaccess.

Send Email from Shared Folders 

Ifyouhavepermissionstosendemailfromasharedfolder,youneedtochangethesender’snameorthemessageswillhaveyournameasthesender.Whenyouaresendingemailasanotheruser,thesentmailwillonlyappearinyourSentItemsfolder.TheownerofthefolderwillnotseethemessageintheirSentItemsfolder.AnyitemsdeletedinasharedfolderwillmovetoyourDeletedItemsfolderandtheownerofthefolderwillnotseethemessageintheirDeletedItemsfolder.

1. ClicktheNewmailbuttontobeginanewemailmessage.

2. Inthereadingpane,clicktheMorecommands(…)button.Fromthemenu,chooseShowFrom.

3. IntheFromline,selectyouremailaddressandpresstheDeletekeyonthekeyboard.

4. IntheFromline,typetheemailaddressofthepersonwhoownsthesharedfolder.

5. CompletetherestofthemessageandthenclickSend.

Open a Shared Mailbox 

Youcanaccessagroupaccountbyopeningasharedmailboxthatappearsinanewtabinthebrowserwindow.Whilegroupaccountscanbesetupasasharedfolder,itisrecommendedthatyoudonotasanysentordeletedmailwillgoinyourfoldersandnotthefoldersofthesharedmailbox.

Openingthesharedmailboxinanewtabalsosimplifiestheprocessofsendingemailasyoudonothavetochangethenameofthesenderbecauseyouaresendingemailsdirectlyfromthegroupaccount.AllmailsentfromthesharedmailboxwillgointheSentItemsfolderforthegroupaccountandalldeleteditemswillgointheDeletedItemsfolderforthegroupaccount.Forthisreason,itisrecommendedthatyouopenasharedmailboxtoaccessagroupaccount.

1. Totherightofthepaneofapps,youwillseeapersoniconoryourphoto.Clicktheiconorphoto.

2. Inthemenu,chooseOpenanothermailbox...

3. IntheOpenanothermailboxdialogbox,typeintheemailaddressofthegroupaccount.

4. ClicktheOpenbutton.

5. Thesharedmailboxwillopeninanewbrowsertab.Fromhere,youcanworkwiththegroupaccountinthesamewaythatyouwoulduseyourownemailaccount.

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Categories 

Categoriesareanotherwaytoorganizeyouremailmessages.Youcanassigncolor‐codedcategoriesorcreateyourownandthensearchtoseeallmessagesthathavethesamecategory.Categoriesarealsosearchable.

Assign a Category to a Message  

Toaddacategorytoamessageyoucanuseeitherthemessagepaneorthereadingpane.

1. Chooseamessagethatyouwanttocategorizebyfirstclickingonthemessageinthereadingpane,thenclickingtheCategoriesbuttoninthetoolbar.Selectacategoryfromthemenu.

2. Onceyouchooseacategory,thecolorassignedtothecategoryappearsintheemailinthemessagepaneandthereadingpane.

Create a Category 

Inadditiontousingthepre‐madecolorcategories,youcancreatecustomcategorynamesandassigncustomcolors.

1. Whenassigningacategoryusingthemessagepane,rightclickthemessage,clicktheCategoriesbuttoninthetoolbarandthenchooseManagecategories….

2. Intheboxthatappears,clickAddnewcategory.Anewwindowwillopen.

3. Assignanewcolortothecategorybyclickingonthedownarrownexttothetextbox.Chooseacolorfromthepalettethatappears.

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4. TypethenameofthenewcategoryinthetextboxandclickOK.

NOTE:Youcanassignmorethanonecategorytoamessage.Todothis,gobacktothecategorieslistandchooseanothercategoryforthemessage.

Remove Categories 

Ifyounolongerwantanemailcategorized,youcanremoveacategoryfromamessage.

1. ClickontheCategoriesbuttoninthetoolbar.

2. ClickoneitherthecheckmarkedcategoryorClearcategories.Thelatterwillclearallcategoriesassociatedwiththeselectedemail.

 

 

 

 

Search for Messages 

Thesearchbaratthetopofthenavigationpanewillallowyoutosearchyourmailboxforspecificitems.

1. Tobeginageneralsearchofallyourmail,clickintheSearchMailandPeoplebarabovethenavigationpane.

2. Asyoutype,optionswillappearbothbelowthesearchboxandinthenavigationpane.Usingthoseoptions,youcannarrowdownyoursearch.

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3. Formorespecificsearching,youcanuseaprefixfollowedbyacolon(:).Forexample,typingintothesearchboxsubject:training.Thiswillreturnmessagesthathavetheword“training”inthesubjectline.Thetablebelowhasmoresearchprefixes:

Prefix  What it does 

from: SearchesFromfieldto: SearchesTofieldcc: SearchesCcfieldbcc: SearchesBccfieldparticipants: SearchestheTo,CcandBccfieldssubject: Searchesthesubjectbody: Searchesthebodyofthemessage

sent: Searchesthedatesent(workswithdatesorrelativedatesliketodayorlastweek)

received: Searchesthedatereceived(workswithdatesorrelativedatesliketodayorlastweek)

category: Searchesthecategoryfieldattachment: Searchesfortheattachmentnamehas: Usedwithotherprefixesandkeywordssuchashas:attachmentorhas:flag

NOTE:Youcanfurtherrefineyoursearchbyputtingsearchtermsinparenthesis();thesearchfeaturewillthenlookforbothitems.Ifyouputsearchtermsinquotes““thesearchfeaturewilllookforanexactmatchofthestringofcharactersintheresults.

4. Toexitthesearch,clicktheExitsearchbuttonatthetopofthesearchpane.

People App 

ThePeopleappofOutlookontheWebisanaddressbookforyourcontacts.Havingsomeonesetasacontactsimplifiestheprocessofsendinganemailmessage.ToaccessthePeopleapp,clicktheappsgridnexttoOffice365thenclickonthepeopleapplication

Add a Contact 

Newcontactsareaddedbyeithercreatinganewcontactintheaddressbookoraddingacontactfromexistingemailmessages.

Create a New Contact 

1. Intheupperleftpartofthetoolbar,clicktheNewbutton.

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2. TheAddcontactwindowwillopenontheright.

3. FillinthenecessarycontactinformationandclickSaveatthetopofthewindow.

Create a New Contact from Email 

1. IntheMailapp,locateanemailmessagefromthepersonyouwanttoaddtoyourcontacts.Clickontheemailmessagetoviewitinthereadingpane.

2. Inthereadingpane,clickonthenameofthecontact.Anewpanewillopentotheright.

3. Clicktheellipses(…)buttonthenAddtocontacts.

4. InthenewAddcontactwindow,youwillseethecontact’sinformationwillautopopulateinthecontactfields.MakeanynecessarychangesandthenclickSave.

5. GobacktothePeopleapp.ThecontactwillbeshowingunderyourMycontactslist.

Edit a Contact 

Youcanedittheinformationforacontactatanytimeafteryouaddthemasacontact.

1. UndertheMycontactslist,selectacontacttoeditbyclickingonit.

2. Inthereadingpane,clicktheEditbutton.

3. EditoraddanyadditionalinformationforthecontactandclickSave.

Send Email to a Contact 

Onceyouhavecontactsinyouraddressbook,youcanusethosecontactstosendemailmessages.

From the People app 

1. InthePeopleapp,firstselectacontacttosendtheemailto.

2. Clickonthecontact’semailaddressintheircontactinformation.

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3. Anewwindowwillopen,allowingyoutocomposeandsendanewemailtotheselectedcontact.

From the Mail app 

1. IntheMailapp,clicktheNewbuttontobeginanewemailmessage.

2. ClickonthewordTointheTofield.Thiswillbringupalistofyourcontacts.

3. Fromthelist,locatethenameofthepersononyourcontactlistyouwanttosendthemessageto.Clicktheplussign(+)totherightoftheirnameandclickOKatthetopofthelist.

NOTE:ThissameprocesswillworkfortheCcandBcclinesinanemailmessage.

Create a Contact List 

Ifyoufindthatyousendmanyemailmessageswiththesamelistofrecipients,youcancreateacontactlisttosimplifytheprocess.Insteadofaddingallcontactnamestoanemailmessage,youcanaddthenameofthecontactlistandthemessageissenttoeveryoneonthelist.

1. FromthePeopleapp,clickthedownarrownexttotheNewbutton.

2. SelectContactlistfromtheresultmenu.

3. Next,namethecontactlistundertheListnametextbox.

4. Toaddmembers,typetheirnamesoremailaddressesintheAddmembersbox.

5. Ifdesired,addnotesforthegroupintheNotesbox.

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6. Whenallmembersareadded,clicktheSavebuttonatthetop.Thenewcontactwillbeadded.Sendinganemailtothecontactlistisdoneinthesamewayassendinganemailtoanyoneelseinthecontactlist.

NOTE:Whenyousendanemailmessagetothecontactlist,themembersofthelistcanseethenamesofeveryonewhoisinthegroupontheTolineinsteadofthenameofthegroup.Becauseofthis,itisrecommendedtousetheBcclinewhenemailingacontactlist.

Settings 

Office365hasmanysettingsyoucanchangetocustomizeyouraccount,optionsandview.

ToaccesstheSettings:

1. LocatetheSettingsbutton(gearicon)intheupperrightcornertotheleftofthepersoniconoryourpictureandclickonit.

2. Fromthemenu,youcansearchforsettings,accesscommonlyusedsettingsandseeallsettings.

NOTE:Thefollowingsectionutilizesthefulllistofsettingstodemonstrateusage.SomeofthesettingsbelowarealsoaccessibledirectlyfromtheSettingsmenuorbysearchingforasetting.

Mailbox Usage 

YourUWMemailhasastoragecapacitylimitof50gigabytes.Tocheckyourcurrentusageofthisstorage:

1. ClicktheSettingsbutton(gearicon)andchooseMailfromthemenu.

2. Ontheleftsideofthescreen,clickGeneralandthenclickMyaccount.

3. ThebottomrightfieldisMailboxusage,whichdisplaysthecurrentstoragecapacityforyouremail.

NOTE:Youcanalsoaddsomeadditionalbasicinformationonthisscreen,suchasanaddressandphonenumbers.Thisinformationwillautopopulateifsomeoneaddsyouasacontact.YoucannotchangeyourdisplaynameorUserID.

Change Theme 

YoucanchangethebackgroundforyourO365accountbychangingtooneoftheavailablethemes.

1. ClickChangethemeontheleftsideofthescreen.Anewwindowwillopenontherightsideofthescreen.

2. Chooseathemefromtheavailableoptions.

3. ClickSavetoapplythechanges.Ifthechangeisn’tautomaticallyapplied,refreshyourpage.

 

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Automatic Replies 

AutomaticRepliesistheOutofOfficefeatureinOffice365.Youcansetupyouremailtoautomaticallyreplywhenyouareawayfromyouremailforextendedperiodsoftime.

1. ClickAutomaticrepliesontheleftsideofthescreen.Anewwindowwillopenontherightsideofthescreen.

2. ClicktheSendautomaticrepliesradiobutton.

3. ChecktheboxnexttoSendrepliesonlyduringthistimeperiod.Designateastartandenddate/time.

4. Typethemessageyouwantsentinthefirsttextbox.ThisisthemessagethatwillbesenttoanyonewhoemailsyoufromaUWMaccount.

5. YoucanalsodesignateadifferentmessagetobesenttopeopleoutsideofUWM.ClickthecheckedboxnexttoSendautomaticreplymessagestosendersoutsideofmyorganization.

6. Selectanoptiontoeithersendrepliesonlytoexternalmemberscontainedinyourcontactlist(thePeopleapp),ortoallexternalusers.

7. Typethemessageyouwantsentinthesecondtextbox.

8. Onceyouarefinishedwithallchanges,clickSave.

Inbox Rules 

InboxrulesallowMicrosoftExchangetomanageyouremailasitarrives.Forexample,ifyouwantemailfromaspecificpersoninafolder,settinguparulewillautomatethisprocessforyou.

1. ClickInboxandsweeprulesontheleftsideofthescreen.Anewwindowwillopenontherightsideofthescreen.

2. Clicktheplussign(+)tocreateanewrule.

3. Onthescreenthatappears,createtherule.FirsttypeinaNameandthenchooseoptionsfortherulecondition,actionandexception.

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4. Aftersettinguptherule,clickOKatthetopofthescreentosavetherule.

5. Thenewruleappearsinyourlistofrules.Fromhere,youcanclickthecheckboxinfrontofittodeactivateitorifyouhavemultiplerulesyoucanmovetherulesupordowninordertospecifywhichrulesrunfirst.

Inboxrulescanalsobesetupusingexistingemailmessages.Whenyousetuparuleusinganemailmessage,somefieldsareautomaticallypopulatedforyou.

1. GototheMailapp.Locateanemailmessagethatyouwanttouseasatemplateforarule.

2.Inthetoolbar,clicktheMorecommands(…)buttonandchooseCreaterule.

Mark as Read 

Thissettingallowsyoutochangewhenamessageismarkedasread.

1. ClickMarkasreadontheleftsideofthescreen.Anewwindowwillopenontherightsideofthescreen.

2. Makeaselectionbyclickingononeoftheavailableradiobuttons:

a. Markdisplayeditemsasread:allowsyoutomanuallydesignateatimethemessagewillbemarkedasread

b. Markitemsasreadwhentheselectionchanges:themessagewillbemarkedreadafteryouclickonanothermessage

c. Don’tautomaticallymarkitemsasread:themessagewillnotbemarkedasreaduntilyoumarkitasreadmanually

3. ClickSavewhenfinishedmakingaselection.

Reply Settings 

Bydefault,yourmailreplysettingsaresettoReplyall.Thissettingcanbechanged.

1. ClickReplysettingsontheleftsideofthescreen.Anewwindowwillopenontherightsideofthescreen.

2. ClicktheradiobuttonnexttoReplyundertheavailableoptions.

3. ClickSaveonceyouarefinishedmakingtheselection.

Block or Allow Emails 

Youcanaddemailaddressestoasafelist,meaningtheywillnotberecognizedasjunkmail.Conversely,youcanalsoaddemailstothejunkemaillistandtheywillautomaticallybesenttothejunkmailfolder.

1. ClickBlockorallowontheleftsideofthescreen.Anewwindowwillopenontherightsideofthescreen.

2. ClicktheradiobuttonnexttoAutomaticallyfilterjunkemail.

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3. EmailsaddedtoSafeSendersandRecipientswillneverbefilteredtothejunkemailfolder.

4. EmailsaddedtoBlockedSenderswillautomaticallygotothejunkemailfolder.

5. ClickSaveonceyouarefinishedmakinganychanges.

Forwarding Email 

Usingthisfeature,youcanforwardyourUWMemailtoanotheremailaddress.

1. ClickForwardingontheleftsideofthescreen.Anewwindowwillopenontherightsideofthescreen.

2. Tostartforwardingyourmail,clicktheradiobuttonforStartforwarding.

3. UnderForwardmyemailto:,typeintheemailaddressyouwanttousetoforwardyourmail.IfyouwanttokeepacopyinyourUWMaccount,checktheKeepacopyofforwardedmessages.

4. ClickSavewhenyouarefinishedmakingthechanges.Youcanreturnheretoendtheforwarding.

Conversations 

Youcanchangetheorderinwhichthenewestmessagesappearinyourinbox(bottomortop).Youcanalsochoosetoshoworhidedeleteditems.

1. ClickConversationsontheleftsideofthescreen.Anewwindowwillopenontherightsideofthescreen.

2. ChooseaselectionforconversationorderunderShowitemsinthisorder.

3. UnderWhenitemshavebeendeleted,makeaselectiontoshoworhidedeleteditems.

4. ClickSavewhenyouarefinishedmakingthechanges.

Email Signature 

Youcanincludeacustomemailsignatureonmessagessentfromthemailapp.Anemailsignaturecanautomaticallybeincludedonmessagesyoucomposeand/ormessagesyoureplytoandforward.

1. ClickEmailsignatureontheleftsideofthescreen.Anewwindowwillopenontherightsideofthescreen.

2. Checkthefirstboxtoautomaticallyincludetheemailsignatureonnewlycomposedmessages.Checkthesecondboxtoincludethesignatureonmessagesyouforwardand/orreplyto.

3. Createyouremailsignatureinthetextboxbelowtheselections.

4. ClickSaveonceallchangeshavebeencompleted.

 

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Message Format 

Inthemessageformatsection,youcancustomizetheappearanceofmessagesasyouwritethem.

1. ClickMessageformatontheleftsideofthescreen.Anewwindowwillopenontherightsideofthescreen.

2. ToalwaysseetheBccorFromlinesinanewmessage,checkthecorrespondingbox.

3. UnderMessagefont,choosethedefaultfont,size,styleandcolorfornewmessages.

4. ClickSaveonceallchangeshavebeencompleted.

Message List 

Inthemessagelistsetting,youcanchangetheorderofwhichamessage’ssenderandsubjectappear.Additionally,youcanchoosetoshoworhidepreviewtext.

1. ClickMessagelistontheleftsideofthescreen.Anewwindowwillopenontherightsideofthescreen.

2. UndertheLayoutoption,choosetoshowthemessagesubjectorsendernamefirst.

3. UnderthePreviewtextoption,makeaselectiontoshoworhidepreviewtext.

4. ClickSaveonceallchangeshavebeencompleted.

Reading Pane 

Thelocationofthereadingpane,bydefault,isontherightsideofthescreen.Thelocationofthereadingpanecanbechanged,oritcanbehidingaltogether.

1. ClickReadingpaneontheleftsideofthescreen.Anewwindowwillopenontherightsideofthescreen.

2. UnderChoosewherethereadingpaneshouldappear,makeaselectiontodisplayitontheright,onthebottom,orchoosetohideitaltogether.

3. Thesecondoptionallowsyouwritemessagesinthereadingpaneoranentirelynewwindow.

4. Thelastoptiondesignateswhichmessageopenswhenyoufirstsignin.

5. ClickSavewhenyouhavecompletedmakinganychanges.

 

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Sign Out  

WhenyouarefinishedwithOffice365,youshouldsignoutbeforeclosingthebrowserwindow.

1. Clickthepersoniconoryourphotointhetop,rightcornerofthescreen.

2. Inthemenu,chooseSignout.

3. YouarenowsignedoutofOffice365;closethebrowsertocompletetheprocess.

Getting Help 

For a full listing of all Short Courses offered, visit uwm.edu/learningtechniques. For 24/7 access to online technical training videos, visit uwm.edu/lynda.

For technical assistance, contact the UWM Help Desk by calling 414-229-4040 (toll-free 877-381-3459) or visit GetTechHelp.uwm.edu.