Office 365 Outlook

From SD59 Resources
Jump to: navigation, search

Contents

Getting Office

Office 2016 should already be installed on your district computer. If it is not please see your tech assigned to your school to have it installed. For Android and iOS devices make sure you install Outlook and Outlook Groups. Just like FirstClass, you are still responsible to check emails in the All Staff and your School Groups.

Outlook Online

or

Mac and Windows

  • Go to https://www.office.com
  • Sign in with your district email address and password
  • Click Install Office 2016 in the top right corner

Android

iOS

First Launch

Mac

  • Open Outlook
  • Click Get Started
  • Click Continue
  • Click Start Using Outlook
  • Type in your email address
  1. Click Continue

Note: If you get a message about trial click the sign in link (it is very small)

Online

or


  • Type in your email address (Note it wants your email address not your username)
  • Wait a second for the page to reload
  • Type in your password

Android

  • If it's your first time opening the app click Get Started

or

  • Go to Settings --> Add Account --> Add Email Account


  • Type in your email address
  • Click Continue
  • Type in your password
  • Click Sign In

iOS

  • If it's your first time opening the app click Get Started

or

  • Go to Settings --> Add Account --> Add Email Account


  • Type in your email address
  • Click Continue
  • Type in your password
  • Click Sign In

Emails

Sending an Email

  1. From the Home Ribbon click New Email
  2. Type in the name/email address of the person(s) you want to send to.
    • Use the autocomplete if it finds the person
    • After you hit tab it will turn blue or orange. Blue is good, orange means it couldn't find the person.
  3. Fill in the Subject and Body
  4. Click Send

Sending an Email Later

Mac

  1. Instead of clicking Send, click the triangle beside Send and click Send Later
  2. Select a date and time you would like to send the email.
  3. Click Send

Online

This functionality is not currently available for Outlook Online

Requesting a Read Receipt

Before you send an email you can request a read receipt. Please keep in mind that the recipient has the option to not respond to your read receipt. This feature will work with people outside of our district that use Outlook.

Mac

  1. Click the options tab in the new email window
  2. Click on Request Receipts button and go to Request Read Receipt

Windows

  1. Click Options tab, check the Request a Read Receipt check box

Online

  1. Click the triple dot (to the right of the send button)
  2. Go to Show Message Options
  3. Check Request a Read Receipt
  4. Click Ok

Creating a folder

  1. Control + Click on the folder you want to be the parent folder --> Create Folder
  2. Give the Folder a name

Moving an email to a folder

  1. Click and Drag the email to the folder

Undeleting an Email

  1. Go into the Trash in Outlook
  2. Drag the email to the Inbox or anywhere else you would like it

Creating a Signature

Mac

  1. Go to Outlook --> Preferences
  2. Click Signatures
  3. Click +
  4. Give it a Name
  5. In the default Section Set the New Messages and Replies/Forwards to your new Signature Name
  6. Edit your Signature
  7. Close the Window

Windows

  1. Go to File --> Options
  2. Click Mail Tab
  3. Click Signatures
  4. Click New
  5. Give it a Name
  6. In the default Section Set the New Messages and Replies/Forwards to your new Signature Name
  7. Edit your Signature
  8. Click Ok

Online

  1. Click Setting (cogwheel in the top right corner)
  2. Click Mail under Your App Settings
  3. Click Email Signature in the Layout Section
  4. Check the boxes for New Messages and Replies/Forwards
  5. Edit your Signature
  6. Click Save

Creating an Auto-Reply

Online

  1. Click Setting (cogwheel in the top right corner)
  2. Click Mail under Your App Settings
  3. Click Automatic Replies in the Automatic processing section
  4. Click Send Automatic replies radio button
  5. Set the time you will be away
  6. Fill in the message you would like to reply with
  7. If you are going to send automatic replies outside of the organization, it is highly recommended that you on;y sen replies to senders in your contact list. This is because replies will go out to every newsletter, advertizement and spam. Sending an email back to a spammer vaildates that your email address is active and will probably increase the amount of spam you get.
  8. Click Save

Shared Mailboxes

Adding Shared Mailbox

Mac

  1. Go to File --> Open --> Other User's Folder
  2. Search for the Shared Mailbox (keep in mind that searches are a starts with search)
  3. Select the Shared Mailbox
  4. Click Open

Online

  1. Control + Click (or right click) then go to Add Shared Folder
  2. Click Add

Sending an Email As Shared Mailbox

Mac

  1. From the Home Ribbon click New Email
  2. Click your name and change the dropdown to the email address of the shared mailbox
  3. fill in the other boxes and you normally would then hit send

Online

Currently Outlook Online is not capable of sending emails as another user

Calendars

Creating a Meeting/Event

Mac

  1. Click the Calendar icon in the bottom left corner of Outlook
  2. Click Appointment or Meeting (Appointments do not have participants)
  3. Fill in the appropriate information
  4. Click Save and Close

Online

  1. Click the Calendar icon in the bottom left corner of Outlook Online
  2. Click New
  3. Fill in the appropriate information
  4. Click Save and Close

Sharing Your Calendar

Mac

  1. Click the Calendar icon in the bottom left corner of Outlook
  2. Select your Calendar (by default is label Calendar and located under SD59)
  3. Click the Calendar Permissions on the Toolbar
  4. Click Add User
  5. Find the person you wish to share your calendar with
  6. Click Add
  7. Select the required permission level or customize it below
  8. Click Ok

See Appendix for Definition of Permission Levels

Online

  1. Click the Calendar icon in the bottom left corner of Outlook Online
  2. Control + Click (or Right Click) your Calendar go to Calendar Permissions
  3. Find the person you wish to share your calendar with
  4. Select the required permission level or customize it below
  5. Click Share

See Appendix for Definition of Permission Levels

Accessing a Shared Calendar

Shared Calendars can be resource calendars or someone else's calendar

Mac

  1. Click the Calendar icon in the bottom left corner of Outlook
  2. Click the Open Shared Calendar button from the toolbar
  3. Search for the Resource Calendar or Person (keep in mind that searches are a starts with search ie. First Name)
  4. Select the Calendar
  5. Click Open


This calendar will remain here until you remove it.
See Appendix for a list of Available Shared Calendars

Online

  1. Click the Calendar icon in the bottom left corner of Outlook
  2. Click the Open Shared Calendar button from the toolbar
  3. Search for the Resource Calendar or Person (keep in mind that searches are a starts with search)
  4. Select the Calendar
  5. Click Open

This calendar will remain here until you remove it.
See Appendix for a list of Available Shared Calendars

Contacts

Creating a Contact

Mac

  • Click the Contact icon in the bottom left corner
  • Click New Contact on the toolbar
  • Fill in the fields by clicking on the heading of each field
  • Click Save and Close

Online

  • Click the Contact icon in the bottom left corner
  • Click New on the toolbar
  • Fill in the fields
  • Click Save

Creating a Contact Group

Please keep in mind that currently contact groups in Outlook for Mac do not sync with the cloud. Individual contacts do sync.

Mac

  • Click the Contact icon in the bottom left corner
  • If the New Contact Group on the toolbar is grayed out:
    • Go to Outlook --> Preferences --> General
    • Uncheck Show On My Computer
  • Click New Contact Group
  • Give the Group a name
  • Add email address or existing contact to the list
  • If you are sending to a group of external users it would be a good idea to check the Use bcc to hide member information
  • Click Save and Close

Online

  • Click the Contact icon in the bottom left corner
  • Click triangle next to New on the toolbar
  • Go to New Contact List
  • Give the list a name
  • Add people people and/or email addresses to the list
  • Click Save

Groups

Groups are very much like the conferences of FirstClass. On the left side bar you will have a Groups heading, under it you will have a list of all the groups you belong to. There is a shared emails space just as in FirstClass to post shared messages. Unlike the FirstClass, there is a lot less control in what the group looks like, there is a calendar but any documents that are related to that group get stored in SharePoint which is outside of Outlook. One of the benefits of Groups over Conferences is that they are generally kept up to date automatically based on payroll data. There will be some people that will still be a manual process such as AB ED Support Staff but for the most part it will be automatic.

Accessing Your Groups

There are many parts to Office 365 Groups: Group Conversations, Shared Calendar, SharePoint Documents

Accessing Group Conversations (Emails)

For Mac, Windows, Outlook Online, Go into your Outlook And expand the groups heading and click on the group you would like to see For iOS and Android You can access Groups through a separate App

Subscribing / Unsubscribing from a Group

Subscribing to a group and being a member of a group are two different things

  • Being a member of a group shows the group on the left navigation bar and and gives you access to the emails and resources contained within in.
  • Subscribing to a group sends the emails to your inbox as well as as being able to access them from the group.

Please keep in mind that most groups are controlled automatically so if you try to leave a group there is a good chance you will be added to it again automatically.

Mac

Outlook for Mac is currently not able to edit Groups in any way. You will need to do it through Outlook Online.

Windows

  1. Select the group from the left navigation bar
  2. Click Membership then click Subscribe or Unsubscribe

Online

  1. Select the Group from the left navigation pane
  2. Click Joined
  3. Click Subscribe or Unsubscribe

Creating a Group

Online

  • In Outlook Online Click the + next to Groups
  • Choose Standard Group or Professional Learning Community depending on the group's intent
  • Give it a name, Description and set the privacy
  • Click Create
  • Add Members to your group
  • Click Add

Remove a Member from a Group

Online

  • In Outlook Online go into the group
  • Click the ... button in the top right corner
  • Click Members
  • Find the person you want to be an owner and hover over their name
  • Click the ... button next to the person's name
  • Click Remove From Group

Make a Member of the Group and Owner

Online

  • In Outlook Online go into the group
  • Click the ... button in the top right corner
  • Click Members
  • Find the person you want to be an owner and hover over their name
  • Click the ... button next to the person's name
  • Click Make Owner

Add Members to a Group

Online

  • In Outlook Online go into the group
  • Click the ... button in the top right corner
  • Click Members
  • Click the + button next to Add Members
  • Add the person's name

Editing a Group

Online

  • In Outlook Online go into the group
  • Click the ... button in the top right corner
  • Click Edit Group

Delete a Group

Online

  • In Outlook Online go into the group
  • Click the ... button in the top right corner
  • Click Edit Group
  • Click Delete Group
  • Check the box that says you understand everything will be deleted
  • Click Delete

Updating Profile

Change your Profile Picture

Online

  • Click on Your name in the top left corner
  • Click the Profile picture below My Accounts
  • Click Choose File
  • Select the file from your computer
  • Click Save

Migrating Data from FirstClass to Outlook

Please keep in mind that FirstClass will not be shutdown for at least a couple of years. After the cut-over, it will stop receiving new emails and conferences will become read only. So old emails can remain there and don't necessarily need to be transferred into Outlook.

Old Emails

Old emails can be forwarded to your self from FirstClass. You must use your full email address (ie username@sd59.bc.ca). and then it will send to Outlook. There is no way to mass export emails directly into Office 365.

Contacts

  1. Go into your contacts in FirstClass
  2. Edit --> Select All
  3. File --> Export
  4. Choose Selected Contacts
  5. Choose For use with Outlook (CSV)
  6. Click Ok
  7. Name the file and and save it to your Desktop
  8. Click Save
  9. Open the File in Excel (easiest way is to drag the file on top of Excel on your dock)
  10. Look at Column F which contains the email addresses, make sure that it only contains the email address.
    1. fields that look like this: John Doe <jdoe@sd59.bc.ca> won't import it needs to be edited so that it looks like jdoe@sd59.bc.ca
  11. Close and save the file
  12. Go to https://outlook.office.com/
  13. Go to your contacts (person button in the bottom left hand corner)

$ Click on Your Contacts in the left column

  1. From the Top menu bar (in the webpage) go to Add Manage--> Import Contacts
  2. Click Gmail
  3. Select the file from your Desktop that you saved from FirstClass
  4. Click Upload (above)

Calendar

  1. Go into your calendar in FirstClass
  2. View --> List
  3. Edit --> Select All
  4. File --> Export
  5. Choose Selected Events and Tasks
  6. Click Save
  7. Name the file and and save it to your Desktop
  8. Click Ok
  9. Go to https://outlook.office.com/
  10. Login if neccessary
  11. Go to your calendar
  12. From the Top menu bar (in the webpage) go to Add Calendar --> From File
  13. Select the file from your Desktop that you saved from FirstClass
  14. Click Save

Changes to Business Processes

Booking Calendars

  • Add the Shared Calendar that you'd like to use using the instructions above
    • Gwillim Lake Campsite
    • District SUV 30
    • District SUV 41

Group Shared Documents

List of Major Differences

  • All users have a 50GB quota.
  • Read History is not automatic, read receipts can be requested on a per-email basis
  • Unsend can be enabled however it works very differently than FirstClass. It delays the email actually being sent and you can only pull it back while it's being delayed. That delay can be set to whatever length of time you want.
  • Outlook can be used offline and will sync/send emails the next time you connect to the Internet
  • Documents can not be stored in Outlook, they can still be attachments but not on their own. Existing documents have all been moved to SharePoint.
  • Calendars in Conferences have been re-created as rooms, equipment or shared calendars depending on their purpose.
  • You get Office 2016 free for home use. Go to https://www.office.com and click the Install Office 2016 link. You can activate up to 5 devices with Office 2016. This includes your work computer.
    • Please note, you need to sign in with your district email address and password. For an employee that leaves the district, Microsoft Office will automatically change to a read-only month after termination of your user account.

Appendix

Calendar Permission Levels

Outlook Online

Can view when I'm busy: Allows someone to view blocks of time as Free, Busy, Tentative, Away.
Can view titles and locations: Allows someone to view your Subject and Location. Events set to private will only display as Private Appointment.
Can view all details: Allows someone to view your Subject, Location, Attendees, and Description. However, any event you mark as private displays simply as Private Appointment.
Can edit: Provides read/write/modify access.
Delegate: In addition to "Editor" permissions, a delegate can also be selected to receive calendar notifications/requests/invitations. By default, 'Delegates' cannot view/modify events set to Private. You do have the option to grant the delegate the ability to view (full details) Private events.

Outlook desktop client

None: User will be unable to view any information (including free/busy times).
Free/Busy time: Allows someone to view blocks of time as Free, Busy, Tentative, Away. Free/Busy time, subject, location: Allows someone to view your Subject and Location. Events set to private will only display as Private Appointment.
Contributor: Provides the ability to view free/busy information and create new events.
Reviewer: Allows someone to view your Subject, Location, Attendees, and Description. However, any event you mark as private displays simply as Private Appointment.
Nonediting Author: Provides the ability to view full details of all events (accept private ones), create new events, and delete events they have created.
Author: In addition to permissions granted via "Nonediting Authour", the user will also me able to edit events they have created.
Publishing Author: In addition to permissions granted via "Authour", the user will also me able to create sub-folders (these are calendar groups or secondary calendars).
Editor: Provides read/write/modify access to the calendar (accept private events).
Publishing Editor: In addition to "Editor" permissions, the user will also be able to create sub-folders (these are calendar groups or secondary calendars).
Owner: In addition to "Editor" permissions, a delegate can also be selected to receive calendar notifications/requests/invitations. By default, 'Delegates' cannot view/modify events set to Private. You do have the option to grant the delegate the ability to view (full details) Private events.

Available Shared Calendars

  • District SUV 30
  • District SUV 40
  • Gwillim Lake Campsite
  • Manlift - Scissor
  • Manlift - Genie
  • Manlift - Scissor
  • Manlift - Snorkel
  • SBO Boardroom
  • SBO Conference Room
  • Teleconference