This is a quick guide to completing several common tasks in the Office 365 Web App.
You will need to logged into the web browser to complete these tasks.
Common Tasks
Share or Delegate Account Access
Windows:
Personal account: Directions from Microsoft >
Mac:
Personal account: Directions from Microsoft >
Web Access:
Department / Scheduling Account: Local Resource >
Click "Inbox" under the Outlook section of your Office 365 portal page. Click "Options"
and select "See All Options..." in the upper right corner of your Inbox.Click "Groups"
under "Account" in the navigation on the left side of the Options page.
NOTE: The management interface is in the section "Public Groups I Own". In the "Public
Groups I Own" section of the Public Groups page:Select the group to manage. Click
"Details". In the pop up window:Click "Membership". Click "Add...".
NOTE: You may follow the same process to remove members by clicking "Remove".Enter
the person's name you wish to add to your group in the search field and click the
magnify glass icon. Select the person's name in the search results. Click "Add->"
and then "OK". Click "Save" in the pop up window.
Access a Shared or Delagated Account
Information copyrighted from Microsoft
Open Another Mailbox
Topic Last Modified: 2011-03-19
If you have full access to a mailbox that appears in the shared address book and is not your own, such as a resource mailbox, you can use Outlook Web App to open that mailbox. To use this feature, you must already be signed in using your own account.
Note:
This information applies to the standard version of Outlook Web App. The feature that's described isn't available in the Outlook Web App Light.
How do I open another mailbox?
Click your name in the upper-right corner of the window to open the Open Other Mailbox dialog box.Under Select Mailbox, enter the name or alias of the mailbox you want to open and click Open. If more than one match is found, a list of possible matches will be displayed. Click the name of the mailbox you want to open.
The mailbox opens in a new window.
What else do I need to know?
If you don't have permission to open the mailbox, the new window displays the following message, "You don't have permission to open this mailbox."To obtain full access to a mailbox other than your own, contact your help desk or system administrator.
Windows:
Department / Scheduling Account: Local Resource > | Personal account: Directions from
Microsoft >
Mac:
Department / Scheduling Account: Local Resource > | Personal account: Directions from
Microsoft >
Web Access:
Department / Scheduling Account: Directions from Microsoft >
Find a Recipient's Name to Autocomplete the "To" Field
Type part of the name in the "To:" field. Then click the Check Names icon to search for possible names from the directory.
Windows:
1.Type part of the name in the "To:" field.
2.Then click the Check Names icon to search for possible names from the directory.
Mac:
1.Type part of the name in the "To:" field.
2.Then click the Check Names icon to search for possible names from the directory.
Web Access:
1.Type part of the name in the "To:" field.
2.Then click the Check Names icon to search for possible names from the directory.
Use the Outlook Junk E-mail Reporting Tool
You can use this tool to report junk e-mail to Microsoft and its affiliates for analysis
in order to help improve the effectiveness of their e-mail filtering technologies.
http://www.microsoft.com/download/en/details.aspx?displaylang=en&id=18275
NOTE: In order to find all the information needed by Microsoft services below, you
will need to provide Internet headers from the spam messages. You can find the full
Internet headers of a message by:
Windows: Double clicking the message in your inbox -> File -> Properties -> Copy the
text in the "Internet Headers" text field and paste into your message to Microsoft.
Mac: Command + Clicking (right clicking) the message in your inbox and click "View
Source." Copy all of the text in the Text Edit window and paste into your message
to Microsoft.
Report False Positives
You can report false positives through the Spam Quarantine Interface, or by forwarding
the message, including the full Internet headers, to: false_positive@messaging.microsoft.com.
Please follow the submission process outlined here: http://technet.microsoft.com/en-us/library/ff715038.aspx.
Report Unfiltered Spam
You can report unfiltered spam by forwarding the message, including the full Internet
headers, to: abuse@messaging.microsoft.com. Please follow the submission process outlined
here: http://technet.microsoft.com/en-us/library/ff715038.aspx.
Retract an E-mail
Windows: Directions from Microsoft >
Mac: Not Available
Web Access: Not Available
Request Confirmation That E-mail Was Received
Directions from Microsoft
Please follow the below steps to request a read receipt
1. Login to outlook.com.
2. Click on "New"
3. In the "New" message click on the "Options" on the top row.
4. In the "Message Options" window under "Tracking Options" select the "Request a read receipt for this message"
Or right click on email and choose delivery report
Windows: Directions from Microsoft >
Mac: Not Available
Web Access: Directions from Microsoft >
Forward Your E-mail to Another Account
Windows: Directions from Microsoft >
Mac: Create a custom rule to forward email to another account
Directions from Microsoft >
Web Access: Directions from Microsoft >
Directions from Microsoft
Use Rules to Automatically Forward Messages
Applies to: Office 365 for professionals and small businesses, Office 365 for enterprises, Microsoft Exchange, Live@edu
Topic Last Modified: 2012-07-31
You can use Inbox rules to automatically forward or redirect messages sent to your mailbox to another account. The video that's included will show you how to create a rule to automatically redirect your messages.
Note:
This information applies to the standard version of Outlook Web App. The feature that's described isn't available in the Outlook Web App Light.
Video: Redirect all messages to another account
This video shows you how to automatically redirect all incoming messages to another e-mail account.
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Exchange: How To: Redirect all incoming messages to another account
Learn how to automatically redirect all incoming messages to another account.
Date 4/21/10, Duration 2:05, Views 65252
Video by: Exchange Tech Center
// Note:
To view this video, you must have Silverlight installed. For information about how to install Silverlight, see Get Silverlight.
How do I automatically redirect all messages to another account?
After you sign in to Outlook Web App, click Options > Create an Inbox Rule.On the Inbox Rules tab, click New.Under When the message arrives, select Apply to all messages.Under Do the following, select Redirect the message to.Select the address you want your mail sent to by double-clicking on it in the address book view. If the address you want to redirect to doesn't appear, you can enter the e-mail address in the To field.Click OK to save your selections and return to the new rule window.Click Save to save your rule and return to the Inbox Rules tab.
What else do I need to know?
Messages that are redirected will appear to come from the original sender. When you reply to a message that has been redirected, the reply will be sent to the original sender.Messages that are forwarded will appear to be forwarded from you. When you reply to a message that has been forwarded, the reply will be sent to the address the message was forwarded from, not to the original sender.A copy of messages that you redirect or forward will remain in your mailbox. If you add an action to delete the message, the message will go to your Deleted Items folder and will still be counted against your mailbox limit. If you exceed your mailbox limit, you may be blocked from sending or receiving new messages and forwarding rules may not work until you delete enough messages to bring the total below your mailbox limit.When you create a forwarding rule, you can add more than one address to forward to. The number of addresses you can forward to may be limited, depending on the settings for your account. If you add more addresses than are allowed, your forwarding rule won't work. If you create a forwarding rule with more than one address, test it to be sure it works.
Create a Contact Group
Applies to: Office 365 for professionals and small businesses, Office 365 for enterprises, Microsoft Exchange, Live@edu
Topic Last Modified: 2011-03-19
You can create a group to store a list of people or groups you want to send e-mail to. You can use a group to send the same message to multiple contacts without having to enter each contact separately in the message.
Note:
This information applies to the standard version of Outlook Web App. The feature that's described isn't available in the Outlook Web App Light.
How do I create a group?
In the Navigation Pane, click Contacts.In Contacts, on the toolbar, click the arrow to the right side of the New button.Click Group.In the new group window, enter the information you want to include for the group.
Group Name is the display name for the group.Members lets you enter the members you want in your group. See below for details about adding members to a group.Notes is where you can add information about the group.
Click Save and Close before you close the group form browser window.
How do I add members to a group?
You can add members to a group by adding them to the Members box and then clicking Add to Group. You can add multiple entries to a group by typing all or part of a name or an e-mail address in the Members box. Separate each entry with a semicolon (;). When you've finished adding names, click Add to Group. If no duplicate names are found, the names will be resolved automatically.
Partial names or e-mail addresses to their corresponding recipients can be automatically resolved only if the partial name or e-mail address is unique. For example, if the address list contains the names John and Johnny, and you type John, the name John isn't unique. This is because John and Johnny can be matched to John. The name John appears in gray text with a dashed red underline to indicate that it isn't unique. If you try to send a message to one or more recipients who can't be resolved to an e-mail address, a menu will be displayed that lists each unresolved name. For each unresolved name, you can delete the name from the list of recipients or select from a list of possible matches that were found in the Address Book.
You can also add members by clicking Members. This opens the Address Book. The Address Book lets you search for entries in your organization's shared address book or in your Contacts folder. After you locate the entry you're looking for in the Address Book, add it to the list of members you want to add by selecting the name and then clicking Members. Click OK to return to your group. Click Add to Group to add the entries to your group. Click Save and Close to save your changes.
What else do I need to know?
Groups that you create in your Contacts folder aren't available to other users in your organization. Public groups in the shared address book are available to all users. Learn About Public Groups.The following options are available on the toolbar when you open or create a group.
Button
Description
Save and Close
Saves the contact information and closes the window.
Opens a new message form with the group listed on the To line.
Opens a new meeting request with the group on the Required line.
Deletes the group. This button isn't available until after the first time a group is saved.
Sets a reminder flag for the group. For more information about flags, see Flags and Reminders.
Assigns a category to the group. For more information about Categories, see Apply a Category.
Windows: Outlook Positive Training Video > | Directions from Microsoft >
Mac: Directions from Microsoft >
Web Access: Directions from Microsoft >
Set Up Rules
Learn About Inbox Rules
Applies to: Office 365 for professionals and small businesses, Office 365 for enterprises, Microsoft Exchange, Live@edu
Topic Last Modified: 2011-11-23
Rules can be used to automatically sort incoming e-mail into folders based on, for example, who the sender is, who the message was sent to, or the importance of a message. For example, you can create a rule to automatically move all mail sent to a group you're a member of to a specific folder.
Note:
This information applies to the standard version of Outlook Web App. The feature that's described isn't available in the Outlook Web App Light.
How do I manage rules?
To manage rules, click Options> Create an Inbox Rule.
You can use the Inbox Rules tab to create new rules, or to edit or delete existing rules.
What else do I need to know?
To create a new blank rule using the Inbox Rules tab, click New.You don't have to use the InboxRules tab to create a rule. You can also create rules directly from messages. To create a rule directly from a message:
Right-click the message in the message list pane.Click Create Rule, or open the message and then click Create Rule on the toolbar.
Rules are run from top to bottom in the order in which they appear in the Rules window. To change the order of rules, click the rule you want to move, and then click the up or down arrow to move the rule to the position you want in the list.Some types of messages won't trigger Inbox rules, including:
Delivery status notifications, which include non-delivery reports and system messages.Read receipts and delivery receipts that are generated by an e-mail client.Some automatic-reply (Out of Office) messages.
You can create more complex rules by clicking More Options. After you click More Options:You
can set more than one condition for your rule.You can set more than one action for
your rule.You can add exceptions by clicking Add Exception.You can turn on or turn
off Stop processing more rules. By default, the option to stop processing more rules
is turned on. With this option on, when a message comes in that meets the criteria
for more than one rule, only the first rule will be applied. Without this setting,
all rules that the message met the criteria for would be applied.
For example, without Stop processing more rules selected, if you have a rule to move
all messages sent to a public group to a particular folder and another rule to move
anything from your manager to another folder, and your manager then sends a message
to that group, you'll find a copy of the message in both folders. If you want only
the rule that moves messages from your manager to be applied, put that rule higher
in the list than the rule that moves messages sent to the group, and then edit the
first rule to add the option to stop processing more rules.You can edit the name of
the rule using the Name box.
Each rule you create will take up space in a hidden section of your mailbox. This section is limited to 64 KB. The actual amount of space a rule uses depends on several factors, such as how long the name is and how many conditions you've applied. When you reach the 64 KB limit, you'll be warned that you can't create any more rules. If that happens, you'll have to delete or simplify some of your existing rules before you can create more. Some ways you can reduce the space used by rules are:Delete rules you no longer need.Shorten the names of your rules.Combine one or more rules that do the same thing.Remove criteria from rules.
When you create a forwarding rule, you can add more than one address to forward to. The number of addresses you can forward to may be limited, depending on the settings for your account. If you add more addresses than are allowed, your forwarding rule won't work. If you create a forwarding rule with more than one address, test it to be sure it works.
Windows: Directions from Microsoft >
Mac: Directions from Microsoft >
Web Access: Outlook Positive Training Video > | Directions from Microsoft >
Create and Add an E-mail Signature
Applies to: Office 365 for professionals and small businesses, Office 365 for enterprises, Microsoft Exchange, Live@edu
Topic Last Modified: 2011-11-23
An e-mail signature consists of text that can be added to the end of an outgoing e-mail message.
Note:
This topic applies to the standard version of Outlook Web App. To read about this feature for the Outlook Web App Light, see Options > Messaging.
How do I create a signature?
At the top of the Outlook Web App page, click Options > See All Options > Settings
> Mail. In the E-Mail Signature box, type and format your signature.
If you use both Outlook Web App and Outlook and want a signature in both, you need
to create a signature in each.To add your signature to all outgoing messages, select
the Automatically include my signature on messages I send check box. Click Save or
press CTRL+S.
What else do I need to know?
If you don't select the box to automatically add your signature to all outgoing messages, you can still add it to individual messages.
Create your signature as described above, but don't select the Automatically include my signature on messages I send check box.When you create a new message, add your signature to it by clicking Insert Signature on the toolbar.
You can't include an image file (such as a .gif or .tif) in your signature in Outlook Web App.
Windows: Outlook Positive Training Video > | Directions from Microsoft >
Mac: Directions from Microsoft >
Web Access: Directions from Microsoft >
Schedule a Meeting
Applies to: Office 365 for professionals and small businesses, Office 365 for enterprises, Microsoft Exchange, Live@edu
Topic Last Modified: 2010-09-10
You can use a meeting request to invite other people to a meeting or other event.
How do I create a meeting request?
In Calendar, on the toolbar, click the arrow next to New, and then click Meeting Request.In the To and Optional text boxes, enter the names of the people who you want to receive this meeting request. You can specify a conference room or special equipment, such as an overhead projector, in the Resources box. For more information about how to manage attendees, see Add or Remove Attendees.In the Start time and End time lists, select the appropriate dates and times. If you want the meeting to occur regularly, click Repeat . For more information about repeating items, see Set a Repeating Item.In the Show time as list, select how you want your schedule to appear for the duration of the meeting. Your selection (Busy, Free, Tentative, or Away) is what other people see when they view your schedule and the schedules of all attendees.Select the Reminder check box to be reminded about this meeting. This also reminds all recipients of the meeting request if they have reminders enabled on their calendars.Type a message to accompany your meeting request in the message text area, and then click Send or press ALT+S. A meeting request is sent to each attendee, and the new meeting is added to your schedule. Each person who receives your meeting request can accept, decline, or accept it tentatively.
What else do I need to know?
You can use the Scheduling Assistant to check the availability of all attendees before you send the meeting request. For more information, see The Scheduling Assistant.You can also turn an appointment into a meeting by opening it and clicking Invite Attendees on the toolbar.The following options are available on the toolbar when you create a meeting request.
Button
Description
Send
Sends the meeting request to attendees.
Saves the meeting to your calendar, but doesn't send the meeting request to attendees.
Attaches a file to the meeting request. For more information about how to attach files, see Working with Attachments.
Embeds an image in the body of the meeting request.
Sets a repetition interval for the meeting. For more information about repetition, see Set a Repeating Item.
Checks the names of the meeting request attendees in the Address Book or your Contacts folder. For more information about how to resolve names, see Add or Remove Recipients.
Checks spelling in the meeting request text area.
Cancels the meeting.
Sets the importance of the meeting to High.
Sets the importance of the meeting to Low.
Applies a category to the meeting. For more information about Categories, see Apply a Category.
Sends the item to a printer.
Message Format list
Sets the format of the item to HTML or plain text. For more information about how to format messages, see Format Messages.
For more information about how to use keyboard shortcuts with meeting requests, see "New Appointment and Meeting Request Forms" in Keyboard Shortcuts.
Windows: Directions from Microsoft >
Mac: Directions from Microsoft >
Web Access: Directions from Microsoft >
Create a Task
Windows: Directions from Microsoft >
Mac: Directions from Microsoft >
Web Access: Directions from Microsoft >
Applies to: Office 365 for professionals and small businesses, Office 365 for enterprises, Microsoft Exchange, Live@edu
Topic Last Modified: 2008-11-18
You can create tasks to track your to-do items.
How do I create a task?
In the Navigation Pane, click Tasks.In Tasks, on the toolbar, click New.Enter a subject and any other properties that you want to include. Only a subject is required. All other values, for example, dates and reminders, are optional.If you want the task to recur, click Repetition . In the Repetition dialog box, under Repeat Pattern, set the repetition pattern for the task, and then click OK.Click Save and Close or press CTRL+S before closing the task form browser window.
What else do I need to know?
You can also create a new task by typing the subject in the Type a new task box at the start of the task list and then clicking Add New Task or pressing ENTER.The following options are available on the toolbar when you open or create a task.
Button
Description
Save and Close
Saves the task and closes the task form browser window.
Marks the task as complete. Completed tasks are displayed in gray strikethrough text.
Attaches a file to the task. For more information about how to attach files, see Working with Attachments.
Creates a repetition pattern for the task. For more information about repeating items, see Set a Repeating Item.
Forwards the task to a recipient.
Deletes the task.
Assigns a category to the task. For more information about categories, see Apply a Category.
Windows: Directions from Microsoft >
Mac: Directions from Microsoft >
Web Access: Not Available
Create a Calendar Appointment
Create an Appointment
Applies to: Office 365 for professionals and small businesses, Office 365 for enterprises, Microsoft Exchange, Live@edu
Topic Last Modified: 2009-08-15
Unlike meetings, which include other people, appointments are commitments that only you are required to attend. Examples of appointments include a visit to a physician, picking up a child at school, or time you set aside to work on a project. When you create an appointment on your calendar, you can set how that time will appear (such as Busy or Away) when others view your schedule.
How do I create an appointment?
In Calendar, on the toolbar, click New.In the Subject box, type a brief description of the appointment.In the Location box, type the location where the appointment occurs.In the Start time and End time lists, select the appropriate dates and times.In the Show time as list, select how you want your schedule to appear for the duration of the appointment. Your selection (Busy, Free, Tentative, or Out of Office) is what others will see when they view your schedule.If the default time interval for reminders isn't satisfactory, set it to the interval that you want.If you want to prevent other people from viewing the details of the appointment, click Private.In the message body, type any additional information, for example, a list of materials to bring with you to the appointment.Click Save and Close or press CTRL+S before closing the appointment form browser window.
What else do I need to know?
You can also create a new appointment by double-clicking a time slot on any calendar view.An appointment can be a one time event, or it can repeat. Learn about repeating items at Set a Repeating Item.The following options are available on the toolbar when you create an appointment.
Button
Description
Save and Close
Saves the appointment to your calendar and closes the appointment form window.
Attaches a file to the appointment. For more information about how to attach files, see Working with Attachments.
Creates a repetition pattern for the appointment. For more information about repeating items, see Set a Repeating Item.
Checks spelling in the appointment.
Invites other people to an appointment. This changes the appointment to a meeting. For more information, see Request a Meeting.
Sets the importance of the appointment to High.
Sets the importance of the appointment to Low.
Applies a Category to your item. For more information about Categories, see Apply a Category.
Sends the item to a printer.
Message Format list
Sets the format of the item to HTML or Plain text. For more information about how to format messages, see Format Messages.
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