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Office365 User Guide

Office365 Admin Guide

TABLE OF CONTENTS
Accessing email ............................................................................................................................................. 3
Accessing Webmail ................................................................................................................................... 3
Configuring Outlook .................................................................................................................................. 4
Configuring mobile devices ....................................................................................................................... 4
Email functions.............................................................................................................................................. 7
Transitioning from Gmail .......................................................................................................................... 7
Categories and labels ............................................................................................................................ 8
Create new folder ..................................................................................................................................... 8
Move item(s) to a folder ........................................................................................................................... 9
Setting an out of office assistant .............................................................................................................. 9
Changing your password ......................................................................................................................... 10
Managing emails with rules .................................................................................................................... 11
Calendaring ................................................................................................................................................. 13
Scheduling a meeting .............................................................................................................................. 13
Sharing a calendar................................................................................................................................... 14
Forwarding a meeting to someone else ................................................................................................. 17
Contacts ...................................................................................................................................................... 18
Address books ......................................................................................................................................... 18
Searching the Contact LIst ...................................................................................................................... 19
Groups ..................................................................................................................................................... 21
Mailbox options/settings ............................................................................................................................ 22
Getting Support........................................................................................................................................... 23

Office365 Admin Guide

ACCESSING EMAIL
ACCESSING WEBMAIL
To access your new email account go to portal.microsoftonline.com

Login with your user credentials:


i.e. jsmith@build-laccd.org
If prompted for your location make sure you set it correctly, failure to do so can result in incorrect
time stamps, slow searches, and slow overall performance.
Click the outlook button on the top ribbon

Outlook Web App will load and you will be able to access your emails.
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Office365 Admin Guide

CONFIGURING OUTLOOK
In the Add New Account wizard, click Email Account

Put in the account information

After this the email profile should load, if it does not, contact support for assistance.

CONFIGURING MOBILE DEVICES


On the mobile device, it must be configured specifically:
Android / Iphone
Username:
jsmith@build-laccd.org

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For the Server address put:

m.outlook.com

The rest should automatically configure


i.e.

Android

iPhone
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Enter your email


address and
password

Select what items


youd like to have
synched to your
device

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EMAIL FUNCTIONS
TRANSITIONING FROM GMAIL
Office365 offers a web based console, very similar in functionality to Gmail.

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Categories and labels
The largest difference in the user interface will be the way that Emails are organized, in Outlook there
are folders, you can manually or by using a rules to move an email to a folder. You can
alternately categorize an email in Outlook by color or priority or a custom category. In Gmail you
can only add Labels to an email.
Although it looks similar in design to the Folder method employed by Outlook, in Google Mail you could
add multiple labels to an email, the migration tool interpreted each label as a folder, and in outlook an
email that had multiple Google mail tags would be imported multiple times and put and will actually
appear once in each folder representing the label.

CREATE NEW FOLDER


Right-Click your inbox and click Create New Folder

Name your folder and hit Enter

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MOVE ITEM(S) TO A FOLDER


You can drag one or more items from one folder, into another from either the Webmail interface, or in
outlook. Use Shift-select to select several items together, or CTRL-click items not adjacent in a list, then
drag and drop them into the desired folder

SETTING AN OUT OF OFFICE ASSISTANT


Automatic replies sent while a user is on vacation can be setup using the Auto-replies, or Out of Office
Assistant. To do this in the web interface, click the settings icon top-right and choose Set automatic
replies.

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Click the Send automatic replies radio button and fill out the information and click Save.

There is an option of sending a different message to internal users, vs. external users.

CHANGING YOUR PASSWORD


Passwords can be changed from the Web interface.
1. Click the Settings icon top-right and choose Office 365 settings

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2. Click the Password tab

3. Follow prompts to change passwords


If you have forgotten your password, contact an administrator to have it reset

MANAGING EMAILS WITH RULES


Rules can be used to automatically sort incoming messages. Not that mobile phones will only alert on
messages in the Inbox unless specifically setup otherwise.
1. Find a message to create a rule from and right-click on it
2. Choose Create Rule from the pop-up window

3. A new window will appear to configure the rule


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Office365 Admin Guide


4. Create a name for the rule and choose the criteria below
5. From the Do the following field, choose Move message to folder and click select one..

6. From the popup window, choose the folder to move messages to or click the new folder button
to create a new folder

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Office365 Admin Guide


7. Click ok to close the popup
8. A warning message will appear, its alright to click ok to this message

9. click Save to complete the task


10. New messages from that user will now be automatically moved to the folder chosen

CALENDARING
SCHEDULING A MEETING
In OWA click on the Calendar
Then double-click a day to bring up the new appointment dialog. From here you can set the date, time,
event name, location and attendees.

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If you click Scheduling Assistant you can add all the proposed attendees, and see when they have free
time.

SHARING A CALENDAR
By default, users can see free/busy information for anyones calendar in the system, but not what
meetings are scheduled, just that the time is blocked out.
1. To share a calendar with another user, logon to the web portal and go to the Calendar tab

2. Click the Share icon in the top-right

3. Start typing the name of the person to share with

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4. User will start to show in a pick list below

5. Click Send to complete the task


6. Once a user is send an invite to someones calendar, the user will show under Peoples
7. Calendars on the left pane

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8. Clicking the persons name will display their calendar color coded over the original users
calendar

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Office365 Admin Guide

FORWARDING A MEETING TO SOMEONE ELSE


Right-click the meeting you wish to forward, click the Forward button

If its a recurring meeting, it will give you an option of forwarding either just that occurrence, or the
entire series.

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Office365 Admin Guide

CONTACTS
ADDRESS BOOKS
In Outlook Web Access go to People, you can add new contacts by clicking the new button and fill in the
information:

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Then fill out the form

If you want to add additional fields, expand them by clicking the

sign

SEARCHING THE CONTACT LIST


Go to the People section on the Ribbon, then go to Directory\All Users
You will see a list of all users in the system. You cant search by Email, you must search by name;

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You can type the name of a user and it will locate them.

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GROUPS
Go to the People tab on the ribbon

Click the

button on the top-left

Click Create Group

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Name the group and add members, it will allow you to pick them from a list

MAILBOX OPTIONS/SETTINGS
You can setup and configure many settings in your mailbox by navigating to the gear icon on the top
right hand side of the ribbon (screenshot below) and go to options. Here you can; create inbox rules,
manage automatic replies, setup an email signature and many configure many other options as it relates
to your mailbox.

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Office365 Admin Guide

GETTING SUPPORT
NEED SUPPORT CONTACT INFORMATION HERE:

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